> Continuous Process Improvement > Employee Onboarding > SAP SuccessFactors Onboarding > Data Template

Your Employee Onboarding Data Template

SAP SuccessFactors Onboarding

Employee Onboarding Attributes (23) Employee Onboarding Activities (15) Extraction Guides (3)

Your Employee Onboarding Data Template

This template provides a comprehensive guide for collecting the necessary data to analyze your employee onboarding process. It outlines essential attributes to capture, key activities to track, and practical guidance on data extraction from your systems. Use this resource to streamline your data preparation and kickstart your process analysis journey.

Recommended attributes to collect
Key activities to track
Extraction guidance

New to event logs? Learn how to create a process mining event log.

Download Template

Employee Onboarding Attributes

These are the essential data fields recommended for inclusion in your event log to ensure a thorough and insightful analysis of your employee onboarding process.

5 Required 7 Recommended 11 Optional

	Name	Description
	Activity Name ActivityName	The name of the specific task or milestone that occurred in the onboarding process.
Description This attribute describes a specific event or step within the onboarding workflow, such as 'Background Check Initiated' or 'Manager Tasks Assigned'. These activities are the building blocks of the process map. Analyzing the sequence and frequency of activities helps identify the actual process flow, discover deviations from the standard procedure, and pinpoint bottlenecks where the process stalls. It is a core component for any process discovery and analysis. Why it matters It defines the steps in the process map. Analyzing the sequence of activities is the primary way to understand and optimize the onboarding workflow. Where to get This information is logged in the process history or audit trail tables within the SAP SuccessFactors Onboarding module for each case. Examples Onboarding Process InitiatedBackground Check CompletedIT Provisioning Requested30-Day Check-in Performed
	Event Timestamp EventTimestamp	The exact date and time when an activity was completed or a milestone was reached.
Description The Event Timestamp records the precise moment an activity occurred. This data is critical for sequencing events correctly and for all time-based analysis, such as calculating cycle times, waiting times, and durations between different steps. In process mining, timestamps are used to order the activities within each case and to build an accurate representation of the process flow over time. They are the basis for performance analysis, SLA monitoring, and bottleneck identification. Why it matters This attribute is essential for calculating all time-related metrics, including cycle times and bottleneck durations, which are crucial for performance analysis. Where to get This is typically recorded alongside each activity in the event log or audit trail of the SAP SuccessFactors Onboarding module. Examples 2023-10-01T09:00:00Z2023-10-03T14:30:00Z2023-10-05T11:25:10Z
	Onboarding Case OnboardingCaseId	The unique identifier for a single new employee's onboarding process, grouping all related activities.
Description The Onboarding Case ID is the central identifier that connects all events and data points for a single new hire's onboarding journey. It begins when the onboarding process is initiated and concludes when the process is marked as complete. In process mining, this attribute is essential for reconstructing the end-to-end process flow for each new hire. It allows for the analysis of different paths (variants), cycle times, and outcomes on a case-by-case basis, forming the foundation of the entire analysis. Why it matters This is the fundamental attribute that defines the scope of analysis. Without it, it's impossible to trace a new hire's journey and measure key performance indicators like total onboarding time. Where to get This is typically a process instance ID generated within the SAP SuccessFactors Onboarding module when a new hire's onboarding is initiated. Examples ONB-2024-00123ONB-2024-00124ONB-2024-00125
	Last Data Update LastDataUpdateTimestamp	The timestamp indicating when the data for this event was last refreshed or extracted from the source.
Description This attribute records the date and time of the last data pull from the source system. It does not represent when the event happened, but rather when the record of the event was last updated in the dataset being used for analysis. This is a critical metadata field for understanding the freshness of the data. It helps analysts and business users know how current the process analysis is and when to expect new data to be reflected in the dashboards. Why it matters Ensures users understand the timeliness of the data, which is crucial for making decisions based on the analysis. Where to get This timestamp is typically generated and appended to each record during the data extraction process. Examples 2024-06-10T05:00:00Z2024-06-11T05:00:00Z2024-06-12T05:00:00Z
	Source System SourceSystem	Identifies the system from which the data was extracted.
Description This attribute specifies the origin of the data, which in this case is 'SAP SuccessFactors Onboarding'. It is particularly useful in environments where data from multiple systems might be combined for a broader process view. For analysis, it helps in data governance, troubleshooting, and ensuring that the data is correctly attributed to its source. It provides context, especially when comparing processes or data from different applications. Why it matters Provides essential context for data origin, which is important for data governance, validation, and integration with other systems. Where to get This is typically a static value added during the data extraction and transformation process to label the dataset. Examples SAP SuccessFactors OnboardingSFSF_ONB_PRODSuccessFactors_Onboarding_US
	Department Department	The department or business unit the new hire is joining.
Description This attribute specifies the organizational unit to which the new employee is assigned, such as 'Sales', 'Engineering', or 'Finance'. This is a fundamental piece of organizational data. Analyzing the process by department is a common requirement. It allows for benchmarking performance, identifying department-specific bottlenecks (e.g., IT provisioning for engineers takes longer), and understanding how the onboarding process varies across the organization. This segmentation is key for the Departmental Onboarding Benchmarks dashboard. Why it matters Enables critical segmentation and benchmarking of the onboarding process across different parts of the organization. Where to get This information is part of the job requisition and new hire data within SAP SuccessFactors. Examples Sales and MarketingResearch and DevelopmentFinanceCustomer Support
	End Time EndTime	The timestamp marking the completion of an activity, particularly for tasks with a measurable duration.
Description While StartTime (EventTimestamp) marks when an activity begins or occurs, EndTime records when it concludes. For atomic events, StartTime and EndTime can be the same. For activities like 'Background Check', having a distinct start and end time is crucial. This attribute enables the direct calculation of processing time for individual activities, rather than just the waiting time between them. This helps differentiate active work time from idle time, providing deeper insights into process efficiency. Why it matters Allows for precise calculation of activity processing times, helping to identify which specific tasks are time-consuming. Where to get This may be available in the process log for long-running tasks or can be derived from the start time of the subsequent activity. Examples 2023-10-01T17:00:00Z2023-10-04T10:00:00Z2023-10-06T12:00:00Z
	Hiring Manager HiringManager	The name of the manager to whom the new hire will report.
Description This attribute identifies the hiring manager responsible for the new employee. The hiring manager often has specific tasks assigned to them during the onboarding process, such as setting up team introductions or defining 30-day goals. Analyzing data by Hiring Manager helps to identify managerial bottlenecks and assess manager engagement in the onboarding process. It directly supports the 'Managerial Onboarding Task Delays' dashboard by highlighting managers who may need additional support or training. Why it matters Helps identify bottlenecks related to manager-dependent tasks and measures manager engagement in the onboarding process. Where to get This is part of the core job information and reporting structure defined in SAP SuccessFactors. Examples Jane DoeDavid LeeSusan Chen
	New Hire Employee ID NewHireEmployeeId	The unique employee ID assigned to the new hire.
Description This attribute is the official, permanent identifier for the new hire within the company's HR system. It is typically assigned after the HR profile is created and remains with the employee throughout their tenure. While the Onboarding Case ID tracks the process, the Employee ID links the onboarding process to the employee's permanent record. This allows for long-term analysis, such as correlating onboarding experiences with future employee performance or retention. Why it matters Connects the temporary onboarding process to the permanent employee record, enabling longer-term impact analysis. Where to get Available in the new hire's data record within the Onboarding or Employee Central modules of SAP SuccessFactors. Examples 100523100524100525
	Official Start Date OfficialStartDate	The new hire's official first day of employment.
Description This attribute is the contractually agreed upon start date for the new employee. It serves as a critical deadline for many pre-boarding activities, such as IT provisioning, paperwork completion, and background checks. In analysis, this date is used as a benchmark to measure the timeliness of pre-boarding activities. It is essential for the 'Day One IT Resource Readiness Rate' KPI and for dashboards that monitor whether the company is prepared for the new hire's arrival. Why it matters Serves as a critical deadline and benchmark for evaluating the timeliness and success of all pre-boarding activities. Where to get This is a key date field in the new hire's employment record in SAP SuccessFactors. Examples 2024-07-012024-07-152024-08-01
	Onboarding Coordinator OnboardingCoordinator	The HR professional or coordinator responsible for managing the onboarding case.
Description This attribute identifies the person, typically in HR, who is overseeing the new hire's onboarding process. They are responsible for ensuring tasks are completed on time and for resolving any issues that arise. This data is essential for workload management and resource allocation within the HR team. The 'Onboarding Coordinator Workload' dashboard relies on this attribute to balance case assignments and identify coordinators who may be overloaded or particularly efficient. Why it matters Crucial for analyzing HR team workload, capacity planning, and identifying best practices among coordinators. Where to get This is likely an assigned role or user field within the SAP SuccessFactors Onboarding process instance. Examples Robert JohnsonEmily WhiteMichael Brown
	Position Title PositionTitle	The official job title of the new hire, such as 'Software Engineer' or 'Account Manager'.
Description The Position Title describes the specific role the new employee was hired for. This provides a more granular level of detail than the department alone. This attribute is used to analyze if the onboarding process differs for various roles. For example, the process for an executive might have different steps or SLAs compared to an entry-level position. It's crucial for the Onboarding Process Variant Analysis dashboard to understand role-based process deviations. Why it matters Allows for analysis of process variations based on job role, helping to tailor and standardize onboarding experiences. Where to get This is a standard field in the job requisition and new hire's employment details in SAP SuccessFactors. Examples Senior Software EngineerFinancial AnalystHR Business PartnerSales Development Representative
	Background Check Status BackgroundCheckStatus	The outcome or current status of the background check.
Description This attribute records the result of the background check process, which is a critical compliance step. Possible values could include 'Initiated', 'In Progress', 'Clear', or 'Adverse Finding'. This data is vital for monitoring a key potential bottleneck and compliance risk. The 'Background Check Cycle Time' and 'Critical Compliance Monitoring' dashboards use this status to track progress and flag cases that require immediate attention. Why it matters Tracks the progress and outcome of a critical, and often lengthy, compliance step in the onboarding process. Where to get This information is typically updated in the Onboarding module, often via an integration with a third-party background check vendor. Examples ClearPendingAdverse FindingNot Initiated
	Compliance Due Date ComplianceDueDate	The deadline by which all mandatory compliance activities must be completed.
Description This attribute specifies the target date for completing critical compliance tasks like background checks or mandatory training. This due date is often determined by company policy or regulatory requirements. It is used to measure compliance adherence and is a key component of the 'Compliance Documentation Rate' KPI. By comparing the actual completion date of compliance activities to this due date, the system can flag overdue tasks and measure the overall compliance health of the process. Why it matters Provides a clear deadline for measuring adherence to compliance policies and helps in proactively identifying at-risk cases. Where to get This date may be set dynamically by the Onboarding workflow based on the new hire's start date and task type, or it could be a fixed field. Examples 2024-06-302024-07-142024-07-31
	Employment Type EmploymentType	Indicates the new hire's employment status, such as full-time, part-time, or contractor.
Description This attribute categorizes the new hire based on their employment contract. The onboarding process can differ significantly based on this type, for example, contractors may have a simplified process with fewer steps. It is used for segmentation in process analysis to compare the workflows and efficiencies for different types of hires. This helps in understanding process variants and ensuring that the appropriate onboarding path is followed for each employment type. Why it matters Allows for comparing and optimizing onboarding processes for different categories of workers, like full-time employees versus contractors. Where to get This is a standard field within the employee's job information in SAP SuccessFactors. Examples Full-time EmployeePart-time EmployeeContractorIntern
	Is Automated IsAutomated	A flag indicating whether an activity was performed by a system or a human user.
Description This boolean attribute distinguishes between activities executed automatically by the system (e.g., 'Pre-Day 1 Paperwork Sent') and those performed manually by a user (e.g., '30-Day Check-in Performed'). Analyzing this attribute helps in understanding the level of automation in the process. It can be used to identify opportunities for further automation by highlighting manual, repetitive tasks. It also helps in correctly attributing processing times to either system or human effort. Why it matters Helps measure the level of automation in the process and identify opportunities to replace manual tasks with automated workflows. Where to get This can often be inferred from the 'User' associated with an event. If the user is a system or service account, the event is automated. Examples truefalse
	Is Compliance Overdue IsComplianceOverdue	A calculated flag that is true if a compliance activity was completed after its due date.
Description This boolean attribute is derived by comparing the actual completion timestamp of a compliance-related activity (e.g., 'Background Check Completed') against its corresponding 'Compliance Due Date'. If the completion occurs after the due date, the flag is set to 'true'. This attribute is essential for the 'Critical Compliance Monitoring' dashboard. It allows for easy identification and quantification of compliance breaches, helping the organization to mitigate risks and improve its adherence to policies and regulations. Why it matters Provides a clear and immediate way to identify and report on compliance failures, enabling proactive risk management. Where to get This is calculated in the process mining tool. The logic is: Timestamp(ComplianceActivity) > ComplianceDueDate. Examples truefalse
	Is Day One Ready IsDayOneReady	A calculated flag indicating if IT resources were ready on or before the new hire's start date.
Description This boolean attribute is derived by comparing the completion timestamps of critical pre-boarding activities, like 'IT Provisioning Requested' and 'Equipment Delivered', against the 'Official Start Date'. A value of 'true' signifies that all necessary items were ready for the new hire on their first day. This is a key performance indicator used in the 'IT Resource Readiness for Day One' dashboard. It provides a clear, measurable goal for the IT and HR teams and directly assesses their effectiveness in preparing for new employees. Why it matters Directly measures the success of pre-boarding activities, which heavily impacts a new hire's productivity and initial experience. Where to get This is not a field in the source system. It is calculated in the process mining tool based on logic: (Timestamp('Equipment Delivered') <= OfficialStartDate) AND (Timestamp('IT Provisioning Completed') <= OfficialStartDate). Examples truefalse
	Location Location	The physical work location, office, or country of the new hire.
Description This attribute specifies the geographical location where the new hire will be based. Onboarding requirements, such as compliance paperwork or IT equipment shipping, can vary significantly by location or country. Analyzing the process by location helps identify regional variations in efficiency and compliance. For example, background checks may take longer in certain countries, or different legal documents may be required. This segmentation helps tailor and improve regional onboarding processes. Why it matters Helps identify and address regional differences in onboarding processes, compliance requirements, and performance. Where to get This information is part of the new hire's job and location data within SAP SuccessFactors. Examples New York, USALondon, UKSingaporeBerlin, Germany
	New Hire Name NewHireName	The full name of the new employee undergoing the onboarding process.
Description This attribute stores the full name of the new hire. It provides a human-readable identifier for the case, making it easier for users like HR business partners or onboarding coordinators to look up and discuss specific onboarding instances. In dashboards and reports, using the new hire's name alongside the case ID makes the data more accessible and understandable for operational users who need to monitor individual progress. Why it matters Provides a user-friendly identifier for individual cases, improving the usability of dashboards for operational monitoring. Where to get This is a standard field associated with the new hire's profile in SAP SuccessFactors Onboarding. Examples John SmithMaria GarciaChen Wei
	Onboarding Status OnboardingStatus	The current overall status of the onboarding case, such as 'In Progress' or 'Completed'.
Description This attribute provides a high-level summary of where the onboarding case stands in its lifecycle. It indicates whether the process is active, finished, or has been cancelled for some reason. This is useful for filtering data in dashboards to focus only on active cases or to analyze the outcomes of completed ones. For the 'Individual New Hire Onboarding Progress' dashboard, this status gives a quick overview before drilling into the detailed activity history. Why it matters Allows for easy filtering and reporting on the overall state of onboarding cases, helping to manage active workloads. Where to get This status is typically managed and updated by the workflow engine within the SAP SuccessFactors Onboarding module. Examples In ProgressCompletedCancelledOn Hold
	Processing Time ProcessingTime	The calculated duration of time spent actively working on a task.
Description Processing Time is the duration between the start and end of an activity. This is different from cycle time, which includes waiting time. For example, the processing time for a background check is the time the vendor actively works on it. This metric, often calculated by subtracting the start time from the end time of an activity, is crucial for understanding where active work is consuming the most time in the process. It helps differentiate between long tasks and long waits, leading to more targeted improvement efforts. Why it matters Pinpoints which specific activities are the most time-consuming, as opposed to identifying long waiting periods between tasks. Where to get This is calculated during data analysis by subtracting the EventTimestamp from the EndTime for a given activity. Examples P3DT5HPT15MP7D
	User ID UserId	The identifier of the user who performed the activity.
Description This attribute captures the ID of the person or system account that executed a specific task in the process. This could be the new hire, the hiring manager, an HR coordinator, or a system user for automated steps. It allows for analysis of work distribution and performance at a user level. For example, it can help identify which onboarding coordinators handle the most tasks or which managers are quickest to complete their assigned duties. It provides the basis for resource and user-level performance analysis. Why it matters Enables detailed analysis of workload distribution and performance by individual users or user groups. Where to get This information is typically available in the audit trail or event log of the SAP SuccessFactors Onboarding module, often labeled as 'Completed By' or 'User'. Examples jdoedleeSYSTEM

Required Recommended Optional

Employee Onboarding Activities

These are the critical process steps and significant milestones you should track in your event log for accurate process discovery and bottleneck identification.

8 Recommended 7 Optional

	Activity	Description
	30-Day Check-in Performed	Represents the completion of a scheduled check-in between the new hire and their manager or HR, typically around the 30-day mark. It is captured when a manager or HR representative marks the corresponding checklist item as complete.
Why it matters This activity is often used as a proxy for the end of the initial, intensive onboarding period. It is a key milestone for measuring the new hire's time to productivity and overall process duration. Where to get This event is inferred from the completion timestamp of a specific '30-Day Check-in' task or form within the onboarding process checklist in SuccessFactors. Capture Inferred from the completion timestamp of the '30-Day Check-in' task. Event type inferred
	Background Check Completed	Marks the completion of the background screening process and the receipt of the results. This event is captured when the background check task status is updated to 'Completed' or 'Cleared' in the SuccessFactors Onboarding module.
Why it matters This is a critical compliance milestone and a prerequisite for finalizing an offer in many organizations. Delays here can significantly impact the new hire's start date and overall onboarding time. Where to get This can be inferred from the timestamp when the status of the background check task is updated to a final state like 'Completed'. This is often updated via an API from the third-party vendor. Capture Inferred from the completion timestamp associated with the background check task in the onboarding plan. Event type inferred
	First Day Occurred	A calculated event that represents the new hire's official start date. It is not an explicit user action but is derived from the 'Official Start Date' attribute associated with the onboarding case.
Why it matters This is a critical milestone for analyzing pre-day one and post-day one activities. It serves as a crucial reference point for assessing the timeliness of other activities like IT setup and orientation. Where to get This is a calculated event. It is derived directly from the 'Official Start Date' field stored on the new hire's record within the Onboarding or Employee Central module. Capture Derived from the 'Official Start Date' attribute on the employee record. Event type calculated
	HR Profile Created	This activity signifies the creation of the new hire's official employee profile in the core HRIS, SAP SuccessFactors Employee Central. It is captured when the 'Manage Pending Hires' process is completed and the employee record becomes active.
Why it matters The creation of the HR profile is a critical integration point that enables payroll, benefits, and other core HR functions. Tracking this helps monitor HR administrative efficiency and identify rework if it occurs multiple times. Where to get This event is explicitly logged with a creation timestamp on the employee's profile in Employee Central. The action is typically performed by an HR administrator through the 'Manage Pending Hires' tool. Capture Captured from the creation date of the user's Employee Central profile. Event type explicit
	Manager Tasks Assigned	Represents the point where a set of onboarding responsibilities is assigned to the hiring manager. This is captured when the system automatically triggers and assigns tasks like 'Prepare Workspace' or 'Schedule Team Welcome' to the manager.
Why it matters Manager engagement is crucial for a successful onboarding experience. This activity helps analyze how quickly managers are notified and allows measurement of their subsequent task completion times. Where to get The event can be identified from the assignment timestamp of the first task assigned to the hiring manager role within the onboarding process workflow. Capture Timestamp of when manager-specific tasks are created and assigned in the process instance. Event type explicit
	Onboarding Process Completed	This is the final activity, marking the successful closure of the new hire's onboarding case in the system. It is captured when an HR administrator or automated process moves the onboarding process status to its final 'Completed' state.
Why it matters This activity officially concludes the process, serving as the primary end event for analysis. It allows for the calculation of the end-to-end cycle time and completion rates. Where to get This event is inferred from the timestamp when the overall onboarding process status is updated to 'Completed' or 'Hired' in the SuccessFactors Onboarding module. Capture Inferred from the last status change timestamp of the overall onboarding process to a terminal state. Event type inferred
	Onboarding Process Initiated	This activity marks the start of the onboarding process for a new hire. It is typically triggered automatically when a candidate's status is changed to 'Ready to Hire' in the SAP SuccessFactors Recruiting module, and their data is passed to the Onboarding module.
Why it matters This is the primary start event for the onboarding case. It allows for the measurement of the total onboarding cycle time and serves as the baseline for all subsequent process steps. Where to get This event is typically captured from the creation timestamp of the new hire's record or process instance within the SuccessFactors Onboarding module (Process object). The initiation date and time are usually logged explicitly. Capture Captured from the creation timestamp of the onboarding process instance. Event type explicit
	Pre-Day 1 Paperwork Completed	Represents the new hire's completion of all required pre-employment forms and tasks through their onboarding portal. This event is captured when the system registers that all tasks in the 'Pre-Day 1' or 'New Hire Paperwork' step have been finished.
Why it matters This is a key milestone indicating the new hire is engaged and has completed essential administrative steps. It unblocks downstream activities like HR profile creation and IT provisioning. Where to get This is logged when the status of the paperwork collection process or a set of related tasks moves to 'Completed'. The completion timestamp for the final required task can be used. Capture Inferred from the timestamp when the parent 'Paperwork' task group is marked as complete in the system. Event type inferred
	Background Check Initiated	This activity signifies the point at which the background check process is formally started, often through an integrated third-party service. It is captured when the corresponding task or process step is triggered within the SuccessFactors workflow.
Why it matters The background check is a critical, often lengthy, compliance step. Measuring the duration from initiation to completion helps identify bottlenecks with internal processes or external vendors. Where to get This is typically recorded as a status change for a specific 'Background Check' task in the Onboarding process workflow. The status change timestamp marks the event. Capture Inferred from the status change timestamp of the background check task to 'In Progress' or a similar state. Event type inferred
	Equipment Delivered	Confirms that the new hire's physical equipment has been successfully delivered to their designated location. This event is captured when an IT team member or manager updates the status of the 'Equipment Delivery' task to 'Completed'.
Why it matters This activity is a key indicator of Day One readiness. Comparing this event's timestamp to the employee's start date helps measure the 'Day One IT Resource Readiness Rate' KPI. Where to get Inferred from the timestamp when the status of an 'Equipment Delivered' or 'Equipment Setup' task is marked as 'Completed' in the onboarding process plan. Capture Inferred from the completion timestamp of the equipment delivery confirmation task. Event type inferred
	Equipment Ordered	This activity represents the point when a request for physical hardware, such as a laptop or phone, is submitted. It is captured from the timestamp of the equipment request task within the SuccessFactors Onboarding checklist.
Why it matters Ensuring equipment is ready for a new hire's first day is critical for productivity and a positive experience. Tracking this helps identify delays in the procurement and hardware provisioning process. Where to get This can be inferred from the status change of an 'Order Equipment' task in the onboarding process. The timestamp of the status change to 'Submitted' or 'Completed' marks the event. Capture Inferred from the completion timestamp of the 'Order Equipment' task in the manager's or IT's checklist. Event type inferred
	IT Provisioning Requested	This marks the formal request for IT resources, such as user accounts, email, and system access for the new hire. It is often triggered automatically after paperwork completion and captured via an integration or a manually logged task.
Why it matters This is the starting point for a critical path that determines if a new hire will be productive on day one. Tracking this helps measure and optimize the IT setup lead time. Where to get This is typically a specific task within the onboarding process. The event is captured from the creation or initiation timestamp of the 'IT Provisioning' task, which may send a notification to a service desk system like ServiceNow. Capture Captured from the creation timestamp of the IT provisioning request or task. Event type explicit
	Mandatory Training Assigned	Represents the assignment of required compliance or role-based training to the new hire's learning plan. This event is captured when the integration between SuccessFactors Onboarding and Learning Management System (LMS) assigns the courses.
Why it matters This activity initiates the compliance training process. Analyzing the time from this point to training completion helps in understanding learning engagement and identifying compliance risks. Where to get This event is captured from the assignment date timestamp of the required training items in the SuccessFactors Learning module, linked to the new hire's user ID. Capture Captured from the course assignment date in the integrated SuccessFactors Learning module. Event type explicit
	Mandatory Training Completed	This activity marks the new hire's completion of all assigned mandatory training. It is captured when the SuccessFactors Learning module updates the status of all required courses to 'Completed'.
Why it matters Completing mandatory training is a critical compliance checkpoint. Tracking this milestone is essential for auditing purposes and ensuring the company meets its regulatory obligations. Where to get This event is captured from the completion date timestamp of the last required training item in the SuccessFactors Learning module. Capture Captured from the course completion date in the integrated SuccessFactors Learning module. Event type explicit
	Pre-Day 1 Paperwork Sent	Represents the moment when the initial set of required documents and forms, such as compliance forms and personal data collection, is sent to the new hire. This is usually an automated step within a pre-defined onboarding workflow in SuccessFactors.
Why it matters Tracking this activity helps measure the efficiency of the administrative setup. The time between this step and 'Paperwork Completed' is a key KPI for identifying delays caused by the system or the new hire. Where to get This is often an explicit event or a status change on the 'New Hire Activities' or a similar task within the Onboarding process object. A timestamp for when the task was assigned or triggered is typically available. Capture Identified by the timestamp when the paperwork task is assigned or initiated in the new hire's onboarding portal. Event type explicit

Recommended Optional

Extraction Guides

How to get your data from SAP SuccessFactors Onboarding

Steps

Log in to SAP SuccessFactors: Access your instance with a user account that has permissions for Admin Center and Integration Center.
Navigate to Integration Center: From the Admin Center, use the search bar to find and open the Integration Center.
Create a New Integration: Click on "My Integrations", then select "Create" and choose "More Integration Types". Select the format "Scheduled Simple File Output Integration".
Select Starting Entity for Process Events: For core process events, select the ONB2Process OData entity as the starting point. This will capture the start and end of the entire onboarding case.
Configure Process Events Integration: In the "Configure Fields" tab, create an integration to extract the 'Onboarding Process Initiated' and 'Onboarding Process Completed' activities. You will need to create calculated fields to conditionally output the correct Activity Name and Timestamp based on the processStatus field. For example, the 'Onboarding Process Initiated' event timestamp is the createdDate of the ONB2Process entity.
Select Starting Entity for Task Events: Create a second, separate integration. This time, select the ONB2ProcessTask OData entity as the starting point. This entity contains data for most of the individual onboarding activities.
Configure Task Events Integration: In the "Configure Fields" tab, drag and drop the required fields. Navigate from ONB2ProcessTask back to the parent ONB2Process to retrieve case-level attributes like NewHireEmployeeId, Department, and HiringManager. The OnboardingCaseId will be the process.processId field.
Map Task Activities: Create a calculated field for the ActivityName. Use a series of If/Then/Else statements or a Choose/When logic block to map the technical taskName from SuccessFactors (e.g., 'bgc_task', 'paperwork_sign') to the required business-friendly ActivityName (e.g., 'Background Check Initiated', 'Pre-Day 1 Paperwork Sent').
Map Task Timestamps: Create a calculated field for the EventTimestamp. Use conditional logic to select the appropriate date field based on the task type or status. For example, for "Initiated" or "Sent" activities, use the task creation date. For "Completed" activities, use the task completion date (completedDate).
Handle Calculated Events: The 'First Day Occurred' event is not a standard task. In your first integration based on ONB2Process, create a calculated field where the ActivityName is 'First Day Occurred' and the EventTimestamp is the targetDate (Official Start Date) from the ONB2Process entity.
Configure Destination and Scheduling: For each integration, go to the "Destination Settings" tab and configure the SFTP server where the output CSV files will be placed. In the "Scheduling" tab, set the recurrence for the extraction, such as daily or weekly.
Combine and Format Data: After both integrations have run, you will have multiple output files (e.g., one for process events, one for task events). Use an external script or data preparation tool to combine these files into a single event log. Ensure the column headers match the required attributes (OnboardingCaseId, ActivityName, EventTimestamp, etc.) before uploading to ProcessMind.

Configuration

Starting OData Entities: The primary entities are ONB2Process (for the overall case) and ONB2ProcessTask (for individual activities). You will need to create at least two separate integrations and join the resulting files.
Integration Type: Scheduled Simple File Output Integration is the recommended type for creating CSV files on an SFTP server.
Output File Format: Configure the output as a CSV with a header row. Use a comma delimiter and UTF-8 encoding for broad compatibility.
Filtering: It is critical to apply filters to manage data volume. In the "Filter" tab, filter by ONB2Process last modified date (lastModifiedDate) to extract only recent changes (e.g., last 7 days). For initial full loads, extract data in smaller chunks, such as 3-6 months at a time.
Calculated Fields: Heavy use of calculated fields is necessary. This is required to map technical task names to business-friendly activity names and to select the correct timestamp (e.g., created vs. completed date) for each event.
Prerequisites: The user configuring the integration needs administrative permissions for Integration Center and OData API access. The API user must have read access to the ONB2Process, ONB2ProcessTask, User, and EmpJob entities.

a Sample Query config

/*
This SQL-like pseudo-code represents the logic to be built across multiple Integration Center jobs.
The final event log is created by combining the output of these logical blocks.
Replace '{StartDate}' and '{EndDate}' with the desired date range for the extraction.
*/

-- Block 1: From the ONB2Process based Integration
SELECT
  p.processId AS OnboardingCaseId,
  'Onboarding Process Initiated' AS ActivityName,
  p.createdDate AS EventTimestamp,
  'SAP SuccessFactors' AS SourceSystem,
  GETDATE() AS LastDataUpdateTimestamp,
  p.createdDate AS EndTime,
  u.userId AS NewHireEmployeeId,
  ej.department AS Department,
  ej.position AS PositionTitle,
  ej.managerId AS HiringManager,
  p.processor AS OnboardingCoordinator,
  p.targetDate AS OfficialStartDate
FROM ONB2Process AS p
LEFT JOIN User AS u ON p.processTrigger.userId = u.userId
LEFT JOIN EmpJob AS ej ON u.userId = ej.userId AND ej.isPrimary = 'true'
WHERE p.createdDate BETWEEN '{StartDate}' AND '{EndDate}'

UNION ALL

-- Block 2: From the ONB2Process based Integration (Calculated Event)
SELECT
  p.processId AS OnboardingCaseId,
  'First Day Occurred' AS ActivityName,
  p.targetDate AS EventTimestamp,
  'SAP SuccessFactors' AS SourceSystem,
  GETDATE() AS LastDataUpdateTimestamp,
  p.targetDate AS EndTime,
  u.userId AS NewHireEmployeeId,
  ej.department AS Department,
  ej.position AS PositionTitle,
  ej.managerId AS HiringManager,
  p.processor AS OnboardingCoordinator,
  p.targetDate AS OfficialStartDate
FROM ONB2Process AS p
LEFT JOIN User AS u ON p.processTrigger.userId = u.userId
LEFT JOIN EmpJob AS ej ON u.userId = ej.userId AND ej.isPrimary = 'true'
WHERE p.targetDate BETWEEN '{StartDate}' AND '{EndDate}'

UNION ALL

-- Block 3: From the ONB2ProcessTask based Integration (multiple mappings)
SELECT
  t.process.processId AS OnboardingCaseId,
  CASE 
    WHEN t.taskName = '[Task name for Paperwork Sent]' THEN 'Pre-Day 1 Paperwork Sent'
    WHEN t.taskName = '[Task name for Background Check]' AND t.taskStatus = 'STARTED' THEN 'Background Check Initiated'
    WHEN t.taskName = '[Task name for Background Check]' AND t.taskStatus = 'COMPLETED' THEN 'Background Check Completed'
    WHEN t.taskName = '[Task name for Paperwork Completion]' THEN 'Pre-Day 1 Paperwork Completed'
    WHEN t.taskName = '[Task name for HR Profile Creation]' THEN 'HR Profile Created'
    WHEN t.taskName = '[Task name for Manager Tasks]' AND t.taskStatus = 'STARTED' THEN 'Manager Tasks Assigned'
    WHEN t.taskName = '[Task name for IT Request]' THEN 'IT Provisioning Requested'
    WHEN t.taskName = '[Task name for Equipment Order]' THEN 'Equipment Ordered'
    WHEN t.taskName = '[Task name for Equipment Delivery]' THEN 'Equipment Delivered'
    WHEN t.taskName = '[Task name for Training Assignment]' THEN 'Mandatory Training Assigned'
    WHEN t.taskName = '[Task name for Training Completion]' THEN 'Mandatory Training Completed'
    WHEN t.taskName = '[Task name for 30-Day Check-in]' THEN '30-Day Check-in Performed'
  END AS ActivityName,
  t.completedDate AS EventTimestamp, -- Or t.createdDate depending on the activity
  'SAP SuccessFactors' AS SourceSystem,
  GETDATE() AS LastDataUpdateTimestamp,
  t.completedDate AS EndTime,
  t.process.processTrigger.userId AS NewHireEmployeeId,
  ej.department AS Department,
  ej.position AS PositionTitle,
  ej.managerId AS HiringManager,
  t.process.processor AS OnboardingCoordinator,
  t.process.targetDate AS OfficialStartDate
FROM ONB2ProcessTask AS t
LEFT JOIN User AS u ON t.process.processTrigger.userId = u.userId
LEFT JOIN EmpJob AS ej ON u.userId = ej.userId AND ej.isPrimary = 'true'
WHERE t.lastModifiedDate BETWEEN '{StartDate}' AND '{EndDate}' AND ActivityName IS NOT NULL

UNION ALL

-- Block 4: From the ONB2Process based Integration
SELECT
  p.processId AS OnboardingCaseId,
  'Onboarding Process Completed' AS ActivityName,
  p.lastModifiedDate AS EventTimestamp, -- Assuming last modification on a completed status marks the end
  'SAP SuccessFactors' AS SourceSystem,
  GETDATE() AS LastDataUpdateTimestamp,
  p.lastModifiedDate AS EndTime,
  u.userId AS NewHireEmployeeId,
  ej.department AS Department,
  ej.position AS PositionTitle,
  ej.managerId AS HiringManager,
  p.processor AS OnboardingCoordinator,
  p.targetDate AS OfficialStartDate
FROM ONB2Process AS p
LEFT JOIN User AS u ON p.processTrigger.userId = u.userId
LEFT JOIN EmpJob AS ej ON u.userId = ej.userId AND ej.isPrimary = 'true'
WHERE p.processStatus = 'COMPLETED' AND p.lastModifiedDate BETWEEN '{StartDate}' AND '{EndDate}';

Steps

Log in to SAP SuccessFactors: Access your instance with a user account that has permissions for Admin Center and Integration Center.
Navigate to Integration Center: From the Admin Center, use the search bar to find and open the Integration Center.
Create a New Integration: Click on "My Integrations", then select "Create" and choose "More Integration Types". Select the format "Scheduled Simple File Output Integration".
Select Starting Entity for Process Events: For core process events, select the ONB2Process OData entity as the starting point. This will capture the start and end of the entire onboarding case.
Configure Process Events Integration: In the "Configure Fields" tab, create an integration to extract the 'Onboarding Process Initiated' and 'Onboarding Process Completed' activities. You will need to create calculated fields to conditionally output the correct Activity Name and Timestamp based on the processStatus field. For example, the 'Onboarding Process Initiated' event timestamp is the createdDate of the ONB2Process entity.
Select Starting Entity for Task Events: Create a second, separate integration. This time, select the ONB2ProcessTask OData entity as the starting point. This entity contains data for most of the individual onboarding activities.
Configure Task Events Integration: In the "Configure Fields" tab, drag and drop the required fields. Navigate from ONB2ProcessTask back to the parent ONB2Process to retrieve case-level attributes like NewHireEmployeeId, Department, and HiringManager. The OnboardingCaseId will be the process.processId field.
Map Task Activities: Create a calculated field for the ActivityName. Use a series of If/Then/Else statements or a Choose/When logic block to map the technical taskName from SuccessFactors (e.g., 'bgc_task', 'paperwork_sign') to the required business-friendly ActivityName (e.g., 'Background Check Initiated', 'Pre-Day 1 Paperwork Sent').
Map Task Timestamps: Create a calculated field for the EventTimestamp. Use conditional logic to select the appropriate date field based on the task type or status. For example, for "Initiated" or "Sent" activities, use the task creation date. For "Completed" activities, use the task completion date (completedDate).
Handle Calculated Events: The 'First Day Occurred' event is not a standard task. In your first integration based on ONB2Process, create a calculated field where the ActivityName is 'First Day Occurred' and the EventTimestamp is the targetDate (Official Start Date) from the ONB2Process entity.
Configure Destination and Scheduling: For each integration, go to the "Destination Settings" tab and configure the SFTP server where the output CSV files will be placed. In the "Scheduling" tab, set the recurrence for the extraction, such as daily or weekly.
Combine and Format Data: After both integrations have run, you will have multiple output files (e.g., one for process events, one for task events). Use an external script or data preparation tool to combine these files into a single event log. Ensure the column headers match the required attributes (OnboardingCaseId, ActivityName, EventTimestamp, etc.) before uploading to ProcessMind.

Configuration

Starting OData Entities: The primary entities are ONB2Process (for the overall case) and ONB2ProcessTask (for individual activities). You will need to create at least two separate integrations and join the resulting files.
Integration Type: Scheduled Simple File Output Integration is the recommended type for creating CSV files on an SFTP server.
Output File Format: Configure the output as a CSV with a header row. Use a comma delimiter and UTF-8 encoding for broad compatibility.
Filtering: It is critical to apply filters to manage data volume. In the "Filter" tab, filter by ONB2Process last modified date (lastModifiedDate) to extract only recent changes (e.g., last 7 days). For initial full loads, extract data in smaller chunks, such as 3-6 months at a time.
Calculated Fields: Heavy use of calculated fields is necessary. This is required to map technical task names to business-friendly activity names and to select the correct timestamp (e.g., created vs. completed date) for each event.
Prerequisites: The user configuring the integration needs administrative permissions for Integration Center and OData API access. The API user must have read access to the ONB2Process, ONB2ProcessTask, User, and EmpJob entities.

a Sample Query config

/*
This SQL-like pseudo-code represents the logic to be built across multiple Integration Center jobs.
The final event log is created by combining the output of these logical blocks.
Replace '{StartDate}' and '{EndDate}' with the desired date range for the extraction.
*/

-- Block 1: From the ONB2Process based Integration
SELECT
  p.processId AS OnboardingCaseId,
  'Onboarding Process Initiated' AS ActivityName,
  p.createdDate AS EventTimestamp,
  'SAP SuccessFactors' AS SourceSystem,
  GETDATE() AS LastDataUpdateTimestamp,
  p.createdDate AS EndTime,
  u.userId AS NewHireEmployeeId,
  ej.department AS Department,
  ej.position AS PositionTitle,
  ej.managerId AS HiringManager,
  p.processor AS OnboardingCoordinator,
  p.targetDate AS OfficialStartDate
FROM ONB2Process AS p
LEFT JOIN User AS u ON p.processTrigger.userId = u.userId
LEFT JOIN EmpJob AS ej ON u.userId = ej.userId AND ej.isPrimary = 'true'
WHERE p.createdDate BETWEEN '{StartDate}' AND '{EndDate}'

UNION ALL

-- Block 2: From the ONB2Process based Integration (Calculated Event)
SELECT
  p.processId AS OnboardingCaseId,
  'First Day Occurred' AS ActivityName,
  p.targetDate AS EventTimestamp,
  'SAP SuccessFactors' AS SourceSystem,
  GETDATE() AS LastDataUpdateTimestamp,
  p.targetDate AS EndTime,
  u.userId AS NewHireEmployeeId,
  ej.department AS Department,
  ej.position AS PositionTitle,
  ej.managerId AS HiringManager,
  p.processor AS OnboardingCoordinator,
  p.targetDate AS OfficialStartDate
FROM ONB2Process AS p
LEFT JOIN User AS u ON p.processTrigger.userId = u.userId
LEFT JOIN EmpJob AS ej ON u.userId = ej.userId AND ej.isPrimary = 'true'
WHERE p.targetDate BETWEEN '{StartDate}' AND '{EndDate}'

UNION ALL

-- Block 3: From the ONB2ProcessTask based Integration (multiple mappings)
SELECT
  t.process.processId AS OnboardingCaseId,
  CASE 
    WHEN t.taskName = '[Task name for Paperwork Sent]' THEN 'Pre-Day 1 Paperwork Sent'
    WHEN t.taskName = '[Task name for Background Check]' AND t.taskStatus = 'STARTED' THEN 'Background Check Initiated'
    WHEN t.taskName = '[Task name for Background Check]' AND t.taskStatus = 'COMPLETED' THEN 'Background Check Completed'
    WHEN t.taskName = '[Task name for Paperwork Completion]' THEN 'Pre-Day 1 Paperwork Completed'
    WHEN t.taskName = '[Task name for HR Profile Creation]' THEN 'HR Profile Created'
    WHEN t.taskName = '[Task name for Manager Tasks]' AND t.taskStatus = 'STARTED' THEN 'Manager Tasks Assigned'
    WHEN t.taskName = '[Task name for IT Request]' THEN 'IT Provisioning Requested'
    WHEN t.taskName = '[Task name for Equipment Order]' THEN 'Equipment Ordered'
    WHEN t.taskName = '[Task name for Equipment Delivery]' THEN 'Equipment Delivered'
    WHEN t.taskName = '[Task name for Training Assignment]' THEN 'Mandatory Training Assigned'
    WHEN t.taskName = '[Task name for Training Completion]' THEN 'Mandatory Training Completed'
    WHEN t.taskName = '[Task name for 30-Day Check-in]' THEN '30-Day Check-in Performed'
  END AS ActivityName,
  t.completedDate AS EventTimestamp, -- Or t.createdDate depending on the activity
  'SAP SuccessFactors' AS SourceSystem,
  GETDATE() AS LastDataUpdateTimestamp,
  t.completedDate AS EndTime,
  t.process.processTrigger.userId AS NewHireEmployeeId,
  ej.department AS Department,
  ej.position AS PositionTitle,
  ej.managerId AS HiringManager,
  t.process.processor AS OnboardingCoordinator,
  t.process.targetDate AS OfficialStartDate
FROM ONB2ProcessTask AS t
LEFT JOIN User AS u ON t.process.processTrigger.userId = u.userId
LEFT JOIN EmpJob AS ej ON u.userId = ej.userId AND ej.isPrimary = 'true'
WHERE t.lastModifiedDate BETWEEN '{StartDate}' AND '{EndDate}' AND ActivityName IS NOT NULL

UNION ALL

-- Block 4: From the ONB2Process based Integration
SELECT
  p.processId AS OnboardingCaseId,
  'Onboarding Process Completed' AS ActivityName,
  p.lastModifiedDate AS EventTimestamp, -- Assuming last modification on a completed status marks the end
  'SAP SuccessFactors' AS SourceSystem,
  GETDATE() AS LastDataUpdateTimestamp,
  p.lastModifiedDate AS EndTime,
  u.userId AS NewHireEmployeeId,
  ej.department AS Department,
  ej.position AS PositionTitle,
  ej.managerId AS HiringManager,
  p.processor AS OnboardingCoordinator,
  p.targetDate AS OfficialStartDate
FROM ONB2Process AS p
LEFT JOIN User AS u ON p.processTrigger.userId = u.userId
LEFT JOIN EmpJob AS ej ON u.userId = ej.userId AND ej.isPrimary = 'true'
WHERE p.processStatus = 'COMPLETED' AND p.lastModifiedDate BETWEEN '{StartDate}' AND '{EndDate}';

Steps

Prerequisites and Environment Setup: Ensure you have Python 3.6 or newer installed on your system. Install the required libraries, pandas and requests, by running the command pip install pandas requests. Secure the necessary API credentials from your SuccessFactors administrator, including the API Server URL, Company ID, a dedicated API Username, and the corresponding password or client secret.
Configure API User Permissions: In the SAP SuccessFactors Admin Center, create or verify a dedicated API user. This user must be granted permissions to access the OData API. Assign the user to a permission role that has access to the 'Onboarding 2.0 OData API' and provides read access to the specific entities required for this extraction, such as ONB2Process, ONB2ProcessTask, and User.
Identify Key Task Names: The names of specific onboarding tasks, such as for background checks, equipment orders, or 30-day check-ins, are configured uniquely in your SuccessFactors instance. Navigate to the Onboarding 2.0 checklist or process configuration in the Admin Center to identify the exact names of these tasks. You will need to insert these names into the Python script's filter conditions.
Customize the Python Script: Copy the provided Python script into a file, for example, extract_onboarding.py. Update the placeholder variables at the beginning of the script with your specific API credentials, company ID, and the task names you identified in the previous step. Adjust the start_date and end_date variables to define the desired data extraction period.
Execute the Extraction Script: Run the script from your command line using python extract_onboarding.py. The script will connect to the SuccessFactors API, authenticate, and begin fetching data for each specified activity. It will print progress messages to the console as it processes each activity.
Handle API Pagination: The script is designed to handle API pagination automatically. It retrieves data in chunks and follows the __next link provided by the API in the response until all data for a given query has been fetched. This ensures a complete dataset is extracted, even for large volumes.
Transform and Consolidate Data: For each activity, the script fetches raw JSON data, parses it, and transforms it into a structured format (a pandas DataFrame). It standardizes column names to match the required event log schema. After processing all activities, it combines these individual dataframes into a single, comprehensive event log.
Review and Export the Event Log: Once the script completes, it will save the final event log as a CSV file named sfsf_onboarding_event_log.csv in the same directory. Open this file to review the data for completeness and accuracy before uploading it to your process mining tool.

Configuration

API Credentials: A dedicated API user with a strong password or client secret is required. This user should be configured for API access only.
OData API Permissions: The assigned permission role must include 'Onboarding 2.0 OData API' with read access to the following entities: ONB2Process, ONB2ProcessTask, User. Permissions to view user-related fields like department, position, and manager are also necessary.
Date Range Filtering: The script uses a date filter based on the process creation date (createdDate). It is recommended to start with a limited date range, such as 3 to 6 months, to manage the initial data volume and verify the results before performing a larger historical extraction.
Task Name Configuration: The script contains placeholders like [Your Background Check Task Name]. These must be replaced with the exact task names used in your company's onboarding process configuration for the script to identify the correct events.
API Endpoint URL: The script requires the specific API Center URL for your SuccessFactors data center, for example, apiX.successfactors.com. Ensure you are using the correct URL for your instance.
Performance: Extracting data for a long period can be time-consuming due to API rate limits and network latency. It is best to run the script during off-peak hours for large historical data loads.

a Sample Query python

import requests
import pandas as pd
from datetime import datetime
import json
import sys

class=class="hl-string">"hl-comment"># --- Configuration: Replace with your SuccessFactors details ---
SF_API_CENTER_URL = class="hl-string">"https://apiX.successfactors.com/odata/v2" class=class="hl-string">"hl-comment"># e.g., api2.successfactors.eu
COMPANY_ID = class="hl-string">"[Your Company ID]"
API_USERNAME = class="hl-string">"[Your API Username]"
API_PASSWORD = class="hl-string">"[Your API Password]"

class=class="hl-string">"hl-comment"># --- Date Range for Extraction ---
start_date = class="hl-string">"2023-01-01T00:00:00Z"
end_date = class="hl-string">"2023-12-31T23:59:59Z"

class=class="hl-string">"hl-comment"># --- Customizable Task Names from your Onboarding Process ---
TASK_NAMES = {
    class="hl-string">"BACKGROUND_CHECK_INITIATED": class="hl-string">"[Your Background Check Task Name]",
    class="hl-string">"BACKGROUND_CHECK_COMPLETED": class="hl-string">"[Your Background Check Task Name]",
    class="hl-string">"MANAGER_TASKS_ASSIGNED": class="hl-string">"[Your Manager Welcome Tasks Group Name]",
    class="hl-string">"IT_PROVISIONING_REQUESTED": class="hl-string">"[Your IT Provisioning Task Name]",
    class="hl-string">"EQUIPMENT_ORDERED": class="hl-string">"[Your Equipment Order Task Name]",
    class="hl-string">"EQUIPMENT_DELIVERED": class="hl-string">"[Your Equipment Delivery Task Name]",
    class="hl-string">"TRAINING_ASSIGNED": class="hl-string">"[Your Mandatory Training Task Name]",
    class="hl-string">"TRAINING_COMPLETED": class="hl-string">"[Your Mandatory Training Task Name]",
    class="hl-string">"30_DAY_CHECKIN": class="hl-string">"[Your 30-Day Check-in Task Name]"
}

class=class="hl-string">"hl-comment"># --- Helper function for paginated OData calls ---
def fetch_odata_records(endpoint_url):
    records = []
    url = endpoint_url
    print(fclass="hl-string">"Fetching from: {url.split('?')[0]}...")
    while url:
        try:
            response = requests.get(url, auth=(fclass="hl-string">"{API_USERNAME}@{COMPANY_ID}", API_PASSWORD), headers={class="hl-string">'Accept': class="hl-string">'application/json'})
            response.raise_for_status()  class=class="hl-string">"hl-comment"># Raise HTTPError for bad responses (4xx or 5xx)
            data = response.json()[class="hl-string">'d']
            records.extend(data.get(class="hl-string">'results', [data])) class=class="hl-string">"hl-comment"># Handle single and multiple results
            url = data.get(class="hl-string">'__next', None)
        except requests.exceptions.RequestException as e:
            print(fclass="hl-string">"Error fetching data: {e}", file=sys.stderr)
            if response:
                print(fclass="hl-string">"Response content: {response.text}", file=sys.stderr)
            return [] class=class="hl-string">"hl-comment"># Return empty on error
    print(fclass="hl-string">"Fetched {len(records)} records.")
    return records

class=class="hl-string">"hl-comment"># --- Main Extraction Logic ---
def main():
    all_events = []
    last_update_ts = datetime.utcnow().isoformat() + class="hl-string">'Z'

    class=class="hl-string">"hl-comment"># Base query for ONB2Process to get main case data
    process_query_url = (
        fclass="hl-string">"{SF_API_CENTER_URL}/ONB2Process?" 
        fclass="hl-string">"$select=processId,createdDateTime,processStatus,completionDate,subjectUser,hiringManager,onboardingCoordinator,onboardingExternalUser/startDate,subjectUser/userId,subjectUser/department,subjectUser/jobTitle&" 
        fclass="hl-string">"$expand=subjectUser,hiringManager,onboardingCoordinator,onboardingExternalUser&" 
        fclass="hl-string">"$filter=createdDateTime ge datetime'{start_date}' and createdDateTime le datetime'{end_date}'"
    )
    processes = fetch_odata_records(process_query_url)
    if not processes:
        print(class="hl-string">"No onboarding processes found for the given date range. Exiting.")
        return

    process_df = pd.json_normalize(processes)
    class=class="hl-string">"hl-comment"># Rename columns for clarity
    process_df.rename(columns={
        class="hl-string">'processId': class="hl-string">'OnboardingCaseId',
        class="hl-string">'subjectUser.userId': class="hl-string">'NewHireEmployeeId',
        class="hl-string">'subjectUser.department': class="hl-string">'Department',
        class="hl-string">'subjectUser.jobTitle': class="hl-string">'PositionTitle',
        class="hl-string">'hiringManager.fullName': class="hl-string">'HiringManager',
        class="hl-string">'onboardingCoordinator.fullName': class="hl-string">'OnboardingCoordinator',
        class="hl-string">'onboardingExternalUser.startDate': class="hl-string">'OfficialStartDate'
    }, inplace=True)
    
    class=class="hl-string">"hl-comment"># Ensure OfficialStartDate is a clean date string if it exists
    if class="hl-string">'OfficialStartDate' in process_df.columns:
        process_df[class="hl-string">'OfficialStartDate'] = process_df[class="hl-string">'OfficialStartDate'].apply(lambda x: pd.to_datetime(int(x.replace(class="hl-string">'/Date(',class="hl-string">'').replace(class="hl-string">')/',class="hl-string">'')), unit=class="hl-string">'ms').strftime(class="hl-string">'%Y-%m-%dT%H:%M:%SZ') if pd.notna(x) else None)

    class=class="hl-string">"hl-comment"># 1. Onboarding Process Initiated
    df = process_df[[class="hl-string">'OnboardingCaseId', class="hl-string">'createdDateTime']].copy()
    df[class="hl-string">'ActivityName'] = class="hl-string">'Onboarding Process Initiated'
    df.rename(columns={class="hl-string">'createdDateTime': class="hl-string">'EventTimestamp'}, inplace=True)
    all_events.append(df)

    class=class="hl-string">"hl-comment"># 2. Pre-Day 1 Paperwork Sent (Approximated by process initiation)
    df = process_df[[class="hl-string">'OnboardingCaseId', class="hl-string">'createdDateTime']].copy()
    df[class="hl-string">'ActivityName'] = class="hl-string">'Pre-Day 1 Paperwork Sent'
    df.rename(columns={class="hl-string">'createdDateTime': class="hl-string">'EventTimestamp'}, inplace=True)
    all_events.append(df)

    class=class="hl-string">"hl-comment"># 5. Pre-Day 1 Paperwork Completed
    class=class="hl-string">"hl-comment"># Assuming this corresponds to a specific process status change
    df = process_df.loc[process_df[class="hl-string">'processStatus'] == class="hl-string">'ONB2ProcessStatus/READY_TO_HIRE', [class="hl-string">'OnboardingCaseId', class="hl-string">'completionDate']].copy()
    if not df.empty:
        df[class="hl-string">'ActivityName'] = class="hl-string">'Pre-Day 1 Paperwork Completed'
        df.rename(columns={class="hl-string">'completionDate': class="hl-string">'EventTimestamp'}, inplace=True)
        all_events.append(df)

    class=class="hl-string">"hl-comment"># 6. HR Profile Created (Approximated by completion of class="hl-string">'Manage Pending Hires' step)
    df = process_df.loc[process_df[class="hl-string">'processStatus'] == class="hl-string">'ONB2ProcessStatus/HIRED', [class="hl-string">'OnboardingCaseId', class="hl-string">'completionDate']].copy()
    if not df.empty:
        df[class="hl-string">'ActivityName'] = class="hl-string">'HR Profile Created'
        df.rename(columns={class="hl-string">'completionDate': class="hl-string">'EventTimestamp'}, inplace=True)
        all_events.append(df)

    class=class="hl-string">"hl-comment"># 11. First Day Occurred
    df = process_df[[class="hl-string">'OnboardingCaseId', class="hl-string">'OfficialStartDate']].dropna().copy()
    df[class="hl-string">'ActivityName'] = class="hl-string">'First Day Occurred'
    df.rename(columns={class="hl-string">'OfficialStartDate': class="hl-string">'EventTimestamp'}, inplace=True)
    all_events.append(df)
    
    class=class="hl-string">"hl-comment"># 15. Onboarding Process Completed
    df = process_df.loc[process_df[class="hl-string">'processStatus'] == class="hl-string">'ONB2ProcessStatus/COMPLETED', [class="hl-string">'OnboardingCaseId', class="hl-string">'completionDate']].copy()
    if not df.empty:
        df[class="hl-string">'ActivityName'] = class="hl-string">'Onboarding Process Completed'
        df.rename(columns={class="hl-string">'completionDate': class="hl-string">'EventTimestamp'}, inplace=True)
        all_events.append(df)

    class=class="hl-string">"hl-comment"># Fetch all tasks for the relevant processes
    process_ids_str = class="hl-string">"'" + class="hl-string">"','".join(process_df[class="hl-string">'OnboardingCaseId'].astype(str)) + class="hl-string">"'"
    tasks_query_url = (
        fclass="hl-string">"{SF_API_CENTER_URL}/ONB2ProcessTask?"
        fclass="hl-string">"$select=process/processId,taskName,createdDate,completedDate,taskStatus&"
        fclass="hl-string">"$expand=process&"
        fclass="hl-string">"$filter=process/processId in [{process_ids_str}]"
    )
    tasks = fetch_odata_records(tasks_query_url)
    
    if tasks:
        tasks_df = pd.json_normalize(tasks)
        tasks_df.rename(columns={class="hl-string">'process.processId': class="hl-string">'OnboardingCaseId'}, inplace=True)

        def extract_task_events(task_name_key, activity_name, timestamp_col):
            task_name = TASK_NAMES[task_name_key]
            filter_condition = (tasks_df[class="hl-string">'taskName'] == task_name)
            if timestamp_col == class="hl-string">'completedDate':
                 filter_condition &= (tasks_df[class="hl-string">'taskStatus'] == class="hl-string">'ONB2TaskStatus/COMPLETED')

            df = tasks_df.loc[filter_condition, [class="hl-string">'OnboardingCaseId', timestamp_col]].copy()
            if not df.empty:
                df[class="hl-string">'ActivityName'] = activity_name
                df.rename(columns={timestamp_col: class="hl-string">'EventTimestamp'}, inplace=True)
                return df
            return None

        class=class="hl-string">"hl-comment"># 3. Background Check Initiated
        event_df = extract_task_events(class="hl-string">'BACKGROUND_CHECK_INITIATED', class="hl-string">'Background Check Initiated', class="hl-string">'createdDate')
        if event_df is not None: all_events.append(event_df)

        class=class="hl-string">"hl-comment"># 4. Background Check Completed
        event_df = extract_task_events(class="hl-string">'BACKGROUND_CHECK_COMPLETED', class="hl-string">'Background Check Completed', class="hl-string">'completedDate')
        if event_df is not None: all_events.append(event_df)

        class=class="hl-string">"hl-comment"># 7. Manager Tasks Assigned
        event_df = extract_task_events(class="hl-string">'MANAGER_TASKS_ASSIGNED', class="hl-string">'Manager Tasks Assigned', class="hl-string">'createdDate')
        if event_df is not None: all_events.append(event_df)

        class=class="hl-string">"hl-comment"># 8. IT Provisioning Requested
        event_df = extract_task_events(class="hl-string">'IT_PROVISIONING_REQUESTED', class="hl-string">'IT Provisioning Requested', class="hl-string">'createdDate')
        if event_df is not None: all_events.append(event_df)

        class=class="hl-string">"hl-comment"># 9. Equipment Ordered
        event_df = extract_task_events(class="hl-string">'EQUIPMENT_ORDERED', class="hl-string">'Equipment Ordered', class="hl-string">'createdDate')
        if event_df is not None: all_events.append(event_df)

        class=class="hl-string">"hl-comment"># 10. Equipment Delivered
        event_df = extract_task_events(class="hl-string">'EQUIPMENT_DELIVERED', class="hl-string">'Equipment Delivered', class="hl-string">'completedDate')
        if event_df is not None: all_events.append(event_df)

        class=class="hl-string">"hl-comment"># 12. Mandatory Training Assigned
        event_df = extract_task_events(class="hl-string">'TRAINING_ASSIGNED', class="hl-string">'Mandatory Training Assigned', class="hl-string">'createdDate')
        if event_df is not None: all_events.append(event_df)

        class=class="hl-string">"hl-comment"># 13. Mandatory Training Completed
        event_df = extract_task_events(class="hl-string">'TRAINING_COMPLETED', class="hl-string">'Mandatory Training Completed', class="hl-string">'completedDate')
        if event_df is not None: all_events.append(event_df)

        class=class="hl-string">"hl-comment"># 14. 30-Day Check-in Performed
        event_df = extract_task_events(class="hl-string">'30_DAY_CHECKIN', class="hl-string">'30-Day Check-in Performed', class="hl-string">'completedDate')
        if event_df is not None: all_events.append(event_df)

    class=class="hl-string">"hl-comment"># Combine all events
    if not all_events:
        print(class="hl-string">"No events were generated. Please check your configuration and API responses.")
        return

    final_df = pd.concat(all_events, ignore_index=True)
    final_df.dropna(subset=[class="hl-string">'EventTimestamp', class="hl-string">'OnboardingCaseId'], inplace=True)
    
    class=class="hl-string">"hl-comment"># Clean timestamp format
    final_df[class="hl-string">'EventTimestamp'] = final_df[class="hl-string">'EventTimestamp'].apply(lambda x: pd.to_datetime(int(x.replace(class="hl-string">'/Date(',class="hl-string">'').replace(class="hl-string">')/',class="hl-string">'')), unit=class="hl-string">'ms').strftime(class="hl-string">'%Y-%m-%dT%H:%M:%SZ') if isinstance(x, str) and class="hl-string">'/Date(' in x else x)
    final_df[class="hl-string">'EventTimestamp'] = pd.to_datetime(final_df[class="hl-string">'EventTimestamp']).dt.strftime(class="hl-string">'%Y-%m-%dT%H:%M:%S.%f')[:-3] + class="hl-string">'Z'

    class=class="hl-string">"hl-comment"># Merge with process attributes
    attributes_to_merge = [
        class="hl-string">'OnboardingCaseId', class="hl-string">'NewHireEmployeeId', class="hl-string">'Department', class="hl-string">'PositionTitle',
        class="hl-string">'HiringManager', class="hl-string">'OnboardingCoordinator', class="hl-string">'OfficialStartDate'
    ]
    final_df = pd.merge(final_df, process_df[attributes_to_merge], on=class="hl-string">'OnboardingCaseId', how=class="hl-string">'left')
    final_df[class="hl-string">'EndTime'] = final_df[class="hl-string">'EventTimestamp']
    final_df[class="hl-string">'SourceSystem'] = class="hl-string">'SAP SuccessFactors Onboarding'
    final_df[class="hl-string">'LastDataUpdateTimestamp'] = last_update_ts

    class=class="hl-string">"hl-comment"># Reorder columns
    final_df = final_df[[
        class="hl-string">'OnboardingCaseId', class="hl-string">'ActivityName', class="hl-string">'EventTimestamp', class="hl-string">'EndTime',
        class="hl-string">'NewHireEmployeeId', class="hl-string">'Department', class="hl-string">'PositionTitle', class="hl-string">'HiringManager',
        class="hl-string">'OnboardingCoordinator', class="hl-string">'OfficialStartDate', class="hl-string">'SourceSystem', class="hl-string">'LastDataUpdateTimestamp'
    ]]

    class=class="hl-string">"hl-comment"># Save to CSV
    final_df.to_csv(class="hl-string">'sfsf_onboarding_event_log.csv', index=False)
    print(class="hl-string">"\nExtraction complete. Event log saved to 'sfsf_onboarding_event_log.csv'")

if __name__ == class="hl-string">'__main__':
    main()

Your Employee Onboarding Data Template

Your Employee Onboarding Data Template

Employee Onboarding Attributes

Employee Onboarding Activities

Extraction Guides

SAP SuccessFactors Integration Center Outbound Feed

Steps

Configuration

a Sample Query config

SAP SuccessFactors Report Center Ad-Hoc Reporting

Steps

Configuration

a Sample Query config

Python Script Extraction via SuccessFactors OData API

Steps

Configuration

a Sample Query python

Ready to Get Started?

Achieve Seamless Employee Onboarding: Start Now!

Your Employee Onboarding Data Template

Your Employee Onboarding Data Template

Employee Onboarding Attributes

Employee Onboarding Activities

Extraction Guides

SAP SuccessFactors Integration Center Outbound Feed

Steps

Configuration

a Sample Query config

SAP SuccessFactors Report Center Ad-Hoc Reporting

Steps

Configuration

a Sample Query config

Python Script Extraction via SuccessFactors OData API

Steps

Configuration

a Sample Query python

We value your privacy

Ready to Get Started?

Achieve Seamless Employee Onboarding: Start Now!