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Adobe Sign for SAP SuccessFactors: Cloud Foundry Installation Guide

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Overview

Adobe Sign for SAP SuccessFactors: Cloud Foundry Installation Guide explains how to integrate Adobe Sign with SAP SuccessFactors. SAP Success Factors is a cloud-based human capital management software and talent management suite.

The Adobe Sign for SuccessFactors integration extends the Adobe Sign functionalities on SuccessFactors via the SAP BTP Coud Foundry environment. It includes an integration for Recruiting Management (RCM) that enables the users to send Offer Letters from within SuccessFactors to a single recipient. The signed documents are stored on the Candidate Profile and the signing occurs via email notifications.

To install and use Adobe Sign for SAP SuccessFactors via the SAP BTP Cloud Foundry environment, you need to complete the following steps:

Register and configure your SAP SuccessFactors system

To register and configure your SAP SuccessFactors system, you must implement the following steps:

You must register your SAP SuccessFactors system in your global account in SAP BTP. This registration creates a token, which is used by the system tenant administrator to configure the integration on the SAP SuccessFactors system.

  1. In the SAP BTP cockpit, navigate to your global account, and then select System Landscape > Systems.

  2. In the Systems panel, select Register System.

    register-system

  3. In the Register System dialog box:
    1. Enter a name for the system that you want to register . We suggest that you to use “sap_hcmcloud_core_odata” as the system name.
    2. In the Type dropdown list, select SucessFactors.
    3. Select Register.

    SAP BTP generates an integration token, which is used by the tenant administrator of the extended SAP SuccessFactors system. The tenant administrator uses the token on the respective SAP SuccessFactors system when configuring the integration between your SAP SuccessFactors system and the global account in SAP BTP.

  4. Copy the integration token and close the dialog box.

    You need the token for configuring the integration on the extended SAP SuccessFactors system. The SAP SuccessFactors system appears in the list of registered systems. Its status is Pending since the registration process is not yet completed.

  5. Configure the integration on the SAP SuccessFactors system, as follows:

    For SAP® SuccessFactors First Half 2021 release:

    1. Open SAP SuccessFactors Provisioning.
    2. In the List of Companies, select your SAP SuccessFactors company.
    3. In the Edit Company Settings section, select Extension Management Configuration.
    4. In the Integration Token input field, paste the integration token and select Add.

    Wait for the integration to finish. To check the status of the process, select Check Status from next to your system name.

    register integration token

    For SAP® SuccessFactors Second Half 2021 release and later:

    1. In SAP SuccessFactors Admin Center, navigate to Extension Center.
      Note: If you don't have permissions to access the Extension Center for the corresponding SAP SuccessFactors system, send the integration token to a user with such permissions. The user will configure the integration on the SAP SuccessFactors system.
    2. Under Extensions on the SAP BTP tab, navigate to Add Integration with SAP BTP page.
    3. In the Integration Token input field, paste the integration token and select Add.
    4. The system appears in the integration list in the Multi-Cloud Environment screen. The status of the integration is displayed in the Integration Status column. To refresh the status of the process, select the Check Status icon. Wait for the integration to finish.
    5. To check the status of the registration process in the SAP BTP cockpit:
      1. Navigate to your global account.
      2. On the Systems page, check if the status of the SAP system has changed to Registered.
      3. If you're already on the Systems page, refresh the page to check if the status has changed.
    add-integration-sap-btp

You must configure the entitlements for the subaccount where the Adobe Sign application is deployed. You also need to assign the api-access service plan for the SAP SuccessFactors Extensibility service instance to the system that you registered in the previous step. To do so:

  1. In the SAP BTP cockpit, navigate to your global account.

  2. In the navigation area, select Entitlements > Entity Assignments.

  3. ·From the Select Entities drop-down menu, select your subaccount and then select Go.

    select-entities

  4. Select Configure Entitlements.

    configure-entitlements

  5. Select Add Service Plans, and then select SAP SuccessFactors Extensibility.
    add-service-plans

  6. Under Available Service Plans, select the system that you have registered and the api-access service plan. Next, select Add Service Plan and then save the changes.

To configure the Entitlements for the the SAP BTP, Cloud Foundry Runtime, you must be logged on to SAP BTP cockpit as a Cloud Foundry administrator. Once you are logged in as an administrator, follow the below steps to configure the Entitlements for the Cloud Foundry runtime:

  1. In your trial global account, select Entitlements > Entity Assignments.

  2. If there is no entry for the Cloud Foundry runtime, select Configure Entitlements. 

  3. Select Add Service Plans.

  4. In the dialog that appears:

    1. Select Cloud Foundry Runtime.
    2. Under Available Service Plans, select MEMORY checkbox.
    3. Select Add 1 Service Plan.
    add-1-service-plan

  5. On the Entity Assignments page, in the Cloud Foundry Runtime service row, select + to add at least one quota to the subaccount.

  6. Select Save.

You need a destination to connect the Adobe Sign application to your SAP SuccessFactors system. Destination service instance is required to Consume SAP SuccessFactors HXM Suite OData API.

You can create a Destination service instance using the lite service plan, as follows:

  1. In the cockpit, navigate to your subaccount, and select Services > Service Marketplace. 

  2. On the Service Marketplace page, search for the Destination service.

  3. From the Destination service tile, select Create and follow the steps in the wizard to create the instance.

    create-destination

  4. Under Basic Info, provide the following information:

    • Select the Plan as Lite.
    • In Runtime environment field, select Cloud Foundry.
    • In the Space field, select the space you are working with.
    • In the Instance Name field, enter destination.
    basic-info

  5. Under Parameters, leave the JSON field empty.

  6. Review the information and select Create.

To connect the Adobe Sign application to your SAP SuccessFactors system, you must create a Connectivity service instance using the lite service plan. To do so:

  1. In the cockpit, navigate to your subaccount, and select Services > Service Marketplace. Next, on the Service Marketplace page, search for Connectivity Service.

  2. From the Connectivity Service tile, select Create and follow the steps in the wizard to create the instance.

    connectivity-instance-1

  3. Under Basic Info, provide the following information:

    1. In the Plan field, select lite.
    2. In the Runtime Environment field, select Cloud Foundry.
    3. In the Space field, select the space you are working with.
    4. In the Instance Name field, enter the destination name.
    connectivity-instance-2

  4. Under Parameters, leave the JSON field empty.

  5. Select Create.

You must create a Service Instance to consume the SAP SuccessFactors APIs. To do so:

  1. In the cockpit, navigate to your subaccount and select Services > Service Marketplace.

  2. On the Service Marketplace page, search for the SAP SuccessFactors Extensibility service.

  3. From the SAP SuccessFactors Extensibility service tile, select Create and follow the steps in the wizard to create the service instance.

  4. Under Basic Info, fill in the required fields as follows:
    • Select Plan as api-access.
    • In the Runtime Environment field, select Cloud Foundry.
    • In the Space field, select the space that you are working with.
    • In the System Name field, select your registered SAP SuccesFactors system.
    • In the Instance Name field, enter sap_hcmcloud_core_odata.
    extensibility-basic-info

  5. Under Parameters, the JSON file is preconfigured. Select Next.

    extensibility-parameters

  6. Select Create.

To configure the AdobeSign for SAP SuccessFactors solutions authentication, you must create an Authorization and Trust management service instance with an Application service plan. To do so:

  1. In the cockpit, navigate to your subaccount and select Services > Service Marketplace. 

  2. On the Service Marketplace page, search for Authorization & Trust Management.

    create-authorization-trust-management

  3. From the Authorization & Trust Management service tile, select Create and follow the steps in the wizard to create the service instance.

  4. Under Basic Info, provide the following details:

    Select the Plan as application.

    In the Runtime Environment field, select Cloud Foundry.

    In the Space field, select the space that you are working with.

    In the Instance Name field, enter xsuaa.

    basic-info-auth-trust

  5. Under Parameters, upload the following JSON:

     {

     "xsappname": "extension-app",

     "tenant-mode": "dedicated"

    }
    parameters-auth-trust

  6. Select Create.

You must configure Single-Sign On Between a subaccount in SAP BTP and SAP SuccessFactors, which includes the following two steps:

  1. Establish Trust Between SAP SuccessFactors and SAP BTP
  2. Register the Assertion Consumer Service of the subaccount in SAP SuccessFactors.

To establish trust Between SAP SuccessFactors and SAP BTP, complete the following steps:

  1. Download SAML metadata from the SAP SuccessFactors system as follows:

    1. Go to https://<sap_successfactors_system>/idp/samlmetadata?company=<company_id>&cert=sha2, where
      • <sap_successfactors_system> is the hostname of your SAP SuccessFactors system.
      • <company_id> is the ID of your SAP SuccessFactors company.
    2. When prompted, save the file on your local file system and change its extension to .xml.

  2. Register the SAP SuccessFactors identity provider in the SAP BTP cockpit as follows:

    1. Open the cockpit and navigate to your subaccount.
    2. Choose Security > Trust Configuration.
    3. Choose New Trust Configuration.
    new-trust-configuration

  3. To upload the SAML metadata you downloaded in step 1, select Upload, and then select the XML file you saved.

    It opens the file page where some fields are automatically filled in. In the Name field, enter a valid name for the trust configuration.

    upload-xml-data

  4. Make the trust configuration to the SAP SuccessFactors identity provider the only configuration that is available for user logon. To make all other configurations unavailable, follow the steps below:

    1. For each trust configuration, open the edit mode and deselect the Available for User Logon checkbox.
    2. Select Save.
    edit-trust-configuration

To register the Assertion Consumer Service of the subaccount in SAP SuccessFactors, complete the following steps:

  1. Download the service provider SAML metadata file from the SAP BTP cockpit, as follows:

    1. Go to your subaccount and choose Security > Trust Configuration.
    2. Select SAML Metadata to download an XML file that contains the SAML 2.0 metadata (with SAP BTP as a service provider).
    3. Open the XML file in a text editor and note the following values:
      • The value of the Location attribute of the AssertionConsumerService element with the HTTP-POST binding of the XML file.
      • The value of the Location attribute of the SingleLogoutService element with the HTTP-POST binding of the XML file.
      • The value of the EntityID attribute of EntityDescriptor element of the XML file.
    trust-configuration-saml-metadata

  2. In Provisioning of SAP SuccessFactors, go to your company and select Authorized SP Assertion Consumer Service Settings under the Service Provider Settings section.

  3. Select Add another Service Provider ACS and fill in the following fields:

    • Assertion Consumer Service - Enter the assertion consumer service URL, which is the value of the Location attribute of the AssertionConsumerService element with the HTTP-POST binding that you noted in Step 1.
    • Logout URL - Enter the logout URL, which is the value of the Location attribute of the SingleLogoutService element with the HTTP-POST binding you noted in step 1.
    • Audience URL - Enter the audience URL field, which is the value of the EntityID attribute of EntityDescriptor element that you noted in step 1. 
    • Application Name - Select SAP Business Technology Platform from the dropdown menu.

To fix the destination sap_hcmcloud_core_odata:

  1. Go to your subaccount and select Destinations.
  2. Edit the sap_hcmcloud_core_odata generated destination.
  3. Select the Token Service URL Type as Dedicated.
  4. Select Save.
fix-destination-sap-hcmcloud-core-odata

To upload a signed document back to SAP SuccessFactors account, you need to create the technical destination: sap_hcmcloud_core_tech. To do so:

  1. Go to your subaccount and select Destinations.
  2. Create a new destination and fill in the required details as follows:
    • Name: sap_hcmcloud_core_tech
    • Type: HTTP
    • Destination: sap_hcmcloud_core_tech
    •  URL: <same URL endpoint copied from sap_hcmcloud_core_odata destination>
    • Proxy Type: Internet
    • Authentication: BasicAuthentication
    • User: <yourAPIuser@company>
    • Password: <your APIuser password>
  3. Select Save.

Deploy Adobe Sign for SuccessFactors application

Once you are done setting-up Adobe Sign for SAP SuccessFactors, you must deploy the Adobe Sign application. Follow the below steps to deploy the application:

  1. Prepare the deployment file manifest.yml, as follows:

    1. Download the deployment archive and extract the contents to a local folder.
    2. Use any editor to edit the manifest.yml file, and then replace <company> with your company name and <api> with the API detail found in the cockpit.
      Refer to the sample details below:
      <company> = 10384 
      <api> =  eu10.hana.ondemand.com
      applications = # AdobeSign application
      name = AdobeSign--10384
      memory = 1024M
      timeout = 300
      routes = route: adobesign10384.cfapps.eu10.hana.ondemand.com
    3. Make sure that the following services are being used for the #AdobeSign application:
      applications: # AdobeSign application
      services:
      - sap_hcmcloud_core_odata
      - xsuaa
      - destination
      - connectivity
      And for #Application Router only the xsuaa is used:
      # Application Router
      services:
      - xsuaa
    4. Save the manifest.yml file in the same folder. It's later used for deployment.
    manifest-yaml

    cloud-foundry-env

  2. Download and install the Cloud Foundary Command Line Interface, as follows:

    1. Go to the SAP Development Tools.
    2. Under SAP BTP Command Line Interface (btp CLI), download the BTP Command Line Interface file for your operating system.
    install-sap-btp-command-line-interface

  3. Open the CF console and connect to the BTP account, as follows:

    1. Execute cf api <api name>, where <api name> can be found from the cockpit.
    2. Execute cf login for authentication to the subaccount.
    cf-login

  4. Execute cf push -f <PATH_TO_APP_MANIFEST> to deploy the application.

    execute-cf-push

Once the deployment is complete, check the cockpit to verify that the following two applications are running:

  • Adobe Sign application endpoint. It is used for setting up the SAP SuccessFactors tile and templates.
  • Adobe Sign application router endpoint. It is used for getting the SAP SuccessFactors template button.
space-dev-applications

SuccessFactors Provisioning

Once you configure and deploy Adobe Sign for SAP SuccessFactors, you must do provisioning of SuccessFactors to:

  • Add a new field for signed offer letter
  • Add a new button for saving the offer letter
  • Modify offer letter template
  • Add SuccessFactors Admin tile

Add a field for storing signed offer letters

To add a new field to the Recruiter page (Job Application page) to store the signed offer letter, follow these steps: 

  1. Open the Provisioning application and download the Job Requisition Application Template.

    managing-provisioning

  2. In the Job Requisition Application Template, add new field definition.

    It displays the new field on the form.

  3. Add field permissions based on the single-stage or multi-stage implementation method.
    Below is an example of permissions for single-stage implementation.

    provisioning-add-field-permission

  4. Upload the templates in Provisioning and verify your changes. 

Add a Button  for Saving offer letters

To add a button for saving the offer letters to the Recruiter page, follow the steps below:

  1. Open the Provisioning application and export the language pack.

    Refer to this Example Source file from Provisioning.

    export-lang

  2. Import the updated language pack to Provisioning.

    Refer to this Example language pack file that is to be uploaded to provisioning.

Modify Offer Letter Template

To modify the Offer Letter template:

  1. Log in to SAP SuccessFactors using your admin credentials.

    offer-letter-admin-center

  2. Go to Admin Center > Recruiting. 

    manage-offer-letter-templates

  3. Select Manage Offer Letter Templates.

  4. In the page that opens, select a relevant offer letter template and then select Edit.

  5. From the top toolbar, select Image icon to add a new image.

    toolbar-edit

  6. In the Image Properties dialog, add a new image with the following properties: 

    offer-letter-image-properties

    offer-letter-image-properties-2

Add Successfactors admin tile

To add an Adobe Sign Admin tile to SAP SuccessFactors:

  1. Log in to SAP SuccessFactors using your admin credentials.

  2. Select Manage Home Page > Add Custom Tile.

    add-custom-tile

  3. In the dialog that opens, set the tile properties as follows:

    • General:
      • Tile Name: AdobeSign
      • Description: free text
    • Tile:
      • Type: Static
      • Tile: Adobe Sign
      • Icon: sap-icon://account (You may select any other suitable icon, as desired.)
    • Navigation:
      • Target: URL
      • Open Link in new Window/Tab – checked.
      • URL: Use the URL from your SAP BTP Application in a format similar to the following: https://***.cfapps.***.hana.ondemand.com/AdobeAdminRecruiting
    • Assignments:
      • You must configure the sections from your instance and to the relevant User Groups configured in your RBP concept.
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