Mapping Work Permit to Onboarding Forms

Hello everyone!

To map work permit documents to an onboarding form, it was necessary to create a panel in “Additional Data Collection” step where the candidate had to insert them again.

In this blog, you will learn how to map the work permit information to a form without the necessity of creating these custom panels.


In this example, HR is responsible for inserting the candidate’s documentation in work permit, but this solution also works if the candidate is the one responsible for the insertion.

First Step: You need to create a customized MDF to keep all the desired documents. In this scenario, we have three documents that will be inserted: “RG”, “BRA – Driver’s License” and “BRA – CTPS”, so I created three fields in the “cust_ONB2CandidateDetails” object.

PS 1.: externalCode is set as a string. We will create a rule that will populate it in the following steps.

PS 2.: The effective dating of this object is “From Parent”.

Second Step: We must create a composite association in “ONB2Process” object definition and save it.

Third Step: Now we must create an “onSave” rule to populate the desired fields. In this scenario, the IF statement is “Always True”, but you can customize it based on your customer configuration.

Is this rule, we will have a Then statement to populate the externalCode of the customized object (cust_ONB2CandidateDetails) and other lines to populate the fields related to candidate documentation.

Important: You MUST fill the section “The rule selects one entry from the collection “Work Permit Info” Where” because it will determine which document the business rule will look for in candidate work permit.

As you can see in the image above, there are three lines where I determine a different document in each one.

Now you can save your business rule.

Fourth Step: After saving the “ONB2Process” object definition, you can map these fields to your onboarding form.

Going to “maintain onboarding and offboarding document templates” option, we can look for our document. In this case, the document is called “BLOG_SAP”.

On the “Mapping Type” column, you must select “Direct”. On “Base Object Column”, you must select “Process”. On “Target Field” column, you must look for you field. In this scenario, it is located in “toCandidateDetails (association name defined in second step) > desired field”.


 Test Evidences

I have a candidate called “Lucas Elias Demo” and he is in the “New Hire Data Review” step.

Looking for his process in “Manage Data -> Process”, we can see that the fields “Candidate Name” and “Candidate Last Name” are already filled. These fields are used to other purposes. They won’t be approached in this blog, but we can see that the business rule created on the third step already worked once.

As I mentioned at the beginning of the post, HR is responsible for inserting the candidate’s documents. In this case, Tessa Walker will perform this task.

BRA – Driver’s License: CNH_123


RG: RG_789

After completing the “Review New Hire Data” step, let’s check how the candidate process in “Manage Data -> Process” is.

As you can see, the documents were correctly mapped to the object “ONB2Process”.

Now, let’s check how the mapping is on the onboarding form in “Document Flow” step.

The solution worked well! Moreover, we eliminated the necessity of creating panels on “Additional Data Collection” step to the candidate input his/her documents again.

That is all for now!

Thank you for reading,

Lucas Elias