Lifecycle Offboarding survey integrated with Success Factors

Hello, Deaaaa!
 

This is a really important distinction for any go-live! Since the SAP SuccessFactors business rule is event-based, it only "hears" the signal when a termination is newly created or modified. Any records sitting in SF that were entered before the integration was active are essentially "invisible" to the automation, even if their termination date is coming up in 21 days.

As you noted, a quick fix for specific individuals is to simply modify their termination record in SF to trigger that business rule. For a larger group, you'll likely want to handle those "legacy" records through a manual upload or a one-time data workflow to ensure they get their surveys on time.

For more technical details on how these automations behave and how to manage those participant lists, these support pages are great resources:

• Participant Import Automation (Lifecycle)

• Extract Data from SuccessFactors Task

If the automation still seems to be skipping records it should be catching, or if you want someone to double-check your business rule logic in SAP, definitely reach out to the team at the Customer Success Hub. They can dive into the specifics of your data feed to make sure everything is flowing correctly: https://support-portal.qualtrics.com/ 😊

Thank you for your response, unfortunately correct details of how the Timing is working, like for example that if there is a change in the Job Info record after the business scenario is ON, then that will trigger the Intelligent services is not mentioned in the only documentation from SAP that is providing the steps for Integration of Qualtrics with SAP. https://help.sap.com/docs/successfactors-platform/integrating-sap-successfactors-with-qualtrics/changing-timing-for-email-survey-event

Also I noticed in this guidance, it keeps on repeating that SAP/ Intelligent services event controls when the employees receives email survey. Which is misleading, SAP is just populating the employee in the Offboarding Participants Tab. The actual information about the process and how everything happens is missing. The employee appears in “Offb Survey Participants” based on the SAP Business scenarios, event, timing --- and only the Qualtrics Messages Automation is sending the survey. Nothing happens if this Qualtrics Messages to send the survey is not set up, SAP will not send the survey by itself :))))

I did reach out to Qualtrics support portal, and multiple agents did not know about business rule logic in SAP (they told me to go and ask SAP); or SF SAP integrations, how to help me, how it works. SAP also doesn’t know about Qualtrics integration and the documentation is missing essential and critical information discovered only when you actually have to implement this. For example, myself and the SAP Solution Architect from my company respected all steps provided by SAP, but the OFFB participants still didn’t got populated -- we discovered that in Manage Business Configuration - job Info - Trigger Rules - Job Information Model - Event Termination needs to be “Yes” enabled- otherwise no Event is triggered in the Intelligent services Timing. 

For example, one of the responses received from the agents for the Survey Lifecycle are: “Qualtrics does not have a task that can be natively triggered by SF to initiate the invite sent” ; “ I should use workflow to trigger survey”, but also” Workflows are not supported by Lifecycle surveys”. 

Let’s say it was a very difficult journey integrating Qualtrics with SF SAP. I would not recommend to anyone to go through what I went. 

​@Deaaaaa I think I responded to you on a different thread but in a similar vein.

Completely agree with you as when I implemented Qualtrics, Davidson (our implementation partners at the time) suggested using SAP SF SFTP to Qualtrics SFTP for data ingestion rather than the advertised native integration as SFTP is much more versatile.

For our lifecycle offboarding survey, I used the workflow object from SuccessFactors as the EmpTermination object didn’t recognise people terminated until the workflow was approved. At our company, the termination workflow is often not approved until a few days before a person’s termination.