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Adobe Sign for SAP SuccessFactors: Cloud Foundry Installation Guide

Last updated on Sep 18, 2024

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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 Cloud 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
Deploy Adobe Sign for the SAP SuccessFactors application
SuccessFactors Provisioning
Change Job Application Status (Optional)

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.

In the SAP BTP cockpit, navigate to your global account, and then select System Landscape > Systems.
In the Systems panel, select Register System.
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.
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.
Configure the integration on the SAP SuccessFactors system, as follows:

For SAP^® SuccessFactors First Half 2021 release:
1. Open SAP SuccessFactors Provisioning.
2. From 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.
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:
  
  Navigate to your global account.
  
  On the Systems page, check if the status of the SAP system has changed to Registered.
  
  If you're already on the Systems page, refresh the page to check if the status has changed.

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:

In the SAP BTP cockpit, navigate to your global account.
In the navigation area, select Entitlements > Entity Assignments.
·From the Select Entities drop-down menu, select your subaccount and then select Go.
Select Configure Entitlements.
Select Add Service Plans, and then select SAP SuccessFactors Extensibility.
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:

In your trial global account, select Entitlements > Entity Assignments.
If there is no entry for the Cloud Foundry runtime, select Configure Entitlements.
Select Add Service Plans.
In the dialog that appears:
1. Select Cloud Foundry Runtime.
2. Under Available Service Plans, select MEMORY checkbox.
3. Select Add 1 Service Plan.
On the Entity Assignments page, in the Cloud Foundry Runtime service row, select + to add at least one quota to the subaccount.
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:

In the cockpit, navigate to your subaccount, and select Services > Service Marketplace.
On the Service Marketplace page, search for the Destination service.
From the Destination service tile, select Create and follow the steps in the wizard to create the instance.
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.
Under Parameters, leave the JSON field empty.
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:

In the cockpit, navigate to your subaccount, and select Services > Service Marketplace. Next, on the Service Marketplace page, search for Connectivity Service.
From the Connectivity Service tile, select Create and follow the steps in the wizard to create the instance.
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.
Under Parameters, leave the JSON field empty.
Select Create.

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

In the cockpit, navigate to your subaccount and select Services > Service Marketplace.
On the Service Marketplace page, search for the SAP SuccessFactors Extensibility service.
From the SAP SuccessFactors Extensibility service tile, select Create and follow the steps in the wizard to create the service instance.
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, the value must be sap_hcmcloud_core_odata.
Under Parameters, the JSON file is preconfigured. Select Next.
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:

In the cockpit, navigate to your subaccount and select Services > Service Marketplace.
On the Service Marketplace page, search for Authorization & Trust Management.
From the Authorization & Trust Management service tile, select Create and follow the steps in the wizard to create the service instance.
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.
Under Parameters, upload the following JSON:
```
 {
```
```
 "xsappname": "extension-app",
```
```
 "tenant-mode": "dedicated"
```
```
}
```
Select Create.

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

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

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

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.
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.
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.
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.

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

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

Go to your subaccount and select Destinations.
Edit sap_hcmcloud_core_odata Destination, select Dedicated, and then select Save. Although it appears as Dedicated, select Dedicated and Save.

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

Go to your subaccount and select Destinations.
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>
Select Save.

To be able to send agreements from SAP SuccessFactors on behalf of a user, Adobe Sign for SAP SuccessFactors extension requires the Adobe login details of that user. The credentials of a logged-in user are stored in the application memory by default. However, each time the BTP application restarts, the Adobe credentials need to be refreshed by logging in again to Adobe via the dedicated SAP SuccessFactors tile.

To avoid requiring the users to log in each time, you can configure the Adobe Sign extension to hold the user credentials in the HANA database. To do so:

Ensure that the HANA database is available in the BTP subaccount where the application is deployed.
In the cockpit, navigate to your subaccount and select Services > Service Marketplace.
On the Service Marketplace page, search for the SAP HANA Schemas & HDI Containers service.
From the SAP HANA Schemas & HDI Containers service tile, select Create and follow the steps in the wizard to create the service instance.
On the Basic Info page:
1. In the Service field, select the SAP HANA Schemas & HDI Containers service.
2. Under Plan, select schema.
3. In the Instance Name field, enter hana_adobe.
4. Select Next.
On the Parameters page:
1. In the 'specify the parameters in JSON format' field, add the following Specify JSON parameters:
  {
  "schema":"hana_adobe"
  }
2. Select Next.
3. On the next page, select Create.
For the pre-existing database schema 'HANA_ADOBE', ensure that the table 'ADOBEADMIN' contains all the columns as shown in the image below. If not, you must manually create the missing columns in the ADOBEADMIN table.

ALTER TABLE HANA_ADOBE.ADOBEADMIN ADD(OAUTH_STATE VARCHAR(150), OAUTH_STATE_DATE VARCHAR(150));

Once the service instance is successfully created, it automatically links to the HANA database.

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:

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
  Note: If the HANA database is created for holding user credentials, uncomment the 'hana_adobe' service from the manifest.yml file.
  
  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.
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.
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.
Execute cf push -f <PATH_TO_APP_MANIFEST> to deploy the application.

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.

SuccessFactors Provisioning

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

Add a new field for signed offer letter
Add a new button for saving the offer letter
Modify the offer letter template
Add SuccessFactors Admin tile
Verify the OData permission set for Recruiting User and API user specified in SAP Basic Authentication Destination.

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:

Open the Provisioning application and download the Job Requisition and Application Template.
To display a new field on the form, add a new field definition in the Requisition application template.

<field-definition id="adobeSignAttachment" type="multiattachment" required="false" custom="true" public="false" readOnly="false" anonymize="false" forward-intact="false" sensitive="false"> 

 <field-label mime-type="text-plain"><![CDATA[Adobe Offer Signed]]></field-label> 

<field-description><![CDATA[Adobe Offer Signed]]></field-description> 

</field-definition>
Add field permissions based on the single-stage or multi-stage implementation method.
Below is an example of permissions for single-stage implementation.
Upload the templates in Provisioning and verify your changes.
Step text

Add a Button for Saving offer letters

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

Open the Provisioning application and export the language pack.

Refer to this Example Source file from Provisioning.
Select your language and then select Download default labels.

It downloads a CSV file that should be adjusted, as shown below.
Import the updated language pack (.csv) to Provisioning.

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

Create field for Offer Letter in the Candidate Profile

Modify the 'Candidate Profile Template' XML by adding the following lines:

Field definition:

<field-definition sensitive="false" anonymize="false" custom="true" required="false" type="text" id="cust_offerLetter">

<field-label mime-type="text-plain"><![CDATA[Documents ]]></field-label>

<field-label lang="en_GB" mime-type="text-plain"><![CDATA[Offer Letter]]></field-label>

<field-label lang="en_US" mime-type="text-plain"><![CDATA[Offer Letter]]></field-label>

<field-description><![CDATA[Offer Letter ]]></field-description>

<field-description lang="en_GB"><![CDATA[Offer Letter]]></field-description>

<field-description lang="en_US"><![CDATA[Offer Letter]]></field-description>

</field-definition>

Field permissions:

<field-permission type="read"><role-name><![CDATA[Candidate]]>

</role-name><country><![CDATA[*]]></country><source><![CDATA[Internal]]></source>

<field refid="cust_offerLetter"/>

(…)
Configure the reportable custom field using these steps:
1. Navigate to Provisioning > Configure Reportable Custom Fields.
2. Enter the custom fields defined in the XML file.
3. Select Save Extended Field Mapping.
4. Select Synchronize Existing Data.
If you've added or changed custom Candidate reporting fields, this option updates any reportable data.

Modify Offer Letter Template

To modify the Offer Letter template:

Log in to SAP SuccessFactors using your admin credentials.
Go to Admin Center > Recruiting.
Select Manage Offer Letter Templates.
In the page that opens, select a relevant offer letter template and then select Edit.
From the top toolbar, select Image icon to add a new image.
To Configure the Image Properties, select the Image Info tab and enter the following details:
- Set the Width value to 100%
- Set the Height value to 117
- Set the URL to the account-specific Image URL
Navigate to the adobesign webapp running on the provider sub-account in SCP.

Copy the Application URL.
Example URL: https://adobesign10384.cfapps.eu10.hana.ondemand.com

To create the Image URL:

a. Paste the application URL into the URL field (or on a notepad).

b. Append this to the application URL: /Images/Recruiting - Offer Letter.png

Example: https://adobesign10384.cfapps.eu10.hana.ondemand.com/Images/Recruiting - Offer Letter.png
Select the Link tab and enter the account-specific Link URL into the URL field. Next, set the Target dropdown to Same Window(_self).
Navigate to the adobesign router app running on the provider sub-account in SCP.

Copy the Router Application URL.

Example URL: https://adobesignWeb10384.cfapps.us10-001.hana.ondemand.com

3. To create the Link URL:

Paste the router application URL into the URL field (or on a notepad if you prefer)

Append this to the router application URL: /AdobeSign?JobApplication=[[APPLICATION_ID]]

Example: https://adobesignWeb10384.cfapps.eu10.hana.ondemand.com/AdobeSign?JobApplication=[[APPLICATION_ID]]

Add Successfactors admin tile

To add an Adobe Sign Admin tile to SAP SuccessFactors:

Log in to SAP SuccessFactors using your admin credentials.
Select Manage Home Page > Add Custom Tile.
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 a new Window/Tab – checked.
  
  URL: Add the URL link for the Java app, as generated from the SAP BTP app router in the following format:
  https://***.cfapps.***.hana.ondemand.com/AdobeAdminRecruiting
  
  Example URL: https://adobesignWeb10384.cfapps.eu10.hana.ondemand.com/AdobeAdminRecruiting
- Assignments:
  
  You must configure the sections from your instance to the relevant User Groups configured in your RBP concept.

Verify the OData permission set for Recruiting User and API user specified in SAP Basic Authentication Destination

Verify whether the following OData Recruiting permissions are assigned to Recruiting User and API user specified in SAP Basic Authentication Destination. If not provided, please grant the following OData Recruiting Permissions.

Connect to Acrobat Sign

Once the Admin Tile is configured, Adobe Acrobat Sign group or account admins must connect SAP SuccessFactors to Adobe Acrobat Sign using the following steps:

Login to the SAP SuccessFactors instance.
Navigate to Home and then select Adobe Sign tile.
On the login page that opens, provide the account administrator email and password, then select Sign in.
On the permissions dialog that appears, select Allow Access to grant the permissions and establish the connection.

Once the connection is established, a confirmation message is displayed.

Change Job Application Status (Optional)

You can add a new status, 'Offer Accepted' in Job Application process using the following steps:

Go to Provisioning Applicant Status Configuration > Edit Base.
In the dialog that appears:
- Set the Type as In Progress.
- Enter the Status Name as Offer Accepted.
The New status will be then available to add to any of the status sets available for the instance.
Go to Provisioning > Applicant Status Configuration > Add New.

The newly created Status set will be populated with the system statuses, and you can add further statuses from the base to the pipeline.
To use the status in your recruiting process, navigate to Edit Applicant Status Configuration and edit the Status Set marked as “Default”.
Select Add New and from the Picklist, select the status as Offer Accepted, and set all the needed options.

Troubleshooting

Below are a few common issues that may come up during set up and usage of the Acrobat Sign for SAP SuccessFactors: 

1. "You Need to Be A Paid Subscriber of Adobe Sign to use this integration With SuccessFactors" Connection Error  on click of Adobe Sign Admin Tile.  

This issue will arise for users who do not have Account/Group administrator privileges in Adobe Sign. Verify that user being used for establishing the connection between Adobe Sign and SAP SuccessFactors through Adobe Sign Admin tile is an Account/Group administrator in Adobe Sign.

2. "Error: Please connect to AdobeSign!" on click of "Send using Adobe Sign" in offer letter

This error comes when the connection between SuccessFactors and Adobe Sign is not established. Login into Adobe Sign Admin Tile with Adobe Sign Account/Group Admin credentials to create connection with Adobe Sign before sending the Offer Letter to Candidate.

3. The redirect_uri has an invalid domain' error on click the Adobe Sign admin tile.

If you encounter the above issue, then follow the steps mentioned below to resolve it

In the cockpit, navigate to your sub-account and select Services > Instances and Subscriptions.
Under Instances, select the ellipsis icon for Authorization & Trust Management Service and select Update.
Under the Parameters section, upload the following JSON, where you must replace the 'router-App-url' with the link specific to your Java app generated from the SAP BTP app router.

For instance, if your router Application URL is this:

https://adobesignWeb10384.cfapps.eu10.hana.ondemand.com

The "redirect-uris" key-value pair in the following JSON should be:

"redirect-uris":["https://adobesignWeb10384.cfapps.eu10.hana.ondemand.com/**"]
JSON template:
{
"xsappname": "extension-app",
"tenant-mode": "dedicated",
"redirect-uris": ["<<router-App-url>>/**"]
}
}
Select Update Instance.

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