SuccessFactors (SFSF) is a powerful SaaS HRIS, but sometimes businesses need custom extensions to add extra functionality or improve workflows. SAP Business Technology Platform (BTP) is the go-to platform for building these extensions without modifying SFSF’s core.
But here’s the thing: a great extension shouldn’t feel like a separate app. It should feel like a natural part of SuccessFactors, seamlessly blending into the user’s workflow. Otherwise, users will get frustrated with too many clicks, extra logins, and constant switching between systems.
So, what makes a good SuccessFactors extension? Let’s talk about the three must-haves:
1. Seamless UX – Make It Feel Like SuccessFactors
The best extensions are the ones that don’t feel like extensions at all. Users shouldn’t have to constantly jump back and forth between SFSF and your extension—it should flow naturally in their process.
How to Get UX Right:
Minimize Context Switching – Don’t make users start a process in SFSF, jump to the extension, then back to SFSF multiple times. Instead, the handover should happen at a logical point in the process. For example, if the extension handles document approvals, let users initiate the approval in SFSF, handle everything inside the extension, and then return only at the final confirmation step.
Use the SFSF Shell – Your extension should look and feel like SFSF, with the same theme, logo, and menus. Use SAP Fiori design guidelines and keep navigation consistent so users don’t feel like they left SuccessFactors.
Single Sign-On (SSO) – Nobody likes logging into multiple systems. Use SAP Identity Authentication Service (IAS) so users log into SFSF once and can access the extension without a second login.
Embed Where Possible – Instead of opening a separate tab, consider embedding your extension within SFSF using an iframe or deep linking so users stay in a familiar environment.
2. Role-Based Permissions (RBP) – Keep It Secure and Aligned
Security is a big deal in HR systems. SuccessFactors already has a Role-Based Permissions (RBP) model, so your extension shouldn’t reinvent the wheel.
How to Get RBP Right:
🔹 Use SFSF’s Existing RBP – Instead of creating a separate permission model, your extension should check user roles directly from SFSF using APIs. If a user doesn’t have access in SFSF, they shouldn’t have access in the extension either.
🔹 BTP Security with XSUAA – Integrate SAP BTP’s XSUAA (Extended Services for User Authentication and Authorization) so your extension follows the same security model as SFSF.
🔹 Respect Data Access Rules – When pulling data from SFSF, ensure that the extension respects the same visibility rules as the core system. If a manager can’t see an employee’s salary in SFSF, they shouldn’t see it in the extension either.
🔹 Audit & Monitor – HR data is sensitive. Make sure the extension logs who accessed what data and when, just like SFSF does.
3. Maximize SFSF Features – Don’t Reinvent the Wheel
SAP SuccessFactors has a lot of built-in capabilities, so instead of storing extra data or building new logic, use what’s already available.
How to Use SFSF to the Max:
Use Metadata Framework (MDF) Instead of HANA – Instead of storing data separately in HANA, leverage the SFSF MDF. MDF allows you to store and manage custom objects within SFSF itself, making reporting and integration much easier.
Use SFSF Business Rules Instead of Custom Logic – If you need to apply business rules (e.g., “An employee can only request X days of leave based on tenure”), use SFSF’s built-in Business Rules Engine instead of writing custom logic in BTP.
Use the Event-Driven Framework for Automation – Instead of polling data constantly, use SFSF’s Event-Driven Framework. This allows your extension to subscribe to events (like employee promotions, new hires, or terminations) and trigger actions automatically in BTP.
Leverage OData APIs – Instead of duplicating data, use SuccessFactors OData APIs to fetch real-time data when needed. This ensures your extension stays in sync with SFSF.
Final Thoughts
Building an SAP SuccessFactors extension using BTP isn’t just about writing code—it’s about creating a seamless experience, maintaining security, and using existing SFSF capabilities to the fullest.
By focusing on smooth UX, role-based security, and leveraging SFSF features, you’ll create an extension that:
- Feels like a natural part of SFSF
- Minimizes user frustration
- Keeps security and data integrity intact
- Uses existing SFSF capabilities instead of reinventing them
If you’re building or planning a SuccessFactors extension, what’s been your biggest challenge? Contact me to learn how we can help you design everything from simple to most complex SuccessFactors extensions and innovations.