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To implement the on-demand E-Verify Status Change Report, configure E-Verify in Admin Center → Compliance Settings, make sure Document Management System (DMS) is active, and give the responsible administrator an RBP role with Create E-Verify Case under Administrator Permissions → Manage Onboarding or Offboarding. The administrator can then select the report icon beside a Client Company ID, request the latest status changes from the Department of Homeland Security (DHS), download the generated file, and retrieve up to 20 recent reports from the same screen.
What the on-demand report changes
SAP’s newer self-service flow removes the need to wait for a scheduled batch process or open a support request for each status-change file. The request starts from the E-Verify configuration page, uses the selected Client Company ID, and asks DHS for current status changes. SuccessFactors creates a standardized report, offers it for download, and places a copy in DMS under the applicable E-Verify compliance-document category.
The feature is documented in a SAP Community implementation article dated October 12, 2026. The surrounding Onboarding documentation describes the E-Verify process and notifications, but the exact availability of the report icon can still depend on tenant configuration, role assignment, DMS setup, and connectivity to the DHS service.
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1. E-Verify must be fully configured
Open Admin Center → Compliance Settings and verify that E-Verify is enabled and configured for the company that will run the report. A partially configured integration can leave the report action unavailable or produce a file with no status changes.
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2. DMS must be active and reachable
The report is retained in SuccessFactors only when DMS is enabled and the relevant compliance-document category is available. Confirm that administrators who need to retrieve the file can view that category. DMS access is separate from the ability to start the DHS query, so test both before putting the process into regular use.
3. Assign the required RBP permission
Create or edit the administrator’s role in Manage Permission Roles. Under Administrator Permissions → Manage Onboarding or Offboarding, select Create E-Verify Case. Save the role and assign it to the permission group that contains the users who will run the report. This permission controls the report action even though the user is requesting a status file rather than manually entering a case.
4. Confirm the correct Client Company ID
The report request is made for one Client Company ID row at a time. Record the exact value configured for the E-Verify client, including capitalization. SAP’s guide states that the ID is case-sensitive; selecting a different row or entering a value with different case can return no matching changes.
How to generate the latest E-Verify Status Change Report
- Open the configuration page. In SuccessFactors, go to Admin Center → Compliance Settings → E-Verify Configuration. The page may display the setting label as E-Verify Settings.
- Locate the company. Find the row for the Client Company ID whose cases you need to check. If several companies are configured, do not use a neighboring row as a shortcut; each request is scoped to the selected ID.
- Select the report icon. Click the Report icon on that row. If the icon is not visible, stop and resolve the role and page-refresh issues described in the troubleshooting section rather than changing unrelated settings.
- Review existing files or start a new pull. The Recent E-Verify Status Change Reports area displays the available history, with up to the 20 most recent reports. To obtain current data, select Download the Latest E-Verify Status Change Report from DHS.
- Wait for the request to finish. SuccessFactors queries DHS for current status changes associated with that Client Company ID and generates the standardized report. The completed file is presented for download.
- Verify retention in DMS. After generation, check the relevant E-Verify compliance-document category in DMS. The same report should be stored there for later retrieval, subject to the user’s DMS viewing rights.
What happens after you click the DHS download action
The action is a live status request, not a report assembled solely from an old local export. SuccessFactors sends the request for the selected Client Company ID to DHS, receives the current status changes available to the integration, formats them as the standardized report, and then exposes the result in the report dialog.
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The recent-history list is intended for practical re-access. It keeps the 20 most recent reports shown by the feature; older files should be managed according to your DMS retention policy if they must be preserved for audit or operational records. The 20-report limit is a history display limit documented by SAP, not a statement that DMS deletes every older document.
Generation and storage are separate outcomes. A successful DHS response can produce a downloadable file even if DMS storage or category visibility is misconfigured. Conversely, a DMS category can be available while the DHS request fails. Validate both locations when you are checking an implementation.
How the report fits the Onboarding E-Verify workflow
Case creation starts with Form I-9 Section 2
SAP documents that an E-Verify case is automatically created when the hiring manager or onboarding participant submits Section 2 of Form I-9. The initial verification compares Section 1 information with records from the Social Security Administration (SSA) and DHS. This automatic creation is why the report should be treated as an output of the onboarding workflow rather than an independent case-entry tool.
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Status is surfaced in the onboarding experience
When a case changes, the updated status appears beside the new hire’s name in the Onboarding Dashboard. Related actions are shown in Compliance cards, allowing responsible users to continue the case workflow without opening the report file for every individual employee.
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Cases move through defined phases
The documented lifecycle includes case creation, initial verification, status handling, resolution, and closure. The report captures status changes for the company query; it does not replace the individual actions required when a case needs referral, photo matching, or a Further Action Notice.
| Status example | Operational meaning |
|---|---|
| Queued | The case is waiting in the verification workflow. |
| Pending Referral | The case requires the referral step before the next DHS processing stage. |
| Photo Match | The workflow is handling the photo-comparison stage. |
| Closed – Employment Authorized | Verification is complete and no further action is required. |
Observe the three-business-day submission requirement
SAP’s Onboarding 1.0 workflow documentation specifies a three-business-day deadline for submitting an E-Verify request after the applicable offer or start event. The on-demand status report helps administrators monitor changes, but it does not extend that submission deadline or substitute for timely Section 2 completion.
Troubleshooting the report icon, data, and DMS copy
The Report icon is missing
First verify that the administrator’s role includes the permission described in the prerequisites and that the role is assigned to the intended permission group. Save the role again if necessary. SAP’s troubleshooting guidance also calls for an OData API Refresh after a permission change, followed by a full reload of the Compliance Settings page.
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- Confirm the role is assigned to the group that contains the affected user.
- Save the role and run OData API Refresh.
- Sign out or reload the browser session, then return to Admin Center → Compliance Settings → E-Verify Configuration.
- Check the specific Client Company ID row again.
If the icon remains absent after those steps, compare the user’s role assignment with a known working administrator and raise a support incident with the tenant, role, group, and refresh time.
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The report opens but contains no data
An empty file does not by itself prove that the feature failed. Check the following in order:
- Client Company ID: Confirm that the selected row uses the exact configured value and capitalization.
- Query window and case activity: Verify that E-Verify cases exist and that their changes fall within the period being queried.
- DHS endpoint: Check whether the E-Verify/DHS endpoint is active and reachable from the tenant.
- Timing: If a case was created or updated moments ago, allow the external workflow time to expose the change before repeating the request.
SAP’s implementation article warns that an unreachable DHS endpoint may result in an empty report. Treat that statement as implementation guidance for diagnosing the integration, not as a universal guarantee for every tenant or outage condition. Capture the request time, company ID, and any displayed error details before retrying or contacting support.
The report is downloadable but missing from DMS
Use the following branch when the download succeeds but no document appears in the expected category:
- Check that DMS is enabled for the tenant.
- Verify that the E-Verify compliance-document category is configured and active.
- Confirm that the user has permission to view that category; a hidden document can look like a failed storage operation.
- Search the category using the report’s creation time and the selected Client Company ID.
- If generation completed but storage still failed, open a support incident and include the Record Activity Log event timestamp. That timestamp lets support correlate the generation and storage events.
The history list shows fewer than expected reports
The feature exposes only the 20 most recent reports in its recent-history area. A shorter list can therefore be normal when fewer requests have been made, when older entries fall outside the displayed history, or when the user cannot access the associated DMS documents. Use DMS retention and access controls for longer-term records rather than treating the history panel as the complete archive.
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Choosing the on-demand flow over older retrieval methods
| Decision factor | On-demand status-change report | Earlier scheduled or support-assisted retrieval |
|---|---|---|
| How it starts | Administrator selects the report icon for a Client Company ID and requests the latest file. | Organization waits for a scheduled batch run or opens a support request. |
| Data source | Current status changes are requested directly from DHS. | Access depends on a previously generated or support-provided file. |
| Operator control | Available from Compliance Settings when the role and integration are configured. | Timing depends on the batch schedule or support response. |
| Retention path | Download is offered immediately and the generated report is stored in the E-Verify DMS category. | Retention and access depend on where the earlier file was delivered and stored. |
| Primary failure points | Client Company ID, role propagation, DHS reachability, DMS category, and DMS visibility. | Schedule execution, support turnaround, and the storage location of the delivered file. |
The self-service option is most useful when an administrator needs a current status snapshot without waiting for a recurring job. It also gives operations teams a repeatable path for documenting when a report was requested and where the resulting file was retained.
Notifications and follow-up work
Report retrieval is only one part of status management. SAP provides an (ONB) E-Verify Status Update Template for hiring managers and responsible groups when a new hire’s status changes. The trigger catalog also includes notifications for E-Verify Tentative Nonconfirmation (TNC), Further Action Notices, duplicate cases, and related events.
SAP’s Onboarding 1.0 documentation states that eligibility notices and Further Action Notices are electronically signed and stored in Document Center. Use those case-level records for employee communication and required acknowledgments; use the status-change report for a company-level view of changes returned by DHS.
Implementation validation checklist
- E-Verify is enabled and fully configured in Compliance Settings.
- DMS is active, and the E-Verify compliance-document category exists.
- The report administrator has the required RBP role assignment and belongs to the intended permission group.
- The exact, case-sensitive Client Company ID is visible in E-Verify Configuration.
- The Report icon appears after the role is saved, refreshed through OData, and the page is reloaded.
- A test request produces a downloadable file from DHS.
- The file appears in the expected DMS category for a user who has category-view access.
- The Record Activity Log timestamp is recorded for any generation or storage failure.
- Hiring managers and responsible groups are subscribed to the appropriate E-Verify status and TNC/Further Action Notice notifications.
Scope and operational limits
The documented feature guarantees a history view of up to 20 recent reports, not unlimited in-page history. Report contents depend on the current response from DHS for the selected Client Company ID and on whether qualifying case changes exist. No independent accuracy, processing-time, adoption, or cost statistics are established in the SAP material describing this flow, so do not set service-level expectations from the report button alone.
For production use, assign the permission narrowly, keep DMS category access aligned with compliance responsibilities, and preserve the activity timestamp whenever a report cannot be generated or retained. Those controls distinguish a functioning demonstration from an auditable operational process.
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