For your convenience, we’ve summarized the highlights of 2 legacy items that will require your attention if there are still used in your current SAP SuccessFactors implementation and 6 features for 2021 Recruiting.
Migration of Legacy Quickcard to Latest Quickcard
If you are using this feature for recruiting. You will need to move to the latest quickcard, the legacy Quickcard will be retired/deleted as of May 21st. Transition to the latest quick card will help to maintain consistency with the SAP SuccessFactors Quickcard. Additionally, the latest Quickcard improves user experience with the updated user experience.
Deprecation of Legacy Picklists Management
The legacy Picklist Management tool reached end of maintenance on December 31, 2018 and will be retired/deleted on November 18, 2021.
Support for Posting Jobs to Twitter and Jobvite from Job Postings is Deleted
The ability for posting jobs to Twitter and Jobvite from Job Postings is deleted as of May 21, 2021.
SSL Certificate Renewal Reminders for Career Sites
After a nice long and relaxing weekend. You come back to the office Monday morning and your career site is down because the SSL certificate has expired and now as you struggle to get the career site back up and running again your stress level is at it’s peak again. Well hopefully you will never experience these feelings again with this new feature.
SAP SuccessFactors Recruiting now proactively reminds organizations when their career site’s SSL certificate needs to be renewed.
To avoid career sites from becoming unreachable due to an expired SSL certificate, Career Site Builder offers two reminder methods: A pop-up dialog that appears when logging in to Career Site Builder, as well as the ability to enable email reminders for admin users.
Content Security Policy for Career Sites
Career Site Builder has introduced the Content Security Policy setting, which enables an HTTP header to automatically disallow external domains and only allow the browser to render resources from your domain. This will protect your career site against cross-site scripting attacks.
The content security policy is designed to guard against cross-site scripting (XSS) attacks through the use of a Content-Security-Policy HTTP response header that lets you control the resources allowed to load for a web page. The headers are used in career site pages owned by the organization.
Enhanced External Password Policy Configuration
The enhancement includes increasing the minimum password length and limiting the lock-out threshold. The enhanced external password policy impacts:
External candidates creating an account for the first time.
Existing external candidates trying to change their passwords. For example, password reset and forgot password.
Agency users trying to change their passwords.
Ability to Edit Existing Category Page Names in Career Site Builder
Career Site Builder administrators can now edit category names directly, without having to contact Professional Services, an implementation partner, or SAP Support.
In the previous version, the Name field became readonly after the category page was created and saved. Changing a category name was performed in the backend Command Center tool by Professional Services, an implementation partner, or SAP Support.
New Job Status Available in Job Postings Table
You can now see a new job status, Invalid Fields, in the job postings table when the job board’s system sends back error messages because of one or more incorrectly populated fields while posting a job.
See this great article for useful information on how to prepare for a SAP SuccessFactors Regular Release.
Companies are hiring! A recent LinkedIn article shows that individual companies are now hiring 10,000s of new employees. This is great news for the economy. We at Worklogix have also seen customers gearing up their recruiting systems. But all this renewed activity in the “New Normal” raises the question “How do we keep everyone safe during the process without sacrificing the candidate experience?” In this blog we share how we’ve helped customers expand their recruiting capabilities with SAP SuccessFactors technology to keep candidates and current employees safe.
Just because there are more people looking for jobs doesn’t mean engagement needs to go down. Quite the opposite–it means now is your chance to engage the most people to get the best talent! If your company isn’t hiring yet, it makes the challenge even more important because without any postings, you’ll need to come up with creative ways to keep people checking back in with your career site. We’ve helped companies integrate with tools like chatbots that interact with candidates to document their interests and create talent profiles that can be used to trigger email updates. If you are wondering how to create talent pools and target them with email campaigns within SAP SuccessFactors, checkout our other blog article “Actively Engage Prospective Candidates with SAP SuccessFactors Recruiting CRM Features“. Email campaign content can range from virtual career fair announcements and updates on postings, to videos featuring real managers describing why they like working for the company and what they are looking for in a good candidate.
Even prior to COVID-19, we’ve been helping customers sift through 1,000s of candidates with automated assessments. With more unemployed people seeking jobs, there is increasing pressure to comb through even more candidates per posting. Automated assessments can take the form of surveys or even Artificial Intelligence. For example, we’ve help customers automatically send out 3rd party survey assessments immediately upon applying or at other stages in the recruiting process. From there, the candidate can either be automatically disqualified or be sorted into different statuses and/or given a rating to easily compare against others. Assessment status and scores can also be integrated directly into the SuccessFactors user interfac as shown in the screenshot above and even sorted in descending order for maximum visual efficiency for recruiters. We’ve also worked with cutting edge vendors to give candidate similar ratings based on resume and candidate profile content using AI technology.
One-Way Interviewing / Virtual Interviewing
As in-person interviewing takes on new risk, many are turning to one-way interviewing and/or virtual interviewing. We’ve helped customers setup their SAP SuccessFactors systems to automatically trigger 3rd party video interviewing systems when placed in an interview status. Typically, after the status trigger, the candidate gets an email with instructions, perhaps to download an app on their phone. In a one-way interview scenario, candidates are prompted with specific questions and are allowed to record an audio or audio/video segment answering each question. The recruiter then receives the segments in the vendor system and can even get automated system feedback on how the candidate answered. The advantage here in addition to not having to meet in person is there’s no need to work out scheduling issues and the candidate can often re-record until they are satisfied with the answer they have provided. Two-way interview automations often take the form of automated scheduling systems ending in a virtual conference call.
Will I have to work on site once I get the Job?
Depending on the position, this is probably a question on many candidates’ minds when applying to a new position, and one that recruiters should be prepared to answer with confidence. At Worklogix, we’ve helped companies flagging their positions to denote how critical being “in-person” is to the role and even denote what kind of proximity to other people or exposure risk the role may require. By expanding position objects in the SuccessFactors MDF and linking the field to the requisition, recruiters can post positions and communicate with candidates clearly about the on-site expectations of the role are.
Automated Drug Screening and Background Checks
While some companies may choose to forego drug screenings, others like those subject to DOT regulations have no choice. A recent SHRM article talks about the pros and cons and realities of drug testing during COVID. The question seems to be, are we doing more harm by not conducting screenings designed to provide a safe work environment for employees? Giving candidates options might help here. We’ve helped many customers setup automations with a variety of background check & drug screening vendors. Some of these vendors allow candidates to choose from a variety of facilities that may have different safety options candidates can choose from and feel more comfortable. In a typical automation scenario, the candidate is moved to a background screening status in SuccessFactors which triggers a call to the vendor, which in turn sends an email to the candidate to provide needed information and choose a drug screening facility. Results can also be shown directly in the SuccessFactors UI similar to assessment results.
Delaying I-9 Verification
Once a candidate is ready to hire, companies can also delay unneeded on-site attendance by delaying I-9 verification. As you may be aware, the Department of Homeland Security has delayed the need to verify employee work authorization documents. You can read the updates from DHS here. To comply for this, SAP has made updates to the existing Onboarding 1.0 process. You can read the full SAP note on the COVID-19 onboarding process here. For Onboarding 2.0, the US forms will be out as part of the H2 2020 release.
Online engagement using chatbots and email campaigns, automated assessments, virtual interviewing, flagging positions for work conditions, automated background checks, and I-9 updates are just a few examples of how company recruiting initiatives are working to make the recruiting and onboarding process both safe and efficient during COVID-19.
Are you working on any similar recruiting initiatives and need help? Email us at firstname.lastname@example.org!
Email Verification with One-Time Password for New Candidate Account
This new functionality will request the candidate to enter a one-time password sent via email (provided by candidate). Once candidate enter the one-time password on the Create account page then candidate will be able to continue with account creation process. This new feature also prevents the exposure of existing candidates’ email addresses to attackers and keeps your candidate accounts secure. It also provides an improved email verification experience for the candidate.
** Please note that this is an opt-out feature meaning that you will need to disable this functionality if you or your client do not want to use this feature.
If your company enables the “Use email as external applicant user ID” functionality, the following will occur:
External candidate provides an email address when creating an account.
SAP SuccessFactors generates and sends a one-time password (OTP) to the provided email address.
External candidate inputs the one-time password to continue the account creation process.
OData Support for Position Generic Object on Job Requisition and Job Offer
You can now create and update a job requisition for multiple positions using the Job Requisition OData API. You can also create and update a job offer for a position using the Job Offer OData API.
The Job Requisition and Job Offer OData APIs now support business rules with Position.
Filter by Brand in Recruiting Advanced Analytics
Using Advance Analytics, you can filter and drill down by specific brand.
Add to Talent Pool from Inline Resume Viewer
Recruiters can now add candidates to talent pools via the Inline Resume Viewer in SAP SuccessFactors Recruiting, where recruiters could see details about the candidates’ background and interests.
Logo Component for Career Site Custom Headers
There is now a way to add a logo to a custom header for your career site pages in its own logo component rather than the Image component, so that you can specify logos that are optimized to display in desktop and mobile display settings.
There are two ways to add a logo into a header: Using the regular logo tab for headers, and the new method of adding a logo component in a custom header. This allows the use of different sizes logos for custom headers for different display settings, such as desktop and mobile.
Career Site Meta Images for Social Media Posts
Meta images can now be added using Career Site Builder to associate them with your career site in social media posts.
Third-party sites, like Facebook, LinkedIn, Twitter, and Microsoft Teams, allow you to associate an image when you post a link and information for your career site. Meta Image setting is located in Appearance Styles -> Global Styles -> (Brand) -> Main, this will allow to specify one image per brand. Each available brand can have separate meta image; otherwise Career Site Builder uses the meta image specified on default brand.
Google Tag Manager and Google Analytics in All Career Site Pages
Google Tag Manager and Google Analytics IDs can now be used in all career site pages, including those that are administered in SAP SuccessFactors Recruiting, such as the Job Application, Candidate Profile, Login, and Create an Account pages.
To enable the settings, navigate to Settings -> Site Configuration in Career Site Builder.
SEO Settings in Career Site Builder
By default, Career Site Builder generates a Top Jobs page that lists links to search results pages based on the most frequently searched terms. You can now refine your search-engine optimization settings and have better control over how you present jobs in your career site. In addition, you can demote specific terms to display at the end of the result set, or prevent search engines from indexing the auto-generated pages created by the Top Jobs page as well as the Top Jobs page itself. These settings now can be controlled by Career Site Builder administrators
Terms to Demote – terms you include in this field are automatically demoted to the end of the result set.
Terms to Avoid – when you add terms in this field, Career Site Builder adds a noindex value to prevent search engines from indexing them, and also suppresses them from being part of the Top Jobs results.
Noindex Top Jobs – Career Site Builder adds a noindex value to these auto-generated pages, as well as to the Top Jobs page itself.
See this great article for useful information on how to prepare for a SAP SuccessFactors Regular Release.
With discrimination coming to the forefront of world news lately, many organizations are asking themselves: What can we do to actively prevent discrimination in our organization? I’ve seen a variety of options out there ranging from internal audits by 3rd party anti-discrimination consulting firms to pro-active succession planning that tracks minority status. While organizations I’ve worked with differ in these types of approaches, one solution at minimum in the United States has been clear for my entire lifetime: federal contractors must comply with the Office of Federal Contract Compliance Programs (OFCCP) guidelines.
Per an announcement on the Department of Labor website, a new Voluntary Self-Identification of Disability Form CC-305 was approved in May. As of today, Federal contractors must post the comply by updating the form by August 4, 2020. An example new form can be found here. I warn against simply using a search engine to look for updated forms as these may lead you to the expired form (check the expiration date at the top of the form first).
For SAP SuccessFactors customers, this typically means:
Updating your job application template to include the new form(s)
Updating your Onboarding forms to include the new forms(s)
I recommend referencing the Department of Labor website to understand the updated requirements and then working with your IT department, SAP Partner, and/or SAP to make updates to the recruiting application template and/or Onboarding forms to ensure compliance.
Hopefully this brief update has been helpful! While many people are out there working hard to come up with a variety of solutions for today’s social issues, one thing is for certain: EEO is the law.
Up until now, customers have been using round-about methods of adapting SuccessFactors recruiting to handle their high-volume requisitions that are always posted – commonly known as “Evergreen Requisitions”. Recently, with the Q4 2019 release a beta version of Evergreen Requisition functionality was released. I had the opportunity recently to work with a customer to implement this new functionality and take it for a test drive! This article gives an overview of the functionality, its business need, key advantages to implementing the functionality, and some helpful hints in rolling it out to your instance.
Why do companies need Evergreen Requisitions?
Not every company needs Evergreen Requisitions. Unique to some industries are so-called “high-volume” jobs where the demand for the job constantly out-weights the supply. For example, merchandiser positions in the consumer products industry or pilots in the airline industry. For these positions, the company is always hiring. For recruiting systems, this often creates a problem because typically one requisition and one posting equals one position in the HRIS system. Having multiple requisitions and postings for a multitude of positions that are all basically the same would be confusing to people looking for jobs – not to mention for recruiters to manage. For example, one candidate could apply to essentially the same job multiple times. To avoid this, companies use evergreen requisitions to have one long-standing posting to represent a single channel for job seekers and recruiters for several open seats of the same position in the company.
How were companies handling this situation prior to the functionality?
Prior to the release of this functionality, there was no officially agreed-upon method for creating evergreen requisitions. In my experience a custom Evergreen Requisition solution looked like this:
Requisitions would be launch for each open seat (e.g. unique position number) – typically a custom field would be used to record this position number on each requisition
One requisition would be chosen to be the Evergreen and only that one requisition would be posted for candidates to apply
As candidates applied to the requisition, finalized candidates (usually those reaching a finalized offer) would be moved from the Evergreen requisition to the requisition using the late-stage application functionality
While this solution “worked” in a happy path scenario, there were still many shortfalls here.
There was no clear relationship between the Evergreen Requisition and the child requisitions – so often recruiters may get confused as to which requisition to transfer the candidates
From a compliance and reporting standpoint, it looked as if the candidates were dispositioned off of the Evergreen Requisition even though they were qualified and furthermore did not go through all of the preliminary steps a candidate normally would on the child requisition. This left many compliance officers feeling a uneasy about how to explain the situation in the event of an audit.
With no clear guidance on an official way to take care of this situation, many companies may take alternate approaches, leaving SAP and partners at a loss for how to continue to implement and support long term
How does the new functionality work?
The process flow for the new functionality is as follows.
Requisitions can be marked as “evergreen” using a new standard field that recruiters/others can see on the requisition detail screen. The Job Requisition Type field also shows if the requisition is standard, evergreen, or child:
Once an Evergreen Requisition is marked as such, child requisitions can be associated to it on the requisition details screen as well:
These associations can also be seen from the requisition overview screen with the new fields shown below:
The functionality allows for a new action from the action menu when selecting candidates called “Forward as Applicant”.
What are the key advantages with the new functionality?
There are many advantages with this new functionality!
The new functionality release gives an agreed standard way to handle Evergreen Requisitions that partners and customers can more universally follow and support going forward.
Previously there was no way to identify what was an evergreen, what was a child, and what was just a standard requisition. Now there is a field dedicated to identifying this which can help recruiters as well as those creating reports to sort out what is what.
Similarly, now that child requisitions are hard linked in the system with their parent Evergreen Requisition, recruiters can keep tabs on which requisitions they should move candidates to in the event one has accepted an offer.
The new “Forward As Applicant” has many advantages over the other forward or late-stage application action functionality.
Forward as applicant copies the entire application and only runs field checks as if the person just applied.
It also copies the current application data selected whereas other methods copy whatever the latest application is (which can get very frustrating).
Furthermore, candidates and recruiters can view the jobs applied in candidate profile when they use this action – the other actions do not do this.
Forward as applicant also now gets its own unique email trigger
Forward as applicant retains the source data (e.g. google or some career site) as well as agency ownership
Are there any helpful hints or “gotcha’s” out there I should look for?
In our implementation, we ran into a couple of common snags listed below.
For implementation partners, permissions are always the culprit – make sure the right permissions are assigned to these new fields in the requisition templates for everyone!
Change management: Make sure the recruiters are using the new “Forward as Applicant” action! It is often confusing for recruiters to understand the difference in the 3 different ways to forward and also late-stage applications.
Worklogix partners with clients to plan, configure, develop and integrate HR products and custom applications. We have assembled a global team with years of experience implementing HCM solutions. Our team is dedicated to understanding your business challenges, helping you leverage your technology and implement solutions that deliver results.
SAP SuccessFactors has a Question Library feature which can be useful for recruiting.
SuccessFactors has a section on requisitions to add screening questions. This is separate from the questions or fields the candidates complete on the application. The application fields are purely informational and do not automatically cause an action on the candidate. But screening questions can be used to perform actions on candidates or provide information to help the recruiter quickly assess and/or eliminate candidates. Screening questions are added by the recruiter on each requisition and can be used as “knock out” questions to automatically disqualify candidates, score candidates, and weight answers. If you use screening questions on requisitions, consider having a requisition Question Library.
Recruiters can add questions to requisitions manually by creating questions within the requisition ad hoc.
The recruiters can also create the questions in Preferences => My Saved Questions to have access to use as needed. This is by recruiter and the questions cannot be shared with other recruiters. Each recruiter creates their own saved set of questions.
Question Library – Why bother?
The Question Library is a shared library and contains questions which recruiters can choose to add to requisitions. Questions from the Question Library can also be used to disqualify, score and weight candidates. But why bother setting up a Questions Library when recruiters can create their own personal set of questions?
A few reasons for setting up a Question Library for recruiting:
Company policy on questions
COMPANY POLICY ON QUESTIONS
Make sure the questions do not put the company at a risk. Having recruiters only use questions from a Question Library gives control to the administrator as to the content of the questions. The questions can be reviewed by the company’s legal team before being added to the library to ensure the company is comfortable with what is being asked of a candidate.
The same style of phrasing and wording leads to consistency. Some items to consider include:
How the company name is worded – is a shortened version/nickname allowed?
The way the questions are asked – length, wording, style, etc.
Answers to questions – do they all need to be multiple choice, is free text allowed?
Abbreviations – make sure they are meaningful and not confusing to the candidates.
The candidate experience when answering questions
This is a good feature that breaks down the questions by type of role, especially if you use only one requisition template but have a variety of roles within the company. Categorize the questions by type of role to easily add specific questions to the requisition depending on what is needed for the position.
For example, having separate categories for sales positions, accounting, driver, warehouse, manufacturing, finance, etc. Whatever the role, a category can be created. A “General” category can be used across roles.
Cascading Questions are questions that can lead to other questions depending on the answer to the original question. Cascading questions help eliminate the number of questions that are seen by every candidate. The cascaded question(s) only appear depending on the candidate’s answer to the original question.
“Do you have a Pilot’s license?” Answers available: Yes/No
Only if the candidate answers “Yes”, will a new question will appear:
“How many hours have you flown?”
Cascading questions need to be added through a question library file and imported to the question library by the business partner or support team. Recruiters cannot create ad-hoc cascading questions.
TURNOVER OF RECRUITERS
If a recruiter leaves the role and a new recruiter takes over any outstanding requisitions, the new recruiter will have access to the Question Library. If the questions were stored in the personal preferences of the original recruiter, then the new recruiter would not have access to the questions in order to update the req or add the same questions to new requisitions for similar roles. The new recruiter would have to create their own My Saved Questions library and add the questions. This can lead to the similar questions being worded differently or not being created and added to the requisition. See “Consistency” above.
If a new question is needed, add it once to the Question Library and all recruiters have access. If a question needs to be updated, update it in the Question Library. Any requisitions currently using the question will not automatically get updated, saving the integrity of the question the candidate originally answered. But recruiters adding the question going forward will have the updated version.
If you decide to start using the Question Library, work with your business partner or support team to create the Question Library.
Question Library for Requisitions – Take Note:
The questions will appear in alphabetical order by Category then alphabetically under each Category no matter how they are input to the Question Library.
Questions will appear on the application for both internal and external candidates.
For the applicant, screening questions appear at the very end of the application and cannot be moved from that position.
For the recruiter view of the candidate application, the questions will appear in SCREENING DETAILS section after the application information and before the candidate profile information.
Any questions in this section are not reportable.
The Screening Details does not move with the candidate application if the application is forwarded to another requisition, even if the same questions are on the other requisition. The candidate will need to be invited to apply to answer the questions on the forwarded to requisition. The same is true for Late Stage Application candidates.
In recruiting, finding ways to quickly scan through qualified candidates is always a plus. From using requisition knock out questions as the candidate applies to virtual screening, eliminating non-qualified applicants up front helps in narrowing the field of candidates.
And for the candidates who answer knockout questions correctly and make it to the applicant pool in a requisition – is there a way to distinguish between them or at least review in an order that works for the recruiter?
Here’s where the Candidate Display Options can be used to quickly scan through candidates. The recruiter can easily choose available display fields to sort by what is most meaningful for the position. And when dealing with high volume openings, every little thing helps. Work with your implementation partner or support team to take full advantage of the Candidate Display Options.
When viewing candidates in the requisition, the Display Options is next to Action. Click on Display Options and the pop-up shows the available fields to display on the screen.
Fields in the Candidate Display Options
SuccessFactors Recruiting has the ability to add fields to the Candidate Display Options. This can be through a change in the Candidate Profile and Application XML or through the Management Template Feature in Recruit Management. Work with your partner to update the Candidate Display Options to meet your needs.
Please note per SAP: “the Management Template Feature is extremely powerful and should only be done by qualified individuals familiar with your configuration.” Further information can be found at: https://launchpad.support.sap.com/#/notes/2644550
“Considerations When Choosing Candidate Display Fields” listed below will help in deciding the fields you should consider.
First, some examples of different Candidate Display Options. In the Candidate Display Options screen, the first column is always the Standard Fields column which contains information such as Rating, Source, Last Updated. But what about the application fields the recruiter checks before deciding who to contact, the order to contact, or not at all?
In the example below, the Display Options contains the basic candidate information in the second column. But this is not very useful when trying choose which candidates to pursue.
Did the candidate answer questions on the application, fill out past employment information, education? Did the candidate take surveys or tests when they applied? If they are part of the application, then the results can be displayed. You don’t have to open each application to see the fields. They can be part of the Candidate Display Options.
With the Candidate Display Options fields checked and then sorting on the header of the column, a recruiter can view the candidates in the way that works best to determine which candidates to contact, wait to contact or to eliminate.
Considerations When Choosing Candidate Display Fields
Below are a few considerations when deciding on the Candidate Display Options application fields:
Which application fields do recruiters review first – which are the most useful
How many columns
Order of the columns
Order of the items within the columns
Length of field name
Required application field or optional field
External vs Internal application questions
When the candidates are required to answer the question
Which fields do recruiters review first?
Recruiters will know which application fields they look at first to find the most qualified candidates. Compile a list and narrow down to the top 5 or 10. These fields should be on the Candidate Display Options list to quickly identify which candidates to advance.
How many columns?
The Candidate Display Option columns should have grouped fields. For example, a column each for:
How many columns depends on how you want to see and sort the information.
Order of the columns
Order the columns in a way the recruiters use it. The Standard Fields column is always first but then you can order the following columns the way it makes sense to the recruiters. The order they are placed in the xml is how they will appear to the recruiter.
Order of the items within each column
You can also choose the order the items are listed under each column. The order in the list is the order the items will appear in the display. Top to bottom in the list – left to right in the display screen.
Length of the Field Name Label
The length of the field name is very important. There is no way to shorten the name of the label to appear differently in the column. So if you want to show the answer to the question on the application that has the label “Have you ever applied to our company or any subsidiaries within the last two years?”, the entire wording will appear as the column name and it does not wrap. To solve this, you can have the question on the application, and then a different field for the answer be with shorter verbiage: “Company answer y/n”. But please note this will add more information for the candidate to read and respond.
Another way to handle the length of the name is to have the lengthy questions in one column. Since the Candidate Display Option fields are chosen by the recruiters, they can easily choose the fields they want to see at the time they want to use them. Therefore, if they want to see all New Applications that answered NO to the question “Have you ever applied to our company or any subsidiaries within the last two years?” before reviewing any other applications, they can click on that display field, work with those candidates, then un-click the display field.
Required application field or optional field.
Is the application field Required or Optional? If it is optional and the candidate has not answered, then it will be blank for that candidate. If it is required and shows blank, the candidate is a forwarded candidate who has not yet applied.
External vs Internal application questions
If the field is specific to only internal candidates, then only internal applications will have data in the field. Same for external.
When are the candidates required to answer the question?
If it is a multi-stage application and candidates are not required to answer certain questions or enter certain fields until a few steps into the Talent Pipeline, then the information will not appear in the Candidate Display Options column until the candidate enters the information on the application.
The Candidate Display Options can easily be a forgotten asset – set it up once to see what you want and forget about it. But taking a little time up front to configure the display fields to help sort through candidates quickly can save a lot of time and effort in the long run. And it is easy to use, quickly checking and un-checking the fields to display.
Work with your implementation or support team to take full advantage of the Candidate Display Options.
Are you having trouble achieving your recruiting metrics? Specifically – are you having a hard time
getting enough candidates to fill out a full application on your recruiting
site? Are candidates dropping mid
application or just not bothering at all?
Do you feel like people are interested in applying to jobs at your
company but just don’t see the positions they want so they don’t bother? Are you looking to keep a growing number of
potential candidates warm for when those positions are available? If you answered yes to any of these, you
might try taking a look at SAP SuccessFactors’ new Recruiting Candidate Relationship
Management (CRM) features!
The best news is that these features have been delivered free
to all existing SAP SuccessFactors Recruiting Customers as of the Q2 2018 release.
SAP SuccessFactors Recruiting Candidate Relationship Management
consist of these primary features:
Data Capture Forms
Data Capture Forms
The idea behind data capture forms is to gather information
about prospective candidates without them actually applying for a specific
position. It is a great way to see who
is out there that may be interested in your company and positions you typically
hire (but may not have available now).
It could also be used for events like college recruiting or career fairs
where prospective candidates are met that sound promising but aren’t quite a
fit for a specific position or may not be able to fill out a full application
at the moment. Directing them to a landing
page on your recruiting website later, or even having them fill out the form on
a table or mobile phone at the event would be a great way to capture their
information for later follow-up.
To create a data capture form, you will need access to the Career Site Builder (the “Manage Career Site Builder” permission). Once the feature is active it will appear in the “Global” menu of the Career Site Builder as shown in the screenshot below.
Once your click the menu item and create a new data capture
form you will come to the below screen that allows you to choose what fields to
capture. As users enter information they
are really creating a recruiting candidate profile. At a minimum you will need first and last
name as well as email to create a profile.
You can add other fields by clicking the “+ Add” button as shown below.
Clicking “+ Add” will bring up a popup like the one below
with just a few more fields out-of-the-boz.
Most likely you will need to add more fields than what is available in
this popup (for example, a drop down that asks what types of positions interest
you, or another that asks how you heard about the company).
To add more fields to this popup so you can add them to the
data capture form, you will need to have access to manage object
definitions. If you are not familiar
with the Metadata Framework (MDF) you might want someone familiar with this
technology perform this part (I plan on writing another blog post on this, so
check back soon!). In a nutshell, you
will want to add whatever fields you need to the “Candidate Profile Extension”
object definition. They will then show
up in the popup above for you to add to your data capture form. As fields are added to the object definition
and filled out by your candidates, they will show up on the candidate profile as
shown in the screenshot below:
Clicking the “+” button will show all the fields you have
added to the “Candidate Profile Extension” object definition (and any values
your candidates have filled in) as shown below:
Once you have finished editing your “Candidate Profile
Extension” object definition and have added any needed fields to your data
capture form, you can design a landing page that includes your form. To create a landing page, click on the “Landing”
menu item under “Pages” in the Career Site Builder.
You can create a landing page and add components to determine
the page’s layout. Unlike other pages,
you can add a special “Date Capture Form” component to the page and select the
data capture form you have created. By
adding the data capture form to a landing page you can now create a visually
pleasing page that includes any branding, images, text, etc. you desire!
Once you have finished your page layout you can preview
and/or publish your new page using the links at the top of the screen as shown below:
The Talent Pools feature allows you to organize any
candidates in your recruiting database such as those who have applied to
positions or those who have filled out a data capture form. This can be a very powerful tool to help you
strategize how to use the pool of people in.
For example, you could create a pool of people you met at a particular
event, or a group of alumni of a certain University, or people you think all
have similar traits that make them qualified for a particular type of position.
Once the Talent Pools functionality is activated and
permissions have been granted to use it, a “Talent Pools” menu item shows up in
the navigation hierarchy under Recruiting -> Candidates -> Talent Pools
as shown below:
You can create a new talent pool by clicking the “Create
Talent Pool” link on the right-hand side of the screen. You will get a popup like the one below:
Here you can see many of the features of the Talent Pools
functionality. For example, you can
create a Talent Pipeline status and set a default candidate status. These statuses can allow you to track where
you are in the process of attracting each of the candidates within the pool. You can also set the pool to be private only
for your eyes or for a select group of people you choose, or make it visible to
anyone with the Talent Pools permission.
Finally, you can also set the talent pool to auto-populate overnight
based on saved searches you have already created (note that you will need to
have created the saved search prior to creating / editing the talent pool). To create a saved search, navigate to “Keyword
and Item Search”, construct a search, and then click the “Save Search” button
as shown below. For example, in the
below search we are gathering all candidates who listed French as a language
If you don’t want the system to auto-populate the talent
pool for you overnight, you can also directly edit the pool and add candidates
as you see fit in the candidate search area as shown below.
Now that you’ve captured a good collection of potential
candidates and have them organized into pools of candidates, it is time to
engage them! Email campaigns enable you
to send mass emails out to select candidates from your candidate database.
You will need to start with creating an email layout. The layouts screen is found within the Career
Site Builder as shown in the screenshot below:
The layout consists of a header, footer, and the main
content area where you will compose your email.
In creating the layout, you would not add any content to the “Configurable
Text Area” – this is simply a placeholder for the content you will create later
for a specific campaign. Typically, you
would just create the header and footer content within the layout. You can add rich text and images from your
Career Site Builder image library within the header and footer. Brands and multi-language are also supported.
Once you have your layout complete, you can begin to create
your first email campaign! The email
campaign screen can be found by navigating to Recruiting -> Marketing ->
Email Campaigns. Just click on the “New
Email Campaign” link in the upper right to get started.
The “Create Email Campaign” screen is shown below. From here you can choose basic info like the name
of the campaign and a description as well as the brand and language. You can alo fill in the details of what the
email will look like to individuals receiving it including the title, “Reply-To”
the layout, and the content of the email.
There are also a limited number of tokens you can use by clicking on the
“Recipient Field” link. You can pick and
choose individual candidates to send the email to or send to entire talent pools. You can combine multiple talent pools and individual
picks all in one campaign as well.
have now captured new talent, organized them, and engaged them for new
How Do I Activate These Features?
SAP SuccessFactors customer administrators can easily turn
on the Talent Pools and Email Campaigns via the Upgrade Center. You will find the Upgrade Center in your “Admin
Center” as show in the screenshot below:
You can filter by “Recruiting” and see the items show up in
the options below. Click the “Learn More
& Upgrade Now” link and follow the instructions to turn these on.
Please note that once you activate each of these options,
you will receive a screen indicating next steps to take such as assigning
specific role-based permissions. Please
make sure you follow these instructions or you will not be able to get to the
To activate Data Capture forms and email campaigns, you need
to make sure you are using the Career Site Builder (CSB) first. As shown in the preceding instructions, all
of the forms you will create have to be designed in the CSB and surfaced
through landing pages in the CSB. You can
either request a partner turn on the data capture forms feature for you in Command
Center, or open a support ticket with SAP to have them turn it on for you.
Where Can I Find Out More?
To find out more, visit the SuccessFactors Community Quarterly Release Page for Q2 2018 here (SAP login required):