- The application includes data submitted by the candidate at point of application, a snapshot of the candidate’s profile taken at the moment a recruiting user first views a new application, data added to the record by the recruiting user and possibly additional data added to the record by the candidate at a later date.
- Permissions in the application control what the candidate sees during and after applying for a job, and what a recruiting user sees when viewing candidates who have applied for a job.
- This KBA provides tips and tricks for the XML configuration of the Application, as well as FAQ for Application issues.
SAP SuccessFactors Recruiting
Step 1: Please configure the Application XML in the following order:
- Define template name
- Define field definitions
Note: Verify with the Implementation Guide the list of standard field definitions and make yourself familiar with the special functionalities for the standard fields.
- Configure field permissions
- Set overrides
- Define button permissions
- Set display options
Step 2: Upload the template
Note: If necessary correct the errors shown in the XML validation in Provisioning (If you don't have access, reach out to your Implementation Partner). In addtion, you can validate the configured XML against the DTD (Attached at the end of this KBA)
Step 4: Configure custom tokens
Step 5: Enable DPCS and DRM. Refer to the following:
- KBA 2341235: Data Privacy Consent Statement - DPCS 1.0 - DPCS 2.0 in Recruiting
- KBA 2103423: DRM 2.0 to purge inactive candidates and / or inactive applications in Recruiting
- KBA 2081536: DRM 1.0 to purge inactive candidates / applications in Recruiting
XML Tips and Tricks
- Configure all picklists before referencing them in the Candidate Profile XML (the XML validation in Provisioning won't allow you to upload the template without a valid picklist in the system);
- You cannot define default values for any fields in the Application XML template
- Do not change the field type of a field; this can cause application errors on existing records storing data that do not match the new field type.
- In order to synchronize values between Candidate Profile and Application, define the fields with the same ID and field type;
- Common mistakes include declaring overrides that restate the attribute configuration in the field definition or declaring two overrides that conflict with each other.
- Please note that in overrides you have to list out all countries, the override should apply to - do not use asterisk, as it won't affect the override functionality;
- For the Edit Candidate Snapshot button permission configuration: This button permission is used to grant a user permission to edit the contents of the candidate profile snapshot associated to the application. All fields of the snapshot are editable, no matter which permissions are defined in the candidate profile template, with or without dynamic group
- The display options may not display any data until the fields they refer to are set up as Custom Reportable Fields and synchronized successfully
Configuring multi-stage application
When multi-stage application is enabled, the majority of the application field permissions are read out of the Requisition XML instead of the Application XML; however, the following permissions MUST remain in the application template:
In a multistage environment, all required fields for all status operators must be filled out before a recruiting user can successfully change the applicant’s status to any In Progress status. An applicant can be moved to a disqualification status at any point, regardless of whether or not required fields are completed.
Take into consideration when configuring Application
- Identify, from the beginning, which fields from the Candidate Profile should be populating data during the application (you will have to define the fields in the application XML using the same id and type as used in the candidate profile template)
- When moving permissions from the application template to the job requisition template for multi-stage application, don't forget to define permissions for "C" role and please use correct application status names (the best practice is to copy paste the status name from Applicant status configuration)
- Many application features (e.g. allowing to forward candidates to unposted jobs) are managed through Admin Center. A full list of Admin permissions and settings for Recruiting can be found in KBA 2341695
- The print / save of the application requires at least read permissions to the relevant application field for the role who tries to print the application (e.g. the operator doesn't have access to resume and resume is checked on the list of fields to print, a user will receive an error message). Refer to KBA 2344065
Q: How do I enable a recruiting user to change the contact information line/resume/cover letter at the top of the application?
A: Contact info change is not supported by recruiting operators. The fields can be made editable to the applicant if multi-stage application is used. Resume/cover letter can be changed using a combination of the dynamic groups, candidate profile field permissions and edit profile snapshot feature permissions.
Q: How do I enable a recruiting user to change the resume/cover letter at the top of the application?
A: Resume/cover letter can be changed using a combination of the dynamic groups, candidate profile field permissions and edit profile snapshot feature permissions.
Q: How do I hide country-specific / candidate type specific (override) fields from a recruiting user on the application?
A: When a field is configured for override and public=true, the recruiting user will see the field, if they are in the country specified. If the field is set to public=false, the recruiting user will not see the field. If the field is not configured for override, the fields are displayed to the recruiting user based on read/write permissions. For candidates, if the field is set to override and the attribute is public=true, the field is displayed to the candidate for the country specified in the override. If public=false, the field is not displayed to the candidate.
Q: How do I hide or permission portlets on the application page?
A: Please consider following scenarios:
- The Interview Central portlet is controlled via Requisition XML (feature-permission).
- The Application, Screening, background elements, Correspondence, Offer Letter, and Applicant Status Audit Trail are not permissionable or hidable; they will always display.
- The Comments functionality and portlet is controlled in the permissions to the "comments" field in the application template
- Tagging a candidate is a feature that has to be first enabled in Provisioning and then permissioned in Admin Center; review KBA 2081460
Q: How do I re-order, re-name or create new portlets on the application page?
A: This is not supported.
Q: How do I allow a user to sort by applicant last name?
A: Add last name as a field in the display options; this will appear in addition to the first/last name that already exists on the applicant list. There is no way to split the first/last name value that appears as standard.
Q: How do I add an icon for high potential candidates or candidates?
A: This is not supported. Consider using a custom field set up as a display option instead.
Q: How is the "new" flag on applicants set?
A: This appears on applicants on the requisition that have never been clicked by the logged-in user.
Q: Why is there a Non Applicant message on my applicant?
A: The applicant has been forwarded to a requisition but has not yet applied to it. Applicants should apply prior to background check, onboarding or hire.
Q: Can the print layout of applications be configured?
A: This is not supported.
Q: Can the email functionality be set up to allow emailing users other than the candidate?
A: This is not supported.
Q: How do I add fields (like category) and/or configure the Comments portlet to be rich text?
A: This is not supported. The Comments portlet supports user-entered line breaks.
Q: Can we automatically status applicants based on the application data?
A: The only automatic status capability supported is the ability to auto-disqualify based on pre-screen question data. It is not possible to place the qualified applicant in any status other than the Default status. It is not possible to auto-progress the applicant in the status workflow based on the application data.
Q: How to I hide the functionality to send email for candidates from specific users?
A: This is not supported. All users that have access to the Candidate Application will be able to contact candidates via email.
- KB article 2081508 - Custom Reportable Fields in SAP SuccessFactors Recruiting
- KB article 2315734 - How many reportable custom fields can be set up for one instance in Recruiting
- KB article 2341235 - Data Privacy Consent Statement - DPCS 1.0 - DPCS 2.0 - Recruiting
- KB article 2081536 - DRM 1.0 to purge inactive candidates / applications in Recruiting
- KB article 2103423 - DRM 2.0 to purge inactive candidates and / or inactive applications in Recruiting
- KB article 2341695 - Admin settings and permissions in Recruiting
- KB article 2344065 - Error: Internal resume attachment processing error... when trying to print an application in Recruiting
- KB article 2081460 - Candidate Tags in SAP SuccessFactors Recruiting
sf, success factors, RCM, XML, app , KBA , LOD-SF-RCM , Recruiting Management , LOD-SF-RCM-APP , Applicants and Job Applications , How To