2342261 - Agency Portal - Setting Up Agency Access - Recruiting Management

• What is the Agency Portal?
• How to create a new agency access
• Configuring an agency user
• How to reset an agency user's password
• What are the limitations for the fields in Admin Center > Set Up Agency Access?

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SAP SuccessFactors Recruiting Management

Agency Portal – What is it?

Agency Portal provides a separate portal for External Recruiting Agencies. Allows external agencies/recruiters to creates/see their candidates, see job requisitions open for agency access and forwarding candidates to those job requisitions:

Configuring Agency Postings

Enabling agency requires initial setup from Professional Services.

Here are the steps to make your staging company instance work with the agency site:

1. Login to Provisioning.
2. Click your company instance's name link.
3. Click the Company Settings link.
4. Check the "Enable Recruitment Agency Access" option, and then click the Save button for the section. 
5. Modify the job requisitions template in Provisioning so it contains the necessary "agencyPosting" lines. You'd add the following line to the requisition template:

<field-definition id="agencyPosting" type="bool" required="false" custom="false">
<field-label><![CDATA[Agency Posting]]></field-label>
<field-description><![CDATA[]]></field-description>
</field-definition>

6. Give permissions for each role/status that should have access to post to the agency site. You'd need to add the "agencyPosting" reference to all roles you want to have access to posting to the agency site. Here's an example field permission with agencyPosting in bold. Basically, you can simply copy the "agencyPosting" reference and place it wherever you see the "intranetPosting" or "corporatePosting" references.

<field-permission type="write">
<description><![CDATA[Permissioned roles]]></description>
<field refid="agencyPosting"/>
</field-permission>

Note: You cannot define this permission as field-permission type="read". You must grant write permissions for this field.

Note: Recruiting users with permissions to manage agencies have access to all agencies. You cannot permission agency users to access only a sub-set of agencies. There are presently no options for different navigation methods to sort through the agency list.

Enabling Recruiting Agency Access from Admin Center

1. Go to Admin Center > Manage Recruiting Settings.
2. Enable Recruiting Agency Access to set up and manage Agency access.
3. Enable Configure label for candidate status displayed to agency users to display detailed candidate status to the Agency users.
4. Enable Posting to Specific Agencies (Warning: Once you enable this feature, you cannot disable it) to post jobs to any of the configured agencies separately. If not enabled, jobs are posted to all the configured agencies.

Agency Admin Set Up

Go to Admin Center > Set Up Agency Access:

Explanation of Fields in Admin Center > Set Up Agency Access

• Agency Name: Agency Name appears in several places in the user interface. This value may include spaces. Special characters should be avoided.
  
  
• Address and Phone: Enter the information of the agency company headquarters or relevant branch. Please note that all the fields within the Address block are required. 
  
  
• Email Address: Enter the contact information of the company.
  
  
• Access: Check this box to enable the agency in the instance. If this is unchecked the agency will be disabled in the instance and no agency users will be able to log in.
  
  
• Candidate ownership: Appears when Provisioning > Company Settings > Agency advanced ownership setting > Ownership for duration is selected. The agency will be listed as owning the candidate in the database for the length of time specified in this setting. After this period of time has elapsed, the agency’s ownership over the candidate will show as expired.
  
  
• Reset ownership clock with newest submission: Appears when Provisioning > Company Settings > Agency advanced ownership setting > Ownership for duration is selected. If this is unchecked, the agency ownership will be tracked from the earliest date that the candidate is submitted by the agency into the database. If this is checked, the agency ownership will be tracked from the latest date that the candidate has been submitted by the agency into the database.
  
  
• Reset ownership clock with newest submission: Appears when Provisioning > Company Settings > Agency advanced ownership setting > Ownership for duration is selected. If this is unchecked, the agency ownership will be tracked from the earliest date that the candidate is submitted by the agency into the database. If this is checked, the agency ownership will be tracked from the latest date that the candidate has been submitted by the agency into the database.
  
  
• Candidate self-ownership: Appears when Provisioning > Company Settings > Agency advanced ownership setting > Ownership for duration is selected. The candidate will be listed as owning themselves in the database for the length of time specified in this setting and agencies will not be able to submit this candidate. After this period of time has elapsed, the candidate’s ownership over the candidate profile will expire and agencies will be able to submit the candidate.
  
  
• Resume submission: Allows agency to attach a new resume whenever they submit an existing candidate to a new job.
  
  
• Users: A table that lists all agency users. See below for more information.
  
  
• Change Language: Used to switch between languages so the admin can provide translated contents for text presented to the agencies.
  
  
• Translations: Displays which languages already store values for the fields below.
  
  
• Duplication Message: Message that is presented to the agency when they attempt to submit a candidate that is ineligible for submission because it is already present on the requisition or in the database and currently owned. The conditions under which this message is displayed vary depending on which Advanced agency ownership setting is selected in Provisioning.
  
  
• Agreement Text: Message that is presented to the agency when they attempt to submit a candidate. The agency must click to indicate their agreement to these terms. This field has a 512 character limit; it is not intended to store the entire agency contract. If desired the client can provide a link to a hosted copy of the agency contract.
  
  
• Notes: Admin-facing notes about the agency; the agency cannot see this information. There is no limit on the number of Agencies and Agency Users that can be created within an Agency.
  
  
• Set up agency user: Each person working at the agency should have their own log in account. Except notes and middle name, all fields are required. These users will get notification once a job is posted to the agency. Everyone will be able to forward the candidate to a posted job.

Agency Ownership

• Agency can “own” the candidate for a job requisition, for which the candidate is submitted or for duration.
• This setting has to be universal across all Agencies created for the instance and is set up in Provisioning > Company Settings:

• Further Ownership settings (Candidate ownership, candidate self-ownership, etc.) are individual for each Agency and are controlled in Set Up Agency Access in Admin Center. Please refer to the “Agency Admin Set Up” section above.

Working with Agency Portal

• The Agency Login Page is universal for each datacenter. For a list of all URLs please follow this link: 2674906 - Agency Portal URL - Recruiting Management 
  
  

• To post a job to agencies, recruiting users can navigate to the Job Postings tab of the job requisition and click the "Add Agencies" button under the Agency Listings section. Agencies can view job requisitions posted for them in the 'Job Listings' tab on Agency Portal.

• Agencies can choose "Submit New Candidate" or "Submit Existing Candidate" to submit a candidate for a job requisition. The candidates submitted by the agency will be visible in the 'Candidates' tab on Agency Portal.

• If "Configure label for candidate status displayed to agency users" is enabled in Manage Recruiting Settings, it is possible to set 'Agency User Status Label' using the admin tool "Edit Applicant Status Configurations".

If not enabled, Agencies will see only the following Statuses - Forwarded, Invited to Apply and Applied.

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• In Settings, the Agency User can choose to receive notifications for new Jobs Posted to the agency:

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