2768811 - Configuring Background Check Integration (Integration Center) in Recruiting

• This KB article describes the steps to configure Background Check Integration with External Third-Party Vendors.
• The information in this document is supplementary to the implementation guide.
• This document provides a checklist of the configuration needed to configure Background check integration using Integration Center.

Image/data in this KBA is from SAP internal systems, sample data, or demo systems. Any resemblance to real data is purely coincidental.

SAP SuccessFactors Recruiting Management

Important: Check the SAP Help Portal → Integrating Recruiting with Other Third-Party Vendors for Background Checks

• The information in this document is supplementary to the guide above and provides a checklist of the configuration needed to configure Background check integration using Integration Center.
• If using Middleware or Intelligent Services, some configuration in this guide will not be applicable.

API Admin User Permissions

• These permissions are provided to the API Admin User who will communicate directly to the third-party vendor.
• In general we want the API Admin User to have all the ODATA API permissions, but the minimum permissions required for background check integration to work are as follows.

1. Go to Admin Center > Manage Permission Roles
2. [API User Role] > Permissions

Under Recruiting Permissions:

• Background Check Initiate Permission
• Background Check Update Permission
• OData API Application Create
• OData API Application Export
• OData API Application Update
• OData API Job Requisition Export
• OData API Candidate Export
• OData API Candidate Update

Under Metadata Framework:

• Admin access to MDF OData API

 

Note: If intending to create a separate role for the Background Check API User from your usual API role, make sure the API user who communicates with the background check vendor has these permissions. Also, verify the third-party vendor also acknowledges the API user as a valid background check user.

Recruiting User Permissions

• These permissions are provided to the Recruiting User who will initiate background check for the candidate applications.
• This requirement is for configurations where your recruiting users are manually initiating background check for the candidates.
• Make sure the third-party vendor also acknowledges these users as valid background check users.

Go to Admin Center → Manage Permission Roles → [Recruiting User Role] → Permissions.

Under Recruiting Permissions:

• Background Check Initiate Permission
• Background Check Update Permission

Package ID Definition in Job Requisition Template XML

• This Package ID is the identifier coming from the third-party vendor package list.
• This is the same package list that you see in the Job Requisition.

<field-definition id="packageId" type="picklist" required="false" custom="false">
<field-label><![CDATA[Package ID]]></field-label>
<field-description><![CDATA[Package ID]]></field-description>
  <picklist-id>bgPackages</picklist-id>
</field-definition>

• The field packageId is not a custom field.
• The picklist-id in the Job Requisition should be the same as the legacyPicklistID in Picklist Center (if it is an MDF picklist).
• The field is typically not required and should be picklist type.

Package Picklist in Picklist Center (or Picklist Management)

Make sure the packages in this picklist are all valid packages from the third-party vendor.

Accounts ID Definition in Job Requisition Template

• This Account ID is the identifier coming from the third-party vendor.
• This is the account ID that all your background check transactions will use when communicating with the vendor.

<field-definition id="bgiAccountId" type="picklist" required="false“ custom="false">
<field-label><![CDATA[Account ID]]></field-label>
<field-description><![CDATA[Account ID]]></field-description>
  <picklist-id>bgAccounts</picklist-id>
</field-definition>

• The field bgiAccountId is not a custom field.
• The picklist-id in the Job Requisition should be the same as the legacyPicklistID in Picklist Center (if it is an MDF picklist).
• The field is typically not required and should be picklist type.
• The account ID corresponds to the same account ID seen in the Background Check payload.

Account Picklist in Picklist Center (or Picklist Management)

Make sure the account ID in this picklist is acknowledged by the third-party vendor as a valid account.

ODATA API Entry

Confirm the bgiAccountId field is in the OData API Dictionary and the picklist column refers to the correct picklist ID.

8. ODATA API entry - Confirm that the packageId field is in the OData API Dictionary and the picklist column refers to the correct picklist ID.

Feature Perimssion

• Add backgroundCheck feature-permission in the Job Requisition XML, specifying which roles have background check permissions.
• All Permissioned Users will have the ability to see the Initiate Background Check option under Take Action in Job Application.

<feature-permission type="backgroundCheck">
  <description><![CDATA[The following roles can launch background check]]></description>
  <role-name><![CDATA[S]]></role-name>
  <role-name><![CDATA[R]]></role-name>
  <role-name><![CDATA[T]]></role-name>
  <role-name><![CDATA[Q]]></role-name>
  <status><![CDATA[Background Check]]></status>
</feature-permission>

Integration Center Job

This Integration Job is responsible for passing the application data from Recruiting to the third-party vendor.

Go to Admin Center → Integration Center → My Integrations → Background Check Job Name.

The sample screenshot above is an integration with background Check vendor HireRight.

Integration Center Job

Make sure all necessary fields required to initially pass to the third-party vendor are mapped here.

Go to Admin Center → Integration Center → My Integrations → Background Check Job Name → Configure Fields.

• On the left panel are the fields mapped for background check integration.
• The fields to be mapped here depends on what information your third-party integration requires.*
• When background check is initiated, the Integration Center Job will pull the information for those fields and send them to the third-party vendor.

Note: The fields mapped here are values to be sent to the third-party vendor on initial request for background check, i.e., requestId, packageId, accountId, etc. This does not contain application specific information like firstName, lastName, etc.

• On the right panel is the preview of background check field values.
• These values can be downloaded via Save > Download Preview (lower left).
• The output is a .json file you can open via a text editor or excel.

Note: The data shown here are pending background check requests.

Vendor External Code

• Confirm the external code of the background check vendor is added in the system.
• The external code value will depend on what Background Check Vendor you are using.
• This information will come from the background check vendor.

1. Go to Admin Center → Manage Data→ Search for Recruiting External Vendor → Search for Vendor Name.
2. If this is not yet existing, click on Create New (upper right)
3. Choose Recruiting External Vendor.

• External Code: Code from the third-party Vendor
• Vendor Name: Name of the Vendor
• Integration Type: Background Check

The sample screenshot above is an integration with background Check vendor HireRight.

Vendor Mapping

This is where the External Vendor code is mapped to the Integration Center Job.

1. Go to Admin Center → Manage Data → Search for Recruiting Vendor Integration Mapping → Search for Vendor Name.
2. If this is not yet existing, click on Create New (upper right)
3. Choose Recruiting Vendor Integration Mapping.

• External Code: Code from the third-party Vendor
• Vendor Name: Name of the Vendor
• Integration Center Integration Name: Name of the Integration Center Job
• Default Integration: Yes Or No (Recommended setting: Yes)
• Hours Before User Can Reinitiate: Set to 0. This setting is not relevant.

Important Notes:

1. Make sure the value in the Integration Center Integration Name field is the Job Name in the Integration Center.
2. The External Code and Vendor Name should match the values in Recruiting External Vendor.
3. Although not advisable, it's possible to have multiple Background Check vendors in one instance. If this is the case, keep in mind if Default Integration is set to Yes in one background check vendor, the system will consider it as the main integration and it will automatically run when initiating a background check.

• KB article 2215682 - Successfactors API URLs for different Data Centers
• KB article 2845873 - How Background Check Integration Works (Integration Center) in Recruiting
• KB article 2845845 - How Background Check Integration Works (Middleware) in Recruiting
• KB article 2851325 - How Background Check Integration Works (Intelligent Services) in Recruiting
• Integrating Recruiting with Other Third-Party Vendors for Background Checks

sf, success factors, RCM, Third-party Vendor, integration, API, configuration , KBA , LOD-SF-RCM-INT , Integration Center & Intelligent Services , How To

SAP SuccessFactors Recruiting all versions