3094727 - Troubleshoot Manage Pending Hires Permission issues via User Role Search - Recruiting Management

This article will introduce how to use "User Role Search" to troubleshoot Manage Pending Hires (hereinafter "MPH") permission issues regarding the candidate visibility.

The Target Population of a permission role can be used for controlling which candidates you see in MPH. This article is specific to the issues that are caused due to the restricted Target Population, for example:

• A user is unable to view candidates in MPH while other users can.
• A user is able to view candidates that he/she should not have access to.
• A user is unable to view candidates of requisitions where he/she is the recruiter, but is able to view other recruiters' candidates.

We do not cover other causes in this article. The following prerequisites are met:

1. Target roles have been properly defined in the Candidate to Employee Integration Template.
2. The candidate has been placed in a "Hirable" applicant status.
3. The candidate has an offer approval.

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SAP SuccessFactors Recruiting Management

How it works?

• "Manage Pending Hires" is a permission that requires Target Population.
• Its Target Population should include those users who have been assigned to Target Roles of that job requisition.
• Target Role is the operator role that can manage candidates in MPH. This is specified in the Candidate to Employee Integration Template at Provisioning.

For example, if Recruiter is a Target Role and the user as the Recruiter of that job requisition needs to view the candidates in MPH, the Target Population of the permission should include the user him/herself.

If the Target Population of the permission does not include the user him/herself, the user will not be able to view candidates in MPH.

Therefore, the point is to check whether the User who has been assigned to Target Role of the job requisition is included in the Target Population of the permission role.

Preparation before troubleshooting:

1. Job Requisition ID
2. Affected user - Who needs to view the candidate in MPH?
3. View User Permission - Ensure that the user has the permission "Manage Pending Hires".

[Example] In this example, Annya needs to view the candidate in MPH and the permission is granted.

Troubleshooting steps:

1. Verify Target Roles - which Operator Roles can manage candidates in MPH

This is specified in the Candidate to Employee Integration Template at Provisioning.

As a customer, you know which Operator Role(s), e.g. Recruiter, Hiring Manager, etc., should manage candidates in MPH so you can skip this step.

As Support/Partner, you can export the integration template to check the Target Roles.

[Example] 

In this example, "R" is a Target Role. It means that the Recruiter can manage the candidates of that job requisition in MPH.

Note: The role name in the integration template only refers to its Operator and does not include its Operator Team, i.e. "R" only means "Recruiter", not including "Recruiter Team".

2. Verify who are assigned to the Target Roles

Open the job requisition and find out who are assigned to the Target Roles.

[Example] 

In this example, Annya is assigned to Recruiter (R).

3. Verify the Target Population of the user's MPH permission

Navigate to Admin Center > User Role Search. There are four search criteria:

1. Access Users - Select the user who needs to view the candidate
2. Permission Category - Select "Manage Hires"
3. Permission - Select "Manage Pending Hires"
4. Target User(optional) - Select the user who is assigned to a Target Role of that job requisition

*We can select multiple Access Users but just one Target User.

Difference when searching with Target User and without Target User

Target User means the Target Population of a permission role.

• If we search without the Target User, we get all permission roles that have the permission "Manage Pending Hires".
• If we search with the Target User, we get the permission roles which not only have the permission "Manage Pending Hires" but also include the Target User in the Target Population.

[Example]

In this example, both Annya (sfadmin) and Tessa (twalker) have the MPH permission. Annya cannot view the candidate although she is the Recruiter. Tessa can view the candidate.

(1) When searching without a Target User, the result shows that both Annya and Tessa has the MPH permission, and the permission roles are as below.

(2) When searching with the Target User 'Annya (sfadmin)', the search result is changed.

It shows "No result" for Annya, which indicates that the Target Population of the permission role 'System Admin - Annya Singh' does not include Annya herself.

As the result, Annya cannot view the candidate although she is the Recruiter of that job requisition.

Tessa is not the Recruiter, but she can view the candidate because her assigned permission role has included Annya in the Target Population.

In this example, I have selected "exclude Granted User from having the permission access to him/herself" so that Annya has been excluded from the Target Population.

When viewing the permission role details, the group that the access user belongs to will be highlighted, as per shown on the screenshot below.

This will be helpful when there are multiple Target Populations configured in this permission role.

How can you resolve it?

While you can resolve the issue by simply changing the Target Population to All(Employees), it may not be appropriate to do so.

Target Population is used for restricting one's permission. You may have restricted the Target Population based on your business need.

Changes made to the Target Population will be applied to other permissions in this permission role. Please do this only when you are certain that it is fine to assign the the same Target Population to other permissions.

To resolve the issue, please add the permission "Manage Pending Hires" to a permission role that has the proper Target Population setup or create a new permission role specially for using this permission.

KBA 2329965 - How to control which candidates you see in MPH wizard - Recruiting Management

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