SAP Knowledge Base Article - Public

2249476 - External to Internal Candidate Profile conversion - Recruiting Management

Symptom

When an external candidate is hired and is processed as a new BizX user, the system creates an Employee Profile and, depending on the Careers tab permissions and data privacy consent statement permissions, may also automatically create an Internal Candidate Profile. In this case, the External Candidate Profile remains intact, and the new Internal Candidate Profile is a duplicate – that is, one person has two candidate profile records, one external and one internal. The new Internal Candidate Profile usually contains relatively little data.
When Candidate to Employee Conversion is configured, a process runs to delete the empty new Internal Candidate Profile and associate the Employee Profile to the existing External Candidate Profile, while adjusting the profile so it becomes Internal instead of External. The sm-mapped data from the Candidate Profile will sync into the Employee Profile.

This Knowledge Base Article explains, how to set up the External to Internal Candidate Profile conversion.

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

Environment

SAP SuccessFactors Recruiting Management

Resolution

Configuration

Enabling this feature is not straightforward and requires some steps to be performed by an implementation partner.

1) Set hireable options for the application status

- Go to Admin Center > Edit Applicant Status Configuration and choose a status which will indicate that the applicant is hired on the job requisition. Change the Hireable Option for this status to "Hired" (only one application status should be set as "Hired":

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NOTE: Please note that the Hireable Options are also used for the Recruiting - Employee Central integration - do not change the options without consulting a Partner or Cloud Product Support, if you have RCM-EC or RCM-ONB-EC Integration!

2) Adding "postConvExtContactEmail" to the Candidate Profile template for dynamic groups 

Contact your implementation partner and request configuration change in your Candidate Profile template - adding standard field definition "postConvExtContactEmail". 

3) Setting up a rule for the conversion job

- Go to Admin Center > Manage Recruiting Settings and set up the "External To Internal Candidate Profile Conversion Settings" section.

Please note that the choice of the fields might depend on the Integration type:

I. Conversion in use with Employee Central

When the RCM to EC integration runs successfully, EC issues a unique Employee ID number for the new employee and this number is automatically added to the external Candidate Profile. No manual process is required, making it an ideal unique ID for the Candidate to Employee Conversion process. To use this field in the Candidate to Employee Conversion, employeeId standard field must be configured on the Candidate Profile XML. The empId field must be configured on the succession data model and contain the Employee Id issued by EC.

If a hired External Candidate profile Employee ID matches Employee profile Employee ID, then merge these profiles into a single profile.

II. With SAP HCM and the pre-built New Hire Integration

If an SAP client chooses to use all the features provided in the SAP-provided pre-built integration packs, SAP HCM updates the Employee ID field on the external Candidate Profile upon successful processing of a new hire external candidate. No manual process is required, making it an ideal unique ID for the Candidate to Employee Conversion process. To use this field in the Candidate to Employee Conversion, employeeId standard field must be configured on the Candidate Profile XML. The userId field must be configured on the succession data model and contain the userSysId.

If a hired External Candidate profile Employee ID matches Employee profile Employee ID, then merge these profiles into a single profile.

III. With a third party HRIS

The external candidate’s username is guaranteed to be unique, making this the ideal unique ID recommendation. This field can be explicitly declared in the XML as the standard primaryEmail field. It can contain either an email address or a candidate-invented unique alphanumeric string, depending on the client’s Provisioning settings. If the client is willing, it is a best practice to include primaryEmail in the new hire export file, capture this data in the HRIS, and include the data as part of the user import file from the HRIS to the SuccessFactors BizX suite. The primaryEmail would be present on both the external Candidate Profile and the Employee Profile and can be used as the unique ID for the Candidate to Employee Conversion process.

If the client wants to use the HRIS-issued Employee ID, the client must design processes to ensure the HRIS Employee ID is added to the Candidate Profile after the new hire is processed in the HRIS. This may be a manual process or some clients may choose to build a custom web-services based integration and insert this data into either the extCandUserId database column (appears as the standard employeeId field on the XML) or a custom field on the Candidate Profile. Maintaining this data using manual processes is prone to human error in the accuracy and timing of the data maintenance, and is not best practice.

Contact e-mail of Phone number: While these fields can be used, they are not best practice because SuccessFactors does not verify for the uniqueness of the content in these fields. It would be possible for this selected field to be non-unique during the match process.

Scheduled Job set up

1) Scheduled job set up in Provisioning

The implementation partner will create a new scheduled (quartz) job in Provisioning (Manage Scheduled Job) with the type: "External to Internal Candidate Profile Conversion):

Schedule job.png

The conversion will process as per settings and re-occurrence specified in the scheduled job.

2) Set up conversion success e-mail notification (Responsibility: Customer)

NOTE: This notification has to be enabled, otherwise the scheduled job will fail!

- Go to Admin Center > E-Mail Notification Template Settings and enable the template: "External To Internal Candidate Profile Conversion Success Notification":

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 After the scheduled job runs, the relevant e-mail recipients will get an e-mail with the list of converted candidates and potential fails.

How does the conversion work and how to interpret the conversion report?

The scheduled job will first search for external candidates in the application status marked with Hireable option "Hired". Then it will search for an Employee Profile with a matching criterion. If there is a unique match, the scheduled job report will give following result: Total number of hired external candidates picked for processing: ... Successful conversions: ... External Profile(s): xxxx (candidate e-mail address) converted to Internal Profile: yyyy:

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If no unique Employee Profile was found for an external candidate in a Hired application status, the scheduled job will give a following report: Total number of hired external candidates picked for processing: ... Failed Conversions: ... xxxx (candidate e-mail address) - No mach found!:

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See Also

2258199 - SCR Form: XML Software Change Request for Requisitions and Recruiting Management - Recruiting

Keywords

External to Internal Candidate Profile Conversion, Candidate Profile Conversion, Candidate Conversion , KBA , LOD-SF-RCM-CAN , General Candidate Issues (not Offers, not Profiles) , How To

Product

SAP SuccessFactors Recruiting all versions