SAP Knowledge Base Article - Public

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

Symptom

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

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

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:

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Agency postings - configuration

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 "Enabled Recruitment Agency Access" option, and then click the Save button for the section.
  5. Next, you need to modify your job requisitions template in provisioning so that it contains the necessary "agencyPosting" lines. So, 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. Then, you need to 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.

Agency Admin Set Up

Go to Admin Center > Set Up Agency Access:

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Explanation on fields in the 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.

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.

 

Set up agency user: Each person working at the agency should have their own log in account:

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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:

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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. E.g.:

Data Center Preview Production
DC2 agency2preview.sapsf.eu/xi/ui/agency/pages/home.xhtml  agency2.successfactors.eu/xi/ui/agency/pages/home.xhtml
DC4 agency4preview.sapsf.com/xi/ui/agency/pages/home.xhtml  agency4.successfactors.com/xi/ui/agency/pages/home.xhtml
DC5/12 agency12preview.sapsf.eu/xi/ui/agency/pages/home.xhtml  agency5.successfactors.eu/xi/ui/agency/pages/home.xhtml
DC8 agency8preview.sapsf.com/xi/ui/agency/pages/home.xhtml  agency8.successfactors.com/xi/ui/agency/pages/home.xhtml
DC10 agency10preview.sapsf.com/xi/ui/agency/pages/home.xhtml  agency10.successfactors.com/xi/ui/agency/pages/home.xhtml
DC17 agency17preview.sapsf.com/xi/ui/agency/pages/home.xhtml  agency17.sapsf.com/xi/ui/agency/pages/home.xhtml
DC19 agency19preview.sapsf.com/xi/ui/agency/pages/home.xhtml  agency19.sapsf.com/xi/ui/agency/pages/home.xhtml
DC23 agency23preview.sapsf.com/xi/ui/agency/pages/home.xhtml  agency23.sapsf.com/xi/ui/agency/pages/home.xhtml

Agency ID has following format: CompanyID:AgencyID – Email – the e-mail address of the Agency user (Please note that this is case sensitive!):

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The Agencies will see in the “Job Listings” tab job postings for job requisitions posted to Agencies:

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The Agencies will see in the “Job Listings” tab job postings for job requisitions posted to Agencies

The Agencies will see in Candidates submitted by this agency in the Candidates Tab

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The Agencies will see in Candidates submitted by this agency in the Candidates Tab

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The Agencies will see in Candidates submitted by this agency in the Candidates Tab. The Agencies will see only following Statuses: Forwarded (when the Applicant is in the Forwarded application status) and Applied, if the applicant was added to the requisition :

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In Options the Agency User can decide, if he wants to be notified regarding new Jobs Posted to the agency:

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Keywords

Agency Portal, Set Up Agency, Agency Access, Agency Posting Configuration, Recruiting Management, RCM, What is Agency Portal , KBA , LOD-SF-RCM-ADM , Admin Center, RBP, Permissions and Settings , How To

Product

SAP SuccessFactors Recruiting all versions