Integrating SAP SuccessFactors Onboarding and SAP SuccessFactors Recruiting

The job requisition template defines the information that appears on a job requisition. This also includes who can access the information and the type of actions a user can perform in relation to the job requisition during the recruiting process. When SAP SuccessFactors Recruiting is integrated with SAP SuccessFactors Onboarding, one of the actions is initiating the onboarding process in Onboarding.

Feature permissions define access to special functionalities in Recruiting. For example, it can connect to another SAP SuccessFactors HCM Suite product, such as Onboarding. This allows you to initiate the onboarding process for a candidate with a specific status in the recruiting process. This status is commonly used when the candidate has been selected for the job.

To be able to initiate onboarding on the job requisition, you need to add the feature permission for Onboarding to a job requisition template. One way to do this is to add the feature permission to the job requisition template using Manage Templates in Admin Center.

1. In the instance, using the Action Search bar, navigate to Manage Templates.

2. Select the Recruiting Management tab.

3. For the type of template, choose Job Requisition.

4. For the job requisition template you wish to configure, choose the Template’s Name.

5. To show more settings, choose General Settings.

6. Choose Application Status Configuration.

7. Choose Feature Permissions defined. Click to modify.

8. Choose Add feature permission.

9. In the Feature Permission Description field, add a description .

10. For the Feature Permission Type, choose onboarding. This is what creates the job requisition’s connection to Onboarding.

11. To choose the roles allowed to initiate Onboarding, in the Feature Permission Role Name field,select the relevant roles. The most common role selected here is recruiters .

12. The point in the recruitment process at which the onboarding process can be initiated from Recruiting is linked to the candidate's status. To define at which point you wish users to be able to initiate the onboarding process, in the Feature Permission Status field, select the relevant status the candidate.

13. Choose Done.

    Note

    Another method is to add the required XML code to the job requisition template XML that is downloadable in Provisioning. However, adding the feature permission via the Manage Templates in Admin Center is the easier method.

Now that you have added the feature permission for SAP SuccessFactors Onboarding to the job requisition template, you need to add the Hirable option to the candidate status selected for Onboarding. This is required because SAP SuccessFactors Employee Central is used in Onboarding. This Hirable option is configured using the Applicant Status Configuration in Admin Center.

Watch this video for more information.

The steps below provide an outline of the task demonstrated in the Configuring an Applicant Status Set video.

1. Using the Action Search bar, navigate to Applicant Status Configuration.

2. Under the Status Set Name, select the status set you are using.

3. To define the point at which you want the onboarding process to be initiated from Recruiting, select the relevant candidate status under the Status Name.

4. In the Hirable Options, select Hirable.

5. Choose Save.

   Note

   A Status Set can only contain one hirable status. No other configured status in the status set can have a hirable status selected under hirable options.

To initiate the Onboarding process from a job requisition, you must complete the integration setup by identifying the job requisition templates. In the Onboarding Integration Setup tool, you can configure the selection criteria.

You can select from the following options:

• Apply Onboarding to all Job Requisitions: Use this option to onboard all job requisitions. This is the default setting.
• Apply Onboarding to Job Requisitions that meet ANY of the following criteria: Use the provided dropdown menu to set criteria for the requisitions, which will have Onboarding initiated. You can only limit onboarding to requisitions based on one field or criteria. Selection of multiple criteria is not possible. For example, a client may only want to onboard hires in the United States, and so could make the Onboarding options available only on US requisitions.
• Apply Onboarding to Job Requisitions via Business Rule to Define Eligibility for Onboarding Initiation: Use this option to configure a dedicated business rule to define the eligibility for onboarding initiation.

1. Using the Action Search bar, navigate to Onboarding Integration Setup.

2. Choose the appropriate option.

3. If required, perform the additional required configuration for the selected option.

4. Choose Save.

For new hire data to flow from SAP SuccessFactors Recruiting to SAP SuccessFactors Onboarding, you need to map the relevant Recruiting fields to Onboarding fields. There is a list of mandatory fields that need to be mapped from Recruiting to Onboarding, but you can add more, depending on the data you need in Onboarding. The fields you are mapping to Onboarding are HRIS fields defined in SAP SuccessFactors Employee Central.

1. Using the Action Search bar, navigate to Recruit-to-Hire Data Mapping.

2. In Mandatory Onboarding HRIS Elements, choose each of the HRIS elements and map all fields.

3. Choose more fields you want to map to each of the Employee Central HRIS Elements.