Integrating Position Management with SAP SuccessFactors Recruiting

Objective

After completing this lesson, you will be able to configure integration to enable Position Management with SAP SuccessFactors Recruiting.

Position Management Integration with Recruiting

SAP SuccessFactors Employee Central Position Management provides a clear view of your company's position and employee reporting structure. It offers flexibility, automation, and seamless integration with other HR processes. Position Management shows vacant or occupied positions (also called seats) within the company. It synchronizes with employee data, providing a clear view of the position-to-position and employee reporting structure.

Position Organization Chart

The Position Organization Chart within Company Info provides a visual representation of this hierarchy. It displays effective dates (allowing viewing of past and future structures), is secured via Role-Based Permissions (RBPs), and access can be restricted based on various criteria (legal entity, business unit, location, and so on).

SAP SuccessFactors position organization chart showing Global VP positions overseeing four regional director positions. This screen shows the position hierarchy between these positions, as well as the incumbents (or employees who occupy the individual positions).

From this chart, users with appropriate permissions can create new positions (or copy existing ones), view incumbents, deactivate positions, edit details, re-assign positions, create and view job requisitions, and add new employees to a position to streamline the hiring process.

SAP SuccessFactors position org chart with the “Regional Director - North America” role selected, showing position details and the “Actions” menu, with “Copy Position” highlighted for selection.

The use of SAP SuccessFactors Employee Central Position Management provides an incredible amount of organizational data that can be useful during the recruiting process, including job, organizational, and compensation data.

Position Management Integration with SAP SuccessFactors Recruiting

Integration with SAP SuccessFactors Recruiting offers several strategic and administrative benefits that can improve the overall talent acquisition process. When using Position Management, Employee Central (EC), and Recruiting, this integration allows users to create job requisitions directly from the Position Organization Chart. Data from the position is automatically copied into the requisition, minimizing manual data entry. The data transfer between Position Management and Recruiting is highly customizable using business rules.

The use of Position Management with Recruiting also supports Job Profiles for Recruiting. When using Position Management and Job Profile Builder, positions will be mapped to roles using job classification. This allows both position and job profile data to populate into the job requisition quickly and easily for recruiting users. Using business rules, field mapping can be set to populate position data into the job requisition.

Diagram showing how Position Data and Job Profile Data are mapped using business rules to pre-populate fields in a Job Requisition in SAP SuccessFactors.

This integration is part of a broader SAP SuccessFactors suite that supports the entire employee lifecycle, including talent management, onboarding, internal mobility, and performance management. Shared data objects (like Position Data) and automated transitions between candidate, new hire, and employee stages enhance efficiency and data consistency.

Flowchart showing the process from position data in Employee Central, through Recruiting steps, to Onboarding activities, and finally employee creation in SAP SuccessFactors.

Considerations for Implementing the Position Management Integration with Recruiting

When the Position Management integration with Recruiting is configured, the process of creating job requisitions changes. Instead of users manually creating a job requisition from the Recruiting module, the creation of the form can be started from Company Info→Position Org Chart.

Implementation Considerations

Implementations with Employee Central & Position ManagementImplementations without Employee Central & Position Management
Users can create standard (headcount relevant) job requisitions through the Company Info→Position Org Chart.Users can create standard (headcount relevant) job requisitions through SAP SuccessFactors Recruiting ONLY in Recruiting→Job Requisitions→Create New.
After searching for and selecting the correct position, they can click directly on the position and choose Create Job Requisition.

Users can create a new requisition by starting from a blank template, creating from a Job Family/Role (if configured), or by copying an existing requisition.

Fields will prepopulate from the Position object with position-specific information, along with additional Business Rules that are configured and applied to the requisition template.

Fields can prepopulate from general Business Rules that are configured and applied to each requisition template.

The Position Management integration relies heavily on field-mapping to help auto-populate the fields within the job requisition form. It's essential to ensure that job requisition fields match those in the Position object. For example, if using objects in the Position object for organizational fields such as business unit, division, and department, you will need to ensure object fields are used in the job requisition for the same fields. This will allow for the field-mapping business rule to be configured easily.

Re-aligning job requisition fields with Position object fields depends on the customer's current setup and future goals.

Additional Implementation Considerations

If Recruiting is implemented prior to Employee Central–Thinking forwardIf Recruiting is implemented after Employee Central–Working backwards
Document the fields and field types used in configuring the job requisition. This will help an Employee Central (EC) consultant understand what is currently stored on a requisition to help them configure and map the position information.If possible, work with the Employee Central (EC) consultant who initially configured the customer’s instance (or any EC consultant you can find) to help you map the position information to the job requisition.
Determine what will be collected/stored about employees. This will help you understand what needs to be collected during the application (or onboarding) process to ensure that all fields required are configured and data is collected.When configuring the job requisition template, it is crucial that you understand which picklists are being used and use the correct object definition configuration (for Dept, Division, Business Unit, and so on.).
Try to use standard fields and objects that will most likely be used in Employee Central Positions, where possible. Examples: Object definitions, picklists used, and so on.Use the Manage Business Configuration tool to understand what is collected/stored about employees and work with the customer to understand when this data should be collected during the recruiting process (on the application or during onboarding).

Prerequisites and Role-Based Permissions

To successfully set up the Position Management integration with Recruiting, specific Role-Based Permissions (RBPs) must be enabled to ensure users have the appropriate access across modules. Remember to assign the appropriate permissions to the System Admin and Recruiter roles.

Admin users require specific RBPs to set up and configure the Position Management to Recruiting integration, including:

  • Metadata Framework permissions, including Configure Business Rules, Configure Object Definitions, and Manage Positions
  • Manage Position permissions, including Access Position Management Settings in Admin Center

Recruiting end users need appropriate RBPs to access and utilize the integration within the Position Org Chart, including:

  • Access Position Organization Chart
  • View Job Requisition in Position Organization Chart and My Team Positions
  • Create Job Requisition in Position Organization Chart and My Team Positions
  • Select Job Requisition Template in Position Organization Chart and My Team Positions (optional)
SAP SuccessFactors screen for assigning Manage Position permissions to the Recruiter role, highlighting job requisition creation and position organization chart options.

Standard Position Object Configuration

To understand the position object configuration, navigate to Admin Center→Configure Object Definitions and search for Position. Here, you'll find the fields used to store position information, their data types (string, picklist, object, and so on.), and the approval workflow for modifying position data.

SAP SuccessFactors screen for assigning Manage Position permissions to the System Admin role, highlighting job requisition and position organization chart options.

Approval Workflow with Position Management

When implementing Position Management and Recruiting, the Route Map of the job requisition can be simplified, if desired. Without Position Management, the Route Map of the job requisition is designed to capture all necessary approval steps from individuals involved in the hiring process. Route Maps may include approvals from HR-related roles such as local HR managers, HRBPs, and so on. However, the Position object also offers a workflow when a position is created or modified. This workflow will usually also capture HR-related roles to ensure that all position-related data is correct.

Therefore, it is beneficial to consider whether a detailed Route Map workflow is needed for creating job requisitions, as the Position data is already approved and re-approved with each update.

Position Object Field in the Job Requisition

As a best practice, it is recommended to configure the Position object field in the job requisition. The use of the Position object field will help to link a requisition to a specific position within the Position Org Chart. The configuration of this field will also support maintenance of this integration, including integration jobs that will automatically update the job requisition after the position is updated.

Code Snippet
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<field-definition id="std_position_obj" type="object" required="false" 
custom="false" object-type="Position">
<field-label><![CDATA[Position Object]]></field-label>
<field-label lang="en_US"><![CDATA[Position Object]]></field-label>
<field-description><![CDATA[Position Object]]></field-description>
<field-description lang="en_US"><![CDATA[Position Object]]></field-description>
</field-definition>

Add Position Object Field

To use the position field within the job requisition, you will need to configure the field within your XML template. 

Steps

  1. Access the Job Requisition Template through Provisioning or Admin Center→Manage Templates.

  2. Open the Job Requisition Data Model (JRDM).

  3. Locate where the field should be defined within the field definitions section of the template.

  4. Add the field definition (as defined above).

  5. Add any necessary translations to the label or description as necessary.

  6. Define which roles should be able to read or edit the field, and in which statuses (preapproved, approved, or closed), within the field permissions section.

  7. Save your Job Requisition Template as a new version.

  8. Upload it back into Provisioning or publish your changes in Admin Center→Manage Templates.

Position Objects Management

Within Admin Center→Manage Positions, you'll find all data captured for each position in the Organization Chart. This data is what populates the job requisition when created from the Organization Chart. If position data is missing when creating job requisitions, check if it's stored within the individual Position information itself.

SAP SuccessFactors screen showing detailed information for a Consultant position in Manage Data in Admin Center, including company, location, business unit, job code, FTE, pay grade, and reporting structure.

Position Management Settings and Business Rules

Admin Center→Position Management Settings allows enabling, configuring, and mapping business rules to enable the Position Management integration with Recruiting.

The three key steps are:

  1. Enable Use Recruiting Management Integration.
  2. Create and assign the Rule for Deriving Job Requisition Template ID.
  3. Create and assign Field mapping Rule to Create Job Requisition from Position.
SAP SuccessFactors screen for configuring position management integration settings, including options for event triggers and rules for job requisition integration with Recruiting Management.

Step 1: Enable the Position Management Integration

Steps

  1. Navigate to Position Management Settings in Admin Center.

  2. Select the Integration tab.

  3. Set Use Recruiting Management Integration to Yes.

Example

SAP SuccessFactors screen for configuring position management integration settings, highlighting the Use Recruiting Management Integration as step 1.

Step 2: Create and Assign the Rule for Deriving the Job Requisition Template ID

The Rule for Deriving the Job Requisition Template ID will automatically select which job requisition template to use when a recruiter creates a job opening from the organization chart.

SAP SuccessFactors screen for configuring position management integration settings, highlighting the Rule for Deriving Job Requisition Template ID as step 2.

Steps

  1. Navigate to Configure Business Rule.

  2. Create a new business rule from the Position Management category.

  3. Select Rule for Deriving Job Requisition Template ID.

  4. Enter name, ID, and start date.

  5. Select Continue.

  6. Build the rule to either select one template (set the IF condition to always be true) or create the logic that will determine which job requisition template to use if certain conditions are met.

    Example: IF the country is equal to US...THEN set the job requisition template to be equal to X.

  7. Save the rule.

Example

SAP SuccessFactors Admin Center showing option to create business rule for deriving job requisition template in recruiting integration.

Example

Business rule configuration in SAP SuccessFactors for deriving job requisition template ID in recruiting integration, showing rule details and parameters.

Step 3: Create and Assign Field Mapping Rule to Create Job Requisition from Position

The field mapping rule for Position Management integration with SAP SuccessFactors (specifically, for creating job requisitions from positions) involves configuring a business rule to define which fields from a position object will automatically populate into the job requisition.

It's crucial to first map a field, verifying if isDraft equals true, to ensure only new requisitions trigger the mappings. Then, map fields to copy data from the position to the job requisition. Use the Job Requisition field ID exactly as defined in the job requisition template.

SAP SuccessFactors screen for configuring position management integration settings, highlighting the Field Mapping Rule to Create Job Requisition from Position as step 3.

Steps

  1. Access and Create Your Business Rule

    1. Go to Admin Center→Configure Business Rules.

    2. Select the + button to create a new rule.

    3. Under the Position Management category, select the scenario: Map Fields from Position to Job Requisition in Recruiting Integration.

    4. Enter a Rule Name, Rule ID, and Start Date.

    2. SAP SuccessFactors Admin Center showing option to create business rule for mapping fields from position to job requisition in Recruiting integration.

  2. Define Your Rule Conditions (IF Statement)

    1. Set up business conditions using the IF statement.

      Example

      Example: Only apply mappings if a specific job requisition template is in use.

      Example

      Example: Only apply mappings if the To Be Hired status of the position is Yes.

    3. The 'If' statement checks two conditions joined by 'and': first, 'Position Recruiting Integration Parameters.Job Requisition Template' is equal to 'Simple Job Requisition' (text field); and second, 'Position.To be hired' is equal to 'Yes' (boolean field).

  3. Map Fields Using THEN Statements

    Ensure Mappings Apply Only in Draft Mode

    1. Create a new THEN expression.

    2. Select Create as the output.

    3. Choose object type: Position Requisition Mapping Field Mapping.

    4. Select Text and enter: isDraft in the Requisition Field.

    5. Select the + button.

    6. Select Field Value.

    7. Enter true.

    4. Apply these steps for each field you want to map:

    On the left, a 'Create' button and 'Position Requisition Mapping: Field Mapping' dropdown are visible. On the right, under 'Populate Position Requisition Mapping: Field Mapping with:', are two rows: the first maps 'Requisition Field' to ‘Text’ of 'isDraft', and the second maps 'Field Value' ‘Text’ to 'true'.

    Repeat these steps for each field below, changing only the details in steps d through g, as specified above.

    Field Mapping

    Field to MapRequisition Field EntryMapping Value (Selection Steps)
    Job TitlejobReqLocale.jobTitleExpand Position → select Job Title
    Business UnitbusinessUnit_obj.externalCodeExpand Position→Business Unit, select Business Unit Code.
    CountrycountryExpand Position→Company→Country, then select Country/Region Code (2 char).
    Pay GradepayGrade.externalCodeExpand Position→Pay Grade, select Pay Grade ID.
    Salary Min/Mid/MaxsalaryMin, salaryMid, salaryMaxUse Get Pay Range Attributes and select pay fields:

    1. For Pay Range: Select Get Pay Range by Position () function.

    2. For Position: Select Position.

    3. For As Of Date: Select Today ().

    4. For Pay Range Field: Ensure Value is selected. Then, select the respective field: Minimum, Mid, Maximum.

    5. For As Of Date: Select Today ().

    Job CodejobCodeExpand Position→Job Code, select Job Code.
    Hiring ManagerhiringManager.usersSysIdUse Get Next Available Manager by Position:
    • Position ID
    • Today ()
    Other Picklist Fields(varies)Set up a lookup table to match picklist values between Position and Job Requisition.

  4. Save and Activate Your Rule

    1. Select Save to store your rule.

    2. Navigate to Position Management Settings→Integration→Recruiting Management.

    3. Under Field Mapping Rule to Create Job Requisition from Position, select the business rule you just created.

  5. Test Your Field Mapping

    1. Create job requisitions from various positions to verify all fields populate as expected.

    2. If mapped fields are blank, check that data exists in the original Position record.

Result

  • Fields such as Hiring Manager (using the next available manager) and other values will auto-populate from the Position.
  • Position updates made after the requisition’s creation do not automatically sync to the requisition. To automate updates, use additional rules or Integration Center jobs.

Note

For detailed instructions on setting up lookup tables or automating field updates from Position to Job Requisition after creation, consult the relevant SAP SuccessFactors documentation or training on custom objects and Integration Center.

Create Field Mapping for Job Title

On the left, a 'Create' button and 'Position Requisition Mapping: Field Mapping' dropdown are visible. On the right, under 'Populate Position Requisition Mapping: Field Mapping with:', are two rows: the first maps 'Requisition Field' to ‘Text’ of 'jobReqLocale.jobTitle', and the second maps 'Field Value' ‘Position.JobTitle’.

Create Field Mapping for Business Unit Field

On the left, a 'Create' button and 'Position Requisition Mapping: Field Mapping' dropdown are visible. On the right, the ‘Requisition Field’ ‘Text’ is populated with businessUnit_obj.external, and the ‘Field Value’ ‘Text’ is populated with Position.Business Unit.Business Unit Code.

Create Field Mapping for Country Field

On the left, a 'Create' button and 'Position Requisition Mapping: Field Mapping' dropdown are visible. On the right, the ‘Requisition Field’ ‘Text’ is populated with country, and the ‘Field Value’ ‘Text’ is populated with ‘Position.Company.Country.Country/Region Code (2 char)’.

Create Field Mapping for Pay Grade Field

On the left, a 'Create' button and 'Position Requisition Mapping: Field Mapping' dropdown are visible. On the right, the ‘Requisition Field’ ‘Text’ is populated with “payGrade.externalCode, and the ‘Field Value’ ‘Text’ is populated with ‘Position.Pay Grade.Pay Grade ID’.

Create Field Mapping for Salary Minimum Field

On the left, a section with a ‘Create’ button and a dropdown labeled ‘Position Requisition Mapping. Field Mapping.’ On the right, a panel titled ‘Populate Position Requisition Mapping. Field Mapping with:’ and ‘Requisition Field’ includes ‘Text’ of ‘salaryMin’ and uses the ‘Field Value’, which contains several fields. Key fields include: ‘Pay Range’ which includes ‘Position’ and ‘As Of Date’, ‘Pay Range Field’ and ‘As Of Date’.

Create Field Mapping for Job Code Field

On the left, a 'Create' button and 'Position Requisition Mapping: Field Mapping' dropdown are visible. On the right, the ‘Requisition Field’ ‘Text’ is populated with “jobCode, and the ‘Field Value’ ‘Text’ is populated with ‘Position.Job Code.Job Code’.

Create Field Mapping for Hiring Manager Field

On the left, a section with a ‘Create’ button and a dropdown labeled ‘Position Requisition Mapping. Field Mapping.’ On the right, a panel titled ‘Populate Position Requisition Mapping. Field Mapping with:’ and ‘Requisition Field’ includes ‘Text’ of ‘hiringManager.userSysID’ and uses the ‘Field Value’ of ‘Get Next Available Manager by Position’, which contains two fields. Key fields include: ‘Position Code’ and ‘As Of Date’.

Create Field Mapping for Job Level Picklist Field

On the left, a section with a ‘Create’ button and a dropdown labeled ‘Position Requisition Mapping. Field Mapping.’ On the right, a panel titled ‘Populate Position Requisition Mapping. Field Mapping with:’ and ‘Requisition Field’ includes ‘Text’ of ‘jobLevel.externalCode’ and uses the ‘Field Value’ of ‘Lookup ()’, where the ‘optionID’ is selected to map the ‘cust_RCMJobLevelPicklist externalCode’ to be equal to the ‘Position.Job Level.External Code’.

Summary

  • Integration between Position Management and Recruiting in SAP SuccessFactors can be configured.
  • Job requisition creation can be automated and data can be prepopulated from Position Management to Recruiting.
  • Business rules can be defined and implemented to map fields and derive requisition templates.
  • Role-Based Permissions can be utilized to control access and configuration.
  • Position data changes can have an impact on existing job requisitions, as reviewed in the lesson.

Learning

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