Synchronizing Position Updates to Job Requisitions

Objective

After completing this lesson, you will be able to configure Position to Requisition business rule and Integration Center Job to synchronize position data.

Position Updates to Job Requisitions Synchronization

Position data often changes and keeping it synchronized with recruiting data can be challenging. In many organizations, position data is dynamic, undergoing frequent updates. These updates, such as changes in job level, salary, or location, need to be reflected in the corresponding job requisitions to ensure accuracy and consistency in the recruiting process. Manually updating each job requisition is time-consuming and prone to errors. By leveraging Recruiting business rules and SAP SuccessFactors Integration Center, you can streamline data alignment, reduce manual updates, and maintain data integrity. Automating this synchronization is crucial for maintaining data integrity and efficiency.

Prerequisites

Before you begin, ensure the following prerequisites are met:

  • Use of the Position Object: The Position Object field must be defined in your job requisition. If this field is not defined in your job requisition template, you will not be able to create the business rule to synchronize position data.
  • Job Requisition Start Date: If using the field jobStartDate in your job requisition, the value of this field must be kept up to date. Think of this field as the effective date used in Recruiting. If the field’s value is in the past, the synchronization may not work.

    Note

    To keep this field’s value up to date, you may consider using a business rule to update the field if the job start date is in the past.
Screen shows the configuration of a business rule for Updating the Start Date on a job requisition. The rule states: If Job Requisition (All).Target Start Date is before Today(), Then Set Job Requisition (All).Target Start Date to be equal to Today().

High-Level Configuration Steps

The synchronization process involves several key steps:

  1. Add Field on Job Requisition Template: Add a field on the job requisition template to allow manual updates if needed. This provides flexibility for recruiters to trigger updates manually.

    Note

    This step is optional but highly recommended.
  2. Configure Position to Requisition Business Rule: Configure business rules to compare fields from the position to the job requisition data and synchronize them if they are out of sync.
  3. Configure Integration Center Job: Set up an Integration Center Job to automatically trigger the business rule on a scheduled basis.
  4. Test Thoroughly: Rigorously test the configuration to ensure that the synchronization works as expected.
  5. Move to Production: Deploy the configuration to the production environment.
Left-to-right workflow for SAP SuccessFactors: add a field on the job requisition template, configure the Position-to-Requisition business rule and apply it in Manage Rules, then configure an Integration Center job. Configure job fields, set filters, set the schedule, finalize the job, test, and move to production.

Add Field on Job Requisition Template

If you wish to allow Recruiting users to manually trigger the update of the job requisition to synchronize position data, you may want to consider adding a field (yes/no) into the job requisition. This step is optional but highly recommended.

Flowchart showing SAP SuccessFactors steps, with Add Field on Job Requisition Template highlighted. Next: configure the Position-to-Requisition business rule and apply it in Manage Rules, then configure the Integration Center job (fields, filters, schedule, finalize), followed by Test and Move to Production.

Steps

  1. Create the field definition in the job requisition template.

    Code Snippet
    1
    <field-definition id="custUpdateReqData" type="picklist" required="false" custom="true"><field-label mime-type="text-plain"><![CDATA[Upate Data]]></field-label> <field-label mime-type="text-plain" lang="en_US"><![CDATA[Update Data]]></field-label> <field-description><![CDATA[Update Data]]></field-description> <field-description lang="en_US"><![CDATA[Update Data]]></field-desription> <picklist-id>YesNo</picklist-id> </field-definition>

  2. Permission the field to allow recruiters and/or other operators to update this field.

  3. Make the field reportable within Provisioning.

    Note

    Customers cannot access Provisioning. Customers should work with SAP SuccessFactors Services, a partner or contact support to add this field as reportable.

  4. Perform an OData Refresh in OData API Metadata Refresh And Export.

  5. Select the Refresh button for Cache.

Configure Position to Requisition Business Rule

Configure the business rule which maps which fields from the job requisition should be updated with the new position data. Decide which fields should be updated based on your business needs as you may not want every field to change.

Flowchart of SAP SuccessFactors process with the Configure Position to Requisition Business Rule and Apply Business Rule in Manage Rules steps highlighted. Sequence: Add field on Job Requisition Template → configure business rule → configure Integration Center job (fields, filters, schedule, finalize) → Test → Move to Production. Icons illustrate each stage in a left-to-right layout.

For example, if the position’s job level or salary changes, you might choose to create a new requisition instead of updating the existing one, because those changes can impact candidate applications.

In the sample business rule below, this rule includes considerations around the Job Requisition Status (updated by Recruiting users). If the job requisition is closed, or cancelled, the job requisition data will not be updated. This is a business decision that you will want to consider.

A screenshot showing a conditional If -Then rule logic. The If conditions check if a job requisition status is not cancelled or closed, AND if business unit, division, department, or onsite/remote status do not match the position's corresponding values. The Then action sets these job requisition fields to match the position's values.

Steps

  1. Navigate to Admin Center→Configure Business Rules.

  2. Create a new business rule by selecting the + button.

  3. Find and expand the Recruiting scenario category.

  4. Select the Configure Business Rule on Job Requisition scenario.

  5. Complete the business rules details:

    1. Rule Name: Insert the rule name (as best practice for better organization, your rule should be prefixed with REC, or your preferred naming convention).

    2. Rule ID: The rule ID will be pre-populated based on your rule name.

    3. Start Date: The date will be set to 01/01/1900. You do not need to change this date field unless you wish the rule to start in the future.

    4. Description: Your rule description is optional, but recommended to help other system admins understand the nature and purpose of this rule.

    5. Job Requisition Template: Select the appropriate job requisition you wish to apply this business rule to.

    6. Purpose: Set the purpose to Save.

    7. Select Continue.

  6. Create the If statements:

    1. Create a Parent Expression: There may be multiple conditions you wish to use in the If statement. In this sample, the use of a Parent Expression allows the system to understand which condition takes priority or should be executed first.

      A screenshot of a user interface showing an If statement with a dropdown menu open. The menu displays Edit, Add, Copy, and Paste options. Add is highlighted, with a sub-menu showing Expression, Parent Or, and Parent And options, with Parent Or and Parent And also highlighted.

    2. Create the If statements to validate if the field in the job requisition does not match to respective field in the position.

      Screenshot shows a sample of a business rule If statement, Job Requisition Template.Business Unit is not equal to Job Requisition Template.Position.Business Unit.

  7. Create the Then statement to set the job requisition field to be equal to the respective field in the position.

    Screenshot shows a sample of a business rule Then statement, Set Job Requisition Template.Business Unit to be equal to Job Requisition Template.Position.Business Unit.

  8. Save the business rule.

    Apply Business Rule in Manage Rules

  9. Navigate to Admin Center→Manage Rules in Recruiting to apply your business rule.

  10. Select the Job Requisition tab.

  11. Select the template you wish to apply the business rule to.

  12. Select + Add Another to add your business rule under the Save trigger.

  13. Select the name of the business rule you have created.

  14. Select Save.

Configure the Integration Center Job

With the business rule in place, you will configure a scheduled Integration Center job to automatically save job requisitions each day, thereby triggering the rule. This eliminates the need for recruiters to manually save requisitions and ensures data synchronization occurs consistently.

Flowchart of a SAP SuccessFactors workflow with the Integration Center job steps highlighted: Configure Integration Center Job, configure job fields, set filters, set schedule, and finalize. Preceding steps are Add Field on Job Requisition Template and Configure Position to Requisition Business Rule (apply in Manage Rules). The process then moves to Test and Move to Production, shown left to right with icons.

Prerequisite:

Be sure you have the following role-based permissions:

  1. Category: Admin Permissions→Manage Integration Tools
    • Access to Integration Center
    • Allow Admin to Access OData API through Basic Authentication
  2. Category: User Permissions→Admin Center Permissions
    • Read Execution Manager Events
    • Read Execution Manager Event Payload or Event Report

Steps

  1. Navigate to Admin Center→Integration Center.

  2. Select My Integrations to create a new integration job.

  3. Select the + Create to create a new job.

  4. Select More Integration Types.

  5. When prompted to choose Integration Type, select the following:

    1. Trigger Type: Scheduled

    2. Destination Type: SuccessFactors

    3. Source Type: SuccessFactors

    4. Format: OData v2

    A Choose Integration Type screen showing radio button selections for Trigger Type: Scheduled, Source Type: SuccessFactors, Destination Type: SuccessFactors, and Format: OData v2. A Create button is visible at the bottom.

  6. Select the starting entity by using the first search bar.

    1. Search for JobRequisition to find the job requisition entity.

    2. Select JobRequisition.

    3. Choose Select to continue.

    Screen shows the creation page of a new Integration Center Job where the starting entity is selected. The user has searched jobrequisition and JobRequisition is highlighted under Recommended Starting Entities. A description for the Job Requisition entity is displayed, explaining it contains core requisition data.

  7. Name your integration job and provide a description in the Options tab.

    Note

    It is recommended to use a Recruiting prefix, including the entity name(s) and a short title. For example: REC Position to Job Requisition – Data Synchronization.

  8. Select Next.

    Note

    In the next procedure, you will continue the process by configuring the Integration Center job fields.

Configure the Integration Center Job Fields

In the Configure Fields tab, you will now need to create the field mapping to anchor the Integration Center job. The anchor will be the Job Requisition Id.

Anchoring the Job Requisition ID Field

Steps

  1. Under JobRequisition, find the Job Requisition Id.

  2. Select the field to open the field details.

  3. Select the Associate icon to change the field mapping.

  4. Select Entity Tree View to see the available fields to map, as shown in the Find Field Starting From Job Requisition pop-up.

  5. Select Job Requisition Id.

  6. Select the Change Association to Job Requisition Id button. In the Preview, you will begin to see the job requisition IDs populate.

    Screenshot of the Integration Center's Field Mapping View. Job Requisition Id is highlighted in the Source Fields column and mapped to a Destination Field. Numbered annotations point to specific elements: 1 indicates the list of source fields, 2 highlights the Job Requisition Id field, and 3 points to icons for mapping fields.

    Setting the Job Requisition Status isDraft

    Ensure you can bypass any required fields in the case that your job requisition has not yet been completely populated.

  7. Scroll through the job requisition fields under JobRequisition to find the isDraft Boolean field.

  8. Select isDraft Boolean to open the field details.

  9. Select the pin icon.

  10. Find the Default Value field and insert true.

  11. Select Next.

Result

The Integration Center Job fields have been configured.

Note

In the next procedure, you will continue the process by setting the filters for the Integration Center Job.
Screen shows the Integration Center, showing the Configure Fields tab for Position to Requisition Sync. The IsDraft Boolean field is highlighted on the left, and its Default Value is set to true on the right-hand panel.

Set Filters for the Integration Center Job

To finish the integration, we will set Advanced Filters to allow the system to understand the conditions in which the job should run.

Set Filter Set 1

Steps

  1. Expand the Advanced Filters section.

  2. Set Filter Set 1 to ensure that the job runs if the Position has updated.

    1. Select Browse to associate the first filter field.

      Screen shows the Integration Center's Filter and Sort tab, showing the Advanced Filters section. Filter Set 1 is open with empty Field, Operation, and Value input boxes. The Browse button for selecting a field is highlighted.

    2. Within the Find Field Starting From Job Requisition pop-up, find the std_position_objlist field in the list of fields.

    3. Select the field to expand the field details.

    4. Select value to open the position value options.

    5. Select lastModifiedDate.

      Note

      Ensure you select the option with (lastModifiedDateTime) under the field label.

    6. Select the Change Association to lastModifiedDate.

      The Entity Tree View shows JobRequisition linked to JobReqGOPosition, which then links to Position. Within JobReqGOPosition, std_position_objlist is highlighted. From std_position_objlist, value (to Position) is highlighted, leading to the Position entity. Within Position, lastModifiedDate (lastModifiedDateTime) is highlighted, suggesting a path to filter by this field.

  3. Set the Operation to is greater than.

  4. Edit the Value field by selecting the pencil icon.

    1. Change the Date Type to Last Run Time by using the dropdown menu.

    2. Select OK to save.

      Screen shows the Integration Center's Filter and Sort tab. A filter is configured: LastModifiedDate is greater than a dynamic value. A Date Time Selection pop-up is open and highlighted, with Date Type set to Last Run Time and Relative Date set to + 0 Minutes(s).
    Set Filter Set 2

    Add another set of Advanced Filters to ensure the integration job only affects job requisitions in the Approved or Pre-approved system statuses.

  5. Under your Filter Set 1 configuration, select + Add Filter Set.

  6. Select the Operator Or.

  7. Within Filter Set 2, define your first expression.

    1. Select Browse and find the Internal Status field.

    2. Set the Operation as is equal to.

    3. For the Value, insert Approved.

    4. Select the + button next to the first expression to add a new line.

    5. Select Browse and find Internal Status in the field.

    6. Set the Operation as is equal to.

    7. For the Value, insert Preapproved.

    8. Select Next.

    Screen shows Integration Center's Filter and Sort tab. Filter Set 1 checks if lastModifiedDate is greater than LASTRUNTIME. Filter Set 2, connected by And, checks if Internal Status is Approved OR Pre-approved. Numbered annotations highlight: 5 Add Filter Set button, 6 the Or operator for Filter Set 2, and 7 the Internal Status field.

    Set Filter Set 3

    If you want to first test the integration center job in a controlled environment, you can add a third filter set.

  8. Set the field to be Job Requisition Id.

  9. Set the Operation to be is equal to.

  10. Set the Value to be an active job requisition ID that you wish to contain the testing to.

    Screen shows Filter Set 3 in the Advanced filters of the Integration Center Job. The filter is configured with Job Requisition Id as the Field, is equal to as the Operation, and 2100 as the Value.

    Note

    In the next procedure, you will continue the process by setting the Integration Center Job schedule.

Set Integration Job Schedule

Finally, you can set the schedule you wish the Integration Center job to run. In most cases, you may not be able to create a new job that runs multiple times a day (due to system performance, each environment is limited to the number of reoccurring jobs that can be created).

Steps

  1. In the Scheduling tab, set the schedule as follows:

    1. Occurs: Daily

    2. Starting Time: Set the start time and date to be the date and time you wish for the job to start running.

  2. Select Next.

    Note

    In the next procedure you will continue the process by reviewing and finalizing the Integration Job Center Job.

Result

Screen shows the Integration Center's Scheduling tab. The Occurs field is set to Daily, and Start Time will show the current date and time.

Review and Finalize Integration Center Job

In the final tab, Review and Run, you will want to save your Integration Center job. Here, you can also export your Integration Center job file (.ICD file) to import into your production environment.

Steps

  1. Select Save.

  2. Select Set Schedule.

  3. Select Run Now to test the job.

Result

Screen shows the Integration Center's Review and Run tab. A workflow diagram shows data flowing from SuccessFactors, through Query, Filter, Map, Validate, and back to SuccessFactors. On the right, Integration Name: Position Sync to Job Requisition is displayed, with Execution Schedule Frequency: Daily. Save and Set Schedule buttons are highlighted at the bottom.

Test Position to Requisition Business Rule and Integration Center Job

With the automation configured to synchronize new position data into job requisitions that are pending approval or open, you can test your configuration.

To test the business rule:

Steps

  1. Navigate to Company Info.

  2. Select Position Org Chart.

  3. Select a position and use the Actions menu to create a new requisition.

  4. In the Manage Job Requisition pop-up, select Create.

  5. Once your job requisition has been created, select the position.

  6. Select Show Details.

  7. Select Edit.

  8. When prompted to enter the effective date, select today’s date and select Proceed.

  9. Modify a field that is included in your business rule, for example, Department or Location.

  10. Save your changes.

  11. Edit a position and ensure the effective date for the changes is today’s date.

    Note

    If your changes require an approval workflow, ensure all approvals are complete.

  12. Open the job requisition that has been created against the position you have updated.

  13. Update the Update Data? field to Yes.

  14. Save the job requisition.

  15. Within the job requisition, find the field you have updated (for example, Department or Location).

  16. Validate that the changes you have made are reflected in the job requisition.

    To test the Integration Center Job:

  17. Navigate to Company Info.

  18. Select Position Org Chart.

  19. Select a position and use the Actions menu to create a new requisition.

  20. In the Manage Job Requisition popup, select Create.

  21. Once your job requisition has been created, select the position.

  22. Select Show Details.

  23. Select Edit.

  24. When prompted to enter the effective date, select today’s date and select Proceed.

  25. Modify a field that is included in your business rule, for example, Department or Location.

  26. Save your changes.

  27. Edit a position and ensure the effective date for the changes is today’s date.

  28. If your changes require an approval workflow, ensure all approvals are complete.

  29. Navigate to Integration Center→My Integrations and find the Integration Center job you have created.

  30. Select Edit and navigate to the Review and Run tab. Select Run Now to execute the job.

  31. Navigate to Recruiting and open the job requisition that has been created against the position you have updated.

  32. Validate that the changes you have made are reflected in the job requisition.

Summary

This lesson explains how to synchronize position updates to job requisitions in SAP SuccessFactors Recruiting using a Position-to-Requisition business rule and a scheduled Integration Center job.

  • Position-to-Requisition synchronization: Automates aligning position changes (for example, location, department) with job requisitions, reducing manual updates and ensuring recruiting data accuracy and integrity.
  • Position to Requisition business rule: Compares requisition fields to position fields; updates mismatches; typically runs on Save; can exclude closed/cancelled statuses; uses Parent Expressions to manage multiple conditions.
  • Integration Center job: Scheduled OData job saving requisitions to trigger the rule; anchor on Job Requisition Id; set isDraft=true; filter by Position lastModifiedDate > Last Run Time and Approved/Pre-approved status.
  • Pre-requisites: Position field in requisitions; Target Start Date kept current; optional Update Data field reportable; OData metadata refreshed; permissions for Integration Center and Execution Manager read access.
  • Testing and deployment: Validate rule via manual Save after position edits; run Integration Center job and check updates; thoroughly test filters and schedule; then move configuration to production.

Learning

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