Engaging Potential Candidates

Creating Data Capture Forms

Objective

After completing this lesson, you will be able to create a data capture form.

Data Capture Forms

Data capture forms are added to landing pages to capture new candidates (candidate information).

After the form has been submitted, the data is saved to a candidate’s profile. If the candidate later applies for a job, their basic information already exists.

Candidates who complete the form receive a welcome email with a link to set their password. Candidates who complete data capture forms can be added to talent pools, in order to communicate with them.

The behavior is different for candidates who already have a candidate profile and then complete a data capture form. This use case is discussed later in this section.

Example of a Data Capture Form on a Landing Page.

When you enable Candidate Relationship Management in Command Center, the ability to configure data capture forms and email layouts appears in Career Site Builder (CSB).

In Career Site Builder, under Tools, select Data Capture Forms and under Layouts, select Email.

Standard Fields on Data Capture Forms

Many standard fields on the candidate profile can be added to data capture forms, including:

  • First Name

  • Last Name

  • Primary Email

  • Primary Phone (Mobile phone)

  • Alternate Phone (Home phone)

If any of the fields listed in this table are desired on the form, ensure that the field is first added to the Candidate Profile XML Template, using the data type shown. Run the OData API Metadata Refresh after importing the updated candidate profile template.

Using the Candidate Profile Extension, additional fields can be created to be added to data capture forms.

Customers may also want to add the Resume Upload option to their data capture forms.

Standard Candidate Profile Fields that can be Added to Data Capture Forms provided in two columns: RCM Property and Expected RCM Property Type. For example, contactEmail is text and country is pickList.

Data Capture Form Creation

Data capture forms can be created from Career Site Builder→Global→Data Capture Forms. Career Site Builder prompts you to select the Locale to be used. From the Details tab, ensure you mark the form as Active. From the Layout tab, you may add as many fields to the form as desired.

On the Data Capture Form Builder, select +Add to add a new field.

Labels and Ghost Text

Select Label Only (creates standard field labels displayed outside the fields) or Ghost Text (creates field labels inside the fields themselves) or Both.

Expand the field at the left to enter the desired label or Ghost Text.

Expand the field at the left to enter the desired label or Ghost Text.

See the figure below for an example of data capture form label alignment.

On the Data Capture Form page, on the Styles tab, select the Field Alignment from the drop-down list.

Create a Data Capture Form

In this video, you will see a demonstration of how to create a data capture form.

Business Example

Best Run is planning a career fair for engineering students at the local university, and would like to collect some basic information from the participating students. They will add some standard fields to the form, and later will create additional fields using the Candidate Profile Extension.

Steps

  1. Within CSB, navigate to Tools→Data Capture Forms. If this option doesn't exist, close and re-open CSB. It may take a while to load when opening for the first time.

  2. Choose +Add.

  3. For the Name field, enter Engineering Career Fair and select the English Locale.

  4. Select Save.

  5. On the Details page, select YES for Is Active.

  6. Choose Label Only from the Label Type field, or, if you prefer, select Both and follow the instructions in the course content to enter the Label and Ghost Text.

  7. Select Save.

  8. Select the Layout page.

  9. Choose +Add.

  10. Ensure that the following fields are added to the form:

    • First Name

    • Last Name

    • Primary Email

    • Primary Phone

    • Resume

    • Country

    • Consent to Marketing

    • Consent to Email Alerts

    Note

    You may have to wait for up to an hour for some of these fields to be available.

  11. Use the arrow buttons to reorder the fields into the order listed, if necessary.

  12. Select Save.

Additional Fields on Data Capture Forms: Candidate Profile Extensions

Customers use the Candidate Profile Extensions in several ways, including the following:

  • Adding additional fields to data capture forms
  • Adding searchable notes for recruiting users

Additional Fields on Data Capture Forms

By creating Candidate Profile Extensions, questions in addition to standard candidate profile fields can be added to the forms on landing pages.

Example of Additional Fields on a Data Capture Form. The highlighted fields are: What year will you graduate? What is your area of concentration (major) and What school do you attend?

Searchable Notes for Recruiting Users

Recruiters and other internal users add Candidate Profile Extension fields to store notes related to the candidate. These notes are added to the profile and are searchable. Some examples include:

  • Project end date: When is the candidate available for another project?
  • Follow-up date with candidate: Recruiter searches on today’s date.
  • Comments (Candidate notes): For example, add notes from speaking with the candidate at a career fair.

The candidate profile extension supports the following field types - CLOB, Date, DateTime, Decimal, Foundational Object, Generic Object, and Number, in addition to the Boolean, Picklist, and String fields that are supported for Data Capture Form usage.

These fields can be viewed and edited easily using the redesigned Applicant Workbench.

Note that candidates cannot view Candidate Profile Extension fields on their candidate profile; only internal users can view and edit these fields.

Select the Candidate Profile Extension option to view the project end date information.

Candidate Profile Extension Field Value Searches

Internal users can search for Candidate Profile Extension fields. From Recruiting→Candidates, select the desired field to filter on from the Profile Extension dropdown.

On the Candidates tab, under Keyword and Item search, specify the profile extension and project end date.

Candidate Profile Extension Fields Added to Data Capture Forms

By using the Candidate Profile Extension, additional fields can be created that can then be added to data capture forms. For example, recruiters may want to gather information from a landing page such as "What is your major?" or "How many years of retail experience do you have?"

Remember that many of the standard candidate profile fields can be added to the candidate profile template.

Supported field types include the following:

  • String (Text)

  • Boolean

  • MDF Picklist (Picklist V2)

  • Number

  • Decimal

Fields taken from the Candidate Profile Extension that have been marked as required appear as required on data capture forms. You cannot change these to non-required fields on the form.

Use the Candidate Profile Extension to create additional fields that can then be added to data capture forms.

Create Candidate Profile Extension Fields

To create Candidate Profile Extension fields, proceed as follows:

Steps

  1. Navigate to Admin Center→Configure Object Definitions.

  2. From the Search box, select Object Definition.

  3. From the second box, use typeahead to locate and select Candidate Profile Extension.

  4. From the Take Action dropdown list at the right, select Make Correction.

  5. Scroll to the bottom of the Fields section and in the box containing cust_ enter the desired field name. (The cust_ prefix will be added automatically.)

    1. In the Maximum Length box, enter 255.
    2. On the same line, select Details.
    3. Scroll down to the Label field and enter the desired field label.
    4. Choose Done. (It appears that some of the remaining fields on that page are required, but they are not.)

  6. Scroll to the bottom of the main Object Definition page and select Save.

    Create Candidate Profile Extension Fields. Make Correction option is highlighted.

Add Candidate Profile Extension Fields to a Data Capture Form

To add Candidate Profile Extension fields to a data capture form, proceed as follows:

Steps

  1. From Career Site Builder, navigate to Global and then select Data Capture Forms.

  2. Edit the desired form.

  3. On the Layout page, choose +Add.

  4. Select the desired fields to add.

    Note

    There may be a slight delay to view new fields.

  5. Select Save.

Create Candidate Profile Extension Fields and Add to the Data Capture Form

This video provides a demonstration on how to create candidate profile extension fields.

Business Example

For the Engineering Career Fair, in addition to the candidate’s contact information, recruiters would like to ask a few more questions. Create those additional fields now, and add them to the data capture form.

Task 1: Create a MDF Picklist

Steps

  1. Navigate to Admin Center→Picklist Center.

  2. Select the + icon (Create a picklist).

  3. For Code, enter gradYear.

  4. For Name, enter Year you will graduate

  5. For Status, select Active.

  6. For Effective Start Date, enter Jan 1, 1900.

  7. For Display Order, select Numeric.

  8. Select Save.

  9. Scroll to the Picklist Values section of the page.

  10. Select + (Add new value).

  11. For External Code, enter 2024.

  12. For Label, enter 2024.

  13. For Status, select Active.

  14. Select Create.

  15. Repeat the previous step to add the following years:

    • 2025
    • 2026
    • 2027

Task 2: Create Additional Fields

Steps

  1. Navigate to Admin Center→Configure Object Definitions.

  2. From the Search box, select Object Definition.

  3. From the second box, use typeahead to locate and select Candidate Profile Extension.

  4. From the Take Action list on the right, select Make Correction.

  5. Scroll to the bottom of the Fields section and in the box containing cust_ enter major. (The cust_ prefix will be added automatically.)

  6. In the Maximum Length box, enter 255.

  7. From the Data Type dropdown list, select String.

  8. On the same line, choose Details.

  9. Scroll down to the Label field and enter Area of Concentration (Major).

  10. If you do not want the field to be required on the data capture form, select No for Required.

  11. Select Done. (It appears that some of the remaining fields on that page are required, but they are not.)

  12. Add another field in the same way, and name the new field school: Enter the full name as cust_school and then enter School for the label.

  13. Add another field in the same way, enter gradYearPicklist as the new field name.

  14. For Maximum Length, enter 5.

  15. From the Data Type list, select Picklist.

  16. On the same line, select Details.

  17. In the Valid Values Source field, enter gradYear. This is the name of the picklist you created.

  18. Scroll down to the Label field and enter Year you will graduate.

  19. Select Done.

  20. Scroll to the bottom of the Object Definition page and choose Save.

Task 3: Add Fields to the Data Capture Form

Steps

  1. Within CSB, navigate to Tools→Data Capture Forms.

  2. Edit the Engineering Career Fair form.

  3. On the Layout page, choose +Add.

  4. Select School, Area of concentration (Major), and Year you will graduate. If these fields are not available, close and re-open CSB.

  5. Move these fields above the Resume, Consent to Marketing, and Consent to Email Alerts fields.

  6. Save.

Country Field on the Data Capture Form

While viewing the fields added to a data capture form, select the > icon before the Country field, and choose Picklist to view the list of countries.

Expand the Country Field during Data Capture Form Setup. The PickList button is highlighted.

If the Country picklist has been updated, chose Refresh Picklist on this page.

On the Data Capture PickList Labels dialog box, the Refresh PickList button is highlighted.

Country on the User Data File for Recruiting Users

When creating an account, candidates can specify which recruiters can view their profile. If they choose Any company recruiter in my country of residence, the system needs to know which country the recruiters reside in.

Customers using a Data Privacy Consent Statement must have a valid country value in the Country field of the user data file for Candidate Relationship Management users, such as recruiters and sourcers. You may enter either the 3-digit ISO code or the country name (as long as your customer is not using Employee Central).

Select the Make My Profile Visible to” on the Candidate Profile option. The option Any company recruiter in my country of residence is highlighted.
Example of a Visibility Note on the Candidate Search Page. The Note is highlighted.

Enter the Country on the User Data File for Candidate Relationship Management Users

To enter the country on the user data file for Candidate Relationship Management users, follow these steps:

Steps

  1. Navigate to Admin Center→Employee Export.

  2. Select Export User File.

  3. Save the ZIP file locally.

  4. Extract the User Directory file.

  5. Open the user data file in a spreadsheet application, such as Microsoft Excel or Open Office.

  6. Scroll to the Country field and ensure that this column is populated for all recruiters and sourcers. (Note that in the figure that appears below, some rows and columns have been hidden.)

  7. If changes are required, save the file as a CSV and import it from Admin Center→Employee Import.

    Country Field on the User Data File. Rows highlighted are: Department - Staffing, country - United States, Department - Staffing, country - Canada, and Department - Staffing, country - United States.

Welcome and Set Password Email and Trigger Configuration

Candidates who complete the Create an Account page during the recruiting process provide both their email address and a password.

Set a Password on the Create an Account Page. The following fields are highlighted: Choose Password and Retype Password.

However, candidates who complete a data capture form cannot set their password on the form.

An auto-generated email needs to be sent to candidates who complete a data capture form. The email welcomes them and provides a link to set the password for their account in SAP SuccessFactors Recruiting.

Auto-generated Email to Create a Password.

Configure the Welcome and Set Password Email and Trigger

To configure the Welcome and Set Password Email and Trigger, perform the following steps:

Steps

  1. From Admin Center→Manage Recruiting Email Templates, create the data capture form submitted — Welcome and Set Password email.

  2. For Template Name, enter Data Capture Form Submitted - Welcome and Set Password.

  3. For Status, select Enabled.

  4. Add the content as directed in the exercise.

  5. Click Configure Triggers and copy the token [[RECRUITING_PASSWORD_RESET_URL]] for use in the email.

  6. Save.

  7. From Admin Center→Recruiting Email Triggers, select Data Capture Form Submitted — Welcome and Set Password.

  8. Click Enable.

  9. For Email Template, select Data Capture Form Submitted — Welcome and Set Password.

  10. Click Validate Standard Tokens.

  11. Save.

Result

You have configured the Welcome and Set Password Email and Trigger.

Configure the Welcome and Set Password Email and Trigger

This video demonstrates how to configure the welcome and set password email and trigger.

Business Example

This step is critical! If this email and trigger are not configured, candidates will not be able to log in and change their password to finish creating their account.

Steps

  1. From Admin Center→Manage Recruiting Email Templates, select Create New Template.

  2. For Template Name, enterData Capture Form Submitted--Welcome and Set Password Email.

  3. For Status, select Enabled.

  4. Enter the email content. Some suggested text is provided below. The tokens are available from the email trigger of the same name.

    Subject: Thanks for Submitting Your Information

    Hello [[RECRUITING_CANDIDATE_FULLNAME]],

    Thank you for your interest in our company. By submitting your information on our website, a candidate account was started. To access this account and to provide additional details, please click the link below to set your password. [[RECRUITING_PASSWORD_RESET_URL]]

    Your Username: [[RECRUITING_CANDIDATE_USERNAME]]

    When you would like to return to our career site, please click this link: [[RECRUITING_CANDIDATE_SITE_URL]]

    Thanks again for your interest in employment with our company!

    [[SIGNATURE]]

  5. Save Changes.

  6. Navigate to Admin Center→Recruiting Email Triggers.

  7. Select Data Capture Form Submitted -- Welcome and Set Password Email.

  8. Choose Enable.

  9. From the Email Template dropdown list, select Data Capture Form Submitted -- Welcome and Set Password Email.

  10. Confirm that Recipients contain Candidate.

  11. Choose Validate Standard Tokens and view the message at the top of the page.

  12. Save.

Summary

  • Data capture forms can use standard candidate profile fields (e.g., name, email, phones) and can optionally include Resume Upload; required standard fields must first be added to the Candidate Profile XML Template and followed by an OData API Metadata Refresh.
  • Forms are created in Career Site Builder (Global → Data Capture Forms): choose a locale, set the form to Active, add desired fields, and select label display style (Label Only, Ghost Text, or Both).
  • Candidate Profile Extensions (CPE) let customers add custom questions/fields to landing page forms and create searchable internal notes (e.g., follow-up date, project end date, career fair comments).
  • CPE fields are internal-only and searchable: candidates can’t view them, but recruiting users can view/edit them (e.g., in the redesigned Applicant Workbench) and filter/search by them; required CPE fields remain required on forms.
Learning

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