Completing the Initial Setup of the Recruiting System

Setting up the Real Time Job Sync for Career Site Builder

Objective

After completing this lesson, you will be able to configure API credentials, service provider settings, and a daily job sync from Recruiting to Career Site Builder.

Real Time Job Sync (RTJS)

The Real Time Job Sync is the second integration synchronization job required to complete the integration between the SAP SuccessFactors Recruiting Applicant Tracking System (ATS) and Career Site Builder (CSB). This job is intended to synchronize the job requisition data for jobs posted to the career sites, allowing the job postings to be advertised in Career Site Builder.

Jobs posted externally (from "Corporate Posting" on the Job Postings page) are sent to the CareerSite Builder site in near-real time. Usually, this process happens in under a minute, but depending on the time of day, it can take up to 20 minutes for a job to post in the SAP SuccessFactors ATS career site before it is sent to the CSB career site. SAP SuccessFactors Recruiting also sends job detail updates and job deletes to the CSB career site.

While Career Site Builder is intended to be integrated with the SAP SuccessFactors Recruiting ATS, other applicant tracking systems can also be integrated with Career Site Builder. However, the Real Time Job Sync is only available for SAP SuccessFactors Recruiting customers, not those using a different applicant tracking system.

  • Real Time Job Sync is pre-set from CBS→Settings→Site Configuration→Site Information and cannot be disabled.
  • Existing customers must run a full feed at go-live in order to sync their existing posted jobs. A full feed is a complete listing of all of a client’s existing posted jobs, and it provides a baseline that allows the job sync to add or remove jobs as appropriate.
  • To run a full-feed of all currently posted jobs from the SAP SuccessFactors ATS site to the Career Site Builder site in regular intervals, you must define the sync using the Job Scheduler in Provisioning. Before configuring a full feed, you must complete the Real Time Job Sync field mapping.

Configure API Credentials in Career Site Builder

To configure API credentials in CSB, proceed as follows:

Steps

  1. Navigate to CSB→Tools→Manage API Credentials.

  2. Choose Add New Provider.

  3. Complete the following:

    1. Provider ID: Auto-generated

    2. Provider Name: Enter the Folder Name from the Command Center Site Details page, then a dash, then the Site ID from the same page. Use this format: Folder Name-Site ID

    3. Password: System-generated

    4. Username: The same as Provider Name (Folder Name-Site ID)

    5. Recruiting Management (Real Time Job Sync): Yes

  4. Save.

    On the Edit Provider dialog box, enter your password and turn the Recruiting Management (Real Time Job Sync) toggle on.

    Note

    If you later need to connect an existing Career Site Builder instance to a different SAP SuccessFactors HCM instance, you will need to replace the API credentials.

Configure Service Provider Settings in Provisioning

To set up Service Provider Settings in Provisioning, proceed as follows:

Steps

  1. Navigate to Provisioning→Service Provider Settings→Recruiting Marketing Settings.

  2. Complete the following:

    1. Security Key: Copy from CSB→Settings→Site Configuration→Site Integrations.

    2. Copy the other settings from CSB→Tools→Manage API Credentials.

    3. API Key for Job Post Sync: (Provider ID)

    4. User name for Job Post Sync: (Username)

    5. Password for Job Post Sync: (Password)

    6. Expires in (seconds): 360

    Set up Service Provider Settings in Provisioning.

Configure Daily Job Sync to Career Site Builder

In addition to the Real Time Job Sync, you can set up the job scheduler in Provisioning to run a full-feed of all posted jobs from the SAP SuccessFactors ATS site to the Career Site Builder site on a daily basis.

To set up daily job sync to Career Site Builder, proceed as follows:

Steps

  1. Navigate to Provisioning→Managing Job Scheduler→Manage Scheduled Jobs.

  2. Create a new job and select Sync all external job postings for the Job Type.

  3. Set up the job to recur daily, at off-hours for the customer’s business.

  4. Submit and select Run It Now.

Real Time Job Sync Testing

You can test that the jobs were synced to the career site even if you have not yet begun building pages. Add /search to the site URL from Command Center or Career Site Builder.

In the Recruiting Command Center dialog box, choose Career Site link and add /search to test real time job sync. A result shows at the bottom of the page.

Troubleshoot Real Time Job Sync

To troubleshoot Real Time Job Sync, proceed as follows:

Steps

  1. To verify the success of the job sync and to troubleshoot any errors, navigate to Command Center, and choose Export Automated Process Logs.

    Under Additional Options, choose Export Automated Process Logs to verify the success of the job sync and to troubleshoot any errors.

  2. Select Export Jobs to CSV to export all jobs in a CSV file. Specify what types of jobs to export, such as internal or external jobs, active or inactive, and so on, to further troubleshoot.

    To export jobs, in the Export Jobs to CSV dialog box, specify the job type, job status, select the Exclude Job Descriptions checkbox, select the last modified data, and choose Export.

Enable Real Time Job Sync

This video provides a demonstration of how to enable Real Time Job Sync (RTJS).

Business Example

In this exercise, you configure Real Time Job Sync (RTJS) in your training instance. You also use the Job Scheduler in Provisioning to set up a daily backup of jobs to the career site.

Task 1: Configure API Credentials in Career Site Builder

Steps

  1. Navigate to CSB→Tools→Manage API Credentials.

  2. Choose Add New Provider User and complete the fields with the following information:

    • Provider ID field will be already completed. This is a system-generated ID.
    • Provider Name field. Enter the Folder Name from the Command Center Site Details page, then a dash, then the Site ID from the Command Center→Select Site Name. On Command Center Site List page locate Folder Name and copy the details.

      Alternatively you can get the information from CSB→Settings→Site Configuration→Site Information. Use this format: Folder Name- Site ID e.g. sfedu123456-123456

    • User name field. This will be the same as Provider Name (Folder Name-Site ID).
    • Password field. This is a system-generated ID and information will be already available.
    • Recruiting Management (Real Time Job Sync) field. Select Yes
    • Choose Save.

Task 2: Set up Service Provider Settings in Provisioning

Steps

  1. Use the same values you entered in Career Site Builder. Log in to Provisioning and navigate to Service Provider Settings→Recruiting Marketing Settings and enter the following information:

    • Security Key: Copy from CSB→Settings→Site Configuration→Site Integrations. Note that you'll need to select Select (eye icon) next to Single Sign-On Security Key to view the key before it can be copied successfully. After these settings are saved, this key is stored in the system, but disappears from the Provisioning UI, so later if you need to make changes to additional fields here, you must re-enter the security key.

    • API Key for Job Post Sync: Enter the Provider ID from the CSB→Tools→Manage API Credentials.

    • Username for Job Post Sync: Enter the Username from CSB→Tools→Manage API Credentials.

    • Password for Job Post Sync: Enter the Password from CSB→Tools→Manage API Credentials.

    • Expires in (seconds): The suggested setting is 360.

    • Choose Save.

Task 3: Map the Job Requisition Fields to Career Site Builder

Steps

  1. Log in to your SAP SuccessFactors Human Capital Management (HCM) instance as the admin.

  2. Navigate to Admin Center→Setup Recruiting Marketing Job Field Mapping.

  3. Select the Job Requisition template. In our training instance, it is the Corporate Job Requisition.

  4. Map the fields as shown below.

    Note

    You will not be able to map the Brand field yet.

    Mapping Job Requisition Fields to Career Site Builder

    Recruiting Marketing FieldRecruiting Management Field
    Job Title*External Job Title
    Job Description*Full External Job Description (Header, Description, and Footer)
    CityLocation
    StateLocation
    Country/RegionLocation
    Postal/ZipCodeLocation
    DepartingFuction
    CategoryDepartment
    ShiftSelect from dropdown list
    Job TypeSelect from dropdown list
    FacilityFacility
    Product ServiceSelect from dropdown list
    Business Unit/DivisionDivision
    Compensation/SalaryBase Salary
    Required TravelTravel Required
    AdcodeSelect from dropdown list
    Recruiter NameRecruiter
    BrandSelect from dropdown list.

    Note

    Later you will map to Marketing Brand.
    Employee Referral AmountSelect from dropdown list
    Custom Field 1Legal Entity
    Custom Field 2Business Unit
    Custom Field 3Onsite or Remote
    Custom Field 4Req Id
    Custom Field 5Select from dropdown list

  5. Choose Save.

Task 4: Set up Daily Job Sync to Career Site Builder

Use the Job Scheduler in Provisioning to sync your existing posted jobs to the career site. Run the job now, and set it up to run nightly.

Steps

  1. Log in to Provisioning and navigate to Managing Job Scheduler→Manage Scheduled Jobs.

  2. Choose Create New Job and enter the following information:

    • Job Name:Sync Recruiting Jobs.

    • Job Owner: Click Find User and search for and select the admin user (HR Coordinator).

    • Job Type: Select Sync all external job postings

    • Occurrence: Recurring.

    • Recurring Pattern: Select Daily and 0 (12AM).

    • Start Date: Enter today’s date (using this format: MM/DD/YYYY), and 10 minutes after the current server time that is shown.

    • End Date: Leave blank. No additional fields need to be completed.

    • Click Create Job.

    • From the Select dropdown list, select Submit.

    • From the same dropdown list, select Run It Now.

    Note

    From the Manage Scheduled Job page, you can click Monitor Jobs to view the status of scheduled jobs. Search the page for the Sync Recruiting Jobs job, and ensure that the Status is Completed. See troubleshooting information at end of this unit.

Task 5: Test Real Time Job Sync

From Career Site Builder, check that you are able to view the view the jobs you created.

Steps

  1. From CSB→Settings→Site Configuration→Site Information, click Go next to the Site URL.

  2. Insert /search to the end of the URL (for example, https://sfeduXXXXX.sapsfdemojobs.com/search) and click Enter.

  3. View the externally posted job requisitions that are displayed.

    Note

    There will be a significant delay to view the first jobs that are synced to Career Site Builder. Be aware that jobs that can be filled in multiple locations will not sync until the Unified Data Model is enabled.

  4. Refresh the search page until you can confirm that all of your jobs display in the career site.

Task 6: Troubleshoot Real Time Job Sync

Steps

  1. If after a few hours, your externally posted jobs do not sync, navigate to Command Center→Site Details page.

  2. Choose Export Automated Process Logs.

  3. Enter today’s date and click Enter.

  4. Download the .zip file and extract the .txt file from it. View the Import Jobs - ATS fullfeed job at the top. If the jobs are not yet displaying on the CSB site, check that the correct number of jobs is reflected on the <jobs-queued> line.

  5. To further troubleshoot, from Command Center, select Export Jobs to CSV to export all jobs in a CSV file. Specify what types of jobs to export, such as internal or external jobs, active or inactive, and so on.

  6. If your issue is not resolved, see additional troubleshooting suggestions at the end of this unit.

Summary

  • Real Time Job Sync is the second required integration job between SAP SuccessFactors Recruiting (ATS) and Career Site Builder (CSB), synchronizing posted job requisition data so jobs can appear on CSB.
  • External postings are sent to CSB in near real time, and updates to job information are also propagated.
  • At go-live, run a full feed to baseline all existing posted jobs; schedule it via Provisioning Job Scheduler, and complete Real Time Job Sync field mapping first. You can validate sync by visiting the site URL with /search appended to it.
Learning

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