Testing Data Capture Forms

Objective

After completing this lesson, you will be able to test data capture forms.

Data Capture Form Testing

To test a data capture form after adding it to a landing page, preview the page from Career Site Builder and complete the form as if you were a new candidate.

Note

Be sure to use an email address that you actually have access to.

  • One option is to use a site such as 33mail.com to create an email address that forwards the email to your existing email account.
  • Or, if you have a gmail account, you can receive the email there by adding a unique number for each candidate. For example, for the first candidate use yourname+1@gmail.com, for the second candidate use yourname+2@gmail.com, and so on.

Test Candidate Completes the Form

Remember that the privacy policy text does not display until after the country is selected, and you cannot select Submit until you have accepted the privacy policy.

To Complete a Data Capture Form, you must accept the privacy policy in order to Submit the form.

Recruiter Searches for the Test Candidate

As a Recruiter, navigate to Recruiting→Candidates, and search for the candidate. Note that you can search on candidates’ responses.

  • For standard Candidate Profile fields, select the field from the Background dropdown list.
  • For a field added through the Candidate Profile Extension, select the field from the Profile Extension dropdown list.

After searching, choose the desired candidate’s name to view their profile.

Select a Candidate by selecting the Profile Extension Field, for example, their area of concentration (major).

Test Candidate Changes Their Password

The candidate receives the auto-generated email, selects the password link, resets their password, and now has a working account in SAP SuccessFactors Recruiting.

If the candidate opted-in to Hear more about career opportunities, they can receive email campaigns. If they selected Consent to Email Alerts, they will receive job alert emails.

Example of an Auto-generated Email to Set Password.

Leading Practices: Data Capture Forms

Data capture forms can be used creatively to fulfill a customer’s need to collect candidate data without using an application.

  • Rather than using the Create an Account page to capture the information to create a new candidate profile, some customers present a data capture form when the candidate selects Join the Talent Community.
  • In this way, additional fields can be added to the form, and the page can be formatted to match the company’s branding.
  • Notice that the Country field is at the top of the form. After selecting Country, it takes a couple of seconds for the data privacy statement to be presented. To avoid a delay once the candidate gets to the bottom of the form, the Country field is presented at the top.
Example of a Data Capture Form in Place of Create an Account Page.

Data Capture Form or Create an Account

Consider the following:

  • Most customers use the Create an Account form to create a candidate profile for new candidates, but some customers use a data capture form instead.
  • The use of a data capture form is more versatile. For example, additional fields can be added to the form.
  • However, when using a data capture form, candidates must create their login credentials in a separate step, and they are not presented with the Forgot your password? option.
Example of a Create an Account page.

Pros and Cons of Data Capture Forms Versus Create an Account

Considerations include pros and cons for both the data capture form and the Create an Account options.

  • For both:
    • Both the use of a data capture form or the Create an Account page creates a candidate profile for new candidates, which makes the candidate searchable in SAP SuccessFactors Recruiting.
  • Data capture form:
    • Can add other fields to the form.
    • Can attach a resume, but note that resume parsing is not enabled for data capture forms.
    • Can format the page. For example, use two columns, add other components and images.
    • If a candidate profile already exists, there is a way for recruiters to send an email campaign to existing candidates so they can complete new fields. The recruiting organization will need to create a process to support this.
  • Create an Account:
    • Login credentials (email and password) are created for the candidate when the Create an Account page is completed.
    • Data privacy options are presented so the candidate can choose whom to Make my Profile Visible to.
    • If the candidate already has a candidate profile, they can use the Forgot your password? option to log in.
    • After a new candidate creates an account, they are directed to their new profile.

Test the Data Capture Form

This video shows how to test the data capture form.

Business Example

Complete a data capture form as if you were a candidate, then search for the candidate as a recruiter, and view their candidate profile. Finally, open the auto-generated email and change your password as the candidate.

Task 1: Complete the Data Capture Form (Candidate)

Steps

  1. From your career site, in the header under Not Finding a Job?, select Engineering Students interest form. (If you did not set this header link, navigate to the landing page from CSB, edit the page, and choose Preview.)

  2. Complete the required fields on the form.

    1. For Email Address, use an email address that you have access to.
    2. For Country, select United States.
    3. For Area of Concentration (Major), enter Engineering.
    4. For What year will you graduate, select 2024.
    5. Select Choose File and select Dummy_Resume.pdf or another file.
    6. Select Consent to Marketing and Consent to Email Alerts.
    7. Choose I have reviewed the Data Privacy Consent Statement and then choose Accept.

  3. Choose Submit.

  4. View the form. The form will be replaced with the following: Thank You. Your information has been submitted.

Task 2: Search for the Candidate (Recruiter)

Steps

  1. From Recruiting Management, proxy as a recruiter, Paula Price. Navigate to Recruiting→Candidates.

  2. From the Profile Extension dropdown list, select Area of Concentration (Major).

  3. Enter Engineering in the field and choose Search.

  4. Accept the results and scroll down to view them.

  5. Choose the candidate's name who completed the form to view the new profile.

  6. Choose the icon for Candidate Profile Extension to view this candidate’s responses.

Task 3: Change Your Password (Candidate)

Steps

  1. Check your email for an email with the Subject: Thanks for Submitting Your Information. Open the email and choose the password link.

  2. Enter a new password and select Submit.

  3. Choose Sign In.

  4. Enter the email address and password and choose Sign In.

  5. Navigate through the candidate profile.

  6. Expand Search Options and Privacy and notice the options that the candidate chose.

  7. Expand Jobs Applied and notice that the candidate has not applied for a job.

Data Capture Form Updates for Existing Candidates

Candidates cannot update Candidate Profile Extension fields on data capture forms.

Candidate Profile Extension Fields and Candidates

Only permissioned internal users can directly enter updates to Candidate Profile Extension fields.

Candidates can log in to their account to update standard fields on the candidate profile. But remember that candidates currently cannot view the Candidate Profile Extension on their profile. Data capture forms are intended for use by new candidates. Information captured on the form is not saved for candidates who already have a candidate profile.

Example of a message that displays for existing candidates. The message says the following: There's already a profile associated with the email address you provided, so we can't create a new profile.

For existing candidates who submit a form, the information is not saved unless they were sent a link to the form via an email campaign. When the candidate is sent a link, only fields that were not previously completed are presented. Candidates cannot view or update existing values for Candidate Profile Extension fields.

Data Capture Form Updates for Existing Candidates

Recruiters do a search on the Data Capture Form Code to identify existing candidates who have unsuccessfully submitted the form by searching for "Visited." The recruiter can select these candidates and add them to an email campaign.

To search for Candidates Who Unsuccessfully Submitted a Data Capture Form, on the Keyword and Item Search tab, find the Data Capture Form and, for Candidate Activity, select Visited from the dropdown list.

Email Campaign that Links to the Data Capture Form

In order for the data capture form landing page link to pass through authentication when sent in an email, the link must be inserted in the email using the link button. Do not paste the link directly into the email. Copy the link for the landing page, and paste it into the URL field. Provide the text for the link in the Display Text field. The second screen capture shows how this link displays in the email.

Send an Email Campaign with a Link to the Data Capture Form.
Example of a Complete Form Link in Email Campaign.

Data Capture Form Field Completion

Data capture forms cannot be used to update existing fields that have already been completed by the candidate. Only new fields added to forms and not already completed by the candidate will be shown on the data capture form when they return to it via the link delivered in an email campaign.

Two examples of Complete Blank Fields Data Capture Forms.

Summary

  • Test a data capture form by previewing the landing page in Career Site Builder and submitting it like a new candidate, using an email you can access (for example, forwarding services or Gmail "+1/+2" aliases); country selection triggers the privacy policy display and must be accepted before Submit.
  • Verify results as a recruiter in Recruiting → Candidates by searching for the candidate and their responses (standard fields via Background dropdown; extension fields via Profile Extension dropdown), then reviewing the candidate profile and account-creation email flow.
  • Data capture forms can replace "Create an Account" for joining a talent community and are more flexible (extra fields, page formatting, resume attachment—though no resume parsing), but credential creation happens in a separate step and there is no "Forgot your password?" at that point.
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