Creating Data Capture Forms

Objective

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

Data Capture Forms

When Candidate Relationship Management is enabled, the ability to configure Email Layouts and Data Capture Forms appears in Career Site Builder. Remember that landing pages are used in campaigns to capture specific traffic and organize potential candidates into talent pools. Forms can be added to landing pages to capture new leads (candidate information). After the form has been submitted, the data is saved to a Candidate Profile. If the candidate later applies for a job, their basic information will already exist. 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.

Please refer to this example of a Data Capture Form on a landing page for engineering students as you read through the setup instructions in this section.

The screenshot shows a sample Data Capture Form on a landing page for engineering students.

Several standard fields from the Candidate Profile are available for use on the forms, such as First and Last Name, Email, and Phone Numbers. See a list below. Ensure that the desired field is first added to the Candidate Profile template, using the data type shown in the table below. After updating the template in Manage Templates, from Admin Center→OData→API Metadata Refresh and Export, click Refresh.

A list of the fields that can be used on the Data Capture Forms under RCM Property and Expected RCM Property Types

Using the Candidate Profile Extension, more fields can be created and added to Data Capture Forms. This is described later in this section. Customers may also want to add the Resume Upload option to their Data Capture Forms.

A screenshot of the Data Capture Form showing the option to select the + Add button to add fields

When creating the form, there are three choices for Label Type. Label Only creates standard field labels displayed outside the fields. Ghost Text creates field labels inside the fields themselves. Customers may also populate Both.

To change the Label or Ghost Text, while editing the form, click the ＞ (down arrow) icon before the field name and enter the desired text. Note that after adding the form to a landing page, the alignment of the label and ghost text can be adjusted from Landing Pages→select to edit the page→click on the column→click on the Data Capture Form→Styles→Field Alignment.

A screenshot showing a down arrow next to the field name and input in the following fields: Enter your first name and First Name

Recommendation to Add a Data Privacy Consent Statement

The Data Privacy Consent Statement (DPCS 2.0) is recommended to be presented on the Data Capture Form, detailing how you will handle the candidate’s personal data. If not, candidates who complete the Data Capture Form don’t get email campaigns, unless an opt-in email is later sent and accepted. Even if the other steps for the Country field are completed, that field doesn't appear in the list of fields to add to the Data Capture Form unless a Data Privacy Consent Statement is configured.

Please refer to the instructions in SAP SuccessFactors Recruiting: Recruiter Experience Administration (HR831) to create a Data Privacy Consent Statement in Admin Center. A Data Privacy Consent Statement has been created in your Best Run training instance.

Note that when the Country object is updated, to reflect the changes on an existing Data Capture Form, you need to click on the > icon before the Country field and click the Refresh Picklist button, as shown below.

A screenshot showing a down-arrow next to the Country field and a Refresh Picklist button

Create a Data Capture Form

Business Example

As described in Candidate Relationship Management Use Case 2, Best Run is expanding their salesforce, and seeks to recruit for the position of Remote Sales Manager. You will create a landing page on the Best Run CSB site for the Remote Sales Manager role. In this exercise, you will create a Data Capture Form containing the standard fields for the landing page. In the next exercise, you will create additional fields to add to the form. Then, you will create the landing page and add the form. To begin, you will view the existing Engineering Career Fair Data Capture Form.

ExerciseStart Exercise

Task 1: View the Data Capture Form for the Engineering Career Fair

Steps

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

  2. Click the Edit (pencil) icon to open the Engineering Career Fair form.

  3. View the Details and Layout tabs and note the fields that were added.

  4. To view the landing page containing this form on your Best Run career site, navigate to CSB→Pages→Landing.

  5. Click the Edit (pencil) icon for the Engineering Students page.

  6. Briefly view the tabs and then click the Preview button. (A link may be also available to open the existing data capture form. Look for Engineering Students Interest Form under Not Finding a Job? in the header of the Best Run site.)

  7. Notice how the form fields are presented on the page. (Note that you can complete this form, but do not populate the non-standard fields – School, Major, and Year you will graduate – as those fields were not configured in the instances set up for this class.)

Task 2: Create the Data Capture Form for Remote Sales Manager

Steps

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

  2. Click +Add.

  3. For the Name field, enter Remote Sales Manager and select the English Locale.

  4. Click 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. Click to open the Layout page. Notice that the required fields are automatically populated.

  8. Use the arrow buttons to reorder the existing fields:

    1. First Name

    2. Last Name

    3. Primary Email

    4. Primary Phone

    5. Country

  9. Click +Add.

  10. Add the following fields:

    1. Resume

    2. Consent to Marketing

    3. Consent to Email Alerts

  11. Click Close.

  12. Click Save.

  13. Click on the ＞ icon before the Country field, and click the Picklist button to view the list of countries. If the Country picklist has been updated, click the Picklist button and then Refresh Picklist.

The Data Capture Form Submitted - Welcome and Set Password Email Trigger and Email

Important: If this step is not performed, potential candidates cannot login and change their password to finish creating their account!

In the next exercise you will create the email template shown below, along with a trigger to send the email.

A screenshot of a sample email template

Configure the Data Capture Form Submitted - Welcome and Set Password Email and Trigger

Business Example

The last step to configuring a Data Capture Form and Landing Page is to configure an email template and trigger so that potential candidates can set their login credentials to access their new account.

ExerciseStart Exercise

Task 1: Create the Email Template

Steps

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

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

  3. For Status, select Enabled.

  4. Enter the Subject and Body for the email template, including the tokens shown in double square brackets below.

    Subject: Please set your password for your account with Best Run

    Hello [[RECRUITING_CANDIDATE_FULLNAME]],

    Thank you for your interest in Best Run. By submitting your information on our website, a candidate account was started. To access this account and to provide additional details, please click this link 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. Click Save Changes.

Task 2: Create the Email Trigger

Steps

  1. Navigate to Admin Center→Recruiting Email Triggers.

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

  3. From the pane on the right, click Enable.

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

  5. Confirm that Recipients contains Candidate.

  6. Click Validate Standard Tokens and view the message at the top of the page.

  7. Click Save.

Addition of a Tracking Link to the Landing Page

Before posting a link to a landing page online or disseminating it in other ways, a tracking link needs to be added so that the campaign results are reportable in Advanced Analytics. From SAP SuccessFactors Recruiting→Source Tracker→Campaign URL Builder, enter the URL for the landing page, select the location where the link to the page will be posted, and add a Campaign Name. If desired, generate a Shortened URL, and post the resulting link.

A screenshot showing the Source Tracker tab, and under Source Tracker, a Campaign URL Builder tab, and an option to select Copy URL.

Summary

  • Data Capture Forms collect candidate information on landing pages, automatically creating Candidate Profiles for future job applications.
  • Forms include standard Candidate Profile fields and can be enhanced with custom fields through Candidate Profile Extension.
  • A Data Privacy Consent Statement is recommended to enable email campaigns and display the Country field.
  • Configure the Welcome and Set Password email template and trigger to allow candidates to access their accounts.
  • Add tracking links using Campaign URL Builder before posting landing pages to enable campaign reporting in Advanced Analytics.
Learning
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