Creating Data Capture Forms

Objectives

After completing this lesson, you will be able to:
  • Describe how Data Capture Forms may be used and where the information is saved.
  • Create a Data Capture Form.
  • Create additional fields using the Candidate Profile Extension.
  • Enable the Country field and data privacy options on a Data Capture Form.
  • Associate a specific job alert to a Data Capture Form.
  • Add a Data Capture Form to a landing page.
  • Complete and submit a Data Capture Form.
  • Enable existing candidates to complete 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 regarding the Country field are performed, that field doesn't display on 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 HR831, Recruiter Experience Administration, to create a Data Privacy Consent Statement from 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.

Additional Fields in the Candidate Profile Extension

Using the Candidate Profile Extension, additional fields can be created to be added to Data Capture Forms. For example, recruiters may want to gather information such as "What is your major?" or "How many years of retail experience do you have?" Currently, the Candidate Profile Extension is visible for Recruiting users and not yet visible to Candidates on their Profile. Please do NOT store any recruiter-only data in Candidate Profile Extension, as this object will be candidate-facing in future releases.

Supported field types for Candidate Profile Extension fields:

  • String (text)
  • Boolean
  • Pick list
  • Number
  • Decimal

Important: When setting up Data Capture Forms, if the data doesn’t sync or appear at all, run the metadata refresh from Admin Center→OData API Metadata Refresh, and then log out of SAP SuccessFactors HCM and log back in. Refreshing your browser may also help. If the data is still not refreshed, request that clear cache be run from Provisioning: MDF Cache Tool→Clear cache.

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

Business Example

Before adding the form to a landing page, you will add questions related to the number of years of experience that the candidate has.

ExerciseStart Exercise

Task 1: 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 at the right, select Make Correction.

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

    1. In the Maximum Length box, enter 2.

    2. From the Data Type dropdown list, select Number.

    3. On the same line, click Details.

    4. Scroll down to the Label field and enter Years of sales experience.

    5. If you do not want the field to be required on the Data Capture Form, select No for Required.

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

  6. Add another field in the same way, and name the new field yearsManagement. (The full name will be cust_yearsManagement.) Use Years of management experience for the Label.

  7. Scroll to the bottom of the main Object Definition page and click Save.

  8. Navigate to Admin Center→OData API Metadata Refresh And Export.

  9. Click the Refresh button next to Cache.

Task 2: Add Fields to the Data Capture Form

Steps

  1. To refresh the list of fields available for data capture forms, close and reopen Career Site Builder.

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

  3. Edit the Remote Sales Manager form.

  4. On the Layout page, click +Add.

  5. Select Years of sales experience and Years of management experience. Close.

  6. Move the two new fields above the Resume fields.

  7. Select Save.

Steps to Create an MDF Picklist in the Candidate Profile Extension

If you need to add a picklist type field to a Data Capture Form, first create the Candidate Profile Extension for the picklist options, and then create the Candidate Profile Extension field. In this example, the question "What year will you graduate?" is created for inclusion on a data capture form.

  1. At the top right of the Admin Center→Configure Object Definitions page, from Create New, select Picklist.
    • For Code, enter gradYear.
    • For Name, enter What year will you graduate?
    • For Status, select Active.
    • For Effective Start Date, enter 01/01/1900 .
  2. Skip to the Values section of the page.
    • For External Code, enter 2022.
    • For Label, enter 2022.
    • For Status, select Active.
  3. Repeat the previous step to add additional years (2023, 2034, and so on).
  4. Save.
  5. Still on the Configure Object Definitions page, from the Search box select Object Definition.
  6. From the second box, use typeahead to locate and select Candidate Profile Extension.
  7. From the Take Action list at the right, select Make Correction.
  8. Scroll to the bottom of the Fields section and in the box containing cust_ , enter gradYearPicklist.
    • From the Data Type list , select Picklist.
    • On the same line, click Details.
    • In the Valid Values Source field, enter gradYear.
    • Scroll down to the Label field and enter What year will you graduate?
    • Click Done.
  9. Scroll to the bottom of the Object Definition page and click Save.
  10. Run the metadata refresh from Admin Center→OData API Metadata Refresh.
  11. Log out and log back in.

Create a Landing Page and Add a Data Capture Form

Business Example

You will create the Landing Page for prospective Remote Sales Managers, and then add the Data Capture Form that you created. Finally, you will associate a specific job alert to be sent to candidates who complete the form.

ExerciseStart Exercise

Steps

  1. Within CSB, navigate to Pages→Landing Pages.

  2. Click +Add and enter the following values:

    1. Name:Remote Sales Manager

    2. Locale: English

    3. Brand: Red

  3. Save.

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

  5. For Show two columns, select YES. We will configure the first column now, and later add a Data Capture Form to the second column.

  6. Using the slider, make the columns equal widths: 50% and 50%.

  7. Click the Column 1 link to add components.

    1. Add a Text component and Large Image component.

    2. Click the Text component, and for Header Text, enter Best Run Sales Managers work remotely!

    3. Click the T icon to the left of the field, change the font size to 32, and select Best Run Blue.

    4. Enter the following Body Text:

      Our Red brand is growing, and we would love for you to join our salesforce. We are currently seeking sales managers with a strong customer service focus who set and achieve sales goals and onboard and train new sales associates. Please complete the form and we’ll be in touch!

      Are you an experienced salesperson who would like to ramp-up your skills for a management position? Complete the form to receive notifications about new sales openings, plus learn about leadership training opportunities such as "Build your Coaching Skills" and "Characteristics of Highly Effective Sales Managers". We want you to succeed with our organization!

    5. Save Draft.

    6. Open the Large Image component and upload the image file, Sales_Managers.jpg. Add Alt Text: professionals.

    7. Change the Image Position to Top Left so that it resizes correctly for candidates using a mobile device.

    8. Change Max. Height of Image to 524.

    9. Publish and preview.

  8. Click the Column 2 page to add the Data Capture Form.

    1. Click Add Component and select Data Capture Form.

    2. Click to open the new component.

    3. On the Details page, from the Data Capture Form field, select Remote Sales Manager.

    4. For Data Capture Form Code, enter Remote Sales Manager.

    5. For Data Capture Form Header, enter Sound interesting? Let’s talk.

    6. Click the T icon and change the size to 24 and the color to Best Run Blue.

    7. For Data Capture Form Instructions, enter The data you provide will only be used to contact you about present or future opportunities. Your information will not be shared with any third parties.

    8. For Existing User Message, enter Thank you for submitting your information. If you have previously submitted this form, a recruiter will be in touch with you.

    9. Save Draft.

    10. Click to open the Styles page. No changes are required.

    11. Click to open the DPCS page. Change the Link Font color to Best Run Blue.

    12. Publish and preview.

  9. While still viewing the Data Capture Form component within the Landing Page in Career Site Builder, add a customized job alert.

    1. Click on the Job Alerts tab.

    2. Click the Add Filter button.

    3. Select the desired Field Name and Values. Best Run wants candidates who complete the form to receive a job alert every week when there are new jobs in the Sales Division. For Field Name, select Division, and for Values, select Sales.

    4. Click Done.

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.

Data Capture Form Completion and Submission

To test a Data Capture Form after adding it to a Landing Page:

  1. Preview the page from Career Site Builder and complete the form as a candidate would.
    • Remember that the privacy policy text does not display until after the country/region is selected on the form, and you cannot click Submit until you have accepted the privacy policy.
  2. When you receive the auto-generated email, click the link and set your password.
    • This candidate now has a working account (Candidate Profile) in SAP SuccessFactors Recruiting.

Note

Important! Be sure to use an email address that you actually have access to so that you receive the automated email.

Recruiting Users View of the Candidate’s Profile

To search for candidates who have completed a form:

  1. Navigate to Recruiting→Candidates.
  2. From the Activity dropdown list, select Data Capture Form.
  3. Select the Data Capture Form code that you added when the form was added to the Landing Page.A screenshot shows the Candidates tab in Recruiting. The page includes search options and filters focused on a remote sales manager position. The page includes an Activity dropdown with Data Capture Form selected.
  4. After searching, click on the desired candidate’s name to view their profile.
  5. Click the icon for Candidate Profile Extension to view the candidate’s responses to the custom questions on the form.A screenshot showing an icon for Candidate Profile Extension and a window that pops up with details of the Candidate Profile Extension after selecting the icon.

Test the Data Capture Form

Business Example

In this exercise, you will act as both a recruiter and as a candidate to test the form.

ExerciseStart Exercise

Task 1: Recruiter Adds a Tracking Link

Steps

  1. Navigate to the new landing page you created on the Best Run site from CSB→Pages→Landing. Click to edit the Remote Sales Manager landing page, and then preview the page.

  2. Copy the URL, for example, https://sfeduXXXXX.sapsfdemojobs.com/red/lp/Remote%20Sales%20Manager/928ba9eaf1f4b458/.

  3. In SAP SuccessFactors Recruiting, navigate to Recruiting→Source Tracker→Campaign URL Builder. If you are directed to the login page, use an incognito browser. 

  4. Paste the landing page URL in the URL field. Notice that the Campaign URL field is populated with the same information. This is where the source tracking will be appended.

  5. From the Type dropdown, select Social Network.

  6. From the Source dropdown, select Twitter.

  7. In the Campaign Name field, enter RemoteSalesManager. Notice that the following information was appended to the original CSB URL: ?utm_source=twitter&utm_campaign=RemoteSalesManager.

  8. Click Copy URL next to the Campaign URL field. If this was an actual production site, this is the link you would post to Twitter.

    Note

    Additional Types and Sources can be enabled from CSB→Tools→Site Source Editor.

Task 2: Candidate Completes the Data Capture Form

Steps

  1. From the new Remote Sales Manager Landing page, complete the Data Capture Form.

    1. For Email Address, use an email address that you have access to.

    2. For Country, select United States.

    3. For Years of sales experience, enter a number.

    4. For Years of management experience, enter a number.

    5. Click Choose File and select Dummy_Resume.pdf or other file.

    6. Select Consent to Marketing and Consent to Email Alerts.

    7. Click I have reviewed the Data Privacy Consent Statement and then click Accept.

  2. Click Submit. A Working icon will display at the bottom and then the form will be replaced with the following message: Thank You. Your information has been submitted.

Task 3: Candidate Changes Their Password

Steps

  1. Check your email for an email with the Subject: Please set your password for your account with Best Run.

  2. Open the email and click the password link.

  3. Enter a new password and click Submit. The following message displays: Your password has been updated successfully.

  4. Click Sign In.

  5. Enter the candidate’s email address and password and then click Sign In.

  6. Navigate through the Candidate Profile.

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

  8. Expand Jobs Applied and notice that the candidate has not applied for a position.

  9. If you make any changes, notice that the Primary Phone field under Profile Information is required in order to click Save.

Task 4: Recruiter Views the Candidate's Profile

Steps

  1. Log in to SAP SuccessFactors HCM and proxy as a recruiter, Paula Price.

  2. Navigate to Recruiting→Candidates.

  3. From the Activity dropdown list, select Data Capture Form.

    1. For Data Capture Form, select Remote Sales Manager.

    2. For Candidate Activity, select Any Status.

    3. For Submission Date Range, select today.

    4. Click Search.

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

  5. Click the candidate's name to view the new profile.

  6. Click the icon for Candidate Profile Extension to view this candidate’s responses to the custom questions. (Remember that the candidate does not see this information when they view their own Profile.)

Data Capture Form Updates for Existing Candidates

Data Capture Forms are intended for use by new candidates. Information captured on the form is not saved for candidates who have previously applied for a position in SAP SuccessFactors Recruiting.

For candidates who have not previously applied but have already completed a Data Capture Form, if they resubmit the form, the information is not saved unless they were sent a link to the form via an email campaign.

Recruiters can do a search on the data capture form code and identify existing candidates who have unsuccessfully submitted the form by selecting Visited from Candidate Activity. When the candidate is sent a link to the form via an email campaign, only fields that were not previously completed are presented. When the candidate submits the form, the successful completion is described as updated.

A screenshot of the Submitted, Visited, and Updates status.

Email Campaign with a Link 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.

A screenshot of the link button and a pop-up window titled Insert/Edit Link

This screen capture shows how this link will display in the email.

A screenshot of an email including a link entitled Complete Form.

Completing the Data Capture Form

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. Candidates should return to the Candidate Profile to update existing information.

Learning

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