Setting Up Roles and Permissions in Career Site Builder

Objectives

After completing this lesson, you will be able to:
  • Add new users to Recruiter Single Sign On.
  • Set up role-based permissions in CSB for users who will maintain the Career Site.

Best Run Use Case

Best Run has been live on their career site built with Career Site Builder for approximately six months and are quite satisfied with the result. They have identified a few changes that they would like to make to their CSB site, and would also like to start making use of the features in Candidate Relationship Management. You will learn how to make those updates in this course.

In addition to creating and updating pages on their CSB site, Best Run intends to update a number of global elements, including the following:

  • Set permissions for users within Career Site Builder
  • Modify system text
  • Modify site colors
  • Modify a job layout
  • Modify the search options
  • Update the header and add a footer

We will begin by setting up roles and permissions in Career Site Builder.

Enable Recruiter Single Sign On

Recruiter Single Sign On (Recruiter SSO) is a prerequisite for accessing Career Site Builder. Recruiter SSO is also required for any user who needs to access Advanced Analytics. In other words, Recruiter SSO is required for CSB admin users.

Your consultant enables the appropriate settings for Recruiter SSO within Provisioning and Command Center. Recruiter Sync is automatically run from within Command Center once per day, to add any users who have been granted this permission. When you add the permission to a new user, you can run Recruiter Sync immediately from Career Site Builder→Settings→Site Configuration→Site Integrations.

To add new users to Recruiter SSO, enable the permission from Admin Center:

  1. From Manage Permission Groups, ensure that the user is included in the role that was created for recruiters and admins who need to access Career Site Builder.
  2. From Manage Permission Roles, select the role (group) to be updated.
  3. Under Permission Settings, click the Permission button.
  4. Select Recruiting Permissions on the left, and check the box for Recruiter RMK SSO Permission on the right.
  5. Select Manage Recruiting on the left, and check the box for Manage Career Site Builder on the right.
  6. The leading practice is to provide Recruiter SSO users with access to Admin Center. To do this, select Admin Center Permissions on the left, and check the box for Access Notifications Center Administrator Preferences on the left.

Recommend that Career Site Builder users add Manage Career Site Builder as a Favorite so that they can open CSB from the home page in SAP SuccessFactors HCM.

Enable Role Based Permission in CSB

After granting permission to Career Site Builder, all users with Recruiter SSO permission will have all admin permissions in CSB. To restrict what users can do within CSB, set up roles and permissions within CSB.

Note

Setting up roles in Career Site Builder is very important now that many back-end settings are available within CSB that should only be accessible to trained admins.

Permissions can be created for the different sections within CSB, such as Global Settings, Global Styles, Locales, Brands and Pages. You can also permission image upload and font upload separately.

Firs, configure the roles, and then assign the roles to Career Site Builder users (the users set up with Recruiter SSO). Note that you can only assign one role per user, so plan your roles carefully.

CSB Roles: Use Cases

The leading practice is to provide your Recruiting super admins with the Is CSB Admin permission. Remember to do this immediately upon enabling roles in Career Site Builder. These users will have all permissions in CSB, and they can set up roles going forward. Do not assign a specific CSB role to these users.

Other admins may be provided with all permissions with the exception of back-end and technical functions. It is leading practice to create a role for technical users which includes global settings, Java script, custom components, pages, and site setup permissions. Note that we do not recommend changing Site Kits after a site has been created; restrict that permission to only the super admins And customers commonly have a user or team who maintains the pages on the career site (Update Pages, for example), but these users do not import/export from the site.

There are many other ways for customers to segment permissions. Among others, examples include the following:

  • If you have multiple brands, a user or team may be permissioned to edit the brand elements.
  • Specific users may be responsible for updating pages for different locales.
  • Sometimes, the responsibility for data capture forms and landing pages are separate from other pages. The recruiter submits requirements and the page is built for them.

Add a Role

  1. Navigate to CSB→Users→Roles.
  2. First enable CSB Role Based Permission.
  3. Create the Roles.
  4. Assign Roles to Admin Users.

Note

Once you enable Roles in CSB, it is very important that you assign Admin permission to at least one user during the same session.

A screenshot of the Roles sections showing a toggle set to On for CSB role-based permissions and a list of roles and role descriptions under Roles

Assign Roles to Admin Users

  1. Navigate to CSB→Users→Roles→Admin Users.
  2. Click the pencil icon next to the user’s name and select the Role to assign.
  3. Be sure to assign Is CSB Admin to at least one user.
  4. Assign Enable SSL Notification to admins who should receive an email reminder at 90 days, 60 days, 30 days, and 7 days before the SSL certificate expires.

For the use case shown below:

  • The HR Coordinator has Is CSB Admin assigned (has all permissions in CSB).
  • Carol Clark has been assigned the Admin Role.
  • Lora Okamoto has been assigned the Technical Role.
  • Paula Price and Grace Griffin have been assigned the Update Pages Role.
  • Henry Howard and Olivia Ollie are part of Recruiter SSO but cannot access CSB because they have no permissions assigned.
Role-based permissions table showing admin users and data about each, including their roles, and CSB admin status

Example: Admin Role

Some sample permissions for the Admin Role.

A screenshot of sample permission for the Admin role

Example: Technical Role

Some sample permissions for the Technical Role are shown in the figure below. Users with Site Configuration permissions are presented with a popup banner when the certificate is going to expire in less than 90 days.

A screenshot of sample permission for the Technical role

Sample Permissions for Update Pages Role

Some sample permissions for the Update Pages Role.

A screenshot of sample permission for the Update Pages role

Note

Note that when you begin setting up roles and permissions in CSB, the Recruiter SSO users will not be able to log in to CSB until after the Recruiter SSO sync has run. By default, it’s set up to run once per day, though it can be run immediately from CSB→Settings→Site Configuration→Site Integrations.

Accessing Career Site Builder

Admin users can access CSB from Admin Center→Manage Career Site Builder.

Set Up Roles for Users in Career Site Builder

Business Example

Best Run’s recruiting leadership understands the importance of setting permissions within Career Site Builder. You will create some basic roles that are commonly used, and assign roles to the users who are part of Recruiter sync.

ExerciseStart Exercise

Task 1: Confirm Settings for Recruiter Single Sign On

Steps

  1. Log in to SAP SuccessFactors Recruiting as the HR Coordinator (admin).

  2. Navigate to Admin Center→Manage Permission Groups.

  3. Open the Staffing group and note that it’s a dynamic group containing all members of the Staffing Department. When a new person is added to the Staffing Department, they will be set up with the Recruiter SSO permission within 24 hours, or an admin can run Recruiter Sync from CSB→Settings→Site Configuration→Site Integrations.

  4. Navigate to Admin Center→Manage Permission Roles

  5. Open the Staffing role, click on Permission, and confirm the following settings. If you enable any permissions, be sure to save your work.

    1. Recruiting Permissions→Recruiter RMK SSO Permission

    2. Manage Recruiting→Manage Career Site Builder

    3. Admin Center Permissions→Access Notifications Center Administrator Preferences

Example

Note

It is more common for admins to have permissions in Career Site Builder, but in our use case, we will practice with the HR coordinator plus members of the Staffing Department (recruiters).

Task 2: Enable CSB Role-Based Permission and Create Roles

Steps

  1. While logged in as the HR Coordinator, navigate to Admin Center→Manage Career Site Builder or, for class, you can open Career Site Builder from Command Center.

  2. Within CSB, navigate to CSB→Users→Roles.

  3. Click the Admin Users tab and confirm that the HR coordinator and members of the Staffing Department are listed. You may need to click the Refresh icon near the top right.

  4. Enable CSB Role Based Permission at the top of the page and click Confirm.

  5. Click the Roles tab and create the three roles listed below.

    Follow these steps:

    1. Click Create Role.

    2. Enter the Name and Description listed below. Click Save.

    3. Select the permissions for each role as shown in the screen captures in the text above this exercise. Click Save.

    4. After creating each role, navigate back to the Roles page using the back arrow at the top to create the next role.

    Three roles to create, with descriptions:

    • Admin Role: Global Settings and Styles, Pages, and so on, but not back-end and technical permissions or user admin
    • Technical Role: Global Settings including JavaScript and Custom Plugin, but not Site Kits, Pages, Site Setup
    • Update Pages Role: Maintains pages including Data Capture Forms; not Import/Export

Task 3: Add Roles to Users

Steps

  1. From CSB→Users→Roles, click to open the Admin Users page.

  2. Locate the HR Coordinator in the Admin Users list and click the pencil icon to edit user.

    1. For Is CSB Admin, select ON. (Do not select a Role for this user.)

    2. For Enable SSL Notification, select ON. (This user will receive an email reminder at 90 days, 60 days, 30 days, and 7 days before the SSL certificate expires.)

    3. Choose Save.

    4. Use the back arrow to return to the Admin Users page.

  3. Click the pencil icon for Carol Clark (or for another user who was synced to CSB).

    1. For Role, select Admin Role. (Do not select Is CSB Admin for any user besides the HR Administrator above.)

    2. For Enable SSL Notification, select ON.

    3. Choose Save.

    4. Use the back arrow to return to the Admin Users page.

  4. Click the pencil icon for Lora Okamoto (or for another user who was synced to CSB).

    1. For Role, select Technical Role.

    2. Choose Save.

    3. Use the back arrow to return to the Admin Users page.

  5. Click the pencil icon for Paula Price (or for another user who was synced to CSB).

    1. For Role, select Update Pages Role.

    2. Choose Save.

    3. Use the back arrow to return to the Admin Users page.

Task 4: Test User Access

Steps

  1. Log in to SAP SuccessFactors Recruiting as the admin, HR coordinator. To access Career Site Builder from Admin Center, you may want to use an incognito browser. 

  2. Navigate to Admin Center→Manage Career Site Builder.

    1. Navigate through the CSB menu and notice that the HR coordinator has all permissions.

    2. From the main navigation menu at the top left, select Home.

  3. Proxy as Paula Price.

    1. Navigate to Admin Center→Manage Career Site Builder.

    2. Navigate through the CSB menu and notice that Paula’s permissions within CSB are limited.

    3. Select Home from the main navigation menu.

  4. From the user menu, select Become Self.

Example

Note

During class, be sure to log in to SAP SuccessFactors Recruiting as the admin (HR coordinator) so that when you navigate to Admin Center→Manage Career Site Builder, you will have all permissions in Career Site Builder. Alternatively, during class, you can open Career Site Builder from Command Center, as described in an earlier exercise.

Learning

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