Using a Data Capture Form

Objective

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

Data Capture Form Completion and Submission

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 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.
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:

Navigate to Recruiting→Candidates.
From the Activity dropdown list, select Data Capture Form.
Select the Data Capture Form code that you added when the form was added to the Landing Page.
After searching, click on the desired candidate’s name to view their profile.
Click the icon for Candidate Profile Extension to view the candidate’s responses to the custom questions on the form.

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

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.
Copy the URL, for example, https://sfeduXXXXX.sapsfdemojobs.com/red/lp/Remote%20Sales%20Manager/928ba9eaf1f4b458/.
In SAP SuccessFactors Recruiting, navigate to Recruiting→Source Tracker→Campaign URL Builder. If you are directed to the login page, use an incognito browser.
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.
From the Type dropdown, select Social Network.
From the Source dropdown, select Twitter.
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.
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

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.
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

Check your email for an email with the Subject: Please set your password for your account with Best Run.
Open the email and click the password link.
Enter a new password and click Submit. The following message displays: Your password has been updated successfully.
Click Sign In.
Enter the candidate’s email address and password and then click Sign In.
Navigate through the Candidate Profile.
Expand Search Options and Privacy and notice the options that the candidate chose.
Expand Jobs Applied and notice that the candidate has not applied for a position.
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

Log in to SAP SuccessFactors HCM and proxy as a recruiter, Paula Price.
Navigate to Recruiting→Candidates.
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.
Accept the results and scroll down to view them.
Click the candidate's name to view the new profile.
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.

Data Capture Form 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. Candidates should return to the Candidate Profile to update existing information.

Summary

Test a Data Capture Form by previewing the landing page in Career Site Builder, completing the form as a candidate (including selecting country/region to display the privacy policy, accepting the privacy statement to enable Submit), and using the automated email link to set a password and activate the Candidate Profile.
Add campaign tracking before sharing the landing-page URL by using Recruiting → Source Tracker → Campaign URL Builder (choose Type/Source, enter a campaign name, copy the appended URL such as ?utm_source=...&utm_campaign=...; enable additional types/sources via CSB → Tools → Site Source Editor).
Recruiters can locate and review submissions via Recruiting → Candidates filtered by Activity = Data Capture Form and the form code; view custom-question responses in Candidate Profile Extension.

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