Administering Recruiting Business Rules

Configurable business rules may be created to support client recruiting processes by defaulting values, validating fields, and building functions.

What are Business Rules?

Business rules are a way to add application logic to determine the outcome of a change made to data in the system. In other words, you can set up a logic so that if something happens then an action will take place.

Example:

IF the employee is eligible for stock (AND company is SAP_USA), THEN the initial stock grant is set to 200.

A business rule consists of the following parts:

• Rule ID, Rule Name, Rule Type (information about the rule itself)
• IF/THEN statement

You can only have one IF statement, but it may have multiple conditions (as seen in the above example).

You may add several THEN statements for one rule. For example, THEN initial stock grant is set to 200 and target bonus amount.

Further you can also add ELSE statements for any one rule.

An example would be IF Country = USA, THEN set EEO Category to EEO-US1, ELSE set Notes = Non-USA.

Some prerequisites must be met before you can get started with configurable business rules. First, you must have enabled the following provisioning settings:

1. Provisioning→Company→Company Settings→Enable Generic Objects
2. Provisioning→Company→Company Settings→Enable Recruiting Business Rules

These must be completed by Professional Services consultants at this time, as these features are enabled in the back-end tool.

Next, you need to assign permissions to your administrator user.

1. Admin Center→Manage Permission Roles
2. Administrator PermissionsMetadata Framework→Check all boxes

Once the prerequisites are met, we can start building rules! Let’s start with using a real-world recruiting example:

As a hiring manager creating a requisition, I want to default my location, division and department onto the job requisition fields with values based on my organizational structure.

In other words, we want to auto-populate some fields to save the hiring manager time when completing the requisition form.

Let’s break this down by steps:

1. Navigate to Admin Center, once the prerequisites have been met, and find Configure Business Rules
2. Click Create New Rule
3. Select Recruiting Rule and provide a Rule Name/Rule ID. Rule Type is unnecessary for Recruiting rules and Start Date should stay as the default 01/01/1900 setting. Here, we have chosen Job Requisition.

Once the details and information of the rule is entered, we can get straight to work on defining our rule.

Here, I’ve created an IF/THEN expression so that if the hiring manager’s division is Corporate Global Services, then it will automatically populate the department, division and location fields on the requisition.

This is an example of a Recruiting Business Rule IF/THEN expression where data fields will automatically populate on the job requisition

Let’s work on a simple rule next. In this scenario, you want a job requisition form to always have the country of position set to United States (US). Here are the steps that have been taken to accomplish this task:

1. Navigate to Admin Center→Company Settings→Configure Business Rules
2. Click Create New Rule and then Recruiting Rule
   1. Rule Name: SubStatusReqCountry
   2. Rule ID: SubStatusReqCountry
   3. Start Date: 01/01/1900
   4. Rule Type: No Selection
   5. Base Object: Manager Requisition – SubStatus (replace with your individual requisition form name)
   
3. Click Continue
4. For the IF expression, select Always True
5. Click the pencil icon in the Then expression line
   1. Select Output Type: Set
   2. Select Left Expression: Country (standard derived country field)
   3. To be equal to Value: United States (US)
   
6. Click Save

Whenever a recruiter originates a requisition using the Manager Requisition – SubStatus Country requisition form, the country will always default to United States! As you work through this on your own, you’ll see that a whole host of other values may be pre-populated as well. Simply click Add Expression (see screenshot above) and you can add as many fields as needed.