Configuring SAP SuccessFactors Recruiting Posting Settings

Objectives

After completing this lesson, you will be able to:

  • Create and manage posting profiles and groups
  • Associate a posting profile with a user
  • Add a job board to a job board list
  • Associate a job board to posting profiles
  • Manage packs for job boards
  • Manage job board availability settings for job boards
  • Add school job boards
  • Associate school job boards to posting profiles
  • Map job requisition fields to job board fields
  • Configure job board posting rules

Posting Profiles and Groups

Posting Profiles

A posting profile is a job posting entity that must be associated with one or several recruiting management users, usually recruiters. A user can have any number of different posting profiles. A posting profile is used to define job boards, job board configurations, and job board contracts that a user with permission can access.

Recruiters with assigned profiles can manage their job postings. A posting profile can be set up, so that it mimics a company organization by brand, by location, by contract type, and so on. Jobs can be posted on behalf of the organization, office, brand, subsidiary, and so on. The name of the posting profile does not necessarily have to match to an employee name, but can be used as a shared posting entity. It is recommended to use it as an organizational type under which several recruiters are associated. This way you can then create a tailored posting profile organization.

Posting Profile Data Protection and Privacy Compliance

A user can deactivate or delete a posting profile in line with data protection and privacy requirements. Deactivating sets the posting profile to inactive. An inactive posting profile can be displayed by using the filter menu on the left panel. An inactive posting profile will be entirely deleted and purged after 30 days of deactivation.

If the posting profile is deleted, it will be removed, and data associated with it will be purged. In this same action menu, you can download personal data report of any posting profile before it is deleted. The data exported will be username, first name/last name, email, telephone, address, location, and so on.

Note that if you remove a posting profile after having posted a job with it, you will have limited actions on the job posting, such as adding a job board, editing job postings, and reposting on one job board will not be available as the job needs to be re-associated to an existing posting profile. The only posting action available is the global repost on all the job boards as this action creates an entirely new posting and consume one Recruiting Posting credit. It will start from the posting profile selection step. You will then post with a new posting profile, among the ones your user has been associated with.

Groups

Groups are optional and can contain posting profiles or other groups. Most of the actions done with a group will be inherited by the posting profiles and the groups within this group (for example, setting job board availability to a group, associating a configuration, associating a contract, associating a job board). It is possible to remove empty groups, and also groups that contain posting profiles after confirming that users agree on removing all groups and posting profiles inside this group.

Groups are typically be used by bigger companies as groups can be created to match company organization structure. Posting profiles can be grouped by office location, brand, contract type, and so on. When groups are used, create the group first, and then add posting profiles inside the groups to create the needed structure.

Make sure that at the last level of company structure, at least one posting profile is created. If not, the structure will not be usable. It is not possible to post any job with a group; a user needs to be assigned to a posting profile and not the group. A group is a container, not a posting entity.

Company Descriptions

The configured company descriptions will be automatically retrieved into the job posting form. As you use a posting profile to post a job, you must set the company descriptions that your recruiters will need (language and content). You can set several company descriptions, such as default and optional. You can add, edit, and remove company descriptions at every level of your company organization (root level, group level, or posting profile level). The company descriptions will be prepopulated in the Recruiting Posting job posting form according to the job requisition available languages.

Some specific behaviors rule the company descriptions between entities (groups and posting profiles) according to the hierarchic structure of your company.

  • If a company description exists at upper level in your company organization, requesting the same company description language at your current level will prepopulate this field with the closest existing description (when ascending bottom to top level).

  • If you did not set a company description at one posting profile level, the closest upper level company description will prepopulate the posting form during job posting, according to the languages available in your job requisition.

  • If you edit a company description from upper level, this will not update the lower levels company description if those have been edited before.

Users to Posting Profile Association

Every Recruiting Management user must have at least one posting profile assigned to be able to post jobs to a job board via Recruiting Posting.

The methods of assigning a Recruiting Management user to a posting profile are as follows:

  • Assign one shared posting profile to several Recruiting Management users.

    This method is the typical way that a Recruiting Management user is assigned a posting profile.

  • Assign several posting profiles to one Recruiting Management user.

    By using this method, the user can access different job boards with different settings. There is no restriction on the number of posting profiles assigned to one Recruiting Management user.

  • Copy the assigned posting profiles from one user to another.

    For example, User A is used as a reference user. Other users will inherit the posting profiles associated with User A, along with job board configuration settings.

To create new group or posting profile, proceed as follows:

  1. Select the bottom-left button.

  2. Choose whether you want to create a group or a posting profile.

    Note
    You can add posting profiles inside groups to create your company organization.
    1. To create a group: Select Group and complete the information.

    2. To create a posting profile:

      1. Select Posting Profile.

      2. Fill in the required information. First name and last name refers to the person in charge of this posting profile. Some job boards will have the profile name pushed on the job board, some will display only the company name. Make sure that the profile information and its company information is filled for each profile.

      3. Set additional company description languages. Depending on the job requisition available languages, the posting profile’s company description will be automatically retrieved if an additional company description has been set for these languages.

Job Board Integration

Some job boards are not integrated with Recruiting Posting, that is, they will not be displayed in any job board catalog of Recruiting Posting.

Each customer can request 10 job boards integration per calendar year. Before requesting a new integration, please make sure that the following prerequisites are completed:

  • Contact of a qualified person on the job board side for such an integration

  • Valid contract, in case the job board requests it

A request can be submitted directly from the Job Board Market Place section, using the Request a new job board button on the top-right corner of the screen.

Integration requests are completely free of charge (if the requirements have been followed). An integration request might not go through for the following reasons:

  • The job board refuses or does not answer to the technical integration with Recruiting Posting.

  • The job board is not technically limited for such an integration.

Detailed job board information includes the following:

  • Information on whether the job board is paid or free. Job boards marked with a $ sign in the top-right corner are paid job boards. Those with a green Add sign are free job boards. Be careful, some of the free job boards require posting credits to post the job. When adding a job board to the Job Board list, make sure that the customer has a contract with those job boards that require a contract.

  • Job duration information indicates for how long the job will be posted before it has to be reposted again. If the job board is a paid job board, job board credits will be charged.

  • A job board’s detailed description is available under Learn more.

Job Board Market Place: Reliability Index

The reliability index is available on the job board overview page. It offers a calculation of a statistical reliability indicator for each Job Board Market Place's job board. It considers various factors: the number of customers associated, integration quality, job board’s feedback, and so on. Thus, a job board with a good reliability index is likely to have a high-standard integration with Recruiting Posting, be responsive, and give feedback.

The reliability index includes the following labels:

  • Standard: Integration with this job board is functional, but might have room for improvement regarding its technical quality.

  • Enhanced: Integration with this job board is reliable due to a solid relationship and positive feedback.

  • Optimal: SAP recognizes that the integration with this job board has the highest level of reliability thanks to its optimal technical quality and SAP’s privileged relationship with them.

  • New: The job board was integrated to SAP SuccessFactors Recruiting Posting less than 6 months ago.

Addition of a Job Board to My Jobs Boards List

To add job board to the My Job Boards list, proceed as follows:

  1. Find the job board you would like to add using the search option or filters on the left side of the screen.

  2. For paid job boards, select if you want to continue with Basic (quick way to set up a job board) or Advanced Configuration (entering more details but providing more flexibility).

After adding the job board to the list of job boards, the user will need the job board to be activated to post jobs to it. To do so, the user will need to complete a job board configuration. It can be a value, or a set of values, such as client ID, login/password, email, or token, that allows Recruiting Posting to authenticate the customer to the job board.

Depending on the job board, the information requested from the customer can vary. For most of the job boards, all the configuration is set between Recruiting Posting and the job board. In this case, to trigger the activation, inform a name for the configuration (by default, the value "Customer @ Job Board" is set).

For some job boards (for example, LinkedIn), the user will need to enter credentials (login/password). For free job boards, no credentials are requested and entering a configuration name is enough to activate the job board. The activation of a job board can require some actions by the customer, by the job board, by Recruiting Posting, or by a combination of them. Note that fields that need to be completed in the configuration section might vary based on the specific job board requirements.

Types of Configuration

The types of configuration include the following:

  • Basic configuration

  • Advanced configuration

Basic Configuration

Basic configuration associates the job boards, contracts, and configuration to all posting profiles and one single contract.

Advanced Configuration

In contrast to the basic configuration where all posting profiles are assigned to a single job board contract and a single job board configuration, advanced configuration lets you set up your job board configuration(s), job board contract(s), and posting profiles individually, giving you more flexibility. In fact, for one job board, it is possible to have several configurations that are not assigned to all posting profiles. It is also true for the contracts.

All settings are done in the Manage My Job Board section, therefore if users select the advanced configuration option when adding the job board, they will be redirected to the My Job Boards section automatically.

Note
It’s important to note that in the production environment, before adding the job board to the list, make sure that you have the credentials for the job board available.

A job board must be fully activated to post the jobs to it. Activation can take a few days.

Note
For free job boards, you can connect to all users immediately.

My Job Boards

The My Job Boards section contains all job boards that were added from the Job Market Place.

An admin user can maintain job board settings as follows:

  • Search through the job boards and update the job board details (associated posting profile or groups, update configuration, or contract information).

  • Add a new job board.

  • Delete the job board: Active job postings associated with deleted job board will be available until end of the posting duration period. Note that if a job board is deleted but some job postings are still active, the jobs will be posted until their expiry date and the user will not be able to repost it on this job board.

Job Board Page Overview

From the Manage my Job Boards area, a user can do the following:

  • Associate posting profiles to a job board.

  • Add or modify contracts and configurations for a job board.

Information is divided into the following tabs:

  • Posting Profiles and Groups

  • Configurations

  • Contracts

Job Board Market Place

The Job Board Market Place contains most of the job boards (free, paid, and school job boards) that are integrated with Recruiting Posting. Some of the job boards might not be available in Job Board Market Place but Recruiting Posting has a technical integration with them. As they require complex integration, they are not open to self-service administration from the Job Board Market Place.

The Job Board Market Place configuration workflow is designed to guide our customers through the different steps required to send job postings using Recruiting Posting. Everything can be setup in one single interface: Enter your customer credentials and select the posting profiles that will be able to access the job board.

To enter credentials, use the Add link associated with the job board.

Continue by using the wizard to select the posting profiles associated with the job board.

Note that those job boards are available in the job board catalog, along with all the job boards available in the Job Board Market Place. The job board catalog is available on the Partner Delivery Community and the Customer Community. This document is updated every quarter for the product release.

Some of the job boards provide a sandbox to test job postings from the Recruiting Posting Preview environment. These job boards have a Sandbox Available label.

Configurations Tab

Associating a job board configuration to a posting profile sends job postings with the correct credentials to the job boards. It is mandatory to complete information in this tab as it confirms the link between the job board and the customer.

Users can associate a configuration to one or to multiple posting profiles. Additional posting profiles can be assigned from the Posting Profile and Groups sub tab if needed.

To complete the Configuration tab, proceed as follows:

  1. Select the Configuration tab and click New configuration.

  2. Enter Credentials.

  3. Define the posting profiles that will be sharing these credentials.

  4. Save your data.

You can check the job board configuration status in the Status column. If the job board is not configured properly you will see a status of "Configuration error". Open the Configuration tab, review the information, and update as needed.

Note, that in the Preview/Testing environment, the status will be still displayed as correctly configured because no confirmation from job board will happen.

Note that the credentials information requested for a job board configuration in the Credential section can be different from one job board to another. Some job boards require login/password (LinkedIn); some require token generation on the job board website.

Configurations are not editable as soon as they are fully validated. To assign additional posting profiles to a job board configuration, you should create a new configuration. A best practice is to assign the configuration at the level of the group when you create a new configuration. Then, any profile added to this group afterwards will inherit the configuration (assuming you may have additional posting profiles to create in your company organization).

Credits Management

When posting job to any job board via Recruiting Posting, the following types of credits are:

  • Job Board credits

Job Board Credits

Each time a user posts a job to a paid job board, one job board credit specific to this job board will be used. Job board credits are bought directly from the job board and details are included in the contract.

Information about job board credits are maintained in Admin CenterManage Recruiting PostingManage my Job BoardsContracts. Information entered here is used to calculate the cost of the posting.

Note that very few free job boards also require job board credits. Credits are charged once a certain number of job are posted. All details regarding credits is available in the contract signed with the job board.

Packs Tab

Associating a contract with several posting profiles allows a user to set rules of dispatch between these posting profiles. It is also possible to associate a contract to only one posting profile. The contract information is used to calculate the job board credit consumption and calculate the total posting cost of one job.

To create a new job board contract, proceed as follows:

  1. Select New Pack.

  2. Complete the information in Pack Details tab.

    • Select For a pack field if you have purchased a pack of job board credits from the job board. Update the information in this tab with the newly purchased pack information and save the contract. It is recommended to enter a fixed value of credits into the Credits field.

    • Select Per Unit field if you consume freely credits and the job board charges you on a regular basis. In this case, define the job board credits unitary cost field as well. The number of credits should be set to "infinite" as you will be charged based on what you consumed.

    • A user can include additional details, such as contract information and other helpful notes, in a comments box while creating a job board pack. Comments, once added, are editable when the user views the job board pack.
  3. Allocate job board credits between posting profiles.

    1. Use the > button to drill down to the level of the groups or posting profile you want to assign the job board credits.

    2. To assign job board credits select Edit and enter the number of credits that should be assigned to the selected posting profile or group. By setting unlimited, your profile will use the job board credits as long as there are some available.

    3. Save your data.

  4. If there is any other job board that should be linked with this contract you can associate it in the Associated Job Boards tab. Please note that this job board has to be already added to My Job Board section.

It is highly recommended to complete information in this tab based on the information from contract with a job board. As it is not mandatory, if the information is not entered, this profile and the other profiles under one configuration will consume the job board credits without any restriction indefinitely.

If the information does not reflect the actual contract information with the job board, at some point, jobs will not be posted on the job board due to an error sent from the job board or the job board will not be available anymore at the job board selection step.

In cases where the company has several contracts with a job board (for example, job boards in Europe and U.S.), billed in Euros and US dollars, both contracts need to be configured so credits can be calculated properly.

Note that some information in this tab might be already completed if the job board was added to the list using the basic configuration option.

Posting Profiles and Groups Tab

Associating a job board to a posting profile (or a group) makes the job board visible on the job board selection step. The options for job board availability when posting jobs are as follows:

  • Default: The job board is available for the selected posting profiles. The user can decide whether the job should be posted to the job board or not.

    Preselected: When a job board is set as preselected, the job will be posted to the job board unless it is cleared when the job is being posted.

  • Mandatory: The job board must be used for all postings for the selected posting profiles. It is not possible to clear this job board during the posting process.

My School Job Boards

A user can maintain My School Job Board settings as follows:

  • Authorize a specific posting profile or group to post jobs to the school job board: Choose Edit Set of Posting Profiles and select the posting profiles to be associated. Only users assigned to these posting profiles can post jobs on this job board.

  • Delete a school job board: Choose Delete school on the top-right action link.

  • Add a school job board: The user will be redirected to the Job Board Market Place to add a school job board.

My School Job Boards Association to Posting Profiles

In the Configurations tab, specific credentials can be assigned to selected posting profiles and groups. Access to various school job boards can be managed the same way as for other job boards.

Job Posting Rules and Field Mapping

You can either map a job posting field with a job requisition field or define an auto-fill value for a job posting field. These actions will speed up the job posting process since job posting fields will already be completed. This means that your recruiters won't have to waste time filling out so many fields manually. The table only shows supported fields. Click the plus (+) sign to add a new rule.

Adding a Job Posting Rule

When adding a new job posting rule, select a map with requisition fields or define auto-fill values for a job posting field. The arrow directs you to further configuration regarding the contract and details.

1st level: By clicking Add fields and scrolling the list of available fields, you will define, for a particular job posting field, which job requisition field will be associated.

2nd level (only for job posting fields which are picklist type): You will define, for each value of the selected job requisition picklist (selected in level 1), which value of the job posting picklist the association will be made.

Note that if the job posting field is a picklist type, then you will only be able to associate a picklist type among the job requisition fields available. It is possible to concatenate several job requisition fields with + button and reorganize the display order when mapped in Recruiting Posting by using the up or down arrows.

Note that the job requisition fields from all existing job requisition templates will be listed (there might be some duplicates in this list). To make sure that the field mapping is effective no matter which job requisition template is used for a job requisition, a best practice is to concatenate the job requisition fields from each template into one single job posting field (for instance, concatenate the job requisition fields "Function_Template_1" + "Function_Template_2" + "Function_Template_3" for the job posting field "Function").

Auto-Fill Value

Auto-fill value sets a default value that will be systematically pre-filled when a recruiter completes the job posting form.

Location Object in Recruiting Posting Field Mapping (Jobs with Multiple Locations)

When completing the field mapping for all location information, users have the option to use the "Map to location Foundation Object (Multiple locations supported)" rule. When using this field completion rule, Recruiting Posting will populate the following job board fields with the information stored in the Location object:

  • Location
  • Postcode
  • Country/Region

If multiple locations have been selected in the job requisition for a job, the job can be posted to multiple locations at once on the job boards that support multiple locations. This avoids the need to create several job postings for different places. Previously, you could post a job to a single location at a time. To post jobs to multiple locations, you had to post the same job several times for the same position.

Please note that not all job boards in the Job Board Market Place support job postings with multiple locations. Job boards that do not support multiple locations provide only the primary location to post the jobs.

Specific Job Board Rules

Recruiting posting capabilities have significantly increased the job requisition fields which pre-populate the job posting fields. Now, through the job posting rules tile, object fields and new field types, such as salary, check box, and multiple choice, are supported to auto-fill values.

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