Configuring the Evergreen Requisition

The evergreen requisition lets you pool potential candidates for positions that are critical and are hard to fill, or when many positions are available and require a permanent list of potential candidates. The requirements are more generic and not linked to a specific office location, as an example. As a Recruiter or a Hiring Manager, you can forward the candidate from evergreen requisition to standard job requisitions when it’s available for a regular hiring process.

The Job Requisition Type field allows users to identify which is a "parent" or evergreen requisition, and which requisition is a "child" or standard requisition. When a user enables the Evergreen Requisition field on a requisition, the system will mark the requisition as Evergreen.

The Job Requisition Type is a template field. You can configure the Job Requisition Type field as read-only in the job requisition template and configure the label from Manage Job Requisition System Field Labels in Admin Center.

The Job Requisition Type field is displayed on a job requisition only if the field is configured in a job requisition template. In the field definition, the Job Requisition Type ID is sfstd_jobReqType.

Considerations include the following:

• This is a standard field.
• Since it’s a template field, you can configure an appropriate permission for the Job Requisition Type to view it on a job requisition.
• You can configure the Job Requisition Type field anywhere on the template.
• The order of display in the UI follows order of definition in the template irrespective of whether the evergreen field is configured in the template or not.

Once the Evergreen and Job Requisition type fields and the Link Child Requisition button has been configured on the JRDM, the recruiting user will now be able to enable job requisitions to be Evergreen Requisition types, as well as link any appropriate positions to the Evergreen requisition.

Configuring the evergreen requisition requires the Evergreen field to be configured on the JRDM. When the Evergreen field is enabled when a position is created, this will create the "parent" job requisition. The parent job requisition will be used as the evergreen requisition, sourcing candidates for longer periods of time.

Considerations include the following:

• You can’t create an evergreen requisition through SuccessFactorsAPI, and job requisition import.
• Evergreen and Requisition Type fields aren’t available in the business rules. The Evergreen field that was available in business rules in the previous release is now removed completely from business rules.
• If you have configured and saved business rules involving Evergreen field, those rules may not work. Please revisit the rules to modify them.

Configuring the Evergreen Requisition feature also requires that the "Link Child Requisition" button is configured on the JRDM. This will allow "child" or standard requisitions to be linked to the evergreen requisition. When configuring the "Link Child Requisition" button on the JRDM, ensure that only the operators who should be able to link requisitions to the evergreen requisition have the appropriate permission.

Using this button, when the organization is ready to open a "head-count" relevant position, they can create the necessary standard requisition (through Position Management, or manually in the Recruiting solution) and link this child requisition to the evergreen requisition (or parent requisition).

When using the Evergreen functionality, it is highly recommended to create a new applicant status set specifically for Evergreen job requisition templates. The purpose of the Evergreen feature is to provide recruiters with a sourcing job requisition that can be left opened for prolonged periods of time, as they continue to recruit for the same role. Recruiters should not hire a candidate directly in an Evergreen job requisition. Instead, the selected candidate should be forwarded to a "head-count" job requisition (tied directly to an open position within the company).

To prevent recruiting users from being able to hire a candidate in an Evergreen job requisition, create a simplified applicant status set without the following statuses:

• Background check related statuses
• Offer related statuses
• Onboarding or transitional related statuses (especially those tied to Manage Pending Hires in Admin Center)

To create a new applicant status set, follow these steps:

1. Go to Admin Center → Edit Applicant Status Configuration.
2. Choose a method of creating a new applicant status set.
   • To create one based on a similar existing one, go to Take Action → Duplicate.
   • To create one from scratch, choose Add New.
3. A new status set is created. By default, it contains a set of predefined applicant statuses that are necessary for the recruiting process to run correctly.
4. Enter the name of the new evergreen status set. You can also give it a description to ensure users understand this is only applicable to evergreen requisitions.
5. To add a status to the status set, choose Add New Status and select the statuses you want to add in the dropdown menu. Then scroll to the bottom of the menu and choose Add. The dropdown menu contains a list of the statuses in the base set configured in Provisioning.
6. To add a status group to the status set, click Add New Status Group.
7. To edit the status group, enter a Status Group Name and a Status Group Label. The Status Group Labelappears on the Talent Pipeline. Select the statuses to include in the group from the list of statuses of the same type.

Once a new applicant status set is created for the Evergreen job requisition, remember to map the new applicant status set to the job requisition template. The applicant status set is mapped in the job requisition template by using the following code: 

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<application-status-config>
  <application-status-set name="Evergreen Status Set"/>

In some cases, a new application template may be required by the customer. While it is not necessary, it is important to understand your customer’s requirements in full detail.

If your customer would like the candidate to complete new or different fields while applying to an Evergreen requisition, a new application template will be required. Remember, an application template can host some conditional configurations based on the country of the job the candidate is applying to, and the candidate type (internal or external). However, the system cannot accept conditions based on the type of job the candidate is applying to.

When creating the new application template, configure the appropriate application fields as necessary along with the "Forward as Applicant" button. For the Evergreen feature to work properly, this button is required to allow forwarding of a candidate’s application from the Evergreen parent requisition to the child requisition.

Recruiters or the hiring team can forward the candidates as an applicant from the evergreen job requisition to the child requisition in the Default status. So, the Forward as Applicant functionality creates an application for a candidate as if the candidate has applied to the job requisition and saved in Recruiting.

When a candidate is Forwarded as an Applicant, the system always creates an application in the ‘default status’, provided the system will determine data for all mandatory fields in the resulting application.

If mandatory data is missing, the application creation would fail. Apart from a few differences, Application processing with Forward as Applicant action is similar to how ‘Forward to Requisition’ works.

The Forward as Applicant feature can be enabled using a button configuration under job application template linked to the requisition from which the candidate is forwarded. This button should be permissioned to all Recruiting operators who should be able to use the Forward as Applicant feature.

Recruiting users can forward a candidate's application by using one of the following ways:

• Candidate Summary page → Actions menu
• Candidate’s Application → Take Action → Forward → Forward as Applicant
• Candidate Workbench → Actions menu
• Jobs Applied Portlet on the Candidate’s Application → Take Actions → Forward as Candidate

When the Recruiting user takes the action of forwarding a candidate as an applicant, they will be prompted to search for the relevant job requisition that the candidate should be forwarded to.

The Forward as Applicant feature is not specific to the evergreen requisition and can be used generally. When a candidate is forwarded as an applicant to a job requisition, a banner displays on the candidate’s application that they have been forwarded as applicant to the selected job requisitions. In the internal and external Career portal (mobile and non-mobile apply), candidates can now view the applications to which they were forwarded as an applicant in the Jobs Applied section.

Forward as applicant is based on the privacy setting that a candidate sets on the My candidate profile, Make My Profile Visible to option (only relevant if Make My Profile Visible to is configured).

The following table provides the candidate privacy options that a candidate can set for a profile.

The candidate privacy settings affect forwarding a candidate using the Forward as Applicant functionality. While forwarding the candidates as an applicant, if the candidate privacy setting has restricted view, then the candidate isn’t forwarded to a requisition.

Considerations include the following:

• When forwarding an external candidate, users can only forward as an applicant to job requisitions that are posted to the external career site. If an internal candidate is being forwarded as an applicant, the recruiting user can only forward the candidate to jobs that are posted to the internal career site.
• Assessment information, background check results, and interview results are not carried forward to a new application. Instead, you can view the information from the new application.
• For the Forward as Applicant functionality, late-stage isn’t a prerequisite.
• While setting the application status as new application, if single stage is enabled, application creation fails if mandatory fields aren’t provided. If multistage is enabled, mandatory fields are validated for the default state.
• If the candidate was forwarded by an agency or as an Employee Referral, their original source will carry with the candidate’s application after they have been forwarded as an applicant.
• A recruiter can forward a candidate as an applicant from an evergreen requisition to its child requisition, irrespective of the candidate visibility option. The candidate visibility is set by the candidate by using the Make my Profile Visible to section on the Candidate Profile creation page.
• A user can choose to forward multiple applicants as well as a single applicant by using this feature.

Once the new Evergreen application template is created, remember to import the application template in Provisioning → → Recruiting → Edit job requisition application template.

If using a different application template is a requirement for your customer, you would update the Evergreen requisition to use the "Evergreen Application Template" by modifying the application-template-name parameter in the XML.

This line is inserted just above the last line of code in the requisition:

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<application-template-name name="Evergreen Application"/>