Creating Applicant Statuses

Objectives

After completing this lesson, you will be able to:

  • Create a base set of applicant statuses
  • Create a status set from the base set
  • Configure individual status settings
  • Create a status group
  • Troubleshooting the applicant status set

Applicant Status Base Set

Learn about managing the screening process.

The applicant statuses base set is configured in Provisioning. There is only one base set. Think of the base set as a "master" set that defines the complete set of available statuses in an instance.

Base Set of Applicant Statuses

Considerations for the base set of applicant statuses include:

  • Base set must be configured first

  • Status sets are created from this base set

  • Some statuses are in the system by default and cannot be removed (see green box in the figure, Base Set App Status)

  • All configurable base set statuses have one of the following status types (see red box in the figure, Base Set App Status)

    • In Progress: Used when applicant is being processed

    • Disqualified: Disposition status, for example "Reject"

    • Onboard (not shown in the figure): Used with the integration of Verifications, Inc.

Base Set Categories

Most categories are simply used in a logical manner for reporting purposes but have no system-related functionality today, as shown in the figure, Base Set Categories.

Base Set Creation

To create a base set, follow this process:

  1. In Provisioning, navigate to Managing RecruitingApplicant Status Configuration.

  2. Click the Edit Base button.

  3. Click the Add New button.

  4. Select a status Type: In Progress or Disqualified.

  5. Enter a status name, assign a status category, and click Save.

  6. Repeat steps 3, 4, and 5, until all statuses have been added to the base set.

  7. To save, click I’m Done.

    Note
    Statuses cannot be deleted once added to the system. Unnecessary statuses in the base set are simply not chosen when creating a status set in Admin Center.

Status Set Creation

Status sets are usually a sub-set of the base set, although they can be the same if only one status set is needed. The following list provides additional information about status sets:

  • Only one status set is allowed per JRDM and is named in the XML.
  • Different status sets require separate JRDMs.
  • Once a status set has been configured, it cannot be deleted.
  • Multiple status sets can get complicated. Try to keep it simple.

Status Set Association in the Job Requisition Data Model

The status set association in the Job Requisition Data Model (JDRM) contains different names as per requirements.

Reasons for Using Multiple Status Sets

The reasons why you use multiple status sets include:

  • Workflow for an executive job requires four interview steps.
  • All other jobs in the company require just two interview steps.
  • Two JRDM templates would be required – one for executives and one for a general template.
Note
The base set would contain all four interview statuses.

Steps: To Create a Status Set

Status sets may be created by using Admin Center or Provisioning.

Hint
Professional Service consultants should create all necessary status sets, but train administrators to configure them.

To create a status set by using Admin Center, follow these steps:

  1. Navigate to Admin CenterEdit Applicant Status Configuration.
  2. SelectAdd New to add your first status set.
  3. Once you have a status set in the instance, from the Take Action link, select Edit or the name of the status set.
  4. To add a new status, select Add New to see the list of the base set options.
  5. Choose which statuses from the base set you want to add.
  6. Select the appropriate statuses to include, and then select Add.
  7. Because new statuses are disabled by default, select All to view of the status sets.

Default System Statuses

These system statuses are automatically added to your status set from the base set. Note that the internal label may be changed to a desired label.

  • Forwarded

    • An internal person with permissions (or an agency) has forwarded a candidate to a requisition.

  • Invited to Apply

    • Used when the candidate is added to a requisition but has not yet applied, but after initial screening, you want them to apply.

  • Default

    • Normally, the internal label is changed to New Application.

  • Auto-Disqualified

    • Disqualified by answering disqualification questions incorrectly.

  • Withdrawn by Candidate

    • Lets recruiters know the candidate withdrew himself or herself.

  • Requisition Closed

    • Non-hired applicants can be dispositioned here for a closed requisition.

  • Declined DPCS

    • Only added if data privacy settings are enabled. Used for candidates who have revoked their acceptance of the data privacy consent statement after applying to requisitions.

Note
It is possible to restrict Forward and Withdraw statuses and corresponding counts from users without the Visible To privileges.

Status Configuration Options

Statuses can be set up to automatically trigger certain actions, be viewable to certain roles, and be seen differently by internal users and applicants.

Config Options

To access status options, click the status name or select Edit from the Take Action dropdown menu to open the status, as shown in the figure, Config Options.

Review the Field Options in Applicant Status table in the SAP SuccessFactors Recruiting Management Implementation Guide for comprehensive explanations of all fields.

Languages and Required Statuses

Language to Translate
This field needs to include at least one language (if there are no values in this menu, your changes will not save).
Required

Check this box if the status is required in the talent pipeline/candidate workflow. When selected, the candidate must be placed into this status before being placed into subsequent In-Progress statuses.

Application Status Labels

As a candidate moves through the Recruiting workflow, not all internal statuses need to be visible to the candidate. It is common to have a generic description for the candidate (for example, the applicant status is displayed as ‘In Progress’ whereas the Recruiting team sees the applicant status as ‘Interview’).

Config Options Labels

The config options labels include the following:

Internal Label
This field is used internally by recruiters and others.
Candidate label

This field is displayed to internal and external candidates. It is common to use "In Progress" or something similar for candidate processing statuses

Config Options Labels: Next Step

Next Step Text
This text displays for candidates on their jobs applied page and can inform them of the next steps.

Additional Status Options

Options are not available for most default statuses – see the Recruiting guide on the help.sap.com or the implementation guide for list of exceptions.

  • Enable this status only for internal candidates

    • Used for statuses that pertain to internal candidates only

  • Enable this status only for external candidates

    • Used for statuses that pertain to external candidates only (for example, a background check status)

  • Hide the status from users who do not have application statusVisible Toprivilege

    • Selected status will not be visible at all to the roles as defined in Visible To section (see the figure, Visible To Options for example of different views)

  • Hide applicant count from users who do not have application statusVisible Toprivilege

    • The number of candidates is not displayed to the roles as defined in the Visible To section (see figures, Options 1–3, for examples of different views)

Visible To Options

  • The figure, Option 1, displays the Visible To option with full permission.

  • The figure, Option 2, displays the view without Visible To permission and with applicant count hidden.

  • The figure, Option 3, displays the view without Visible To permission and with the status completely hidden.

Options and Hirable Options

Collect comment if this status is skipped
This box prompts the recruiter to add a comment if the status is skipped; the comment is then visible in the candidate audit trail portlet.
  • This option is only enabled if the candidate status is optional. If the Required field is checked, then the candidate application has to go through this status in the recruiting workflow. This option is then disabled.

Hirable Options

This is used in Recruiting to EC integration.

  • See the Recruiting Handbook for more information on this set up.

Application Status Emails

Emails can be triggered by status and automatically sent to the candidate and the recruiting roles.

Config Options Emails

  1. First, the email template must be configured: Admin CenterRecruitingManage Recruiting Email Templates.

  2. Then, the email template can be associated with a role.

The Selectable By Option

It is common for a customer’s recruiting process to have steps permissioned or visible only to certain roles and not to other roles.

Config Options Selectable By

  • The Selectable by feature allows customers to restrict permissions to move or advance a candidate to a particular status. For example, it may be that only the recruiter can move someone to an offer status, so only recruiter would be checked.

  • The figure, Config Options Selectable By, shows an example of where the Interview status is selectable only by the Recruiter and Hiring Manager for that requisition. If the Financial Controller views the candidates and looks at the ‘Move Candidate’ option or the Status dropdown, the Interview status option is not listed.

The Visible To Option

The Visible To option allows selected roles to view the candidates within certain statuses.

Config Options Visible To

If the Visible To option is not enabled for recruiting role status is available in the Candidate Pipeline but is grayed out for that role.

If the Visible To is not enabled then the following applies:

  • If Hide applicant count from the users who don't have application status Visible To privilege is enabled: The role can see the status but is not able to see count of the applicant

  • If Hide the status from users who don't have application status Visible To privilege is enabled: The role is not able to see the status within the talent pipeline neither the applicant count.

Status Groups

Related statuses can be grouped together to create a simplified and more manageable talent pipeline.

For instance, all statuses related to the interview process can be grouped into one status called Interview. This status could contain statuses related to the interview process (for example, Phone-screening, Interview 1, and Interview 2).

Status Group Creation

The process to create status groups is easy.

  1. Click Add New Status Group.

  2. Input the Name, Label, and select the applicable statuses to be grouped together.

  3. For In-Progress statuses, you also have the option to require the candidate to be assigned to at least one status in this group before they can move to the next status group.

Troubleshooting Checklist

A status is not showing in the pipeline. Use the following questions as a checklist for troubleshooting:

  • Has the status been created in the base set?

  • Has the status been added to the status set?

  • Has that status been enabled in the applicant status set?

  • Has a label been added for the applicant status?

In summary, each requisition uses its own applicant status flow, which is linked via the JRDM. Applicant statuses allow applicants to be entered into the system and moved through the pipeline.

Create and Configure Applicant Statuses

Business Example

Applicant statuses define a client’s talent pipeline throughout the hiring process. You are required to create and configure status sets.

Note
Default system statuses already exists in the systems. Additional statuses are already configured since one status set already exists in the system

Task 1: Edit a Base Set

Steps

  1. In Provisioning, edit the base set. dd the statuses in the table provided to the existing statuses in the base set. Remember, certain default statuses are automatically established in the system. Some statuses exist since one status set is already configured in the system.

    TypeStatus NameCategory
    In-ProgressPre-ScreeningScreening
    In-ProgressShort ListScreening
    In-ProgressInterviewAssessment
    In-ProgressOfferOffer
    In-ProgressHiredHired
    DisqualifiedNot QualifiedClosed
    DisqualifiedQualified but Not HiredClosed
    1. Log in to Provisioning.

    2. Navigate to Manage RecruitingApplicant Status Configuration.

    3. Select the Edit Base button.

    4. Select the Add New button.

    5. Enter the information provided in the following table:

      FieldStatus Name
      TypeIn-Progress
      Status NamePre-Screening
      CategoryScreening
    6. Click Save.

    7. Repeat sub-steps d) and e) until all statuses shown in the exercise table have been added to the base set.

      Note
      Default system statuses and some other statuses will be already available in the system.

Task 2: Create a Status Set from the Base Set

Steps

  1. In Admin Center, create a new status set called StatusSet1.

    New statuses are disabled by default. Toggle the view of your status set to "All" (as opposed to the existing view of "Active") in order to configure the new statuses.

    1. Log in to your instance.

    2. Navigate to Admin CenterEdit Applicant Status Configuration.

    3. Click Add New.

    4. In the new window, enter the information provided in the following table:

      Status Set NameDescription
      StatusSet1Default Status
  2. Add all statuses you just created in Task 1.

    Remember, certain default statuses are automatically added to the status set.

    1. Select Add New Status.

    2. Add all statuses you just created in Task 1.

    3. New statuses are disabled by default. Toggle the view of your status set to "All" (as opposed to the existing view of "Active") in order to configure the new statuses.

Task 3: Configure Status Options

Steps

  1. Configure the labels and options for the statuses in StatusSet1, using the data provided in the table:

    Status NameInternal LabelCandidate LabelNext Step TextOptions
    DefaultNew ApplicantApplication ReceivedThank you for applying.None
    Pre-ScreeningPre-Screening

    In Progress

    We are currently reviewing all applications.
    • Enable for internal & external

    • Collect comment if status skipped

    Short ListShort List

    In Progress

    We are currently reviewing all applications.
    • Enable for internal & external

    • Collect comment if status skipped

    InterviewInterview

    In Progress

    We are currently reviewing all applications.
    • Enable for internal & external

    • Collect comment if status skipped

    OfferOffer

    In Progress

    We are currently reviewing all applications.
    • Enable for internal & external

    • Collect comment if status skipped

    HiredHiredHiredWelcome!Enable for internal & external
    Auto DisqualifiedAuto DisqualifiedNo longer under considerationPlease apply to another opportunity.None
    Requisition ClosedRequisition ClosedNo longer under considerationPlease apply to another opportunity.None
    Hired On Other RequisitionHired On Other RequisitionHired On Other RequisitionWelcome!Enable
    Not QualifiedNot QualifiedNo longer under considerationPlease apply to another opportunity.Enable for internal & external
    Qualified but Not HiredQualified but Not HiredNo longer under considerationPlease apply to another opportunity.Enable for internal & external
    Withdrawn By CandidateWithdrawn By CandidateApplication WithdrawnPlease apply to another opportunity.None
    1. Update labels, next step text and option, as requested. After you finish, you will have the statuses available with the details as shown in the exersise step table.

    2. New statuses are disabled by default. Toggle the view of your status set to "All" (as opposed to the existing view of "Active") in order to configure the new statuses.

  2. Configure the Selectable By and Visible To options for the statuses in StatusSet1.

    Leave the default selections for all statuses, except for the following:

    1. The New Applicant status should only be visible to the Job Requisition Originator, Hiring Manager, and the Recruiter.

    2. The Pre-Screening status should only be selectable by and visible to the Job Requisition Originator, Hiring Manager, and the Recruiter.

Task 4: Create a New Status Group

Steps

  1. Create a new status group with the name and label Ad-hoc DQ.

    1. Select Add New Status Group.

    2. In the Status Group Name field, enter Ad-hoc DQ.

    3. In the Status Group Label field, enter Ad-hoc DQ.

    4. In the Group Type field, enter Disqualified

    5. In the Statuses field, enter Qualified but Not Hired and Not Qualified.

    6. Select Save.

    7. Once you have finished, click I’m Done.

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