Enabling Agencies in SAP SuccessFactors Recruiting

The functionality has to be enabled in Provisioning. Navigate to: Provisioning → Company Settings and select Enable Recruitment Agency Access.

Additionally, you can enable Agency Advanced Ownership Settings. In Company Settings enable one of the options:

• Ownership for requisition: If ownership is set at the requisition level, the same candidate can be submitted to unique requisitions by unique agencies.

• Ownership for duration: If ownership is defined as duration, the user can define a time period (for example, 30 days). Only the agency that owns a candidate can submit that candidate to requisitions for that time period.

Values can be changed in Provisioning after it has been selected. The new rules carry from that point forward.

The last option that can be enabled in Company Settings is Enable Posting to specific agencies. This setting is as well optional. If this option is enabled, a user can choose to post to any of the configured agencies, separately. If not enabled, jobs are posted to all configured agencies.

This setting can also be enabled in Admin → Manage Recruiting Settings → Agency Portal.

Please note that it is not possible to disable this functionality once it’s enabled. It is recommend that you consult the customer and take a formal sign-off before enabling.

Users can view all configured agencies when posting jobs. There are some limitations when posting a job to the agency:

• You can’t restrict viewing of agencies using permissions.
• You can only post to all users within an agency, not only one user within an agency.
• You can’t have different start dates and end dates for a job for different agency users.

For agency posting, a field called agencyPosting needs to be defined in the JRDM (similar to the internal and external posting fields), Also, permissions need to be enabled for the roles that should have access to post to agencies.

To be able to create and update agencies records in the Admin Center, an administrative user needs the following permissions: Administrative Permissions → Manage Recruiting → Set up Agency Access. This permission allows the user to set up and maintain the agency portal users’ access and is generally only available after the feature has been enabled.

Additionally, it is recommended that the user has the following administrative permissions assigned:

• Manage Recruiting Settings – allows the user to manage agency portal settings in Recruiting Settings.
• Edit Applicant Status Configuration – allows the user to update the agency facing labels per status and if desired set a recruiting email to trigger to the agency user when a candidate enters a status.
• Manage Recruiting Email Templates – allows the user to create an email template that will be linked with email triggers.
• Recruiting Email Triggers – allows the user to enable and update email triggers linked with agency functionality.
• Email Notification Template Settings – technically this permission is not needed if the default notification and signature text is kept but it is recommended that this permission is granted so a user can update the suggested notification language available by default in Recruiting Agency notification.

An admin user with relevant permission can set up and update agency details in Admin → Setup agency access. To create a new agency, the following information has to be defined:

• Agency ID - will be part of the token added to the agency user emails. Also used for logging into the agency portal.
• Agency name – can be used as a token in the agency related emails to agent, candidate, and recruiting user alike.
• Agency Country/Region – this is an optional field. Selecting the country from the available list allows the user to select the agency relevant to the recruiter's country. The valid values for this field come from a job requisition. It’s possible to select multiple countries from the list.
• Agency address, phone number, primary email address for contact.
• Enabled – select the checkbox. This will make the agency appear for recruiting users to post.
• Candidate ownership – this is the agent’s ownership of the candidate. It is only available if the ownership setting is set to the duration in Provisioning. This is set in days and the checkbox determines whether it resets with each submission or is counted from the original submission only.
• Candidate self-ownership - allow to prevent agency users from submitting known candidates. A candidate owns themselves if they created their own candidate account in the system – setting this to a very high number will prevent agency users from submitting known candidates. This also takes over after the agency ownership expires preventing them or another agency from submitting this candidate for that period. If checked, this setting will add the recruiter and their contact information to the agency view.
• Recruiter Details - if checked, this setting will add the recruiter and their contact information to the agency view.
• Users – add an agency user details that should be able to access agency portal, review posted jobs, and submit candidates.
• Change Language - used to switch between languages so the admin can provide translated contents for text presented to the agencies.
• Translations - displays the locale already saved for the fields.
• Duplication Message - the message displayed to the agency when they attempt to submit a candidate that is non-eligible for submission because the candidate is already available on the requisition or in the database, and currently owned.
• Agreement Text - the message that is presented to the agency when they attempt to submit a candidate. The agency must click to indicate their agreement to these terms. There is a limit to maximum of 512 characters. The client can provide a link to a hosted copy of the agency contract.
• Notes- notes that admin can access and the agency user can’t view.

Once all the data have been completed, select Save. Agency will be available on the job posting screen in the Agency Listing section in Recruiting.

The following email templates should be enabled with agency functionality:

1. Applicant Submitted to New Req by Agency that goes to the recruiter.
2. Applicant Submitted to New Req by Agency that goes to the candidate.
3. New Agency User Alert that goes to the agent once their login is activated by the admin.
4. And Agency User Re-Activated that also will go to the agent if needed.
5. New Job Posting to recruiting agency.

Templates 1-4 are recruiting email triggers, so will be sent upon certain action. Do not forget that body of the email has to be configured in Recruiting email template first and then associated with relevant trigger template in Admin → Recruiting Email Triggers.

Email template 5 is available in Admin → Email Notification Templates Settings and can be managed from here.

When configuring these email templates, you can use these specific tokens that are only relevant for Agency Email triggers.

• Applicant Submitted to New Req by Agency that goes to the recruiter.
• Applicant Submitted to New req by Agency that goes to the candidate.
• New Agency User Alert that goes to the agent once their login is activated by the admin.
• And Agency User Re-Activated that also will go to the agent if needed.
• New Job Posting to recruiting agency

As part of enabling settings for the agency, it is recommended that you review and update settings in Admin → Applicant Status Configuration. Select Status Set and review settings for the agency user for each status:

• Agency User Status Label – this label will be available in Agency Portal under the Candidate tab.
• Template – the email will be sent to the agency user when their candidate is moved to a specific status in the pipeline.

If you have more than one status set created, make sure that you have configured the information for all of the status sets that are being used.