Managing Jobs Through SAP SuccessFactors Recruiting Postings

Objectives

After completing this lesson, you will be able to:

  • Post a job.
  • Manage posted jobs.
  • Check job board efficiency.

Job Posting Enablement

To be able to post jobs to a job board, a user needs the following:

  • Have the correct permissions assigned Admin Center → Managing Permission Roles → Select Role → Recruiting Permissions → Recruiting Posting Permission

  • Be associated with one posting profile at minimum

To post a job to a job board through Recruiting Posting, proceed as follows:

  1. Select the job to be posted to a job board.

  2. Post the job externally.

  3. Access Post and Manage Jobs and select the posting profile.

  4. Select a job board.

  5. Complete job-board-specific fields.

  6. Review the job posting information and post the job.

  7. Review applicants.

Select the job to be posted to a job board

From the Job Requisitions page in Recruiting Management, hover over the job and select Job Postings.

Post the job externally

Post the job externally first, so that a career site URL is generated.

Select the posting profile

From the posting profiles that the user has access to, select the appropriate one for posting this job.

Note

  • Depending on profile selection, a list of job boards will be available.

  • If the user is assigned only to one profile, this screen will not be available.

Select a job board

This page allows a user to select all job boards where the job should be posted. Remember that a user has to have posting profile assigned and only those job boards are available, that are connected with that specific posting profile.

General activities on this screen are as follows:

  • Progress track on the top of the screen

  • Number of credits consumed based on the job board selection displayed on the top-right corner

  • Posting profile change on the top-right corner (for example, the user does not have a job board available where the job should be posted)

  • Favorite Job Boards: If a Favorite list has been created earlier, a user can retrieve the selection to the current job board selection

  • Save my selection option on the bottom-right corner to add a set of job boards as a favorite selection. The user should first make a favorite job board selection and then select the Save my selection option and name it (frequently used to make favorites by job function, such as Engineer, Sales, Management, and so on).

The Job Posting page has several major sections:

  • List of available Job Boards: Full list of the job boards that are associated with user posting profile is displayed in this section. A free job board has green crossed $ sign next to the job board.

    Some of the free job boards might require posting credits to post the job after a certain number of free postings were used. Those job boards require at least one job board configuration in the Configuration tab (same as for a paid job board). A paid job board has a yellow box with the number of credits available.

    Job board details are available by selecting the dots next to the job board name. Check if you have a sufficient amount of the credits and how many credits will cost posting for defined duration. Credit information is calculated based on information stored in Admin CenterManage Recruiting PostingMy Job BoardsContracts. If information entered in this section is incorrect, job board credits will be calculated inaccurately. This will impact not only the posting process but also the results displayed in Advanced Analytics reports.

    • If the job board is already selected and the user is able to clear it, the job will not be posted to this job board. This job board is marked as pre-selected in Recruiting Posting settings.

    • If the job board is already selected and the user is not able to clear it, the job will be posted to this job board. This job board is marked as a mandatory job board for this posting profile in Recruiting Posting settings.

    • If the job board is available and not selected, the job is marked as available in Recruiting Posting settings.

    These settings can be updated in Admin CenterManage Recruiting PostingMy Job BoardsPosting Profiles & Groups.

    A job board is grayed out if there are no more credits available or no configuration is active for the posting profile.

  • Job Boards languages: It is possible to post job requisition in different languages. These languages have to be enabled in Provisioning and job requisition has to be created in these languages.

    A few job boards allow a user to post one job in several languages at the same time (for example, LinkedIn). That means you can select all available job requisition languages in the job board selection step if they are supported by the job board and complete the posting form in each set language. Most of the job boards allow several languages but job requisition can be posted in only one language at a time. The list of available job board languages depends on which languages the job board handles.

  • School Job Boards: In this section, the user finds the available school job boards that are associated with the user’s selected posting profile. Schools are tagged in the Recruiting Posting backend, depending on the type of job they accept to broadcast. For instance, some schools will post jobs on the alumni network only; others will handle all job type distribution. Select the distribution channel you want your job to be posted on among the following types: Alumni, First Job, Internship-Apprenticeship.

Complete job-board-specific fields

Review and complete information in this section as requested. Information in the common fields are sent to all job boards that were selected in the previous step. They are same for all job boards selected in the previous step. Job boards might also have fields that are specific to each of them. Therefore, this information needs to be completed separately for each job board selected in the previous step.

A user can choose to view only the required and auto-populated fields by selecting the Display required and filled fields option on the job posting page.

Review the job posting information and post the job

Review the available information and make sure that it is correct. If anything needs to be updated in the future for the job posting, the customer might be charged additional job board credits, depending on the contract with the job board.

The URL displayed is the career site page where the job requisition is hosted. When selecting the Apply button on the Job Board page, candidates will be redirected to this particular URL. It can be the Recruiting Marketing career site URL or the Recruiting Management career site URL, depending on the technology used to build the career site.

To post the job, click Submit in the bottom-right corner. Once the job is posted, you are redirected to the job posting page in the Recruiting section. Note that it is not possible to see if the job was posted with Recruiting Posting when you are on the Job Posting page of Recruiting Management.

Review applicants

A recruiter can easily identify candidates that have applied for the job through job boards in the Candidate Source column.

Automated Posting of Jobs on Job Boards

Recruiting Posting leverages the Intelligent Service Center framework to automate the posting of jobs to job boards. When a job requisition is posted to an external career site, an event is published in SAP SuccessFactors. A subscriber available in Recruiting receives the event email notifications and acts on it based on the activity that you’ve configured for the event in Intelligent Services Center. The activities are referred to as flows in Intelligent Services Center.

To automate the posting of jobs, a workflow must be configured to set your business rules and time when to automatically post jobs on job boards. In the case that the start date is set to future-dated posting in Recruiting, then the trigger automatically posts the job based on the delay set in days or weeks from the future date.

To configure a workflow, proceed as follows:

  1. Set the Posting Profile Preselection, Job Board Preselection, and Field Completion Rules in Manage Recruiting Posting. This will ensure that the job is posted to the pre-selected job boards using the correct posting profile, with all job requisition data intact.

  2. Enable the Intelligent Service Center (ISC) in Provisioning.

  3. Enable role-based permissions for ISC.

  4. Create a flow in ISC for the Initiate Job Posting event and add the Automated Job Posting Subscriber activity to the flow.

Several important considerations include the following:

  • Automated posting works only on the first external posting of the job requisition. If the job is removed from the career site and posted again on the career site, then the job isn’t automatically posted.

  • Automated job posting isn’t automatically reposted on job boards even though the job requisition is still open. For example, if a job requisition is open for 60 days and the duration of the posting on a job board is 30 days, then the recruiter has to manually repost the job on the job board. Use the Repost option in the Job Posting Status table of the job requisition to repost the jobs to job boards.

Maintenance of the Job Posting

To maintain a job posting, recruiters can take actions directly from the Job Posting page of the Job Requisition such as repost, edit job posting, add a job board, and remove a post.

When there is an issue with a job posting, recruiters can access the job board logs in the Job Posting table section of the Job Posting page. Recruiters can contact the job board and use the downloaded logs as a reference to resolve a job posting issue.

Note that some logs may be unavailable due to privacy concerns because they contain confidential data about other customers.

Job Posting Visibility

You can view all posted jobs in the Job Board Posting Table, irrespective of whether or not you are associated with the posting profile the job requisition has been posted with by maintaining the Job Posting Visibility option in Manage Recruiting PostingSettings.

To ensure that all Recruiting users have visibility into all job board postings for different job requisitions, the Job Posting Visibility option available in the Manage Recruiting PostingEdit SettingsJob Posting Visibility option will need to be disabled.

If the Job Posting Visibility option is enabled, only the Recruiting users associated with the posting profile used to post the job requisition will be able to see the job board posting details.

By disabling the Job Posting Visibility option in the Manage Recruiting PostingSettings, Recruiting users will be able to re-post an expired or deactivated job using another posting profile.

Posted Jobs

Job posting can be managed through RecruitingJob PostingJob Board PostingPost and Manage Jobs. Once the job is posted to at least one job board, the Job Board status table dashboard is available. To post the same job to additional job boards, select Add Job Board on the left side.

In the top-left corner, the following information is displayed:

  • Basic job information: Information that is entered on job posting.

  • Number of clicks: This count is based on the number of clicks on Apply from the job board site which redirects the candidate to the customer’s external career site.

  • Total job posting cost: How many posting credits were used so far for this specific job posting on all job boards the job was posted to.

From the Action menu in the top-right corner, you can do the following:

  • View details of the job posting

  • Edit existing job posting: Leads to the job posting step 2, complete specific fields.

  • Unpublish job posting: All job postings will be removed from all job boards. Note that if you want to remove the job from one job board only, select the icon next to the job board name. You will be able to repost all job postings at once afterwards.

  • Export to PDF

Note that some job boards may charge additional job board credits if any update is made to existing posting. Check directly with the job board, Recruiting Posting team, or documentation available in the job coard catalog if you need more information.

In the Job Boards section, you can do the following:

  • Add Job Board: This action will redirect you to the first step of the Job Posting Process. Complete the missing information and post the job.

  • Export to Excel: Through the display options, you can select the Excel columns you want to add to your Excel export.

  • Check Posting and Expire date.

  • Status of posting:

    • Online: Job is available on job board.

    • Offline: Job is not available on job board.

    • Pending: Job is not yet posted to job board.

Display options on the right side allows the user to manage information display in the dashboard. The user can also select information that should be available in the Excel export.

Job Board Efficiency

The efficiency of any job board can be checked through Advanced Analytics once the customer has Recruiting Marketing implemented. Note that the Advanced Analytics topic is covered in THR84, SAP SuccessFactors Recruiting Marketing academy course.

Use Recruiting Posting

Business Example

Enable the Recruiting Posting settings and then use Recruiting Posting.

Task 1: Review Recruiting Posting Settings in Provisioning

Steps

  1. Validate that the correct links are entered in Recruiting Posting in Company Settings.

    1. Navigate to ProvisioningCompany SettingsRecruiting Posting Settings.

    2. Ensure that the Recruiting Posting base URL is set (the URL should be automatically completed, as the environment has been selected).

    3. Ensure that the Recruiting Posting API Base URL is set.

  2. Validate the  Authorized SP Assertion Consumer Services Settings link.

    1. Navigate to Authorized Consumer Service Settings.

    2. Validate that the Assertion Consumer Services link has been added.

    3. Save your settings.

    Note

    The link entered in Company Settings must match to the link entered in Assertion Consumer Services.

Task 2: Assign Permissions in Admin Center

Steps

  1. Validate the permissions have been set for the administrator to manage Recruiting Posting settings in the Admin Center.

    1. From the Admin Center, select Manage Permission Roles.

    2. Select the admin role that should have the permission (for example, Administrator).

    3. Validate that the appropriate permission: PermissionAdministrator PermissionsManage RecruitingManage Recruiting Posting.

  2. Validate that the permissions have been set for recruiters to post jobs and access details of posted job (job boards where job was posted to, and so on).

    1. From the Admin Center, select Manage Permission Roles.

    2. Select role that should have the permission (for example,Staffing).

    3. Select PermissionUser PermissionsRecruiting Permissions.

    4. Validate that the appropriate permission has been granted: PermissionUser PermissionsRecruiting PermissionsRecruiting Posting Permission and OData API Job Requisition Export.

    A synchronization script is executed every day at 5:00 AM GMT, allowing Recruiting Management users with Recruiting Posting permission to be created in the Recruiting Posting back office and can then be associated with a posting profile.

Task 3: Create Posting Profiles and Groups

In this task, you will create:

  • Self-standing posting profile (Hamburg Office)

  • Groups and posting profiles to match the structure. Please note that offices at the company lowest level should be set up as posting profiles. Countries and regions represent groups.

Steps

  1. Create a self-standing posting profile called Hamburg Office.

    1. Navigate to Admin CenterManage Recruiting Posting.

    2. Click Manage Posting Profile & Groups.

    3. Click Company name on the left-hand side.

    4. Click the plus sign at the bottom of the screen.

    5. Select Posting Profile in the posting profile or group field.

    6. Enter the name of the Posting Profile: Hamburg Office.

    7. Complete the posting profile contact information with the following:

      • Name: Paula Price
      • Email: none@none.com

      Since this is a stage environment, we are entering test data/contact information, but in a production environment, a real email address should always be used.

    8. Select Save to save the data.

    Note

    Posting profile contact details should be the contact details of the posting profile owner. In this case, for the exercises, the posting profile owner should be Paula Price.

    Undefined email address (noreply email addresses, and so on) should not be used in this case.

  2. Create groups and posting profiles to copy the company structure displayed in the figure, Company Structure.

    1. In the Manage Recruiting Posting section, click Create Posting Profile or Group at the bottom of the screen.

    2. Select Group in the posting profile or group field.

    3. Enter the name of the group (for example, SAP EMEA).

    4. Select Save to save the data.

    5. Repeat the steps until all groups and posting profiles are created.

Task 4: Associate Users to Posting Profiles

Steps

  1. Associate a user with a posting profile.

    1. Navigate to Admin CenterManage Recruiting Posting.

    2. Click Associate users to posting profiles.

    3. From the list of users on the left, select HR Coordinator.

    4. Click Edit set of posting profiles on the right side of the screen.

    5. Drill down through the structure until you get to the SAP USA group.

    6. Select SAP USA and click Save.

    7. Ensure that the HR Coordinator has two posting profiles assigned: New York Office and San Francisco Office.

  2. Copy the assigned posting profiles from the HR Coordinator to any other users at one time.

    1. Make sure that you are looking at HR Coordinator assigned posting profile (you see list of assigned profiles to this user).

    2. Select Copy set of posting profiles in the top-right corner. The message: "Set of posting profiles of HR Coordinator copied to clipboard" appears at the bottom of the screen.

    3. From the list of users on left, select Paula Price and Quentin Quincy.

    4. Select Apply to select users in the bottom right corner.

    5. Check if Paula and Quentin have posting profiles assigned.

    6. To cancel copy mode, select Cancel at the bottom of the screen.

    Note

    If you do not see the user that you want to associate with posting profile on the list, the reason might be that this user was not synchronized into Recruiting Posting. Make sure that this user has correct permissions assigned. Remember that synchronization occurs once a day 5:00 AM GMT.

Task 5: Add Job Boards

Steps

  1. Add a free job board to the list of your job boards.

    1. Navigate to Admin CenterManage Recruiting Posting.

    2. Click Job Board Marketplace.

    3. Using the search option, search for Job Inventory.

    4. Click on the plus sign to add the job board.

    5. Select the checkbox next to your Company ID to connect it to all posting profiles and select Add.

    6. Navigate to the Manage Recruiting Posting main page and select the Manage my job boards tile.

    7. Check if the job boards were added to the list. There will some other job boards already added

  2. Add a paid job board by using basic configuration option.

    1. Navigate to Admin CenterManage Recruiting Posting.

    2. Click Job Board Marketplace.

    3. Using the search option, search for a paid job board

    4. Review details of the job boards by clicking the i icon.

    5. Select Add to add the job board to your list.

    6. Select the checkbox to agree to being contacted after adding this job board (since this is a demo environment, none of your information will be shared).

    7. Click Next.

    8. Associate the job board to the Company (select the checkbox next to your instance Company ID).

    9. Click Add and Close.

  3. When prompted if you want to stay on the page or leave the Job Board Market Place, click Stay.

    Note

    • You will be adding a new job board by using advanced configuration in the next task.

    • Information that needs to be completed in the My Job Boards section might be different for each job board because this information is requested by the job board. The job board uses this information to identify the customer and confirm that a valid contract is in place.

    Some of the job boards (for example, Twitter) require an access token to be entered into job board configuration details. This is not available in the preview environment, so you will not be able to add this job board.

Task 6: Add a Paid Job Board and Configure Contract Packs

Steps

  1. Add a paid job board from the Job Board Market Place.

    1. Navigate to Admin CenterManage Recruiting Posting.

    2. Click Job Board Market Place.

    3. Search for Monster US and select Add. Agree to the message.

    4. If needed insert Credentials:

      • YOURCOMPANYID @ Monster.us.
      • Login: Enter your email address.
      • Password: Enter a password.

      Note

      This is where the customer will need to enter their credentials that they have created with Monster when their contract was created. These credentials will vary between job boards and it is the customer’s responsibility to provide these details. Since we are working within a stage environment in this course, we can enter any credentials and the system will accept them. In the production environment, the credentials entered for each job board will be sent for validation from Recruiting Posting.
  2. Configure the Posting Profiles and Groups tab.

    1. In Add Job Board to Posting Profiles, select the SAP USA and SAP Canada group (do not drill down to a lower level). This way, you have assigned all posting profiles in the SAP North America group to this job board. You will be able to limit assigned posting profiles by contract in the Packs tab in Manage Recruiting PostingMy Job Boards.

    2. Select Add and Close.

    3. You will be prompted with a message asking if you would like to continue adding job boards or if you would like to go to the job board management page or stay on the Job Board Market Place. Select Go.

  3. Configure the Monster job board details.

    Once you are re-directed to My Job BoardsMonster US, you will be able to find the Credentials, Packs, and Availability tabs for Monster. You will see that within the Credentials tab, the status of Monster is automatically validated. This is because we are in the stage environment.

    1. Navigate to the Packs tab.

    2. Select New Pack on the right-hand side and enter the name of the contract based on which it will be easily identified, for example, Monster U.S.

    3. For this exercise, complete the mandatory information at the minimum. This information will be available in the contract with the job board.

      • Name of Pack: Monster U.S.
      • Type: Credits
      • Credits: 100 (uncheck Unlimited; this should only be used if the customer has an unlimited number of job board credits with the job board)
      • Currency: USD
    4. In Associated Job Boards, you can associate this contract that we have configured to related Monster job boards. Since we are only adding one, you do not need to complete this step.

    5. Click Save.
    6. Once you have saved the pack details, you will see a new tab for associating posting profiles and groups. Assign Monster US to the New York and San Francisco office posting profiles. Once you assigned the posting profile, you will be able to assign the number of job board credits. SAP North America (San Francisco and New York posting profiles) should have the full number of job board credits assigned to them (100, or unlimited).

    Note

    Information that needs to be completed in the Configuration and Contract section might be different for each job board because this information is requested by the job board. The job board uses this information to identify the customer and confirm that valid contract is in place.

Task 7: Add School Job Boards

Steps

  1. Navigate to Admin CenterManage Recruiting Posting.

  2. Click Job Board Market Place and at the top of the screen, click the Schools switch to view available school job boards.

  3. Search for London Business School.

    1. Click Add to add the job board to the list.

    2. Enter the credentials for the London Business School.

      • Name: This will be the Company ID @ London Business School.
      • Login: Your email address (this will be provided by the customer).
      • Password: Enter a password (this will be provided by the customer).
    3. Connect the job board to all posting profiles by selecting the checkbox next to your Company ID, clicking Add and Close, and choose Go.

  4. You will be directed to the My School Boards. Here, you can check if the job board was properly added to your list of school job boards.

    You can also navigate to this page to check your list of school job boards by using the following navigation:

    • From Manage Recruiting Posting, navigate to My School Job Boards and then check if the job board was added to the list.

Task 8: Map Recruiting Posting to Recruiting Management Fields

Steps

  1. Navigate to Admin CenterManage Recruiting Posting.

  2. Within the Job Posting Rules tile, click Field Completion.

  3. Select your job requisition template and begin mapping your fields.

  4. Map the Company description job posting field with the External Job Description job requisition field.

  5. Map the Temporary Type job posting field with Full / Part Time job requisition field. As these are picklist fields, you need to map individual field values.

    1. Select the > symbol on the right.

    2. Map Full time to Permanent.

    3. Map Part Time to Contract.

    4. Save your settings.

  6. Map the Education Level field to an auto-fill value. Find the Education Level field and click the + button to create a new field mapping. Select Define auto-fill values. Select English for language. Select Bachelor’s Degree.

  7. Save your settings.

    Note

    You will be able to check if the mapping works correctly during the posting process.

Task 9: Post the Job to the Selected Job Board

Steps

  1. Navigate to Recruiting. From the list of the jobs, select the one that you would like to post to job board. Click the I/E link in the Job Posting column. Make sure that this job is already posted externally.

  2. Select Post and Manage Jobs on the Job Board Posting – Recruiting Posting section.

    Note

    If the user has more than one posting profile assigned, you will need to select under which profile this job will be posted. If the user has only one profile assigned, this screen will not be available.
  3. Complete the Select job boards section.

    1. Select LinkedIn in the General job boards section.

    2. Click Next.
  4. Complete the specific fields section.

    1. Review information that is already pre-filled.

    2. Check if information for the fields Company description and Contract type, (fields that were mapped in the Admin Center) are properly populated. If not, check if fields are completed on the job requisition.

    Note

    You can track your completion status on the bottom left corner. Do not click Next until you reach 100%.
  5. Review your posting information in the Review your posting section. If you need to make a correction, select Back.

  6. Select Submit to send the job to selected job boards.

    Note

    In the stage environment, the job will not get posted to any job board.

Task 10: Review the Posted Job

Steps

  1. Navigate to Recruiting to the Job Posting page of the job you have just posted.

  2. Select Post and Manage Jobs. Details of the posted job is available.

  3. Check the following:

    • How many clicks have you received so far?

    • What is the expire date of the job?

    • Can you add additional job board?

    Note

    The status will be shown as Pending because jobs are not being posted in the stage environment.

Task 11: Make Sure that Fields are Translated into a Language in XML

It is possible to post job requisition in multiple languages using Recruiting Posting. To be able to do so, the job requisition must exist in the language.

Steps

  1. Open your latest versions of the JRDM XML and check the settings.

    1. Login to Provisioning.

    2. Navigate to Import/Update/Export Job Requisition Template.

    3. Download the latest version.

Task 12: Enable the Language in Provisioning

Steps

  1. Enable the language in Provisioning.

    1. Log in to Provisioning.

    2. Navigate to Company Settings.

    3. Check if following language packs are enabled: Deutsch (German), English US, Español (Spanish).

    4. If you made changes, make sure that you save your settings.

Task 13: Enable the Language in Admin Center

Steps

  1. Log in to the Admin Center and make sure that languages are enabled.

    1. Log in to the Admin Center.

    2. Search for Manage Recruiting Languages.

    3. Make sure that Deutsch, English, and Spanish languages are enabled.

    4. Save your settings.

Task 14: Enable a Language in the Job Requisition

Steps

  1. Navigate to Recruiting and open the job requisition that you want to post to a job board.

  2. Update the languages in which the job requisition should be posted.

    1. Look for the Post Job in Language(s) field.

    2. Click Update.

    3. Select English (United States) and Español (Spanish).

    4. Save your settings.

  3. Review your job requisition in the Spanish language.

    1. From the top of the page, change the language to Español.

    2. Check the fields and update Job Title and Job Description for internal as well as for external candidates.

    3. Save your settings.

Task 15: Post the Job Requisition in the Spanish Language

Steps

  1. Navigate to the posting page.

  2. Select Post and Manage Jobs.

  3. Select the Posting Profile under which you want to post the job.

  4. Select the Job Boards screen.

    1. Select the job board to which you want to post the job.

      Note

      Not all job boards support posting in various languages. Note that LinkedIn and Jooble do support languages.
    2. In the Job board language, select Spanish.

    3. Move to the next screen.

  5. Check and complete the fields in the Complete specific fields section.

  6. Review your posting.

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