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Configuring a Scheduled Job to Sync Active Jobs to the Career Site

Objectives

After completing this lesson, you will be able to:

Configure data mapping from the job requisition to SAP SuccessFactors Recruiting Marketing
Configure API credentials in Career Site Builder
Configure service provider settings in Provisioning
Configure a daily job sync from Recruiting to Career Site Builder

Job Requisition Data Mapping

The next large synchronization that needs to be configured is the Real Time Job Sync. Before configuring this integration job, you first need to complete the job requisition data mapping, which identifies which fields in the job requisition should be used for Career Site Builder (if the Unified Data Model is not enabled), Recruiting Advanced Analytics, and XML feeds.

The following should be considered when completing the data mapping:

System requirements: Career Site Builder accepts a total of 19 standard fields (for example: city, state, zip code) that can be mapped from the job requisition, along with 5 custom fields that can be used as required. This field mapping controls which fields can be used from the job requisition in Career Site Builder features such as job page layouts (job posting pages), search filters, and category page rules.
Limitations: The customer will most likely have more than 24 fields in their job requisition template, therefore, you may need to be strategic in the field mapping approach.
Leading practices: To ensure your customer’s configuration is set up successfully, use leading practices for configuring the job requisition data mapping and recommendations.
Unified Data Model: When the Unified Data Model is enabled, the field mapping for job postings, search filters, and category pages is not required. However, the field mapping is still required for Advanced Analytics and XML feeds.

Unified Data Model	Universal	Without Unified Data Model
When the Unified Data Model is enabled, the data mapping is not required for CSB features such as job postings, search experience, and category page filters. All fields can be used from the job requisition without relying on any field mapping. Location data is stored within the Job Location Generic Object (which includes critical information for CSB including latitude/longitude coordinates for the Google Maps component).	Regardless of whether or not the Unified Data Model is enabled, the data mapping must be configured to support filtering in Advanced Analytics reports as well as XML feeds. Customers with multiple requisition templates should use the same mapping where possible. Use the information from the Recruiting Data Mapping tab in the Recruiting Marketing workbook.	If the Unified Data Model is not enabled, the data mapping must be completed for every job requisition template so that the fields are available for use in Career Site Builder. When mapping, use the standard fields whenever possible. In other words, do not map to one of the five custom fields if an appropriate standard field is available. Custom fields on the job requisition can be mapped, as long as they have a data type of text or picklist on the job requisition. (Once in CSB, the data type doesn’t matter).

Mapping Recommendations

This example assumes that your customer has enabled the Unified Data Model or is using the Location Foundation Object, so all location fields are mapped to Location.

Mapping is completed from Admin Center → Setup Recruiting Marketing Job Field Mapping.

A Job Requisition Template displaying various Recruiting Marketing Fields and their Recruiting Management Field mapping.

General Mapping Tips

Refer to the following tables in the Recruiting Guide on the SAP Help Portal for specific instructions:

Field Specifications (under the heading, Data Recommendations for Recruiting Management)
Technical specifications for Recruiting Marketing fields (under the heading, Career Site Builder Job Data Fields.)
Mapping Recruiting Marketing Fields to Recruiting Management Fields for Real Time Job Sync (under the heading, Configuring Real Time Job Sync).

Leading Practices for Mapping Department and Dept Fields

The department field is most important for primary categorization, such as for category page rules and search results. The use of a secondary department field, field ID="dept", is another leading practice. Many customers may use this field as "Function" that is used for job classification, often for job boards.

Both fields (department and dept) need to be on the job requisition template, though they do not need to be visible to all users and may be populated by Position Management or recruiting business rules.
Sometimes both fields are populated with the same values.

For our use case, we will populate the department field with the name of Best Run’s actual departments, though the names may be modified to be easily understood by external candidates. Remember to make it easy for candidates to search for jobs. We will populate the dept field with the job function (function picklist), to be used primarily for job distribution.

Note that Category in CSB needs to be populated with the data from the job requisition Department field, and Department in CSB needs the data from the Function field.

Remember that how you configure the job data is dependent upon your customer’s needs.

A Job Requisition Template displaying a highlighted mapping between Department and Function, and Category and Department.

Real Time Job Sync (RTJS)

The Real Time Job Sync is the second integration synchronization job required to complete the integration between the SAP SuccessFactors Recruiting Applicant Tracking System (ATS) and Career Site Builder (CSB). This job is intended to synchronize the job requisition data for jobs posted to the career sites, allowing the job postings to be advertised in Career Site Builder.

Jobs posted externally (from "Corporate Posting" on the Job Postings page) are sent to the CareerSite Builder site in near-real time. Usually, this process happens in under a minute, but depending on the time of day, it can take up to 20 minutes for a job to post in the SAP SuccessFactors ATS career site before it is sent to the CSB career site. SAP SuccessFactors Recruiting also sends job detail updates and job deletes to the CSB career site.

While Career Site Builder is intended to be integrated with the SAP SuccessFactors Recruiting ATS, other applicant tracking systems can also be integrated with Career Site Builder. However, the Real Time Job Sync is only available for SAP SuccessFactors Recruiting customers, not those using a different applicant tracking system.

Real Time Job Sync is pre-set from CBS → Settings → Site Configuration → Site Information and cannot be disabled.
Existing customers must run a full feed at go-live in order to sync their existing posted jobs. A full feed is a complete listing of all of a client’s existing posted jobs, and it provides a baseline that allows the job sync to add or remove jobs as appropriate.
To run a full-feed of all currently posted jobs from the SAP SuccessFactors ATS site to the Career Site Builder site in regular intervals, you must define the sync using the Job Scheduler in Provisioning. Before configuring a full feed, you must complete the Real Time Job Sync field mapping.

Configure API Credentials in Career Site Builder

To configure API credentials in CSB, proceed as follows:

Steps

Navigate to CSB → Tools → Manage API Credentials.
Choose Add New Provider.
Complete the following:
1. Provider ID: Auto-generated
2. Provider Name: Enter the Folder Name from the Command Center Site Details page, then a dash, then the Site ID from the same page. Use this format: Folder Name-Site ID
3. Password: System-generated
4. Username: The same as Provider Name (Folder Name-Site ID)
5. Recruiting Management (Real Time Job Sync): Yes
Save.
Note
If you later need to connect an existing Career Site Builder instance to a different SAP SuccessFactors HCM instance, you will need to replace the API credentials.

Configure Service Provider Settings in Provisioning

To set up Service Provider Settings in Provisioning, proceed as follows:

Steps

Navigate to Provisioning → Service Provider Settings → Recruiting Marketing Settings.
Complete the following:
1. Security Key: Copy from CSB → Settings → Site Configuration → Site Integrations.
2. Copy the other settings from CSB → Tools → Manage API Credentials.
3. API Key for Job Post Sync: (Provider ID)
4. User name for Job Post Sync: (Username)
5. Password for Job Post Sync: (Password)
6. Expires in (seconds): 360

Configure Daily Job Sync to Career Site Builder

In addition to the Real Time Job Sync, you can set up the job scheduler in Provisioning to run a full-feed of all posted jobs from the SAP SuccessFactors ATS site to the Career Site Builder site on a daily basis.

To set up daily job sync to Career Site Builder, proceed as follows:

Steps

Navigate to Provisioning → Managing Job Scheduler → Manage Scheduled Jobs.
Create a new job and select Sync all external job postings for the Job Type.
Set up the job to recur daily, at off-hours for the customer’s business.
Submit and select Run It Now.

Real Time Job Sync Testing

You can test that the jobs were synced to the career site even if you have not yet begun building pages. Add /search to the site URL from Command Center or Career Site Builder.

In the Recruiting Command Center dialog box, choose Career Site link and add /search to test real time job sync. A result shows at the bottom of the page.

Troubleshoot Real Time Job Sync

To troubleshoot Real Time Job Sync, proceed as follows:

Steps

To verify the success of the job sync and to troubleshoot any errors, navigate to Command Center, and choose Export Automated Process Logs .
Select Export Jobs to CSV to export all jobs in a CSV file. Specify what types of jobs to export, such as internal or external jobs, active or inactive, and so on, to further troubleshoot.

Enable Real Time Job Sync

This video provides a demonstration of how to enable Real Time Job Sync (RTJS).

Note

There is no audio in this video.

Business Example

In this exercise, you configure Real Time Job Sync (RTJS) in your training instance. You also use the Job Scheduler in Provisioning to set up a daily backup of jobs to the career site.

Task 1: Configure API Credentials in Career Site Builder

Steps

Navigate to CSB → Tools → Manage API Credentials.
Choose Add New Provider User and complete the fields with the following information:
- Provider ID field will be already completed. This is a system-generated ID.
- Provider Name field. Enter the Foldern Name from the Command Center Site Details page, then a dash, then the Site ID from the Command Center→ Select Site Name. On Command Center Site List page locate Folder Name and copy the details.
  Alternatively you can get the information from CSB → Settings → Site Configuration → Site Information). Use this format: Folder Name- Site ID e.g. sfedu123456-123456
- User name field. This will be the same as Provider Name (Folder Name-Site ID).
- Password field. This is a system-generated ID and information will be already available.
- Recruiting Management (Real Time Job Sync) field. Select Yes
- Choose Save.

Task 2: Set up Service Provider Settings in Provisioning

Steps

Use the same values you entered in Career Site Builder. Log in to Provisioning and navigate to Service Provider Settings → Recruiting Marketing Settings and enter the following information:
- Security Key: Copy from CSB → Settings → Site Configuration → Site Integrations. Note that you'll need to select Select (eye icon) next to Single Sign-On Security Key to view the key before it can be copied successfully. After these settings are saved, this key is stored in the system, but disappears from the Provisioning UI, so later if you need to make changes to additional fields here, you must re-enter the security key.
- API Key for Job Post Sync: Enter the Provider ID from the CSB → Tools → Manage API Credentials.
- Username for Job Post Sync: Enter the Username from CSB → Tools → Manage API Credentials.
- Password for Job Post Sync: Enter the Password from CSB → Tools → Manage API Credentials.
- Expires in (seconds): The suggested setting is 360.
- Choose Save.

Task 3: Map the Job Requisition Fields to Career Site Builder

Steps

Log in to your SAP SuccessFactors Human Capital Management (HCM) instance as the admin.
Navigate to Admin Center → Setup Recruiting Marketing Job Field Mapping.
Select the Job Requisition template. In our training instance, it is the Corporate Job Requisition.

Map the fields as shown below.

Note

You will not be able to map the Brand field yet.

Mapping Job Requisition Fields to Career Site Builder

Recruiting Marketing Field	Recruiting Management Field
Job Title*	External Job Title
Job Description*	Full External Job Description (Header, Description, and Footer)
City	Location
State	Location
Country/Region	Location
Postal/ZipCode	Location
Departing	Fuction
Category	Department
Shift	Select from dropdown list
Job Type	Select from dropdown list
Facility	Facility
Product Service	Select from dropdown list
Business Unit/Division	Division
Compensation/Salary	Base Salary
Required Travel	Travel Required
Adcode	Select from dropdown list
Recruiter Name	Recruiter
Brand	Select from dropdown list. Note Later you will map to Marketing Brand.
Employee Referral Amount	Select from dropdown list
Custom Field 1	Legal Entity
Custom Field 2	Business Unit
Custom Field 3	Onsite or Remote
Custom Field 4	Req Id
Custom Field 5	Select from dropdown list

Choose Save.

Task 4: Set up Daily Job Sync to Career Site Builder

Use the Job Scheduler in Provisioning to sync your existing posted jobs to the career site. Run the job now, and set it up to run nightly.

Steps

Log in to Provisioning and navigate to Managing Job Scheduler → Manage Scheduled Jobs.
Choose Create New Job and enter the following information:
- Job Name:Sync Recruiting Jobs.
- Job Owner: Click Find User and search for and select the admin user (HR Coordinator).
- Job Type: Select Sync all external job postings
- Occurrence: Recurring.
- Recurring Pattern: Select Daily and 0 (12AM).
- Start Date: Enter today’s date (using this format: MM/DD/YYYY), and 10 minutes after the current server time that is shown.
- End Date: Leave blank. No additional fields need to be completed.
- Click Create Job.
- From the Select dropdown list, select Submit.
- From the same dropdown list, select Run It Now.
Note
From the Manage Scheduled Job page, you can click Monitor Jobs to view the status of scheduled jobs. Search the page for the Sync Recruiting Jobs job, and ensure that the Status is Completed. See troubleshooting information at end of this unit.

Task 5: Test Real Time Job Sync

From Career Site Builder, check that you are able to view the view the jobs you created.

Steps

From CSB → Settings → Site Configuration → Site Information, click Go next to the Site URL.
Insert /search to the end of the URL (for example, https://sfeduXXXXX.sapsfdemojobs.com/search) and click Enter.
View the externally posted job requisitions that are displayed.
Note
There will be a significant delay to view the first jobs that are synced to Career Site Builder. Be aware that jobs that can be filled in multiple locations will not sync until the Unified Data Model is enabled.
Refresh the search page until you can confirm that all of your jobs display in the career site.

Task 6: Troubleshoot Real Time Job Sync

Steps

If after a few hours, your externally posted jobs do not sync, navigate to Command Center → Site Details page.
Choose Export Automated Process Logs.
Enter today’s date and click Enter.
Download the .zip file and extract the .txt file from it. View the Import Jobs - ATS fullfeed job at the top. If the jobs are not yet displaying on the CSB site, check that the correct number of jobs is reflected on the <jobs-queued> line.
To further troubleshoot, from Command Center, select Export Jobs to CSV to export all jobs in a CSV file. Specify what types of jobs to export, such as internal or external jobs, active or inactive, and so on.
If your issue is not resolved, see additional troubleshooting suggestions at the end of this unit.

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