Using SAP E-Recruiting to Fill Vacant Positions


After completing this lesson, you will be able to Summarize how to use SAP Recruiting to identify candidates to fill vacant positions.

SAP Recruiting Solution

SAP Recruiting supports the whole recruiting process from requirement to hiring a person. The recruiting process starts with defining requisition details, for example, when a position becomes vacant and a replacement is required.

SAP Recruiting consists of the following main steps:

SAP Recruiting Process

The SAP Recruiting process includes the following:

  • Requisition Management: Create an agreement between HR managers and recruiters about the conditions of a vacant position (such as what - type of role, for example administrator or manager, when - the required start date of the new hire, and how - recruiting internally and/or externally). Also specify how and when candidates are to be selected and ranked for a particular position in a structured manner.
  • Entry of applications: Accept incoming applications through various channels such as email, postal delivery, intranet, extranet, third parties, or special events.
  • Application Management: Implement the recruitment process, carry out applicant screening and selection processes, and offer and conclude employment contracts. All these activities are part of the activity management, for example interview invitations for the candidates. Most activities trigger correspondence workflows.
  • Talent Relationship Management: Strategy to build up a global candidate pool of candidates, using talent groups as search segments. Establish and maintain long-term relationships with potential candidates, perform segmentation of candidates and manage activities. Good talent management means that companies can easily contact candidates and candidates have better options to determine suitable jobs. Candidates can be both internal and external.

Roles in SAP Recruiting

SAP Recruiting has a predefined set of roles. All roles involved in the recruitment process (such as managers, administrators, recruiters, candidates, and so on) can access the SAP Recruiting solution. Each of these roles has its own authorization profile and interface (portal page).


The recruiter role has most of the recruiting functionality. This role is used to manage open registrations. A requisition starts the process in SAP Recruiting. This can be initiated by the manager or the recruiter.

Activity management allows the recruiters to keep track of the activities that have been arranged or need to be arranged for candidates. Correspondence can be automated or manually executed for the applicant activities for candidates. A requisition can be processed using various roles.


This role allows managers to start the requisition to fill a vacancy.

A manager or recruiter starts the requisition process in SAP Recruiting. A manager can use applicant tracking to keep track of the activities that have been arranged or need to be arranged for candidates. Correspondence can be automated or manually executed for the applicant activities for candidates in SAP Recruiting.


Administrators are key users who have reporting options and special authorizations for the recruiting process. One of their tasks is to manage the various candidates in the talent pool. An administrator can manage unverified candidates, who have not confirmed their email address.


Applications can come from both external candidates and internal employees. When applying for a position, candidates are led through a wizard where they can enter their personal information, such as contact information, work experience, education, and qualifications. The candidate can also upload a résumé.

They can search for all openings or for specific reference codes. Candidates can access their profile after completing the application process using their user ID and password.

Requisition Management

The requisition is a formal order to fill one or more job vacancies. A requisition starts the recruiting process and can be processed using various roles. For example, managers or recruiters can log on to the SAP Recruiting system and initiate a requisition.

A requisition is viewed as the internal document, in which the recruiter or manager perform the following:

  • Determine the requirements for the position.
  • Associate general vacancy information, such as interest group and hierarchy level.
  • Assign a process template.
  • Associate a support team and position requirements.

After the requisition is released, it is associated with one or more postings. A posting will hold the actual text seen at the publication stage. A posting is associated with one or more publications, which is the channel (or location) where that posting will be found.

Manager Self-Service (MSS) and Recruiting can be integrated. In other words, managers can start the requisition for a new vacancy directly from within MSS or create a requisition request online in SAP Recruiting.

It is possible to use Recruiting as a standalone solution, as well as integrating with Organizational Management.

Integration with Organizational Management

SAP Recruiting uses the organizational structure, such as organizational unit, position, and job, as the basis for the requisition or just to determine the number of positions. A data overview can show information coming from Organizational Management, such as Organization Management links, infotypes, objects, and important relationships.

You can use the following integration options between SAP Recruiting and SAP ERP HCM:

  • The organizational plan, such as organizational units, positions, jobs, and so on.
  • Automatic identification of employees as internal applicants.
  • Automatic data transfer when candidates are hired.
  • Transfer of the qualifications catalog from Personnel Development.

Application Entry

Internal and external applicants (candidates) have access to online services to apply for the publications, which is the last step of Requisition Management. SAP Recruiting supports a role for the internal candidates as well as for the external candidates.

Recruiting Marketing will ensure that the company configures their internet and intranet worksites, to attract both internal and external candidates.

Application Management

This is the administration of the applications, supporting the searching of the applications to find the right person for the requisition.

The first review of the applications will be through an ABC analysis to decide which candidates are really interesting, for which candidates you require more information, and ones that do not fit with the requirements of the requisition.

Activity management supports the many activities, for example:

  • Correspond with candidates.
  • Send rejection at first review.
  • Send invitation for interviews.

Talent Management

The purpose of Talent Management is to build up a talent pool to foster long term relationships with applicants. The talent pool serves as the central database for internal and external applicants. Information about qualified applicants or candidates for whom the company currently has no vacancies can be used for future recruiting, once consent has been received.

The talent pool is also known as the candidate pool.

The talent pool stores data on all applicants, unsolicited applicants, interested persons registered in the pool, and data for employees (internal applicants). The talent pool is the first place recruiters search for qualified candidates. The talent pool can be segmented to create groupings of candidates such as high potentials or recent college graduates.

Recruiters can search for suitable candidates by using search and match functionality, and can segment and classify candidates into specific talent groups.

SAP Recruiting

Business Example

As part of your job, one of your main tasks is recruiting. For this, you must know how to complete various recruiting forms.

Learn how to complete a Create External Application form.


  1. Access the Create External Application form.

    Application forms will be configured by the customer.

  2. Candidate Data

    Complete the name and email fields.

    Choose Duplicate Check to ensure the applicant's details are not already on the system. If the applicant is already on the system, their details will populate the form. If the applicant is not already on the system, the fields will become open for entry.

  3. Application Data

    The application date will default. Search for and select a Reference Code, to align the applicant with a reference code for a publication. 

  4. The Application Status will be set to In Process.

  5. You can add further candidate data, for example, Form of Address.

  6. Add a permanent residence for the applicant.

  7. Additional Candidate Data

    Add a preferred language for communication purposes and an interest group. The interest group field holds a list for applicants to select a group where they have an interest, for example, administrators, professional, or managers.

  8. You can add attachments, education data, qualifications and work experience.

    To add qualifications – select proficiencies for the relevant qualifications, for example, expert. You can also add proficiencies for languages, such as, native speaker, or fluent.

    The qualifications will be listed in the form.

  9. Save the form.

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