SAP Knowledge Base Article - Public

2343932 - Application - Implementation Tips &

Tricks from Support - Recruiting Management

Symptom
The application includes data submitted by the candidate at point of application, a snapshot of the candidate’s
profile taken at the moment a recruiting user first views a new application, data added to the record by the
recruiting user and possibly additional data added to the record by the candidate at a later date. Permissions
in the application control what the candidate sees during and after applying for a job, and what a recruiting
user sees when viewing candidates who have applied for a job. This Knowledge Base Article provides tips and
tricks for the XML configuration of the Application, as well as FAQ for Application issues.

Environment
SAP SuccessFactors Recruiting Management - All Versions

Resolution
Application XML

Step 1: Please configure the Application XML in the following order:

1. Define template name

2. Define field definitions

• NOTE: Verify with the Implementation guide (http://help.sap.com/hr_recruiting/) the list of standard field
definitions and make yourself familiar with the special functionalities for the standard fields;

3. Configure field permissions

4. Set overrides

5. Define button permissions

6. Set display options

Step 2: Upload the template

• NOTE: If necessary correct the errors shown in the XML validation in Provisioning; Additionally you can
validate the configured XML against the DTD (please find attached to this Knowledge Base Article or
download from here (https://service.sap.com/~form/sapnet?_SHORTKEY=01200252310000109548))
Step 3: Configure reportable custom fields in Provisioning (more information can be found here: 2081508
(https://apps.support.sap.com/sap/support/knowledge/public/en/2081508) and here: 2315734
(https://apps.support.sap.com/sap/support/knowledge/public/en/2315734))

Step 4: Configure custom tokens

Step 5: Enable DPCS and DRM (please refer to: 2341235

(https://apps.support.sap.com/sap/support/knowledge/public/en/2341235): Data Privacy Consent Statement -
DPCS 1.0 - DPCS 2.0 - Recruiting Management; 2103423
(https://apps.support.sap.com/sap/support/knowledge/public/en/2103423): DRM 2.0 to purge inactive
candidates and / or inactive applications - Recruiting Management, 2081536
(https://apps.support.sap.com/sap/support/knowledge/public/en/2081536): DRM 1.0 to purge inactive
candidates / applications - Recruiting Management)

XML Tips and Tricks

- Configure all picklists before referencing them in the Candidate Profile XML (the XML validation in
Provisioning won't allow you to upload the template without a valid picklist in the system);

- You cannot define default values for any fields in the Application XML template

- Do not change the field type of a field; this can cause application errors on existing records storing data that
do not match the new field type.

- In order to synchronize values between Candidate Profile and Application, define the fields with the same ID
and field type;

- Common mistakes include declaring overrides that restate the attribute configuration in the field definition or
declaring two overrides that conflict with each other.

- Please note that in overrides you have to list out all countries, the override should apply to - do not use
asterisk, as it won't affect the override functionality;

- For the Edit Candidate Snapshot button permission configuration: This button permission is used to grant a
user permission to edit the contents of the candidate profile snapshot associated to the application. This must
also be used in conjunction with candidate profile permissions that are defined by dynamic group and if those
same field IDs exist on the Application XML the permissions need to match the permissions of users that are
part of the dynamic group.

- The display options may not display any data until the fields they refer to are set up as Custom Reportable
Fields and synchronized successfully;

Configuring multi-stage application

When multi-stage application is enabled the majority of the application field permissioning is read out of the
Requisition XML instead of the Application XML. However following permissions HAVE TO remain in the
application template:

- statusId

- resume

- coverLetter
In a multistage environment, all required fields for all status operators must be filled out before a recruiting
user can successfully change the applicant’s status to any In Progress status. An applicant can be moved to a
disqualification status at any point, regardless of whether or not required fields are completed.

What to take into consideration when configuring Application

- please identify from the beginning which fields from the Candidate Profile should be populating data during
the application (you will have to define the fields in the application XML using the same id and type as used in
the candidate profile template)

- When moving permissions from the application template to the job requisition template for multi-stage
application, don't forget to define permissions for "C" role and please use correct application status names (the
best practice is to copy paste the status name from Applicant status configuration)

- Please note that many application features (e.g. allowing to forward candidates to unposted jobs) are
managed through Admin Center. A full list of Admin permissions and settings for Recruiting Management can
be found in the following KBA: 2341695
(https://apps.support.sap.com/sap/support/knowledge/public/en/2341695)

- The print / save of the application requires at least read permissions to the relevant application field for the
role who tries to print the application - if e.g. the operator doesn't have access to resume and resume is
checked on the list of fields to print, a user will receive an error message; Please refer to the following KBA:
2344065 (https://apps.support.sap.com/sap/support/knowledge/public/en/2344065)

Application FAQ

Q: How do I enable a recruiting user to change the contact information line/resume/cover letter at the
top of the application?

A: Contact info change is not supported by recruiting operators. The fields can be made editable to the
applicant if multi-stage application is used. Resume/cover letter can be changed using a combination of the
dynamic groups, candidate profile field permissions and edit profile snapshot feature permissions.

Q: How do I enable a recruiting user to change the resume/cover letter at the top of the application?

A: Resume/cover letter can be changed using a combination of the dynamic groups, candidate profile field
permissions and edit profile snapshot feature permissions.

Q: How do I hide country-specific / candidate type specific (override) fields from a recruiting user on
the application?

A: When a field is configured for override and public=true, the recruiting user will see the field, if they are in the
country specified. If the field is set to public=false, the recruiting user will not see the field. If the field is not
configured for override, the fields are displayed to the recruiting user based on read/write permissions. For
candidates, if the field is set to override and the attribute is public=true, the field is displayed to the candidate
for the country specified in the override. If public=false, the field is not displayed to the candidate.
Q: How do I hide or permission portlets on the application page?

A: Please consider following scenarios:

- The Interview Central portlet is controlled via Requisition XML (feature-permission).

- The Application, Screening, background elements, Correspondence, Offer Letter, and Applicant Status Audit
Trail are not permissionable or hidable; they will always display.
- The Comments functionality and portlet is controlled in the permissions to the "comments" field in the
application template
- Tagging a candidate is a feature that has to be first enabled in Provisioning and then permissioned in Admin
Center; please review the following Knowledge Base Article for more information: 2081460
(https://apps.support.sap.com/sap/support/knowledge/public/en/2081460)

Q: How do I re-order, re-name or create new portlets on the application page?

A: This is not supported.

Q: How do I allow a user to sort by applicant last name?

A: Add last name as a field in the display options; this will appear in addition to the first/last name that already
exists on the applicant list. There is no way to split the first/last name value that appears as standard.

Q: How do I add an icon for high potential candidates or candidates?

A: This is not supported. Consider using a custom field set up as a display option instead.

Q: How is the "new" flag on applicants set?

A: This appears on applicants on the requisition that have never been clicked by the logged-in user.

Q: Why is there a Non Applicant message on my applicant?

A: The applicant has been forwarded to a requisition but has not yet applied to it. Applicants should apply prior
to background check, onboarding or hire.

Q: Can the print layout of applications be configured?

A: This is not supported.

Q: Can the email functionality be set up to allow emailing users other than the candidate?

A: This is not supported.

Q: How do I add fields (like category) and/or configure the Comments portlet to be rich text?
A: This is not supported. The Comments portlet supports user-entered line breaks.

Q: Can we automatically status applicants based on the application data?

A: The only automatic status capability supported is the ability to auto-disqualify based on pre-screen question
data. It is not possible to place the qualified applicant in any status other than the Default status. It is not
possible to auto-progress the applicant in the status workflow based on the application data.

Q: How to I hide the functionality to send email for candidates from specific users?

A: This is not supported. All users that have access to the Candidate Application will be able to contact
candidates via email.

See Also
2081508 (https://apps.support.sap.com/sap/support/knowledge/public/en/2081508) - Custom Reportable
Recruiting Fields - Recruiting Management

2315734 (https://apps.support.sap.com/sap/support/knowledge/public/en/2315734) - How many reportable

custom fields can be set up for one instance - Recruiting Management

2341235 (https://apps.support.sap.com/sap/support/knowledge/public/en/2341235) - Data Privacy Consent

Statement - DPCS 1.0 - DPCS 2.0 - Recruiting Management

2081536 (https://apps.support.sap.com/sap/support/knowledge/public/en/2081536) - DRM 1.0 to purge

inactive candidates / applications - Recruiting Management

2103423 (https://apps.support.sap.com/sap/support/knowledge/public/en/2103423) - DRM 2.0 to purge

inactive candidates and / or inactive applications - Recruiting Management

2341695 (https://apps.support.sap.com/sap/support/knowledge/public/en/2341695) - Admin settings and

permissions - Recruiting Management

2344065 (https://apps.support.sap.com/sap/support/knowledge/public/en/2344065) - Error: Internal resume

attachment processing error... when trying to print an application - Recruiting Management

2081460 (https://apps.support.sap.com/sap/support/knowledge/public/en/2081460) - Candidate Tags -

Recruiting

Keywords
Application, Application XML, Application Template, , KBA , LOD-SF-RCM , Recruiting Management , LOD-SF-
RCM-APP , Applicants and Job Applications , How To

Product
SAP SuccessFactors HXM Core all versions
 Attachments
candidate-data-model.dtd (/sap/support/sapnotes/public/services/attachment.htm?
iv_key=012006153200000961542016&iv_version=0004&iv_guid=6CAE8B3EABEB1ED69399E62700A020C2)

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