SuccessFactors Admin: Recruiting Management

Transcription

1 SuccessFactors Admin: Recruiting Management Admin Guide v1204 (One Admin)

2 For SuccessFactors v12 (One Admin) Last Modified 07/17/ SuccessFactors, Inc. All rights reserved. Execution is the Difference All brand and product names are trademarks or registered trademarks of their respective holders. Printed in the USA SuccessFactors Global Headquarters 1500 Fashion Island Blvd. Suite 300 San Mateo, CA USA Information in this document is subject to change without notice and does not represent a commitment on the part of SuccessFactors, Inc. The software described in this document is furnished under a license agreement. The software may be used only in accordance with the terms of the agreement. No part of this training may be reproduced or transmitted in any form or by any means, electronic or mechanical, without the express written permission of SuccessFactors, Inc.

3 Table of Contents Job Aid Reference List... 6 Course Introduction... 8 Course Objectives... 9 Course Structure Training Environment Browser Pop-up Window Using this Guide Additional Resources Module 1: Setting Up the System Objectives Lesson 1: Managing Recruiting Settings Objectives Managing Recruiting Settings Main Concepts Recruiting Settings Page Conclusion Exercise Lesson 2: Managing Recruiting Groups Objectives Recruiting Groups Main Concepts How Do I Create a Recruiting Group? Team View Locking Group Membership Conclusion Exercise Lesson 3: Managing Job Posting Header and Footer Objective Job Poster Header and Footer Text Main Concepts SuccessFactors Recruiting Admin SuccessFactors, Inc.

4 Conclusion Exercise Lesson 4: Managing Custom Help Text Objective Creating Custom Help Text Main Concepts Conclusion Exercise Module 2: Managing Recruiting Templates Objectives Lesson 1: Managing Notification Templates Objectives Notification Template Main Concepts What s the difference: system versus regular? Notification Template List When would you edit a template? Conclusion Exercise Lesson 2: Managing Recruiting Templates Objectives Managing Recruiting Templates Main Concepts Template List Tokens Template Translation Conclusion Exercise Lesson 3: Managing Offer Letter Templates Objectives Managing Offer Letter Templates Main Concepts Conclusion SuccessFactors, Inc SuccessFactors Recruiting Admin

5 Exercise Lesson 4: Managing Onboarding Templates Objectives Managing Recruiting Onboarding Templates Main Concepts Conclusion Exercise Module 3: Granting Permissions Objectives Lesson 1: Grant Recruiting Permissions Objectives Recruiting Permissions Main Concepts Access Recruiting Permissions Pages What Recruiting Permissions can I Assign? Report Permissions Source Quality Report Candidate Search Permissions Candidate Tagging Permissions Jobs Applied Portlet Permissions Conclusion Exercise Lesson 2: Setting Up Permissions to Create Forms Objectives Form Permissions Main Concepts Access Recruiting Permissions Pages Managing Form Creation Privilege Conclusion Exercise Lesson 3: Granting equest Postings Permission Objectives SuccessFactors Recruiting Admin SuccessFactors, Inc.

6 Granting equest Posting Permission Main Concepts Conclusion Exercise Lesson 4: Setting Up Agency Access Objectives Agency Access Main Concepts Access Agency Permissions Pages Agency Access Capabilities Conclusion Exercise Lesson 5: Dashboard and Reporting Permissions Objectives Dashboard and Report Permissions Main Concepts Access Reporting Permissions Pages AdHoc Report Overview Ad Hoc Report Builder Conclusion Exercise Lesson 6: Setting Up Detailed Requisition Reporting Privileges Objectives Detailed Requisition Reporting Privileges Main Concepts Conclusion Exercise Module 4: Managing the Process Objectives Lesson 1: Managing Duplicate Candidates Objectives Managing Duplicate Candidates Main Concepts Conclusion SuccessFactors, Inc SuccessFactors Recruiting Admin

7 Exercise Course Summary SuccessFactors Recruiting Admin SuccessFactors, Inc.

8 JOB AID REFERENCE LIST Job Aid: Managing Recruiting Settings Job Aid: Copy and Modify a Recruiting Group Job Aid: Create a Recruiting Group Job Aid: Delete a Recruiting Group Job Aid: Create a Job Posting Header and Footer Job Aid: Add Custom Help Text for a Candidate Profile Job Aid: Edit a Notification Template for a Recruiting Job Aid: Edit an Template Job Aid: Use Tokens in an Template Job Aid: Translate a Template into Another Language Job Aid: Edit an Offer Letter Template Job Aid: Edit an Onboarding Template Job Aid: Grant Recruiting Permissions Job Aid: Setting Up Permissions to Create Forms Job Aid: Manage External User Accounts Job Aid: Grant equest Postings Permission Job Aid: Set Up Agency Access Job Aid: Grant Permissions to Create Ad Hoc Reports Job Aid: Set Up Detailed Requisition Reporting Privileges SuccessFactors, Inc SuccessFactors Recruiting Admin

9 Job Aid: Identify Potential Duplicate Candidates SuccessFactors Recruiting Admin SuccessFactors, Inc.

10 Course Introduction Through discussion, demonstration, and hands-on computer lab work, this course uses the concepts and terminology associated with SuccessFactors Recruiting Admin functionality, and helps you develop a working knowledge of this model for use in implementing your recruiting strategy. Your recruiters, hiring managers, and interviewers can share their opinions and insights about candidates, formulate interview strategies, and provide post-interview feedback, rankings, and impressions. You will gain basic skills in how to use the SuccessFactors Recruiting Admin functionality. In this course you will manage security, source candidates, manage candidate assessment forms and data, and maintain recruiting forms using step-by-step, hands-on exercises SuccessFactors, Inc SuccessFactors Recruiting Admin

11 COURSE OBJECTIVES Upon completion of this course, you will be able to: Set up the system Manage recruiting settings Manage recruiting groups Manage job posting header and footer Manage recruiting custom help text Manage recruiting templates Manage notification templates Manage recruiting templates Manage offer letter templates Manage onboarding templates Grant permissions Grant recruiting permissions Set up permissions to create forms Grant equest postings permission Set up agency access Set up permissions to create ad hoc reports Set up detailed requisition reporting privileges Manage the process Manage duplicate candidates SuccessFactors Recruiting Admin SuccessFactors, Inc.

12 COURSE STRUCTURE This course is divided into modules and lessons that correspond to the objectives listed in the previous section. Module 1: Setting up the System Lesson 1: Manage Recruiting Settings Lesson 2: Managing Recruiting Groups Lesson 3: Managing Job Posting Header and Footer Lesson 4: Managing Recruiting Custom Help Text Module 2: Managing Recruiting Templates Lesson 1: Managing Notification Templates Lesson 2: Managing Recruiting Templates Lesson 3: Managing Offer Letter Templates Lesson 4: Managing Onboarding Templates Module 3: Granting Permissions Lesson 1: Granting Recruiting Permissions Lesson 2: Setting Up Permissions to Create Forms Lesson 3: Granting equest Postings Permission Lesson 4: Setting Up Agency Access Lesson 5: Dashboard and Reporting Permissions Lesson 6: Setting Up Detailed Requisition Reporting Privileges Module 4: Managing the Process Lesson 1: Managing Duplicate Candidates 2012 SuccessFactors, Inc SuccessFactors Recruiting Admin

13 TRAINING ENVIRONMENT The SuccessFactors system is highly configurable. During this training, you will be working in a representative environment. It may not match your own SuccessFactors configuration at your company. Please note that goal and objective are used interchangeably throughout the software and this document. Also, user refers to the end user or employee. To expand the browser window in Internet Explorer or Mozilla Firefox, use the F11 key. Browser Pop-up Window Do not block pop-up windows in your browser. Please unblock pop-up windows so that the application may function as designed. When you first log in to SuccessFactors Learning, the following message banner may display at the top of your browser window: Pop-up blocked. To see these pop-up or additional options, click here. If this banner displays, perform the following steps: 1. Click the pop-up blocked message. A box displays with a few options. 2. Select the Always allow pop-ups from this site option. 3. Click Yes. 4. Once the setting is selected, you will not see the pop-up blocked warning again. SuccessFactors Recruiting Admin SuccessFactors, Inc.

14 USING THIS GUIDE This Admin Guide is designed to be used virtually in conjunction with an instructor. The guide provides general information that will be elaborated upon by the instructor. For additional information, refer to the Help and job aids. Throughout the guide, you encounter icons that call out various types of information. The following table illustrates how this guide uses icons to indicate different types of comments, activities, labs, and so on, that support the text. Icon Definition Note: Indicates additional information that is related to the information presented. Best Practice: Indicates helpful hints and tips or other guidance that further explains the information it accompanies. Lab: Indicates a hands-on computer lab. Follow the step-by-step process outlined to perform specific tasks in the system. Job Aid: Indicates there is a job aid available for the task. Job aids provide detailed instructions and screen captures to help you complete a task. Warning: Warns against particular actions, or that a particular condition might indicate a problem SuccessFactors, Inc SuccessFactors Recruiting Admin

15 ADDITIONAL RESOURCES There are a number of additional resources that can provide you more information about the SuccessFactors Recruiting system. These resources include: SuccessFactors, Inc. website: Online system Help Task-specific job aids SuccessFactors, Inc. monthly newsletter For more information about other courses and registration, contact SuccessFactors University at [email protected]. SuccessFactors Recruiting Admin SuccessFactors, Inc.

16 Module 1: Setting Up the System This module contains four lessons. Lesson 1: Managing Recruiting Settings Lesson 2: Managing Recruiting Groups Lesson 3: Managing Job Posting Header and Footer Lesson 4: Managing Recruiting Custom Help Text OBJECTIVES Upon completion of this module, you will be able to: Manage recruiting settings Manage recruiting groups Manage job posting header and footer Manage recruiting custom help text The lessons in this module directly support each of these objectives SuccessFactors, Inc SuccessFactors Recruiting Admin

17 Lesson 1: Managing Recruiting Settings The goal for this lesson is to provide general instruction about managing your organization s recruiting settings. OBJECTIVES Upon completion of this lesson, you will be able to: Edit Company Contact Information Edit Return Address Edit Candidate Profile Settings Edit a Job Requisition Disable Add Role Manage Interview Central Manage Private Postings MANAGING RECRUITING SETTINGS MAIN CONCEPTS Most of this is internal facing information, except for the company contact information, which is external facing information about the company. Accessing Recruiting Settings pages can be accomplished using OneAdmin: Navigate to Company Processes & Cycles Click Recruiting SuccessFactors Recruiting Admin SuccessFactors, Inc.

18 Click Manage Recruiting Settings Recruiting Settings Page The Managing Recruiting Settings page consists of several sections. Each of these sections controls a specific element of the recruiting settings. Figure 1. Company Contact Information section The Company Contact Information section (Figure 1) is the external facing information about the company, which shows up in the career sites. This information is typically set up during implementation and not touched again. The Candidate Response Address field is also posted on the external career sites SuccessFactors, Inc SuccessFactors Recruiting Admin

19 Figure 2. Return Address Information section The Return Address Information section (Figure 2) enables you to override the default company address. You can lock it down so only this address will display on correspondence back to candidates, or you can make it editable so recruiters can change it to their own address. Best Practice: Best practice is to have the Return Address display something candidate-friendly. Use this return address when: External candidates sign up to create a new account (with verification turned on) Internal/external candidates applied to a job An application status change occurs for internal/external candidates individual changes and with mass update External candidates use the forgot password tool Job alerts notifications for an expired job alert, invalidated job alert, and new job alert Another example of when the return might be used would be if a candidate fails a pre-screening questionnaire and is disqualified. The candidate is moved to an auto disqualified SuccessFactors Recruiting Admin SuccessFactors, Inc.

20 status, which triggers an to be sent to each candidate announcing this disqualification. Select the Delay s checkbox (Figure 2) and enter a number (for hours) to prevent candidates from learning exactly when they were disqualified (for example, immediately following an interview) so as not to discourage a candidate. Best Practice: Best practice is to set delay over 20 hours and to stagger this to an odd number of hours (such as 21, 27, or 39) rather than an even number (such as 24 or 48) so that it does not seem automated to the candidate. Figure 3. Candidate Profile Settings section The Candidate Profile Settings section (Figure 3) enables candidates to enter multiple lines of data such as previous work experience or educational history on their candidate profile. A candidate s most recent work history is highlighted in the candidate profile. The MOST RECENT values in the background elements enable recruiters to focus on the most recent information. Recruiters can add comments to candidate profiles, as well as import comments from the application process to a candidate s profile SuccessFactors, Inc SuccessFactors Recruiting Admin

21 Figure 4. Applicant Profile Settings section The Applicant Profile Settings section (Figure 4) allows an admin to hide any skipped statuses in the application audit trail. SuccessFactors audit tracks every move that a candidate makes through the hiring process. For example, if a candidate replied to a requisition, and was moved from Replied status to Reviewed status to Interviewed status; and the recruiting team liked the candidate so much that they wanted to skip the second interview and move the candidate directly to Offer status, the audit trail will show that by default. The second interview will appear with no dates. This can be hidden by selecting the above checkbox (Figure 4). Figure 5. Candidate Search Settings section The Candidate Search Settings section (Figure 5) is a system performance configuration. You can set a threshold based on your system s size and performance (for example 30, 60, or 90 days) and have a message display a warning to users of a potential delay in the completion of their search. If a recruiter searches on all SuccessFactors Recruiting Admin SuccessFactors, Inc.

22 candidates who have applied in the last 120 days and you this set to 90, a message will display warning the user that the limit has been set to 90 days. A company with thousands of candidates may choose a low value because the larger the date range, the larger the returned number of candidates. An organization should strive to strike a balance between system performance and number of candidates returned. Figure 6. Job Requisition section The Job Requisition section (Figure 6) provides administrators with a few decision points about configuring requisitions. Enable change tracking and display for Job Requisition data and Job Postings SuccessFactors has an audit trail for requisitions similar to the audit trail for applicants. This provides a detailed view of the audit trail and captures information such as who made changes to a requisition status and when. For example, if data is changed from Talent Management to Human Resources. Use originator s preferred language as the default language of a new job requisition 2012 SuccessFactors, Inc SuccessFactors Recruiting Admin

23 For companies that have a multilingual environment, the job requisition language will default to the language of the Operator. The requisition must be configured to support the Operator s locale for this to work. Allow forwarding of candidates to unposted jobs This feature provides the ability for operator s to find jobs that are not posted when forwarding candidates. (Source internal candidates for a job requisition before posting.) This is a legal issue for some companies, and they prefer not to enable this option because of fair hiring practices in their country that make it illegal to place a candidate in a job unless that job has been made public for application by other candidates. Enable private posting of jobs This feature enables the private postings of jobs. For example, if you have a confidential executive search in the process, you may not want to post that you are hiring a CEO. A URL to a private posting of the job will be available to send to candidates via , even if the job is not searchable to candidates internally or externally(this requires some XML setup). Show job description to Applicants even after the job is taken down This feature allows candidates to use the print preview option on Job Descriptions to look at jobs they previously applied to or that were previously posted. Disable Add Role on Forward to Requisition dialogue This is enabled when an internal user finds a good candidate and wants to forward them on to Requisition. SuccessFactors Recruiting Admin SuccessFactors, Inc.

24 Figure 7. Interview Central section The Interview Central section (Figure 7) allows you to decide whether to enable document attachments on your interview feedback forms or Interviewer Notes. Figure 8. Offer Approval section The Offer Approval section (Figure 8) varies from the Requisition, Application, and Candidate Profile sections, where you can decide on a field by field level which fields are read and which are write. In this section several of the fields are hard-coded as read or write fields. The Job Code Entity field enables an admin to autopopulate and edit additional fields SuccessFactors, Inc SuccessFactors Recruiting Admin

25 Figure 9. Instructions The Instructions section (Figure 9) is comprised of a text editor which enables an admin to place text above the job requisitions list in multiple languages (based on the language selected in your profile). SuccessFactors Recruiting Admin SuccessFactors, Inc.

26 Job Aid: Managing Recruiting Settings 1 Navigate to Administration Tools > Company Processes & Cycles > Recruiting 2 Select Manage Recruiting Settings. 3 Edit any of the Company Contact Information fields as needed. Click Save if this is the only information you need to edit SuccessFactors, Inc SuccessFactors Recruiting Admin

27 4 Select either option s checkbox as necessary and record any necessary information. Click Save if this is all the information you need to edit. 5 Select this checkbox if you want to set background elements to highlight current value (based on start/end date). Click Save if this is all the information you need to edit. 6 Select this checkbox if you want to hide skipped statuses in the application audit trail. Click Save if this is all the information you need to edit. SuccessFactors Recruiting Admin SuccessFactors, Inc.

28 7 Select any checkboxes to configure the job requisition to your needs. Click Save if this is all the information you need to edit. 8 If you want to enable documents to be attached to the requisition for interview notes, select this checkbox and click Save. 9 Select this checkbox to allow others to edit Job Code Entity fields and click Save. END 2012 SuccessFactors, Inc SuccessFactors Recruiting Admin

29 CONCLUSION In Lesson 1, you learned how to use the Managing Recruiting Settings page to customize recruiting settings. You should now be able to: Edit Company Contact Information Edit Return Address Edit Candidate Profile Settings Edit a Job Requisition Disable Add Role Manage Interview Central Manage Private Postings EXERCISE Your manager has given you the following task: Edit the Recruiting Settings to delay messages to disqualified candidates, and enable the forwarding of candidates to unposted jobs SuccessFactors Recruiting Admin SuccessFactors, Inc.

30 Notes 2012 SuccessFactors, Inc SuccessFactors Recruiting Admin

31 Lesson 2: Managing Recruiting Groups This lesson provides an overview of how to manage recruiting groups. Effectively managing your organization s recruiting groups makes it easier for you to work with large groups of people, reducing the amount of time spent on administrative tasks. OBJECTIVES Upon completion of this lesson, you will be able to: Copy and modify a recruiting group Create a recruiting group Delete a recruiting group RECRUITING GROUPS MAIN CONCEPTS You can use dynamic groups (for example, selections of employees) to limit the scope of employees that can be set as recruiters, hiring managers, sourcers, or coordinators on job requisitions (job reqs). During configuration, your Professional Services or Technical Services consultant can associate a group with an operator role (for example, recruiter) on the requisition template. You can select which employees will be part of that group. In the XML for a requisition template, it is possible to tie a restriction so that users can only pick from a specific group of SuccessFactors Recruiting Admin SuccessFactors, Inc.

32 authorized recruiters. This helps prevent end users from selecting non-authorized recruiters. The Manage Recruiting Groups page is accessed using OneAdmin, by: Navigating to Company Processes & Cycles Click Recruiting Click Manage Recruiting Groups Manage Recruiting Groups Page The Manage Recruiting Groups page (Figure 10) lets you create and edit dynamic groups for the Recruiting module. Consult your implementation team for information on uses of groups in your instance. A Recruiting Group is a set of business rules that defines a group of users. Recruiting groups limit the pool of users that can be selected in a given role on a requisition, if that role was tied to the group during the configuration process in implementation. Recruiting groups consist of one or more people pools. People pools allow you to manage which people belong to which recruiting groups. Each people pool is defined by the values you select in one or more categories. Categories consist of search criteria that allow you to select groups of people who share a common demographic feature such as city, country, job code, gender, or hire date SuccessFactors, Inc SuccessFactors Recruiting Admin

33 Through the clever use of categories and people pools, you can create recruiting groups that ideally suit your specific needs. Figure 10. Manage Recruiting Groups page How Do I Create a Recruiting Group? Define the People Pool Enter a group name. Start defining your people pool. For example, to define a group of all users hired before October 1, 2009, select the Hire Date field category in the drop down titled Pick a category. Based on the definition of your people pool, select the people for your group. You can make multiple selections within a single category, and you can use multiple categories. For example, to define a group of "All the engineers and product managers in San Mateo," establish the group with two categories as follows: Pick category Department from the dropdown titled Pick a category. A popup with a list of departments will be presented. Select Engineering and Professional Services from the list of departments. Select the Add Another Category button. SuccessFactors Recruiting Admin SuccessFactors, Inc.

34 Pick category Location. A popup with a list of locations will be presented. Select San Mateo from the list of locations. Multiple People Pools Each group can have multiple people pools. People pools are used to identify people who meet your criteria. For example, let's say you have two different offices: Office A and Office B. Each office has a Sales team and a Finance team. If you want to create a recruiting group that includes all sales and finance personnel from both offices, use one pool, and configure to find all people in either role (sales or finance) and either location (Office A or Office B). Use multiple pools when only some people fit in each search criteria. For example, you should use multiple pools if you only want to include sales employees from Office A and finance employees from Office B. In this case, you would create a recruiting group that includes: One people pool of sales employees from Office A Another people pool of finance employees from Office B 2012 SuccessFactors, Inc SuccessFactors Recruiting Admin

35 Figure 11. Example of People Pools Team View The Team View category allows the definition of hierarchical groups with multiple levels, even when using Matrix, HR and Custom reporting relationships. For example, it is possible to define a group two levels deep using the Matrix Reporting relationship in the following fashion: "Carla Grant's Matrix Reports, and the Direct Reports of Carla's Matrix Reports". This would appear as follows: SuccessFactors Recruiting Admin SuccessFactors, Inc.

36 Figure 12. Example of Matrix Reports and Direct Reports Locking Group Membership Group definitions are basically stored queries. Their membership is therefore dynamic. The number of people in the group today can be different than the number of people in the group tomorrow. For example, if a group has been defined as "Everyone in the Engineering department" and if a new person is hired tomorrow, the membership is augmented by one. If the membership of the group must not change, it is possible to lock the group membership. This will save the list of users that meet the group criteria at the time the group is locked. To edit the membership, unlock the group. Note: Unlocking a group will lose the locked membership, and the group will return to being dynamic SuccessFactors, Inc SuccessFactors Recruiting Admin

37 From the Manage Recruiting Groups screen, you can perform the following functions on your recruiting groups: Table 1. Manage Recruiting Groups Tasks Task Edit Copy Delete Create Perform this task when: You need to change the membership of a certain group of people. You want to create a new group that s based on members in an existing group. This can save you a lot of time over creating a new group. When you no longer need a group. You need a new group of people and you don t have an existing group you can copy and alter to suit your needs. Recruiting Groups are tied to the user who creates them; a user viewing Admin > Recruiting Groups cannot see the Recruiting Groups set up under another user s profile. Best Practice: Best practice is to set up all Recruiting Groups under a single master administrative user (that will never be deactivated out of your system), and only change the groups by proxying into that master administrative user. SuccessFactors Recruiting Admin SuccessFactors, Inc.

38 Job Aid: Copy and Modify a Recruiting Group 1 Navigate to Administration Tools > Company Processes & Cycles > Recruiting 2 Select Manage Recruiting Groups. 3 Select the recruiting group you want to edit using the preceding procedure. 4 After you select the group, click the Copy button SuccessFactors, Inc SuccessFactors Recruiting Admin

39 5 Enter the name of the new group in the Save group as field and click Save. 6 SuccessFactors displays a status message letting you know you successfully copied the group. Click the View the group now control if you want to view or edit the group or click Close to return to the Manage Recruiting Groups page. You re now ready to manage the group you just copied. 7 Select the recruiting group you want to edit by clicking the Choose a Group field s dropdown menu and selecting the group you want to edit. SuccessFactors Recruiting Admin SuccessFactors, Inc.

40 8 After you select the group, click the Edit button. 9 When SuccessFactors displays the Group Definition form, you can choose new members for your group or exclude others. 10 The current group, Recruiters, currently only has one category of people in it: all people whose job code is HR REC. This means that this people pool includes all recruiters no matter where they work. To add another category to this group, click the Add another category button SuccessFactors, Inc SuccessFactors Recruiting Admin

41 11 Select a category to further refine your search for members of this people pool. For example, if you wanted to find recruiters who work in San Mateo, CA, you need to select a category that allows you to specify that value. 12 Since you want all the recruiters in a specific city, the City category is the field to select. Click the Category field s dropdown menu and select City. 13 SuccessFactors displays the Search Results screen so you can specify the specific city value you want to include in your people pool. Click the magnifying glass icon on the right edge of the Keyword field. SuccessFactors Recruiting Admin SuccessFactors, Inc.

42 14 Use the navigation controls to find the name of the city you want. When you find the value you want (in this case, San Mateo), select the checkbox next to its name. Note that you can select multiple values (though in this case, you re only selecting one). Click Done to save your selection. 15 SuccessFactors displays your modified people pool. In this case, your people pool consists of all recruiters who work in the San Mateo office. Note that you can click San Mateo and select additional locations if needed. One City field can have as many cities listed as needed SuccessFactors, Inc SuccessFactors Recruiting Admin

43 16 As described earlier, add additional pools to combine people in specific roles from specific locations. 17 To replicate the example given at the start of this lesson, you can create one pool to include people: In a specific role in one location (for example, HR in San Mateo) With people in another role at a different location (for example, Sales in Oakland) SuccessFactors Recruiting Admin SuccessFactors, Inc.

44 18 If you make changes to your search criteria, click the Update button to see how your results have changed. This image shows an edited group that now includes HR directors and managers who work in either Oakland or San Mateo. 19 Click Done to save your changes. END 2012 SuccessFactors, Inc SuccessFactors Recruiting Admin

45 Job Aid: Create a Recruiting Group 1 Click Create. 2 Enter a name for your new group in the Group Name field. 3 In the Choose Group Members: portlet, select a category from the People Pool dropdown menu. For this lab, select State. SuccessFactors Recruiting Admin SuccessFactors, Inc.

46 4 Click to see all options. For this lab, select the checkbox next to CA. 5 Click Done. 6 Click Update in Group Membership and note the number of members. 7 In the Exclude these people from the group: section, select Hire Date from the People Pool dropdown menu. 8 Select < (less than) in the Hire Date is dropdown menu and then enter 02/10/2010 as the date. 9 Click Done SuccessFactors, Inc SuccessFactors Recruiting Admin

47 10 Click Update in Group Membership and note the new number of members. 11 Click Done. 12 Verify that your new group appears in the Choose a Group dropdown menu. END SuccessFactors Recruiting Admin SuccessFactors, Inc.

48 Job Aid: Delete a Recruiting Group 1 Select the recruiting group you want to delete using the preceding procedure. 2 After you select the group, click Delete. 3 SuccessFactors asks you to confirm that you want to delete the group you selected. If you re certain you want to delete the group, click Delete. Otherwise, click Cancel. Note: Once you delete a group, you cannot recover it. If you accidentally delete a group, you ll need to either copy a similar group and edit it or create a new group. END The group name must be exactly correct and matching to the name that was defined in your requisition during implementation. New groups will not automatically connect to requisition roles to limit the users that can be selected. Groups are only useful if they were configured in the XML SuccessFactors, Inc SuccessFactors Recruiting Admin

49 CONCLUSION In Lesson 2, you learned how to manage recruiting groups. You should now be able to: Copy and edit a recruiting group Create a recruiting group Delete a recruiting group EXERCISE Your manager has given you the following task: Create a new recruiting group SuccessFactors Recruiting Admin SuccessFactors, Inc.

50 Notes 2012 SuccessFactors, Inc SuccessFactors Recruiting Admin

51 Lesson 3: Managing Job Posting Header and Footer This lesson provides general information about managing the job posting header and footer template. OBJECTIVE Upon completion of this lesson, you will be able to create a job posting header and footer template. JOB POSTER HEADER AND FOOTER TEXT MAIN CONCEPTS Headers and footers are just blocks of text that appear at the top and bottom of your job posting document. When a job is posted, usually you are posting basic information like the job title or the job location; enough so that when it s searched on a career site the candidate or employee can understand what the job entails. You can create multiple header and footer templates. There can be different headers and footers for internal job postings and external job postings. Filters (Rules) provide flexibility. You can target jobs for specific levels of experience and/or location. SuccessFactors Recruiting Admin SuccessFactors, Inc.

52 Editor Features Figure 13. Content Editor Features The content editor is self-intuitive and makes HTML code unnecessary. Button descriptions display when you pass your mouse cursor over each button SuccessFactors, Inc SuccessFactors Recruiting Admin

53 Job Aid: Create a Job Posting Header and Footer 1 Navigate to Administration Tools > Company Processes & Cycles > Recruiting 2 Select Manage Job Posting Header and Footer. 3 Click Create New Content. 4 The Content editor is where you enter and customize your text. SuccessFactors Recruiting Admin SuccessFactors, Inc.

54 5 Name your template and select the language locale. 6 Select a language spoken in a locale. 7 Edit Travel Required, Job Function, and Job Type information. 8 Scroll to the right. 9 Edit Job Location and Job Language information. 10 Enter an Internal Header. 11 Enter an External Header. 12 Enter an Internal Footer SuccessFactors, Inc SuccessFactors Recruiting Admin

55 13 Enter an External Footer. 14 Click Save. 15 SuccessFactors displays the new template. END SuccessFactors Recruiting Admin SuccessFactors, Inc.

56 CONCLUSION In Lesson 3, you were introduced to managing the job posting header and footer template. You should now be able to create and edit a job posting header and footer template. EXERCISE Your manager has given you the following task: Create and edit a job posting header and footer template 2012 SuccessFactors, Inc SuccessFactors Recruiting Admin

57 Notes SuccessFactors Recruiting Admin SuccessFactors, Inc.

58 Lesson 4: Managing Custom Help Text This lesson provides general information about creating custom Help text to help people fill out job requisitions, applications, and candidate profiles. OBJECTIVE Upon completion of this lesson, you will be able to add custom Help text for a job requisition, job application, or candidate profile. CREATING CUSTOM HELP TEXT MAIN CONCEPTS You can provide custom Help text for different fields on the forms to help people fill out job requisitions, applications, and candidate profiles. If you want, you can provide text for different languages SuccessFactors, Inc SuccessFactors Recruiting Admin

59 Figure 14. Custom Help Displays When Mouse Cursor Hovers Over? This option is useful if you want to include helpful hints about your company processes directly on the forms to help employees and candidates fill out the correct information. The configured text displays a? next to the field. When clicked, Help text displays. Rich-Text allows for placement of links to job aids, lists, and formatting. If a URL is used, please note that it will cause the page to open in the same page, rather than a new page. The user should right-click on the open in new page link. Note: Note that custom Help text does not appear on the initial requisition creation page that requests title, due date, and requisition participants. SuccessFactors Recruiting Admin SuccessFactors, Inc.

60 Job Aid: Add Custom Help Text for a Candidate Profile 1 Navigate to Administration Tools > Company Processes & Cycles > Recruiting 2 Select Manage Recruiting Custom Help Text. 3 SuccessFactors displays the Manage Recruiting Custom Help Text page. Select the tab that corresponds to the form you want to add custom Help to SuccessFactors, Inc SuccessFactors Recruiting Admin

61 4 Click Select Fields to access a list of available fields for which you can provide custom Help text. The control turns blue when you roll your mouse over it. 5 SuccessFactors displays a list of all the fields you can add custom Help text to. Select the checkbox next to a field to select it. If a field already has Help text added, it will have a check mark in the Help Text Added column. You can select as many fields as you want. In this image, the field City has been selected and already has Help text added. SuccessFactors Recruiting Admin SuccessFactors, Inc.

62 6 Click OK. 7 SuccessFactors displays the Help text editing screen. The fields you selected in steps 5 and 6 are listed on the left side of the page. Click one of the fields to display its editing field. 8 Enter the custom Help text in the editing field and use the formatting options at the top of the field to compose, edit, and format the Help text SuccessFactors, Inc SuccessFactors Recruiting Admin

63 9 Repeat steps 7 and 8 as necessary. 10 If you want to add a link to the text in a field, click the name of the field you want to add a link to. 11 Enter your text in the text field and then highlight the text where you want to insert the link. 12 Click the Hyperlink icon. SuccessFactors Recruiting Admin SuccessFactors, Inc.

64 13 Enter the URL you want the selected text to link to in the Hyperlink URL field. It s usually easier to copy the URL of the site you want linked to the Help text from the address field in your browser than typing it in manually. 14 Click the OK button. 15 SuccessFactors now displays the hyperlinked text as shown in the figure at right. 16 Click Save SuccessFactors, Inc SuccessFactors Recruiting Admin

65 17 SuccessFactors displays a status message letting you know your changes were successfully saved. 18 Once you complete all your changes to the custom Help field text, click Save. 19 SuccessFactors displays a status message letting you know your changes were successfully saved. 20 Click the Try out the New Admin Tools link to return to the Company Processes & Cycles page. 21 SuccessFactors displays the Company Processes & Cycles page. END SuccessFactors Recruiting Admin SuccessFactors, Inc.

66 CONCLUSION In Lesson 4, you were introduced to creating custom Help text. These tasks should be completed before working with a Performance Management template. You should now be able to add custom Help text for a job requisition, job application, or candidate profile. EXERCISE Your manager has given you the following task: Add custom Help text to a job requisition 2012 SuccessFactors, Inc SuccessFactors Recruiting Admin

67 Notes SuccessFactors Recruiting Admin SuccessFactors, Inc.

68 Module 2: Managing Recruiting Templates When you manage a template, you can, by changing the template once, modify all subsequent s or forms you send using that template. To teach you how to manage templates effectively, this module contains four lessons: Lesson 1: Managing Notification Templates Lesson 2: Managing Recruiting Templates Lesson 3: Managing Offer Letter Templates Lesson 4: Managing Onboarding Templates OBJECTIVES Upon completion of this module, you will be able to: Manage notification templates Manage recruiting templates Manage offer letter templates Manage onboarding templates The lessons in this module directly support each of these objectives SuccessFactors, Inc SuccessFactors Recruiting Admin

69 Lesson 1: Managing Notification Templates System notification templates automate the process of composing messages that are sent to users such as candidates, hiring managers, agencies, and recruiters. Using notification templates reduces the likelihood of mistakes and ensures a consistent message is conveyed to all applicants. Note: Managing System notification templates differs from managing a Recruiting template which is introduced in Lesson 2: Managing Recruiting Templates on page 79. OBJECTIVES Upon completion of this lesson, you will be able to: Edit an existing System notification template Identify recruiting related notification templates Turn on and off event notifications Customize an notification template SuccessFactors Recruiting Admin SuccessFactors, Inc.

70 NOTIFICATION TEMPLATE MAIN CONCEPTS notifications are automatically sent to employees every time a specified event or change occurs, such as when a form is available or overdue. You can specify which notifications employees receive; for example, you can send a welcome message to all new employees. notifications consist of the subject, notification text and, optionally, signature text. The signature can be added at the bottom of every and typically includes contact or company information, but can be any message you want. SuccessFactors provides the text for all notifications. You can modify the text of many, but not all, notifications. For example, you can modify the content of late notices, but not of system progress notifications. What s the difference: system versus regular? System messages are messages you can send to employees to communicate system changes, such as to announce scheduled maintenance downtime or to address a global system issue. System messages differ from regular notifications because they are initiated and sent as needed. Regular notifications are automatically sent based on business events or the activities employees perform. This module will be discussing regular notification templates. NOTIFICATION TEMPLATE LIST There are many notification templates available in the SuccessFactors suite SuccessFactors, Inc SuccessFactors Recruiting Admin

71 To access the Notification Templates page (Figure 15) using OneAdmin: Navigating to Company Processes & Cycles Click Recruiting Click Manage Recruiting Groups = Figure 15. Admin Tools > Company Settings > Notification Template Settings Figure 16. Notification Templates List SuccessFactors provides a number of notification templates to use as-is or customize for specific business needs. SuccessFactors Recruiting Admin SuccessFactors, Inc.

72 Note: To see a full list of notification templates, what triggers the notification, and the intended recipients please refer to Admin Tools > Admin Resources. There are a few notifications specific to the Recruiting product. These include, but not limited to: Document Creation Notification Document Routing Notification Document Completed Notification External Candidate Forget Password Notification Invite Candidate to Apply Candidate Merge Notification Job Alert Expired notification Job Alert Invalidated Notification Job Alert Notification New Recruiting Operator Notification Recruiting Interviewer Notification Recruiting Event Interviewer Notification Recruiting Manual Candidate Creation Notification Recruiting Imminent Candidate Purge Notification Recruiting Agency Share Candidate Search 2012 SuccessFactors, Inc SuccessFactors Recruiting Admin

73 Best Practice: Question: Can we turn off the notification that we send to candidates that are entered into the system? Answer: No. If you have a candidate in the system, he or she must be notified for legal reasons. WHEN WOULD YOU EDIT A TEMPLATE? Notifications are sent at various points in the requisition and candidate life cycle. Notifications are critical to prompt action and advise users of activity in the tool. Default text is available for all system notifications but it is advisable to review and rewrite text to fit your branding standards. The templates contain regular text and variables, also known as tokens. Regular text displays exactly as you entered it. Variables (tokens) allow you to insert data pulled from the system, for example, exact due dates or a signature. (Tokens are discussed further on page 83.) You can easily modify the existing content in SuccessFactors. Alternately, you can use the existing content as the basis for creating your own notifications. To do this, download the existing content, modify it using your favorite text editor, then upload the modified content back to SuccessFactors. When you modify an existing template, you can send a different for each form. Select this option if you have created several forms from the same template. SuccessFactors Recruiting Admin SuccessFactors, Inc.

74 Select the notification template name from the Notification Template Settings list (Figure 16). This notification is now visible at the bottom of the page. Select the Specify Different Template for Each Form checkbox (Figure 17) and click OK on the confirmation message that appears. Then select the form for which you want to use this and click Switch To. Figure 17. Notification Template > Specify Different Template for Each Form Note: If these options are unavailable, it means that you can't specify this setting for the notification you are modifying. In addition to modifying the content of the templates, you can use your own original content. To do this, create the content in a text (.txt) file, then upload that file to SuccessFactors. After your content is uploaded, you can update it directly in SuccessFactors SuccessFactors, Inc SuccessFactors Recruiting Admin

75 Job Aid: Edit a Notification Template for a Recruiting 1 Navigate to Administration Tools > Company & Processes > Company Settings 2 Select E Mail Notification Templates Settings. 3 SuccessFactors displays the list of available templates. Use checkboxes to turn notifications on or off. Click the Document Routing Notification link. SuccessFactors Recruiting Admin SuccessFactors, Inc.

76 4 Scroll down to the bottom of the list of templates until you find the Document Routing Notification template. 5 You want to target this for Recruiting, so select the Specify Different Template for Each Form checkbox. 6 This pop up message displays. Click OK SuccessFactors, Inc SuccessFactors Recruiting Admin

77 7 From the Switch to dropdown menu, select Requisition. 8 Click Switch To. Scroll back down to bottom of list to Body. 9 Make any edits you may have to the Body text. For this lab, in the Body, edit the text in the first sentence so that it reads: Please be advised that the requisition [[DOC_TITLE]] is now available in your SuccessFactors Recruiting Tab for your [[DOC_ACTION]]. SuccessFactors Recruiting Admin SuccessFactors, Inc.

78 10 Click Save Changes. 11 SuccessFactors notifies you that your changes have been saved. END 2012 SuccessFactors, Inc SuccessFactors Recruiting Admin

79 CONCLUSION In Lesson 1, you were introduced to system notification templates. You should now be able to: Edit an existing system notification template Identify recruiting related notification templates Turn on and off event notifications Customize an notification template EXERCISE Your manager has given you the following task: Turn on notification and modify a notification template for a recruiting event SuccessFactors Recruiting Admin SuccessFactors, Inc.

80 Notes 2012 SuccessFactors, Inc SuccessFactors Recruiting Admin

81 Lesson 2: Managing Recruiting Templates The goal for this lesson is to provide general instruction about managing recruiting templates. OBJECTIVES Upon completion of this lesson, you will be able to: Edit an template Use tokens in an template Save a template translated into another language MANAGING RECRUITING TEMPLATES MAIN CONCEPTS There are two ways to manage templates in the system. As mentioned in the previous lesson, one is by system notification settings, which are required to make the system run and sometimes pertain to recruiting. The other is Recruiting templates. These are Ad Hoc templates, which are optional. You can create as many templates as you want, like Thanks for applying. There are three types of recruiting related s to help you manage recruiting templates: Manage Recruiting Templates Introduced in this lesson, these templates are used for: SuccessFactors Recruiting Admin SuccessFactors, Inc.

82 AdHoc s to candidates Candidate status s Manage Onboarding Templates Introduced in Lesson 3 of this Module, these templates are used for the onboarding feature. Manage Offer Letter Templates Introduced in Lesson 4 of this module, these templates are used for the offer letter feature. Figure 18. OneAdmin > Recruiting > Admin Task List You can manage these three templates directly from the list of recruiting tasks (Figure 18), which can be accessed using OneAdmin, by: Navigating to Company Processes & Cycles Click Recruiting Select the template type from task list Clicking any one of these three task links takes you directly to the list of available templates of that type. You can then select one of the available templates to edit. There are two major benefits to using notification templates: 2012 SuccessFactors, Inc SuccessFactors Recruiting Admin

83 Templates make some recruiting tasks much simpler. These templates serve as form letters that can be ed to potential candidates. This makes contacting large numbers of potential candidates much easier and faster. You have the option to add a CC or BCC section to Recruiting templates, so others can be included on the correspondences. Using templates greatly reduces the cost of corresponding with a potentially large number of candidates who may be interested in an opening or who may be good fits for those openings. You can disable templates you don t want to use. This takes them out of your active list of templates and prevents you from using outdated templates. When you disable a template, though, you don t delete it. It s a very simple task to go into a disabled template and enable it so it can be used again. Figure 19. Sample Recruiting Template SuccessFactors Recruiting Admin SuccessFactors, Inc.

84 TEMPLATE LIST The Manage Recruiting Templates page is accessed, using OneAdmin, by: Navigating to Company Processes & Cycles Click Recruiting Click Manage Recruiting Templates When you manage a Recruiting template, you can, by changing the template once, modify all subsequent messages you send using that template. Recruiting templates can be configured to be triggered when a candidate moves into a particular status, or may be sent manually by a recruiting user. Figure 20. Template List The template list consists of five columns (Figure 20). These columns include: Template Name Provides the name of the recruiting template. Template names should be unique. Status This column shows one of two possible statuses. A recruiting template may either be enabled (actively used) or disabled (still available, but not actively used) SuccessFactors, Inc SuccessFactors Recruiting Admin

85 Translated In The Translated In column lists all the languages that a particular template has been translated to. Last Modified The Last Modified column lists the date on which the template was last modified. Action The Action column includes an icon you can click to edit the template (performs the same action as clicking the link in the Template Name column). Click the Create New Template button to add a new template. The basic process to create an template includes naming the template, selecting a status of enabled or disabled, entering a subject line, and then adding the content (Figure 21). Figure 21. Manage Recruiting Templates page Tokens An administrator can use tokens when creating templates. Tokens are the blanks in a form letter. They point to specific fields in your data and route the correct data to that field. Tokens SuccessFactors Recruiting Admin SuccessFactors, Inc.

86 exist for virtually any type of data you might need when sending out mass messages including: Last Modified addresses First names Last names Telephone numbers Address information Figure 22.Examples of Tokens 2012 SuccessFactors, Inc SuccessFactors Recruiting Admin

87 Best Practice: Test notifications with tokens to see how they work and if they work (some may not be used by your company). You can t make up your own tokens. SuccessFactors Recruiting Admin SuccessFactors, Inc.

88 Job Aid: Edit an Template 1 Navigate to Administration Tools > Recruiting 2 Select the link for Manage Recruiting Templates. 3 SuccessFactors displays the list of available templates. 4 Click the template name s link to edit that template SuccessFactors, Inc SuccessFactors Recruiting Admin

89 5 SuccessFactors displays the template. 6 View the available tokens for this template. 7 Select the language for this copy of the template. 8 Change the name of the template, enable (or disable) it, and describe its subject. To copy a template, open the existing template and then change its name and save the template (see step 10, below). SuccessFactors Recruiting Admin SuccessFactors, Inc.

90 9 Edit and format the body of the Save your changes by clicking the Save Changes button. 11 SuccessFactors indicates that your changes were saved. 12 Return to the list of templates by clicking Cancel. Warning: Be sure your changes were saved before clicking the Cancel button. If you click the Cancel button before you save your changes, you may lose your edits SuccessFactors, Inc SuccessFactors Recruiting Admin

91 13 SuccessFactors warns you that you re about to lose any unsaved changes. If you re certain you want to cancel the changes, click OK. 14 SuccessFactors redisplays the list of available templates. END SuccessFactors Recruiting Admin SuccessFactors, Inc.

92 Job Aid: Use Tokens in an Template 1 Navigate to Administration Tools > Recruiting 2 Select the link for the type of template you want to enable or disable. 3 SuccessFactors displays the list of available templates. 4 Click the template name s link to edit that template SuccessFactors, Inc SuccessFactors Recruiting Admin

93 5 SuccessFactors displays the template. 6 Click the Show Tokens link to view the available tokens for this template. 7 SuccessFactors displays the list of available tokens. 8 Browse through the list of tokens, and when you find the token you need to: Highlight text by clicking on the text and dragging your mouse cursor across the string of text that comprises the token. Right click on the selected text. Click Copy from the pop up menu. Notes: Be sure to select both brackets at the start and close of the token s name. At the same time, take care not to select any additional characters from the string of text such as the colon that follows the second closing bracket. SuccessFactors Recruiting Admin SuccessFactors, Inc.

94 9 Click the Hide Tokens link to hide the list of available tokens. 10 Right click on the body of the template where you want to position the token. Click Paste from the pop up menu. 11 Your newly copied token is now in place. If necessary, edit the text around the token to ensure the token is exactly where you want it. For instance, in this case, you might need to put a space between the First Name and Last Name tokens. 12 Click Save Changes to save your changes and then exit the template. END 2012 SuccessFactors, Inc SuccessFactors Recruiting Admin

95 TEMPLATE TRANSLATION If you have the need to translate notifications to another language, please note that SuccessFactors DOES NOT translate the text for you. You have to enter the content in the other language yourself. Best Practice: It may be easier to compose and edit your text in Microsoft Word and then copy and paste the text into Notepad to remove any additional formatting that Word may have added. Finally, copy and paste it into this field before using the field s formatting options to format the text. Once the notification template has been selected from the Manage Recruiting Templates list, the notification template can be edited. Figure 23. Manage Recruiting Templates > Edit Template to Change Language Select an option from the Change Language drop-down list. This action will clear the notification template, allowing you to enter SuccessFactors Recruiting Admin SuccessFactors, Inc.

96 the language specific details necessary. First, enter a new Template Name in the newly selected language, which will differentiate this template. Continue to edit this template with the language specific content, and click Save Changes SuccessFactors, Inc SuccessFactors Recruiting Admin

97 Job Aid: Translate a Template into Another Language 1 Navigate to Administration Tools > Company & Processes > Recruiting 2 Select Manage Recruiting Templates. 3 SuccessFactors displays the list of available templates. 4 Click the template name s link to edit that template. SuccessFactors Recruiting Admin SuccessFactors, Inc.

98 5 SuccessFactors displays the template. 6 Use the Change Language dropdown menu to select the language you want to translate the template into SuccessFactors, Inc SuccessFactors Recruiting Admin

99 7 SuccessFactors clears all the fields on the Edit Template page. Edit the fields as follows (from top to bottom): Edit the Template Name field so your newly translated template doesn t overwrite and existing template. Enter the text that should appear in the s Subject line. Edit and format the text of the statement in the Body field. Use the formatting options to format the Body field as needed. As with other forms like this one, it may be easier to compose and edit your text in Microsoft Word and then copy and paste the text into Notepad to remove any additional formatting that Word may have added. Finally, copy and paste it into this field before using the field s formatting options to format the text. SuccessFactors DOES NOT translate the text. You need to type text in these fields in the desired language. 8 After you complete your changes, click Save Changes. 9 SuccessFactors displays a status message notifying you that your changes were successfully saved. 11 End SuccessFactors Recruiting Admin SuccessFactors, Inc.

100 CONCLUSION In Lesson 1, you were introduced to managing Recruiting templates. You should now be able to: Edit an template Use tokens in an template Save a template translated into another language EXERCISE Your manager has given you the following task: Modify an existing template and then create a new translation 2012 SuccessFactors, Inc SuccessFactors Recruiting Admin

101 Notes SuccessFactors Recruiting Admin SuccessFactors, Inc.

102 Lesson 3: Managing Offer Letter Templates The goal for this lesson is to provide general instruction about editin offer letter templates. OBJECTIVES Upon completion of this lesson, you will be able to: Edit an offer letter template Use tokens in an offer letter template MANAGING OFFER LETTER TEMPLATES MAIN CONCEPTS Recruiting users have access to these templates when preparing correspondence to applicants. The tokens are different in the Offer Letter Templates and more customized. The Show Tokens link is missing from the Manage Offer Letter Templates: Edit Offer Letter Template page. Tokens are displayed by clicking the Insert Job Requisition Field icon on the Body menu bar (Figure 24). Figure 24. Insert Job Requisition Field Icon Displays Token List 2012 SuccessFactors, Inc SuccessFactors Recruiting Admin

103 The tokens available for this template are very different than those in the Notification templates (Figure 25). These draw heavily from the Requisition and Candidate Profile, and the Candidate Application. The Job Code fields can also be included in the offer letter, which will automatically populate the values from the offer approval process. Note: If necessary, talk to your Customer Support to have custom tokens created. Figure 25. Insert Job Requisition Field Pop-up Contains Token List Offer letters can now be sent as a PDF attachment in an . The text generated in the offer letter can be generated into a PDF attachment to an existing template. The option to send an offer letter as a PDF attachment, as text in an , or as a verbal offer are available when previewing an offer letter. SuccessFactors Recruiting Admin SuccessFactors, Inc.

104 Job Aid: Edit an Offer Letter Template 1 Navigate to Administration Tools > Company Processes & Cycles > Recruiting 2 Select Manage Offer Letter Templates from the menu. 3 SuccessFactors displays the list of available offer letter templates. 4 Click the template name s link to edit that template SuccessFactors, Inc SuccessFactors Recruiting Admin

105 5 SuccessFactors displays the template. 6 Note: Note that you cannot change the country in Edit mode, so be sure to select the correct country when template is first created. 7 Select the language for this copy of the template. 8 Change the name of the template, enable (or disable) it, and describe its subject. To copy a template, open the existing template and change its name. Save the template (see step 13). SuccessFactors Recruiting Admin SuccessFactors, Inc.

106 9 Click the Insert Job Requisition Field icon to view the available tokens for this template. 10 View the available tokens for this template. 11 Tokens display in the body as yellow highlighted text SuccessFactors, Inc SuccessFactors Recruiting Admin

107 12 Edit and format the body of the Save your changes by clicking the Save Changes button. 14 SuccessFactors indicates that your changes were saved. 15 Return to the list of templates by clicking Cancel. Warning: Be sure your changes were saved before clicking the Cancel button. If you click the Cancel button before you save your changes, you may lose your edits. SuccessFactors Recruiting Admin SuccessFactors, Inc.

108 16 SuccessFactors warns you that you re about to lose any unsaved changes. If you re certain you want to cancel the changes, click OK. 17 SuccessFactors redisplays the list of available templates. END 2012 SuccessFactors, Inc SuccessFactors Recruiting Admin

109 CONCLUSION In Lesson 3, you learned how to manage offer letter templates. You should now be able to: Edit an offer letter template Use tokens in an offer letter template EXERCISE Your manager has given you the following task: Edit an offer letter template SuccessFactors Recruiting Admin SuccessFactors, Inc.

110 Notes 2012 SuccessFactors, Inc SuccessFactors Recruiting Admin

111 Lesson 4: Managing Onboarding Templates The goal for this lesson is to provide general instruction about editing onboarding templates. OBJECTIVES Upon completion of this lesson, you will be able to: Edit an onboarding template MANAGING RECRUITING ONBOARDING TEMPLATES MAIN CONCEPTS The Managing Recruiting Onboarding Templates are used to assist recruiters with the onboarding task of new hires. Using the onboarding notification templates is identical to the recruiting notification templates. Refer to the Lesson 2: Managing Recruiting Templates for job aids on how to use tokens and translate a template into another language. SuccessFactors Recruiting Admin SuccessFactors, Inc.

112 Job Aid: Edit an Onboarding Template 1 Navigate to Administration Tools > Company Processes & Cycles > Recruiting 2 Select Manage Onboarding Templates. 3 SuccessFactors displays the list of available onboarding templates. 4 Click the template name s link to edit that template SuccessFactors, Inc SuccessFactors Recruiting Admin

113 5 SuccessFactors displays the template. 6 View the available tokens for this template. 7 Select the language for this copy of the template. 8 Change the name of the template, enable (or disable) it, and describe its subject. To copy a template, open the existing template and then change its name and save the template (see step 10, below). SuccessFactors Recruiting Admin SuccessFactors, Inc.

114 9 Edit and format the body of the Save your changes by clicking the Save Changes button. 11 SuccessFactors indicates that your changes were saved. 12 Return to the list of templates by clicking Cancel. Warning: Be sure your changes were saved before clicking the Cancel button. If you click the Cancel button before you save your changes, you may lose your edits SuccessFactors, Inc SuccessFactors Recruiting Admin

115 13 SuccessFactors warns you that you re about to lose any unsaved changes. If you re certain you want to cancel the changes, click OK. 14 SuccessFactors redisplays the list of available templates. END SuccessFactors Recruiting Admin SuccessFactors, Inc.

116 CONCLUSION In Lesson 4, you were introduced to managing onboarding templates. You should now be able to: Edit an onboarding template EXERCISE Your manager has given you the following task: Modify an existing onboarding template 2012 SuccessFactors, Inc SuccessFactors Recruiting Admin

117 Notes SuccessFactors Recruiting Admin SuccessFactors, Inc.

118 Module 3: Granting Permissions This module includes six lessons. Lesson 1: Granting Recruiting Permissions Lesson 2: Setting Up Permissions to Create Forms Lesson 3: Granting equest Postings Permission Lesson 4: Setting Up Agency Access Lesson 5: Setting Up Permissions to Create Ad Hoc Reports Lesson 6: Setting Up Detailed Requisition Reporting Privileges OBJECTIVES Upon completion of this module, you will be able to: Grant recruiting permissions Set up permissions to create forms Grant equest postings permission Set up agency access Set up permissions to create ad hoc reports Set up detailed requisition reporting privileges The lessons in this module directly support each of these objectives SuccessFactors, Inc SuccessFactors Recruiting Admin

119 Lesson 1: Grant Recruiting Permissions This lesson teaches you how to modify and grant recruiting permissions. These permissions allow the people you work with access to the parts of SuccessFactors they need to do their jobs correctly. Permissions can be granted to a group of users or a specific individual user. OBJECTIVES Upon completion of this lesson, you will be able to: Modify recruiting permissions for a group of users Grant recruiting permissions to an individual user RECRUITING PERMISSIONS MAIN CONCEPTS The Administrator is the person responsible for managing all or part of the SuccessFactors system, employees, and data. Administrators already have the default user permissions, and those with direct reports also have manager permissions granted. As a recruiting administrator, or someone with one or more recruiting roles, additional permissions need to be granted to you and others involved in the recruiting lifecycle. Recruiting permissions titles are listed in Table 2. Each permission is described on page 123. SuccessFactors Recruiting Admin SuccessFactors, Inc.

120 Table 2. Recruiting Permissions Recruiting Permissions Job Requisition Report link on the Recruiting tab Source Quality Portlet Report tab underneath the Recruiting tab Candidate Search: Standalone and Within Job Requisiton Candidate Tagging Jobs Applied Portlet Background Check Initiate / Update Onboarding Initiate / Update API permissions Access Recruiting Permissions Pages Recruiting Permissions are accessed using OneAdmin by: Navigating to Company Processes & Cycles Click Recruiting Click Recruiting Permissions The Recruiting Permissions page (Figure 27) allows the admin to grant and remove recruiting related permissions to a group of users, or to individual users SuccessFactors, Inc SuccessFactors Recruiting Admin

121 Figure 26. Recruiting Permissions group of users By default this page is already set to assign permissions to a group of users. To get started, begin defining the set of users. Select user group based on options in drop-down menu (Figure 28). Figure 27. Recruiting Permissions select group of users Once the base group of users is defined filters can be applied. The group can be filtered by division, department, location or group (Figure 29). SuccessFactors Recruiting Admin SuccessFactors, Inc.

122 Figure 28. Recruiting Permissions filters Once the group has been defined, select the appropriate permissions to be assigned to the group. Click Update Recruiting Permissions to apply/update the new permissions. A status message will appear indicating success or error (Figure 30). Figure 29. Recruiting Permissions successful update To assign permissions to a specific user, click the Manage recruiting permissions through individual users link (Figure 31) SuccessFactors, Inc SuccessFactors Recruiting Admin

123 The individual selection process is similar to the group selection. First, define the base criteria: all employees, a user with direct reports only, a user without direct reports only. Then apply a filter based on division, department, location, and group. Additional criteria can be applied to the search by entering a specific user first name, last name, username, or job code with a starts with or exact match operator applied to the filter. Figure 30. Recruiting Permissions individual user For example, permission to access a candidate search within a job requisition needs to be granted to a user whose name is not known, however we do know this user has direct reports and is a Client Services representative in the Global Services division located in China. Therefore we would configure the search with the following criteria: Select With Direct Reports Only SuccessFactors Recruiting Admin SuccessFactors, Inc.

124 Filters: Division = Global Services Departments = Client Service Location = Beijing, China Click Search Users to find all users that match the above criteria (Figure 32). Figure 31. Recruiting Permissions search criteria Results are displayed at the bottom of the page. Scroll all the way to the right to view the search results (users), and select appropriate permissions as necessary per user listed. Click Updating Recruiting Permissions to save changes SuccessFactors, Inc SuccessFactors Recruiting Admin

125 WHAT RECRUITING PERMISSIONS CAN I ASSIGN? Report Permissions Below are descriptions for each of the recruiting permissions. This is the Report link on the Recruiting tab itself. It s an older feature that s not used for reporting but as a quick search feature. Ad Hoc Reporting is used now. The Report link can search for requisitions / not my requisitions, anywhere in the database. This is not use very often because it s recommended that hiring managers not be able to see any requisition. Permission is only given to recruiters or not at all. Source Quality Report The Source Quality Portlet generates the Source Quality Report, which measures where the hires you recruited came from, how much they cost, and how well they are performing. This report: Provides a graphical view of which recruiting sources provide the best quality candidates over time. Requires additional configuration to utilize. (Please contact Customer Success.) Please note that in order for this report to work, the following must be true: The candidate s source and cost of hire was tracked The candidate must have completed at least one Performance Review SuccessFactors Recruiting Admin SuccessFactors, Inc.

126 Figure 32. Source Quality Report Candidate Search Permissions Permission to conduct a Candidate Search is controlled with two permission checkboxes: Standalone Search Permission The Standalone Search permission allows a user with no open requisition to do a general candidate search on the candidate database (that is, mine for talent that exists in their candidate pool). Candidate Search Within Job Req The Candidate Search Within the Job Req determines who can do a candidate search if they have an open job requisition. It grants them permission to search the Candidates database from the job requisition page. This enables a user to open a requisition, do a candidate search, and then forward a candidate to a specific requisition SuccessFactors, Inc SuccessFactors Recruiting Admin

127 Candidate Tagging Permissions The Candidate Tagging Permission determines who can tag a candidate in the database. For example, if a user found a candidate that is a good engineer, they could put a tag on the candidate s profile stating that she s a good engineer so she can be easily located at a later time. Jobs Applied Portlet Permissions The Jobs Applied Portlet permission determines who can view the Jobs Applied portlet to see what other jobs a candidate has applied for. SuccessFactors Recruiting Admin SuccessFactors, Inc.

128 Job Aid: Grant Recruiting Permissions 1 Navigate to Administration Tools > Company Processes & Cycles > Recruiting 2 Select Recruiting Permissions. 3 Use the horizontal scroll bar at the bottom of the page to view the remaining permissions SuccessFactors, Inc SuccessFactors Recruiting Admin

129 4 Set up the hiring managers first, since they have the least access. Select a group from the Filtered by Groups dropdown menu Select Hiring Manager. 5 6 Filter by Sales hiring managers with direct reports. From the Filtered by Departments dropdown menu, select Sales. From the Select dropdown menu, select With Direct Reports Only. 7 Select the permissions you d like to extend to the employees you selected by clicking in the checkboxes for each permission type. SuccessFactors Recruiting Admin SuccessFactors, Inc.

130 Note: Note that ALL permissions the employee should have must be checked. If the employee requires both Report Permission and Standalone Search permission, both checkboxes must be selected, even if the employee already has Report Permission. If only Standalone Search permission is selected, then the existing Report Permission will be overwritten with the blank checkbox and the employee s permission will be removed. Best Practice: Best practice is to always start granting permissions to the users with the least access, then work your way up to granting permissions to users with greater access. This helps avoid accidentally overwriting a high access user with lower permissions. 8 Click Update Recruiting Permission SuccessFactors, Inc SuccessFactors Recruiting Admin

131 9 The number of users in this group who had permissions updated is displayed. Next, update permissions for Recruiters since they will have more permissions. 10 Reset previous selections. Select a department from the Filtered by Departments dropdown menu. For this lab, select Talent Management Select the permissions you want to extend to this group. Click Update Recruiting Permission. SuccessFactors Recruiting Admin SuccessFactors, Inc.

132 13 The number of users in this group who had permissions updated is displayed. 14 Now grant permissions for an individual user. At the top of the page, click Manage recruiting permissions through individual users. 15 Enter the name you re looking for in the First Name and Last Name or Username fields and click Search Users. It s typical to have one user who has API privileges and grant that user specific API permissions SuccessFactors, Inc SuccessFactors Recruiting Admin

133 In the First Name field, type admin. From the pop up list, select Admin. Click Search Users. 19 Scroll to the right to view the remaining permissions Select the permissions you want to extend to this user. Click Update Recruiting Permission. The Recruiting permissions are updated. END SuccessFactors Recruiting Admin SuccessFactors, Inc.

134 CONCLUSION In Lesson 1, you were introduced to granting and revoking permission to post jobs and other Recruiting features. You should now be able to: Modify recruiting permissions for a group of users Grant recruiting permissions to an individual user EXERCISE Your manager has given you the following tasks: Grant Jobs Applied, Standalone Search, and Recruiting Report permissions to Recruiters Grant Jobs Applied permissions to hiring managers Be sure to order your process so that if a user is both a recruiter and a hiring manager they receive the greater permissions 2012 SuccessFactors, Inc SuccessFactors Recruiting Admin

135 Notes SuccessFactors Recruiting Admin SuccessFactors, Inc.

136 Lesson 2: Setting Up Permissions to Create Forms The goal for this lesson is to provide general instruction about setting up permissions in your organization to allow creation of forms. OBJECTIVES Upon completion of this lesson, you will be able to: Assign permissions to create requisition forms to a specific role or to a group Set up a dynamic group FORM PERMISSIONS MAIN CONCEPTS Requisition creation is controlled by permissions. You can grant permission to individual users or to a group of users, of which the latter is more common. Each requisition contains a set of role fields, such as who is the recruiter and who is the hiring manager. It s common to say, Let s give all hiring managers forms access. However, at this time, you probably don t know who the hiring manager is. Your organization needs to create rules to determine who gets access to create requisition forms SuccessFactors, Inc SuccessFactors Recruiting Admin

137 You should first document who specifically requires access to the create link for requisition templates in your organization. You should define what describes a hiring manager. Everyone who has a direct report? Everybody over a certain level? Can anyone be a hiring manager? You can divide your access to requisitions by job, by country, by union or non-union. For example, you can specify that anyone can open a Replacement Requisition but only Human Resources can open a New Net Addition to Headcount requisition. You can assign permissions to select groups. ACCESS RECRUITING PERMISSIONS PAGES Accessing Recruiting Permissions pages can be accomplished using OneAdmin: Navigate to Manage Employees section Click Set User Permissions Click Form Creation Permission Managing Form Creation Privilege The ability to grant and remove form creation privilege for system users is configured on the Managing Form Creation Privilege page. Users without this permission will not be allowed to create a new document based on a specific form template. The default is to grant permission by groups of users. You can also grant permission to individual users. SuccessFactors Recruiting Admin SuccessFactors, Inc.

138 Job Aid: Setting Up Permissions to Create Forms 1 Navigate to Administration Tools > Company Processes & Cycles 2 Click Set User Permissions. 3 Click Form Creation Permission SuccessFactors, Inc SuccessFactors Recruiting Admin

139 4 SuccessFactors displays the Managing Form Creation Privilege page. 5 Select a form from the Choose a Form dropdown menu. 6 Select a department from the top Filtered by: dropdown menu. SuccessFactors Recruiting Admin SuccessFactors, Inc.

140 7 Click Grant Create Permission. 8 SuccessFactors displays a status message that tells you your permission changes have been scheduled. You have granted the Talent Management department in all divisions, at all locations, permission to create Requisition forms. END 2012 SuccessFactors, Inc SuccessFactors Recruiting Admin

141 CONCLUSION In Lesson 2, you learned how to set up permissions to Create Forms. You should now be able to: Assign permissions to create requisition forms to a specific role or to a group EXERCISE Your manager has given you the following task: Assign permissions to create requisition forms to a specific group SuccessFactors Recruiting Admin SuccessFactors, Inc.

142 Notes 2012 SuccessFactors, Inc SuccessFactors Recruiting Admin

143 Lesson 3: Granting equest Postings Permission This lesson provides an overview of how to grant equest postings permission. OBJECTIVES Upon completion of this lesson, you will be able to: Grant equest postings permission to a department Manage external user accounts GRANTING EQUEST POSTING PERMISSION MAIN CONCEPTS SuccessFactors has a partnership with equest as our Job Board aggregator. equest distributes job postings to various sites, such as Career Builder, Monster.com, or Hot Jobs. If you have granted your recruiters permission to post to equest, you need to set the permissions here. Recruiters must first have an equest account assigned to their SuccessFactors account. This is a two-step process. First you manage external user accounts and then grant equest posting permissions. SuccessFactors Recruiting Admin SuccessFactors, Inc.

144 Job Aid: Manage External User Accounts 1 Navigate to Administration Tools > Company Processes & Cycles > Recruiting 2 Select Manage External User Accounts. 3 This page sets up user accounts for external partner systems such as the equest job posting service. The imported CSV file maps SuccessFactors users to corresponding partner accounts. Consult your documentation for information on the file format, including supported systems and wildcard options 2012 SuccessFactors, Inc SuccessFactors Recruiting Admin

145 4 5 Select Export all external accounts. Click Submit. 6 On the File Download pop up, click Save. 7 Navigate to the folder you want to save the.csv file in and click Save. SuccessFactors Recruiting Admin SuccessFactors, Inc.

146 8 On the Download complete pop up, click Close. 9 Open the imported.csv file. 10 Go to the next blank row or insert a row. 11 Enter data about the user and equest account. Click Save to save the newly created.csv file to import SuccessFactors, Inc SuccessFactors Recruiting Admin

147 12 Navigate back to Administration Tools > Company Processes & Cycles > Recruiting 13 Select Manage External User Accounts. 14 Click Import External accounts. Click Submit. 15 Click Browse to find the.csv file to import. SuccessFactors Recruiting Admin SuccessFactors, Inc.

148 16 Navigate to the.csv file to import. Click Open. 17 Click Submit. 18 SuccessFactors displays a message letting you know you were successful. END 2012 SuccessFactors, Inc SuccessFactors Recruiting Admin

149 Job Aid: Grant equest Postings Permission 1 Navigate to Administration Tools > Company Processes & Cycles > Recruiting 2 Select Grant equest Postings Permission. 3 Select a department from the Filtered by Department dropdown menu. SuccessFactors Recruiting Admin SuccessFactors, Inc.

150 4 Select Talent Management. 5 Click Grant Job postings Permission. 6 SuccessFactors displays a message letting you know you were successful. END 2012 SuccessFactors, Inc SuccessFactors Recruiting Admin

151 CONCLUSION In Lesson 3, you were introduced to granting equest job postings permission. You should now be able to: Grant equest job postings permission to a department Manage external user accounts EXERCISE Your manager has given you the following task: Grant equest job postings permission to the Talent Management department SuccessFactors Recruiting Admin SuccessFactors, Inc.

152 Notes 2012 SuccessFactors, Inc SuccessFactors Recruiting Admin

153 Lesson 4: Setting Up Agency Access This lesson provides an overview of how to set up agency access. OBJECTIVES Upon completion of this lesson, you will be able to: Set up agency access AGENCY ACCESS MAIN CONCEPTS This feature provides a third entry into SuccessFactors. Besides entering as an internal user or as an external candidate, Agency Access provides an entry for external recruiting agencies to see their candidates, see job requisitions open for agency access, and forward candidates to those job requisitions. To do this, use Agency Access to add a user account for the agency. Multiple agencies allow you to source different types of candidates, such as executives, marketing, and technology. When an agency submits a candidate to a job, a duplicate check is performed to ensure the candidate does not already exist in the candidate pool. The duplicate check validates against the candidate s address. The Duplication Message in Agency Access allows you to customize the message that the agency will receive if a duplicate is found. SuccessFactors Recruiting Admin SuccessFactors, Inc.

154 ACCESS AGENCY PERMISSIONS PAGES Accessing Agency Permissions pages can be accomplished using OneAdmin: Navigate to Recruiting section Click Set Up Agency Access AGENCY ACCESS CAPABILITIES Recruiters must first have an equest account assigned to their SuccessFactors account. When an Agency user adds a candidate, the system sends the candidate an containing both their username and password. When a customer adds an Agency user, the system sends the Agency user an with instructions on how to log in and a password. When the Send Correspondence to Agency box is checked, Agency users will immediately receive all communications. When sending from within the Recruiting module, users have the option to send correspondence to agency, candidate, or both. Agency Candidates have a visual identifier in the Candidate list. Agency Candidates have a visual identifier in Search Result lists ONLY when Agency owns the candidate for a specified duration is enabled in the Agency Ownership settings in provisioning SuccessFactors, Inc SuccessFactors Recruiting Admin

155 In Admin Tools>Agency setup page, users are able to communicate Agency specific instructions to Agencies when they try to add a candidate who is a duplicate in the system Agency owns the candidate for each requisition only. Agency owns the candidate profile for the specified duration. Figure 33. Set Up Agency Access Example The basic process to configure the Set Up Agency Access page (Figure 34), to provide an agency s access include: Select Agency Name. Ensure accurate address, phone, and are populated. Ensure access is enabled for the agency Define how long the agency owns new candidates. Enter new agency users (agency employees) by clicking the Add new user link. The Take Action link allows editing of SuccessFactors Recruiting Admin SuccessFactors, Inc.

156 address, name, active status, and resetting of password for each agency user. The language selected is the default language for the agency. Edit the duplication message that is displayed to candidates if agency submits a candidate that you already have. Agreement text displays when agency submits a candidate. They have to click through this. It is just a summary of terms and not the full contract. Note: Agencies can only see jobs that were posted to them SuccessFactors, Inc SuccessFactors Recruiting Admin

157 Job Aid: Set Up Agency Access 1 Navigate to Administration Tools > Company Processes & Cycles > Recruiting 2 Select Set up Agency Access. 3 Click Add New Agency link. 4 Enter Agency name, Agency ID, Address, and Phone. SuccessFactors Recruiting Admin SuccessFactors, Inc.

158 5 In the Duration field, enter number of days agency will have ownership of new candidates. 6 In the Duplication Message field, enter your text. 7 In the Agreement Text field, enter your text. 8 Click Save SuccessFactors, Inc SuccessFactors Recruiting Admin

159 9 Successful addition of agency message displays and a field to add users opens. Click Add New User link. 10 Enter Address, Password, and Name. 11 Click Save. SuccessFactors Recruiting Admin SuccessFactors, Inc.

160 12 New user information is displayed. Click Save. END 2012 SuccessFactors, Inc SuccessFactors Recruiting Admin

161 CONCLUSION In Lesson 4, you were introduced to setting up agency access. You should now be able to: Set up access for an agency and add a user EXERCISE Your manager has given you the following task: Create Agency Access for an agency and add one user SuccessFactors Recruiting Admin SuccessFactors, Inc.

162 Notes 2012 SuccessFactors, Inc SuccessFactors Recruiting Admin

163 Lesson 5: Dashboard and Reporting Permissions This lesson teaches you how to set up recruiting permissions to access dashboards, and create and run reports, especially Ad Hoc reports. OBJECTIVES Upon completion of this lesson, you will be able to: Grant dashboard permissions to a group of users Grant permission to create a report Grant permission to run a report DASHBOARD AND REPORT PERMISSIONS MAIN CONCEPTS SuccessFactors Dashboards and Reports gather and display the information employees need to gain insight into every aspect of the organization. Dashboards show high level summary information in charts and graphs, called portlets, about a single topic, such as performance ratings or goals. For example, the Goal Management dashboard only shows goal management data. Dashboards are intended to let employees quickly check progress or spot trouble areas in key processes within an organization or their team. SuccessFactors provides three standard Dashboards (Table 3), but you can create SuccessFactors Recruiting Admin SuccessFactors, Inc.

164 your own custom dashboards. Only employees with Dashboard permissions can access Dashboards. Employees who have Dashboard permissions will see the Dashboards tab. In addition, you can grant detailed reporting privileges, which specify the divisions, departments, locations, and HR jurisdictions for which employees can see Dashboards. Table 3. Standard Dashboards Standard Dashboard Title Goal Management Performance Summary What is does Shows statistics about the progress and status of the goals for managers and their teams. This dashboard allows managers to continuously monitor goals throughout the year. Shows the numerical ratings gathered from review forms. If your company doesn't use numerical ratings, you might not have this Dashboard. This Dashboard is especially useful for comparisons, such as comparing this year's goal ratings to last year's. Shows the core statistics about a manager's direct reports for all performance management processes, such as form progress, goal status, and overall ratings. Reports provide in-depth analysis about key processes and performance and offer ad-hoc queries on a number of topics such as the status of forms, goals, and rating summaries. There are six types of reports available, listed in Table 4. Table 4. Basic Report Types Reports of This Type... Classic Reports Spreadsheet Reports Provide This... Offer ad-hoc queries that you can run to generate reports and lists on a number of topics such as the status of forms, goals, and rating summaries. These are very detailed, highly analytical reports that provide in-depth analysis about 2012 SuccessFactors, Inc SuccessFactors Recruiting Admin

165 List View Reports Spotlight View Reports Manager Dashboard Standard Reports key processes or assessments of the performance of the entire organization. These reports use Excel-based pivot tables, allowing you to further drill down, filter, or slice-anddice data offline. Note: Spreadsheet Reports are designed to meet the data needs of HR administrators, which means that these reports include data for the entire organization. Because Spreadsheet Reports can provide so much visibility, these reports might not be appropriate for managers who should have visibility only into their own teams. These reports give a detailed view into the data behind Dashboards for employees, forms, and performance factors. Each list focuses on one subject, such as employees or forms, and allows you to sort and drill through the data so that you can quickly view the information you want. From List Views, you can drill down even further into Spotlight Views, which provide details of one very specific subject. These are at-a-glance graphical representations of the data behind Dashboards. Spotlight View Reports provide information about one very focused subject, for example the number of completed reviews, presented on one page. You can use Spotlight Views to quickly check up on a key process. This feature allows managers to run the Aggregate and Individual Workflow Status Report across their teams. This report shows the progress and number of forms being used by the team as a whole and as individuals. These reports work with standard recruiting fields, and address questions such as cost per hire, current candidate statistics pipeline, employee referral, requisition reports, source reports, time to fill and vets reports. ACCESS REPORTING PERMISSIONS PAGES Accessing Reporting Permissions pages can be accomplished using OneAdmin: Navigate to Company Processes & Cycles section SuccessFactors Recruiting Admin SuccessFactors, Inc.

166 Click Reporting Select Dashboard/List View/Spotlight View/Report Permissions OR Navigate to Manage Employees section Click Set User Permissions Select Dashboard/List View/Spotlight View/Report Permissions The ability to grant and remove permissions for users to access reports is accomplished on the Dashboard/List View/Spotlight View/Report Permission page (Figure 35). By default the page will land on the ability to manage dashboard/report access through individual users; however if you select the link Manage Dashboard/Report access through group of users you can assign privileges to a group of users SuccessFactors, Inc SuccessFactors Recruiting Admin

167 Figure 34. Dashboard/Report Permission page ALL standard (requisition) fields will appear whether in use or not! Warning: It is easy to overwrite the access a user may already have for other products, such as Employee Central. It is recommended that you: Create or have a documented set of permissions, Know the order to apply them, and Take all SF products into account BEFORE setting up permissions. SuccessFactors Recruiting Admin SuccessFactors, Inc.

168 AdHoc Report Overview The Report Builder is the primary report tool for Recruiting data. It is a query tool that can be used to build reports as needed. As of September 2011, Standard Reports are available if you are using all the standard fields needed to power them. Note: Talk to Customer Success to have your system evaluated for readiness for use of Standard Reports. The EEOC Standard AdHoc Report is new and should be used. Ad Hoc Report Builder You can give access to create and/or run the Recruiting V2 report for recruiting specific data (Figure 36). Run permission gives access to a report that someone else has determined the data that can be viewed. Create permission enables you to add columns of data to any report. It is suggested that you give Recruiting managers both Run and Create permissions, and give Hiring managers only Run permission. Figure 35. Dashboard/List View/Spotlight View Report Permissions page Running a Recruiting V2 report gives you access to any data in the database. So having V2 Run or Create access enables you to access any requisition or candidate s data SuccessFactors, Inc SuccessFactors Recruiting Admin

169 Running a V2 Secured report forces you to filter and think about the data you want to see on a report and where it comes from. It automatically narrows your data pool so you access only data that applies to you. SuccessFactors Recruiting Admin SuccessFactors, Inc.

170 Job Aid: Grant Permissions to Create Ad Hoc Reports 1 Navigate to Administration Tools > Manage Employees > Set User Permissions 2 Select Dashboard/ List View/ Spotlight View/ Report Access SuccessFactors, Inc SuccessFactors Recruiting Admin

171 3 Click the Manage dashboard/ list view/ spotlight view/ report access through group users link. 4 Filter by the Group Hiring Managers in the Client Service Department. 5 6 The filter selections are displayed. Scroll right to display the Ad Hoc report permission settings. SuccessFactors Recruiting Admin SuccessFactors, Inc.

172 7 These are Hiring Managers, so just allow them to Run existing Recruiting V2 Reports. 8 The permissions are displayed. 9 Click Set Permissions SuccessFactors, Inc SuccessFactors Recruiting Admin

173 10 The number of users in this group who had permissions updated is displayed. Best Practice: Best practice is to always start granting less permission at a broad population level, and then more permission at the individual level. This helps avoid accidentally overwriting a high access user with lower permissions. END SuccessFactors Recruiting Admin SuccessFactors, Inc.

174 CONCLUSION In Lesson 5, you were introduced to setting permissions to create and run reports. You should now be able to: Grant permission to create a report Grant permission to run a report EXERCISE Your manager has given you the following task: Grant a group of users the ability to create and run Recruiting V2 reports 2012 SuccessFactors, Inc SuccessFactors Recruiting Admin

175 Notes SuccessFactors Recruiting Admin SuccessFactors, Inc.

176 Lesson 6: Setting Up Detailed Requisition Reporting Privileges This lesson teaches you how to set up detailed requisition reporting privileges. OBJECTIVES Upon completion of this lesson, you will be able to: Grant permission to a user in one department to access limited data from another department, division, location, or other area of interest DETAILED REQUISITION REPORTING PRIVILEGES MAIN CONCEPTS A recruiter in the Talent Management department or a hiring manager in the Sales department can only see data in V2 secured reports that in generated by their own department. What if the hiring manager needed to see all college requisitions or Finance department data? The way to build an exception to that rule is through Detailed Requisition Reporting Privileges. An exception can be set up so that a user in one department can run a V2 secure report and choose data in his department and also data from another department. A Professional Services engagement is necessary to set this up in Provisioning first SuccessFactors, Inc SuccessFactors Recruiting Admin

177 Job Aid: Set Up Detailed Requisition Reporting Privileges 1 Navigate to Administration Tools > Manage Employees > Set User Permissions 2 Select Detailed Requisition Reporting Privileges. SuccessFactors Recruiting Admin SuccessFactors, Inc.

178 3 SuccessFactors displays the Manage Detailed Requisition Reporting Privileges page. 4 Enter a username in the With: Username field. 5 In the Department column, select Other and the Talent Management checkbox SuccessFactors, Inc SuccessFactors Recruiting Admin

179 6 Click Save Permission For Selected Users. User adminpc now has access to a limited data pool in the Talent Management department. END SuccessFactors Recruiting Admin SuccessFactors, Inc.

180 CONCLUSION In Lesson 6, you were introduced to setting up detailed requisition reporting privileges. You should now be able to: Grant permission to access limited data in another department EXERCISE Your manager has given you the following task: Grant permission for a user in one department to access limited data in another department 2012 SuccessFactors, Inc SuccessFactors Recruiting Admin

181 Notes SuccessFactors Recruiting Admin SuccessFactors, Inc.

182 Module 4: Managing the Process The process of maintaining a large personnel database involves finding and merging duplicate candidates into a single record. To teach you how to effectively manage duplicate records, this module contains one lesson: Lesson 1: Managing Duplicate Candidates OBJECTIVES Upon completion of this module, you will be able to: Manage duplicate candidates The lesson in this module directly supports the objective SuccessFactors, Inc SuccessFactors Recruiting Admin

183 Lesson 1: Managing Duplicate Candidates The goal for this lesson is to provide an overview of how to find duplicate candidates, and, once found, manually merge them into a single record. OBJECTIVES Upon completion of this lesson, you will be able to: Identify potential duplicate candidates Merge duplicate candidate records MANAGING DUPLICATE CANDIDATES MAIN CONCEPTS The Manage Duplicate Candidates page allows you to remove duplicate profiles if the same candidate is in the system more than once. You can see a list of potential duplicates to merge, or, if you already know of duplicate candidates, you can merge them manually. If you have the system submit a search, this may take hours to complete. This only applies to duplicate external candidates. DO NOT merge external and internal candidates. SuccessFactors Recruiting Admin SuccessFactors, Inc.

184 Job Aid: Identify Potential Duplicate Candidates 1 Navigate to Administration Tools > Company Processes & Cycles > Recruiting 2 Select Manage Duplicate Candidates. 3 The Potential Duplicate Candidate List tab displays the search results. Click a duplicate candidate to display more information. For this lab, click Michelle Fisher. Note: If no results, you may need to perform a search for duplicates. This could take 24 hours to complete SuccessFactors, Inc SuccessFactors Recruiting Admin

185 4 Compare the data for each entry. If the entries represent duplicate candidates, click Yes. For this lab, click Yes. 5 Select the entry you wish to make the master candidate. For this lab, select the entry of your choice and click Make Master Candidate. 6 To notify the candidate a master profile has been created, select the Notify Candidate by E Mail checkbox. 7 Click OK to verify your selection. 8 No potential duplicates remain among the candidates. END SuccessFactors Recruiting Admin SuccessFactors, Inc.

186 CONCLUSION In Lesson 1, you were introduced to merging duplicate candidate records. You should now be able to: Identify potential duplicate candidates Merge duplicate candidate records EXERCISE Your manager has given you the following task: Merge duplicate candidate data 2012 SuccessFactors, Inc SuccessFactors Recruiting Admin

187 Notes SuccessFactors Recruiting Admin SuccessFactors, Inc.

188 Course Summary Through lecture, exercises, and hands-on computer lab work, this course taught you the basic Admin functionality of SuccessFactors Performance Management. You developed a working knowledge of this functionality for use in implementation of your organization s performance management strategy. You should now be able to: Set up the system Manage recruiting settings Manage recruiting groups Manage job posting header and footer Manage recruiting custom help text Manage recruiting templates Manage templates Manage notification templates Manage offer letter templates Manage onboarding templates Grant permissions Grant recruiting permissions Set up permissions to create forms Grant equest postings permission Set up agency access Set up permissions to create ad hoc reports Set up detailed requisition reporting privileges Manage the process Manage duplicate candidates 2012 SuccessFactors, Inc SuccessFactors Recruiting Admin

189 SuccessFactors Recruiting Admin SuccessFactors, Inc. Recruiting Admin