2080952 - Applicant Status Configuration in SuccessFactors - Recruiting Management

• How can I make changes to Candidate Pipeline (Applicant Status Configuration)
• What are the steps to make changes in Applicant Status (Candidate Pipeline)

Image/data in this KBA is from SAP internal systems, sample data, or demo systems. Any resemblance to real data is purely coincidental.

SAP SuccessFactors Recruiting Management

1. Go to Admin Center
2. Edit Applicant Status Configuration (or Provisioning > Applicant Status Configuration)
3. Click the name of the appropriate "Status Set" in the "status set name" column (for now that is Sales/Admin for the requisition we are currently perfecting).

4. After clicking the status set name , you will be directed to a new screen.

5. Notice the internal scrollable area has a list of Status Names.
6. These names are the statuses that you have chosen to make available to that set.
7. Scroll to and click the name of any of them and you will see a page that the administrator has the responsibility to maintain.

8. Each of the text boxes in the screen print above are to be setup and maintained by the administrator. 

What follows is a description of each item requiring attention:

1. Name of Status: Unique name of status, defined in Provisioning. Name of the status cannot be changed while editing the applicant status set. It can be changed in Provisioning in Edit Base, but avoid changes if possible. If you must make changes, proceed with caution. Name of Status is used in following pla­ces: 
• Ad-hoc Reports
• SFAPI
• Requisition XML feature-permis­sion
2. Required: When selected, place the candidate into this status before being placed into subsequent In-Progress statuses. The candidate can be disqualified at any point, even if a specific In-Progress status is required. If a status is required, the expected behavior is: On the application page in the applicant status dropdown, the status is the last visible In-Progress status until placing the applicant there. After placing the applicant into this status, the subsequent statuses become visible, up through the next status marked “Required.”
3. Internal Label:  How the Status column appears to internal recruiting users in all areas of the Recruiting tab
4. Candidate Label:  This is how the contents of the Status column appear to candidates viewing their progress in the requisition table of the Careers > Job Management or external career site > Jobs Applied tab;
5. Next Step Text:  How the contents of the Next Step column appear to candidates viewing their progress in the requisition table of the Careers > Job Management or external career site > Jobs Applied tab;
6. Collect comment if this status is skipped: This option is grayed out if the status is required; there is no way to skip the status. If this option is selected, when the recruiting user progresses an applicant to a status beyond this one without first placing the applicant in this status, the recruiting user must add a free text comment to explain why they are bypassing this step. There is no way to replace the free text comment with a predefined picklist of reasons, or add rich text editing, spellcheck, or a legal scan.
7. Enable this status for internal candidates: This option enables a status for only internal candidates. If it is selected along with Enable this status for external candidates only the status is visible to both internal and external candidates. If neither option is selected, the status is disabled. Applicant statuses cannot be deleted. Unselecting both Enable this status options disables a status, preventing recruiting users from seeing it in the pipeline or in any status dropdowns, and from placing applicants in the status.
8. Enable this status for external candidates: This option enables a status for only external candidates. If checked in combination with “Enable this status for internal candidates only” the status will be visible to both internal and external candidates. If neither box is checked, the status is disabled. Applicant statuses cannot be deleted. Unselecting both Enable this status options disables a status, preventing recruiting users from seeing it in the pipeline or any status drop downs, and from placing applicants in the status.
9. Hireable Options: Settings used to configure RCM-EC Integration.
10. External Candidate: Stores a selected e-mail template to be sent to external candidates whenever the applicant enters this status.
11. Do not send if agency candidate: Select this option to prevent the system from sending e-mail to any external candidates currently owned by an agency.
12. Internal Candidate: Stores a selected e-mail template to be sent to internal candidates whenever the applicant enters this status.
13. Internal Candidate’s Current Manager: Stores a selected e-mail template to be sent to an internal candidate’s current manager whenever the applicant enters this status.
14. Agency User: Stores a selected e-mail template to be sent to the agency user whenever the applicant enters this status. The agency user is either the user who submitted the candidate to the requisition, or the user who currently owns the candidate. This e-mail is sent only when the candidate is currently owned by an agency.
15. Operator name Email: Stores a selected e-mail template to be sent to the user in this operator field whenever the applicant enters this status.
16. Selectable By: Specifies that users associated with a given operator field (and, if applicable, users associated to the related team field) may move an applicant into this status. Please note that this does not control the users ability to move candidates out of this status.
17. Hide the status from users who don’t have application status Visible To privilege: When enabled, if a user does not have Visible To permissions, the status is hidden in the pipeline. The applicant count for that status is also hidden for users without Visible To permissions. This setting encompasses the Hide applicant count from users setting, and takes precedence if both are selected.
18. Hide the applicant count from users who don’t have applicant status Visible To privilege: When enabled, if a user does not have Visible To permissions, the applicant count for that status is hidden. The number of applicants in the hidden status is also subtracted from the overall applicant count. Users can still see the status.

Note: Please find more information about application status visibility in KB article 2293109.

• Some of the application status options (Required, Collect comment if this status is skipped, Enable this status for internal/external candidates, Hireable Options, Selectable by, Hide the status from users who don’t have application status Visible To privilege, Hide the applicant count from users who don’t have applicant status Visible To privilege) are not available for system statuses:
  
  
• Forwarded
• Invite to Apply
• Auto Disqualified
• Withdrawn by Candidate
• Declined DPCS
• Deleted on demand by Admin
• Deleted on demand by Candidate
• Requisition Closed
• Hired on Other Requisition

• Hopefully this set of instructions and explanations will make it easier to understand what has to be done, by whom, and why as it relates to applicant statuses.
• Once you have updated the first 2 statuses within each set (which are a special status that cannot be turned off/on but only maintained) there are 3 more fields to give administrators even more control of each status.

How to add a status group:

1.  Go to Admin Center > Edit Applicant Status Configuration and click "Add New Status Group":

2. Select the Status Group name and statuses which will be included in the group.
3. You can also decide the applicants have to go through at least one of the statuses from the group before progressing:

Note: System status are not possible to be grouped together, you can only group the status that have been created. When you select add new status group the system will show you the statuses that are available to be grouped.

How to add a new application status to a status set:

This operation is only available from the back-end of the system, therefore only possible for Implementation Partners or SAP Professional Services.

1. In order to add a new status go to Provisioning > Applicant Status Configuration > Edit Base and Add New Status:

2. The New status will be then available to add to any of the status set available for the instance. 

How to add a new application status set:

This operation is only available from the back-end of the system, therefore this is only possible for Implementation Partners or SAP Professional Services.

1. In order to add a new status go to Provisioning > Applicant Status Configuration >Add New:

2. The newly created Status set will be populated with the system statuses and you can add further statuses from the base to the pipeline.

How to edit a existing status:

This operation is also only available in the back-end, therefore this is only possible for Implementation Partners or SAP Professional Services.

1. In order to edit a existing status go to Provisioning > Applicant Status Configuration > Edit Base:

2. This option is going to present you a list of Application Status that you already have and can use to build you status sets.

3. To edit the status, just click on the name of the status, and will be able to change the basic information of the status.
4. OBS: When you are editing the status, make sure that if you are using API to maintaining the picklist of the applicant status pipeline See KB article 2571593

5. Click save, and the status will be updated for all Status Set you have.

Note: Application status sets are always tied to job requisitions within the XML settings. In the Job Requisition templates, there will be a spot to define what is the status set to be used by all job requisitions using that template. It is highly recommended this information is no longer changed after it is primarily set, as this may cause several inconsistencies to existing requisitions, by the moment the change is performed.

Note: to activate an applicant status that has been created in Provisioning and added to an existing Applicant Status Set in the Admin Center, you would need to select one or both of the following settings, visible when clicking on the applicant status itself:

• Enable this status for internal candidates
• Enable this status for external candidates

• KB article 2571593 - Error when updating candidate status field in Job Application using API - Recruiting Management
• KB article 2293109 - Controlling applications visibility/applicant count in Recruiting Management
• Applicant Status in SAP SuccessFactors

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