2104613 - FAQ: Offer Letters and Offer Detail - Recruiting Management

This KBA is to assist with frequently asked questions for Offer Letter and Offer Detail/Approval.

Link to the implementation guide with an overview of this topic area:

Job Offers in SAP SuccessFactors

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SAP SuccessFactors Recruiting Management

Quick Facts

• Offer Letter Portlet can be configured and permissioned using job requisition template feature permission named “offerLetterPortlet".
• The offer-letter-fields element should not be used in the Requisition XML when offer approval is turned on or there may be errors on the offer letter page;
• The position of any reportable custom fields should not be changed or it can cause offer letter tokens saved in an offer letter template to render the incorrect value.
• The Offer Letter information, such as day it was created, day it was sent to the candidate, who created, are information that can be accessed and reported through ad-hoc reports. The offer letters themselves, however, are only accessible through the Offer Letter Portlet on Application page of the candidate, with the correct permissions.
• Only Online Offer and Online Offer with eSignature has the option to cancel. The offer sent by Verbal Offer, Email as text, Email as PDF Attachment cannot be cancelled. New offer letter can be generated.
• It is only possible for the candidate to access the offer letter section via the Career Site. The candidate must log in to complete the offer letter.
• Due to several methods of providing an offer letter, currently is not possible to send an automatic reminder to the candidates whose offer letter is pending stage, recruiters can send an email reminder manually.
• It is currently not possible to add a Watermark in the Offer Letter. If you think this could be a possible enhancement, please propose your Idea in our SAP Community Portal so it can be considered for future releases. More information on how to submit an Enhancement Request can be found in KBA 2090228 - How to submit enhancement ideas for SAP SuccessFactors Products.

Configuration

1. Setting up Offer Letter templates
   See the Manage Offer Letter Templates article.
   
   
2. Permissioning the Offer Letter feature to operators
   Permissions for operator to launch offer letters and in which status of application it will be permissioned are configured in the Requisition XML. First enablement of the feature might require Professional Services engagement to determine the exact configuration based on the customer needs.
   
   
3. Creating Offer Letters
   After configuring the offerLetter feature permission, the Offer letter option appears in the Action Dropdown, depending on the status it was permissioned in the Requisition XML.
   
   When selected, you will be directed to the Offer Letter page. The list of offer letter templates configured in “Manage Offer Letter Templates” will be displayed.
   
   
   
   
4. You can change the offer language and refine the contents of the letter. If desired, attachments can be added to the offer letter using the “Attach a document” link at the bottom of the page.
   
   
   
5. Previewing Offer Letters
   After setting up the offer letter to your satisfaction, click the “Next Step” button.
   
   Offer Letter Configuration
   A preview page loads, with the tokens populated. If the field value is empty and token is used, in the offer letter preview and the offer letter sent to candidates the token will resolve to an empty space and the token placeholder [[Token_Name]] will NOT be shown in either offer letter preview and the offer letter sent to candidates.
   
   
   
6. Distributing Offer Letters
   There are six methods of distributing offer letters to a candidate and/or recording offer letter activity to the Application record.

• Print
  When this option is selected, the system will prompt the user to download or save a PDF copy of the offer letter. (NOTE: When a user performs the print action, the system converts Offer Letter contents from HTML to PDF. This provides the user with a PDF file that the user can print. This HTML-to-PDF conversion allows only the Arial Unicode MS font. This is why the user does not have other fonts available for printing. The converted PDF file always will use only the Arial Unicode MS font. However, other font selections are honored when Offer Letter contents are sent via the Email as Text option).
  
  
• Online Offer with eSignature
  When this option is selected, the user is brought to a DocuSign browser window to proceed to eSignature offer letter. After the user sends the offer letter, the candidate receives e-mail from DocuSign with a link to the online offer.
  
  
• Online Offer
  When this option is selected, the user is brought to an email screen to send the candidate an email. The candidate receives the email that notifies them that they’ve received an offer and which contains a link to view and accept the offer.
  
  
• Verbal Offer
  When this option is selected, the system will only record the offer letter but will not send it to the candidate.
  
  
• Email as text
  When this option is selected, the user receives a warning/confirmation screen. If the user chooses to proceed, an email is sent to the candidate containing the offer letter text, including any attachments to the offer letter.
  
  
• Email as PDF attachment
  When this option is selected, the user is brought to an email screen to send the candidate an email. The offer letter as a PDF document and any attachments on the offer letter are attached to this email.

All 6 distribution options are available as long as you have a permission to create an offer letter. It is currently not possible to remove any of them.

2978837 - Role-based permission for offer letter template - Recruiting Management
2104613 - FAQ: Offer Letters and Offer Detail - Recruiting Management
2090228 - How to submit enhancement ideas for SAP SuccessFactors Products
SAP Customer Influence

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