3718057 - Rule for Electronic Signature on Offer Letter Not Triggering on Candidate Decline - Recruiting Management

A rule with the type “Rule for Electronic Signature on Offer Letter” has been created. When the candidate:

1. Accepts the offer, the rule triggers successfully and the status is updated as per rule.
2. Declines the offer, the rule does not trigger.

SAP SuccessFactors Recruiting Management 

1. Configure a rule with the type “Rule for Electronic Signature on Offer Letter”.
2. Set the rule logic to update the application status based on if Offer letter is acceptance and decline 
3. Perform the following test:

• Accept the offer: Verify that the rule triggers successfully and updates the status as per the rule.
• Decline the offer: Observe that the rule does not trigger, and the application status remains unchanged.

This behavior occurs because the rule is configured to evaluate the eSignature Response, which reflects the status returned by DocuSign. In an acceptance scenario, DocuSign updates the status accordingly, allowing the rule condition to be met and triggered. However, in a decline scenario, DocuSign does not return a status of Declined; instead, it updates the eSignature status as Expired. Since the rule condition is likely configured to look for a value such as Declined, the condition is never satisfied, and therefore the rule does not execute.

Based on the system behavior, when a candidate declines the offer letter, two separate responses are generated in the application. The first is the Offer Response, which captures the candidate’s action from the Career Site and is displayed as Declined in the application UI. The second is the eSignature Response, which pulls its status from DocuSign and is displayed as Expired in the application UI.

It is important to note that these two responses represent different processes and should not be interpreted as the same. The rule you configured, “Rule for Electronic Signature on Offer Letter,” evaluates the eSignature Response, which reflects the status received from DocuSign. It does not evaluate the Offer Response submitted by the candidate through the Career Site. Since DocuSign does not return a status of Declined (it returns Expired in such scenarios), the condition required to trigger the rule is never met. As a result, the rule does not execute.

This behavior is aligned with the system design. The value you are referring to does not indicate the candidate’s offer decision; rather, it indicates the document status from DocuSign. Because the DocuSign response cannot be set to Declined and instead shows Expired, this value cannot be used within the existing rule to capture a candidate’s decision.

To achieve the expected outcome, I recommend creating a separate rule and assigning it to “Rule for Candidate Decision on Offer Letter.” This new rule should use the field Job Application > Offer Letter > Status Rephrase, which accurately reflects the candidate’s decision (such as Accepted or Declined) from the Career Site. By basing the rule on the Status Rephrase field instead of the eSignature Response, the system will correctly identify when a candidate declines the offer and trigger the appropriate actions.

• 2860149: Business Rules for Offer Approval and Offer Letter - Recruiting Management

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