COVID-19 SAP SuccessFactors Candidate Relationship Management (CRM) Configuration Guide

Copyright © 2020 Rizing LLC or a Rizing LLC affiliate company. All rights reserved.
COVID-19 CRM
Configuration Guide
Candidate Relationship
Management
April 2020

Copyright © 2020 Rizing LLC or a Rizing LLC affiliate company. All rights reserved.2
Table of Contents
TABLE OF CONTENTS..................................................................................................................... 2
OVERVIEW ................................................................................................................................... 3
CREATE CANDIDATE PROFILE EXTENSION FIELDS ............................................................................ 5
CREATE A STATUS SET................................................................................................................... 8
BUILD THE DATA CAPTURE FORM ................................................................................................ 10
BUILD A LANDING PAGE .............................................................................................................. 13
BUILD AN EMAIL LAYOUT ............................................................................................................ 22
CREATE EMAIL CAMPAIGN CONTENT TEMPLATE .......................................................................... 25
CREATE A SAVED SEARCH............................................................................................................ 27
CREATE AND AUTOPOPULATE A TALENT POOL ............................................................................. 28
CREATE AND SCHEDULE AN EMAIL CAMPAIGN ............................................................................. 30
ADDITIONAL CONSIDERATIONS.................................................................................................... 33
DISCLAIMER ............................................................................................................................... 34

Overview
Companies are facing unique and unprecedented staffing issues. Because of the current economic and social
climate, there is an immediate need to reduce payroll expense, but also a critical need to maintain a bench of
talented workers. When business reopens, it may not return to “business as usual” but could be slightly or
dramatically different, and employers will need to respond quickly with a nimble workforce to fill these
unpredictable needs.
This guide walks through the configuration of Candidate Relationship Management (CRM) features which can
be used to manage the relationship with terminated employees and their rehiring as business begins to
recover from an event such as the 2020 COVID-19 pandemic.
If you do not have the in-house ability to complete the configuration, reach out to your Rizing representative
or hcm@rizing.com and we can help.
In this guide, we show an example of a healthcare facility where a nurse may have been laid off from a
department which does elective surgery, but the healthcare facility may have urgent needs in other areas. We
will set up a form to determine if this nurse may have skills which could be used in these other areas. As you
complete this configuration for your business, you may need to change details, such as the questions asked
and picklist values, to support your business and industry.
This guide assumes that your organization already has certain SuccessFactors configuration in place. These
assumptions include:
- Recruiting Management is configured.

- Career Site Builder is configured.
- At least one brand is configured within Career Site Builder.
- The instance has been migrated to Picklist Center.
- DPCS 2.0 is enabled and Data Privacy Consent Statements are in place.
- Consent to Marketing is enabled.

Create Candidate Profile Extension Fields
We need to build the fields to collect information about alternative roles we need to fill. If you don’t have
appropriate picklist values already configured in your system, you will need to create them in Picklist Center.
To simplify this process, we have phrased our questions as “Yes/No” questions, so we don’t have to create a
new picklist but can use the standard “yes” and “no” picklist values.
Step Task Description
1.1 Admin Center
> Configure
Object
Definition
1.2 Make
Correction
1.3 Under Fields,
scroll to the
bottom of
the list.
Where you
see “cust_”
you can
begin
defining your
custom
fields. When
you add a
new field in
this row, the
system will
automatically
add an
additional
row for the
next field.
1.4 After you add
your field
name, select
the field type
“Picklist”
from the
drop-down.

1.5 Click Details
to get the
pop-up box
which allows
you to enter
additional
details about
the field. In
the Valid
Values
Source, enter
the name of
the picklist
you will be
using. Make
sure the
Visibility is
set to
“Editable”
and the
Status is
“Active”.
Update the
Label to
assist in
identifying
the field.
(You will
make this
more
candidate-
friendly
later.) Click
Done.
1.6 Repeat this
process until
you have
defined all
the custom
fields you will
need, then
click Save.
1.7 Admin Center
> OData API
Metadata
Refresh and
Export

1.8 Click the
button to
refresh the
cache.
1.9 You will see
the icon
spinning
while the
refresh is in
progress.
This may take
a couple of
minutes.
1.10 When the
refresh is
complete,
you will
receive a
confirmation
message.
1.11 At this point,
we
recommend
logging out of
the system
and then
logging back
in before
continuing.

Create a Status Set
In this step, we create the statuses that will be used to record activity as we manage our pool of candidates.
2.1 Admin Center > Manage Data
2.2
Under the Create New drop-
down, select Candidate
Relationship Management
Status Set. Notice that the
selections probably will not
display completely in the
drop-down, but as you hover
over them, you will be able to
see the complete text.
2.3
Enter an ID and a name for
your status set and click Save.
2.4
Status.
2.5
Enter a Status Code and Name
for a status and click Save.
2.6
Repeat this step to create all
the statuses you would like to
use. It is recommended to
include a “New” status.
2.7
Status Map.

2.8
Select the Status Set you just
created. Choose a Status and
enter an Order. Statuses will
appear in the pipeline
according to their numeric
order. The best practice is to
skip 5 or 10 numbers in case
you later need to go back and
insert a status between those
previously created.
Click Save.
2.9
Repeat this step until you
have added all the statuses
you want to include in your
status set.

Build the Data Capture Form
The Data Capture Form is a simple form which can be used to ask questions of candidates or former
employees. This form can be reused on different pages as needed.
3.1
Admin Center >
Manage Career
Site Builder
3.2
Under Tools,
navigate to
Import &
Export. As a
best practice,
always export a
copy of your
Career Site as a
backup before
making changes.
3.3
Under Tools,
navigate to Data
Capture Forms.
3.4
You will see a
list of any Data
Capture Forms
you may already
have
configured.
Click the Add
button to create
a new form.

3.5
Enter a name
for your form.
Make sure the
name does not
have any spaces
in it. Click Save.
3.6
On the Details
tab, select “Yes”
to make your
page active.
Choose the label
type you prefer
for the
questions you
will have on
your page.
3.7
On the Layout
tab, select the
fields you wish
to have on your
Data Capture
Form. Click Add
to choose
additional fields.
3.8
When you click
Add, you will be
able to scroll
down and see
the new custom
fields we just
created. Click
on them to add
them to your
form. If Country
was not already
defaulted onto
your form, make
sure to add it.
Click Close when
you are finished
selecting fields.

3.9
Click on each of
the fields to
expand them.
3.10
Make any
updates to the
fields, including
changing the
label to
rephrase it as a
question you
are asking on
your form. You
may also choose
to make any of
the fields
required if you
wish. Note that
once you set a
field as
required, you
cannot change
this.
3.11
Use the arrows
to change the
order of the
fields if you
wish. When you
are finished,
click Save.

Build a Landing Page
The Landing Page is a way to publish the form we just created. This page allows you to provide messaging to
your former employees about why you want to gather data from them, and then to present the form for their
completion.
4.1
Admin Center >
Manage Career Site
Builder
4.2
Under Pages, navigate
to Landing.
4.3
You will see a list of
any Landing Pages you
already have
configured. Click the
Add button to create a
new page.
4.4
Enter a name for your
page. Make sure the
name does not have
any spaces in it. Select
a Brand and click Save.

4.5
On the Details tab,
select “Yes” to make
your page active. If
you wish to use two
columns on your page,
enable the two-
column selection and
choose the desired
width for the columns.
4.6
Add components as
you wish to each of
the columns. In this
example, we are
placing an image and
text in the left column,
and selecting the Data
Capture Form we
created in the right
column. To do this,
click the Add
Component button,
select the desired
components, and click
the component to edit
its details.
4.7
In the first column, we
have two Text
components. The first
has been renamed to
note that we are using
this component to
house an image.

4.8
Image-Text
Component:
You may enter blank
lines (returns) to
adjust the spacing and
appearance of the
page.

4.9 Text Component:

4.10
In the second column,
we have a Text
component, a Data
Capture Form
component, and
another Text
component. The text
components have
been renamed to note
that we are also using
these components to
provide spacing on the
page.

4.11 Text Component:

4.12
Data Capture Form
Component:
Note that the Data
Capture Form Code
must be completed to
make this form
searchable.
If you make changes
to the Data Capture
Form component, you
will be prompted to
save your changes
before you move on.
You must save these
changes before
publishing the Landing
Page.

4.13 Text Component:
4.14
When you are satisfied
with your Landing
Page, click Save Draft
to save it privately, or
Publish to make it
public.
4.15
After you have
published your page,
click the chain link icon
in the right column to
open your page.

4.16
When you open your
landing page, copy the
URL from the browser
and save this URL. You
will need this URL to
link to this page from
another website, an
email campaign, or
anywhere else you
want to use to direct
people to this landing
page.

Build an Email Layout
The Email Layout allows you to create a branded messaging format which can be reused many times as you
communicate to your pool of former employees.
5.1
Admin
Center >
Career Site
Builder
5.2
Under
Layouts,
select Email.
5.3
You will see
a list of any
Email
Layouts
Forms you
already have
configured.
Click the Add
button to
create a new
layout.
5.4
Enter a
name for
your layout.
Make sure
the name
does not
have any
spaces in it.
Click Save.

5.5
On the
Details tab,
select “Yes”
to make your
layout active.
5.6
On the Styles
tab, select
your
background
color.
5.7
On the Email
Layout tab,
select Add
Component
to select
components
for your
layout.
5.8

Click into
each
component
to edit its
details.
When you
are finished,
click Save.

Create Email Campaign Content Template
The Email Campaign Content Template is the message that will be sent. If you wish to communicate updates
at regular intervals, you will need to create a new content template for each update. The layout you created
previously can be reused each time.
6.1
Admin
Center >
Manage
Email
Campaign
Content
Templates
6.2
Click New
Content
Template to
create the
content for
your email
marketing
campaign.
6.3
Enter a name
and subject
line for your
template and
complete the
additional
field
selections.
6.4
Enter the
content for
your
message. To
personalize
the message,
use the
Recipient
Field button
to insert
tokens like
the
candidate’s

first name,
which will be
automatically
completed by
the system.
6.5
To include
the link to
the Data
Capture
Form you
created,
select the
chain link
icon and
complete the
fields in the
pop-up box,
including the
URL you
previously
saved.
6.6
When you
are finished,
click the Save
button.

Create a Saved Search
Creating a saved search allows you to find people who have provided the information you have requested, or
to filter candidates and former employees by specific criteria.
7.1
Recruiting > Candidates >
Keyword and Item Search
7.2
Create a search using criteria
from the Data Capture Form
you built. Under Activity, you
can select the Data Capture
Form. This will add it to the
search criteria. You could
also use any of the Candidate
Profile Extension fields you
created, which would be
found under the Basic Info
drop-down.
7.3
Update the search with any
criteria you like. In this
example, the search will find
anyone who completed the
Data Capture Form within
the past month. Click Save
Search.
7.4
Enter a Search Name and
save your search by clicking
OK.

Create and Autopopulate a Talent Pool
This step will use the saved search we just created to put candidates and former employees into one place
where you can manage their activity. By autopopulating the talent pool, new members will be added as they
meet your criteria. You can move them out of the new status and into other statuses based on their interest
and your activities.
8.1
Recruiting > Candidates >
Talent Pools
8.2 Click Create Talent Pool
8.3
Enter a Talent Pool Name,
and a description if desired.
Select the Pipeline Status set
you created. Choose a
default status, which is the
status new talent pool
members will go to
automatically. You may
make your talent pool pubic,
which means all users with
Talent Pool permission will
see it, or you may make it
private and share it with
specific individuals or groups.
Click Save.
8.4
After you have clicked Save,
the option to Auto-populate
by Saved Searches becomes
available. Click on List of
Saved Searches.

8.5
Begin typing in the search
bar, then select the name of
the search you just saved.
8.6 Click Add.
8.7
You will receive a
confirmation message and
the search will be listed
under the Associated
Searches. Click Close.
8.8
An automated job will run
each night which will add
candidates to this talent pool
if they meet the search
criteria. You will then be able
to see those candidates in
the New status and move
them to other statuses as
appropriate.

Create and Schedule an Email Campaign
Email campaigns bring together the Email Layout and Email Content that you created previously to enable you
to send consistent messaging to your Talent Pool members. Scheduling these campaigns in advance allows
you to be planful in your messaging. It also allows many recruiters to work with Talent Pool members, but
sends one corporate message to all instead of disparate or inconsistent messaging from each recruiter.
9.1
Recruiting >
Marketing > Email
Campaigns
9.2
Click New Email
Campaign
9.3
Enter an Email
Campaign Name. The
Email Campaign Code
will default to the
name, but you may
change this if you
wish. Make sure that
the brand selected is
the same brand you
used to create your
email layout.
9.4
Enter the details for
the email. You may
add the talent pool
you just created by
clicking on the Talent
Pool link. This will
automatically add all
talent pool members
as recipients.

9.5
Enter the subject line
you wish to use for
the email. Select the
email layout and
content template you
previously created.
9.6
Review the body of
the email and make
any changes needed,
then click on Review
Email.
9.7
Review the preview of
the email message.
9.8
When you are
satisfied, click Send
Email. Note that this
will not send the
message to the
candidates yet but will
take you to the screen
where you can finalize
details for sending the
message.

9.9
In the pop-up, choose
whether you wish to
send the email
immediately or
schedule it for future
delivery. If you
choose to schedule it,
select a future date
and time and click
Schedule Email. You
will receive another
pop-up verifying your
selection. Click
Schedule.
9.10
When you return to
the Email Campaigns
page, you will see the
scheduled message.
You can return here to
make changes
anytime before the
scheduled delivery.

Additional Considerations
Within the SuccessFactors suite of software, there are many additional functions that can be added on to the
features we have described here. If you are interested in any of these or other possibilities, please contact
your Rizing representative or hcm@rizing.com and we can help.
Additional features available:
- With Employee Central in use, an employment status such as “suspended” could be mapped to a
custom field on the Employee Profile and the Candidate Profile. This status could be used in the
search criteria to automatically bring suspended employees into a Talent Pool to be considered for
alternate job opportunities.
- With Employee Central in use, leave of absence functionality could be used in the same way to bring
furloughed employees into the Talent Pool.
- The Offboarding module could be used to gather information or feed terminated employees into the
Data Capture Form, to encourage the building of a robust alumni network and pool of potential
rehires.
- The Landing Page built in this guide could be linked from your corporate website or another webpage.

Disclaimer
This document, or any related presentation, is subject to change and may be changed by Rizing LLC or its
affiliated companies at any time for any reason without notice. The information in this document is not a
commitment, promise, or legal obligation to deliver any material, code, or functionality. This document is not
warranted to be error-free, nor subject to any other warranties or conditions, whether expressed orally or
implied in law, including implied warranties of merchantability or fitness for a particular purpose. No
contractual obligations are formed either directly or indirectly by this document. This document is for
informational purposes and is not incorporated into an agreement with Rizing LLC and/or its affiliates. Rizing
LLC and its affiliates assume no responsibility for errors or omissions in this document, except if such damages
were caused by its or their intentional or gross negligence.
Rizing is/are trademarks or registered trademarks of Rizing LLC and/or its affiliates in the United States and
other countries.
SAP SuccessFactors is/are the trademark(s) or registered trademark(s) of SAP SE in Germany and in several
other countries.
All other trademarks referenced herein are the property of their respective owners.

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