20 Job Offers in SAP SuccessFactors

When you've found a good candidate to fill an open position, you need to prepare an offer. You can define job offer
details and set up the internal approval process using SAP SuccessFactors Recruiting. After it's approved, you can
create a job offer letter or employment contract for the candidate to accept or decline.

A recruiter or an appropriate individual enters the details of the offer. Details consist of all the necessary
information, along with an ad-hoc list of approvers. They then send the offer for an approval. Approvers can
approve or reject with comments. The offer process starts when an authorized person decides to hire a candidate
to fill a job requisition. The offer process consists of the following:

• Job Offer Detail Template – configured in advance so that all job offers use the same formatting. The offer
details are extended out to candidates, and routed to approvers.
• Job Offer Letter Templates – create rich-text templates that are specific to country/region, company, business
unit, and so on.
• Job Offer Letters – allows you to select a template, update the contents, and generate a letter with offer details
and language for use in negotiating and finalizing offer terms with a candidate.
• Job Offer Approvals – when the candidate has advanced to Offer status, the offer is created and sent out to
approvers to approve or decline.

Related Information

Job Offer Detail Templates [page 1116]

Job Offer Letter Templates [page 1126]
Job Offer Letters [page 1132]
Job Offer Approvals [page 1155]
Job Offer with HR Master Data [page 1190]

20.1 Job Offer Detail Templates

Configure the Job Offer Detail Template so that you don't have to format each job offer individually.

Use either of these two methods to configure the template:

• The Import/Update/Export Offer Detail Template tool in Provisioning.

 Remember

As a customer, you don't have access to Provisioning. To complete tasks in Provisioning, contact
your implementation partner or Account Executive. For any non-implementation tasks, contact Product
Support.

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 • The Manage Templates tool in Admin Center.

Related Information

Offer Details Template Using Manage Templates Tool [page 1117]

Configuring the Job Offer Detail Template in Provisioning [page 1119]
Job Offer Detail Element: Template Name [page 1120]
Job Offer Detail Element: Field Definition [page 1121]
Job Offer Detail Element: Mobile Fields [page 1126]

20.1.1 Offer Details Template Using Manage Templates Tool

You can add, and edit your offer detail templates using Manage Templates tool in Admin Center.

Offer Details Template Page

You can configure multiple offer details templates and specify which templates you want to make active from the
Offer Details Template List page. The list comprises the following columns:

Column Name Description

Template Name Name of your offer details template.

Active You can mark which templates you want to make active.

Version The version of that Offer detail template.

 Note
You can view all version by selecting the hyperlinked ver-
sion number under this column that opens up the Version
and Audit Log dialog box. When viewing the Version and
Audit Log, the Changed On date displays the time in the
logged in user's time zone.

Updated On The date when the offer details template was last updated. The
date stamp displays the logged in user's time zone.

Template Description Description that was entered for that offer detail template.

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Adding and Revising Offer Detail Templates

You can add multiple offer detail templates or revise existing templates using Manage Templates tool in Admin
Center. When you add new offer detail templates, you can add fields sourced from job application, requisition
templates, and for mobile. You can also add Offer Approver steps from the General Settings menu for your offer
template.

 Remember

When you've added new offer detail templates, you must configure your offer approval permissions in the job
requisition template.

For more information on using Manage Templates tool, about offer approver steps, and configuring offer approval
permissions in the job requisition templates, refer to the Related Information section of this topic.

Predefined Approvers

You can add predefined offer approvers by going to Manage Templates Job Offer Template General Settings
Offer Approvers .

Additional Information

Refer to related links at the end of this topic to learn more about:

• How to manage, modify, view version and audit log of recruiting templates using Manage Templates tool.
• How to add predefined approvers using Manage Templates in your offer detail template.
• Configure offer approval permissions in job requisition template.

Related Information

Configuring the Job Offer Detail Template in Provisioning [page 1119]

Job Offer Detail Element: Template Name [page 1120]
Job Offer Detail Element: Field Definition [page 1121]
Job Offer Detail Element: Mobile Fields [page 1126]
Manage Templates [page 1469]
Configuring Predefined Approvers [page 1164]
Enabling Template Management in Admin Center [page 1469]
Modifying a Template in the Manage Templates Tool [page 1470]
Viewing Version and Audit Log and Template Versions [page 1471]
Job Requisition Element: Offer Approval Permission [page 117]

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20.1.2 Configuring the Job Offer Detail Template in
Provisioning

Configure the Job Offer Detail XML template to set up job offers for your recruiting process.

Prerequisites

• Enable Offer Approval is enabled in Provisioning.

 Remember

As a customer, you don't have access to Provisioning. To complete tasks in Provisioning, contact
your implementation partner or Account Executive. For any non-implementation tasks, contact Product
Support.

• Job Requisition, Job Application, and Candidate Profile templates are configured.

Context

 Note

If you don't have access to Provisioning, configure your templates in the Manage Templates tool in the Admin
Center.

Setting up job offer details involves many steps, including setting up your offer approval permissions in the job
requisition template. There are specific ways that offer detail templates handle data fields:

• You can't set different permissions at the field level. All recruiting operators that have recruiting permissions
can view the same fields.
• The template doesn't contain read/write permission information.
• You can't anonymize or purge stand-alone fields from template. You can, however, create application fields to
use in the offer details template.
• The template doesn't allow you to add an unlimited number of stand-alone fields, unless you source them from
other templates. Like the stand-alone fields, you also can't anonymize or purge these sourced fields.

Procedure

1. Go to Provisioning Managing Recruiting Import/Update/Export Offer Detail Template .

2. Copy and paste the entire code from the Job Offer Detail Template form to an XML editor.
3. Required: Make two copies of the XML code and save them.

Mark one copy as the original and archive it. Then work with the second copy. This way, you can revert to the
original code at any point if something goes wrong in your working copy.

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4. Configure the following sections of the template:

• Template name
• Field definitions
• Mobile fields

5. Save the template.

6. Go to Provisioning Managing Recruiting Import/Update/Export Offer Detail Template .

7. Copy the modified code from your configured template and paste it into the Job Offer Detail Template form.
8. Choose Save Form.

Next Steps

Proceed to configure Offer Approval Permission in the Job Requisition template.

Related Information

Job Requisition Element: Offer Approval Permission [page 117]

Offer Details Template Using Manage Templates Tool [page 1117]
Job Offer Detail Element: Template Name [page 1120]
Job Offer Detail Element: Field Definition [page 1121]
Job Offer Detail Element: Mobile Fields [page 1126]

20.1.3 Job Offer Detail Element: Template Name

In the Offer Detail XML, the <template-name> tag defines the template name. Use a descriptive name to define the
template.

You can also add <template-desc> element to define a description of the template and also the template-
lastmodified element to get the last modification date of the offer detail list.

Both the template-name and template-desc elements must immediately follow the offer-detail-data-model
element. You can change the CDATA content as it does not appear anywhere in the instance or in Provisioning, is
not referenced by any other XML, and is invisible to the customer.

 Sample Code

<?xml version="1.0" encoding="UTF-8"?>

<!DOCTYPE offer-detail-template PUBLIC "-//SuccessFactors, Inc.//DTD Offer
Detail
Template//EN" "offer-detail-template.dtd">
<offer-detail-template>
<template-name>
<![CDATA[Offer Details]]>
</template-name>

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 <template-desc>
<![CDATA[Offer Details]]>
</template-desc>
<template-lastmodified>10/9/28 9:58 AM</template-lastmodified>

Related Information

Job Offer Detail Element: Field Definition [page 1121]

Job Offer Detail Element: Mobile Fields [page 1126]
Offer Details Template Using Manage Templates Tool [page 1117]
Configuring the Job Offer Detail Template in Provisioning [page 1119]

20.1.4 Job Offer Detail Element: Field Definition

Field definitions in the Offer Detail XML template specify the fields visible to all users when making an offer. Unlike
other Recruiting components, you can't configure specific permissions for certain fields based on who the user is.

The leading best practices are:

• Field labels in Job Offer Detail templates exactly the same as field labels in the Job Requisition or Job
Application templates.
• If possible, pull fields from the Job Requisition or Job Application templates into the Job Offer Detail template,
instead of using standalone Job Offer fields.
• Use business rules to select Job Offer Detail templates you want to use.
• Use business rules to update the candidate’s decision to accept or decline the job offer.

 Sample Code

<field-definition id="title" type="textarea" required="true" custom="false"

template-type="job-req" anonymize="false">
<field-label mime-type="text-plain">
<![CDATA[Internal Business Title]]>
</field-label>
</field-definition>
<field-definition id="jce_customString2" type="jobCode" required="true"
custom="false"
template-type="job-req" anonymize="false">
<field-label mime-type="text-plain">
<![CDATA[Grade Level]]>
</field-label>
</field-definition>
<field-definition id="workSamples" type="multiattachment" required="true"
custom="true"
template-type="job-application" anonymize="false">
<field-label mime-type="text-plain">
<![CDATA[Work Samples Attach]]>
</field-label>
</field-definition>
<field-definition id="firstName" type="text" required="false" custom="false"
template-type="job-application" anonymize="false">
<field-label mime-type="text-plain" lang="en_US">
<![CDATA[First Name]]>

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 </field-label>
</field-definition>
<field-definition id="lastName" type="text" required="false" custom="false"
template-type="job-application" anonymize="false">
<field-label mime-type="text-plain" lang="en_US">
<![CDATA[Last Name]]>
</field-label>
</field-definition>
<field-definition id="candStartDate" type="date" required="false"
custom="true"
template-type="job-application" anonymize="false">
<field-label mime-type="text-plain" lang="en_US">
<![CDATA[Projected Start Date]]>
</field-label>
</field-definition>
<field-definition id="candSalary" type="currency" required="false"
custom="true"
template-type="job-application" anonymize="false">
<field-label mime-type="text-plain" lang="en_US">
<![CDATA[Annual/Hourly Base Salary]]>
</field-label>
</field-definition>
<field-definition id="currency" type="enum" required="false" custom="false">
<field-label mime-type="text-plain"><![CDATA[Currency]]></field-label>
<enum-value value="EUR">
<enum-label><![CDATA[EUR]]></enum-label>
</enum-value>
<enum-value value="GBP">
<enum-label><![CDATA[GBP]]></enum-label>
</enum-value>
<enum-value value="USD">
<enum-label><![CDATA[USD]]></enum-label>
</enum-value>
<default-value>USD</default-value>
</field-definition>

Related Information

Job Offer Detail Element: Template Name [page 1120]

Job Offer Detail Element: Mobile Fields [page 1126]
Offer Details Template Using Manage Templates Tool [page 1117]
Configuring the Job Offer Detail Template in Provisioning [page 1119]
Job Offer Detail Field Definition: Attributes [page 1122]
Job Offer Detail Field Definition: Field Label [page 1125]

20.1.4.1 Job Offer Detail Field Definition: Attributes

The field-definition element serves as the container for defining the data and attributes of fields.

The field-definition element carries various attributes such as id, type, required, custom, template-
type, and anonymize.

<field-definition id="title" type="text" required="true"

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 custom="false" template-type="job-req" anonymize="false">

id Attribute

Field definition is used when you want to define the unique name of the field. When the field definition is referenced
from another template such as job requisition or job application; the field definition ID in the Offer Details templates
must match the ID in the referenced template.

These custom fields appear as stand-alone fields in the Offer Details template. Stand-alone fields appear this way
in the Offer Detail template.

<field-definition id="title" type="text" required="true"

custom="false" template-type="job-req" anonymize="false">

Custom Field ID Field Data Type

customString1 – customString15 text

customLong1 – customLong10 number

customDate1 – customDate10 date

customPicklist1 – customPicklist10 picklist

 Note

The number data type for these standalone fields show as decimals on the screen. Saving them, however,
removes any numbers entered after the decimal, and replaces them with 00.

These field IDs are the same IDs used on the Job Requisition for Job Code Entity fields. To prevent
conflicts, preface the Job Code Entity fields with jce when referenced in the Offer Details XML. For example,
jce_customString1.

If the offer stand-alone fields are configured in multiple Offer Detail XML templates in the same instance, configure
the fields identically in each template.

You can only reference certain field IDs from the Job Requisition XML and Job Application XML. The following table
lists the fields that aren’t supported for referencing on offer details:

Field ID Source Template

mfield1 – mfield15 Job Requisition

cellPhone Job Requisition

numberOpenings Job Requisition

extTitle Job Requisition

Ensure that all Job Requisition and Job Application fields defined in the Offer Details XML are set up and synced
as custom reportable fields in Provisioning. Otherwise, these fields aren't editable, not populated correctly or
unavailable as tokens.

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type Attribute

In addition to the stand-alone offer detail fields, the following field types are supported when referenced from the
Job Requisition XML or Job Application XML.

<field-definition id="title" type="text" required="true"

custom="false" template-type="job-req" anonymize="false">

 Recommendation

Don't change field type in the Offer Detail template to avoid application errors for existing records. The field
data type must match with the field from the referenced template.

Required Attribute

The required attribute specifies whether or not a field is required. If not required, the field can be left empty.

<field-definition id="title" type="text" required="true"

custom="false" template-type="job-req" anonymize="false">

custom Attribute

True or false value that declares whether a field is custom or standard. Don't change the position of reportable
custom fields once defined in the offer detail template, because changing reportable custom fields can cause fields
to report incorrect values.

<field-definition id="title" type="text" required="true"

custom="true" template-type="job-req" anonymize="false">

template-type Attribute

Attribute required for any field pulled from the Requisition or Application XML. This attribute must be set to either
job-req or job-application. If the field is an Offer Details stand-alone field, omit this attribute.

<field-definition id="title" type="text" required="true"

custom="false" template-type="job-req" anonymize="false">

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anonymize Attribute

SAP SuccessFactors provides the ability to purge user data that you don't need. The anonymize attribute identifies
whether a field needs to be purged, and this attribute is used in Data Retention Time Management (DRTM) and
Legacy Data Retention Management (DRM)

<field-definition id="title" type="text" required="true"

custom="false" template-type="job-req" anonymize="false">

20.1.4.2 Job Offer Detail Field Definition: Field Label

The field-label element usually controls the appearance of the field name in the user interface.

However, this label does not control all the field labels in the user interface. On certain fields, the Succession Data
Model controls the field label and on other fields, there are Provisioning settings that control the label used in the
system.

The label element is not conditional. It is not possible for one field to display one label to internal candidates and a
different label to external candidates. Likewise, it is not possible for one field to display one label to candidates and
a different label to internal recruiting users.

The field-definition element must contain at least one field-label element:

<field-label mime-type="text-plain"><![CDATA[First Name]]></field-label>

 Note

Make sure this label matches the label in the Job Requisition XML or Job Application XML template if you're
referencing fields from the requisition or application.

mime-type Attribute

Mime-type determines whether or not the system renders any HTML tags that are defined in the CDATA content.
The two supported mime types are:

• text-plain: Unformatted plain text.

<field-label mime-type="text-plain"><![CDATA[First Name]]></field-label>

CDATA Content

You can configure CDATA content to contain the preferred text of the client.

<field-label mime-type="text-plain"><![CDATA[First Name]]></field-label>

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20.1.5 Job Offer Detail Element: Mobile Fields

If SAP SuccessFactors mobile option is enabled, Offer Details can be approved through the mobile application by
configuring mobile fields in the Offer Detail XML template.

Specify the existing field IDs in the mobile-fields element:

<mobile-fields>
<field refid="title"/>
<field refid="firstName"/>
<field refid="lastName"/>
<field refid="candStartDate"/>
<field refid="candSalary"/>
</mobile-fields>

Related Information

Job Offer Detail Element: Template Name [page 1120]

Job Offer Detail Element: Field Definition [page 1121]
Offer Details Template Using Manage Templates Tool [page 1117]
Configuring the Job Offer Detail Template in Provisioning [page 1119]

20.2 Job Offer Letter Templates

You can create different rich text templates that are used to generate offer letters for job offers for candidates in
specific country/region, company, division, or business unit.

When you’ve configured your Offer Detail template, you can configure Job Offer Letter template to define what's
presented to candidates that accept or decline job offers. Offer letter templates are used in order to use standard
tokens that act as variables that autopopulate data into the body of the job offer letters sent out to candidates.
Tokens are derived from any of these templates:

• Job Requisition
• Job Application
• Job Offer Detail

Related Information

The Use of Tokens for Offer Letters [page 1193]

Tokens for Foundation Object and Generic Object Fields [page 174]
Enabling Role-Based Permissions for Offer Letter Templates [page 1127]
Creating Offer Letter Templates [page 1128]
Creating Page Breaks in Offer Letters [page 1153]

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Editing Offer Letter Templates [page 1130]
Deactivating Offer Letter Templates [page 1132]

20.2.1 Enabling Role-Based Permissions for Offer Letter

Templates

You can enable the role-based permission to restrict which Recruiting users can view and select specific offer letter
templates.

Context

 Note

Role-based permissions aren't honored for Foundation and generic object fields in ad-hoc reports for offers.
Users can view Foundation and generic objects in ad-hoc reports that they don't have role-based permissions.

Procedure

1. Go to Admin Center Manage Recruiting Settings .

2. Go to the Offer Letter section and select Enable Role-Based Permissions for Offer Letter Templates.
3. Select Save in the Offer Letter section to finish.

Next Steps

You can now set up permissions for offer letter templates. To understand more about using role-based permissions,
refer to Using Role-Based Permissions.

Related Information

Using Role-Based Permissions

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20.2.2 Creating Offer Letter Templates

You can create offer letter templates that use rich text formatting to generate offer letters.

Prerequisites

You have the following permissions enabled to configure the offer letter templates:

• Manage Offer Letter Templates role-based permissions, located in Administrator Permissions Manage
Recruiting Manage Offer Letter Templates .
• Recruiting Offer Letter Templates, located in User Permissions. Select All when you want to give access to all
items from the list and Others to select specific items for that role.

Context

Creating multiple offer letter templates allows Recruiting users to select from a list of offer letter templates to
send out offer letters to candidates. The Manage Offer Letter Templates tool groups offer letter templates by
country/region and language, and the templates appear alphabetically in the list. You can't change the groupings.
For example, U.S. recruiters view U.S. offer letter templates only.

The Manage Offer Letter Templates column headers identify offer letter templates by name, status, translated
languages, and the last modified date. The last modified time displays the local time zone of the person viewing this
page.

Standard tokens act as variables that autopopulate requisition, application, and offer details data into the body of
the offer letter template.

Offer Letter Template-Related Business Rule Scenarios

The following business rule scenarios allow you to create rules and triggers for offer letters:

• Configure Rule to Preselect Offer Letter Templates: This scenario allows you to configure business rules to
automatically identify which specific template to use when a new offer letter is created.
• Configure Business Rules to Add Conditional Sections in Offer Letters: This scenario allows you to configure
business rules to populate dynamic tokens on offer letters.

Refer to Creating Business Rules for Recruiting and Business Rules for Offer Letters for more information.

General Display Name and Internal Candidates

You can display the chosen name of internal candidates in the offer letter template. Select the Enable adoption
of General Display Name option in Admin Center Company System and Logo Settings , and insert the
[[CANDIDATE_FULL_NAME]] token in the template.

Organizations that consider an offer letter to be a legal document should address internal candidates by their legal
name. To use their legal name, insert the [[CANDIDATE_PROFILE_NAME]] token instead.

Note that the [[CANDIDATE_FULL_NAME]] won't display correctly in the offer letter when you're using the
candidateName field in the offer approval template. To avoid this, don't use candidateName in the offer approval

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template. Otherwise, use the [[CANDIDATE_PROFILE_NAME]] token in the offer letter template instead and have
the offer letter display the internal candidate's legal name.

Refer to Adoption of General Display Name in Recruiting for more information about this setting.

Procedure

1. Go to Admin Center Manage Offer Letter Templates .

You see a list of grouped offer letter templates.

2. Select Create New Template.

The Manage Offer Letter Templates: Add New Offer Letter Template page appears.
3. Complete the fields in the template.

Option Description

Change Choose the country/region and language you want from the dropdown lists.
Country/
Region &  Note
Language
Choose the country/region carefully. After you save your template, this field becomes read-only and
can't be changed.

The form only lets you select one language at a time. To provide an offer letter template in multiple
languages, you create and save this template first, then edit it to save additional copies of that template in
different languages. Refer to Editing Offer Letter Templates.

Template (Required) Enter a unique name for the offer letter template.
Name

Status Choose Enabled or Disabled.

If you don't choose a status, the system saves the template in disabled status.

Subject (Required) Enter the email subject line.

The text you enter in Subject automatically appears in the subject line of the email that uses the template.

Body (Required) Enter text and any tokens.

To insert standard tokens, select Insert Job Requisition Field in the rich text editor. This opens a dialog box
with the list of standard job requisition fields you can use.

Any custom tokens require setup in Provisioning. Refer to Configuring Custom Recruiting Tokens for more
information.

 Note
If you change the position of any reportable custom field, tokens saved in an offer letter template can
render the wrong values.

4. Verify that all links in the offer letter template are valid.
5. Choose Save Changes to save your settings.

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Results

You've now created a new offer letter template, and it should now be listed in the Manage Offer Letter Templates
summary page.

Next Steps

If you want to make your offer letter template available in additional languages, refer to Editing Offer Letter
Templates.

Related Information

Adoption of General Display Name in Recruiting [page 87]

Business Rules for Job Offers [page 1433]
Configuring Custom Recruiting Tokens [page 1340]
Editing Offer Letter Templates [page 1130]
Creating Business Rules for Recruiting [page 1382]

20.2.3 Editing Offer Letter Templates

You can easily edit to make changes to your offer letter template from the Manage Offer Letter Templates page,
including making the template available in multiple languages.

Prerequisites

• Manage Offer Letter Templates role-based permissions are enabled.

• You already have an offer letter template you've created and saved.

Context

To provide an offer letter template in multiple languages, you first create the template, then save additional copies
of that template in different languages.

 Note

Offer letter templates don't support language assembly when using If conditions in business rules.

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Procedure

1. Go to Admin Center Manage Offer Letter Templates , which directs you to Manage Offer Letter Templates
with the list of templates.
2. Go into edit mode for a template by selecting the name of the offer letter template in the Template Name
column, or by selecting the pencil picker icon in the Action column.
3. Make any necessary changes.
4. Optional: To provide your offer letter template in an additional language, use the following settings:

Option Description

Change The Country/Region field was set when you first created the offer letter template. The field is read-only, and
Country/ can't be changed.
Region &
Language From the Language dropdown list, choose a language other than what's already selected.

For example, if you chose English US (English US) when you initially created the template and
you want to provide the same template in Spanish, select Español (Spanish) for Language.

 Note
When you choose a different language, the rest of the form becomes blank so that you can provide
content in the new language.

Template (Required) Enter a template name. For improved usability, consider using the same language you're speci-
Name fying here.

Status You can ignore this field. The status is set by the main offer letter template.

Subject (Required) Enter the email subject line in the language you're using for this version of the template.

Body (Required) Enter text in the additional language, and any tokens.

 Tip
You can initially save this language version with a blank Body field. After you save this additional
language, you can copy and paste the body of the original template and translate it here, so that the
content is similar across languages.

5. Select Save Changes to finish.

If you edited the template to add an additional language, your main offer letter template is now available in the
multiple languages you configured. To verify success, go the Manage Offer Letter Templates summary page.
The multiple locales are now listed in the Translated In column for the template.

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20.2.4 Deactivating Offer Letter Templates

When you no longer need an offer letter template, you can choose to deactivate it.

Context

You can edit offers associated with a deactivated offer detail template, by reactivating the offer letter template.
When you've changed the offer, you can deactivate that template. When you deactivate the offer detail template,
you also can't edit the associated offer letter template.

 Note

Manage Offer Letter Templates doesn't let you delete templates.

Procedure

1. Go to Admin Center Manage Offer Letter Templates , which directs you to the Manage Offer Letter
Templates with the list of templates.
2. Edit the template using one of the following options:

• Select the hyperlinked template name that you want.

• Select the pencil picker icon under the Action column of the template that you want.
3. Select Disabled to deactivate your offer letter template.

20.3 Job Offer Letters

The Offer Letter feature in SAP SuccessFactors Recruiting you to select a prebuilt template, update the contents,
and generate a letter containing offer details and language for use in negotiating and finalizing offer terms with a
candidate.

These are the delivery options available for offer letters:

Offer Letter Distribution Type Description

Online Offer with eSignature An online offer that allows candidates to sign their offer letters
electronically.

 Note
This feature requires DocuSign.

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 Offer Letter Distribution Type Description

Online Offer An online offer that doesn't request an electronic signature

from candidates. Candidates can accept and decline offers
from the career site when they log in.

Email as PDF attachment You're sent to a screen to send the candidate an e-mail. The
offer letter is a PDF document, and any attachments on the
offer letter are attached to this e-mail.

Email as text When you choose to proceed from a confirmation screen, the
candidate is sent an e-mail containing the offer letter text,
including any attachments to the offer letter.

Print The system prompts you to download or save a PDF copy of

the offer letter.

Verbal Offer The system only records the offer letter without sending it to
the candidate.

Supported Attachment File Extensions

Offer letters support the following file extensions: doc, pdf, htm, gif, png, jpg, jpeg, html, rtf, bmp, docx, txt, docm,
and tif.

20.3.1 Offer Letter Permissions for Recruiting Operators

You can add the Offer Letter feature permission in the job requisition XML in all stages where recruiting operators
require access to offer letter information.

Offer Letter Permissions

You can specify which recruiting operator roles have access to Offer Letter under the <feature-permission
type="offerLetter"> section in the job requisition template. Here's a sample code snippet:

 Sample Code

<feature-permission type="offerLetter">
<description><![CDATA[R can launch offer letters during statuses
with an Offer category.]]></description>
<role-name><![CDATA[T]]></role-name>
<role-name><![CDATA[R]]></role-name>
<status><![CDATA[Offer Negotiation]]></status>
</feature-permission>

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  Note

The feature permission offerLetterPortlet gives visibility to the portlet but doesn't allow the creation of an
offer letter.

The feature permission offerLetter gives the user the ability to create an offer letter; that is, the action.

If the permission offerLetterPortlet isn't configured, then everyone can view the portlet regardless of
status.

Then by default, if an operator role has offerLetter permission, they then automatically get a view of the
portlet as well.

As a best practice, configure the offer letter or approvals in all steps where users require access to the offer
information. When you allow a recruiter or a hiring manager create an offer approval, they also have access to other
steps after approvals such as:

• Offer Extended
• Background Check
• Hired

You can declare multiple roles as role-name tags, but use only one status tag.

Restricting View Access to the Offer Letter Portlet in a Candidate Application

You can set permissions for which recruiting operator role can view offer letter information under the Offer Letter
portlet of the candidate application profile.

 Note

If you don't include these code blocks in the template, the offer letter section is visible to anyone with access to
candidate application profiles. When the read permission is removed, the offer letter section isn't visible.

You can define the recruiting operator roles under the <application-status-config> section in the job
requisition template. Here's a code sample snippet:

 Sample Code

<feature-permission type="offerLetterPortlet">
<field-permission type="read">
<description><![CDATA[DESCRIPTION HERE]]></description>
<role-name><![CDATA[ROLE]]</role-name>
<role-name><![CDATA[ROLE]]</role-name>
<status><![CDATA[STATUS NAME]]></status>
</feature-permission>

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20.3.2 Configuring Online Offers in Manage Recruiting Settings

You can configure online offers in Manage Recruiting Settings.

Context

The Online Offer option doesn't include the ability for candidates to accept offers using an electronic signature.
Electronic signatures are only available with the Online Offer with eSignature option, which requires integration with
DocuSign. Refer to Configuring Online Offers with eSignature in Manage Recruiting Settings for details.

Procedure

1. Go to the Offer Letter section in Admin Center Manage Recruiting Settings and configure the following
settings:

Option Description

Enable Role-Based Permis- Select this option to control who can view and select offer letter templates.
sions for Offer Letter Tem-
plates

Set date format to be dis- Use the dropdown list to choose the way dates display in offer letters.
played in Offer Letters

Allow candidates to accept Select this option so that candidates can accept offers online.
offers online

Enable electronic signature  Restriction

for offer letters
Do not select this option.

This field is used to turn on the Online Offer with eSignature option, which requires an
integration with DocuSign. Refer to Configuring Online Offers with eSignature in Manage
Recruiting Settings for instructions.

Allow candidates to email job Select this optional field if you want to allow candidates to email the job requisition
requisition operator operator.

 Note
When you select this option, the candidate Email Recruiter history doesn't display
under the Offer Letter portlet in the candidate application.

Select an operator who will If you enabled Allow candidates to email job requisition operator, use the dropdown list to
receive emails from candi- choose which recruiting operator role receives email from candidates.
date

2. Choose Save to finish.

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Next Steps

You can now send online offer letters.

Related Information

Configuring Online Offers with eSignature in Manage Recruiting Settings [page 1136]
Choosing Online Offer Option [page 1147]

20.3.3 Configuring Online Offers with eSignature in Manage

Recruiting Settings

As an SAP SuccessFactors Recruiting administrator, configure Manage Recruiting Settings to enable Online Offer
with eSignature so that you can you get DocuSign electronic signatures from candidates in offer letters.

Prerequisites

• Your organization needs a DocuSign account. If your organization already has a DocuSign account for use with
any other SAP SuccessFactors application (such as Onboarding), you can also use it for SAP SuccessFactors
Recruiting. If you don't have an existing DocuSign account, contact your SAP SuccessFactors Account
Executive to purchase a subscription of SAP Signature Management from DocuSign.
• DocuSign eSignature allows one e-mail address to be tied to one SAP SuccessFactors Recruiting user account
per DocuSign environment (Demo and Production). Even when testing, each recruiting user that uses Online
Offers with eSignature requires a unique e-mail address.
• The candidate's e-mail address and name, including the middle name or initial, must be an exact match
between the DocuSign system and the HCM suite. If candidates have a middle name or initial in one system,
their name must match exactly in the other system.
• Your DocuSign eSignature administrator account doesn't require password reset questions. The account does,
however, need the following permissions granted in the DocuSign system:
• Account-Wide Rights
• Send On Behalf Of Rights (API)
• The eSignature Sender role-based permission is enabled.

Context

 Note

To increase security, DocuSign switched to OAuth authentication in September 2023. If you had Online Offer
with eSignature enabled but didn't make the switch, you need to update your settings, as well as grant

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 Recruiting permission to access DocuSign on your account's behalf. Until you do, Online Offer with eSignature
doesn't work in your system. Follow the instructions here, as if you never had the feature enabled.

DocuSign is an electronic signature and digital transaction management service provider. You can use eSignature, a
service provided by DocuSign, to electronically sign documents on any device, from almost anywhere, at any time.
A digital signature prevents documents signed with DocuSign from edits.

• The Online Offer with eSignature feature uses only DocuSign eSignature, and doesn't support other eSignature
options.
• DocuSign refers to transactions as "envelopes," which are equivalent to offer letters (or the act of sending an
offer letter) in SAP SuccessFactors.
• This feature includes only the Candidate eSignature process to be assigned through the SAP SuccessFactors
system. However, you can add additional signers on demand within the DocuSign portal.
• Online Offer with eSignature follows existing online offer functionality. For example, if you create a new online
offer with eSignature while an existing offer is pending, the existing offer and eSignature request expire.
• The DocuSign system triggers any email specific to eSignature functionality. You can't modify the branding and
content of the e-mail in the SAP SuccessFactors system.
• Contact DocuSign if you need additional users beyond your limit.

 Tip

To avoid manually adding and placing the Signature and Date Signed fields to every offer letter, go to your
DocuSign account and configure the AutoPlace feature for these fields.

 Note

Using the DocuSign eSignature option requires you to log in to DocuSign. This step involves leaving your SAP
Cloud Services for a third-party web service.

Any use of the third-party web service and any information you provide will be governed by the terms of the
third-party web service and not the terms of SAP, including those relating to data privacy and security. Unless
otherwise expressly agreed, SAP is not in any way associated with the operator of the third-party web service or
responsible or liable for any service offered by the third-party web service.

Procedure

1. Log in to your DocuSign account and get your User ID and API Account ID information, which you need to
enable DocuSign eSignature for offer letters.

You can find both fields in your DocuSign account's My Apps & Keys page, and are long alphanumeric strings
that include hyphens.

Contact your DocuSign administrator for assistance if you don't know, or have forgotten your DocuSign
password.

2. Go to SAP SuccessFactors, and configure the following setings in the Offer Letter section in Admin Center
Manage Recruiting Settings :

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 Option Description

Enable Role-Based Permis- Select this option to control who can view and select offer letter templates.
sions for Offer Letter Tem-
plates

Set date format to be dis- Select the display format of the offer letter date from the dropdown list.
played in Offer Letters

Allow candidates to accept Select this option to allow candidates to accept offers online.
offers online

Enable electronic signa- Select this option so that candidates can provide electronic signatures in their offer letters
ture for offer letters using DocuSign eSignature. This option appears when you enable Allow candidates to accept
offers online.

If you don't enable this option, SAP SuccessFactors Recruiting only displays the Online Offer
option, instead of both Online Offer and Online Offer with eSignature.

Allow candidates to email Select this optional field if you want to allow candidates to send e-mail to the job requisition
job requisition operator operator.

Select an operator who will If you enabled Allow candidates to email job requisition operator, use the dropdown list to
receive emails from candi- choose which recruiting operator role receives email from candidates.
date
 Note
When you select this option, the candidate Email Recruiter history doesn't display under
the Offer Letter portlet in the candidate application.

Third-Party eSignature En- Use the dropdown list to specify whether you want to enable eSignature for DocuSign's
vironment Demo or Production environment.

 Caution
Selecting incorrect options can produce authentication errors.

3. Go to the DocuSign eSignature section, and open the Grant Access link in the DocuSign Consent field.

The link opens a new browser tab for you to log in to DocuSign.
4. Log in to your DocuSign account.

When you log in, you see a message similar to SAP SuccessFactors Recruiting is requesting
permission to.
5. Select ACCEPT.

Selecting this option grants permission for SAP SuccessFactors Recruiting to access DocuSign on behalf of
your account.

If you select CANCEL, the eSignature option for offer letters won't be available.

You see a confirmation message.

6. Return to Manage Recruiting Settings, and enter the following DocuSign eSignature fields using the information
you got from your DocuSign account's My Apps & Keys page, as described in step 1:

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 Option Description

DocuSign User ID Enter the user ID from your DocuSign account.

DocuSign API Account ID Enter the API account ID from your DocuSign account.

7. Choose Save to finish.

Results

You've successfully enabled and configured DocuSign eSignature for offer letters, so that is now available as an
option.

Related Information

Add Fields Automatically with AutoPlace (DocuSign.com)

20.3.4 Granting Access for Online Offers with eSignature

Recruiters and SAP SuccessFactors Recruiting users who have an active DocuSign account can choose to grant
permission to SAP SuccessFactors Recruiting to access DocuSign on their behalf before they initiate any new offer
letters.

Prerequisites

• Settings have been configured in Manage Recruiting Settings by an administrator, as described in Configuring
Online Offers with eSignature in Manage Recruiting Settings and Updating DocuSign eSignature Integrations in
Manage Recruiting Settings.
• You have a DocuSign login that lets you use the DocuSign eSignature functionality in SAP SuccessFactors
Recruiting. Contact your DocuSign administrator for assistance if you don't know, or have forgotten your
DocuSign password.

Context

You can log in to your DocuSign account in advance to grant permission to SAP SuccessFactors Recruiting to
access DocuSign on your behalf. When you do, offer letters are sent seamlessly to DocuSign when you choose
Online Offer with eSignature, and display in a browser window.

Performing this step in advance is for your convenience, and is optional. You can also choose to wait to grant access
when you're initiating an offer letter.

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  Note

Using the DocuSign eSignature option requires you to log in to DocuSign. This step involves leaving your SAP
Cloud Services for a third-party web service.

Any use of the third-party web service and any information you provide will be governed by the terms of the
third-party web service and not the terms of SAP, including those relating to data privacy and security. Unless
otherwise expressly agreed, SAP is not in any way associated with the operator of the third-party web service or
responsible or liable for any service offered by the third-party web service.

Procedure

1. Choose the environment you want to grant access in, then copy the appropriate URL string and paste it as a
single line in a separate browser window:

Option Description

Demo (nonpro- https://account-d.docusign.com/oauth/auth?

duction) environ- client_id=77f4be2e-6aa7-47f6-b5e5-158425b1aeaf&
ments scope=signature%20impersonation&response_type=code&
prompt=login&redirect_uri=https://static-content.
successfactors.com/static-content/consent_agreement_result.html

Production envi- https://account.docusign.com/oauth/auth?

ronments client_id=77f4be2e-6aa7-47f6-b5e5-158425b1aeaf&
scope=signature%20impersonation&response_type=code&
prompt=login&redirect_uri=https://static-content.
successfactors.com/static-content/consent_agreement_result.html

The URL is a static address that lets DocuSign know you're granting access for SAP SuccessFactors Recruiting
specifically. Do not replace any values in this URL string.

2. Select ACCEPT.

Accepting this one-time request informs DocuSign that you're granting SAP SuccessFactors Recruiting access
to DocuSign on your behalf, and is required before you can use the Online Offer with eSignature functionality.
This means that choosing CANCEL prevents you from using eSignature functionality with online offers.

Results

You've granted permission to SAP SuccessFactors Recruiting to access DocuSign on your behalf, so that choosing
Online Offer with eSignature in a new offer letter immediately displays the DocuSign view of the offer letter in your
browser window.

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Related Information

Choosing Online Offer with eSignature Option [page 1144]

20.3.5 Locales and Time Zones When Using DocuSign

eSignature

Understand the behavior of locales and time zones when using DocuSign eSignature.

The DocuSign portal is translated to the candidate's locale. Candidates can override this function by selecting a
language on the DocuSign site.

For external candidates, the dates that display for these fields are based on their browser time zone:

• Offer Date
• Accepted Date
• Declined Date
• eSignature status: Signed on

For internal candidates, these fields display dates based on their login time zones.

20.3.6 Creating Offer Letters

You can start the offer letter process once you have a specific applicant you want to extend an offer to.

Prerequisites

• Recruiting operator with feature permissions for offer letters in the requisition template.
• You have the appropriate offer letter permission.

Context

 Note

This page describes functionality available in both the redesigned Applicant Management tool and legacy
Candidate Workbench.

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Procedure

1. Go to Recruiting Job Requisitions .

2. Select a job requisition and choose the number from the Candidates column.

If you're using the legacy Candidate Workbench, you can also choose the job title and select the CANDIDATES
tab.

The applicant list for the job appears.

3. Select the applicant to go to their detail view, then launch the offer letter form using the following method:

Option Description

Legacy Candidate Workbench Select Take Action Offer Offer Letter to launch the offer letter form for the
applicant.

Redesigned Applicant Management Select the  More icon for the applicant, then choose Offer Letter.

The offer letter form for the applicant appears.

4. Select the values you want for these fields:

Option Description

Country/Region Choose the country/region from the dropdown list.

Language Choose the locale from the dropdown list.

Template Choose the offer letter template you want to use from the dropdown list.

Subject This field is automatically filled with the email subject text you set up in the offer letter template. You can
manually change the text in this field.

 Caution

The applicant's e-mail address populates the To field. Do not edit the address directly in this field. Doing so
causes the DocuSign integration to fail in the Online Offer with eSignature option.

5. Optional: Make any changes to the offer letter from what's provided in the template.

The Offer Letter Message field populates with the offer letter template name. You can edit this field in the
iFrame. The Recruiting user can then drag and drop tags onto the offer letter.

Select Reset Template if you want to revert your offer letter back to the original template.
6. Optional: Choose Save as Draft if you want to save the offer letter, but don't want to send the offer letter to the
applicant yet.

Selecting Cancel closes the offer letter and returns you to the candidate workbench.
7. Choose Next Step.

A draft is automatically saved in the system, and you see a preview of the offer letter.

 Note

The Preview button performs the same function as Next Step. The result is the same regardless of which
option you choose.

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 8. Verify that the tokens are populated with values in the preview.

If you see any blank tokens, you need to either select Back to go back and replace them manually, or make sure
you have values associated with the tokens you use in the template. Otherwise, your candidate receives the
offer letter with incomplete information.
9. Optional: Choose Print if you want to convert the offer letter content from HTML to a PDF file that's
downloaded to your local environment.

The Print option doesn't automatically send the offer letter to a printer, and it also doesn't send the offer letter
to the candidate. The PDF only uses the Arial Unicode MS font. Other font selections are honored when Offer
Letter contents are sent using the Email as Text option.

Results

You've completed the setup of the offer letter to a specific candidate, and you're now ready to send it.

Next Steps

Choose the delivery type for the offer letter:

• Online Offer with eSignature

• Online Offer
• Verbal Offer
• Email as text
• Email as PDF attachment

 Caution

You can't cancel an offer once you send it to a candidate. Your only option for "cancelling" a current offer is to
send a new offer. When you send a new offer, the candidate is alerted to the voided and new offers.

Related Information

Offer Letter Permissions for Recruiting Operators [page 1133]

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20.3.6.1 Choosing Online Offer with eSignature Option

After you've started the offer letter process to specific candidates, you can choose to send out online offer letters
to them with eSignature using DocuSign by selecting the Online Offer with eSignature option.

Prerequisites

• Settings have been configured in Manage Recruiting Settings by an administrator, as described in Configuring
Online Offers with eSignature in Manage Recruiting Settings.
• Completed the fields in the offer letter as described in Using Offer Letters.

Context

By default, all DocuSign notifications for candidates and recruiting users are enabled. Individuals can change these
settings to manage their notifications. Additionally, the Recruiting E-mail Triggers setting allows you to enable
e-mail notifications when candidates choose to accept or decline an offer.

 Note

Using the DocuSign eSignature option requires you to log in to DocuSign. This step involves leaving your SAP
Cloud Services for a third-party web service.

Any use of the third-party web service and any information you provide will be governed by the terms of the
third-party web service and not the terms of SAP, including those relating to data privacy and security. Unless
otherwise expressly agreed, SAP is not in any way associated with the operator of the third-party web service or
responsible or liable for any service offered by the third-party web service.

Procedure

1. Select Online Offer with eSignature in your draft online offer.

2. Follow the instructions based on what you see when you selected Online Offer with eSignature:

Option Description

The offer letter ap- This means that you have a DocuSign login and you've already granted permission for SAP
pears in a DocuSign SuccessFactors Recruiting to access DocuSign on your behalf.
browser window.
Proceed to your eSignature offer letter.

You're directed to the This means that you have a DocuSign account, but you still need to grant permission for SAP
DocuSign login page. SuccessFactors Recruiting to access DocuSign on your behalf:
1. Enter your DocuSign login and password.

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1144 PUBLIC Job Offers in SAP SuccessFactors
 Option Description

A message similar to SAP SuccessFactors Recruiting is requesting

permission asks you to allow SAP SuccessFactors Recruiting to access DocuSign on
your behalf.
2. Choose ACCEPT.

You can now proceed to your eSignature offer letter.

You see a message This means that you don't yet have a DocuSign login.
that SAP SuccessFac-
tors Recruiting created Activate your DocuSign login from the link provided in your email. After you set up your account,
a DocuSign login for you're asked to grant permission, for SAP SuccessFactors Recruiting to access DocuSign on your
you and that you got behalf. Accept this, so that you can proceed to your eSignature offer letter.
email with an activa-
tion link.

The eSignature-enabled offer letter displays in the Recruiting browser window.

3. From the Standard Fields section, drag and drop any standard field for your eSignature offer letter, including
the following:

Option Description

Signature icon The location where you want candidates to sign their offer letter.

Date Signed The location that displays the date when candidates sign the letter.

Initial The location where you want candidate initials to appear in the offer letter.

 Caution

While in the DocuSign user interface:

• Do not change the email ID or candidate name in the DocuSign user interface. Changing the email or
name can lead to an error when the candidate tries to add an electronic signature in the offer letter.
• Do not use the Back button in the DocuSign window.

 Tip

If you don't want to add and place the Signature and Date Signed fields to every offer letter manually, you
can go to your DocuSign account and configure the AutoPlace feature for these fields.

4. Add any other fields that you want to use.

5. Make all necessary changes to the offer letter.
6. Optional: Select one of the following to return to Offer Method Selection:

• Cancel eSignature offer

• Go Back
• Discard Changes

 Caution

Don't choose Save Draft. This option is not supported. If you select this option, you lose the work instead of
saving it.

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7. Select Send for the online offer with eSignature option.

When successful, you see a message that contains the Continue to Candidate button. At the same time,
candidates receive e-mail from DocuSign that includes a link to the offer letter.
8. Select Continue to Candidate to go to that candidate's profile.

Results

After you send the offer letter, the candidate receives e-mail from DocuSign with a link to the online offer. Refer to
The Candidate Experience for Online Offer with eSignature for details.

You can view the record of the eSignature offer that was sent out under the Offer Letter section of the candidate
profile.

Related Information

Configuring Online Offers with eSignature in Manage Recruiting Settings [page 1136]
Granting Access for Online Offers with eSignature [page 1139]

20.3.6.1.1 The Applicant Experience for Online Offer with

eSignature

This topic describes the general process that candidates experience when you use the Online Offer with eSignature
option to send them an offer letter.

 Note

Applicants don’t need a DocuSign account to provide an eSignature.

The general process that applicants experience is as follows:

1. Applicants receive email from DocuSign that includes a link, labeled View Documents, to the offer.
The link takes them to the sign-in page for the internal or external career site, based on the applicant type.
2. Applicants sign in to the career site, then see the details of their offer display in My Offers.
3. Applicants view the online offer, and accept or decline the offer, or send email to the recruiter.
When applicants select Accept & eSign, the DocuSign screen is visible.

 Note

In public career sites and internal career sites powered by Career Site Builder, the DocuSign screen opens
in the existing window. In internal career sites not implemented through Career Site Builder, the DocuSign
screen opens in a popup window.

Applicants see a disclosure statement — configured in the DocuSign admin — then can choose one of the
following:

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 • Review Document
• Decline – updates the eSignature status to Declined by Candidate.
• Finish Later – returns applicants to My Offers so that they can go through the eSignature process later.
4. Applicants select Review Document.
5. Applicants choose their signature, then they can sign and complete the document.

When applicants accept the offer, hiring managers are notified, and you can view the results from the Offer Letter
section within their application profile.

20.3.6.2 Choosing Online Offer Option

After you initiate offer letters for your candidates, you can choose Online Offer to send online offers to candidates
that don't require an electronic signature.

Prerequisites

• Online offers is configured in Manage Recruiting Settings.

• Candidate Relationship Management is enabled.
• If you're using a Career Site Builder-enabled career site:
• Brand and Email Layouts are configured in Career Site Builder.
• Candidate Relationship Management is enabled.

Context

If you prefer to obtain an electronic signature from your candidates, you need to choose Online Offer with
eSignature instead of Online Offer.

Procedure

1. Select Online Offer in your offer letter draft that opens up the Email link to Online Offer Letter page.
2. Select the appropriate locale from the Language menu.
3. Specify the following if you're using Career Site Builder for your career site:

• Brand – select the brand you want to use.

• Email Layout – this field appears when you select the brand. Choose the email layout you want to use.
4. Go to Template to choose the online offer letter that you want.
5. Make any changes that you want to the online offer letter.
6. Select Next to go to the Preview Offer Letter page to view how it appears to the candidate.

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7. Choose Back to edit your offer letter, or Send to finish.

When you've sent out the offer letter, all offer letter options are grayed out except for the following choices:
• Online Offer with eSignature
• Verbal Offer
8. Select I'm Done to finish.

Results

When the online offer is generated, candidates receive an email that notifies them that they’ve received an offer
and which contains a link to view and accept the offer.

After you send the online offer, the Offer Letter portlet shows you when the letter was sent, if it was accepted
or is pending acceptance, and if the candidate has viewed the letter or not. You can also see comments the
candidate has left on the Offer Letter in the portlet. You can’t print comments from the Application screen, but
they’re reportable through ad-hoc Reporting. Online Offers are reportable through ad-hoc Reporting, as with any
other offer letter. Once an online offer has been extended to a candidate, you can select Cancel Offer in the Offer
Letter portlet. Only the individual who created the offer can cancel it. Configure the Online Offer Cancelled by
Sender and Online Offer Cancelled by Sender Candidate Notification email triggers to send notifications about offer
cancellations.

Related Information

Configuring Online Offers in Manage Recruiting Settings [page 1135]

Creating Email Layouts in Career Site Builder [page 436]

20.3.6.2.1 The Applicant Experience for Online Offers

This topic describes the general process that applicants experience when you use the Online Offer option to send
them an offer letter.

The general process the applicants experience is as follows:

1. Applicants receive email notifying them that they’ve received an offer.

The email contains a link that takes applicants to the sign-in page for the internal or external career site, based
on the applicant type.
2. Applicants sign in to the career site, then see the details of their offer and job description display in My Offers.
3. Applicants can view the online offer, which includes the offer date, as well as the following:
• Start date – this is taken from the standard application field called startDate if configured on the
application template.
• Job location – this is either taken from the offer approval or job requisition depending on the configuration.
Applicants can then choose to accept or decline the offer, or — if the option to contact an operator is enabled
— e-mail the recruiter.

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 Choosing any of these options opens a rich text editor where applicants can enter comments before
performing the action. An applicant comment is required to decline the offer.
The My Offers tab supports multiple versions of an Offer Letter for the same job requisition, but the applicant
can only accept the most recent version. Applicants can view older offer letters, offers for other requisitions ,or
any expired offers on the My Offers tab. Once enabled, you can add the [[CANDIDATE_OFFER_URL]] token to
the offer letter to create a direct link to the online offer.

When the applicants accept the offer, hiring managers are notified, and you can view the results from the Offer
Letter section within their application profile.

Related Information

Redirect Candidates to Complete Multistage Application Fields After Accepting Offers [page 1155]

20.3.6.3 Choosing Verbal Offer Option

You can send out verbal offers when you’ve initiated the offer letter process for the specific candidate.

Context

The Verbal Offer option becomes available at the bottom of the email template form after you’ve initiated the offer
letter for your candidate and advanced to the next step.

Procedure

1. Select Verbal Offer in your offer letter draft.

The prompt at the top of the page states that the verbal offer has been recorded.
2. Select I'm Done to finish.

Results

When a verbal offer is sent, the Offer Letter portlet for in the candidate's application detail page is updated, so that
the Send Mode field shows the value verbal.

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20.3.6.4 Choosing Email as Text Option

You can use the Email as Text option when you want to send a job offer in the body of an email to a candidate.

Context

The Email as text option becomes available at the bottom of the email template form after you’ve initiated the offer
letter for your candidate and advanced to the next step.

Procedure

1. Select Email as text in your offer letter draft.

2. Select Send when the Confirm Email as Text dialog box appears on your screen.

When you've sent out the offer letter, all offer letter options are grayed out except for the following choices:
• Online Offer with eSignature
• Verbal Offer
3. Select I'm Done to finish.

20.3.6.5 Choosing Email as PDF Attachment Option

You can send offer letters as emails that contain a PDF attachment of the offer letter for company instances with or
without Career Site Builder configured.

Prerequisites

If you're using a Career Site Builder-enabled career site:

• Brand and Email Layouts are configured in Career Site Builder.

• Candidate Relationship Management is enabled.

Context

The Email as PDF Attachment option becomes available at the bottom of the email template form after you’ve
initiated the offer letter for your candidate and advanced to the next step.

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1150 PUBLIC Job Offers in SAP SuccessFactors
Procedure

1. Select Email as PDF Attachment

You're taken to the Email Offer Letter as PDF Attachment page.

2. Select the appropriate locale from the Language menu.
3. Specify the following if you're using Career Site Builder for your career site:

• Brand – select the brand you want to use.

• Email Layout – this field appears when you select the brand. Choose the email layout you want to use.
4. Select the offer template you want to use.
5. Make any changes that you want to the offer letter.
6. Select Next to see a preview of how the offer email appears to the candidate.
7. Choose Send to finish.

When you've sent out the offer letter, all offer letter options are grayed out except for the following choices:
• Online Offer with eSignature
• Verbal Offer
8. Select I'm Done to finish.

20.3.7 Offer Letter Portlet Fields

After an online offer is sent, you see an entry in SAP SuccessFactors Recruiting for the offer letter in the Offer Letter
portlet.

The Offer Letter portlet is part of the application detail page.

 Caution

Modifying permissions for individual fields in the portlet can directly impact such things as the candidate
experience and integration settings. Refer to SAP Note 3098726 – Modifying Offer Letter Portlet permission
through Manage Templates – Recruiting Management for details.

The following table describes the fields you see in the portlet.

Field Description

Author The person who initiated the offer letter.

Send Mode A link to view the offer.

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Field Description

View Certificate This field is visible only if the offer letter used eSignature func-
tionality. The link allows you to view the DocuSign certificate of
the audit history of the signing process.

You can track signers in the certification document availa-

ble from the Offer Letter portlet. The Offer Response sta-
tus doesn't update based on the additional signers. View
Certificate lets you view the response from additional signers.

If selecting View Certificate takes you to a message

similar to SAP SuccessFactors Recruiting is
requesting permission, choose ACCEPT. Refer to
Granting Access for Online Offers with eSignature for more in-
formation.

Offer Extended On Displays the date the recruiting user sent the offer.

Offer Response Displays the candidate's response to the offer. Possible values
are:

• Accepted
• Declined
• Expired – displays when an offer has expired because of a
creation of a new online offer.
• Canceled

Candidate Responded On Displays the date when the candidate responded to the offer.
This isn't necessarily the date of the eSignature response.

eSignature Response This field is visible only if the offer letter used eSignature func-
tionality. Possible values are:

• Pending with Candidate

• Declined by Candidate
• Declined – implies additional recipient added, not candi-
date.
• Completed
• Expired – eSignature has expired because of a creation of
a new offer.
• Canceled

Related Information

Granting Access for Online Offers with eSignature [page 1139]

SAP Note 3098726

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20.3.8 Creating Page Breaks in Offer Letters

You can manually insert a page break using HTML code when viewing your offer letter as a PDF, using the Print
command, or when you use the Email as PDF attachment delivery option.

Prerequisites

You've launched an offer letter form for an applicant, as described in Creating Offer Letters [page 1141].

Context

There are two generic page break elements work across multiple browsers:

• Add the following to a paragraph or heading at the top of the next page:

<p style="page-break-after: always;"> </p>

• Add the following to a paragraph at the bottom of your page, above the intended break:

<p style="page-break-before: always;"> </p>

Using the always syntax forces the page to break after the principle box in the CSS code. Page break doesn't work
when you have a floated parent container. Page break elements must be blocks, not inline. When using Chrome,
you need to use both Page-break-before:always and Page-break-after:always — the same code works in
most browsers. Refer to Guidelines for Creating Page Breaks in Offer Letters for more information.

Procedure

1. Select the offer letter where you want to insert the page break.
2. In the offer letter, insert the following after the text where you want the page to break:

<p style="page-break-after: always;"> </p>

 Note

You can also use the following before the text where you want the line to break:

<p style="page-break-before: always;"> </p>

3. Select Next Step to continue.

4. Select Print.
5. You can either save the PDF file or select Open to review the page break in the offer letter.

Don't choose Preview; it doesn't allow you to see the inserted page break.

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6. Choose the offer letter delivery type that you want to use.
7. Select I'm Done to finish.

20.3.8.1 Guidelines for Creating Page Breaks for Offer Letters

There are guidelines you can follow in order to create page breaks when you want to manually insert a page break
when viewing your offer letter: as a PDF, using the Print command, or when you use the Email as PDF attachment
delivery option.

When you use the Always as your generic page break value, it forces a page break after the principal box. The
Always generic break immediately generates a page break for paged media. When you generate page break, it's
done using CSS, you use either one of the two page break values:

Values Description

page-break-after: always; Insert this code after a paragraph at the bottom of your page
before you intend to break.

This property is compatible with Microsoft Edge.

page-break-before: always; Insert this optional code before the paragraph, heading, or
other block level element at the top of the next page.

This property is compatible with Firefox amd Microsoft Edge.

 Note

Chrome isn't technically supported using the Always generic break, but is supported for paged media.

Cascading Style Sheets (CSS)

Consider the following when using style sheets:

• Include without a default media attribute such as media="screen"

• Use print media query to wrap the CSS for printers. In your CSS, you can add a section like this example:

@media print {/*styles for printers */}

• Page breaks don't work when a parent container is floated. That means that for all the content you want to
print with page breaks, you need to disable all of the floats of parent containers by setting them to 'float:
none !important;'
• Use on block elements. Elements that contain the page-break-after: always; or page-break-before:
always; are blocks and aren't inline.
Block elements include DIV, P, and OL. Inline elements include SPAN, INPUT, textarea, and script.

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20.3.9 Redirect Candidates to Complete Multistage Application
Fields After Accepting Offers

In the default setting, candidates who finish accepting an offer see an option to view the offer. If recruiting
users need to capture additional information from candidates after they accept an offer, such candidates can be
redirected to the job application page to complete the required information.

This functionality is available for both Online Offer and Online Offer with eSignature when the following are
configured:

• Mobile Apply
• Multistage application
• Business rule for candidate's decision on offer letter to move candidates to the next stage

If this functionality is enabled for:

• Online Offer with eSignature: The Continue to Next Step button appears after a candidate accepts a job
offer. This button appears only if there are mandatory fields that need to be reviewed and completed by
the candidate in the job application. By clicking this button, the candidate is navigated to the Job-Specific
Information page to fill in the necessary information.
• Online Offer: Candidates are automatically redirected to the Job-Specific Information page if there are
mandatory fields that need to be completed.

Related Information

Business Rules in Recruiting [page 1379]

Enabling Multistage Applications [page 1057]

20.4 Job Offer Approvals

When the candidate has advanced to Offer status, the offer is created and sent out to ad-hoc approvers to approve
or decline.

There are two types of job offer approvals: Legacy offer approvals and mass offer approvals.

 Note

When you enable Mass Offer Approvals, you can still continue to use legacy offer approvals providing that you
select the correct offer template. Selecting the incorrect offer template leads to error messages, because all
standards fields that's supported for legacy offer approvals are supported for Mass Offer Approvals.

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Offer Approval Type Where You Can Initiate Offers Description

Legacy Offer Approvals Candidate Application Profile For Legacy Offer Approvals, you can only
view, create, edit, decline, or cancel offers
when you select a specific offer from the
Candidate Offers list for one offer at a
time.

• Originators can create offer ap-

provals from a single candidate
Application Profile by selecting Offer
Approvals from the Take Action
menu.
• Originators can edit, or cancel sin-
gle offer approvals, as well as cre-
ate new offer approval versions for
any offers in declined, completed, or
canceled status from the Candidate
Offers page.
• Approvers can approve or decline
single offers when selecting the can-
didate from the Candidate Offers
page.

Mass Offer Approvals Candidate Application Profile You can select multiple offers from the
Candidate Offers page.
Candidate Offers page
• Originators can create, edit, or can-
cel offer approvals, as well as cre-
ate new offer approval versions for
any offers in declined, completed, or
cancelled status.
• Approvers can approval a single of-
fer for a candidate or approval all
for multiple candidates, as well as
decline offers one at a time.

Ad hoc Approvers and Predefined Approvers

You can configure predefined approvers as a workflow so that they appear as Approver 1 under the Approvers
section of any offer. When there aren't predefined approvers, that field appears as Ad hoc Approver. When you
predefine approvers, only one workflow option can be associated per offer template. However, you can use multiple
offer templates.

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20.4.1 Offer Details Considerations

Some of the important points to be considered while working with Offer Details.

• Comments upon routing for approval cannot be disabled or required.

• Users can add custom help text on Offer Approval fields.
• The Default Due Date option in Form Template Settings drives the Offer Approval due dates.
• If an Offer Approval is denied, originators see a Cancel option that cancels the Offer Approval, irrespective of
the current status of the candidate and removes the corresponding item from the To Do list of the user.
• A column named Job Start Date is available on the Offer Approval Summary page. This column is sortable
and the value of this column is fetched from the offer approval standard field job start date. If the value is
not available in the offer approval, the value is fetched from the start date of the Job Requisition. If this value
cannot be fetched either from the Offer Approval or the Job Requisition, this value remains blank. Additionally,
the existing date column is renamed to Last Modified date.
• In Admin Center Recruiting Settings , there is a switch "Do not pull updated job application and job
requisition field data on the offer approval when an offer approval is edited or a new version is created." This is
effective for those fields of offer which are write enabled including custom fields.

20.4.2 Enabling Offer Approvals

Offer Approvals can be enabled in Provisioning so that job offers for candidates are sent to Ad hoc Approvers to
approve or decline.

Procedure

1. Go to Provisioning Company Settings Recruiting and select Enable Offer Approvals.

2. Select Save to finish.

 Remember

As a customer, you don’t have access to Provisioning. To complete tasks in Provisioning, contact your
Implementation Partner. If you’re no longer working with an Implementation Partner, contact SAP Cloud
Support.

Results

When Enable Offer Approvals is turned on in recruiting, you can now use Job Offer Approval functionality in
recruiting.

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  Note

Once offer approvals are turned on, don't use the legacy <offer-fields> section within the job requisition
template that can cause errors in offer letters.

20.4.3 Supported Field Types for Offer Approvals

When you want to include fields referenced from job requisition and job application templates, here are the
supported data types for fields for job offer approvals.

All field types in the Supported for Mass Offer Approvals table are supported for legacy job approvals. However,
not all are supported for Mass Offer Approvals. See the Supported for Mass Offer Approvals column to view that
information.

 Tip

When viewing this document in a web browser, you can filter and sort on the column, show or hide columns, or
use full-text search to find what you are looking for. For example, if you want to filter your results by Field Type
or Mass Offer Approvals Support columns.

Standard Field Types

Mass Offer Approvals Sup-
Field Type port Referenced Template Notes

boolean Supported Job Application

currency Supported Job Application

Job Requisition

date Supported Job Application

Job Requisition

derived Unsupported Job Application

Job Requisition

enum Supported Job Application

Job Requisition

hyperlink Unsupported

multiattachment Supported Job Application

Job Requisition

multiattachmentselec Supported Standalone custom field.

tion

number Supported Job Application

Job Requisition

operator Supported Job Requisition

percent Supported Job Requisition

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1158 PUBLIC Job Offers in SAP SuccessFactors
 Mass Offer Approvals Sup-
Field Type port Referenced Template Notes

picklist Supported Job Application

Job Requisition

richText Supported Job Application richText is supported

only for resume and
coverLetter fields for
both legacy and mass offer
approvals.

text Supported Job Application

Job Requisition

textarea Supported Job Application

20.4.4 Supported Standard Fields for Job Offer Approvals

When you want to include fields referenced from job requisition and job application templates, here are the fields
that are supported for job offer approvals.

Foundation and Generic Object Field Permissions in Ad-Hoc Reporting

Role-based permissions aren't honored for Foundation and generic object fields in ad-hoc reports for offers. Users
can view Foundation and generic objects in ad-hoc reports that they don't have the granted role-based permissions
for.

Custom Fields

Custom fields from job requisition and application template must be reportable in order for them to be editable for
offer approvals. Refer to the Related Information to configure reportable custom fields in Provisioning.

 Remember

As a customer, you don't have access to Provisioning. To complete tasks in Provisioning, contact your
implementation partner or Account Executive. For any non-implementation tasks, contact Product Support.

Field Information in Table

All fields in the Supported Standard Field Names for Job Approvals table are supported for legacy job approvals.
Mass Offer Approvals, however, isn't supported by all fields. See the Mass Offer Approvals Support column. When
viewing this topic in a web browser, you can filter and sort on the column, show or hide columns, or use full-text
search to find what you're looking for. For example, if you want to filter your results by the field type, use Field Type
to select the filter link for that column to view information on fields that you want. You can also sort by field data
type to see all fields that use that data type.

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Supported Standard Field Names for Job Approvals
Mass Offer Appro- Referenced Tem- Read/Write Per-
Field ID Field Type vals Support plate mission Notes

adCode picklist Supported Job Requisition Read

address text Supported Job Application Write

averageRating number Supported Job Application Read

bkgrndChkStat text Supported Job Application Read

us picklist

cellPhone text Supported Job Application Read

city picklist Supported Job Application Write

text

comments text Unsupported Job Application Read

commission currency Supported Job Requisition Write

contactEmail text Supported Job Application Write

costCenter_ob object Unsupported Job Requisition Read

j

costOfHire currency Supported Job Requisition Read

coverLetter richText Supported Job Application Read

currency enum Supported Job Requisition Write

currentTitle text Supported Job Application Read

customDate1-1 date Supported Offer Details Write Standalone field

0

customLong1-1 number Supported Offer Details Write Standalone field

0

customPicklis picklist Supported Offer Details Write Standalone field

t1-10

customString1 text Supported Offer Details Write Standalone field

-15

dateOfBirth date Supported Job Application Read

defaultLangua text Supported Job Requisition Read

ge

department enum Supported Job Requisition Read

department_ob object Unsupported Job Requisition Read

j

disabilitySta picklist Supported Job Application Read

tus

division enum Supported Job Requisition Read

division_obj object Unsupported Job Requisition Read

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 Mass Offer Appro- Referenced Tem- Read/Write Per-
Field ID Field Type vals Support plate mission Notes

eeoJobCat picklist Supported Job Requisition Write

ethnicity picklist Supported Job Application Read

text

extTitle text Supported Job Requisition Read

facility picklist Supported Job Requisition Read

text

filter1-15 picklist Unsupported Mass Offer Read

firstName text Supported Job Application Write

formerEmploye bool Supported Job Application Read

e

gender picklist Supported Job Application Read

hiringManager operator Supported Job Requisition Read

Name

homePhone text Supported Job Application Write

id text Supported Job Requisition Read

interviewGuid multiattachme Supported Job Requisition Read

e nt

interviewResu derived Unsupported Job Application Read

lt

jce_<custom_f jobCode Unsupported Job Requisition Write The complete list

ield_name> of Job Code Entity
fields is shown in
the Supported Job
Code Entity (JCE)
Field Names for Job
Approvals table at
the bottom of this
page.

jobCode text Supported Job Requisition Write

jobLevel text Supported Job Requisition Write

jobPostLangua text Unsupported Job Requisition Read

ge

lastName text Supported Job Application Write

legalEntity_o object Unsupported Job Requisition Read

bj

location_obj object Unsupported Job Requisition Write

middleName text Supported Job Application Read

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 Mass Offer Appro- Referenced Tem- Read/Write Per-
Field ID Field Type vals Support plate mission Notes

mfield1-15 picklist Unsupported Job Requisition Read

numberOpening number Supported Job Requisition Read

s

overdueInterv derived Unsupported Job Application Read

iews

positionNumbe text Supported Job Requisition Read

r

relocationPac picklist Supported Job Requisition Write

k

requiredTrave picklist Supported Job Requisition Read

l

resume richText Supported Job Application Read

salAccepted currency Supported Job Requisition Write

salaryBase currency Supported Job Requisition Write

salaryMax currency Supported Job Requisition Read

salaryMin currency Supported Job Requisition Read

start date Supported Job Requisition Write

status picklist Supported Job Requisition Read

std_position_ object Unsupported Job Requisition Write

obj

stockPackage text Supported Job Requisition Write

targetBonusAm currency Supported Job Requisition Write

ount

title text Supported Job Requisition Read

veteranStatus picklist Supported Job Application Read

text

zip picklist Supported Job Application Write

text

Supported Job Code Entity Field Names for Job Approvals

This table includes all the Field Names for the Job Code Entity (JCE) ID. Use theses Field IDs instead of the
placeholder text (jce_<custom_field_name>) shown in the previous table.

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1162 PUBLIC Job Offers in SAP SuccessFactors
 Field ID Notes

jce_description
To make this Field ID writeable, go to Admin Center
jce_customDate1 Manage Recruiting Settings Offer Approval Enable Job
jce_customDate2 Code Entity fields to be editable and select the checkbox.

jce_customDate3

jce_customDate4

jce_customDate5

jce_customLong1

jce_customLong2

jce_customLong3

jce_customLong4

jce_customLong5

jce_customString1

jce_customString2

jce_customString3

jce_customString4

jce_customString5

jce_customString6

jce_customString7

jce_customString8

jce_customString9

jce_customString10

jce_customString11

jce_customString12

jce_customString13

jce_customString14

jce_customString15

Related Information

Configuring Reportable Custom Fields for Ad Hoc Reporting [page 1485]

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20.4.5 Configuring Predefined Approvers

You can define offer approvals to automatically populate the Approver field with individuals that belong to specific
recruiting operator roles, recruiting groups, or specific users.

Context

Predefining the approval workflow prevents approvers being added incorrectly and also populates the approvers in
the Ad hoc field of the approval request. You can predefine three types of approvers:

• Recruiting operator role

• Recruiting group
• Specific individual.

You can specify number of approvers and the order in which they appear on the approval request and the ability to
reorder approvers when you select the up and down arrow icons.

When a recruiting group is set for an approver, the recruiting user working with the offer approval can select other
users within that recruiting group using the Advanced Search feature.

Predefine your approver workflow using the Manage Template tool.

Procedure

1. Go to Admin Center Recruiting Manage Templates .

The Manage Templates page appears.

2. Go to Recruiting Management Offer Detail to view the list of templates.

3. Select the template that you want to use.
4. Expand General Settings and choose Add New

The Offer Approvers page appears.

5. Choose True for the following two fields in the Offer Approvers page:

Option Description

Approval Workflow Editable True lets you edit the different approver step fields.

Aproval Workflow Reorder True lets you reorder predefined approvers.

6. Select the hyperlinked Offer Approval Steps defined. Click to modify text to open the Offer Approval Steps dialog
box.
7. Select Add Offer Approval Step to open up your approval step configuration options:

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 Option Description

Step Id This required field is the step approver ID name you want to
use.

 Caution
Name must start with a letter, colon, or an underscore
and can't start with any variation of letters that contain
the word xml.

Approver Step Editable The same values you've previously selected appears here,
which should be True.

Edit Invalid User Select to enable editing when the individual in the approver
field is no longer an employee or an approver.

Approver Type Use the dropdown list to choose a type:

• role – the operator role
• user – the approver
• recruitinggroup – the recruiting group

Approver Value Enter a name for the approver type in the text field:
• A name for the operator role
• A name for the approver
• A name for the recruiting group

Step Label Step label name you want to use.

Add More+ Select this to open the Configure New Labels dialog, where
you can add label names for locales in other languages. If
you have more than one locale, you can use this dialog to
choose the default locale.

8. Select Done to save.

Results

When you configure your approver workflow step, code snippets appear for each approver type in the offer detail
template. Refer to the Related Information section to learn more about recruiting groups and recruiting operator
roles.

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Approver Type Sample Code Snippet

Recruiting Operator Role Individuals that belong in a recruiting operator role.

<offerApprovalStep
id="recruiterApproval" editable="false"
editInvalidUser="false">
<field-label><![CDATA[Approver
1]]></field-label>
<field-label lang="en_US"><!
[CDATA[Approver 1 US]]></field-label>
<default-user type="role"><!
[CDATA[R]]></default-user>
</offerApprovalStep>

The Recruiter operator role is represented by the letter R

within the [CDATA] tag.

Recruiting Group Individuals that belong in a recruiting group.

<offerApprovalStep id="recruitingGroup"
editable="true" editInvalidUser="false">
<field-label><![CDATA[Group
Approver 3 US]]></field-label>
<field-label lang="en_US"><!
[CDATA[Group Approver 3 US]]></field-
label>
<default-
user type="recruitinggroup"><!
[CDATA[rcm]]></default-user>
</offerApprovalStep>

rcm is the name of the recruiting group that's within the

[CDATA] tag for this sample code snippet.

Recruiting User When Approver is set to specific individual.

<offerApprovalStep id="specificUser1"
editable="true" editInvalidUser="false">
<field-label><![CDATA[Approver
1]]></field-label>
<field-label lang="en_US"><!
[CDATA[Specific Approver 1 US]]></field-
label>
<default-user type="user"><!
[CDATA[sfadmin]]></default-user>
</offerApprovalStep>

sfadmin is the user name of the approver within the

[CDATA] tag.

Related Information

Manage Templates [page 1469]

Creating and Editing Recruiting Groups [page 46]
Recruiting Operators [page 77]

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20.4.6 Legacy Offer Approvals

You can generate offer approvals from the candidate application profile for one candidate at a time.

Approving Single Offers

Legacy Offer Approvals supports the following from job requisition and application template:

• Standard and custom fields.

• Generic Object standard fields.

Working on Single Offers

You as an originator can create, edit, or cancel single offers. Approvers can approve or decline single offers. You can
filter by:

• All
• Draft
• Pending
• Completed
• Cancelled
• Declined

 Remember

For Legacy Offer Approvals, you can only view, create, edit, decline, or cancel offers when you select a specific
offer from the Candidate application profile for one offer at a time.

Related Information

Supported Standard Fields for Job Offer Approvals [page 1159]

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20.4.6.1 Creating Legacy Offer Approvals

You can create offer approvals for single candidates from the candidate application profile.

Prerequisites

Permission to Create Forms role-based permission is enabled, in User Permissions General User Permission .
Select All when you want to give access to all items from the list and Others to select specific items for that role.

Procedure

1. Go to Admin Center Recruiting Job Requisitions , and access Applicant Management using one of these
methods:

• Select the candidate link under the Candidates column of the job requisition list that you want.
• Select the job requisition that takes you to the JOB REQUISITION default tab, then select the Candidates
tab.
2. Select the candidate that you want from Applicant Management for your requisition to open the candidate's
application profile.

3. Go to Take Action Offer Approvals from that candidate application profile.

The candidate offer details page appears.

4. Choose Select Offer Template to select the template that you want.

All of the fields appear on the candidate Job Offer Detail.

5. Make your necessary changes to the offer approval.
6. Go to Ad hoc approver to select the approver that you want.

The time next to the approver's name displays the local time zone of the person viewing this page.

 Note

You can also predefine your approvers. Those approvers appear in fields other than Ad hoc approver field.
Refer to Configuring Predefined Approvers for details.

The approver's name appears in that field. The date stamp displays the local time zone of the person viewing
this page.
7. Optional: Select Save to edit the form without sending it.
8. When you're ready to send your offer, select Send for Approval.
9. Select Yes to continue, or Cancel.

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Related Information

Configuring Predefined Approvers [page 1164]

20.4.6.2 Editing Legacy Offer Approvals

As an originator or as an approver, you can edit any offer approval that's in declined, completed, or canceled status.
When you edit legacy offer approvals, a new version is created.

Prerequisites

Context

You can use the filter to locate your offer approval, which can be in draft, declined, completed, or canceled status.

Procedure

1. Go to Recruiting Job Requisitions Offers that takes you to the Candidate Offers list page.

 Note

The displayed time under the Last Modified Date appears in the logged in user's time zone.

2. Select the candidate that you want from the list. When you select the candidate you want, you're directed to
the Candidate Offer Detail page.
3. Select Edit Offer Detail.
4. Make the necessary changes.
5. Choose Save or Send for Approval.

 Note

Only originators can choose Save. Approvers can't edit offer approvals.

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Results

A new version is generated when you edit a candidate offer approval. You can view multiple versions when you
select the navigation arrow at the top of the page.

Side-by-Side View of Multiple Offer Versions

20.4.7 Mass Offer Approvals

You can create, edit, cancel approve multiple offers using the Mass Offer Approvals feature.

Originators

Originators can perform the following:

• Create, edit, or cancel offer approvals.

• Create new offer approval versions for any offer in declined, completed, or cancelled status.
• Filter offer approvals using the following fields when Mass Offer Approvals is enabled:
• Approval Status
• Requisition Template
• Offer Template
• Candidate Type
• Job Title
These filters aren't available when using Legacy Offer Approvals feature. Refer to Offer Approval Status and
Filter Action Options for more details.

Approvers

Approvers can approve or decline offer approvals, with the following specifics:

• Approve a single offer for a candidate or approve offers for all selected candidates.

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 • Decline only one offer at a time.

Related Information

Offer Approval Status and Filter Action Options [page 1174]

20.4.7.1 Configuring Feature Permissions for Offers in Not

Started Status

When the originator permission role isn't included in the feature-permission type, they can't view offers in
Not Started status. You can edit the feature permission definition for offerApproval feature permission type to
include the operator role permissions.

Prerequisites

The Visible To setting for the Operator role is selected for the Offer Approval status in the Edit Applicant Status
Configuration in the Admin Center.

Procedure

1. Go to Admin Center Manage Templates Recruiting Management Job Requisition .

2. Manage Templates Create/Edit Template page.

3. Go to General Settings Application Status Configuration .

There's a page where you can select the Application Status ConfigurationSelect the job requisition that you want
that direct you to the status set you want to use. You can edit field permissions and feature permissions from
this page.
4. Verify the status set you want to use. Otherwise, select a different one from the Application Status
Configuration menu.
5. Select the Feature Permissions Defined. Click to modify link to add the Offer Approval to feature permissions
that opens up the Feature Permissions dialog box.
6. Select Add feature permission.
7. Enter the feature permission description.
The following roles can launch offer approvals during statuses with an Offer category.
8. Go to Feature Permission Type and select offerApproval.
9. Go to Feature Permission Role Name to add the necessary permission roles.
10. Go to Feature Permission StatusSelect the job requisition that you want that direct you to the and select Offer.

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11. Select Done to save your changes that closes up Feature Permissions.
12. Select Save as Draft if you just want to save. When you want to finish, select Publish.

Results

The code snippet in the requisition XML file looks similar to this once you've saved the new defined feature
permissions so that originators have permissions to view offers in Not Started status.

 Sample Code

<feature-permission type="offerApproval">
<description><![CDATA[The following roles can launch offer approvals
during specified status]]></description>
<role-name><![CDATA[S]]></role-name>
<role-name><![CDATA[O]]></role-name>
<role-name><![CDATA[R]]></role-name>
<role-name><![CDATA[G]]></role-name>
<status><![CDATA[offerApproval]]></status>
</feature-permission>

20.4.7.2 Special Handling of Field Types for Mass Offer

Approvals

There are fields and field data types that aren't supported for Mass Offer Approvals feature.

The following field types are not supported:

Field Type More Information

object Includes both Foundation and generic objects in the Offer

Details XML template.

jobcode Offer Details XML template.

mfields Offer Details XML template.

derived Offer Details XML template.

questions Offer Details XML template.

competencies Offer Details XML template.

comments Referenced from the Application XML template.

 Note

Cascading picklists are supported.

When you select a candidate to either create or edit offer approvals, an error message appears at the top of the
Offer Details Page for Selected Candidates that specifies when you're using fields or field data types that aren't
supported for Mass Offer Approvals feature.

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20.4.7.3 Basic Filters and Column Behavior for Candidate
Offers Page

You can sort and filter your data that appear in the Candidate Offers page columns. Not all columns are sortable
and data in specific columns doesn't appear for all approval statuses.

The following table shows the basic filters for Mass Offer Approvals that appear in the Candidate Offers page.

Filter Label Description

Status Filter your candidate list by offer approval status.

Filter by Requisition Template Name Filter your candidate list by job requisition template.

Filter by Offer Template Filter your candidate list by offer template.

Candidate Type Filter your candidate list by candidate type using these selec-
tions:

• All
• External
• Internal

Job Title Filter your candidate list by job title that is an autocomplete
field that allows you to enter in a few letters of the job title to
open up the list of job titles.

The Candidate Offers contains standard columns, but not every column appears for all approval statuses. The
following table shows the standard columns and behavior for the Candidate Offers page.

 Note

All columns are sortable except for Approval Version.

Column Header Title Column Data Additional Information

Candidate Name Column data appear for all statuses.

Job Title Column data appear for all statuses.

Requisition Template Column data appear for all statuses.

Offer Template Column data doesn't appear for these Approval Version is not sortable.
statuses:

• Not Started
• All Offers

Approval Version Column data doesn't appear for these

statuses:

• Not Started
• All Offers

Location Column data appear for all statuses.

Offer Status Column data appear for all statuses. Data appear for all Statuses.

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Column Header Title Column Data Additional Information

Currently With Column data appear for all statuses. Can be an approver or the originator for
the offer.

Job Start Date Column data appear for all statuses. For offers without job start dates, no data
appears in this column.

Last Modified Date Column data appear for all statuses. The displayed date stamp appears in the
logged in user's time zone.

Recruiter Column data appear for all statuses.

Req ID Column data appear for all statuses.

20.4.7.4 Offer Approval Status and Filter Action Options

When you want to create or edit offer approvals for multiple candidates, there are a number of different filtering
options. The table in this topic maps out what actions are available based on approval status and other filter
options.

The Status filter allows you to view offers in specific status such as when recruiter or a hiring manager has moved a
candidate to Offer status, you can view these offers when you choose Not Started status in that filter. What type of
action you can take as an originator or as an approver is dependent on that same filter. However, when checkboxes
are visible or selectable is dependent on conditions stated in the Checkbox Visibility column in the Offer Approval
Status and Filter Action Options table.

When viewing this table in a web browser, you can filter and sort on the column, show or hide columns, or use
full-text search to find what you are looking for. For example, if you want to filter your results by Status Filter, select
the filter link for that column to view status that you want.

Offer Approval Status and Filter Action Options

Status Filter Filter Options Available Action Checkbox Visibility

Pending Offer Template Name Approve or Decline Offer Checkboxes are visible when both are
Candidate Type selected:
Job Title
• Offer template
• With Me link

Checkboxes are hidden when All is se-

lected.

Not Started Requisition Template Name Create Offer Checkbox is visible when a job requisi-
Candidate Type tion template is selected.
Job Title

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 Status Filter Filter Options Available Action Checkbox Visibility

Draft Requisition Template Name Edit Offer Checkbox is visible when both are se-
Filter by Offer Template lected:
Name
• Job Requsition template
Candidate Type
• Offer template
Job Title

Declined Filter by Offer Template Create New Offer Version Checkboxes are visible when both are
Name Cancel Offer selected:
Candidate Type
Job Title • Offer template
• With Me link

Checkboxes are hidden when All is se-

lected.

Completed Filter by Offer Template Create New Offer Version Only Originators can select multiple
Name candidates. Checkboxes are grayed out
Candidate Type for approvers.
Job Title
Checkboxes are visible when:

• Any job offer template selected

• Individual logged in has approval
feature permissions in the job
requisition template

 Remember
If both conditions don't exist,
checkboxes aren't visible.

Checkboxes are hidden when both con-

ditions don't exist.

Cancelled Filter by Offer Template Create New Offer Version Only Originators can select multiple
Name candidates. Checkboxes are grayed out
Candidate Type for approvers.

Job Title

All Candidate Type None There are no checkboxes.

 Tip

For offer approvals in Pending or Declined Approval status, you can view hyperlinked number of total pending
requests and the number of requests assigned to you when you’re an approver.

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20.4.7.5 Enabling Mass Offer Approvals

You can now enable Mass Offer Approvals feature from the Manage Recruiting Settings page.

Prerequisites

• Offer Approval is enabled in Provisioning.

 Remember

As a customer, you don't have access to Provisioning. To complete tasks in Provisioning, contact
your implementation partner or Account Executive. For any non-implementation tasks, contact Product
Support.

Procedure

1. Go to Admin Center Manage Recruiting Settings .

2. Go to Manage Recruiting Settings Offer Approval .

3. Select Enable Mass Offer Approval.
4. Save your settings.

Next Steps

You can now use the Mass Offer Approvals feature when you access the Candidate Offers page.

20.4.7.6 Viewing the Candidate Offers Page

You can select multiple offers to initiate, create, approve, decline, and cancel offer approvals from the Candidate
Offers page.

Procedure

1. From the Admin Center, go to Recruiting and select the Job Requisitions tab on the SAP SuccessFactors
Recruiting page.
2. On the Job Requisitions page, select  Offers.

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 The Candidate Offers page appears, and displays a list of candidates and their associated offers.

20.4.7.7 Creating, Editing, and Submitting Multiple Offers

As the originator, you can create offers, and edit offers that are in draft approval status from the Candidate Offers
page.

Prerequisites

Permission to Create Forms role-based permission is enabled, in User Permissions General User Permission .
Select All when you want to give access to all items from the list and Others to select specific items for that role.

Context

You can't use business rules to preselect an offer approval template based on Job Requisition and Job Application
fields. You can, however, run business rules based on Offer Detail template fields.

Procedure

1. Go to Admin Center Recruiting Job Requisitions .

2. Display the Candidate Offer page by selecting  Offers from the top-right section of the page.

The page contains all configured columns defined in your XML template.

The date in the Last Modified Date column displays the local time zone of the person viewing this page.
3. Choose an option from the dropdown list in the Status field:

Option Description

Not Started You see the Filter by Requisition Template Name field. Select the requisition template you want.

Draft You see both Filter by Requisition Template Name and Filter by Offer Template Name fields. Select the requisi-
tion and offer templates you want.

4. Select the candidates that you want, up to 30 at a time.

5. Choose an offer approval based on the status setting you chose:

Option Description

Not Started Select  Create Offer.

Draft Select  Edit Offer.

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 Option Description

You can also select  (delete) to delete draft offer approvals.

The Language and Offer Template Selection dialog box appears.

6. Go to the Language dropdown list to select the language you want to use in the Language and Offer Template
Selection dialog box.
7. Go to the Offer Template dropdown list to select the offer template you want to use.
8. Select Continue.

Your selected candidates appear as an applicant list in the side navigation panel of the Offer Details Page for
Selected Candidates. The offer approval form appears for the selected candidate at the top of Applicant List
until you select a different candidate.
9. Select the candidate you want from Applicant List.

The selected candidate's Offer Approval form appears.

10. Make any changes you want to the form.
11. Optional: Select Save to edit the form without sending it.
12. Go to Approvers: Version 1 when you're ready to send for approval, and fill out the required fields.
13. Add approvers.

The approver's name appears in that field. The date stamp displays the local time zone of the person viewing
this page.

 Note

You can select the approver that you want in Advanced Search. Add additional approvers using Add
Another. Delete them using the Trash icon.

14. Choose Send for Approval.

A confirmation dialog appears.

• Saving your changes doesn't change the offer approval status or send approvals for that candidate.
• Complete all required fields before you send offers for approval.
• You can't recall offers after sending them out for approval.

Results

The selected candidate is now in Pending status. When there are multiple candidates in your Offer Details Page for
Selected Candidates page, you can continue to the next candidate off the same the list.

Related Information

Using Advanced Search Options for Mass Offer Approvals [page 1179]
Using Role-Based Permissions

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20.4.7.8 Using Advanced Search Options for Mass Offer
Approvals

You can use advanced search for Mass Offer Approvals when you have defined approver steps for specific
individuals, recruiting operator roles, or recruiting groups, or you want to select a different approver other than
the listed Ad-hoc approver or one that's predefined.

Procedure

1. From the Admin Center, go to Recruiting Job Requisitions and select  Offers from the top right section
of the page to display the Candidate Offers page.
2. Select candidates you want to create or edit approvals.
3. Select your language and offer template when prompted.

You’re directed to the Offer Details Page for Selected CandidatesApplicant List until you select a different
candidate.
4. Select the candidate you want from the Applicant List, which contains a list of candidates.

By default, the offer approval form appears for the selected candidate at the top.
5. Go to the candidate's approval form and locate the Approvers section.
6. Perform your search using one of these methods:

• Select Search to retrieve the list of approvers; you can search employees in the same recruiting group.
• Search employees with the same recruiting group.

When you specify an approver, you can use the Advanced Search dialog box to select individuals. The advanced
search works when you select the Select Value Help icon of an approver field.

To use the advanced search, you can use the autocomplete feature by entering the first three characters of the
approver name so that a list appears where you can select your approver.

 Tip

You can view all employees that belong to the recruiting group already predefined when you select the
Search button in the Find Employee dialog box that only works for recruiting groups.

Refer to Supported Advanced Search Standard Fields for Mass Offer Approvals for the list of supported fields.
7. Optional: Add additional approvers by selecting Add Another, or remove by selecting the trash icon.

You can change the order of approvers using the up or down arrows.
8. To finish, select either Save or Send For Approval.

Related Information

Configuring Predefined Approvers [page 1164]

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Supported Advanced Search Standard Fields for Mass Offer Approvals [page 1180]

20.4.7.8.1 Supported Advanced Search Standard Fields for

Mass Offer Approvals

Limited standard fields are supported for Mass Offer Approvals when you perform searches by field in the
Advanced Search dialog box.

Custom fields are supported in Succession Data Model for advanced search.

Field Name Data Type Information

First Name Text

Middle Name Text Supported for Mass Offer Approvals only;

not supported for legacy offer approvals.

Last Name Text

Username Text

Division Object Use the dropdown list to select the divi-

sion you want to search.

Department Object Use the dropdown list to select the de-

partment you want to search.

Location Object Use the dropdown list to select the loca-

tion you want to search.

Job Code Object Use the dropdown list to select the job
code you want to search.

Groups Object Use the dropdown list to select a permis-

sion group.

PERSON_ID_EXTERNAL HRIS A unique identifier of an employee.

Employees can have multiple user
IDs, but can only have one
PERSON_ID_EXTERNAL.

Requires Employee Central. Global As-

signment and Concurrent Employment
must be enabled.

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20.4.7.9 Choosing to Approve Offers

You can approve job offers for single or for multiple candidates using the Mass Offer Approvals feature for offers
that are in pending status.

Procedure

1. From the Admin Center, go to Recruiting Job Requisitions and select  Offers from the top right section
of the page to display the Candidate Offers page.
2. Go to the Status filter and select Pending.

You can now view all offer approvals in pending status. The  Approve or Decline Offer link appears but is not
yet interactive.
3. Required: Select both of the following so the checkboxes appear:
• The With me link.
• The offer template that you want to use from the Filter by Offer Template Name.
4. Select candidates that you want.
5. Select  Approve or Decline Offer.

You’re directed to the Offer Details Page for Selected Candidates. The selected Applicant List appears as your
side navigation panel in the Offer Details Page for Selected Candidates page. By default, the offer approval form
appears for the selected candidate at the top of the Applicant List until you select a different candidate.
6. Choose either of the following for approvals:

• Action Approve for the selected candidate only.

• Action Approve All for all candidates from the applicant list and any comments you want to add.
7. Select Confirm when prompted or cancel.

Related Information

Offer Approval Status and Filter Action Options [page 1174]

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20.4.7.10 Choosing to Decline Offers

As an approver, you can decline offers for multiple candidates as a single action from the Offer Details Page for
Selected Candidates.

Context

 Note

When declining offers for multiple candidates in the Offer Details Page for Selected Candidates page, the
Decline action executes for one candidate at a time.

Procedure

1. From the Admin Center, go to Recruiting Job Requisitions and select  Offers from the top-right section
of the page to display the Candidate Offers page.
2. Go to the Status filter and select Pending.

You can now view all offer approvals in pending status. The  Approve or Decline Offer link appears but isn’t yet
interactive.
3. Required: Select both of the following so the checkboxes appear:

• The With me link.

• The offer template that you want to use from the Filter by Offer Template Name.
4. Select  Approve or Decline Offer.

You’re directed to the Offer Details Page for Selected Candidates. The selected Applicant List appears as your
side navigation panel in the Offer Details Page for Selected Candidates page. By default, the offer approval form
appears for the selected candidate at the top of the Applicant List until you select a different candidate.
5. Go the Approvers section and decline the request by entering a comment in the Comment field.

6. Select Action Decline .

7. Select Confirm when prompted, or cancel.

 Note

When you select Confirm, that candidate disappears from the view. When you’ve declined approvals for all
candidates, the recruiting system directs you to the Candidate Offers page.

Related Information

Offer Approval Status and Filter Action Options [page 1174]

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20.4.7.11 Creating New Offer Approval Versions for Multiple
Offers

You can now create new offer approval versions when offer approvals are completed, canceled, or declined status
from the Candidate Offers for multiple candidates.

Context

A common scenario is when the first version of the job offer is declined during the approval process because
of incorrect details, the second version would contain the correct information. The Approval Version column is
available when viewing approvals from the Candidate Offers page.

Procedure

1. From the Admin Center, go to Recruiting Job Requisitions and select  Offers from the top right section
of the page to display the Candidate Offers page.
2. Go to the Status filter and select any of the following offer approval statuses:

• Completed
• Cancelled
• Declined
3. Go to Filter by Offer Template Name and select the offer approval template you want.

Offer template must be selected in order to choose candidates.

4. Select candidates that you want.
5. Select Create New Offer Version link.

The Language and Offer Template Selection dialog box opens.

6. Go to Language menu to select language you want to use in the Language and Offer Template Selection dialog
box.
7. Go to Offer Template menu to select the offer template you want to use.
8. Select Continue.

You’re directed to the Offer Details Page for Selected Candidates. The selected Applicant List appears as your
side navigation panel in the Offer Details Page for Selected Candidates page. By default, the offer approval form
appears for the selected candidate at the top of the Applicant List until you select a different candidate.
9. To finish:

• Select Save when you want to save the offer without sending out for approval.
• Select Send for Approval. The confirmation dialog box opens up that prompts you if you want to send the
offer detail for approval.

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  Remember

You can't save or send offer for approval unless all approver fields are populated. You can add additional
approvers by selecting Add Another or remove by selecting the Trash icon.

Results

When you view the offer page for any selected candidate, a new version number appears at the top of the page.

20.4.7.12 Canceling Multiple Declined Offers

You can cancel declined requests for multiple candidates.

Context

You can cancel declined offers when you’re the originator of the request after the approver has declined it.

Procedure

1. From the Admin Center, go to Recruiting Job Requisitions and select  Offers from the top right section
of the page to display the Candidate Offers page.
2. Go to the Status filter and select offers in Declined status.
3. Go to the Filter by Offer Template Name filer to select the offer template you want.

All declined offers with the selected offer template appear on the screen.
4. Select With me link so that only offers that list you as the originator appears.

 Note

When you've selected the With me link, checkboxes appear. You can't cancel requests that were initiated by
someone else.

5. Select the candidates that you want.

6. Select Cancel Offer at the top of the page to go to the Offer Details Page for Selected Candidates page.

By default the offer approval form appears for the selected candidate at the top of the Applicant List until you
select the next candidate.
7. Choose Cancel.
8. When prompted, choose Confirm. If you select Cancel, you are cancelling the cancel request.

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 When you confirm the cancellation by choosing Confirm , that request disappears and you can move to
the next candidate on the list. When you cancel the last candidate on your list, you're directed back to the
Candidate Offers page.

20.4.7.13 Uploading Common Documents with Specific Job

Offer

You can upload nad save common documents for use in multiple jobs offers across different candidates.

Prerequisites

You've set up the multiattachmentselection field type in the job offer details template.

Context

Mass Offer Approvals supports being able to download and upload multiple attachments so you can save them
to a library. You can associate the common documents from that library with a specific job offer for multiple
candidates. Every attachment you upload for multiple candidates remains visible in your library unless you remove
it permanently.

 Note

You can download attachments from candidate for offers in any status. However, you can't upload and
associate documents with offers that are in pending status, since those fields aren't editable.

Procedure

1. From the Admin Center, go to Recruiting Job Requisitions and select  Offers from the top right section
of the page to display the Candidate Offers page.
2. Go to Status filter to select offers using either of the two approval statuses:

• Not Started
• Draft
3. Select candidates that you want from the Candidate Offers page list.
4. Select your language and offer template when prompted and choose Continue that directs you to the Offer
Details Page for Selected Candidates that contains the Applicant List.
5. Select the candidate you want from the list.
6. Upload your documents:

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 a. Select the attachment field to open the My Library dialog box.
b. Select  to open My Library dialog box, and browse for the files you want.
c. Select one document you want to save to your library.

Your document appears in your library as a list.

 Note

You can only select one document at one time. When the document is uploaded, it's associated to
that offer. When you want to disassociate the attachment from specific offer, you can uncheck that
document.

7. Optional: Associate documents to the job offer:

a. Select the custom attachment link to open up My Library dialog box.
b. Selecting any of the documents from the list and it automatically associates those documents with specific
job offer.

A success message appears at the top of the dialog box.

20.4.7.13.1 The multiattachmentselection Field

The multiattachmentselection field type is a standalone custom field in the job offer details template so that
you can select and upload multiple attachments to your library, and associate with specific job offers.

Field definition parameters for the multiattachmentselection in the offer details template.

<field-definition id="Custattachment" type="multiattachmentselection"

required="false" custom="true" anonymize="false">
<field-label mime-type="text-plain"><![CDATA[Additional documents ]]></field-label>
<field-label mime-type="text-plain" lang="de_DE"><![CDATA[PZusätzliche
Dokumente]]></field-label>
<field-label mime-type="text-plain" lang="en_US"><![CDATA[Additional documents]]></
field-label>
<field-description><![CDATA[Additional documents:]]></field-description>

20.4.7.14 Downloading Documents for Mass Offer Approvals

You can download resumes, cover letters, and other documents using Mass Offer Approvals.

Context

Mass Offer Approvals supports being able to download and upload multiple attachments so you can save them
to a library. You can associate the common documents from that library with a specific job offer for multiple
candidates. Every attachment you upload for multiple candidates remains visible in your library unless you remove
it permanently.

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  Note

You can download attachments from candidates for offers in any status, one candidate at a time. However, you
can't upload and associate documents with offers that are in pending status, since those fields aren't editable.

Procedure

1. From the Admin Center, go to Recruiting Job Requisitions and select  Offers from the top right section
of the page to display the Candidate Offers page.
2. Select offers in any status.
3. Use filters to select your job requisition and offer template.
4. Select the candidates that you want.
5. Verify your selections in the Language and Offer Template Selection and select Continue to go to the Offer
Details Page for Selected Candidates.
6. Select resume, Cover Letter, or any document to download.
7. Save the file to your hard drive when prompted.

You don't see a dialog box to save if your browser is configured to download automatically.

20.4.8 Changing the Assignment of Offer Approvals

You can reassign active offer approvals to different individuals when offer approvals stall, or they're assigned to an
approver who's no longer available.

Prerequisites

You have the appropriate permissions needed to reassign offers.

Reassign Offer Approvals role-based permissions enabled.

Context

Procedure

1. Go to Admin Center Reassign Offer Approvals .

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2. Enter the name of the current assignee in the Find Current Offer Approver to search across active and inactive
approvers.
3. Select the name of this current assignee that appears in the result.

If the person is assigned to any pending offers, you see a list of offer approvals.
4. Select the checkbox next to the offer approvals you want to reassign.
5. Enter the name of the user you want to reassign the offer to in Reassign Offer Approvals to to search active
users.
6. Choose Reassign, then confirm your selection in the dialog box.

You see a success message that the offers are reassigned. To Do list items are also reassigned to the new
approver.

Both the new approver and the system admin are notified of the reassignment via e-mail.

20.4.9 Pending Offer Approvals When Initiator or Approvers

Are Deactivated

There are different scenarios when the Initiator or Approver of a pending Job Offer Approval request is no longer
an active employee. Based on specific scenarios ranging from employee termination or via employee import, what
happens to the offer and how to approve them.

The following tables describe the various scenarios for pending offers. Soft Delete refers to whether you can
perform a soft delete for job requisitions.

Pending Offer Approval Scernarios for Deactivated Approvers

Offer Ap-
Employee proval Sta- Soft De-
Status tus Order lete Scenario What Happens to Offer How to Approve Offer

Inactive Current No Approver is deactivated us- Offer-related data isn't Offer Approval can be
ing Admin Center Manage affected. reassigned from the in-
active employee to an
Users by setting Active to
active employee as an
No and Remove in Progress
Approver.
Documents for instances without
Employee Central.

Inactive Current No Employee is current Approver Offer related data isn't Offer Approval can be
for job offer and is deactivated affected. reassigned from the in-
through Employee Central termi- active employee to an
nation process. active employee as an
Approver.

Inactive Current No Employee deactivated using Em- Data purge isn't allowed Offer Approval can be
ployee Central termination or via for deactivated employee reassigned from the in-
Employee Central import process when an Approver of a active employee to an
before data purge is performed. pending offer process. active employee as an
Approver.

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 Offer Ap-
Employee proval Sta- Soft De-
Status tus Order lete Scenario What Happens to Offer How to Approve Offer

Inactive Current Yes Employee deactivated using Em- Employee record is The originator or initia-
Future ployee Central termination or via purged and the job offer tor can opt to create a
Employee Central import process is declined since the job new version of the job
before data purge is performed. requisition has been soft offer.
deleted. You can restore
the job requisition to re-
assign job offer to a dif-
ferent Approver.

Employee Future No Employee A or the Primary Ap- Employee A or the Pri- Offer Approval isn't
A or Pri- prover is a future Approver in the mary Approver is a fu- blocked.
mary Ap- offer approval process when the ture Approver in the cur-
prover = offer is currently pending for ap- rent process but isn't
Inactive proval with Employee B or the an active employee. Em-
Employee Secondary Approver. Employee ployee B, or the Sec-
B or Sec- B completes the approval. ondary Approver. Em-
ondary Ap- ployee B is the current
prover = Approver and the follow-
Active ing step is skipped be-
cause Employee A isn't
an active employee.

The following table describes the two scenarios for deactivated initiators. There's no Offer Approval status order for
these scenarios, and the employee status for both is inactive.

Pending Offer Approval Scernarios for Deactivated Initiators

Soft Delete Scenario What Happens to Offer How to Approve Offer

No Employee is the initiator of offer that's cur- When the initiator is no longer Pending offer can be either ap-
rently pending for approval with the Ap- an employee, the initiator is proved or declined by Approver.
prover. The initiator is deactivated using listed as v4admin. The Approver
Employee Central termination or using the can either approve or decline job
Employee Central import process before offer.
data purge is performed.

Yes Employee is the initiator of offer that's cur- When the initiator is no longer Pending offer can be either ap-
rently pending for approval with the Ap- an employee, the initiator is proved or declined by Approver.
prover. The initiator is deactivated using listed as v4admin. The Approver
Employee Central termination or uding the can either approve or decline job
Employee Central import process before offer.
data purge is performed.

 Note

Go to Admin Center Reassign Offer Approvals in cases when the job offer must be reassigned to a
different Approver that's an active employee.

Refer to Setting Up and Using Data Protection and Privacy in the SAP Help Portal.

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Related Information

Implementing and Managing Data Protection and Privacy

20.4.10 To-Do Behavior for Offer Approvals When Job

Requisitions Close

As an approver, you can view offer approvals in your to-do list for open job requisitions only.

The following table describes what happens:

Action Description

When a job requisition is closed and there's a pending offer The system moves the pending offer to a cancelled state, and
the corresponding to-do entries are removed.

When a job requisition is closed and the approver has declined The offer is not moved to a cancelled state. Upon reopening
the offer the requisition, the to-do list for the initiator of the offer appro-
val is not restored.

If you'd like to create an offer for a closed requisition, reopen the job requisition and create a new offer approval for
it. The system automatically generates a new to-do entry when you create that new offer approval.

20.5 Job Offer with HR Master Data

Job Offer in Recruiting provides the capability to reuse HR Master data (data defined in other modules) using
Foundation Object and Generic Object. If you are not looking for implementing Job Offer with HR Master data, you
can skip this section.

Related Information

Offer Template Configuration [page 1191]

Effective-Dated Foundation Objects and Generic Objects for Offer [page 1191]
Field Criteria Definition for Offer [page 1192]
Permissions for Offer [page 1193]
Labels Derivation for Offer [page 1193]
The Use of Tokens for Offer Letters [page 1193]
OData Operation for Offer [page 1194]
Create Multiple Job Offers for the Same Position [page 1195]
Behavior of Position Generic Object on Offer [page 1195]

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20.5.1 Offer Template Configuration

In the Offer Detail template, you have an XML attribute object-type for which only a field of type Foundation Object
and Generic Object can be defined, if the field is derived from the Job Requisition, that is, a field with the attribute
template-type="job-req".

You can maintain the Offer Detail Template for Foundation Object and Generic Object field types using Manage
Templates.

The following code has these properties:

• object-type is the type of Foundation Object or Generic Object.

• The attribute type is always set to object.

<field-definition id="division_obj" type="object"

required="false" custom="false" object-type="Division"
template-type="job-req" anonymize="false">
<field-label><![CDATA[Division obj offer1]]></field-label>
<field-label lang="en_GB"><![CDATA[Division obj offer1 UK]]></field-label>
<field-label lang="fr_FR"><![CDATA[Division obj offer1 FR]]></field-label>
<field-label lang="ja_JP "><![CDATA[Division obj offer1 JP]]></field-label>
<field-label lang="th_TH"><![CDATA[Division obj offer1 TH]]></field-label>
<field-label lang="zh_CN"><![CDATA[Division obj offer1 Chinese]]></field-label>
</field-definition>

You can’t define fields of type Foundation Object and Generic Object directly in the Offer Detail template. Fields of
type Foundation Object and Generic Object field types are derived from the Job Requisition.

The Offer Template supports single select option and doesn’t support selecting multiple values for Location and
Position field, even if it’s possible on the Job Requisition.

To configure the standard Position object field in Job Offer, enable one of the following options from Provisioning:

• Enable Position Management

• Succession Management
• JDM v2.0/Skills Management

 Remember

As a customer, you don't have access to Provisioning. To complete tasks in Provisioning, contact your
implementation partner or Account Executive. For any non-implementation tasks, contact Product Support.

20.5.2 Effective-Dated Foundation Objects and Generic Objects

for Offer

An Offer Approval can be created with fields of type Foundation Objects and Generic Objects that have currently
inactive values, that become active in future.

For example, a Hiring Manager can start the hiring process for a new Location Loc, which will become active in a
month. An Offer Approval can be created for this newly created currently inactive Location.

The jobStartDate field is used to identify the date on which to validate, if the value is active or not. It ensures that
the validation is not restricted to the current system date. If the jobStartDate is not defined directly on the Offer

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Detail template, it is derived from the Job Requisition. If it is not defined in both Offer Detail and Job Requisition
templates, the current system date is taken as default.

In the preceding example, the jobStartDate field is populated with the date on which the currently inactive
Foundation Objects and Generic Objects field is expected to be active to hire the candidate. At the time of saving
the Offer Approval, the system validates to see if the entered values for Foundation Objects and Generic Objects
fields are active as of the jobStartDate. If the fields are inactive on the jobStartDate, it returns an error and you can
save neither Offer Approval nor Send For Approval.

To validate the Foundation Objects and Generic Objects fields on the jobStartDate, go to Admin Center Manage
Recruiting Settings Generic Object / Foundation Object (GO/FO) field types Allow users to select only those
instances that are active as of the date in the Job Start Date field in the Job Requisition and Offer Detail pages .

In general, the working is similar to that of Job Requisition Details page.

20.5.3 Field Criteria Definition for Offer

Field criteria cannot be defined in the Offer Detail template. Field criteria for a field with template-type =
"job-req", is derived from the Job Requisition template.

If the option, Allow users to select only those instances that are active as of the date in the Job Start Date field in
the Job Requisition and Offer Detail pages is enabled in Admin Center Manage Recruiting Settings Generic
Object / Foundation Object (GO/FO) field types , the field criteria validation happens as of the jobStartDate, which
is similar to that of Job Requisition Details page.

The following table explains the field criteria behavior for parent and child field permissions:

Parent Field Permission Child Field Permission Field Criteria Behavior

READ WRITE Field criteria is applied as defined in the

Job Requisition template.

READ READ Since parent and child have read-only

permissions, there will be no changes to
the values, and the field criteria will be
ignored.

No READ and WRITE READ The field criteria isn't applied because
the child value can't be changed.

No READ and WRITE WRITE Even though the child field has write per-
mission, you don't see any values in the
child field dropdown because the parent
doesn't have read and write permissions.

WRITE READ While it's possible to save the offer on

changing the parent value even if the
child value is incorrect, you should avoid
using that method to modify the tem-
plate.

WRITE WRITE Both parent and child fields have write

permissions, so the field criteria will be
applied as defined.

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20.5.4 Permissions for Offer

In continuation to the existing behavior, you can’t provide Write permission in Offer to the standard Generic Object
fields.

Following are the standard Generic Object fields for which you can’t provide Write permission:

• Legal Entity
• Business Unit
• Division
• Department
• Cost Center
• Position

The standard Location object and standard Position object fields are writable by default. They can’t be configured
as read-only fields. Custom fields derived from the Job Requisition can have Write permission, if they’re marked as
Custom Reportable Fields in Provisioning Managing Recruiting Configure Reportable Custom Fields .

 Remember

As a customer, you don't have access to Provisioning. To complete tasks in Provisioning, contact your
implementation partner or Account Executive. For any non-implementation tasks, contact Product Support.

20.5.5 Labels Derivation for Offer

For Offer-specific fields, all labels are derived from Offer Detail template.

 Note

The labels shown in the Offer and Requisition can be different as the labels for the seven standard Foundation
Object/Generic Object fields are not read from the Succession Data Model.

20.5.6 The Use of Tokens for Offer Letters

You can use the fields of type Foundation Object and Generic Object defined on the Offer Detail template as tokens.
Using tokens for Offer Letters is similar to using them for job requisitions.

The support for Effective-Dated Foundation Objects and Generic Objects is similar to the Job Requisition.

Tips for Using Tokens

Here are a few tips when working with tokens for offer letters:

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• Tokens with no data to populate appears as the token placeholder and must be removed.
• Tokens often appear with yellow highlighting when inserted. The yellow highlighting can vanish when you use
the print preview feature. As a best practice, it's better to adjust the formatting of the letter so that the
highlighting doesn't appear.
• A logo token is available to populate the default logo of the company or images can be copied and pasted into
the offer letter. Images must be hosted in the same data-center of the client.
• “Letterhead” functionality isn’t currently supported, so margins, page number presence, and formatting can't
be adjusted. Images can't be inserted behind the offer letter text.

Refer to Tokens for Foundation Object and Generic Object Fields more information on using tokens in Job
Requisition.

Related Information

Tokens for Foundation Object and Generic Object Fields [page 174]
Configuring Custom Recruiting Tokens [page 1340]

20.5.7 OData Operation for Offer

OData for Offer is similar to the behavior of Job Requisition OData.

Points to remember while operating with OData for Offer

• Custom Foundation Object/Generic Object fields that are listed in Provisioning Configure Reportable
Fields can be accessed through OData.

 Remember

As a customer, you don't have access to Provisioning. To complete tasks in Provisioning, contact
your implementation partner or Account Executive. For any non-implementation tasks, contact Product
Support.

• Editable standard fields location_obj and std_position_obj can be updated through Offer OData API.
• Permissions and validations for Foundation Object/Generic Object fields on Offer is handled similar to how
MDF Foundation Object/Generic Object fields are handled in Requisition.
• When Allow users to select only those instances that are active as of the date in the Job Start Date field in the
Job Requisition and Offer Detail pages option is ON, the OData API works similar to that of Offer Approval page.
• The Position Generic Object (std_position_obj) is not supported in SFAPI for Offer entity.

Related Information

OData Operations for Job Requisitions [page 181]

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20.5.8 Create Multiple Job Offers for the Same Position

Currently, it’s possible to create multiple Offer Approvals for the same Position (values of the field
std_position_obj).

When you try to create an Offer Approval with a same position that is already used in another Offer Approval
that isn’t in Canceled or Rejected state, a message about such reuse is displayed on the UI. This message is not
displayed as part of Offer OData API operations.

20.5.9 Behavior of Position Generic Object on Offer

You can generate a job offer only for those positions (values of the field std_position_obj) that are selected on the
job requisition.

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