SAP SuccessFactors Assessment through a third-party vendor

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Overview

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Partner Requirements

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Required Permissions for Vendor Assessment in SAP SuccessFactors

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Provider Side Setup

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Add the integration user to the SAP SuccessFactors API login exceptions list

• Username: Select the SFAPI integration user.
• Maximum Password Age (days): Set to -1.
• IP Address Restrictions: Specify the designated IP addresses or address range for the integration.

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Add your vendor and upload the assessment vendor packages

1

Add a Vendor for Assessment

Go to Manage Assessment Vendors, Click Export to download the CSV file. Add your vendor with a unique clientId and mark it as active by entering Y in the active column.

Select an updated file to import the Assessment Vendor List into SAP SuccessFactors.

2

Upload the assessment vendor packages

You may not have access to the Provisioning Account. If this is the case, please contact your SAP SuccessFactors customer. Provide them with the CSV file of the assessment vendor package and ask them to upload it, or ask them to follow the instructions below to upload the file.

Assessment vendor packages will be uploaded from Provisioning Account > Managing Recruiting > Import/Export Assessment Vendor Packages. Prepare a CSV file with the required columns and values, as illustrated in the image.

• vendorId: Identifies the assessment vendor (must be the same as the clientId).
• packageCode: Identifies an assessment package for the order.
• shortName: A shortened name for the package, for use on the candidate summary page.
• Label: The language in which the assessment is displayed.

Choose the file to import the assessment vendor packages list into SAP SuccessFactors.

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Create a subscriber and set up an external event

1

Create a subscriber

Go to the Event Notification Subscription page. Under the Subscriber tab, add a subscriber using your Subscriber Id and Client Id. Note that your clientId must match the one uploaded with your vendor’s name in the previous step.

2

Set up an external event to receive notifications

Navigate to the External Event tab and click + Add New to add a new external event.

Select the values for the specified fields:

• Event Type: Select rcm_assessment_alert_v2.
• Subscriber: Select the subscriber you created in the previous step.
• Protocol: Select SOAP_OVER_HTTP_HTTPS.
• Endpoint URL: Enter the endpoint URL, including the externalTriggerToken query parameter, which will be used to receive assessment order requests.

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https://api.stackone.com/external-trigger/sapsuccessfactors_ats?externalTriggerToken=<external-trigger-token>

The endpoint URL must include the query parameter externalTriggerToken, which you will receive from the StackOne Connection Hub. This token verifies requests from SAP SuccessFactors for that specific vendor.

To obtain the External Trigger Token, please follow these steps:

• StackOne Configuration
• ATS User Enablement

• Authentication: Select NO.

Click Save to save the configuration for the external event.

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Manage fields for the Job Requisition template

1

Go to Manage Templates

Navigate to Admin Center and search for Manage Templates.

Navigate to the Recruiting Management tab, select Job Requisition, and choose the template in use for the specific job requisition, such as Standard Job Requisition.

How to Locate the Job Requisition Template Name

Go to Recruiting and select any specific job requisition.

Click on the i icon to view the Job Requisition Template.

2

Add assessment field in template

Add the following field, which will be visible within the Job Requisition and allow users to select an assessment.

• assessment: This field enables the user to select a specific assessment to associate with the job requisition.

You can also specify the standard `assessment` field using the Job Requisition XML.

This approach should only be used if you have permission to upload the Job Requisition template via an XML file; otherwise, you can add the fields manually and click Publish.

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  <field-definition id="assessment" type="derived" required="true" custom="false">
    <field-label><![CDATA[Assessment assocication]]></field-label>
    <field-description><![CDATA\[Assessmentasso]]></field-description>
  </field-definition>
  <field-permission type="write">
    <description><![CDATA[job code permissions]]></description>
    <role-name><![CDATA[R]]></role-name>
    <status><![CDATA[pre-approved]]></status>
    <field refid="assessment"/>
  </field-permission>

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Manage the permissions for the assessment feature

1

Go to Manage Templates

To add or update feature permissions, navigate to the specific Job Requisition Template > Application Status Configuration, select Feature Permissions Defined, and then click Add Feature Permission.

• Feature Permission Description: Enter a relevant description.
• Feature Permission Type: Select assessmentIntegration.
• Feature Permission Role Name: Select All.
• Feature Permission Status: Select the talent pipeline stage at which you want to initiate the assessment.

You can add multiple feature permissions for assessmentIntegration for a specific talent pipeline stage.

You can also specify the feature permissions for `assessmentIntegration` using the Job Requisition XML.

This approach should only be used if you have permission to upload the Job Requisition template via an XML file; otherwise, you can add the permissions manually and click Publish.

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  <feature-permission type="assessmentIntegration">
    <description><\!\[CDATA\[Operators with below roles can see Assessment detail report for the applicant when the application is in Scheduled Status\]\]></description>
    <role-name><\!\[CDATA\[S\]\]></role-name>
    <role-name><\!\[CDATA\[T\]\]></role-name>
    <role-name><\!\[CDATA\[O\]\]></role-name>
    <role-name><\!\[CDATA\[R\]\]></role-name>
    <role-name><\!\[CDATA\[G\]\]></role-name>
    <status><\!\[CDATA\[Scheduled\]\]></status>  // You can choose any stage from the options provided; for this document, we have selected "Scheduled."
  </feature-permission>
  <feature-permission type="assessmentIntegration">
    <description><\!\[CDATA\[Operators with below roles can see Assessment detail report for the applicant when the application is in New Application Status \]\]></description>
    <role-name><\!\[CDATA\[S\]\]></role-name>
    <role-name><\!\[CDATA\[T\]\]></role-name>
    <role-name><\!\[CDATA\[O\]\]></role-name>
    <role-name><\!\[CDATA\[R\]\]></role-name>
    <role-name><\!\[CDATA\[G\]\]></role-name>
    <status><\!\[CDATA\[Default\]\]></status>
  </feature-permission>

After adding the feature permissions, click Publish to save your changes.

When an assessment is configured in Default or New Applicant, it is triggered when the candidate applies for the job. Immediately after applying and passing any prescreening questions, the candidate will be redirected to an assessment vendor site. After completing the assessment, the candidate is redirected back to the career site.

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Assessment fields under Job Requisition

1

Go to Job Requisition

Access the specific Job Requisition that uses the template where you configured the Assessment in the previous steps. Hover over the job requisition title to open the Actions menu, then select View or Edit Requisition.

To add an Assessment association row, click the Add More Assessments link and select the details below.

The following fields will be visible on the job requisition:

• Status: Select the stage where you have set up the assessment integration feature, as described in the previous step.
• Vendor: Select the vendor, for example, STACK_ASSESSMENT_TEST.
• Assessment: Select the specific assessment package to be sent to the candidate.
• Email Template: Select the email template to be sent to the candidate once the assessment is triggered.

If the fields are not visible after you have added them and set the permissions in the previous steps

Navigate to Admin Center and search for OData API Metadata Refresh and Export.

Click the Refresh button next to Cache.

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StackOne Configuration

1

Enable SAP SuccessFactors in StackOne

Go to the ATS category on the Integrations page and enable SAP SuccessFactors.

2

Complete the configuration form

Fill out the required fields in the SAP SuccessFactors - Configuration modal:

• Authentication Type - Select Client Application.
• Integration Category - Select Assessments.

Click Confirm or Save Changes to enable the SAP SuccessFactors integration, allowing end-users to link their accounts via the StackOne Connector Hub.

3

Add a Webhook

Navigate to the Webhooks page, click Add webhook, and complete the form:

• Name: Enter a recognisable name for your webhook.
• URL: Enter the URL where the webhook will send notifications of enable events.

Enable the webhook event from the Events tab for Assessment, such as Assessment Order.

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ATS User Enablement

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ATS User Experience

1

Go to Job Requisition

Navigate to the relevant Job Requisition, hover over the requisition title to open the Actions menu, and then select View or Edit Requisition.

Users will see the option to add an Assessment association row. By clicking Add More Assessments, users can select the details.

The following fields will be visible to users on the job requisition to associate an assessment with it:

• Status: Select the stage where you have set up the assessment integration feature, as described in the previous step.
• Vendor: Select the vendor, for example, STACK_ASSESSMENT_TEST.
• Assessment: Select the specific assessment package to be sent to the candidate.
• Email Template: Select the email template to be sent to the candidate once the assessment is triggered.

If fields are not visible after adding them and setting permissions in the above steps

Navigate to Admin Center and search for OData API Metadata Refresh and Export.

Click the Refresh button next to Cache.

2

Visibility of the Initiate Assessment option

If you see the message below in the candidate’s application, the assessment will not be sent.
⚠️ Non Applicant
This candidate has been forwarded to this job by [recruiter] and added to this job but has not yet applied for it.The assessment will only be sent to the candidate when they apply for the job.

The assessment will be sent to the candidate automatically when they are moved to the assessment-configured stage in the talent pipeline. The Initiate Assessment option under the Take Actions menu will only be visible if the assessment fails to send, allowing it to be re-initiated.

The Initiate Assessment option will not be visible if the assessment is sent successfully.

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Send the test to the candidate from SAP SuccessFactors

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User experience after the assessment has been sent

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ATS User Experience Customisation

1

Update the result via Unified API

Utilise the following endpoints to update the results:

• Assessment Update Result

Utilise the following endpoint to get metadata to update the result of the assessment:

• Connector Meta Information with the provider key sapsuccessfactors_ats for the assessments/results.update model.

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User sees the updated results with different conditions of the assessment in SAP SuccessFactors

When the result is completed with all details
When the result is completed without other details
When the result does not include a Result URL

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Testing Checklist

• You have all the necessary permissions mentioned in the Partner Requirements section.
• A vendor for Assessment with a unique clientId has been added with an active Y status.
• The vendor’s assessment packages have been uploaded with a valid vendorId.
• A subscriber has been created with a unique Subscriber Id and a valid Client Id (same as vendorId).
• An external event has been created with the correct and valid endpoint URL, including a valid externaltriggerToken in the query parameter.
• The assessment field has been added to the Job Requisition template with the necessary permissions.
• The feature permission for assessmentIntegration has been granted to the job requisition template.
• The Add More Assessments link and Assessment fields are visible to users during the creation/editing of the Job Requisition, as mentioned in this step.
• The Initiate Assessment option is visible to users under the Take Actions menu within the candidate’s application, as mentioned in this step.

• The integration category Assessments is selected.

• A valid externalTriggerToken is provided in the query parameter along with the endpoint URL.

• A webhook for SAP SuccessFactors has been added and enabled with the Assessment Order event.
• A valid webhook URL has been added to receive assessment notifications.

• The Assessment stage is visible in the talent pipeline for the job requisition.
• The Add More Assessments link and Assessment fields are visible to users during the creation/editing of the Job Requisition, as mentioned in this step.
• The Initiate Assessment option is visible to users under the Take Actions menu within the candidate’s application, as mentioned in this step.
• After sending the assessment to a candidate, the user can see the Initiated status along with the Assessment portlet in the candidate’s application.

• A success response is received from the update result endpoint.
• The updated result details are visible in the SAP SuccessFactors UI.

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Troubleshooting