SAP SuccessFactors Background Check Integration

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Overview

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Partner Requirements

• Admin access to MDF OData API
• Access to Integration Center
• Access to non-Secured Objects

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Provider Side Setup

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Enable the Other Background Check Vendor option

1

Background Check Central Configuration

Go to the Admin Center and search for Background Check Central

Enable Background Check in Recruiting and choose Other Background Check Vendor.

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Select the type of integration template for the external background check

1

Go to Integration Center

Navigate to the Admin Center and search for Integration Center.

To view the list of available integrations, click on My Integrations.

2

Select the Type of Integration Center Template

Click the + Create button and select More Integration Types to access the list of available integration types.

Select the following values from the modal:

• Application/UI for Trigger Type
• SuccessFactors for Source Type
• REST for Destination Type
• JSON for Format

Click the Create button.

Use the search box to find the entity called JobApplicationBackgroundCheckRequest, and then select it from the search results.

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Create and configure an integration template for background checks

1

Options Step

Enter the name of the integration, then click the Next button to proceed with further configuration steps. You may also click the Save button to save the current step’s configuration.

2

Configure Fields Step

Click the + button > Insert Sibling Element, then click on the inserted element to open a prompt where you can enter the name of the element.

Please refer to the mapping listed here.

Click the + button > Add Child Element for the added element, then click on the inserted element to open a prompt where you can enter the name of the child element.

To set the association for the added element, click on the Set as Associated Field icon.

Choose the specific fields to map, which can be found in the Entity Tree View.

Select the field and click on the Change Association button.

You will notice that the association has been updated for the data field.

Map the properties of the data fields to their corresponding properties in the OData API.

Please follow the mapping below to receive the correct order notification

Expected properties of data fields	To	Corresponding properties in the OData API entity
backgroundCheckInfo/requestId	->	requestId
backgroundCheckInfo/bgiAccountId	->	jobApplication/jobRequisition/bgiAccountId/id
backgroundCheckInfo/packageId	->	jobApplication/jobRequisition/packageId/id
backgroundCheckInfo/packageExternalCode	->	jobApplication/jobRequisition/packageId/externalCode
backgroundCheckInfo/packageLocaleLabel	->	jobApplication/jobRequisition/packageId/localeLabel
createdByUserInfo/userId	->	createdByUserNav/userId
createdByUserInfo/firstName	->	createdByUserNav/firstName
createdByUserInfo/lastName	->	createdByUserNav/lastName
createdByUserInfo/email	->	createdByUserNav/email
createdByUserInfo/jobRole	->	createdByUserNav/jobRole
createdDateTime	->	createdDateTime
lastModifiedDateTime	->	lastModifiedDateTime
orderStatus	->	orderStatus
responseCode	->	responseCode
responseDetail	->	responseDetail
vendorCode	->	vendorCode
vendorOrderNo	->	vendorOrderNo
applicationInfo/applicationId	->	jobApplication/applicationId
applicationInfo/appStatusName	->	jobApplication/jobAppStatus/appStatusName
jobRequisitionInfo/jobReqId	->	jobApplication/jobReqId
jobRequisitionInfo/externalTitle	->	jobApplication/jobRequisition/jobReqLocale/externalTitle
jobRequisitionInfo/hiringManager/usersSysId	->	jobApplication/jobRequisition/hiringManager/usersSysId
jobRequisitionInfo/hiringManager/firstName	->	jobApplication/jobRequisition/hiringManager/userNav/firstName
jobRequisitionInfo/hiringManager/lastName	->	jobApplication/jobRequisition/hiringManager/userNav/lastName
jobRequisitionInfo/hiringManager/email	->	jobApplication/jobRequisition/hiringManager/userNav/email
jobRequisitionInfo/hiringManager/operatorRole	->	jobApplication/jobRequisition/hiringManager/operatorRole
jobRequisitionInfo/hiringManagerTeam/usersSysId	->	jobApplication/jobRequisition/hiringManagerTeam/usersSysId
jobRequisitionInfo/hiringManagerTeam/firstName	->	jobApplication/jobRequisition/hiringManagerTeam/userNav/firstName
jobRequisitionInfo/hiringManagerTeam/lastName	->	jobApplication/jobRequisition/hiringManagerTeam/userNav/lastName
jobRequisitionInfo/hiringManagerTeam/email	->	jobApplication/jobRequisition/hiringManagerTeam/userNav/email
jobRequisitionInfo/hiringManagerTeam/operatorRole	->	jobApplication/jobRequisition/hiringManagerTeam/operatorRole
candidateInfo/candidateId	->	jobApplication/candidate/candidateId
candidateInfo/firstName	->	jobApplication/candidate/firstName
candidateInfo/lastName	->	jobApplication/candidate/lastName
candidateInfo/primaryEmail	->	jobApplication/candidate/primaryEmail
candidateInfo/contactEmail	->	jobApplication/candidate/contactEmail

3

Response Fields Step

Click on the Switch to Field Mapping View option,

Click the + button and select the JobApplicationBackgroundCheckRequest entity. Then click Add and proceed by clicking the Next button.

4

Filter and Sort Step

You do not need to set anything on the Filter and Sort step. Simply click the Next button.

5

Destination Settings Step

Select the option for REST Server Settings and enter the following details:

• Connection Name: You may choose any name you prefer.
  • REST API URL: This is the endpoint URL provided by StackOne, which will be used to receive background check order requests.
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  https://api.stackone.com/external-trigger/sapsuccessfactors_ats
  

  • Authentication Type: Select Basic Authentication from the dropdown menu.
  • Username: Enter the External Trigger Token that you will receive from the StackOne Connector Hub during the connection.
  To obtain the External Trigger Token, follow these steps:

  • StackOne Configuration
  • ATS User Enablement
• Password: This field can be left empty.
• HTTP Method: Choose the POST method under REST Operation Settings.

Click the Next button to proceed.

6

Review and Run Step

Review the template structure in the Review and Run step. To save it, select the Save option. After creation, the template will run in the background, so there is no need to click Run Now.

You can access the logs by clicking on the Last Run Time link.

You can confirm the integration by returning to Integration Center > My Integrations.

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Create Vendor from Recruiting External Vendor

1

Go to Manage Data

Navigate to Manage Data and select Recruiting External Vendor from the Create New dropdown.

Enter the External Code, Vendor Name, and select Background Check as the Integration Type from the dropdown menu. Click Save to create the vendor.

External Code refers to a text string that serves as a code for the background check vendor. The OData API entities use this value to facilitate communication between the third-party vendor and SAP SuccessFactors. If this information is not entered correctly, certain integration scenarios may fail to function properly.

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Create Recruiting Vendor Integration Mapping

1

Go to the Manage Data

Navigate to Manage Data and select Recruiting Vendor Integration Mapping from Create New dropdown

Complete the following fields:

• External Code: Enter a unique identifier code.
• Vendor Name: Select your vendor name from the dropdown menu created in the previous step.
• Integration Name: Choose your integration name from the dropdown menu.
• Default Integration: Select Yes.
• Hours Before User Can Reinitiate: This field currently has no functionality in SAP SuccessFactors. You may enter 0.
  

Click Save to save the mapping between the vendor and the integration.

Only one Recruiting Vendor Integration Mapping can be active at a time. To activate the selected vendor integration for the instance, choose Yes in the Default Integration field. Additionally, ensure that No is selected for all other Recruiting Vendors you may have created.

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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.

Go to the Recruiting Management tab, select Job Requisition, and choose the template in use for the relevant 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 bgiAccountId & packageId fields in template

Add the following fields, which you will receive in the order request:

• bgiAccountId: This field allows you to create multiple accounts with a single third-party background check vendor. It enables users to select which account to use.
• packageId: This field allows users to choose the package they wish to associate with a specific job requisition.
  You can specify the standard fields `bgiAccountId` and `packageId` using the Job Requisition XML as well.

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

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    <field-definition id="bgiAccountId" type="picklist" required="false" custom="false"> 
      <field-label><![CDATA[Account ID]]></field-label>
      <field-description><![CDATA[Account ID]]></field-description> 
      <picklist-id>accountId</picklist-id> 
    </field-definition>
  
    <field-definition id="packageId" type="picklist" required="false" custom="false">
      <field-label><![CDATA[packageId]]></field-label>
      <field-description><![CDATA[package]]></field-description>
      <picklist-id>packageId</picklist-id>
    </field-definition>
  

  
  In the next step, update the permissions to ensure the fields are visible during Job Requisition creation or updates.
  The fields bgiAccountId and packageId will only be accessible for Job Requisitions that utilise a specific Job Requisition template where these fields are configured.

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Manage the permissions for the fields added to the Job Requisition template

1

Go to Manage Templates

To add or update field permissions, navigate to the relevant Job Requisition Template, select Field Permissions Defined, and then click Add Field Permission in the modal.

• Field Permission Description: Enter any description.
  • Field Permission Type: Select Write Permission.
  • Field Permission Role Name: Select Recruiter.
  • Field Reference ID: Select the bgiAccountId and packageId fields.
  • Field Permission Status: Select All or pre-approved from the dropdown menu.

After adding the fields, click Publish to save your changes.

Once the permissions have been updated, the fields will be visible in the Job Requisition during creation or editing.

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Add background check accounts from the PickList Center

1

Go to background check accounts

You can create multiple accounts with a single third-party background check vendor. All accounts added in this picklist will be available for users to select as the Background Check Account under the Job Requisition details.

Go to Admin Center and search for PickList Center.

Search for bgiAccountId.

2

Add New Accounts

Click on bgiAccountId. This will take you to the Picklist Values page, where you can add different Background Check Accounts.

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Add background check packages from the PickList Center

1

Go to the packages

Go to Admin Center and search for PickList Center.

Search for packageId.

2

Add New Packages

Click on packageId to go to the Picklist Values page, where you can add different Background Check Packages.

All packages added in this picklist will be available for users to select as the Background Check Package to associate with Job Requisitions.

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Include a Background Check stage in the Talent Pipeline

1

Go to Applicant Status Configuration

Go to Admin Center and search for Edit Applicant Status Configuration. Select the specific Applicant Status Set currently in use for the job requisition, such as the Standard Status Set.

This will take you to the page for the Standard Status Set.

2

Edit Applicant Status Set configurations

Locate the Background Check stage, edit it, and select none from the Status Group dropdown. This will make the Background Check visible as a separate stage in the Job Requisition’s Talent Pipeline.

Click the Save and Finish button to save your changes.

3

Where can you verify the added stage

Navigate to Job Requisition > Candidates. At the top, you will see the updated talent pipeline.

You can now move candidates to the Background Check stage.

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Grant Background Check Initiate Permission

<feature-permission type="backgroundCheck">
    <description><![CDATA[R can launch Background Check during statuses with screening category.]]></description>
    <role-name><![CDATA[T]]></role-name>
    <role-name><![CDATA[O]]></role-name>
    <role-name><![CDATA[R]]></role-name>
    <role-name><![CDATA[S]]></role-name>
    <status><![CDATA[Background Check]]></status>
</feature-permission>

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Background Check fields visibility under the Job Requisition

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.

Both Account ID and Package ID fields will be visible, allowing the user to select the account and package to associate the background check with the job.

If fields are not visible after adding fields & 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 Initiate Background Check option

The Initiate Background Check option will be visible to users under the Take Actions menu within the candidate’s application.

If the Initiate Background Check option is not visible, please ensure that the user has been granted the necessary permissions to initiate background checks as outlined in the previous step.

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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 model:

• Authentication Type: Select Client Application.
• Integration Category: Select Background Checks.

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 webhook events from the Events tab for Background Check, such as Background Check 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.

Select values for the Account ID and Package ID fields. Click the Save Changes button.

If fields are not visible after adding fields & 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 Initiate Background Check option

The Initiate Background Check option will be visible to users under the Take Actions menu within the candidate’s application.

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Send the test to the candidate from SAP SuccessFactors

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User experience after the background check 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:

• Background Check Update Result

Utilise the following endpoint to get metadata to update the result of the background check:

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

Condition	User sees in SAP SuccessFactors	Comments
Result status	Final Status will be visible corresponding to the Background Check label	Result status enum values from Meta API result field
Result Url	Visible as a View Report link corresponding to the View Status label

2

How are background check results displayed to the user in SAP SuccessFactors?

When a user opens a candidate’s application, they will see the updated results with the background check status from the previously sent background check under the Background Check portlet.

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Testing Checklist

• You have all the necessary permissions mentioned in the Partner Requirements section.
• The Other Background Check Vendor option is enabled from Background Check Central.
• A valid integration template is selected for the external background check.
• Valid configurations exist in the integration template for background checks, with a valid StackOne endpoint URL and valid External Trigger Token.
• A vendor has been created from Recruiting External Vendor with Background Check as the Integration Type.
• A Recruiting Vendor Integration Mapping has been created with the vendor and integration from the previous steps.
• The bgiAccountId and packageId fields have been added to the Job Requisition template with the necessary permissions.
• Accounts have been added in the bgiAccountId picklist and packages in the packageId picklist.
• A Background Check stage has been added to the talent pipeline for the job requisition, if not already present.
• The feature permission for Background Check Initiate Permission has been granted to the job requisition template.
• Account ID and Package ID fields are visible to users during creation/editing of the Job Requisition.
• The Initiate Background Check option is visible to users under the Take Actions menu within the candidate’s application, as mentioned in this step.

• The integration category Background Checks is selected.

• A valid External Trigger Token is entered as the username during the Destination Settings step under configure an integration template.
• A single Recruiting Vendor Integration Mapping is activated to use the background check integration. Please refer this step.

• A webhook for SAP SuccessFactors has been added and enabled with the Background Check Order event.
• A valid webhook URL has been added to receive background check notifications.

• The Background Check stage is visible in the talent pipeline for the job requisition.
• Account ID and Package ID fields are visible to users during creation/editing of the Job Requisitions.
• The Initiate Background Check option is visible to users under the Take Actions menu within the candidate’s application, as mentioned in this step.
• After sending the background check to a candidate, the user can see the Request Submitted status along with the background check portlet in the candidate’s application.

• A success response is received from the update result endpoint.
• Updated result details are visible in SAP SuccessFactors’s UI.

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Troubleshooting