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SAP SuccessFactors Integration Instructions – AI Assistant

Sam Abello avatar
Written by Sam Abello
Updated today

Scope of Work

This guide will help you integrate Grayscale with SAP SuccessFactors with your new AI Assistant.
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Integration Steps

  1. Configure SMS Consent Management

  2. Assign Permissions to Integration User

  3. Create Job Application Template Report

  4. Add Req Id to Recruiting Marketing Job Field Mapping

  5. Add Job Token Components to Career Site Builder

  6. Customize AI Assistant Design

  7. Install the JavaScript Code Snippet

Configure SMS Consent Management

  1. Search for and select Manage Templates
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  2. From the Recruiting Management tab, select Candidate Profile
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  3. Click on the name of the profile template you want to edit
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  4. On the main Template Settings page, scroll to the bottom of the screen. Select the button {N} Fields defined. Click to modify
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  5. Add a new Custom Field – collect values for Field ID & Picklist ID (make note of case structure)
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    1. Field id: Grayscale_sms_consent

    2. Field Type: picklist

    3. Field Label: [Enter SMS Consent Question Verbiage]

      1. Example:
        “Would you like to opt-in to receiving text messages from the recruiter for this role in relation to the hiring process – such as interview requests, reminders, etc.?

      2. For more examples, see SMS Consent Question Examples

    4. Field Description (optional):

      1. Example:
        "Note: Selecting “no” will not eliminate you from consideration for this role. Message frequency may vary. Message and data rates may apply, depending on your mobile phone service plan. At any time you can get more help by replying HELP to these texts, or you can opt out completely by replying STOP. Privacy Policy (link) | Terms of Service (link)"

    5. Required: True*

      1. *Our recommendations on configuring this field is to mark this field required – but can be left optional if it would otherwise disrupt your existing workflow.

    6. Anonymize: False

    7. Is Sensitive: False

    8. Picklist id: Select an appropriate Yes/No picklist option for your organization
      ​

  6. Click Done
    ​

  7. From the top menu bar, click Publish
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  8. Confirm the changes by clicking Yes
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Note: Some warnings may be displayed relating to the existing profile configuration, but the changes will have been applied.

Assign Permissions to the Integration User

To ensure Grayscale has access to the required data, assign specific permissions to the integration user in SAP SuccessFactors. You can either create a new user or if you already have a Grayscale Integration User you can add the permissions there.

  1. Create or Select a Role

    • Go to Admin Center > Manage Permission Roles.

    • Create a new role (e.g., “Grayscale Integration”) or select an existing one.
      ​

  2. Assign Permissions
    Within the role, go to Permissions and locate the permissions under their respective categories as outlined below

User Permissions

Recruiting Permissions

  1. OData API Application Create

  2. OData API Application Update

  3. OData API Application Export

  4. OData API Candidate Create

  5. OData API Candidate Export

  6. OData API Candidate Update

  7. OData API Interview Central Create/Update

  8. OData API Requisition Export

  9. OData API Application Create and Update Validation Bypass for Required Fields

  10. Candidate Tagging Permission

Administrator Permissions

Employee Central API

  1. Employee Central Foundation OData API (read only)

Manage System Properties

  1. Picklist Management and Picklists Mappings Set Up

Manage Integration Tools

  1. OData API Attachment Import

Create Job Application Template Report

  1. In SAP, navigate to Reporting
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  2. Click New > select Table
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  3. Choose Single Domain > select Recruiting V2
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  4. Enter Report Name: Job Application Templates > click Save
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  5. Select Columns from the top progress bar > click Select Columns
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  6. Select Application Templates > add the following columns > click Done

    1. Application Template ID

    2. Application Template Name
      ​

  7. Click Save > Generate
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  8. Download CSV > click Close
    ​


    ​

Add Req Id to Recruiting Marketing Job Field Mapping

In SAP SuccessFactors

  1. Search for and select Set Up Recruiting Marketing Job Field Mapping
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  2. Select the first Job Requisition Template and scroll down to the bottom of the page to find the first available Custom Field
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  3. In the Recruiting Management Field column for Custom Field #, click on the dropdown and select Req Id
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  4. Repeat steps 2 & 3 for each Job Requisition Template then click Save in the bottom right corner.
    ​

Add Job Token Components to Career Site Builder

Depending on your configuration, you may need to create a new Job Layout. To add the Req ID Job Token Component:

  1. Search for and select Manage Career Site Builder
    ​

  2. From the left side menu, click Layouts and select Job

  3. From the left side menu, click your career site's primary language – I.e. (en_US) English (United States) > Default Brand > Job Layout > Default
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    1. If you don't already have a Default Job Layout, click + Add in the upper right corner
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    2. Enter a Layout Name – I.e. Default and click Save
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  4. Click on the Column 1 tab
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  5. Click Add Component and select Job Token
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  6. Click anywhere in the Grey area to edit the token
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    1. Job Token: Custom Field 1 (or the Custom Field # you used in the previous section)

    2. Show Job Token Label: Yes

    3. Job Token Label: Req ID

    4. Enable Spacing: No
      ​

    5. Then click the back arrow next to Job Token at the top
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  8. Click the Up arrow on the new component until it's in the second position, below Job Title
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  9. Click Save Draft and click the Preview button to verify that the layout is configured as expected – it should pop open in a new tab
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  10. Once you're happy with the layout, click Publish!

    1. If you have access to Provisioning, you can run a job sync. Otherwise the job sync will run on it's own overnight.

Customize AI Assistant Design

Add your company name, logo, and brand colors to ensure your AI Assistant reflects your company's branding and integrates smoothly into your careers page.

The AI Assistant configuration is separated into four sections:

  1. Design – the look and feel of the chatbot on your career page

  2. Knowledge base – important questions and answers your applicants may seek out

  3. Advanced – advanced options such as additional AI questions & candidate tagging

  4. Usage – tools to install and implement your new AI Assistant

Design

  1. Job Board URL

  2. Company Display Name

  3. Company Logo

  4. Company Brand Color (Hex code)

  5. AI Assistant Name

  6. Assistant Avatar

  7. Email Branding – Company Logo

  8. Email Footer Text

  9. Support Languages – English, French, Spanish, Portuguese, and/or German

  10. AI Tone Selector – Polite, Casual, Friendly

  11. Launcher Text

  12. Desktop Launcher Position – Bottom Right or Bottom Left

  13. Side Padding (pixels)

  14. Bottom Padding (pixels)

  15. Collapsed by Default – True or False

Knowledge Base

  1. Company Terms of Service URL

  2. Company Privacy Policy URL

  3. Recruiting Company Phone Number

  4. Recruiting Company Email Address

  5. Frequently Asked Questions – Add up to 8 FAQs

Advanced

  1. AI-Generated Pre-Screening Questions – The AI Assistant will generate questions based on the requirements listed in the job description, helping to streamline the candidate evaluation process. This setting determines the maximum number of AI-generated pre-screening questions that can be asked during a chat session.

  2. Enable Candidate Tagging – True or False

  3. ATS Tag – E.g. "Grayscale"

  4. Enable ATS Transcript Syncing – True or False

Usage

  1. Your AI Assistant's Standalone URL

  2. QR Code

  3. Installation Code Snippet

Once all the information has been filled out, click Save changes and toggle on to Enable!

Install the JavaScript Code Snippet

In SAP SuccessFactors

  1. Search for and select Manage Career Site Builder

  2. Click Appearance then select Global
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  3. Click on the JavaScript tab and paste the Installation Code Snippet from the Usage tab in Grayscale into the Footer JavaScript section
    ​

  4. Click Save in the upper right corner and refresh your career site page to see the chat widget appear in the bottom corner of your career site!
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Related Articles
How to Activate a Greenhouse Integration
SAP SuccessFactors Pipeline Configuration
SAP SuccessFactors Integration Instructions – Recruiting Module
SAP SuccessFactors Integration Instructions – Onboarding
SAP SuccessFactors Integration Instructions – Employee Central
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