What are custom fields?
Our custom fields feature gives our SAP SuccessFactors customers greater control and flexibility over automations by allowing them to use fields from their requisitions as filters for Grayscale automations.
For example:
Want a special automation that only sends to candidates in a certain location? You can map the location field in Grayscale, and then set it as a filter on the automation so that it only triggers for that specific location!
Are you having to create a large number of automations because you have several recruiters and each needs their own custom automation? If you add a field to the requisition with the recruiter's name, you can then map it and use it as a filter in Grayscale automations!
Mapping custom fields
Before the fields can be used in Grayscale, they must be "mapped". "Mapping" connects the field from the requisition in your ATS to Grayscale so that we can see the data it contains and use it as a filter.
Note: This can only be done by a Grayscale Admin.
Once you have mapped the custom fields, they will be usable as a filter by all members of your organization who have the ability to create automations.
Step 1: Finding the field you want to map in SuccessFactors
The first step in mapping the custom field, is identifying the field you are trying to map. While we try to display the field name in Grayscale as it is shown in SuccessFactors, there are a few cases where the field's ID is displayed instead, or where there are multiple fields with the same or similar names.
To avoid confusion and ensure you have the correct field, you should look up the field in the job requisition template in SuccessFactors and make a note of the Field-ID and Field Label.
Finding the Field-ID in SuccessFactors
In SuccessFactors, type "manage templates" into the search bar at the top, and then click on Manage Templates in the drop down
Click on the Recruiting Management tab, then click the Job Requisition link
If you do not see the Recruiting Management tab, check with others in your organization to see who has the ability to manage templates in SuccessFactors, and complete the next steps with their help
Click on the template used for the jobs that contain the fields you want to map. In our example, we're going with the Basic Job Requisition template
On this next page, you will see a link telling you how many fields are in use by this template. Click this link to open a list of the fields
Scroll through this list of fields and make a note of the Field-ID and Field Label of the fields you want to map. The Field Label is what is displayed on the requisition itself. For example, an earlier screenshot of the Grayscale field mapping list showed a field "filter1". As you can see by the following screenshot taken from the field list, the field with Field-ID "filter1" is actually the "Job Country" field from the requisition
Keep in mind that your fields may differ from ours (meaning your "filter1" field may have a different label)
Once you have noted the Field-IDs and Field Labels for the desired fields, it's time to head over to Grayscale to map them!
Step 2: Mapping the custom fields in Grayscale
Log into the Grayscale desktop app
Click on Settings
Click on ATS Integration
On this page, you will see a Field Mappings section, that contains a + Add Field Mapping button, and a list of the field mappings that have already been added
Click the + Add Field Mapping button, and you will see this panel appear on the right of the screen:
In the Grayscale Field textbox, enter the label you want to display for this field in Grayscale. We recommend using the label as it appears in the job requisition itself, but you can enter a different label if you desire
Next, click on ATS Field to open the list of fields available for mapping
Scroll through this list and select the field you want to map. This is where your notes on the Field-ID and Field Label will come in handy
Click the Create button, and the field will show up in the list of mapped fields
In the list of mapped fields, you will see the label you gave the custom field, plus the line "Successfactors (field-id) (field-type)", where "field-id" is the actual Field-ID of the field in SuccessFactors. You can use this as another way of confirming that you mapped the correct field
Repeat these steps for the rest of the fields you wish to map
That's it! You've successfully mapped some custom fields that will now be usable in automations by the rest of the team.
Using Custom Fields in Automations
Once the custom field has been mapped by your Admin, you will find it in the Job section when creating new (or editing existing) automations. The fields will show up as additional filters, and you can select as many different ones as you need for the automation you wish to create.
Note: All Jobs is an option only Admins will see. Non-admin users will see Custom Jobs instead, and must combine it with a filter.
When creating or editing an automation, follow these steps to use the custom fields:
Select whether you want the custom field filters to apply to every job or just jobs that you are assigned to as the Recruiter, Hiring Manager, Coordinator, or Sourcer
Custom Jobs/All Jobs - The automation will search all jobs in your organization for those that match the filters
All My Jobs - The automation will search only jobs you are assigned to for those that match the filters
Click the filter you want to use and enter the value you want to search for (you can select multiple filters)
Finish configuring the automation and click the Save button
That's it! Your automation will now trigger only for jobs that match the custom fields filters that you selected.
Notes:
If you don't see the filter you need, speak with your Admin and ask them to map the field for you.
If you change the value of a field in the ATS, it may take up to 20 minutes before Grayscale sees that change. Until that change synchs in Grayscale, the automation would act based on the previous value of that field.
For example, if you change the location in the requisition from "Tampa, FL" to "Atlanta, GA", any automations with the location filter set to "Atlanta, GA" would not trigger for this job until the data synchs in Grayscale.
Have questions? Chat with us below!