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SAP SuccessFactors Integration Instructions – Recruiting Module
SAP SuccessFactors Integration Instructions – Recruiting Module
Sam Abello avatar
Written by Sam Abello
Updated yesterday

Scope of Work

Grayscale’s High Volume Hiring Platform is designed to help recruiters streamline and automate a high-touch candidate experience at scale. Grayscale’s conversational recruiting platform makes it easy to text with candidates from within SAP SuccessFactors, while automating repetitive tasks in the hiring process. This document outlines the scope of work for implementing our solution within your ATS.

Integration Steps

  1. Candidate Profile Configuration

    1. Enable Transcript Syncing

    2. Add SMS Consent Question

  2. Verify OData Permissions

  3. Gather integration values:

    1. API Server URL

    2. SAP SuccessFactors Username

    3. Company ID

    4. Client ID

    5. Client Secret

    6. SMS Consent question

      1. Field ID

      2. "Yes" Option ID

      3. "No" Option ID
        ​

We are currently partnering with the company Merge, and before integrating, there are a few permissions we’ll need to set up to enable all the functionality we need. Please see the steps outlined below.

1. Candidate Profile Configuration

Note: A SuccessFactors implementation user with administrative access will need to complete these tasks.

The Grayscale integration will need access to two fields on the Candidate Profile for transcript syncing and SMS consent management:

  1. Transcript syncing utilizes a Standard Field labeled "Comments"

  2. SMS consent management utilizes a Custom Field

To enable both fields on the Candidate Profile Template:

  1. Search for and select Manage Templates
    ​

  2. From the Recruiting Management tab, select Candidate Profile
    ​

  3. Click on the name of the profile template you want to edit
    ​


    ​

  4. On the main Template Settings page, scroll to the bottom of the screen. Select the button {N} Fields defined. Click to modify
    ​

  5. To enable Transcript Syncing

    1. Select Add > Add standard field from the dropdown at the top of the modal
      ​

    2. In the new field form, enter:

      1. Field id: “comments”

      2. Field type: “text”

      3. Field Label: “Comments”
        ​

  6. For SMS Consent Management

    1. Add a new Custom Field – collect values for Field ID & Picklist ID (make note of case structure)

      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.?
          Note: Selecting “no” will not eliminate you from consideration for this role. 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.)

        2. For more examples, see SMS Consent Question Examples

      4. Field Description: (optional) smsConsentPicklist

      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

  7. Click Done

  8. From the top menu bar, click Publish
    ​

  9. Confirm the changes by clicking Yes
    ​

Note: Some warnings may be displayed relating to the existing profile configuration, but the changes will have been applied.

Verify Transcript Syncing Permissions

Grayscale conversation transcripts will be published to the candidate profile via the API. Here are the necessary field permissions needed to allow the conversation transcripts to be visible on the candidate profile internally:

  • Description: [Enter a description for the field permission]

  • Type *: Read Permission

  • Group Name: [Select a dynamic group for which this permission is applicable. These are the dynamic groups defined in the instance. If no group name is selected, the permission will apply for the Candidate by default]

  • Countries/Regions *: [Select the countries/regions of candidates for which this permission is applicable]

  • Sources *: ANY

  • Fields *: • Selected comments

  • Background Elements: None

Candidate comments should now be visible on the candidate profile!
​

2. 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.

  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: Expand the appropriate section below to add permissions
    ​

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

    • Recruiting Permissions:

      • OData API Requisition Export

      • OData API Application Export

      • OData API Interview Central Create/Update

      • OData API Candidate Export

      • OData API Candidate Create
        ​

3. Gather Integration Values

We'll need the following items to connect the integration.

  • API Server URL

  • SAP SuccessFactors Username

  • Company ID

  • Client ID

  • Client Secret

  1. API Server URL:

  2. SAP Username:

    • You can find this under Manage Roles in the Admin center
      ​

  3. Company ID:

    • This can be found in your SAP SuccessFactors profile settings under Show version information.

    • You can also find your SAP SuccessFactors company ID as part of your login URL, which is also sent to you in your SAP SuccessFactors welcome email (under "Company Link" - see image below)

  4. Client ID and 5. Client Secret

  1. Log into your SAP instance.

  2. Search Manage OAuth2 Client Applications in the search bar

  3. Click Register Client Application
    ​

  4. Fill out Application Name (Grayscale) & Application URL (https://app.gograyscale.com) and click Generate X.509 Certificate
    ​

  5. Fill out Common Name (Grayscale) and hit Generate.
    ​

    ​

  6. Once the screen refreshes, click Download.

    1. This will download a file called Certificate.pem.
      ​

  7. Click Register.

    1. You will now see your application listed. Click View.
      ​

    2. You will now see an API key listed - this is your Client ID.
      ​

  8. Open up the "Certificate.pem" file that you downloaded previously in a text editor.

    1. Rename the Certificate.pem to Certificate.txt and double click to open

    2. Copy the string between ——BEGIN ENCRYPTED PRIVATE KEY——- and —-END ENCRYPTED PRIVATE KEY——- this is your Client Secret

SMS Consent Question IDs

In order to turn on SMS consent management, we’ll need the following values:

  1. Field ID

    • I.e. Grayscale_sms_consent

  2. Option ID of picklist value “Yes”

    • I.e. 1234

  3. Option ID of picklist value “No”

    • I.e. 1235

To locate the Picklist Option IDs:

  1. Search and select Picklist Center

  2. Type the value of the Pickist id into the search bar and select the corresponding Yes/No picklist
    ​

  3. Select the Active row
    ​

  4. Select the value that represents the negative action, i.e. “No”
    ​

  5. Collect the Option ID value
    ​

  6. Repeat steps 4 & 5 by selecting the affirmative action, i.e. “Yes”

SMS Consent Enforcement Options

There are 3 levels of consent enforcement available in Grayscale. Please let your Implementation Manager know your selection:

  1. No enforcement. Users will manage on their own – manually identifying and respecting each candidate's response prior to sending a text message. They can text any candidate, unless they have opted-out via SMS directly (i.e. responded with “STOP” or “UNSUBSCRIBE”). It is still the responsibility of the customer to collect consent.
    ​

  2. Permissive enforcement. Users will not be able to text candidates who have responded NO to the consent question.

    • Candidates who submitted an application prior to the collection of SMS consent can continue to be communicated with.

    • Candidates who responded with YES to the SMS consent question can be communicated with.
      ​

  3. Strict or full enforcement. Users will only be able to communicate with candidates who have responded YES to the SMS consent question.

    • Users will not be able to begin or continue communicating with candidates who have answered NO to the SMS consent question.

    • Users will not be able to begin or continue communicating with candidates who have not made a selection on the SMS consent question.

      • This would typically apply to candidates who submitted their application(s) prior to the addition of the SMS questionnaire.

Troubleshooting Odata Permissions

Sometimes, in order to get the above permissions and authentication adjustments to take effect, there’s a need for an “OData Metadata Refresh”.

  1. Log into SuccessFactors

    1. Search for refresh and select Refresh under OData API Metadata Refresh and Export?
      ​

  2. If your organization's API has IP access restrictions in place, then an admin will need to allow our servers to speak to the SAP API. Do so by adding the values outlined in this SAP documentation.
    ​

  3. To add the Grayscale IP Addresses:

    1. In SuccessFactors, search and select Password & Login Policy

    2. Click Set API Login Exceptions and expand it to find the Grayscale Admin User

    3. Click on the Pencil Icon to Edit

    4. Paste in these Comma-delimited IP Addresses:

      1. 44.194.126.11

      2. 44.194.4.0

      3. 3.232.227.174

      4. 3.214.125.237

      5. 54.158.121.71

      6. 44.193.163.62

  4. Click Save and Close

Related Articles
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1. Getting Started with Grayscale in SAP SuccessFactors (training video)
4. Automations in SAP SuccessFactors (training video)
5. Surveys & Reports in SAP SuccessFactors (training video)
SAP SuccessFactors Integration Instructions – Onboarding
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