RCM - Implementing Dynamic Clauses for Multiple countries with conditions in offer letters

[Heena_Garg1]

There are several scenarios where the number of offer letters should be reduced based on certain conditions. Below is a brief overview on how we can introduce the business rules based on conditions.

Configure business rules to populate dynamic tokens with conditional paragraphs/texts/images on offer letters:

 While generating offer letters, there are scenarios where specific content elements—such as paragraphs, text blocks, or images—must be conditionally rendered based on predefined business logic. SAP provides a set of 100 dynamic offer letter tokens, which can be configured by administrators within the business rules framework to support this conditional logic. The dynamic clause functionality enhances the efficiency of the offer management process by minimizing the need for multiple offer letter templates, thereby optimizing both time and resource utilization. Furthermore, this capability enables HR teams to tailor offer letter content dynamically based on parameters such as the candidate’s geographic location, professional experience, or job-specific criteria.

Prerequisites:

1. A field should be created under Offer Approval Templates as a String field (Text). Here, we have defined a field named 'Dynamic Clause' with a Text data type.
2. A custom object must be created under "Configure Object Definitions" to facilitate the mapping of dynamic clause content with its corresponding sequence and associated token. This object will serve as the underlying data model to support conditional content rendering in offer letters, ensuring each clause is correctly linked to its triggering token and execution order.
3. External code – AutoNumber
4. Country - We have included Country as a field since this configuration needs to be created for multiple countries. The behaviour should adapt based on the Legal Entity's country.
5. Sequence – Introduced to optimize the use of dynamic tokens by minimizing their consumption in other areas. While it offers an ordered structure for condition evaluation,
6. Clause – Data type: CLOB. The source code of the clause content needs to be updated.
7. Dynamic Token – As mentioned in the introduction, SAP provides 100 dynamic tokens. To optimize usage, we need to create a dynamic token “Picklist” and add how many tokens are being utilized out of the available 100.  (Picklist value should be from between 1 to 100).
8. Locale – This is an optional field introduced to accommodate customer requirements for supporting translated content within dynamic clauses.

Problem Statement / Overview

Scenario: The customer requires the ability to embed distinct signature blocks within a single offer letter template, dynamically determined based on the value of some field. Here is an example: Recruitment Division field from the job requisition.  (If Recruitment Division = “XYZ” , then the signature should be = “Anaya Singh”(Signature 1) , If the Recruitment Division = “ABC” then the signature should be = “Amer”(Signature 2))

Configuration:

1. A business rule must be configured to evaluate specific conditions that determine which signature block should be selected. This rule should be mapped to a defined sequence within the signature configuration. The rule logic is to be implemented under the On Save rule context for the Offer Approval object, ensuring that the appropriate signature is dynamically assigned at the time of saving the offer approval.

If condition is - where “ Recruitment division = XYZ “

In the condition, we need to select the 'Dynamic Clause' field, which we defined under the Offer Approval template. It should be equal to the result of the concatenate() function with a substring. The letter used can be any, but it must not be repeated for different conditions within the same Offer Approval template.

The ELSE IF condition is not mandatory unless there is at least one ELSE IF condition present. If there are no ELSE IF conditions, then the ELSE condition becomes mandatory. In the ELSE condition, we need to use the concatenate() function with a substring, where the second substring should be '0' instead of any alphabet letter."

If there are no ELSE IF conditions, then also the ELSE condition is mandatory.

1. As defined in the prerequisites, the object needs to be created, Subsequently, the relevant data entries for the custom object must be maintained via the Manage Data interface. This includes defining clause content, associated tokens, and sequence values to ensure accurate runtime rendering of dynamic sections within the offer letter template.

Note :  The sequence is nothing but an the alphabet which maintaining in the offer approval rule(step 1) for the same condition the same sequence needs to be updated

Dynamic Token Reference: Maintains the dynamic token number to be included in the offer letter.

1. Next, A business rule must be created under the "Configure Business Rules to Add Conditional Sections in Offer Letters" framework, specifically for the relevant Job Requisition Template. This rule will define the logic for evaluating and inserting specific tokens, including any constraints on token length or formatting, to enable dynamic content generation within the offer letter based on requisition-specific attributes.

1. The defined tokens must then be inserted into the appropriate Offer Letter Templates at the desired placeholder positions. This ensures that, during offer generation, the system dynamically resolves and renders the corresponding content based on the configured business rules and custom object mappings.

1. Navigate to the Job Application section within "Manage Rules in Recruiting". Under "Template-level Rules" > "Rule for Conditional Offer Letter Paragraph", associate the previously created business rule by selecting the appropriate Offer Letter Template. Note that this rule configuration can be applied only once per template, and it governs the conditional inclusion of dynamic content during offer letter generation.

1. Next, navigate to the Offer Detail tab within "Manage Rules in Recruiting". Under "Save Rules", add the previously created business rule (created in configuration Step 1). Ensure that the rules are applied in the exact same order as the sequence of tokens defined in Manage Data to maintain consistency and correct content rendering in the offer letter.

When the recruiter previews the offer letter or proceeds to the next step, the system evaluates the Add Conditional Sections in Offer Letters rule. If the defined conditions are satisfied—as illustrated in the example above—only the token corresponding to the met condition will be rendered into its associated paragraph. The alternate token will be excluded from the output and will not be resolved.

In summary, configuring these conditional rules enables recruiters to automate content personalization within offer letters, thereby enhancing workflow efficiency and minimizing manual intervention. This allows talent acquisition teams to allocate more time to strategic recruitment activities.