End - to - End Guide for using Multi-Select Positi...

arunsingh222 · ‎2022 Nov 08

Hello SAP Community,

As, we have feature to use Multi-Select of Position to hire Multiple Candidates on different positions by creating only One Job Requisition.

In this blog I am sharing end-to-end step to Configure the Multi-Select Feature and the limitation
And also my experience when I got the requirement, which is common but not feasible in standard way

By creating a single requisition for multiple positions, recruiters can reduce the administrative overhead of maintaining multiple requisitions for a similar role position.

Configuration:

Let's start the configuration, we have to setup Position generic object with the appropriate attributes and ensure Position Generic object should be configured in both template Job Requisition and Offer detail template

For that please see the below XML code

1. Ensure that you have the std_position_obj configured with multi-select set to True:

  <field-definition id="std_position_obj" type="object" required="false" custom="false" object-type="Position" multiselect="true">

  <field-label mime-type="text-plain"><![CDATA[Position]]></field-label>

  <field-label mime-type="text-plain" lang="en_GB"><![CDATA[Position]]></field-label>

  <field-label mime-type="text-plain" lang="en_US"><![CDATA[Position]]></field-label>

  <field-description><![CDATA[Position]]></field-description>

  <field-description lang="en_GB"><![CDATA[Position]]></field-description>

  <field-description lang="en_US"><![CDATA[Position]]></field-description>

      </field-definition>

2. Also, make sure that your std_position_obj field is mapped to the Job Offer from the Job Requisition :

  <field-definition id="std_position_obj" type="object" required="false" template-type="job-req" anonymize="false">

  <field-label mime-type="text-plain"><![CDATA[Position]]></field-label>

  <field-label mime-type="text-plain" lang="en_GB"><![CDATA[Position]]></field-label>

  <field-label mime-type="text-plain" lang="en_US"><![CDATA[Position]]></field-label>

  <field-description><![CDATA[Position]]></field-description>

  <field-description lang="en_GB"><![CDATA[Position]]></field-description>

  <field-description lang="en_US"><![CDATA[Position]]></field-description>

      </field-definition>

Limitations:

There are a couple of limitation which we have keep in mind when we get this type of requirement and need to provide the comment so customer can have clear understanding about the feasibility. So when "std_position_obj" standard generic object field is defined on a Job Requisition template with multiselect="true" attribute value, here the some below important point which we have to explain to the customer as per requirement:

When we define position standard generic object field "std_position_obj" with multiselect="true" attribute value on Job Requisition template, then we cannot write any Business Rules for this field (Will not showcase in Business Rules).

When we define position standard generic object field "std_position_obj" with multiselect="true" attribute value on Job Requisition template, then position Quick Card will not show (Which normally appear right side of Object field Value).

When the "std_position_obj" field is defined as multiselect="true", then it will not have any search option (Normally we get the option to search the values).

If user have write permission, As standard it's not possible to limit to see only specific Position for users. For users all position will be visible in this Position Object field.

For complete information of the behavior and limitations of "std_position_obj" field, please follow this KBA >>>

So, when we propose this feature with Customers, they really like this because it can reduce the administrative overhead of maintaining multiple Job Requisitions for similar role position.

But we always stuck on a point where customer ask to maintain this position field list on the Job Requisition form as per the Primary Position
E.g. Only those position will show which have the same data as Legal Entity, Business Unit, Division, Department, Location, Pay Grade or Cost Center etc. as per the Primary Position (Position on which Job Requisition Created)

So when I explained this feature with one Customer, I got some different requirement to reduce the list of position on the Job Requisition Form as per the following Criteria

Scenarios:

Only same manager hierarchy positions will list down in the dropdown for Hiring Manager

Only position will list down which have the same data as per the Primary Position

Solution for (1): Only same manager hierarchy positions will list down in the dropdown for Hiring Manager

It will be managed by the Role Based Permissions

Steps:-

Admin Center >>> Manage Permission Role >>> Select the Manager Permission Role >>> Go to "Grant this role to..."

On the required target population grant Include access to Position in the hierarchy below the Granted User's Position -> Parent Position = All level(s) down

For More Information, follow this KBA - How to restrict user to see Higher Level Position

Solution for (2): Only position will list down which have the same data as per the Primary Position

It will be managed by the Job Requisition Template

Limitation and Behavior:-

If you are doing the configuration from admin center, then we can add only one Field Criteria.

From Provisioning, we can add multiple field Criteria

Only object field can be added as a field criteria in the Job Requisition XML Template

But if we have added multiple field criteria from provisioning, then you cannot Save or Publish the Job Requisition Template in Admin Center. And we did it then, only one field criteria will be remaining which was on top others will be removed.

If any of the field (added in field criteria) mapped to Position Job Requisition Integration (In Position Management field mapping rule) and that field data is not filled for the Position for which going to create the Job Requisition, then you will get the Error.

User should have Read or Write permission of all the field criteria field in the Job requisition Template and Offer Detail Template

Steps:-

Please log in to Provisioning ->> Go to Managing Recruiting ->> Click on Import/Update/Export Job Requisition Template and Download and edit the Job Requisition Template
In the field criteria section of Position Object Field add criteria field and their destination field Id

For detail information of field criteria configuration, please follow this link Field Criteria Definition in Job Requisition

  <field-definition id="std_position_obj" type="object" required="true" custom="false" object-type="Position" multiselect="true">

  <field-label mime-type="text-plain"><![CDATA[Position]]></field-label>

  <field-label mime-type="text-plain" lang="ar_SA"><![CDATA[Position]]></field-label>

  <field-label mime-type="text-plain" lang="en_GB"><![CDATA[Position]]></field-label>

  <field-label mime-type="text-plain" lang="en_US"><![CDATA[Position]]></field-label>

  <field-description><![CDATA[Position]]></field-description>

  <field-description lang="en_GB"><![CDATA[Position]]></field-description>

  <field-description lang="en_US"><![CDATA[Position]]></field-description>

<field-criteria sourceFieldName="cust_jobFamily" destinationFieldValue="custJobFamily_obj"/>

<field-criteria sourceFieldName="jobCode" destinationFieldValue="custJobcode_obj"/>

<field-criteria sourceFieldName="company" destinationFieldValue="legalEntity_obj"/>

<field-criteria sourceFieldName="costCenter" destinationFieldValue="costCenter_obj"/>

  </field-definition>

Conclusion:

As demonstrated by this blog post, you are now able to understand configuration, limitations, and challenges related to use Multi-Select Positions feature on Job Requisition feature

It helps you to hire multiple candidate from a single job requisition on the different position

I hope this post will help you to understand and providing your suggestions to customer for the different scenarios and highlighting the limitation.

If you found this post to be useful, please follow and press the like button and share your feedback or thoughts in a comment !

Thanks

Best Regards,
Arun Singh Rajput

sonalineve · ‎2023 Feb 03

Thank you for this blog post. This is really good and detailed.

But I have few questions,

1. Can you pls explain how will mass onboarding happen for these candidates?

2. How can we complete review new hire step for mass candidates?

3. How can we complete tasks for mass candidates?

4. Will there be any email notification triggered?

Thank you in anticipation.

Regards,

Sonali Neve

ernlin · ‎2023 Feb 03

Hi Arun,

Thanks for your detailed post!

Yes, we often have customers shudder at the idea that the multi-select Position field in the Requisition dropdown the full list of Positions in the Position Org Chart. Often, they want to have Recruiters allowed to only multi-select Positions belonging to the same BU or Legal Entity, etc, thus allowing for a much shorter list of Positions; e.g ta single Account Executive requisition hiring for 10 Account Executive positions belonging to the Customer Success business unit. So, the list of Position in the Account Executive req should only show Positions in the CS BU.

Do you mean to say that Solution 2 using sourceFieldName and destinationFieldName can work to fulfill this requirement?

Can you elaborate:

That the field criteria row means that the Position multiselect object field will only show Positions IF the sourceFieldName matches with the destinationFieldName?
Does the sourceFieldName refer to a field in Requisition mapped from Position?
Does the destinationFieldName refer to the attribute in the Position itself?
Does multiple rows or field criteria imply an AND or OR condition? I suppose multiple rows means AND condition
How can I use this method to only show Positions in the list which are To Be Hired=Yes? Often customers question that since some Positions are not to be hired, but why they are appearing in the Position dropdown list in Requisition still.

Best Regards
Ernest Lin

arunsingh222 · ‎2023 Feb 03

Hi Sonali,

Thanks for highlighting it.

So when we iniate the Onboarding in Mass or one by one from RCM, All candidate will reach in Onboarding.

But in Onboarding we don't have anything like Mass Onboarding by that we can complete in mass

We have to complete the onboarding one by one but for task we can have option to complete the task in mass as by the responsible person.

This multiselect position feature only for RCM which help to hire multiple candidate for multiple position from a single requisitiion. So we dont have to create the multiple job requisition for each position.

I hope now, you get the answer for your query

Regard,
Arun Singh

sonalineve · ‎2023 Feb 03

Hi Arun,

Thank you for your response. However, would appreciate if you can shed some light on below

For task we can have option to complete the task in mass as by the responsible person.- how can we achieve this? can you pls help with configurations?

Thank you in anticipation.

Regards,

Sonali Neve

sonalineve · ‎2023 Feb 03

Hi Arun,

One more query -

Scenario - we have 1 job req for 10 positions, now when we try to onboard, lets say for 5 positions out of 10, how can we achieve that without job req getting closed in RCM? Can you pls help with configurations?

Thank you.

Regards,

Sonali Neve

arunsingh222 · ‎2023 Feb 05

Hi Lin,

Yes, If we go with FieldName and destinationFieldName in mostly cases solution 2 can full fill the requirement

Actually as a defination it doesn't mean to that but yes when we define these criteria only those postion shows which matches with this condfition

sourceFieldName field referethe the object field id which is used on position

destinationFieldName refer to the Job requisition field ID

these field criteria works in AND condition

For the last point, I also got the same requirement so i did one work around by which we can also full fill the requirement Here the below things i did
- I create a new object field cust_HiringStatus on postion which have Yes and NO value
- Then i write a rule with the condition when To be Hire = Yes then Set cust_HiringStatus = Yes and vice versa for No and added as SAVE rule
- Then same object field i defined on Job Requisition and then added this in field criteria
- And then it works show multi select postion fiels shows the position as per Primary Position which is To Be Hired = Yes

But there is one this this rule will work for the future changes in position or creating new postion so we have to import the position data as per the same value of To Be Hired in this new field so it can work for old position as well

I hope now, you get the answer for your query

Regard,
Arun Singh

arunsingh222 · ‎2023 Feb 05

Hi Sonali,

As example, if we selected 10 Position and On Job requisition we have a standard field "No. of Openings = 10" so when we intiate onboarding for candidate automatically that no. decrease and when it become less then 1 then Job Requisition will close

But if you have 5 remaining opening it will not close, but it's depend on Recruitment Team Action if they want to close manually, they can update the Job requisition.

I hope now, you get the answer for your query

Regard,
Arun Singh

LisaRaff · ‎2023 Jul 12

Hi Arun,

thank you for this great approach. We would like to use it to only show position with To Be Hired = Yes. Why do we need to create an additional custom field in the position details? Is it also possible to use the standard "vacant" field in position object? This would save us from uploading the value of the new custom field in all existing positions.

Any advice appreciated!

Kind regards,

Lisa

arunsingh222 · ‎2023 Jul 12

Hi Lisa,

Thanks for highlighting this.
For setting up the field criteria in Job requisition Template can be only setup with the Object fields.

As this "To be Hired" is a picklist field which cannot be possible to add for field Criteria.
Because of that we have to create a custom objected field in we will save the same data in respect to "To be Hired" Field

So, system will filter out the position according to the field value of "To be Hired" field.

I hope this will help for your doubt.

Thanks and Regard,
Arun Singh

LisaRaff · ‎2023 Jul 13

Hi Arun,

Thank you so much for your quick reply! I still struggle with the business rule needed to map the value of standard "vacant" field in position object into the new custom object field. Could you give an example how you set it and to which action you linked it?

Kind regards,

Lisa

B-Ajaikaran · ‎2023 Jul 18

Hi arkoillusion

Thanks for the excellent blog on this topic.

In our company, we are exploring this option for mass hiring for customer care agents and factory operators.

Could you please provide some input on the hiring manager and other recruiting roles that has to be integrated/sent to onboarding module? Please let me know if your solution has been designed with the assumption that all selected positions in job requisition should report to the same hiring manager?

Regards

Ajai

steffiedsa2 · ‎2023 Sep 19

Hi arkoillusion

Thanks for this article. I wanted to ask a question please

If we want to select multiple positions in a requisition, each belonging to a different country. As an example - 3 positions - one from UK, one from USA and 3rd one from India. I wanted to understand how the application country specific field will work.

If a candidate chooses to apply for the India position, will the application show India specific country fields?

We are looking to implement multi position field but want to understand how this will impact application fields as we have strict legal rules around diversity questions - some questions can be asked in UK but not in USA.

Hence wanted to make sure we know the options available to us.

Thanks in advance for your reply.

Regards,

Steffie