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Adobe Sign for SAP SuccessFactors: Cloud Foundry Installation Guide

Overview

Adobe Sign for SAP SuccessFactors: Cloud Foundry Installation Guide explains how to integrate Adobe Sign with SAP SuccessFactors. SAP Success Factors is a cloud-based human capital management software and talent management suite.

The Adobe Sign for SuccessFactors integration extends the Adobe Sign functionalities on SuccessFactors via the SAP BTP Cloud Foundry environment. It includes an integration for Recruiting Management (RCM) that enables the users to send Offer Letters from within SuccessFactors to a single recipient. The signed documents are stored on the Candidate Profile, and the signing occurs via email notifications.

To install and use Adobe Sign for SAP SuccessFactors via the SAP BTP Cloud Foundry environment, you need to complete the following steps:

Learn how to troubleshoot the common issues in Adobe Sign SAP SuccessFactor installation.

Register and configure your SAP SuccessFactors system

To register and configure your SAP SuccessFactors system, you must implement the following steps:

Deploy Adobe Sign for SuccessFactors application

Once you are done setting-up Adobe Sign for SAP SuccessFactors, you must deploy the Adobe Sign application. Follow the below steps to deploy the application:

  1. Download the deployment archive and extract the contents to a local folder.

  2. Use any editor to edit the manifest.yml file, and then replace <company> with your company name and <api> with the API detail found in the cockpit.

    Sample file details:

    <company> = 10384 

    <api> =  eu10.hana.ondemand.com

    applications = # AdobeSign application

    name = AdobeSign--10384

    memory = 1024M

    timeout = 300

    routes = route: adobesign10384.cfapps.eu10.hana.ondemand.com

    cloud-foundry-env

  3. Make sure that the following services are being used for the #AdobeSign application:

    - sap_hcmcloud_core_odata

    - xsuaa

    - destination

    - connectivity

    Note:

    If the HANA database is created for holding user credentials, remove '#' to enable the 'hana_adobe' service in the manifest.yml file.

  4. Ensure that only the xsuaa service is used for #Application Router:

    - xsuaa

  5. Enable the following parameters by removing the '#' at the beginning of the line in the manifest.yml file: 

    • SF_OPERATOR_AS_APPROVER:  This parameter maps the “property name” of type ‘JobRequisitionOperator’ available in your job requisition entity for the approver workflow. The approver's email address is automatically populated with their role in the Recipients section of the Sign Compose (Send) page.
    • SF_OPERATOR_AS_CC: This parameter maps the “property name” of type ‘JobRequisitionOperator’ available in your job requisition entity for the CC workflow. The specified operator's email address is automatically populated in the CC field on the Sign Compose (Send) page, ensuring they receive a notification when the offer letter is sent to the candidate.
    • JOB_APP_STATUS_LABEL_FOR_OFFER_REJECTED: This parameter automatically updates the Job application status different from the default value "Declined Offer" when the candidate rejects the offer letter.    

    Sample parameter values:

    • SF_OPERATOR_AS_APPROVER: sourcer
    • SF_OPERATOR_AS_CC: hiringManager
    • JOB_APP_STATUS_LABEL_FOR_OFFER_REJECTED: Declined Offer
    Note:

    Refer to Adobe Sign for SAP SuccessFactors: Recruiting guide to learn about the usage of these parameters.

    Enable the following parameters in the manifest.yml file to deploy Acrobat Sign for SuccessFactors package.

  6. Save the manifest.yml file in the same folder.

    It's later used for deployment.

  7. Download and install the Cloud Foundary Command Line Interface, as follows:

    1. Go to the SAP Development Tools.
    2. Under SAP BTP Command Line Interface (btp CLI), download the BTP Command Line Interface file for your operating system.
    install-sap-btp-command-line-interface

  8. Open the CF console and connect to the BTP account, as follows:

    1. Execute cf api <api name>, where <api name> can be found from the cockpit.
    2. Execute cf login for authentication to the subaccount.
    cf-login

  9. Execute cf push -f <PATH_TO_APP_MANIFEST> to deploy the application.

    execute-cf-push

Once the deployment is complete, check the cockpit to verify that the following two applications are running:

  • Adobe Sign application endpoint - It is used for setting up the SAP SuccessFactors tile and templates.
  • Adobe Sign application router endpoint - It is used for getting the SAP SuccessFactors template button.
space-dev-applications

Note:

To create or update a parameter in the manifest.yml file after you've deployed the Acrobat Sign for SuccessFactors v3.0.0 package, go to User-Provided Variables and then select Edit to modify the parameter value or select Create Variable to add a parameter. Once done, restart the application.

Application dialog with access to user-provided variables

SuccessFactors Provisioning

Add a field for storing signed offer letters

To add a new field to the Recruiter page (Job Application page) to store the signed offer letter, follow these steps: 

  1. Open the Provisioning application and download the Job Requisition and Application Template.

    add-field

  2. To display a new field on the form, add a new field definition in the Requisition application template.

    <field-definition id="adobeSignAttachment" type="multiattachment" required="false" custom="true" public="false" readOnly="false" anonymize="false" forward-intact="false" sensitive="false"> 

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

    <field-description><![CDATA[Adobe Offer Signed]]></field-description> 

    </field-definition>

  3. Add field permissions based on the single-stage or multi-stage implementation method.
    Below is an example of permissions for single-stage implementation.

    provisioning-add-field-permission

  4. Upload the templates in Provisioning and verify your changes. 

  5. Step text

Add a Button  for Saving offer letters

To add a button for saving the offer letters to the Recruiter page, follow the steps below:

  1. Open the Provisioning application and export the language pack.

    Refer to this Example Source file from Provisioning.

    export-lang

  2. Select your language and then select Download default labels.

    It downloads a CSV file that should be adjusted, as shown below.

    add-button-1

  3. Import the updated language pack (.csv) to Provisioning.

    Refer to this Example language pack file to be uploaded to provisioning.

    add-button-2

Create field for Offer Letter in the Candidate Profile

  1. Modify the 'Candidate Profile Template' XML by adding the following lines:

    Field definition:

    <field-definition sensitive="false" anonymize="false" custom="true" required="false" type="text" id="cust_offerLetter">

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

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

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

    <field-description><![CDATA[Offer Letter ]]></field-description>

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

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

    </field-definition>

    Field permissions:

    <field-permission type="read"><role-name><![CDATA[Candidate]]>

    </role-name><country><![CDATA[*]]></country><source><![CDATA[Internal]]></source>

    <field refid="cust_offerLetter"/>

    (…)

  2. Configure the reportable custom field using these steps:

    1. Navigate to Provisioning > Configure Reportable Custom Fields.
    2. Enter the custom fields defined in the XML file.
    3. Select Save Extended Field Mapping.
    4. Select Synchronize Existing Data.                                                                                                                    

    If you've added or changed custom Candidate reporting fields, this option updates any reportable data.

Modify Offer Letter Template

To modify the Offer Letter template:

  1. Log in to SAP SuccessFactors using your admin credentials.

    offer-letter-admin-center

  2. Go to Admin Center > Recruiting. 

    manage-offer-letter-templates

  3. Select Manage Offer Letter Templates.

  4. In the page that opens, select a relevant offer letter template and then select Edit.

  5. From the top toolbar, select Image icon to add a new image.

    toolbar-edit

  6. To Configure the Image Properties, select the Image Info tab and enter the following details:

    • Set the Width value to 100%
    • Set the Height value to 117
    • Set the URL to the account-specific Image URL
    Learn how to determine your account specific image URL

  7. Select the Link tab and enter the account-specific Link URL into the URL field. Next, set the Target dropdown to Same Window(_self).

    Image properties

Add Successfactors admin tile

To add an Adobe Sign Admin tile to SAP SuccessFactors:

  1. Log in to SAP SuccessFactors using your admin credentials.

  2. Select Manage Home Page > Add Custom Tile.

    add-custom-tile

  3. In the dialog that opens, set the tile properties as follows:

    • General:
      • Tile Name: AdobeSign
      • Description: free text
    • Tile:
      • Type: Static
      • Tile: Adobe Sign
      • Icon: sap-icon://account (You may select any other suitable icon, as desired.)
    • Navigation:
      • Target: URL
      • Open Link in a new Window/Tab – checked.
      • URL: Add the URL link for the Java app, as generated from the SAP BTP app router in the following format:
        https://***.cfapps.***.hana.ondemand.com/AdobeAdminRecruiting
      • Example URL: https://adobesignWeb10384.cfapps.eu10.hana.ondemand.com/AdobeAdminRecruiting
    • Assignments:
      • You must configure the sections from your instance to the relevant User Groups configured in your RBP concept.

Verify the OData permission set for Recruiting User and API user specified in SAP Basic Authentication Destination

Verify whether the following OData Recruiting permissions are assigned to Recruiting User and API user specified in SAP Basic Authentication Destination. If not provided, please grant the following OData Recruiting Permissions. 

Verify the Odata permission

Connect to Acrobat Sign

Once the Admin Tile is configured, Adobe Acrobat Sign group or account admins must connect SAP SuccessFactors to Adobe Acrobat Sign using the following steps:

  1. Login to the SAP SuccessFactors instance.

  2. Navigate to Home and then select Adobe Sign tile.

    Connect SAP SuccessFactors to Adobe Acrobat Sign

  3. On the login page that opens, provide the account administrator email and password, then select Sign in.

    Connect SAP SuccessFactors to Adobe Acrobat Sign

  4. On the permissions dialog that appears, select Allow Access to grant the permissions and establish the connection.

    Connect SAP SuccessFactors to Adobe Acrobat Sign

    Once the connection is established, a confirmation message is displayed. 

    Connect SAP SuccessFactors to Adobe Acrobat Sign

Change Job Application Status (Optional)

You can add a new status, 'Offer Accepted' in Job Application process using the following steps:

  1. Go to Provisioning Applicant Status Configuration > Edit Base.

  2. In the dialog that appears:

    • Set the Type as In Progress.
    • Enter the Status Name as Offer Accepted.

    The New status will be then available to add to any of the status sets available for the instance.

    Acrobat Sign for SAP SuccessFactors: Change job application status

  3. Go to Provisioning > Applicant Status Configuration > Add New.

    The newly created Status set will be populated with the system statuses, and you can add further statuses from the base to the pipeline.

    Acrobat Sign for SAP SuccessFactors: Change job application status

  4. To use the status in your recruiting process, navigate to Edit Applicant Status Configuration and edit the Status Set marked as “Default”.

    Acrobat Sign for SAP SuccessFactors: Change job application status

  5. Select Add New and from the Picklist, select the status as Offer Accepted, and set all the needed options.

    Acrobat Sign for SAP SuccessFactors: Change job application status

    Acrobat Sign for SAP SuccessFactors: Change job application status

    Acrobat Sign for SAP SuccessFactors: Change job application status

Troubleshoot

Below are a few common issues that may come up during set up and usage of the Acrobat Sign for SAP SuccessFactors:  

Connection error on selecting Adobe Sign Admin Tile: You Need to Be A Paid Subscriber of Adobe Sign to use this integration With SuccessFactors 

This issue amy arise for users who don't have Account or Group admin access to Adobe Sign. Verify that user being used for establishing the connection between Adobe Sign and SAP SuccessFactors through Adobe Sign Admin tile is an Account/Group administrator in Adobe Sign.

Adobe Sign troubelshooting interface

Error in offer letter on selecting Send using Adobe Sign: Please connect to AdobeSign! 

This error comes when the connection between SuccessFactors and Adobe Sign is not established. Login into Adobe Sign Admin Tile with Adobe Sign Account/Group Admin credentials to create connection with Adobe Sign before sending the Offer Letter to Candidate.

Error on selecting Adobe Sign admin tile: The redirect_uri has an invalid domain

To resolve the invalid domain error, follow these steps:

  1. In the cockpit, go to your sub-account and select Services Instances and Subscriptions.

  2. Under Instances, select the Authorization & Trust Management Service icon and select Update.

  3. Under the Parameters section, upload the following JSON and replace the <router-App-url> with the link specific to your Java app generated from the SAP BTP app router.

    For instance, if your router Application URL is: https://adobesignWeb10384.cfapps.eu10.hana.ondemand.com

    The redirect-uris key-value pair in the following JSON should be: "redirect-uris": ["https://adobesignWeb10384.cfapps.eu10.hana.ondemand.com/**"]

    JSON template:
    {

       "xsappname": "extension-app",

       "tenant-mode": "dedicated",

       "oauth2-configuration": {

           "redirect-uris": [

               "<<router-App-url>>/**"

           ]

       }

    }

  4. Select Update Instance.

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