Overview
What is Hiring Status Integration ("HSI")?
HSI syncs the application status of candidates between Phenom applications and SuccessFactors. Post the candidates apply for a job, recruiters take action on those applicants to proceed with the hiring process. The actions such as moving the applicants from one hiring status to another. Once the status update is done at ATS or CRM, that has to be synced from ATS to Phenom or vice-versa
There are two types of hiring status integrations:
One-way HSI
- Syncs statuses periodically from SuccessFactors to Phenom (CRM & Internal mobility)
- With one-way HSI, status changes can only occur on the ATS side. CRM just displays the current status of the applicant synced from ATS. Hiring statuses cannot be changed in the CRM.
Two-way HSI -
- Pushes hiring status changes from CRM to SuccessFactors.
- Hiring status changes can occur both from the ATS and the CRM. The data sync will happen both ways.
How Data Flows
Depending on the type of Hiring status integration, data flows between SuccessFactors and Phenom differently
- One-way HSI - data flows from SuccessFactors to Phenom (CRM and IM) on a scheduled basis.
- Two-way HSI - data flows from Phenom CRM to SuccessFactors in real-time.
💡 NOTE: IX currently supports only one-way HSI, so the remainder of this article outlines the steps to enable one-way. Two-way will require implementation development support.
Data Sync Frequency
For one-way hiring status, Phenom runs a scheduler that periodically syncs candidates data from SuccessFactors. The user can set the sync frequency and 30mins is preferable.
API Details
This section highlights the specific APIs Phenom uses to integrate with SuccessFactors.
- Get_Updated_Candidates - Use this API to fetch candidate details for the provided date range.
- Get_Updated_Candidates_Count - Use this API to fetch the number of updated candidates for the provided date range.
- Get_Candidate_By_ApplicationId - Use this API to fetch the candidate details for the provided application ID.
- Get_Application_By_CandidateId - Use this API to fetch the application details for the provided candidate ID.
Configuration Steps in API Config
Step 1: Configure base credentials in API Config
- Login to API Config with your credentials. URLs for API Config are
- - For US region
- - For IR region
- - For CA region
- Select your customer tenant.
- Click on the Add API button on the top right to add API details.
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- Select the ATS as SuccessFactors from the list of ATS and click Next.
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- (Optional) Select any middleware you may be using and click Next.
- If middleware is not used, click Next without selecting any middleware.
- CenterLargeAccessibilityDelete
- Provide a Title - Make sure you indicate the SuccessFactors environment details (like Sandbox or Production) in the title.
- Select Hiring Status 1 way (Pull) for Integration Flow.
- Select API as Integration Method.
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- Enter the Base URL and provided credentials from the configuration workbook. The Base URL is the first part of the Recruiting or Human Resources APIs (Something like this: ).
- Click Save Configuration.
- This will test the APIs against the provided credentials and saves the configuration.
- Navigate to the API configuration in Development that has just the base credentials.
- Click on Edit API Config on the top right.
- Scroll all the way to the bottom of the page and click the Add API button.
- You will see a standard list of REST and SOAP APIs that can be added to your API configs. These APIs are predefined templates that have the right header and payload information configured to make these API calls.
- Add the below API to your API configs. Make sure you are picking this API from the REST tab.
- Generic_Get (REST API) - The response type is XML.
- Get_Updated_Candidates (REST API) - The response type is XML.
- Name the API endpoint as
Get_Updated_Candidates - Add endpoint as
/odata/v2/JobApplication - Add Headers Key: Value as
Accept: application/atom+xml;charset=utf-8 - Add Query parameters as shown below.
- Get_Updated_Candidates_Count (REST API) - The response type is XML.
- Name the API endpoint as:
Get_Updated_Candidates_Count - Add endpoint as:
/odata/v2/JobApplication/$count - Add Query parameters as shown below.
- Get_Candidate_By_ApplicationId (REST API) - The response type is XML.
- Name the API endpoint as:
Get_Candidate_By_ApplicationId - Get one of the Application IDs from the Get_Updated_Candidates API Response.
- Add endpoint with Application ID as:
/odata/v2/JobApplication(3592L) - Add Headers Key : Value as -
Accept : application/atom+xml;charset=utf-8 - Add Query parameters as shown below.
- Get_Application_By_CandidateId (REST API) - The response type is XML.
- Name the API endpoint as:
Get_Application_By_CandidateId - Get one of the Candidate IDs from the Get_Updated_Candidates API Response.
- Add endpoint with Candidate ID as:
/odata/v2/Candidate(171963L) - Add Headers Key: Value as
Accept: application/atom+xml;charset=utf-8 - Add Query parameters as shown below.
- For each of the APIs added to the API config, enter the Endpoint information from the Discovery Workbook. This endpoint information starts with a forward slash (/) and everything follows the base URL.
- Test each API using the Test API Config button and Ensure that it gives a successful response.
- Click Save Configuration to save the configuration.
- For UAT, promote the Sandbox API Config to the Phenom Staging environment
- For production, promote the Production API Config to the Phenom Production environment
- Click on the ellipsis (3 dots) against the API Config and click Promote.
- CenterLargeAccessibilityDeleteThis makes the API Config available in other environments. This is a pre-requisite for creating HSI flows in Flow Studio Integrations.Client Specific ConfigurationsBefore starting the integration flow ensure that the following parameters are enabled for the Refnum.💡 NOTE: Since Success Factors don’t have latency, configure latency_minutes as ZERO in UI.Candidates Re-ProcessingIn order to process individual candidates, a
Reprocessing Candidates section is available on the same HSI Configurations page.List out the candidate IDs that have to be reprocessed and separate them by a comma (,) to send them for processing as shown below.CenterLargeAccessibilityDeleteSetup in 'Flow Studio - Integrations'Now that the API configuration has been fully configured, it is time to enable an HSI flow. A flow is a templated set of actions that extracts and transforms data from an external application and loads them into the Phenom data model.Flow Studio Integrations offers predefined flow templates that can be used to easily set up an HSI flow. The steps are detailed below.Step 1: Create an HSI flow from a templateCenterLargeAccessibilityDeletelatency_minutes (Mandatory): it is the data lag at ATS. It will vary from client to client (for example: at 5 pm, ATS will have data updates till 4:30 pm, so we configure latency of 30min). It is usually 8 to 10 min for Workday clients. For SusscessFactors configure latency of Zero mins.
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last_run_date (Mandatory): Stop the old HSI flow and copy the last run date from the previous flow configurations and enter it here. -
attachment_migration (Optional): Is to pull the attachments from ATS.
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- Select the category as 'Hiring Status sync (ATS to Phenom)' from the dropdown.
- Select the pre-built flow 'Standard HSI' from the list and click Continue.
- If a flow already exists, you get the below warning. It is recommended to create just one flow per ATS per flow category to avoid duplication of data sync between the systems.
- The "Flow Title' is auto-generated, Edit the flow title if required. The list of actions that this flow performs is also shown on the UI. Click Save to navigate to the “Integration Flow” page. The templates are pre-defined with pre-configured values. If the values change from tenant to tenant, We have to create a template and change the values specific to that tenant.
- The “Integration Flow” displays the details like Title, Last Updated Date, ATS, Trigger Event, Scheduling Period, Debug Mode, and ACTIONS.
- Here you can turn on or off certain actions, edit field configurations and modify flow configurations.
- Click on the drop-down arrow under Trigger to configure the scheduling period. The Scheduling Period is configurable through Timer to schedule the run for hiring status data sync for every 15 minutes, 30 minutes, 60 minutes, 2 hours, 3 hours, 4 hours, or 1 day.
- The Scheduling Period is configurable through Cron String as well based on the requirement for every minute/hour/day. To configure the Cron String, Select the Trigger Type as Cron from the drop-down and enter the Cron Expression in the crown expression field.
- Click Save to save the flow. The flow gets created by default in the Development environment and is in an Inactive state.
- Click on the flow you just created. The flow configuration screen is loaded.
- In the "Configure Actions" section, a new button, Edit Fields, shows up. Click Edit Fields.
- A new field selection UI loads on the screen. This screen allows you to select any additional fields as per the discovery workbook.
- Once you complete the addition of missing fields if any, select the relevant fields from the list as per the customer's requirement. Click Continue.
- The next screen allows you to configure how you may want to use the selected fields. There are 2 options:
- Directly mapping fields
- Transforming fields
- Directly mapping fields: When you choose this option, the Phenom fields list shows the list of all standard job fields in Phenom you can map to.
- All fields marked for direct mapping need to be mapped to a Phenom field on this screen. Click Continue to Review.
- Review changes under the Recent Transformations section and click Finish to save the field mappings.
- Transforming fields: When you choose this option, in this mode you are not required to select target Phenom fields on this screen yet. Click on Continue to Transform, the next screen lets you transform fields and map them to Phenom fields.
- The Transformation Studio lets you apply functions on your source fields and map them to destination fields.
- Click Add Phenom Field, and add the target fields to which you want to map your source fields.
- Click on the hamburger icon (3 horizontal lines) on the top left to open the functions library. Select relevant functions. Add your functions, map them to the target fields and select Save & Configure.
- Review changes under the Recent Transformations section and click Finish to save the field mappings.
- Click on the verticle ellipsis (3 dots) against the flow and click on Promote Flow option to move the flow to higher environments.
- Click Submit to promote the flow from Development to QA.
- On successful promotion, you will see this screen. Click Ok to navigate to the Flows page.
- Repeat the promotion process - now from QA to staging.
- Once the flow is created, you can now activate the flow by turning On the toggle button beside the flow.
- This will initiate a Candidates data sync run and in a couple of hours, SuccessFactors candidates data should start to show in Phenom CRM.
- Login to 'Flow Studio - Integrations' with your credentials. The URL for 'Flow Studio - Integrations' is
- Select your customer/tenant.
- Click on the drop-down arrow of Connection History and click on 'Hiring Status Runs'.
- You can view the 'Hiring Status Run Summary' for the selected date range, like whether the Run is a Success, Failure, Warning, Missed Run, and In Process with the color coding bars, hover over them to view further more details of the Run.
- You can select the date range based on the requirement. To edit the date range, click on the date to make the selection.
- You can also find the following details like Run ID, ATS, Start Date, End Date, Run Duration, Status, Success Candidates, Failure Candidates, Skipped Candidates, Total Candidates, Evergreen In Total, Run Params in the tabular format.
- Click on the numeric value under the columns Success Candidates, Failure Candidates, or Skipped Candidates to view the candidate details like candidate ID and candidate Email ID.
- Make a note of the Email ID of the candidate to verify them in the CRM. You can also download the details of the candidates as '.CSV' file.
- Search the candidate by Email ID (email ID will be available in flow studio run summary UI as instructed in the previous step) in the Search field.
- Verify the candidate details and hiring status of the particular candidate.
- Select the date range.
- Give the Tag name.
- Enter the chunk time hours.
- Click Initiate to start the historical data processing for the selected date range.
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