Correspondence

Correspondence in SAP E-Recruiting is based on templates in SAP Smart Forms. You can send correspondence in the form of printed letters or using e-mail.

The standard SAP spool system is used for printing letters. Using the Personal Settings , each internal user can individually specify which printer is to be used.
The e-mails are sent directly from the SAP E-Recruiting system.

Correspondence is sent using correspondence activities (activities from the Simple Correspondence or Invitation categories). A letter template (Smart Form) is assigned to each correspondence activity. Letter templates for correspondence are created and edited in Customizing using the SAP Smart Form Builder.

When the letter is created, the system amends the letter templates automatically with the relevant address data of the candidate. Letters created in this way can be edited, if required, using an Editor before being sent.

If necessary, e-mails can be supplemented with additional documents before being sent. The attachments uploaded for this purpose are stored in the subtype 0006 of the Attachments infotype (5134).

Customizing

To send correspondence, you require correspondence activities to which letter templates are assigned. To create your own activities and letter templates, you must execute the following activities from the Implementation Guide (IMG) for SAP E-Recruiting.

Define Activity Types (Correspondence activities)

In the IMG activity Define Activity Types , you can create activities for the Simple Correspondence and Invitation categories, among other things. You need these activities in order to be able to send correspondence.

The following correspondence activities are delivered with the standard system:

Correspondence activities

Activity Type	Name	Activity Category
0142	New Password	Simple Correspondence
1010	Acknowledge Candidate	Simple Correspondence
1020	Acknowledge Registered Application	Simple Correspondence
1030	Acknowledge Unregistered Candidate	Simple Correspondence
1035	Application Confirmation (Manual)	Simple Correspondence
1040	Request for More Information	Simple Correspondence
1050	Invite to Apply	Simple Correspondence
1060	Correspondence: Rejection	Simple Correspondence
1110	Extend Offer	Simple Correspondence
1120	Rescind Offer	Simple Correspondence
1150	Interim Notification	Simple Correspondence
1160	Propose Talent Pool Participation	Simple Correspondence
1200	Deregistration	Simple Correspondence
1300	Inform Employee	Simple Correspondence
8520	Circular	Simple Correspondence
3010	Invite to Telephone Interview	Invitation
3020	Invite to Interview	Invitation
3040	Invite to Assessment Center	Invitation
3060	Invite to Medical Check	Invitation
3070	Request Questionnaire	Invitation
3080	Request EEO Questionnaire	Invitation

Create Form

In the IMG activity Create Form , you can create new forms with the SAP Form Builder using the delivered copy templates and specify the appearance and contents of the individual forms.

Note Note

Note that there are two different ways a user can customize letters that are based on the forms. When you set the system parameter RECFA INDCO (IMG activity Set System Parameters ), you decide on one way and create the forms required for this method.

End of the note.

If you want to use the HTML editor to change the letters, you can use the copy template HRRCF_CS_APPLICANT to create forms that you want to assign to the activity types of the Simple Correspondence category. Forms based on the HRRCF_CS_APPL_INVITATION copy template are relevant for activity types in the Invitation category.

Note Note

The different copy templates are in the form interface.

End of the note.

If you want to work with changeable letter sections, you can use the copy template HRRCF_CS_IT_APPLICANT to create forms that you want to assign to the activity types of the Simple Correspondence category. Forms based on the HRRCF_CS_IT_APPL_INVITATION copy template are relevant for activity types in the Invitation category.

Note Note

The different copy templates are in the form interface.

End of the note.

In the standard system, the following copy templates and letter template samples are delivered for SAP E-Recruiting:

Copy templates and letter template examples

Name	Description	Can be changed using
HRRCF_CS_APPLICANT	Letter to Candidate (copy template)	HTML Editor
HRRCF_CS_APPL_INVITATION	Letter to Candidate (copy template)
HRRCF_CS_EXA_APPL_REQUEST	Invite to Apply
HRRCF_CS_EXA_CONF_REGISTRATION	Acknowledge Candidate
HRRCF_CS_EXA_DEREGISTRATION	Deregistration
HRRCF_CS_EXA_INVITATION	Invitation
HRRCF_CS_EXA_NEW_PASSWORD	Access Authorization
HRRCF_CS_EXA_OFFER_CONTRACT	Extend Offer
HRRCF_CS_EXA_PROV_NOTIFICATION	Interim Notification
HRRCF_CS_EXA_QUESTIONNAIRE	Request Questionnaire
HRRCF_CS_EXA_RECEIPT	Confirmation of Receipt
HRRCF_CS_EXA_REJECTION	Correspondence: Rejection
HRRCF_CS_IT_APPLICANT	Letter to Candidate (copy template)	Changeable Letter Section
HRRCF_CS_IT_APPL_INVITATION	Letter to Candidate (copy template)
HRRCF_CS_IT_EXA_APPL_REQUEST	Invite to Apply
HRRCF_CS_IT_EXA_CONF_REGISTER	Acknowledge Candidate
HRRCF_CS_IT_EXA_DEREGISTRATION	Deregistration
HRRCF_CS_IT_EXA_INVITATION	Invitation
HRRCF_CS_IT_EXA_NEW_PASSWORD	Access Authorization
HRRCF_CS_IT_EXA_OFFER_CONTRACT	Extend Offer
HRRCF_CS_IT_EXA_PROV_NOTIF	Interim Notification
HRRCF_CS_IT_EXA_QUESTIONAIRE	Request Questionnaire
HRRCF_CS_IT_EXA_RECEIPT	Confirmation of Receipt
HRRCF_CS_IT_EXA_REJECTION	Correspondence: Rejection

For more information about using the SAP Form Builder and SAP Smart Forms , see SAP Library under SAP NetWeaver Components → SAP Web Application Server → Basis Services / Communication Interfaces (BC-SRV) → SAP Smart Forms (BC-SRV-SSF) .

Assign Forms to Activity Types

In the IMG activity Assign Forms to Activity Types , you can store for your activity types the letter templates (Smart Forms) you would like to send when executing the activities. In this way, you can assign several different forms to different companies, interest groups, and candidate classes.

Caution Caution

Due to the varying data interfaces of the Smart Forms, it is essential that you assign Smart Forms for invitations to activity types in the Invitation category, and all other Smart Forms to activity types in the Simple Correspondence category.

End of the caution.

Assign Document Formats to Output Channels

In the IMG activity Assign Document Formats to Output Channels , you can specify the output formats in which documents are printed, sent by e-mail, or displayed on the screen.

You can assign the following document formats to the output channels:

Document formats

Output Channel	Document Format	Effect
Editor	SSF_HTM	The document is displayed in the editor in HTML format. This is the only selection option.
E-mail	SSF_HTM	The e-mail contains the document in HTML format.
E-mail	SSF_PDF	The e-mail consists of the document in ASCII format. The e-mail also contains an attachment that contains the document in PDF format.
E-mail	SSF_ASC	The e-mail consists of the document in ASCII format.
Front-End	SSF_HTM	The document is displayed in the frontend in HTML format.
Front-End	SSF_PDF	The document is displayed in the frontend in PDF format.
Printer	SSF_OTF	The document is sent to the printer in Output Text Format (OTF) which is an SAP format. This is the only selection option.