What are custom fields?
Our custom fields feature gives our SAP SuccessFactors customers greater control and flexibility over automations by allowing them to use fields from their requisitions as filters for Grayscale automations.
For example:
Want a special automation that only sends to candidates in a certain location? You can map the location field in Grayscale, and then set it as a filter on the automation so that it only triggers for that specific location!
Are you having to create a large number of automations because you have several recruiters and each needs their own custom automation? If you add a field to the requisition with the recruiter's name, you can then map it and use it as a filter in Grayscale automations!
Mapping custom fields
Before the fields can be used in Grayscale, they must be "mapped". "Mapping" connects the field from the requisition in your ATS to Grayscale so that we can see the data it contains and use it as a filter. This process is done by your team member with Admin access in Grayscale. Full instructions on mapping can be found in our Mapping Custom Fields - SuccessFactors article.
Using Custom fields in automations
Once the custom field has been mapped by your Admin, you will find it in the Job section when creating new (or editing existing) automations. The fields will show up as additional filters, and you can select as many different ones as you need for the automation you wish to create.
Note: All Jobs is an option only Admins will see. Non-admin users will see Custom Jobs instead, and must combine it with a filter.
When creating or editing an automation, follow these steps to use the custom fields:
Select whether you want the custom field filters to apply to every job or just jobs that you are assigned to as the Recruiter, Hiring Manager, Coordinator, or Sourcer
Custom Jobs/All Jobs - The automation will search all jobs in your organization for those that match the filters
All My Jobs - The automation will search only jobs you are assigned to for those that match the filters
Click the filter you want to use and enter the value you want to search for
You can select multiple filters
Finish configuring the automation and click the Save button
That's it! Your automation will now trigger only for jobs that match the custom fields filters that you selected.
Note: If you don't see the filter you need, speak with your Admin and ask them to map the field for you.
Note: If you change the value of a field in the ATS, it may take up to 20 minutes before Grayscale sees that change. Until that change synchs in Grayscale, the automation would act based on the previous value of that field.
For example, if you change the location in the requisition from "Tampa, FL" to "Atlanta, GA", any automations with the location filter set to "Atlanta, GA" would not trigger for this job until the data synchs in Grayscale.