SAP e-Recruiting – Internal and External candidate

Differentiate between Internal and External Candidate

Whether a candidate is internal or external is not stored in the tables of sap e-recruiting (HRP5102 does not have any such flag). The system checks if the central person (CP) of the candidate (NA) is related to an employee id (P) via a relation in HRP1001 and the relation is valid today. Then the system checks for IS_INACTIVE flag is SPACES in HRP5102.

This check can be done manually or using  CL_HRRCF_*_BL (service classes of e-Recuiting)

Flow of data

In a distributied scenario (I2-A and I2-B) employee master data is transferred to SAP E-recruitment and the internal candidates and related objects are created automatically.

During this process all employee’s basic master data are mapped into specific EREC infotypes.

In order to control the flow of data:

Modify the distribution model in the HR system (transaction BD64)

Limit which basic data is sent (some data is required in order to create the business partner object)

Recruitment – Letters

Letters of Correspondence

Unlike Training and Events, with Recruitment you can only generate your correspondence in either Word or SAP Script. The following items should be considered:

  • If you company uses a particular font set, does it exist within SAP Script – if not it will have to be added.
  • Would you need to use the “send to” mail recipient in Word if you are going to email applicants using Outlook (which may not be integrated with SAP Office using SAP Connect)
  • Does Word provide sufficient functionality in terms of programming functions to enable you to do everything you need to. You may wish to include IF, THEN, ELSE statements etc, in your letter. SAP Script provides many whilst standard Word provides a bit less.
  • Are all the mail merge fields available in Word?

If you would like to hold more expansive details about interview venues you can do so in Word or SAP Script using a few programming commands. SAP allows you to store 6 characters for both the room and building which is great if you are all familiar with them and where they are etc. If you need to store an address for them, then that becomes a lot more difficult. You can use IF statements in both Word and SAP Script to retrieve much more expansive and descriptive texts.

Fields available for Letters

The following fields are available to be inserted into letters of correspondence

This table contains fields which can be used in letters of correspondence

Field Field Description
ADRS-NAME1 Name 1 of an address
ADRS-NAME2 Name 2 of an address
ADRS-NAME3 Name 3 of an address
ADRS-NAME4 Name 4 of an address
ADRS-STRAS House number and street
ADRS-PSTL2 PO Box postal code
ADRS-LAND1 Country key
ADRS-PSTLZ Postal code
ADRS-REGIO Region (State, Province, County)
ADRS-SPRAS Language Key
ADRS-INLND Country key
ADRS-ANZZL Number of lines in the address
ADRS-PRIOR Address lines priority
ADRS-WAREN Delivery address ID
ADRS-LINE0 Address line
ADRS-LINE1 Address line
ADRS-LINE2 Address line
ADRS-LINE3 Address line
ADRS-LINE4 Address line
ADRS-LINE5 Address line
ADRS-LINE6 Address line
ADRS-LINE7 Address line
ADRS-LINE8 Address line
ADRS-LINE9 Address line
ADRS-LINEK Address line
ADRS-LINED Address line
ADRS-LINED0 Address line
CONTR-CTART Text for contract type (Contract Elements infotype)
CONTR-PERSG Name of employee group
CONTR-PERSK Name of employee subgroup
CONTR-RETEXT Text for Work Schedule Rule (Planned Working Time Infotype)
CONTR-SZTXT Text for time recording status (IT Planned Working Time)
CONTR-WWTXT Name of Working Week (Planned Working Time Infotype)
CONTR-PREAS Text on reason for change (Basic Pay infotype)
CONTR-TARTX Name of pay scale type (Basic Pay infotype)
CONTR-TGBTX Name of pay scale area (Basic Pay infotype)
CONTR-CTRBE Contract start date (Infotype Contract Elements)
CONTR-CTREN Contract temporary until (Infotpye Contract Elements)
CONTR-WRKPL Work location (Contract Elements infotype)
CONTR-LFZFR Number of continued pay periods (IT Contract Elements)
CONTR-LFZZH Continued pay period unit (IT Contract Elements)
CONTR-KRZFR No. of sick pay supplements periods (IT Contract Elements)
CONTR-KRZZH Sick pay supplement unit (IT Contract Elements)
CONTR-PROFR Number probationary period (IT Contract Elements)
CONTR-PROEH Probationary period unit (IT Contract Elements)
CONTR-KAGFR Notice period for employer (IT Contract Elements)
CONTR-KANFR Notice period for employee (IT Contract Elements)
CONTR-ARBEN Expiration of work permit (Infotype Contract Elements)
CONTR-AZANT Employment percent (Infotype Planned Working Time)
CONTR-ASTTG Working hours per day (infotype Planned Working Time)
CONTR-ASTWK Working hours per week (Infotype Planned Working Time)
CONTR-ASTMO Working hours per month (Infotype Planned Working Time)
CONTR-ASTJA Working hours per year (Infotype Planned Working Time)
CONTR-WKWTG Weekly workdays (Infotype Planned Working Time)
CONTR-BZART Payment type (Infotype Basic Pay)
CONTR-TRFGR Pay scale group
CONTR-TRFST Pay scale level
CONTR-JAGEH Annual salary (Infotype Basic Pay)
CONTR-CURKY Currency key
CONTR-LGA01 Wage type (Infotype Basic Pay)
CONTR-LGA02 Wage type (Infotype Basic Pay)
CONTR-LGA03 Wage type (Infotype Basic Pay)
CONTR-LGA04 Wage type (Infotype Basic Pay)
CONTR-LGA05 Wage type (Infotype Basic Pay)
CONTR-LGA06 Wage type (Infotype Basic Pay)
CONTR-LGA07 Wage type (Infotype Basic Pay)
CONTR-LGA08 Wage type (Infotype Basic Pay)
CONTR-LGA09 Wage type (Infotype Basic Pay)
CONTR-BRG01 Amount (Infotype Basic Pay)
CONTR-BRG02 Amount (Infotype Basic Pay)
CONTR-BRG03 Amount (Infotype Basic Pay)
CONTR-BRG04 Amount (Infotype Basic Pay)
CONTR-BRG05 Amount (Infotype Basic Pay)
CONTR-BRG06 Amount (Infotype Basic Pay)
CONTR-BRG07 Amount (Infotype Basic Pay)
CONTR-BRG08 Amount (Infotype Basic Pay)
CONTR-BRG09 Amount (Infotype Basic Pay)
CONTR-LGTX1 Wage type long text (Infotype Basic Pay)
CONTR-LGTX2 Wage type long text (Infotype Basic Pay)
CONTR-LGTX3 Wage type long text (Infotype Basic Pay)
CONTR-LGTX4 Wage type long text (Infotype Basic Pay)
CONTR-LGTX5 Wage type long text (Infotype Basic Pay)
CONTR-LGTX6 Wage type long text (Infotype Basic Pay)
CONTR-LGTX7 Wage type long text (Infotype Basic Pay)
CONTR-LGTX8 Wage type long text (Infotype Basic Pay)
CONTR-LGTX9 Wage type long text (Infotype Basic Pay)
CONTR-LGAW1 Wage type (Infotype Recurring Payments/Deductions)
CONTR-LGAW2 Wage type (Infotype Recurring Payments/Deductions)
CONTR-LGAW3 Wage type (Infotype Recurring Payments/Deductions)
CONTR-LGTW1 Wage type long text (Infotype Recurring Payments/Deductions)
CONTR-LGTW2 Wage type long text (Infotype Recurring Payments/Deductions)
CONTR-LGTW3 Wage type long text (Infotype Recurring Payments/Deductions)
CONTR-BRGW1 Amount (Infotype Recurring Payments/Deductions)
CONTR-BRGW2 Amount (Infotype Recurring Payments/Deductions)
CONTR-BRGW3 Amount (Infotype Recurring Payments/Deductions)
CONTR-AZDW1 1st payment date (Infotype Recurring Payments/Deductions)
CONTR-AZDW2 1st payment date (Infotype Recurring Payments/Deductions)
CONTR-AZDW3 1st payment date (Infotype Recurring Payments/Deductions)
CONTR-DZANZ1 Interval between payment dates (IT Recurring Pymts/Deduction
CONTR-DZANZ2 Interval between payment dates (IT Recurring Pymts/Deduction
CONTR-DZANZ3 Interval between payment dates (IT Recurring Pymts/Deduction
CONTR-WBEH1 Unit (Infotype Recurring Payments/Deductions)
CONTR-WBEH2 Unit (Infotype Recurring Payments/Deductions)
CONTR-WBEH3 Unit (Infotype Recurring Payments/Deductions)
CONTR-EHZP1 Payment date unit (IT Recurring Payments/Deductions)
CONTR-EHZP2 Payment date unit (IT Recurring Payments/Deductions)
CONTR-EHZP3 Payment date unit (IT Recurring Payments/Deductions)
CONTR-ANZW1 Number (Infotype Recurring Payments/Deductions)
CONTR-ANZW2 Number (Infotype Recurring Payments/Deductions)
CONTR-ANZW3 Number (Infotype Recurring Payments/Deductions)
CONTR-LGAE1 Wage type (Infotype Additional Payments)
CONTR-LGAE2 Wage type (Infotype Additional Payments)
CONTR-LGAE3 Wage type (Infotype Additional Payments)
CONTR-LGTE1 Wage type long text (Infotype Additional Payments)
CONTR-LGTE2 Wage type long text (Infotype Additional Payments)
CONTR-LGTE3 Wage type long text (Infotype Additional Payments)
CONTR-BRGE1 Amount (Infotype Additional Payments)
CONTR-BRGE2 Amount (Infotype Additional Payments)
CONTR-BRGE3 Amount (Infotype Additional Payments)
CONTR-ANZE1 Number (Infotype Additional Payments)
CONTR-ANZE2 Number (Infotype Additional Payments)
CONTR-ANZE3 Number (Infotype Additional Payments)
CONTR-EZEH1 Unit (Infotype Additional Payments)
CONTR-EZEH2 Unit (Infotype Additional Payments)
CONTR-EZEH3 Unit (Infotype Additional Payments)
CONTR-EDAT1 Date of origin (Infotype Additional Payments)
CONTR-EDAT2 Date of origin (Infotype Additional Payments)
CONTR-EDAT3 Date of origin (Infotype Additional Payments)
MEMOACT-INDIC Indicator: Completed/planned
MEMOACT-ACTID Identification number for applicant activity
MEMOACT-APACT Applicant activity type
MEMOACT-DATUM Last changed on
MEMOACT-OTYPE Object type (vacancy)
MEMOACT-REFID Reference activity ID
MEMOACT-IDTXT Standard text
MEMOACT-RECTK Status of recurring task: Print letter
MEMOACT-PERNR Personnel Number
MEMOACT-PLDAT Date of action
MEMOACT-PLTIM Time of action
MEMOACT-LETEX Indicator: Letter saved
MEMOACT-NOTEX Indicator for notes
MEMOACT-LEMOD Indicator: Letter changed
MEMOACT-REMEM Date of last time mail sent
MEMOACT-GEBNR Building number for action
MEMOACT-ZIMNR Room number for action
MEMOACT-RCTK3 Format of letter for action
MEMOACT-RCTK4 Format of note on action
MEMOACT-ENAME Formatted name of employee or applicant
MEMOACT-LANGT Day of action
MEMOACT-WWDAT Date of action
MEMOACT-WWTIM Time of action
PTXT1-TIME1 Time of reference action
PTXT1-NRES1 Person responsible for activity
PTXT1-NRES2 Person responsible for vacancy
PTXT1-NRES3 Person responsible for reference activity
PTXT1-NCLE1 Personnel officer from infotype 0001 (Org.Assignment)
PTXT1-NCLE2 Personnel officer for unsolicited application group
PTXT1-NCLE3 Personnel officer for action vacancy
PTXT1-SIGN1 Signature of person responsible for vacancy
PTXT1-SIGN2 Signature of person responsible for reference action
PTXT1-SIGN Signature of from Org.Assignment (infotype 0001)
PTXT1-SIGN4 Signature of pers.officer for unsolicited application group
PTXT1-SIGN5 Signature of personnel officer for action vacancy
PTXT1-SIGN6 Signature of person responsible for action
PTXT1-SALUT Attribute for form of address (e.g. Dear)
PTXT1-TEL00 Pers.officer’s from infotype 0001, Org.Assignment
PTXT1-TEL01 of pers.officer for unsolicited application group
PTXT1-TEL02 of for action vacancy
PTXT1-GEBNR Building number for reference action
PTXT1-GEBNR Building number for reference action
PTXT1-ZIMNR Room number for reference action
PTXT1-ANRED Form of address (e.g. Mr/Mrs/Ms)
PTXT1-NACHN Last name
PTXT1-VORNA First name
PTXT1-ENAME Formatted name (e.g. Dr Jones)
PTXT1-BEGDA Date of receipt of application
PTXT1-PERNR Applicant number
PTXT1-PLSTX Name of position
PTXT1-DATUM Date and time, current (application server) date
PTXT1-WWBEGDA Date of receipt of application
PTXT1-TODAY System: Current date
PTXT1-ASHTX Short text for applicant activity type
PTXT1-ACTTX Long text for applicant activity type
RFACT-INDIC Indicator: Completed/planned
RFACT-ACTID Identification number for applicant activity
RFACT-APACT Applicant activity type
RFACT-DATUM Last changed on
RFACT-OTYPE Object type (vacancy)
RFACT-REFID Reference activity ID
RFACT-IDTXT Standard text
RFACT-RECTK Status of recurring task: Print letter
RFACT-PERNR Personnel Number
RFACT-PLDAT Date of reference action
RFACT-PLTIM Time of reference action
RFACT-LETEX Indicator: Letter saved
RFACT-NOTEX Indicator for notes
RFACT-LEMOD Indicator: Letter changed
RFACT-REMEM Date of last time mail sent
RFACT-REMEM Date of last time mail sent
RFACT-GEBNR Building number for reference action
RFACT-ZIMNR Room number for reference action
RFACT-RCTK2 Send mail
RFACT-RCTK3 Format of letter for action
RFACT-RCTK4 Format of note on action
RFACT-ENAME Formatted name of employee or applicant
RFACT-LANGT Day of reference action
RFACT-WWDAT Date of reference action
RFACT-WWTIM Time of reference action

Recruitment – Basics


The data held within the Recruitment module is held in a separate database, as is the data contained within PA and OM. The master data for Recruitment is held in tables (PBxxxx) where xxxx is the infotype number. You can can get the infotype number by using the menu path: System –> Status. You will see the program number which contains the infotype number in the notation.

The Recruitment module within SAP is probably its weakest HR module. Our advice is to only introduce bespoke developments when it is either essential for your business or going to involve very little risk to other parts of SAP. Development items such as bespoke infotypes are fine. Just be wary of modifying SAP standard objects. You may well find that this affects another part of SAP – at some point in the future.

Probably one of the strongest pieces of advice SDS can offer, is to recommend that you get your business processes clearly defined for Recruitment. This should take place as a matter of course during your implementation. These processes which will include both SAP and non-SAP activities should be available to all on an Intranet. It is great to have them on a file server somewhere, but does everyone know where they are stored and does everyone have access to this drive?

The fast entry screen within Recruitment is very inflexible. You can’t use screen modifications on it, as you can with other Recruitment and PA screens. One thing you can do is make use of Transaction and Screen Variants. The transaction code to activate this is SHD0. It is a very useful piece of functionality within SAP. With it you can hide fields, provide defaults, make fields mandatory etc. There is some very useful information on it, just click on the “I” button on the screen at transaction code SHD0.

If you wish to have the email address on the fast entry screen, then you need to ensure that the parameter for MOLGA is set to “00”. This is difficult for many of you who naturally wish to set this value to your own country versions.

You have to have the “vacancy” option turned on if you are using Org Mgt on your SAP system.

Many customers have a key requirement whereby vacancy or position effectively is the central object around which the recruitment process is driven. SAP has some serious limitations in this regard.

The first problem is that everything is geared around the advert. Most of the reports have advert as a selection criteria, but most do not have vacancy or position included as a selection criteria. You can insert vacancy or position as a selection field in the relevant reports. This will involve some additional ABAP development work.

SAP does not provide a typical object type for advert, as it does for org unit, job, position etc. This becomes a problem if you need to bespoke anything within the Recruitment module in SAP. The module does tend to just hang together in a manner which is different to the rest of HR.

If you publish your advert in more than one advertising recruitment instrument, then you have to create a separate advert for each one. This is because the time constraint on advert will only allow one recruitment medium per advert. The fact that advert is not an object in SAP means that to change the time constraint, you would effectively have to modify the relevant programs – which is going down the high-risk road.

You can also not use advert altogether. Make use of the Unsolicited Application Groups on PB10 to channel all your applications through. The downside to this is that you will have to write your own cost per applicant reports.

You can use the transaction code OOPS to default the personnel area and sub-area for recruitment. This would also affect PA as well.

Tip on Configuration for Actions

Remember that when you go into the main configuration screen for Actions in Recruitment called “Change applicant actions”, you don’t see all the columns and values on the screen at the same time. You need to scroll along to the right to see the other columns. One of the most important columns holds the value for the Info Group. This is often missed by users and consultants when configuring the Recruitment module.

Check on Previous Applicants

When entering the initial data for an applicant, the system does a check on first name and surname only. Once you hit the return button it does the check even if you haven’t clicked on the “check previous employee” icon at the top LHS of the screen. It looks for unique matches.

If for example the previous applicant’s name is Sarah Jones:

  • Sarah Jones – Will find the match
  • Sara Jones – Will find the match
  • S J – Will find the match
  • Sar Jons – Won’t find the match

The check is only done once you have changed the input fields for both first name and last name and then clicked the return button.

Applicant Groups and Ranges

These pieces of configuration are used essentially to group the different types of applicants in the system. They can be used very effectively in decisions for features and for report selection and output. Many customers are not able to come up with meaningful entries for both fields. It is worth spending a fair amount of time in deciding the values for these fields. They are integral to the Recruitment module and its successful implementation.

Dynamic Actions

Remember that there are a number of SAP standard dynamic actions which are there to assist you. Remember to add to them if you add in, for example, additional action types for Recruitment.

Transaction and Screen Variants

These are very useful in the Recruitment solution for making changes to the screen fields where you either can’t use “screen mods” (table T588M) or else find that the screen is also used by PA which has different requirements. Remember that the feature for each infotype will generally allow you to select on either Applicants(B) or Employees(A).

Default Settings

The transaction code OOPS allows you to set various fields. Try it out, it is quite useful. Remember that setting Personnel Area and Sub-area will set it for your user settings on that client.

Remember that these can also be set in your user parameters. See the document we have in the Knowledge Base on User Parameters. For information, the common fields and parameter settings are:

Personnel Area = PBR
Personnel Sub-area = PBS
Applicant Group = APG
Applicant Range = APR
Country = LND

Transfer of Additional Data for Internal Applicants

If you would like to transfer additional infotypes for internal applicants (PA to Rec) then you can do so by enhancing the user exit ZPAP4CUS. You also need to modify the feature IGMOA. See OSS note 314184 for more information.

Mail Functionality

Mail – Changes to Infotypes

The feature M0001 sends a mail to a user based on specific changes to different infotypes. Refer to the documentation under Personnel Administration which provides more details on how to configure this.

Mail sent after update to Applicant Activity

The feature MAILS can be used to send out an email to various recipients based on changes to different Applicant Activities in Recruitment.

Infotypes available for Recruitment

The following table shows a list of infotypes which are available as standard in the Recruitment module

Infotype Infotype name
0001 Organizational Assignment
0002 Personal Data
0006 Addresses
0007 Planned Working Time
0008 Basic Pay
0009 Bank Details
0014 Recur. Payments/Deds.
0015 Additional Payments
0016 Contract Elements
0022 Education
0023 Other/Previous Employers
0024 Skills
0028 Internal Medical Service
0041 Date Specifications
0042 Fiscal Data A
0077 Additional Personal Data
0105 Communication
0107 Working Time
0108 Personal Data B
0109 Contract Elements
0185 Personal IDs
0190 Construction Pay: Previous ER
0280 GB View for Contractual Elements
0336 Suppl. it0002 (PT)
0342 Personal Data HK
0343 Contract Elements HK
0395 External Org. assignment
0396 Expatriate attributes
0398 Contractual Elements BR
0432 View: Type of Employment
0433 GB View for Bank Details
0465 Documents
0480 Enhancement: Contracts Processing
0488 Leave Scheme
0493 Education (PS-SG)
0502 Letter of appointment
0539 Personal Data
0623 Career History (Public Sector BE)
4000 Applicant Actions
4001 Applications
4002 Vacancy Assignment
4003 Applicant Activities
4004 Applicant Activity Status
4005 Applicant’s Personnel Number