How to build a workflow (SAP SuccessFactors)

Once you have connected your SAP SuccessFactors environment to your Starred account, you can start to automate your feedback by setting up workflows in Starred.

Creating a workflow from scratch

To create a workflow, you can follow these steps:

  • Access the Integrations section in Starred
  • Click on the ’Manage’ button for SAP (if you haven’t connected SAP yet, you can check out the dedicated tutorial here
  • Click on Create new workflow in the upper right corner.
  • From here, leave the selection at Build your own workflow
  • Click on Start building your workflow.

Workflow structure

A workflow consists of the following elements:

  • a Trigger step
  • a first Action step
  • a Filter step
  • a second Action step

Let’s go through them one by one!

Every workflow starts with a trigger: This is an event that happens in the application. For example, rejecting a candidate in your ATS can be a trigger. Whenever the conditions chosen for the trigger step are met, the workflow execution will start.

There will be a few Action steps in your workflow. These are meant to retrieve the information from your ATS to use it in Starred. If you have chosen one of our templates, you won’t really need to touch these steps.

Filters are a way to ensure actions get performed only on the records you want.

Let’s say you want to send out a survey when a candidate is rejected: this will be determined in the first step, the trigger. However, if you want to exclude candidates that are rejected for a specific reason or you want to exclude internal candidates, you can add a filter at this step. Even if the survey is triggered, the filter will block it and the workflow won’t continue.

The last step of the workflow, again another action step, will perform the actions that you have defined. These actions include:

  • Sending a survey invitation immediately or scheduling it for later
  • Selecting the survey that should be sent and the invitation email template to go with it
  • Selecting the sender of the survey
  • Selecting the custom fields from your application that should be attached to the responses (like the application ID, the job name, the location)
  • Choosing if you want a reminder to be sent to contacts that have not completed the survey

Below you can find an example of how a rejected candidate workflow could look like:

Now that you have a better idea of what a workflow looks like, it’s time to start building your own!.

To help you create a workflow, we've broken down the process in a series of tutorials. Please click on one of the tutorials below to learn everything about setting up your workflows:

:one:. Choose a trigger
:two:. Add SAP 'Get actions'
:three:. Setting up workflow filters
:four:. Choose an action: send immediately or schedule invitation

:star: Tips & Tricks

  • Filter and action steps can only be added by clicking on the ‘+’ symbol at the end of the current workflow. It is not possible to drag and drop (filter/action) steps in the middle of a workflow.
  • You always need to update the trigger/filter/action and click 'Save workflow' for your adjustments to be properly saved.