Administration of Applicant Correspondence in SAP HR

Use

The Recruitment system can automatically create all letters and documents required for correspondence with an applicant (such as confirmations of receipt, interview invitations, contract offers) using either SAPscript or Microsoft Word. Having the system create correspondence automatically means that:

• you do not have to create standard applicant letters; instead, you simply assign the letters to applicants and print them out
• you can create individual letters for applicants by simply editing the standard letter.

You can also send letters in the form of faxes and e-mails directly from the R/3 System. See Sending Correspondence to Applicants via Fax or E-mail (SAPconnect).

Integration

Applicant correspondence is created using applicant activities. When the system is customized, one or more company-specific standard letters/documents (standard texts) containing variables for including applicant data are created for every applicant activity that involves sending a letter/document to the applicant (e.g. Send confirmation of receipt). These letters are created using either SAPscript or Microsoft Word. If the applicant is to receive a standard letter, you must assign him or her an applicant activity. You can call up the relevant applicant correspondence via this activity. You can then display or print the letter directly. The system inserts the applicant's personal data automatically into the standard letter.

If the applicant is to receive an individual letter, you must assign a suitable applicant activity to him or her using the Create planned activity function. You call up a standard text from the applicant activity screen. The applicant’s personal data are automatically inserted into the letter. To create an individual letter, change the standard letter in SAPscript or Microsoft Word. If you want to change a letter using Microsoft Word, you can use all the variables available in the system for applicant data. These variables are replaced with the appropriate applicant data. Each individual letter is then saved with the data on the applicant. You can display or print out this letter at any time. It is also important to note that you can reverse the changes you have made to the standard letter at any time.

Features

Letters or documents for applicants can either be printed out individually via the connected activity, or together with other letters using bulk processing. A letter is dealt with in bulk processing if you have set the indicator for Recurring tasks in the connected activity.

You can adjust the system settings so that when an applicant action (such as Initial entry of basic data ) is performed, the system automatically creates a corresponding activity (e.g. Mail receipt of application) and sets the indicator for Recurring tasks. This speeds up and simplifies correspondence with applicants.

See also:

Creating Applicant Letters

Recurring Tasks