Assign Docs to Ext. App. During Initial Data Entry SAP HR Recruitment Applicant Administration

Procedure

If you want to assign a document to an external applicant during initial data entry, proceed as follows.

1. On the SAP R/3 System screen, choose Human resources
® Personnel management ® Recruitment, and then Appl. master data ® Initial data entry.

This takes you to the Initial Entry of Basic Data screen.

2. Enter data in the Applicant group, Applicant range, Personnel area, Personnel subarea, Last name, First name and, if necessary, Date of birth fields.

When you maintain the Applicant group field, you must choose a group that is assigned to applicant class AP (external applicant).

3. Confirm your entries.

If the system already contains data on a former employee or applicant with the same name, go to step 4.

If the system does not contain data already on a former employee or applicant with the same name, go to step 7.

4. Check the entries in the lists by choosing
Display.

If one of the former employees or applicants is the same applicant that you are currently processing, go to step 5.

If none of the former employees or applicants is the same applicant that you are currently processing, go to step 7.

5. Place the cursor on the applicant you have identified and choose Person recognized.

If the applicant is a multiple applicant, the system accesses the Further Application action automatically.

The system suggests default values for the Organizational assignment, Personal data, and Address fields.

The organizational assignment defaults are taken from the applicant’s former application.

6. Overwrite the default values retrieved by the system, if necessary.
7. Maintain the remaining required fields, and the optional fields if necessary.
8. If you want to enter further data for a particular infotype, select its Further data checkbox.
9. If you want to assign documents to an applicant during initial data entry, select the Assign facsimiles checkbox.
10. Save your entries.

If you selected the Further data and Assign facsimiles checkboxes, the system accesses the required infotype screen. Go to step 11.

If you only selected the Assign facsimiles checkbox, the Document Type dialog box is displayed. Go to step 13.

11. Enter data for the infotype displayed.
12. Save your entries.

If you selected the Further data checkbox for more than one infotype, the system accesses the next infotype that you require. Keep repeating steps 11 and 12 until you have processed all of the infotypes that you selected.

If you selected the Further data and Assign facsimiles checkboxes, the Document Type dialog box is displayed. Go to step 13.

13. Place the cursor on the document type you require and choose Copy.

The Assign Facsimile dialog box is displayed.

14. Enter the date of origin, if necessary, and choose Continue.

The Confirm Assignment of Facsimile dialog box is displayed.

15. Confirm the assignment.

The Enter Bar Code dialog box is displayed.

16. Stick a bar code on the original document and use an optical scanner to read it into the system.
17. Choose Continue.

The Assign Facsimiles dialog box is displayed.

18. Specify whether you want to assign more documents to the applicant.

If you want to assign more documents, the Document Type dialog box is displayed again. Keep repeating steps 13 to 18 until you have assigned all required documents to the applicant.

If you do not want to assign any more documents, you return to the Initial Entry of Basic Data screen.

Result

You have entered basic data on an external applicant. The applicant is assigned one or more bar codes which can then be used when the application documents are entered in the system.