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SuccessFactors:
Recruiting/Onboarding
Quick Reference Guide
OFFER LETTER
Last Revised: 06/24/2019
SUCCESSFACTORS: OFFER LETTER
Page 1 | SuccessFactors | Offer Letter
Created: 06/20/2019 | Last Revised: 06/24/2019
Overview
Welcome to SuccessFactors! This Quick Reference Guide (QRG) was created to provide detailed
information on how to create the Offer Letter after receiving an Offer Approval. In this guide, we
will discuss:
- Creating the Offer Letter and sending the candidate.
- Viewing the Offer from the Job Application
PREDECESSOR STEPS
To create an Offer Letter, you will need an Approved Offer Approval. See the QRG Offer
Process – Offer Approval for further details.
For additional details on working with SuccessFactors, online training videos are available and
be can found on the Manager’s Section of the HR Website under Recruitment and Hiring via the
following link:
https://hr.duke.edu/managers/recruitment/successfactors.
LOG IN
1. The tool is accessible via the
Duke@Work portal. Click the
Candidate Selection tab.
2. On the Home screen, locate
and click on Recruiting.
JOB REQUISITIONS
3. The default page, Job Requisitions
will display.
a. Click on the numbered
hyperlinked under the
Candidates column to open the
Candidates View.
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SUCCESSFACTORS: OFFER LETTER
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CREATING THE OFFER LETTER
CANDIDATES VIEW
4. The candiate needs to be in the Offer
Talent Pipeline Step and in either Offer
Extended or Offer Accepted status.
To create the offer letter:
a. Click on the Candidate’s
Name.
b. Click Take Action, then Offer,
then Offer Letter.
CREATING AND PROOFING THE OFFER LETTER
This will open the Offer Letter and alllow you to choose a Template. The Offer Letter
Templates are entity and type of positon speciic. Please contact your HR Representative to
verify which templates to use.
The information from the Offer Approval is merged into the template. The highlighted fields
with brackets -- [[CANDIDATE_PROFILE_NAME]] are TOKENS and are populated from the
Offer Approval, Job Requisition and Job Application. These fields must exist in the Offer
Approval, Job Requisition or Job Application to merge in the letter.
A few tips on using templates.
• Change the Subject Line to the appropriate text.
• You can remove or change the text without changing the template.
• You can change the formatting using formatting bar.
• If you need to start over, use the Reset Template button.
• You can paste a complete letter from another source and edit as appropriate.
• If a TOKEN has no value, the Offer Letter will display the TOKEN –
[[CANDIDATE_PROFILE_NAME]]) in the letter. Remove the TOKEN if it is
unnecessary.
Use the Preview Button or Next Button to view the Offer Letter and verify all fields are merged
and the wording is appropriate.
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SENDING THE OFFER
Selecting Preview or Next displays the Offer with the fields merged and allows you to proof the
letter before sending to the candidate. Once you are satisfied with the text you need to choose
the method of sending the Offer.
Online Offer: Send the Offer to the candidate portal where they can respond online.
Verbal Offer: Verbal offers are not relevant to our processes at this point, as this would
have occurred before the offer approval.
Email as Text: Sending the offer as plain text file is not recommended
Email as PDF: Sending the offer as a PDF attachment.
Choose either EMAIL AS PDF ATTACHMENT or ONLINE OFFER. If you select
ONLINE OFFER the candidate will have the option to select and sign the letter through the
candidate portal. This is the recommended practice.
Selecting either recommended option prompts you for an Email template to use when sending
the Offer Letter. Remember, you have an Email that refers to an Offer Letter whether it is an
Online Offer or a PDF Attachment.
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The same rules apply for using the Email templates:
• Change the Subject Line to appropriate text.
• You can remove or change the text without changing the template.
• You can change the formatting using formatting bar.
• If you need to start over, use the Reset Template button.
• You can paste a complete letter from another source and edit as appropriate.
• If a TOKEN has no values, the Offer Letter will display the TOKEN
([[CANDIDATE_PROFILE_NAME]]) in the letter. Remove the TOKEN if it is
unnecessary.
Selecting Next will allow you to preview the Email before Sending. Use the Back button to go
back and change the Email template or edit the text.
When you are ready send the Offer select the Send. The Offer Letter is displayed. Use the I’m
Done option which returns you to the Talent Pipeline.
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To view the Offer information from the Job application, select the name and open the job
application.
On the right hand side of the job application, there is portlet that displays the Offer letter.
Clicking on the highlighted text below will display the offer letter.
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If you have questions about the Offer Process and Offer Letter, please contact your entity HR
Department or refer to the Contact Resource page, found in the Managers section of the HR
Website under Recruitment and Hiring.
https://hr.duke.edu/managers/recruitment/successfactors.