Recruit | Troubleshooting

Issues with Recruit forms

See the Forms | Troubleshooting for issues with forms.

System grays out Apply on the vacancy page

On the Sage People Recruit Configuration page, confirm you've set Candidate Experience Portal to Not Active.

1. Go to Setup. In Quick Find, enter Installed and select Installed Packages from the search results.

2. For Sage People Recruit, select Configure.

3. Select the Candidate Experience tab.

4. Set Candidate Experience Portal to Not Active.

5. Select Save.

This disables the new Candidate experience portal while it's still in the Early Adopter stage.

Replying YES to a vacancy approval email returns an error

An approver responding to an email request for a vacancy approval gets an email from [email protected]. The error message reads:

"Your workflow approval message was not processed. You are not authorized to update the referenced object. Please do not reply to this message. Contact your system administrator if you feel you received this message in error."

First, check that the email address the user is replying from matches the email address of the user in Sage People.

Next, you can change the sharing controls for the vacancy:

1. On the vacancy detail page, select the button picklist and choose Sharing:

   

   Sage People displays the Share dialog:

   

2. Select Edit next to Shared with... to display the list of users who have access to the vacancy:

   

   

   The system doesn't include the approver receiving the error message in the list.

3. Add the approver using Search in the dialog to find and select the user name. Ensure you select the right Vacancy Access Level.

4. Select Save.

   Sage People displays a message confirming it's added the user:

   

The approver can now reply YES to the vacancy approval email. The system processes the approval successfully.

ERROR: "Missing Broadbean required fields: JobType mapping"

When attempting to post a vacancy to Broadbean, you get an error:

Missing Broadbean required fields
JobType mapping

Ensure the API Names on the picklist values for the Recruit field match the Label fields. Match them exactly with the Label fields on the Broadbean Employment Type Mapping Custom Metadata Type:

1. Go to Setup , and select the Vacancy object.

2. On the Vacancy Details page, select Fields & Relationships.

3. Find and select the Field Label for Employment Type.

4. On the Employment Type detail page scroll to the Values section:

   

5. Note the values in the API Name column. You need to compare these with those in the Custom Metadata Type.

6. Go to Setup, search for and select Custom Metadata Types.

7. On the Custom Metadata Types page, find the label for Broadbean Employment Type Mapping and select Manage Records.

   Sage People displays the Broadbean Employment Type Mapping page:

   

8. Check the values in the Label column. Ensure they’re exact matches with the API Names in the Recruit Employment Type picklist.

ERROR: "Missing Broadbean required fields: Currency"

Attempting to post a vacancy to Broadbean results in an error: "Missing Broadbean required fields <field name>". Shown in the following example where the missing field is Currency: 

This error occurs when the Currency field is missing from the vacancy you posted to Broadbean. Add the Currency field to the Vacancy Edit field set or create a custom field to default the currency if applicable. You need to populate the currency field to post the details to Broadbean.

Broadbean application creates candidate but not candidate application

• Check you set up your system correctly to

• Check you set the Applications email service to use the Apex Class BroadbeanApplyByEmail:

  1. Go to Setup. In Quick Find, enter Email and select Email Services from the search results

  2. On the Email Services page for the Applications email service, select Edit

  3. On the Email Service page for Applications, check you set the Apex Class to BroadbeanApplyByEmail

     

  4. Click Save

• Check the Sage People Recruit Configuration page for Broadbean includes the correct values for the Broadbean Apply By Email fields

  

ERROR: "Argument 1 cannot be null"

When trying to source a vacancy on Broadbean, the user gets an error "Argument1 cannot be null". Shown in the following screenshot:

To resolve, review the following details in your org: 

• Ensure you’ve identified the correct Broadbean Target URL on the Broadbean tab of Recruit configure page

• In the Broadbean configuration, ensure you have either entered a value in Broadbean Team email address or selected Broadbean Use Recruiter

  

• Ensure the value in Broadbean CSS is: /css/v4.css

  

ERROR: "Authorization Required" on a candidate or agency portal

A user attempting to access a candidate or agency portal gets an error. This reads "Authorization Required: First log in or register before accessing this page. If you’ve forgotten your password, click Forget Password to reset it.".

This error happens when the Salesforce Site guest user doesn't have the appropriate permissions to access the content on the site. To resolve, review and update the settings of the Salesforce Site hosting your candidate or agency portal: 

1. Select Public Access Settings: Sage People displays the User Profile created for your site.
2. Select View Users. Sage People displays the Site Profile page.
3. Select the name of the Site Guest User. Sage People displays the Site Guest User Detail page.
4. Scroll down to the Permission Set Assignment Related List and select Edit Assignments. Sage People displays the Permission Set Assignments page for the Site Guest User.
5. Select the Permission Sets you want to assign to the Site Guest User in the Available Permission Sets panel. Select Add to move them to the Enabled Permission Sets panel. For Recruit add the following Permission Sets:
   1. Sage People Agency Portal
   2. Sage People Candidate Portal
6. Select Save.

ERROR: "Authorization Required" when submitting an application

When a user submits an application, they receive an error. this reads "Authorization Required: First log in or register before accessing this page. If you’ve forgotten your password, click Forget Password to reset it."

To resolve, check the field set Apply My Application on the Application object. Be sure you aren't including fields that are from other objects. You can't use cross object fields.

In addition, check the field set Apply Registration Info on the Candidate object. Be sure you aren't including fields that are from other objects.

Image doesn't display on the Recruit noticeboard

Make sure you have a sharing rule for the Recruit Noticeboard. For more information, see .

Error when a candidate selects the link to their resume

To avoid this error, don't add the Candidate Resume field to the Apply My Application field set.

Vacancies display on two candidate portals but is only meant for one

Review the Candidate Portal names. The only symbols the Candidate Portal Name field supports are the following:

._~:/?#[]@!$&'()*+,;=

Candidate portal dates aren't in UK format

For more information on selecting the Language Locale for a candidate portal, see .

If the Language Locale picklist doesn't contain en_GB as a value, you can add it. The system hosts the field in the Candidate Portal object. For more information about adding picklist fields, see .

Manager can't resubmit a rejected vacancy request

A vacancy must be in Draft status to permit resubmission.

• A Recruit Administrator can change the status of a vacancy. For example, by editing the value on any list page including the Status column

  

• You can also update the approval process so that the Final Rejection Actions include a field update. This sets the vacancy status to Draft

  

A WX user can't see templates to create new vacancies

You need to share templates with users so they can see and use them.

1. Select the Vacancy template.

2. Select Configure Selection Process.

3. Select Sharing.

4. Review the details in User and Group Sharing. It displays the users and public groups with whom you shared the vacancy template.

   It's a good idea to create a public group for Hiring Managers to share the vacancy templates with the group.

ERROR: "Insufficient Privileges" for a manager or interviewer

Review the Platform Team Member profile or the relevant team member permission sets. To see interview worksheets, WX users require Read access to the Selection Stage object.

Vacancy approval action is missing in WX

If the Vacancy approval action is missing in WX, confirm you populated all relevant fields correctly.

When WX is trying to show the approval action, it runs the following query:

SELECT Id, Name From fRecruit__Vacancy__c 
    WHERE  fRecruit__Submitted_Date__c != NULL 
    AND fRecruit__Approved_Date__c = NULL 
    AND fRecruit__Status__c != 'Archived' 

This query defines that the action displays when:

• you populate the vacancy's Submitted Date

• you DON'T populate the vacancy's Approved Date

• you DON'T archive the vacancy's Status

Job Offer approval action is missing in WX

If the Job Offer approval action is missing in WX, confirm you've populated all relevant fields correctly.

When WX is trying to show the Job Offer approval action, it runs the following query:

SELECT Id, Name, fRecruit__Candidate_Name__c, fRecruit__Vacancy__r.Name 
    FROM fRecruit__Application__c 
    WHERE (fRecruit__Submitted_Date__c != NULL 
    AND fRecruit__Approved_Date__c = NULL 
    AND fRecruit__Status__c != 'Not This Vacancy' 
    AND fRecruit__Status__c != 'Rejected' 
    AND fRecruit__Status__c != 'Withdrew' 
    AND fRecruit__Vacancy__r.fRecruit__Approved_Date__c != NULL 
    AND fRecruit__Vacancy__r.fRecruit__status__c = 'Active') 

This query defines that the action displays when:

• You populate the application record's Submitted Date, and

  • you DON'T populate the application record's Approved Date

  • the application record's Status isn't "Not this Vacancy", "Rejected" or "Withdrew"

  • you populate the related vacancy record's Approved Date

  • The related vacancy record's Status is "Active"

Characters aren't showing in the Job Offer templates

Only characters in the Latin alphabet character set display in Job Offer templates.

Nomination email templates not working

Standard configuration for Sage People implementations for sending notifications about nominations consists of three email templates and a Flow. This Flow sends them when you create a new nomination record. The email templates are:

• Email to notify the nominated person to give them the vacancy name and a link to the candidate portal and/or the vacancy. The link doesn't take the candidate specifically to the vacancy you named in the email, just the portal

• Email to notify the recruiter about the nomination for the vacancy and who made it

• Email to thank the person who made the nomination

Merge fields data in the template isn't visible 

Custom fields in job offer templates must specify the namespace before the field so the system knows where to retrieve the data from. For example, !fRecruit__.

Can't see Approval Process or Submit for Approval buttons

Review the details of the HR Manager's or Recruiter's profile or permission set access for the View All Custom Settings permission. You can find this permission as follows: 

• In a profile, in the Administrative Permission section

• In a permission set, in the System Permissions section

HR Manager can't view Approval History for a vacancy

Security changes in the Salesforce Spring '20 release limited the visibility of the Approval History related list to the System Administrator profile.

Any users who need visibility of the Approval History related list need the View All Custom Settings permission in their profile or permission sets. You can find this permission as follows: 

• In a profile, in the Administrative Permission section

• In a permission set, in the System Permissions section

If you haven't selected the permission, edit the profile or permission set to enable the permission.

Hiring managers can't see the values of a team member lookup field

This is because displaying the values requires View All records access to the Team Member object. Granting this access presents a security risk and we therefore don't recommend it.

As an alternative, you can create a text field and populate the value manually.

ERROR: "SObject row was retrieved via SOQL without querying the requested field: {OBJECT.FIELDNAME}"

Error in WX: "SObject row was retrieved via SOQL without querying the requested field: {OBJECT.FIELDNAME}". Where {OBJECT.FIELDNAME} is the name of the field, such as fRecruit__Application__.cfRecruit__Hire_Notes__c in the following screenshot:

Review the Hiring Manager Start Details field set hosted in the Application Object.

Unable to access attachments larger than 10MB

You can link the attachment to a resume, offer letter, or cover letter details by entering the file's record ID.  

Retrieve the record ID for the file:

1. Select the Files tab.
2. On the Files home page, find the file. From the picklist on the right of the page, select View File Details.
3. In the address bar, copy the record ID for the file. The record ID is a set of characters between the forward slash (/) following content document, and the forward slash (/) preceding View.

   

Now use the file record ID to update field values as follows:

• For a resume, update the value of the Application>Resume File ID field and the Candidate ResumeID field

• For an offer letter, update the value of the Application>OfferID field

• For a cover letter, update the value of the Application>Cover Letter ID field

HR Administrator can't view resumes

When an HR Administrator attempts to view resumes, they get a File not found or Cannot find file error.

Assign the Sage People Platform Team Member fRecruit permission set to the users.

ERROR: "There is no file to preview"

Try to preview again, as it can take a little time to load. Or go to the Files menu and view the resume record from there. When the file loads, the message reads "We're getting your preview ready".

ERROR: "Attempt to de-reference a null object"

Attempting to create a new application in Recruit results in an error. It reads "fRecruit.ApplicationAfterInsertorUpdate…….Attempt to de-reference a null object Class.fRecruit.Application.updateCandidateStatus…….":

Confirm you haven't changed the values for the Status field in the Application object. For the default values, see .

ERROR: "Too many SOQL queries: 101" in Recruit

Instead of saving a new or updated record, you get an error in Recruit. It reads "Too many SOQL queries" towards the end of the error message text: 

The "Too many SQL queries: 101" error indicates the action before the error was exceeding the Salesforce maximum of 100 SOQL in a single call or context. This can happen when attempting to process too much data in one transaction in process builders, Flows, or workflow rules. Check the email inbox for any flow-related errors. If there are no emails, try turning each workflow rule, Flow, or process builder off and retesting. See if you can isolate the problematic process automation.

Vacancy alerts aren't sending alerts to the candidate

The functionality of vacancy alerts lets the candidate enter details about the kinds of vacancies they’re seeking. This is the Configure page setting Use Express Interest. The system stores the details on the Candidate record and the recruiter can view them. The system doesn't use the details to filter vacancies of potential interest to the candidate or to send notifications to them.

Emails the system sent to the candidate aren't on the Candidate record

Confirm you listed the characters or merge field for the Retain Email Token on the HTML email template. Also check the text version of the email template. For more information, see .

Salary change reason not populating with creating a team member

Confirm you've selected a default value in the Salary Change Reason field. Or add the field to the Job Offer page. Make sure the field is in the HCM Copy field set in the Application object. It also needs to be in the Copy Fields from Recruit field set in the Employment Record object. For more information, see .

ERROR: "Sub-Team: Bad value for restricted picklist field"

Transfer from Recruit to HCM is failing and the system doesn't create a team member. An error message can display "Sub-Team: Bad value for restricted picklist field".

Review the following details: 

• Check the fields in the HCM Copy field set and the Copy Fields from Recruit field set match. The system hosts these in the Application object and the Employment Record respectively. The fields must be in the same order on both

• Check if any required fields you need to create the Team Member record are missing from the copy field sets

• Check the fields in the HCM Copy field set and the Copy Fields from Recruit field set use the same global picklists. This ensures there's no mis-match of picklist values

• Check the picklist values are available on the Employment Record record type

• Check if any dependent picklists are present on one of the records and not the other. Or if you've specified different dependencies

• Check the number of fields you're trying to transfer don't exceed product limitations. See .

• Ensure lookup fields are to the same object. Check Hiring Manager to Manager in particular. (Hiring Manager is a User lookup, Manager is a Team Member lookup)

• Ensure the field in the Team Member or Employment Record object is an editable field. For example, don't attempt to update a formula field

• Ensure you don't violate any validation rules. For example, if you set a required field in the Team Member or Employment Record object when Recruit doesn't copy that field

• Check if you configured any fields incorrectly in Job History. Sage People attempts to create the initial job history record when it creates the team member and employment records

ERROR: "Argument cannot be null" when transferring to Hired status

"Argument cannot be null" error when transferring a candidate to Hired status. The system doesn't create a team member record.

Check the Exchange Rates in HCM to ensure:

• No two or more currencies are using the same code

• That you assigned a rate to the exchange rate you used for the team member's salary

Recruit to HCM transfer fails with a process builder, workflow, or Flow

The Recruit to HCM transfer process is an Apex job that creates blank Team Member, Employment, and Salary records. It then copies data from Recruit into the records you created. Process builders, workflows, or Flows that work on record create can run faster than this process. This can result in errors when data isn't yet available in the record or you locked the record.

To resolve this issue, rewrite the process builder, workflow, or Flow. Do this in a way to stop it from running until the relevant data is available in the record.

FTE isn't calculating correctly when you create a team member

As a workaround, transfer the hours worked to a temporary field rather than the standard Hours Worked field in the Employment Record:

1. Create a new field on the Employment Record object called Hours Worked Recruit Copy.

2. Set up the HCM Copy and Copy Fields from Recruit field sets to copy the hours worked from Recruit into the new field.

   A field Weekly Scheduled Hours (IM_Weekly_Scheduled_Hours__c) in the Application object is part of typical Sage People implementations. The system adds it to the HCM Copy field set.

3. Set up a Flow to update the field: 

   • If you create the Employment Record today, Hours Worked equals null and FTE isn’t null. Then copy the value of Hours Worked Recruit Copy field into the Hours Worked field 0 hours after you created the Employment Record.