ID validation, or identity document (ID) validation, is the process of verifying a provided national ID such as an Aadhar Card or PAN Card to ensure authenticity and validity.
These National IDs are pretty important information when it comes to Recruiting as well. Even though there is a unique National id for each person, there are some situations we missed updating the details to their fullest.
Problem Statement
Let’s talk about the problems which Recruiters are facing with Candidate National IDs in SF,
1, Missing to update the full digits in the National IDs.
2, Extra digits / letters are added by mistake.
3, Missing the exact combination of numbers and digits etc…
These are the common challenges Recruiters are facing with Candidate Names,
These implications can cause issues at the time of sending system-generated emails from the system, system-generated documents such as PF forms, ESI forms, Onboarding documents etc.. why because in SF RCM we are using the Tokens for these National IDs all the emails and documents. And also the data is flowing from RCM to ONB.
Solution
Now let’s talk about the solution for the above problem statement.
If we want to build validation into our forms, how do we validate these National IDs? Can we?
This article describes how to use Business Rules in Recruiting to validate a field value either completely with Numeric values or a combination of alphanumeric.
As the Candidate Data is flowing from RCM to ONB to EC, its recommended to keep the validations steps at the very first step to make the system data & Reports error-free.
The Solution is pretty much simple as follows,
- Create an Error Message definition in Manage Data.
- Write a Business rule based on the Aadhar Number field & PAN Number field.
1: Create an Error Message definition in Manage Data.
- Navigate to the “Manage Data” and click on the “Create New” section and select “Message Definition” to create an “Error Message”. You can configure the error message which is to be displayed with the required Translations.
As of now, we are giving the following message for Aadhar Card as “Text” “ Please enter 12 digits valid Aadhar Number” After that provide the “External Code & Name” and “Save” the Message Definition.
Similar way for the PAN Card “ PAN Number should be in the format of “ AAAAA1111A”
Fig-1: Manage Data
2: Write a Business rule for PAN Number & Aadhar Number fields.
- Navigate to “Manage Rules in Recruiting” and create a new “Candidate Profile Business Rule” Provide the “Basic Information” and provide the Below conditions in the Business Rule. Then select the “ Error Message” that we have created in Step -1. and also set one more condition to make the values in the “Aadhar Number & PAN Number” field to “Null”
Fig-2: Business rule condition for Aadhar number Validation
Fig-3: Business rule condition for PAN Number Validation
Refer the KBA: https://userapps.support.sap.com/sap/support/knowledge/en/2913809 for specific regular expression
- Now we need to assign this Business Rule to the “Candidate Profile” in “Manage Rules in Recruiting” and we need to assign the trigger points as “Aadhar Number & PAN Number” fields for the “Field Change” Rule and also assign to “On Save” rule as well.
Fig 4:- Assigning Business Rules
Now we have defined the condition in such a way that, the system will do the Validation on Aadhar Number & PAN Number for the Candidate Profile.
If the Candidate enters any value other than the defined condition, the system will throw an error message stating Please enter 12 digits valid Aadhar Number” and the system will automatically set the value to “Null”.
Similar way for the PAN Card “ PAN Number should be in the format of “ AAAAA1111A” and the system will automatically set the value to “Null”.
Now we can navigate to the Candidate Profile and check how effectively our solution is working!!!
Excited to see the solution Right??? Here it is !!!
Condition-1
If the Candidate enters any numeric values less than or greater than the Aadhar Number, the system will do the validation and show an error message to update the Aadhar Number as per the defined format and the field value will be set to “Null”.
Fig-5 : Test case – Condition-1 : Before validation
Fig-6: Test case – Condition-1 : After validation
Condition-2
If the Candidate enters any values which are not as per the format of the PAN Number, the system will do the validation and show an error message to update the PAN Number as per the defined format and the field value will be set to “Null”.
Fig-7 : Test case – Condition-2 : Before validation
Fig-8 : Test case – Condition-2 : After validation
Summary
The Solution was Pretty simple Right???
Thanks for spending your valuable time for reading this Blog!
With this solution, we will be able to overcome the different ways of entering wrong or unwanted information entering into our system. As we are giving more importance to the candidates we should be able to validate them as well properly.
Through this solution, the time of the Recruiter can be saved and we can make sure that our system data is free from unwanted entries and error-free.
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References:
1, KBA reference from SAP Launchpad
2, We have used all the Screenshots from our Demo system.
3, SAP Documentation from https://help.sap.com/
4, Similar blog for Candidate Name validation, refer the blog :https://blogs.sap.com/2023/01/18/candidate-name-validation-using-business-rules./
