Integrating with SmartRecruiters

  • Release version: Washingtondc
  • Updated August 1, 2024
  • 5 minutes to read

    • Integrating your Software Asset Management application with the SmartRecruiters application enables you to track your software subscriptions and deactivate stale users. The reclamation flow deactivates only the users’ access. The reclamation flow does not affect the subscription cost because SmartRecruiters is not priced based on the number of users.

    Important:
    Minimize security risks and protect information by granting access only to the necessary user or API permissions.
    Process Required user role in the SmartRecruiters application Authentication scopes
    Download subscriptions admin None
    Pull user activity admin None
    Reclaim subscription admin None

    Generate a SmartRecruiters API key

    Generate an API key for authenticating SmartRecruiters API requests.

    Before you begin

    SmartRecruiters Role required: admin

    Procedure

    1. Log in to SmartRecruiters account by using your admin credentials to generate an API key.
    2. On the page header of the SmartRecruiters portal, click your profile icon and then select Settings/Admin.
    3. Under Company Settings, locate the Administration section and then select Apps & Integrations.
    4. Select the CREDENTIALS tab and then click NEW CREDENTIAL.
    5. When prompted to select the type of credential that you want to generate for your applications, select API key.
    6. Click Next.
    7. Enter a name for your API key in the Credentials name field.
    8. Enter a description for your API key in the Description field.
    9. Click Generate.
      SmartRecruiters automatically generates and displays your API key.
    10. Copy your API key and save it in a secure location for later use.

    Create a SmartRecruiters connection

    Create a connection between your SmartRecruiters applications and your ServiceNow instance so that your instance can retrieve user data from your applications.

    Before you begin

    ServiceNow Role required: admin

    Procedure

    1. Navigate to All > Process Automation > Flow Designer.
    2. In the Flow Designer, select the Connections tab.
    3. Locate your SmartRecruiters connection and then select Add Connection.
    4. In the dialog box, fill in the fields.
      Table 1. Create Connection dialog box
      Field Description
      Connection Information
      Connection Name Name of the SmartRecruiters connection.

      This field populates automatically.
      Connection URL URL for the connection.

      This field is automatically set to https://api.smartrecruiters.com.
      Credential Information
      API Key API key for your SmartRecruiters applications.

      Enter the same API key that you generated in Generate a SmartRecruiters API key.
    5. Select Create Connection.

    Create a SmartRecruiters integration profile

    Create a SmartRecruiters integration profile to track software subscriptions and usage. Identify users that no longer require access to SmartRecruiters and deactivate their access.

    Before you begin

    The Software Asset Management - SaaS License Management plugin (sn_sam_saas_int) must be installed from the ServiceNow Store.

    ServiceNow Role required: sam_integrator or admin

    About this task

    If you’re using Software Asset Workspace, the option to create the SmartRecruiters integration profile in Core UI is inactive.

    Procedure

    1. Navigate to the integration profile.
      InterfaceAction
      Core UI
      1. Navigate to All > Software Asset > SaaS License > Direct Integration Profiles.
      2. Select New.
      3. Select SmartRecruiters Integration Profile.
      Software Asset Workspace
      1. Navigate to License operations > User Subscriptions > Direct integration profiles.
      2. Select New.
      3. Select SmartRecruiters from the drop-down list.
      4. Select Continue.
    2. On the form, fill in the fields.
      Table 2. Integration Profile form
      Field Description
      Display Name Name of the integration profile. For example, SmartRecruiters Integration.
      Connection & Credential Connection and credential alias for the SmartRecruiters spoke. This field is automatically set to sn_smartrec_spoke.SmartRecruiters.
      Status Status of the integration profile. If you have not published the integration profile, this field is automatically set to Draft. If you have already published the integration profile, this field is automatically set to Published.
      Profile Type Type of integration profile. This field is automatically set to SmartRecruiters Subscription.
    3. On the Download Subscription Subflow tab, verify that the Subflow field is set to SmartRecruiters Download Subscriptions.
    4. On the Calculate Activity Subflow tab, verify that the Subflow field is set to SmartRecruiters Update User Activity Subflow.
    5. Optional: In the Analyze user activity from field, select the date and time from which you want to start to analyze user activity.
      You can also select the date and time that you want to analyze user activity from in the Analyze user activity from field. By default, you can analyze user activity up to 60 days prior to the current date and view events performed by individual users from the time you create this profile.
      Note:
      Software Asset Management pulls the events from the time that you start analyzing user activity irrespective of the profile creation date.
      You can modify this value in the Last activity threshold field of your software reclamation rules. For more information, see Review a software reclamation rule.
    6. On the Reclaim Subscription Subflow tab, verify that the Subflow field is set to SmartRecruiters Reclaim Subscription.
    7. Select Save.
      Your ServiceNow instance creates a draft integration profile. The integration profile uses the SmartRecruiters Download Subscriptions, SmartRecruiters Update User Activity, and SmartRecruiters Reclaim Subscription subflows to retrieve user data from the SmartRecruiters application.
    8. After the form reloads, select Publish.

    What to do next

    After the integration connects, your ServiceNow instance automatically creates software models, reclamation rules, and software subscriptions that are refreshed daily.

    If you want to set up multiple integration profiles with unique connections, create child aliases to manage different configurations and settings for each integration profile. For more information, see Create a child alias to set up multiple integration profiles.

    Review all automatically generated reclamation rules to reclaim user subscriptions. For more information, see Review a software reclamation rule.

    Create software entitlements for the automatically generated software models to track used software against owned software.
    Reconciliation also runs on your subscriptions as a scheduled job or on-demand. You can view your reconciliation results in the License Workbench (Software Asset Management classic application) or the License usage view (Software Asset Workspace). Use these results to determine your license compliance position and to remediate any non-compliance.