Purpose

This document provides a comprehensive overview of the centralized Job Distribution Consolidation within Talent Tracking, designed to streamline and enhance job posting management. Job Distribution opens as a side panel directly on the position pipeline page instead of a separate full page. External job board posting now runs through one unified table covering aggregator-connected boards (eQuest).

Overview

• Streamlining your workflow: All your channels are in one place, saving you time and effort. It opens up as a side panel on the position pipeline — you no longer leave the pipeline page to distribute a job.
  
• Improving visibility and control: Gain a clear overview of where your jobs are posted and their status, along with initial statistics.
  
• Expanding your reach: Easily use various channels like career sites, external job boards, tracking links, and talent networks to find the best candidates. External job boards now include eQuest-aggregated boards
  
• Reducing time to hire: By equipping you with better distribution channels and targeted outreach, this feature aims to increase job reach, ease discoverability, and ultimately reduce the time it takes to fill positions.

Targeted personas

• Recruiters (and any user with pipeline/position management permissions) — open the panel from a position's pipeline page to distribute that position across channels and monitor posting status.
  

• Talent Acquisition admins (the perm_admin_ta permission) — connect and manage the eQuest aggregator account, posting accounts, and board mappings from the Admin Console. This is a distinct, more privileged role from the recruiter posting flow — admin actions affect every recruiter's available boards for the tenant, not just one position.

  Pre-requisite data / setup needs (New section)

• Broadbean-routed tenants are excluded automatically — if a tenant distributes through Broadbean, it keeps the legacy full-page flow regardless of gate state, since Broadbean posting was not migrated to the new side panel/table UI in this release.

• eQuest aggregator account — a username and password for the tenant's eQuest account, entered by an admin (or carried over automatically for tenants with existing job_distribution_config credentials). Required before recruiters can post to any eQuest-connected board (e.g. Monster, LinkedIn via eQuest).

• Indeed account (native integration) — Indeed posting uses OAuth rather than stored credentials; an admin connects the tenant's Indeed employer account so the platform can post directly through Indeed's API.

• Recruiter role — recruiters need pipeline/position management permissions to post; on some freshly seeded demo/test tenants this role isn't assigned by default and must be added before testing the posting flow.

• Legacy-postings backfill — tenants with pre-existing eQuest postings (from before this release) need a one-time backfill run so those older postings appear correctly inside the new panel's status view, since they were previously stored separately from the new posting data model.

• job_distribution_consolidation_config — the config key backing which distribution channels are shown and, separately, optional posting-duration constraints (a Posting duration settings tab exists alongside External job boards in the Admin Console — confirmed present live, but its fields were not opened/verified as part of this pass; confirm its exact contents before publishing if this doc needs to describe them).

Access the Job Distribution page

Open any position's pipeline page and click View job distribution under Position details — this opens the Job distribution side panel over the pipeline, instead of navigating away to a separate page. You need "manage access" to the position to see this option, same as before.

Navigate through the Job Distribution page

The panel groups your distribution channels into cards, each expandable in place — no separate pages to navigate between:

• Career site Test: publish internally, externally, or as a private posting.
  
• External job boards: post to eQuest-aggregated and natively integrated boards from one table.
  
• Tracking links: generate and copy trackable URLs per source (LinkedIn, Indeed, Google, Facebook, Eightfold, and more).
  
• Talent network: launch outreach campaigns to your organization's talent database.
  
• Assign to Agency: assign or remove agencies working the position.

Each card shows its own live counts (e.g. live/scheduled agencies, applications per tracking source) so you can see current state before opening any sub-flow.

Understand distribution channels

Here's how you can use each distribution channel for your job postings:

Career site (Internal, external, and private)

Publish the job on your internal career site, external career site, or as a private posting.

1. Click Publish. In the Manage publishing window, select Publish for Internal or External posting, and then click Save. Note that internal/external postings and private postings are *mutually exclusive*. If a job is privately posted, internal and external career site options will be disabled, and vice-versa.
   
2. For customers using SuccessFactors ATS, you can schedule external postings. This is particularly useful for enterprise policies that require an internal-first posting period (for example, 10 days internally before external publishing). Recruiters can now directly control these durations.
   
3. Once published, you'll see brief analytics like the number of applicants in the pipeline, those offered, or hired. You can also view the live job post link.
   
4. If a position is marked as confidential, it will disable external career site publishing options on this page.

External job boards

Distribute your job to professional job sites for higher visibility.

• Click Create post to open the board selection table — one unified list of every job board available to the tenant, whether it's an eQuest-aggregated board (e.g. Monster, LinkedIn) or a natively integrated board (Indeed). Each row shows the board's performance metrics (submission-to-hire %, average hire time, diversity %) alongside Add location and Add language pickers.

• Add location: a search-and-select dropdown, pre-filled with the position's own location where available. Selecting a location and clicking Apply stages it for that board.
• Add language: only languages that have a job description already written for this position are selectable — others appear disabled, since a board posting can't be created for a language without JD content to post. Select the checkbox next to any number of boards, add locations/languages to each, then click Continue to publish. One submission can cover several boards × locations × languages at once, instead of repeating the flow per combination.

• Board-Specific-Data (BSD) redirect: some boards (via eQuest) require extra details entered directly on the aggregator's site before a posting can go live. When you continue with one of these boards selected, a confirmation dialog explains you'll be redirected to eQuest's site — confirming opens that form in a new tab; completing it returns you automatically to the panel, where the posting shows an "In progress" status until eQuest confirms it's live.
• Resuming an interrupted posting: if you navigate away or close the BSD tab before finishing, the next time you open Create post for that position you'll see a Continue your previous job posting? prompt. Continue restores your exact previous board/location/language selection (including anything mid-BSD-flow); Start new discards it and starts fresh.
• Discarding changes: closing the panel (X) or going back with unsaved board/location/language selections shows a Discard changes and exit? confirmation before anything is lost. Viewing and managing existing posts: each board with active postings appears as its own status card under External job boards, showing total applications and a Published/In progress/Failed breakdown. Expanding a card lists every location/language combination posted to that board, its live status, and a per-post actions menu — currently exposing Unpublish for live posts (retry and republish actions apply to failed/expired posts per the same menu).

Referrals

Send emails for specific job openings directly to employees, aiming to attract high-quality candidates.

1. Clicking Send email opens a compose email panel with a default referral template. The To field is initially empty, and you can edit recipients. After composing, click Send.
   
2. The system aims to send personalized links for every employee so that when they refer through their link or when a candidate applies through their link, they'll be compensated for that.
   
3. You can view the number of applicants that have applied via referrals. The system also tracks if an email has been sent at least once. If an email has been sent at least once, the action button changes to Resend email.

Tracking links

Create unique, trackable URLs that you can use in various company communication channels, such as newsletters, presentations, or social media posts, to monitor candidate applications from specific sources:

1. Click Create link to open a modal where you can add a custom key and a display name for your tracking link.
   
2. Once created, you can copy these links and use them wherever you need (for example, embedding in a QR code for an event, including in a monthly company newsletter).
   
3. The system allows you to fetch and view applicant counts for each specific UTM source you create.

Agency posting

Allows you to assign this position to agencies for external candidate sourcing.

1. Click on ‘Assign to Agencies’ to open a modal and start adding agencies who you should source candidates for this position. Sign start and end dates for scheduling assignment to a future timeline
   
2. Once an agency is added, agency users will be notified and will be able to view this position on their agency portal. They can now submit candidate resumes to this position

Talent Network

Manage campaigns and reach out to qualified leads within your organization's talent database.

• When you click Contact Leads, the system redirects you to the existing Campaigns page. Here, you can create a new campaign specifically for the position you are working on, leveraging the full capabilities of the campaigns product for outreach and audience targeting.
  
• You can view a list of campaigns associated with the position and see metadata like sent and opened counts directly on this page.

Setting up Distribution Channels

You can setup up required distribution channels from the above mentioned list by navigating to Admin Console> Talent Tracking> Job Distribution > Settings> General > Settings

1. Enter the Identifier from the dropdown list and corresponding Display name
   
2. Keep adding all the distribution channels that the hiring team can view
   
3. Use the arrows to reorder the channels

Connecting the eQuest aggregator account (New section)

This is a separate, admin-only setup step from the channel-visibility settings above — it controls which boards recruiters can post to, not which channel cards they see.

1. Go to Admin Console > Talent Tracking > Job Distribution, then the External job boards tab (under the Configuration section, alongside General Settings and Posting duration settings).
   
2. Under Job aggregator, click + Add account.
   
3. Enter the eQuest account's Username and Password, then click Connect. On success, the account appears in the list along with the eQuest boards it grants access to (e.g. CareerBuilder, Monster.com, Yahoo! HotJobs). An invalid username/password shows inline field errors ("Invalid credentials. Please check your username and password.") without adding the account.
   
4. Multiple eQuest accounts can be connected — useful if different boards or business units use separate eQuest logins. Each connected account and its available boards are listed independently.
   
5. Disconnect (from an account's "More actions" menu) is a disruptive action — it removes the connection and deletes all posting accounts under it. Recruiters lose access to that account's boards immediately.

Best Practices

1. Monitor channel performance regularly: Review applicant counts and posting status across channels to identify what’s working and repost or adjust distribution as needed.
   
2. Avoid over-distribution by reviewing applicant flow: If a role is already receiving sufficient qualified candidates, pause or limit additional channels to reduce noise and screening effort.
   
3. Set clear assignment timelines: Always define start and end dates for agency assignments to keep sourcing focused and prevent outdated or unintended access.
4. 4. Write the job description before posting to a board: since the language picker only enables languages with an existing JD, add job description content for every language you intend to post in ahead of time to avoid a blocked posting flow.
   
5. Complete BSD redirects promptly: while an interrupted BSD posting can always be resumed later via Continue your previous job posting, boards that haven't finished their aggregator-side setup won't move past "In progress," so returning to finish the form sooner gets the post live faster.

FAQ

Why do I only see eQuest as an aggregator option when connecting a job board provider? As of this release, eQuest is the only supported aggregator for self-serve admin connection. Indeed is supported as a natively integrated board (via OAuth, not the aggregator connect flow). Broadbean remains available only through the legacy full-page flow for tenants already routed through it.

Why is a language greyed out when I try to add it to a board? Languages without an existing job description for this position are disabled in the language picker — add the JD in that language first, then it becomes selectable.

Why can't I see per-post fields like Expires at, Live URL, or Update time in the new panel? These fields were part of the legacy full-page posting table and are intentionally not carried into the new panel's board status cards — the panel currently surfaces status, locations, languages, and application counts per post. If you need this level of detail, the position activity log records posting events with timestamps.

Can I restrict which locations, languages, or permissions apply to an individual eQuest posting account? Not currently — per-account permission scoping (e.g. per-account "User groups") is not available in the account connection form to avoid inadvertently granting broader access than intended; this is a deliberate scope decision, not a gap to be filed as a bug.

Troubleshooting

"An active posting already exists for [Board] - [Location] ([Language])" error when creating a post: this is expected duplicate-prevention behavior — an active posting already exists for that exact board/location/language combination. Unpublish the existing post first, or choose a different board, location, or language.

A recruiter can't complete a BSD redirect and the posting stays "In progress" indefinitely: confirm the recruiter didn't close the eQuest tab before submitting the BSD form. Have them reopen Create post on the same position — the Continue your previous job posting prompt will restore the interrupted selection so they can finish the BSD form.

The External Job Boards admin page looks different across tenants, or credentials appear on an unexpected tab: some tenants may show job distribution configuration under slightly different admin page structures depending on legacy admin console configuration. If the External job boards tab isn't visible where expected, check other configuration tabs (e.g. Advanced) before concluding the feature isn't enabled — this is a known inconsistency being tracked for cleanup, not a sign the gate is off.

Recruiter reports "Failed to load job board" with the side panel gate enabled: confirm the recruiter's account has the recruiter/pipeline management role — some freshly seeded tenants and demo accounts don't have this assigned by default, which blocks the board data from loading correctly.

Audit & compliance considerations

• Permission model: connecting or disconnecting a job board provider, and managing posting accounts, requires perm_admin_ta (Talent Acquisition admin). Posting to boards, viewing posts, and post actions (unpublish/retry/republish) require recruiter/pipeline management permissions (PERM_MANAGE_MY_PIPELINES or ROLE_RECRUITER), scoped to positions the user has access to. Users without pipeline access to a position are denied access to that position's posting endpoints.
  
• No new API surface for the side panel move itself: moving Job Distribution into a side panel reuses the platform's existing boot-data, publish, and agency-assignment APIs — it does not introduce new endpoints or change existing permission checks for career site, agency, or tracking-link actions.
  
• New API surface for external job board posting: the eQuest/native board posting flow does introduce new endpoints (connect/disconnect provider, list boards/providers, create/list posts, unpublish, retry, check-duplicates, BSD callback), each permission-checked per the model above and scoped to the position ID for position-level actions.
  
• Tenant isolation: eQuest credentials, connected boards, and postings are scoped per tenant; a recruiter or admin in one tenant cannot see or act on another tenant's board connections or postings.