Configuration

The Recruitment Configuration page is accessed under Administration > HCM Setup > Settings > HR Setup > Applicant Tracking/Recruitment > Configuration. On this page, you will set items such as default profiles, job search page configuration, requirements, and see quick links to other configuration areas. Use the Edit Tabs option to add/remove widgets from this page. The Main tab contains widgets, sections, and settings.

Applicant Tracking/Recruitment Configuration Widget

In the Applicant Tracking/Recruitment Configuration widget, you can configure the following settings:

Enable Custom Career Portals: This checkbox makes the Career Portal field available in various sections on the Configuration page for both single EIN and multi-EIN companies. This allows you to apply settings to each career portal separately.

Enable Quick Apply: This setting allows applicants to apply for jobs via a one-page application using minimal information. Applicants will not be required to create an applicant profile but will be given the option.

Show Top Level Menu: N/A

Default Applicant Security Profile: Allows you to create and assign a security profile for applicants accessing your system to apply for jobs. This profile will also be assigned to former employees who apply for a new job, as the system will see them as a new applicant.

Default Applicant Data Retention Profile: If using Data Retention functionality, you can set a default profile for applicants here. Data Retention is used when personal or sensitive data supplied by applicants should undergo a limited storage timeframe in the system due to various privacy laws.

Default Applicant Demographic Profile: Allows you to set a demographic profile as a default to be included in the job application process.

Default Returning Employee Security Profile: This profile ensures returning employees can apply for jobs and will default to the applicant profile, which gives the former employee/applicant the proper security permission to navigate through the application process. If this profile is not desired, you can select and/or create and assign a different one.

Uploaded Resume Document Type: If the Marketplace App for document storage is enabled, you can define the document type specific to resumes so when they are uploaded, they are automatically marked as such.

Dashboard Layout Profile: When applicants create an account and log in, their default layout can be determined by the profile listed here. With this profile, you can control which widgets the applicants see.

Default Job Requisition Workflow: If populated, a new job requisition will contain the default workflow and cannot be edited from the job requisition. Removing a workflow from this default field will not affect any job requisition that previously had that workflow included.

Bypass Workflow For: This setting will allow designated users to add new job requisitions without going through the workflow process. When adding a new job requisition under Recruitment > Job Requisitions, the Submit button will not be available for these users. Users will simply save the requisition to create it, but all other users not included in this setting will be required to go through the assigned workflow process.

Default Offer Letter Workflow: Selecting a workflow here will add that workflow, by default, to each offer letter.

Use HR Action For Hiring: If enabled, and an HR Action Workflow is created for hiring, when viewing an applicant under Recruitment > Applicants, and then selecting Hire This Applicant, you will be prompted to choose the HR Action. You will then be able to complete all the steps in the configured Hire HR Action workflow, and submit when done, which will hire the applicant.

Require Selection of Job Application for Hire: When checked, users will be required to select a job application during the hiring process. In the Job Applications selection list, only applications where all required hiring stages have been completed will display. This option is also available in HR Actions and will work the same way.

Hide Applicant Hiring Stages: When checked, the Applicant Hiring Stages widget will be hidden from managers/users when viewing applicants. An Info icon displays the following message: Selecting this option will hide the Applicant Hiring Stages widget on the applicant information page.

Hiring Managers Widget

This optional widget allows you to enable and label up to three Hiring Manager labels that will display in each job requisition. You can then specify hiring managers for each job requisition. When Required is checked, this will then require a hiring manager to be listed in the Contact Information section of job requisitions. This will be valid for new and existing job requisitions. The Used checkboxes must be enabled to activate the Required checkboxes.

Applicant Policies Widget

These options allow you to select information that is required by the applicant during the application process, as well as specify what the applicant uses to sign the offer letter, etc.

The Primary National ID checkboxes will require the applicants to enter their national ID according to the country in which they are applying for jobs.

The Applicant Signature Uses field allows choices of Password, Last 4 Of SSN, SSN, Last 4 Of NIN, NIN, Last 4 Of Primary National ID, or Primary National ID.

The Offer Letter Signature Uses field allows choices of Password, Name Entry, or Upload Signed Offer.

The Hide Salary Information setting, when checked, will hide the salary information listed in the applicant profile, so it is not visible on the applicant portal and applicant PDF.

Conversion Tracker Company Vendors Widget

This widget allows companies to enable and track the top recruitment vendors by listing their tracking ID number. This list shown is not configurable; the vendors shown are currently the only ones supported.

When using one of the vendors, a unique Id number is generated by the vendor for your account with them. You can then add this number to the widget for quick reference.

After you check the Enabled checkboxes, the Conversion Tracking Id information will be required.

Job Requisition Configuration Widget

This widget is used to display and require fields in a job requisition. When the fields in the widget are checked, they must be set on all new job requisitions or before saving any previously defined job requisitions.

Cost center trees will appear in the widget if the Display On Applicant Tracking Field setting in the cost center tree definition is checked. The cost centers are hyperlinked, and when clicked will open the maintenance page for that cost center so you can easily check how the cost centers are defined.

If you are also using Position Management, you can require a Default Position in your job requisitions. When checked, job requisitions must have a default position assigned.

You can display or hide certain job requisition fields and mark certain fields as Required. This allows you to hide fields that may not apply in certain countries or companies. These options also apply to templates.

Once these settings are saved, when you create, view, or edit a job requisition or job requisition template, those options not marked as Display will not show in the job requisition or job requisition template. All fields will be marked as Display by default. For those options marked as Display, they may also be marked as Required to contain an entry upon saving the requisition or requisition template. Job requisitions are created under Recruitment > Job Requisitions.

For each of these sections in the widget, select the applicable checkbox(es) to display and/or make the fields required on the job requisition.

• General Required Fields

• Job Details (for users creating job requisitions)

• Compensation (for users creating job requisitions)

Custom Fields Section

For custom fields, the Display/Required settings are set in the Job Requisition Custom Fields maintenance page (Settings > HR Setup > Applicant Tracking/Recruitment > Custom Fields > Job Requisition Custom Fields). These settings are displayed in the Custom Fields section of the Job Requisition Configuration widget.

Quick Links Widget

This widget contains quick links to other configuration options. These options are also available by navigating to these paths in the Administration > HCM Setup > Settings > HR Setup >Applicant Tracking/Recruitment menu or from the Recruitment menu.

Applicant HR Custom Fields Widget

If HR Custom Fields have been defined under Administration > HCM Setup > Settings > HR Setup > Custom Fields, they will display in this widget. You can then determine actions from the drop-down list for each custom field which will display in the various tabs of the applicant profile.

The drop-down options are configured under Administration > HCM Setup > Settings > HR Setup > Applicant Custom Fields. The default setting is Do Not Map, or you can select to map the HR custom field to an Applicant Custom Field. You can add additional options in the Applicant Custom Fields configuration page.

Job Application Configuration Widget

This widget allows you to set how your job applications will look to applicants. You can choose which EIN the information will be applied to and choose a logo image, company name, and whether to include a company address.

Company EIN: Separate settings can be applied to the EIN selected in this widget.

Logo Image: Select a logo image or use the hyperlinked title to manage available images from the selection icon. Recommended size is 136 x 39 pixels.

Company Name: This is the company name that will appear on applications and downloaded PDFs. If blank, the company name shown on the job application will be DBA. If DBA is blank, the system will use the EIN legal name. If both DBA and EIN legal name are blank, the company name will be shown. The company names are pulled from the Company Address widget in the Company Setup page, located under Administration > HCM Setup > Settings > Global Setup > Company Setup.

Company Address: Check to include the company address in the job application and downloaded PDF.

Forgotten Username/Password Preferences Widget

This widget allows you to control how the system will handle forgotten usernames and passwords for applicants, whether internal or external.

If Account Security Question Is Not Set, Require On Login: Checking this setting will require users without an account security question and answer to set them after logging in with their credentials. Users will be presented with a Set Up Security Question page which must be filled out before the applicant can proceed.

For each forgotten setting, a Notification hyperlink can be selected which will open the applicable maintenance page where you can view and/or edit the notification. A default notification will be sent to the user if a custom notification hasn't been configured.

Forgotten Username Settings: Checking Users Can Reset Forgotten Username allows applicants to retrieve their forgotten username. Upon validation of a username request, applicants are sent a pre-configured username notification.

Forgotten Password Settings: Checking Users Can Reset Forgotten Password allows applicants to reset their forgotten passwords. Upon validation of a password reset request, applicants are sent a pre-configured password reset notification.

When an applicant selects Forgot Password and they do not have a security question set, they will get a screen containing a Reset Password option, Username, Continue, and Back To Account Login buttons.

Upon selecting Continue, if system validates the user, the next screen provides the following message:

The username will be sent to one of the following options, selected by the applicant:

• Personal Email (if on file, and will be masked)

• Primary Email (if on file and is not a duplicate of personal email, and will be masked)

• Secondary Email (if on file and is not a duplicate of personal or primary email, and will be masked)

• Cell Phone (if company has SMS turned on and user has a cell phone number on file, and will be masked)

After selecting one of the options for delivery of the username, the user will select Submit. If no username or previous account exists, applicant can select the Create New Account option. Upon selecting Submit, the applicant is taken to a login screen that includes a success message:

The system will validate the applicant based on username. If system cannot validate user, the following message is given to the user:

Job Board Configuration Widget

If available, this widget may be found on the Job Boards tab of the Applicant Tracking/Recruitment Configuration page, or added using the Edit Tabs functionality. The information for this widget is covered in the Job Boards User Guide. Please download the PDF or search Online Documentation for more information.

eQuest: If you have an eQuest Marketplace app installed, and you have selected Enable Custom Career Portals, eQuest options will display within the Job Board Configuration widget. The Career Portal field will display with a drop-down list allowing you to select a career portal in which to apply eQuest configuration.

• The system integration will send the company name defined in the Career Portal field of the Job Requisition page to eQuest when the job requisition data is sent via integration.

Indeed: If you have Indeed enabled on your system and have selected Enable Custom Career Portals, the Indeed section will contain a Career Portal field with a drop-down list allowing you to select a career portal in which to apply Indeed.

• Reach out to Indeed directly to register the career portal name prior to sending jobs from our system. Once registered with Indeed, you can start using our XML integration. Our system integration will send the company name defined in the Career Portal field of the Job Requisition page once you are ready.

Career Portal Setup Instructions Widget

This widget can be found on the Information tab and contains the coding that can be uploaded for companies wanting to build their own websites. For multi-EIN companies, the EIN specific link contains an Info icon explaining how settings are applied to each EIN.

Company EIN: Select the EIN for which the portal will be applied from the drop-down list. An info message states:

Career Portal: Select a defined career portal created under Global List Definitions and is active for the selected EIN. An info message states:

Steps 1 through 3 and 7 support a custom-built job search page. For simplicity, we recommend that you use Step 4, 5, or 6.

1. Doctypes: The Doctype link will open a URL explaining the valid document types you should use when building a custom career portal.

2. Include Necessary JS Files: Use this code if you are custom building a career portal with Javascript.

3. Include Necessary CSS Files: This link is used if you are custom building a career portal with CSS file.

4. Create a Link Element - Generic showing all EIN's/job requisitions (<a href>): This will result in one central career portal for your default company. If you are multi-EIN and aren't concerned with dividing jobs into separate career portals, this option is the simplest.

   Example: https://secure.saashr.com/ta/UBLJCHRE.careers?CareersSearch

5. Create Link Element - showing EIN specific job requisitions (<a href>): Creates a job search page for each EIN, which can contain a different header, colors, fonts and jobs that are specific to that EIN. The ein_id=number is the piece that directs to another EIN.

   Example: https://secure.saashr.com/ta/UBLJCHRE.careers?CareersSearch&ein_id=978370

6. Create Link Element - showing Career Portal specific job requisitions (<a href>): Creates a job search page for the specified job requisition.

   Example: https://secure.saashr.com/ta/UBLJCHRE.careers?CareersSearch&ein_id=978370&career_portal_id=1851394

7. Convert Above Link Element To Be Opened As A Popup: Use this script if you are custom building a career portal that will contain pop-up boxes.

Google Map Instructions Widget

This widget contains the following settings:

List of open jobs on Google Map: This URL can be used if you want your jobs to display on a Google map view. The jobs are represented by pins on the map. Selecting the pin will open details of each job represented in the pin. If there are multiple jobs in one location, they will allow display upon clicking the pin and applicants can scroll through the list and use the Apply link in the details to be taken to the career portal to apply for the job.

Embeddable iframe with Google Map with open jobs: This link is used to embed in a custom-built website.