Managing Candidate Profile

Objective

After completing this lesson, you will be able to modify search and display options for candidate profiles.

Candidate Summary Display Options

Candidate fields defined on the Application template can be used as display options in the Candidate Workbench. To customize the available display option fields, nominate the fields in the Candidate Profile template.

Considerations include:

Custom fields must be made reportable in Provisioning to work as display options.
The Candidate Summary Display options do not respect permissions outlined in the XML. Fields containing secure data or data that can’t be shared across roles, must not be configured as a Display column.

Process for Configuring Candidate Summary Display Options

To configure the Candidate Summary display options, proceed as follows:

Add the candidate-summary-display-options-confignode to the Candidate Profile template after the <button-permission> node.

Define the required categories to group the display options on the Candidate Workbench.

Code Snippet

123
<category id="candidateContactData" name="candidateContactData">
<label xml:lang="en_US><![CDATA[Candidate Contact and Application Data]]</label>
</category>

Add fields to the category.
- <column field-ref> attribute corresponds to the standard or custom field ID.
- <select-by-default> attribute controls if the field is selected in the Display Options panel by default.
- <gridOrder>attribute controls the order of the fields within the category. Each value for <gridOrder> must be unique for the category.
  Code Snippet
```
1
<column field-ref="cellPhone" select-by-default="true" gridOrder="1"/>
```
To make any custom fields reportable, go to Provisioning→Configure Reportable Custom Fields.
Enter the field names for the custom fields in the XML Custom Field ID column.
To update the reportable data, select Synchronize Existing Data.

Upload the modified Candidate Profile XML template.

Code Snippet

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<candidate-summary-display-options-config>

<category id="candidateContactData" name="candidateContactData">
<label xml:lang="en_US"><![CDATA[Candidate Contact and Application Data]]></label>
<column field-ref="cellPhone" bge-ref="none" select-by-default="true" gridOrder="1"/>
<column field-ref="contactEmail" bge-ref="none" select-by-default="true" gridOrder="2"/>
<column field-ref="country" bge-ref="none" select-by-default="false" gridOrder="3"/>
</category>

<category id="referralData" name="referralInfo">
<label xml:lang="en_US"><![CDATA[Referral Info]]></label>
<column field-ref="referralName" bge-ref="none" select-by-default="true" gridOrder="4"/>
</category>

</candidate-summary-display-options-config>

Candidate Search

In today’s competitive market, most companies want to provide their candidates with a quick, easy and intuitive candidate experience.

As the consultant, you need to carefully find your way through the application process of a company and avoid configuration that would make a candidate want to abandon the application process.

A candidate search tool can be used to search profile data of internal and external candidates.

Support for accent characters in Quick Search

The candidate quick search functionality supports accent characters in English or using an English keyboard. Familiar accent characters in other languages are mapped to English-language characters so that the user can search for candidates without adding accents to their name.

For example, to find a candidate with the last name Kühner in the candidate quick search, you can search for Kuhner without adding the "umlaut".

Adding of an external candidate manually

A recruiting user who has candidate search permission can add an external candidate manually.

Select Add Candidate to add an external candidate manually.

To add a candidate, the following information must be completed:

First Name
Last Name
Email
Phone
Country

The recruiting user can also attach a resume and cover or complete background information. Once the information is saved, the candidate profile is available.

Candidates added into the system through this method receive an email notification informing them they have been added. The email notification also provides information about how to reset their password and access their account to manage or delete their data.

Additionally, recruiting users can also choose visibility settings for these candidates. Navigate to Provisioning→Edit Candidate Privacy Option and check the following:

Ask external candidates to set their visibility settings when creating an account or profile.
Allow internal users with appropriate add candidate permissions to set external candidate visibility upon manually adding a candidate.

Recruiting users can only set the visibility settings during candidate creation and cannot update the setting.

Candidates can update the setting on their profiles.

This setting is not available to agencies or employee referrals when adding candidates.

Management of Candidate Profiles in the Candidate Database

Management of candidate profiles includes:

Mass uploads of résumés
Bulk create candidates from a .CSV file

Mass upload résumés

Recruiter users can upload up to 100 résumé files and have the system automatically parse the résumé, and create candidate profiles from the information in the résumé. The candidates created via the mass upload process can be searched via the batch name the user indicates during the process.

Résumés files can be uploaded in word, text, pdf and even image formats. Recruiters themselves with the appropriate permissions can easily create many candidate profiles for the résumé files they may receive. Successfully created candidates can be searched and added to talent pools, email campaigns, and forwarded to requisitions.

Prerequisites for this functionality include the following:

Resume Parsing: Turned on and configured
Switch: Enable Recruiting Users to Mass Upload Candidate Resumes
User Permission: Mass Upload Candidate Resumes

Mass Upload Resumes option is highlighted. This option is used by recruiters to upload upto100 résumés for automatic parsing.

For more information about this functionality, check the Recruiting Management Implementation Guide.

Bulk create candidates from a .CSV file

Recruiter users can upload a .CSV file containing candidate data (up to 1000 candidates in each file) and have the system automatically create candidate profiles from the information. The candidates created via the bulk create process can be searched via the'batch name the user indicates during the process.

This functionality enables Recruiters or Administrators to bulk create candidates from a file themselves to have the means to easily add candidates into the system. Successfully created candidates can be searched and added to talent pools, email campaigns and forwarded to requisitions.

Prerequisites for this functionality include the following:

Switch: Enable Recruiting users to Bulk Create Candidates from .CSV File
User Permission: Bulk Create Candidates from .CSV File

Bulk Create Candidates From .CSV File option is highlighted. This feature allows recruiters to bulk create candidates from a file.

For more information about this functionality, check the Recruiting Management Implementation Guide.

Modify the Candidate Profile Template

Modify the CPT - Part 1

ExerciseStart Exercise

Modify the CPT - Part 2

ExerciseStart Exercise

Business Example

The candidate profile contains the online resumé of the candidate. In this exercise you will modify and complete the candidate profile.

Task 1: Fill Out the Candidate Profile

Steps

Log in to your instance.
1. Log in to your instance as the administrator.
2. Proxy as an internal employee.
Navigate to Careers→My Candidate Profile.
Fill out the candidate profile and save the changes.
Note
Dummy resumes and cover letters are provided in your Course Files folder.
1. View the candidate profile for this candidate.
2. Fill out the required fields.
3. Upload a resumé.
4. Save the changes.

Task 2: Modify the CPT

You will add and test two new fields that the customer has requested. It is helpful to copy a field with the same field type to start your configuration for a new field and replace with relevant information. Notice that you do not need to work with the permissions in this exercise

Steps

In an XML editor, open the CPT template titled CPT_STARTER provided in your course files.
1. In your course files, find the XML document title CPT_STARTER. Ensure that the candidate-profile-data-model.dtd is in the same folder.
2. Open your XML editor and then open the file.
In the CPT XML, immediately following the candComment field, add the standard field dateOfAvail. Make the field optional for candidates to complete, and enter the label "When can you start?"
1. Using Ctrl+F, search for candComment. There is no existing date type field in the file to start from, so copy an existing text field and paste it below candComment to begin configuring the new field.
2. Update the id, type, required, and custom attributes.
3. Update all of the label fields with the question "When can you start?"
Immediately following the field you have just added, add another custom field, as follows, with the label: "Do you require to give more than two weeks notice to your current employer? If yes, please indicate how many weeks notice your current employer requires.". Make it an optional text area field.
1. To begin, copy an existing field of the type="text area" and paste it below the dateOfAvail field.
2. Update the attributes. Remember that the id for custom fields typically begins with cust_.
Validate the updated CPT against the DTD and correct any errors.
Save the updated CPT file with a new file name.
Note
It is best practice to save the updated CPT file with a new file name for version control.

Task 3: Import and Test the Updated CPT

Steps

Import the updated CPT.
1. Log in to Provisioning and navigate to Managing Recruiting→Edit Candidate Profile Template.
2. Delete the existing code on the Edit Candidate Profile Template page.
3. From the XML editor, copy the contents of the updated file and paste into the box.
4. Select Save Form.
Log in as the same user with the profile data you just entered and view the candidate profile.
- Confirm the fields added above are visible.
- Complete the newly added elements on behalf of the candidate.
- Save the profile.
1. Log in to the instance as the administrator and proxy as the same user whose profile data you just entered. View the candidate profile.
2. Confirm the fields added above are visible and that the one field is required and the other is not.
3. Complete the newly added elements on behalf of the candidate.
4. Save the profile.

Configure Candidate Profile Template Background Elements

Business Example

Background elements can be added to the candidate profile to broaden candidate search functionality and add to the online resumé. In this exercise, you add background elements.

Task 1: Configure Background Elements

Steps

Export the data model from Provisioning→Succession Management and open it in an XML editor.
1. Log in to Provisioning and navigate to Succession Management→Import/Export Data model.
2. Select the Export button and Submit.
3. Save the file to your computer.
Open the latest version of your CPT in the XML editor.
1. Log in to Provisioning and navigate to Managing Recruiting→Edit Candidate Profile Template. Copy the content and paste it to XML editor.
In the Succession Data Model XML, locate the Professional Memberships background section.
Copy the entire background element from the data model file, and paste it directly below the last background element in the CPT.
1. In the Succession Data Model XML, use Ctrl+F to search for Professional Memberships.
  It is in the background section of the field definitions.
2. Copy the entire background element from the data model file, and paste it directly below the last background element in the CPT.
Format the XML so that it matches the format of the other background elements in the CPT (for example, remove max-file-size).
Ensure the IDs match between the data model and the CPT.
Ensure that the type-id is unique for all background elements in the CPT file.
1. Ensure that each background element has a unique number for type-id!
Validate the CPT against the DTD and save it with a new file name.

Task 2: Import and Test The Updated CPT

Steps

Import the updated CPT.
1. Log in to Provisioning and navigate to Manage Recruiting→Edit Candidate Profile Template.
  This area does not have an import and export feature.
2. Copy all lines in your CPT file from your XML editor. Use CTRL+A to Select All. Copy the code.
3. Use Ctrl+A in the window in Provisioning to select all the code already there. Paste the code from your file.
  Hint
  You may want to first copy the existing code to a new file in your XML editor and save it as your original CPT.
4. Save the changes.
Log in and verify that the new Professional Memberships background section has been added, but do not yet enter data.
Note
You will practice synchronizing fields between the CPT and the data model in another module once you have set up the mapping.
1. Log in to the instance as the administrator and proxy as the same user that has the completed profile.
2. Verify that the new Professional Memberships background section has been added. Do not enter any data at this point.
Note
In case you are not able to see newly added background element, open the latest version of your CPT file, and add permissions for background element to field permission section.

Sync Background Elements between Candidate Profile and Employee File

Business Example

You must set up data from the CPT and data model elements to sync back and forth, so when data is added or updated on one, the changes are reflected in the other. In this exercise, you will practice syncing background elements.

Note

Before beginning this exercise, you must complete the exercise, Configure CPT Background Elements.

Task 1: Map the Fields from the CPT to the Succession Data Model

Steps

In an XML editor, open the data model you recently exported from Provisioning→Succession Management.
1. Log in to Provisioning and navigate to Succession Management→Import/Export Data Model.
2. Export the Succession Data Model and save it to your computer.
Open the latest version of your CPT in the XML editor.
1. Open your XML editor and open the file you just downloaded, for reference.
2. Open the most recent version of the CPT file. Download a new copy from Provisioning→Managing Recruiting→Edit Candidate Profile Template, if necessary. Remember to copy the code and paste it into a new file in your XML editor and save it as your original.
Add the appropriate code to the CPT to sync (map) the following fields:
- First Name
- Last Name
- City
- Zip
- Languages
- Previous Work Experience
- Education
- Certifications
- Professional Memberships
- Map the home phone field from the CPT to the business phone field in the data model.
Note
Some of these fields might already be mapped. The field IDs might differ from one file to the other.
1. To add the appropriate code to the CPT to sync (map) the fields to the Succession Data Model, scroll down to the zone where syncing is located (just after field definitions for background elements). Map the fields provided above.
2. Enter the sm-mappingattributes and map all the fields above.
  Note
  For example, for the First Name field, enter <sm-mapping field-id="firstName" map-to="firstName" />. CPT field is listed first, then Succession Data Model field.
Validate the CPT against the DTD and save it with a new file name.
Import the updated CPT.
1. Using Ctrl+A, select all the code in the file and navigate to Provisioning→Managing Recruiting→Edit Candidate Profile. Paste the code in the window and save your changes.

Task 2: Add Background Elements to the My Employee File and Test

Steps

Enable background elements in My Employee File.
1. Navigate to Admin Center→Configure People Profile.
2. In the General Settings section, scroll down and select Add a new section.
3. In the Edit Section on the right of the screen, do the following:
  1. Enable Show this section on the profile.
  2. Update the name of the section to Background Elements.
  3. Scroll down to save changes.
4. Add background elements to the section.
  1. Click the subsection to view Available Blocks, which opens on the right side of the screen.
  2. Search for Live Profile Background Information in Custom Blocks.
  3. Drag and drop this block to the Background Elements section that you have created earlier.
  4. Click the newly added block, which is highlighted in blue, to open it.
  5. Edit information for this specific block in the Edit Block section on the left.
    - Block title: Enter Professional Memberships.
    - Background Element: Select Professional Memberships from the list.
    - Title for Repeating Entries: Leave as None.
    - Block Size: Leave as Small.
  6. Scroll down and save the changes.
Navigate to My Employee File and add a Professional Membership entry.
1. Navigate to My Employee File and in the Background Element section locate the Professional Membership background element and enter details.
2. Save the entry.
Navigate to the Candidate Profile and verify that the data entered in My Employee File syncs to the Candidate Profile.
Add a Professional Membership entry in the Candidate Profile and navigate back to My Employee File to confirm changes.
Note
If you cannot see the Background Elements on the People Profile, please ensure you have provided the employee group with appropriate Role-based Permissions permissions.
Review and update permission if need in Employee ViewsAdmin Center→Manage Permissions Roles→Select Employee permission role→User Permissions→Employee Views→Background Elements
The employee data permissions needed can be found under Admin Center→Manage Permissions Roles→Select Employee permission role→User Permissions→Employee Data→Background Section: Certifications/Licenses, Formal Education, Language Skills, Previous Employment & Professional Memberships.

Summary

Candidate fields defined on the Application template can be used as display options in the Candidate Workbench.
Management of candidate profiles includes mass uploads and bulk create from an uploaded .CSV file.
Recruiter users can upload up to 100 résumé files and have the system automatically parse the résumé, and create candidate profiles from the information in the résumé.

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