Managing Recruiting Template Tool

The Manage Templates tool provides a wizard-like user interface to perform various configuration-related actions and minor template modifications without the need to modify the XML-based templates directly.

The Manage Templates tool provides a solution that is intuitive and easy to use, while configuring Recruiting Management.

The Manage Templates tool supports versioning. Versions can be accessed and the preceding version of the configuration can also be restored to overwrite recent versions, if desired. You can also see the author of each version.

To enable Manage Templates Tool:

1. Enable the functionality in Upgrade Center: Admin Center→Upgrade Center→Recommended Upgrades→Manage Recruiting Templates→Upgrade Now.

   Note: You must have the Manage Recruiting Settings permission in order to see the Manage Recruiting Templates in the Upgrade Center.

2. Grant Permissions to Manage Recruiting Templates: Admin Center→Set User Permissions→Manage Permission Roles→Permission→Administrator Permissions→Manage Recruiting, select the Manage Recruiting Settings and the Manage Recruiting Templates check boxes, and choose Done.

To Modify an Existing Template:

1. Go to Admin Center→Manage Templates→Recruiting Management.

   The Recruiting Management tab shows a list of the types of templates that are available for Recruiting Management.

   
2. Select any template type.

   A list appears, displaying all of the available templates for the chosen type.

   
3. Select the template you want to edit.

   The template opens in an editable pane. You can make the desired changes to the templates in this pane.

   
4. Choose Save As Draft to allow you to return to this version.

   Choose Publish to create a new version of the template and publish the changes to your environment.

   

The Job Requisition template is used to define the fields and sections users will fill out for their Job Requisition. You can update the field label, order of the fields, if the field is mandatory, and many other job requisition settings.

Several basic settings can be managed in the header section of the template:

• Template Name: Name of the job requisition template- The name should not be changed under any circumstances.
• Application Template Name: Name of the Candidate Application template that is associated with the job requisition. It is based on this setting's specific fields and information is shown on candidate application. To learn more about the Candidate Application, check the Candidate Application Template section.
• Minimum Posting Days: You can set this attribute to 0 or a positive number. If set, the application will not accept postings of a length less than x days and will not allow a user to manually remove the posting until x days have passed.

  If the client uses this attribute, it is best practice to include an instructional field in the requisition details explaining what the posting settings are so that recruiting users know what restrictions have been set up.

• Minimum Internal Lead Days: This attribute may be set to 0 or a positive number. If set, the requisition must be posted for x days internally before external posting is allowed.

  If the client uses this attribute, it is best practice to include an instructional field in the requisition details explaining what the posting settings are so that recruiting users know what restrictions have been set up.

• Template Description: Can be used to provide a descriptive text
• Template Last Modified Date: The last modification date of the template. This should be updated manually.
• Supported Languages: Select supported languages for the template. Languages have to be first enabled in the back of the system as well as in Admin Center→Recruiting Languages.
• Default Listing Layout ID: User can enter default listing layout.
• Assessment Scale: The assessment scale element defines the rating scale that will be used to assess all applicants interviewed on this requisition via Interview Central.

  Recruiters can rate applicants on competencies as part of the Interview Central process. Additional setup is required to provide interview assessment functionality.

• Reverse the Assessment Scale: Some clients have their instances set up such that the rating scales are reversed; 1 is the highest possible rating instead of the lowest. For such a client, the reverse-scale attribute ensures that Interview Central respects that same logic.

Fields Definitions, Permissions and Other Settings

Fields Definitions

For every field that is defined, you can update existing settings.

1. Standard vs Custom Fields: There is a defined list of standard fields that can be used within the job requisition. If the field is set up as a standard field, then a specific ID and field type has to be used. When adding standard fields, you need to choose from the following field types:
   • Standard Field: for example, Job Title or Job Description
   • Standard Filter Field: for example, Employee Type or Job Permanency
   • Standard Multiselect Field: for example, Job Level
   • Standard JobCode Field: for example, Job classification
   • Standard Operator Field: for example, Hiring Manage or Recruiting Admin
   • Standard Operator Team Field: Recruiting Admin Team

   The Standard Filter Field and Standard Multiselect field can then be used as filter fields on the career site or when creating headers and footers.

   Once the field is added as a standard filter field or standard multiselect field, additional settings have to be enabled in Admin Center→Internal and External Career Search Settings. Please see the specific section of this guide.

2. Field ID: Unique ID that is assigned to a field. Based on this ID, the system recognizes the field.
3. Field Type: You can define what type the field will be:
   • text: a single line of text (non-typed)
   • textarea: multiple lines of text (non-typed)
   • date: a date (typed)
   • percent: a percent value (typed)
   • bool: true or false (shown as a checkbox)
   • enum: an enumerated type (shown as a pull-down list)
   • picklist: field options come from an sf picklist (shown as a pull-down list)
   • number: a number value (typed)
   • object: used as type of the field for FO/GO fields
   • currency: a currency value (typed)
   • instruction: This type is for adding an instruction. No value should be attached to this field
   • multiattachment: Indicates a field that can have multiple documents uploaded and attached to it
4. Field Label: Label that is displayed on a job requisition.
5. Field Description: You might want to enter field description to provide instruction for the user that will be completing the job requisition fields. The description will pop up in yellow box when the user mouses over the field.
6. Required: Mark the fields as required or optional.

   You can easily change the order of the fields using the arrows or remove the field from job requisition using the trash icon.

Field Permissions

When the field permission is being defined, the following needs to be decided:

1. Should it be read or write permission? If the role has write permission, it automatically has read permission as well. If the role does not have any permission for the field, the role will not be able to see or edit the field.
2. What recruiting role will have those permissions? (see the Recruiting Roles section for more information)
3. In which status of the job requisition this permission applies for a specified role:

• Pre-Approved: While the job requisition is routed for approval, and before it has received approval from the last approver, the system status is pre-approved.
• Approved: After the job requisition, has received all the necessary approvals, the system status is approved.
• Closed: The job requisition is filled or closed.

These are system permission statuses and they are not connected anyhow to status field that is available on job requisition. These statuses are automatically triggered by the system.

Button Permissions

It is possible to set permissions so that a specific role will be able to close or reopen the requisition. Specific roles can be able to close the requisition and another set of roles can reopen the job requisition if needed.

Candidate Email Permission

By default, all operators can access the Email button on the application record. If the client wishes to restrict certain operators from accessing the Email button, this element can be added to the Requisition XML and only permissioned users with access to the Email button can access it. This cannot be permissioned by status.

Listing Field

Clients may want to reference requisition fields as tokens (variables) in their job descriptions, headers and footers. Most fields in the requisition can be set up as a token by adding the field id to the listing-fields element.

Mobile Fields

In order for an approver to review and approve a requisition via the Mobile application, fields available in the mobile view must be defined in the job requisition template.

The mobile-fields element defines the fields that show on the mobile screen during requisition approval.

Offer Letter

Fields that you want available as tokens on the Offer Letter screen are defined in the offer letter fields section of the job requisition.

This section should be defined only if Offer Approval functionality is not enabled.

If the user changes a Job Requisition Template via Admin Center→Manage Templates, the system will check if the <offer-letter-fields> section is declared in the Template although the Enable Offer Approval feature is enabled. In this case, the system will display a warning message to inform the customer that the section should be removed.

General Settings

In this section, you can update the status set information, field, and feature permission.

Applicant Status Configuration

You can update a status that is connected with a job requisition. Other status set settings are managed through Admin Center→Edit Applicant Status Configuration.

Field Permission

In case a multistage application is enabled in your instance, most of the permission to manage information or a candidate application is managed in this section.

If the customer uploads a Job Req template, the system will check the names of the statuses that are linked with the field permissions under the <application-status-config> section. A wrongly typed status name will result in an error message. The status names have to match the status names of the Application Status Set exactly. The Application Status Set can be viewed and maintained via Admin Center→Edit Applicant Status Configuration.

If a single stage application is enabled in the instance, the permission to see or edit fields on candidate application is maintained directly in candidate application.

Feature Permission

By granting specific feature permissions, the recruiting role will be able to execute define tasks. These are the available feature permissions:

• interviewAssessment: has to be granted if the recruiting role should be able to assign interviewers
• candQuestion:this feature permission controls when (in which status of the applicant status set) the pre-screening questions will appear to the candidates. Ensure that this feature permission is configured for each status where you want applicants to be able to read, but not edit, their answers to screening questions. It should be permissioned in Default status to allow candidate to answer pre-screening questions when applying for the job.
• lateStageApp: it has to be enabled if the Invite to Apply button should appear on the application page and an Invite to Late-Stage Application option to appear in the Action menu for applicants who have been forwarded and then added to the requisition, but have not yet completed an application
• offerApproval: provides access to the Offer Approval action in the Offer menu
• offerLetter: provides access to the Offer Letter action in the Offer menu on application page
• assessmentIntegration: provides access to the assessment integration portlet on the application page
• backgroundCheck: provides access to the background check action on application page
• onboarding: provides access to Onboarding action on the application page
• historicalAssessmentResult: provides access to Assessment Integration Historical Results. These results are based on integration with third party vendors.
• historicalBackgroundCheckResults: provides access to the historical results tab on the job application page
• historicalQuestionAnswer: provides access to Questions and Answers
• offerLetterPortlet: provide access to Offer Letter Portlet on the application page

When defining feature permissions this information has to be defined:

• Feature Permission Description: Enter the description for feature permission so that it is easily recognized by another user as well.
• Feature Permission Type: Select the requested type.
• Feature Permission Role Name: Select the recruiting role that should have permission. For more information about Recruiting Roles, see the specific chapter.
• Feature Permission Status: Select the specific status in which the permission should be available. The list of statuses can be updated in Admin Center→Edit Applicant Status Configuration.

These templates are used to define the fields and sections your users will fill out for their Job Application.

Template Name: The unique ID of the template

Template Description: Description can be entered here

Template Last Modified Date: The last modification date of the template

1. Field attribute Override1. Standard vs Custom Fields: There is defined list of standard field that can be used within job requisition. If the field is set up as a standard field, then specific ID and field type has to be used.
2. Field ID: Unique ID that is assign to field. Based on this ID the system recognizes the field.
3. Field Type: You can define what type of the field will be:
   • Text: A Single Line of Text (Non-Typed)
   • Textarea: Multiple Lines of Text (Non-Typed)
   • Date: A Date (Typed)
   • Percent: A Percent Value (Typed)
   • Bool: True or False (Shown As A Checkbox)
   • Enum: an enumerated type (shown as a pull-down list)
   • Number: a number value (typed)
   • Instruction: this type is for adding an instruction into cdm
   • Multiattachment: indicates a field that can have multiple documents uploaded and attached to it
   • Multiattachmentselection: similar to multiattachment type, except uploaded documents are stored in a user repository and can be selected from (non-typed means the user's text is stored as entered)
4. Field Label: Label that is displayed on job requisition.
5. Field Description: You might want to enter field description to provide instruction for user that will be completing job requisition fields. The description will pop up in yellow box when user mouse over the field.
6. Required: Mark the fields as required or optional.
7. Is Public: Candidates cannot view or edit fields, regardless of permissions, unless the fields are first set as public. This setting is the attribute most commonly adjusted using field overrides, so even a field marked public="false" can, under certain conditions, be made public to certain applicants.
8. Is Read Only: Specifies the field as a read-only field. This is generally a legacy attribute; read/write capability is now typically controlled via permissions and not via this attribute. In new configuration always set this attribute to false.
9. Required: Mark the field as required.
10. Is Anonymized: This identifies whether a given field is considered personally identifying data and should be purged; this is used in conjunction with Data Retention Management (DRM).
11. Picklist ID: If the field is a picklist field type, the picklist ID has to be entered here. Picklist ID is available in Picklist file.
12. Picklist Country: Select Picklist Country.
13. Parent Picklist Field ID: If cascading picklist is used parent picklist has to be entered here.
14. Is Forward Intact: When set to "true" this attribute identifies if a given field’s data will be preserved when a client is using Forwarding Candidates with Application Data Intact.

In a single-stage application instance, recruiting user and candidate access to fields is determined via field-permission elements configured in the application template.

In a multi-stage application instance, these permissions are set in the requisition template instead, except for the statusId, resume, and coverLetter fields.

Field permissions are read and applied top to bottom in the order they appear in the template, meaning later permissions override the former in case of conflict. For example, you may define all read permissions for all operators first and the write permissions after all read permissions are set up. That way if there are any conflicts between permissions, the greater permissions rule.

• Field Permission Description: Enter permission description
• Field Permission Type: Select if it is read or write permission
• Field Permission Role Name: Select Recruiting Role that should have defined permission
• Field Reference ID: Select fields from the list
• Country: Select Country
• Source: Select source of the candidate

Button permissions specify which operators have access to use specific buttons on the application record. Example of the buttons are: Save Application, Forward Application, Close Application, Reopen Application, EDIT_Candidate_Snapshot.

Field attribute override elements allows the system to alter the attributes on the field definitions. These alterations can be based on the candidate type and the country of the requisition to which the applicant has applied.

• Description:Describe situation for which the overrides should be used.
• Country:Select country of the job.
• Attribute:Select Public to enable overrides to work.
• Value:Select True to enable overrides to work.
• Applicant: To display to external candidates only, select External. To display to internal candidates, select Internal. To display to both types of candidates, select Internal and External.
• Fields: Select fields to be used for overrides.

These templates are used to define the fields and sections your users will fill out for their Candidate Profile.

• Template Name: The unique ID of the template
• Template Description: Description can be entered here
• Template Last Modified Date: The last modification date of the template
• Instruction Header: Enter information that you want to display in the header of the candidate profile.
• Instruction Header for Internal Candidate: Enter information that you want to display in the header of the candidate profile for Internal Candidate.
• Instruction Header for External Candidate: Enter information that you want to display in the header of the candidate profile for External Candidate.
• Operator Instruction Header: Enter an instruction header. This text will be displayed to the left of the candidate card and is displayed only for the operators.
• Instruction Footer: Enter information that you want to display in the footer of the candidate profile. The footer appears the same to both internal and external candidates. You cannot configure it differently based on candidate type.
• Operator Instruction Footer: Enter an instruction footer. The instruction footer always appears at the bottom of the candidate profile record.

1. Standard vs Custom Fields: There is defined list of standard field that can be used within job requisition. If the field is set up as a standard field, then specific ID and field type has to be used.
2. Field ID: Unique ID that is assign to field. Based on this ID the system recognize the field.
3. Field Type: You can define what type of the field will be:
   • text: a single line of text (non-typed)
   • textarea: multiple lines of text (non-typed)
   • date: a date (typed)
   • percent: a percent value (typed)
   • bool: true or false (shown as a checkbox)
   • enum: an enumerated type (shown as a pull-down list)
   • number: a number value (typed)
   • instruction: This type is for adding an instruction into CDM
   • multiattachment: Indicates a field that can have multiple documents uploaded and attached to it
   • multiattachmentSelection: Similar to multiattachment type, except uploaded documents are stored in a user repository and can be selected from (non-typed means the user's text is stored as entered)
4. Field Label: Label that is displayed on job requisition.
5. Field Description: You might want to enter field description to provide instruction for user that will be completing job requisition fields. The description will pop up in yellow box when user mouse over the field.
6. Required: Mark the fields as required or optional.
7. Anonymize: This identifies whether a given field is considered personally identifying data and should be purged; this is used in conjunction with Data Retention Management (DRM).

Data field background elements describe candidate background information. Data fields can be configured within the background element for the end user to enter multiple instances of related details such as educational background, previous employment information, etc.

• Type id: Enter a type id for the background element. The number should be unique for each background element
• Id: Enter a type id for the background element
• Name: Enter a name for the background element
• Label: Enter localized labels for the background element
• Description: Enter a description for the background element
• Instruction: Enter an instruction to be displayed above the background element section
• Maximum Entries: Enter the maximum number of entries in this background element
• Scale id: Enter the Scale id
• Required: Select if the background element is mandatory or optional

• ID: The id attribute allows any alphanumeric value, without spaces or special characters, but that value must be unique within the background-element. The alphanumeric value maybe used as the id attribute for a data-field within a different background-element, and/or can be used as the id attribute of a field-definition. There are no standard data-field ids.
• Name: The data-field element must contain a field-name attribute.
• The field: Name attribute defines the type of data the user is allowed to enter in the field:
  1. ifld: field contains integer values (no decimals). Possible to have up to 5.
  2. ffld: field contains decimal or Boolean values. Possible to have up to 4.
  3. dfld: field contains dates values. Possible to have up to 3.
  4. vfld: field contains alphanumeric text values. Possible to have up to 15.
  5. startDate and endDate: both fields contain date values validated against each other (where start date must precede end date). The startDate and endDate field-name values may only be used once per background-element. The ifld, ffld, dfld and vfld must have an integer added to the end of the attribute value, such as vfld1, ffld2, etc. The integers do not need to be in order (it is possible configure a vfld2 before vfld1 in the background-element), do not need to be consecutive (it is possible to configure vfld1 and vfld3 without configuring vfld2) but they must be unique within the background-element (that is, vfld1 may not appear twice in a single background-element.)

• Label: Enter localized labels for the field.
• Required: Select if the data should be mandatory.
• URL Link: Select if the field is a URL link.
• Hidden: Select if the field is hidden.
• Anonymize: This identifies whether a given field is considered personally identifying data and should be purged; this is used in conjunction with Data Retention Management (DRM).
• Maximum Length: Enter the maximum length for the field.
• Display Size: Enter the maximum length for the field.
• Picklist id: Select the picklist id.
• Parent Picklist Field id: Enter the parent picklist field id if cascading picklist is being used.

These templates are used to define the fields and sections your users will fill out for their Offer Detail.

• Template Name: The unique ID of the template
• Template Description: Description can be entered here
• Template Last Modified Date: The last modification date of the template

1. Standard vs Custom Fields: There is defined list of standard field that can be used within job requisition. If the field is set up as a standard field, then specific ID and field type has to be used.
2. Field ID: Unique ID that is assign to field. Based on this ID the system recognizes the field.
3. Field Type: You can define what type of the field will be:
   • text: a single line of text (non-typed)
   • textarea: multiple lines of text (non-typed)
   • date: a date (typed)
   • percent: a percent value (typed)
   • bool: true or false (shown as a checkbox)
   • enum: an enumerated type (shown as a pull-down list)
   • number: a number value (typed)
   • instruction: This type is for adding an instruction into CDM
   • multiattachment: Indicates a field that can have multiple documents uploaded and attached to it.
   • multiattachmentSelection: Similar to multiattachment type, except uploaded documents are stored in a user repository and can be selected from. (non-typed means the user's text is stored as entered)
4. Field Label: Label that is displayed on job requisition.
5. Multi-Select: Select if the standard field is a multi-select value.
6. Required: Mark the fields as required or optional.
7. Anonymize: This identifies whether a given field is considered personally identifying data and should be purged; this is used in conjunction with Data Retention Management (DRM).

If mobile is enabled, Offer Details can be approved via the mobile application if mobile fields are configured in the Offer Detail XML. The element is named mobile-fields. You must specify existing field IDs.

Offer approvers configuration enables to maximize the process efficiency with conditional offer letter generation and mass offer letter sending to avoid individual piecemeal steps and/or rework.

Approval Workflow Editable: Select if approval workflow should be editable e.g. approver can be edited or removed.

Approval Workflow Reorder: Select if approval workflow reorder allowed.

• Step Id: Enter Step ID. This should be unique.
• Approval Step Editable: Select if approval step should be editable.
• Edit Invalid User: Select if approval step should be editable.
• Approver Type: Select if approval step should be editable: Role, User or Recruiting Group.
• Approver Value: Enter Approver Value.
• Step Label: Enter Step Label.