Creating Job and Organization Fields

Objective

After completing this lesson, you will be able to create job and organization fields to support consistent job setup and automated hiring processes.

Job and Organization Field Types

The Job and Organization (Org) fields are the key to customizing the details of your jobs and configuring templates, approvals, screening questions, and other tools available for individual jobs or groups of jobs.

Job Fields

Job fields are customizable fields that appear on every job posting. Some standard fields, such as the EEO field (required for U.S.-based positions) and job board mapping fields, are included by default. In addition, you can create and customize extra job fields to meet your organization’s specific needs.

Job fields are useful for:

Capturing job-specific information for reporting, compliance, and analytics.
Adding parameterized information as merge fields in offer letter templates. Each job field is automatically available as a merge field for offer templates, but not for email templates.

Examples of job fields:

Specific Project Code
Required Travel Percentage
Security Clearance Level
Internal Compensation Band tied to a specific vacancy

These fields are managed and populated within the Job Details tab of a requisition.

Org Fields

Organizational (Org) fields are a special type of job field that drives configurations and processes within SmartRecruiters. They are used to capture information related to the company's organizational structure and are applied consistently across all or most job requisitions. They provide the necessary dimensions for filtering, grouping, and analyzing recruiting data based on the company's internal hierarchy. As with job fields, org fields are also reportable.

The use of org fields enables automatic association of different hiring processes, job & offer approvals, email templates, scorecards, or screening question sets based on specific job criteria. For example, if you select Sales as the department (an org field), you can automatically apply hiring processes specifically for sales jobs. Regular job fields do not have this capability.

Examples of Org fields:

Business Unit
Division
Region
A specific Cost Center that all jobs within that organizational structure must belong to.

These fields are typically managed and kept consistent by system administrators, ensuring reliable segmentation in analytics across the entire enterprise.

Three standard Org fields that will appear by default:

Brands: Set up on the Brands page.
Country: Choose for each job when the job is created.
Department: Set up on the Job Fields page. If this field is used, it will appear as a filter on the SmartRecruiters career site. It is recommended to use values that are meaningful to candidates, such as job families.

Field Dependencies

You can set up dependencies so that a selection in one field (e.g., Research and Development) automatically populates another (e.g., Engineering as the Cost Center).

Org Fields can be used to configure these features:

Hiring processes
Application fields
Job Approvals
Offer Approvals
Screening Questions
Auto Replies
Email Templates
Access Groups
Offer Templates
Scorecard Criteria
Career Pages
Job Footers
Application experience

System Limits and Restrictions

Creating custom Job or Org Fields in SmartRecruiters lets you tailor the platform to your unique processes and capture the specific data needed for more effective, accurate recruitment workflows.

You can create up to 200 Job fields, including both active and inactive fields. In addition, you can create a maximum of 22 custom Org fields, not counting the standard fields: Brand, Department, and Country.

Add a Job or Org Field

Steps

As an Admin, select your User icon; select Settings / Admin.
Select Job Fields under the Configuration section.
Note
On the Job Fields interface, you can view, edit, add dependencies, activate, and reorder the job fields created for the system. The order in which they are listed is the order that they will appear to the user during the job creation process.
Select the Add Field button.
Select the desired Field Type (single select or free text) from the dropdown menu.
Note
Once the job or org field is created, it cannot be deleted. Once the type of the field is selected, it cannot be changed.
Provide the following information for the new field:
1. Name: The name of the field (up to 200 characters).
  Note
  The default Job/Org fields name (Brands, Country and Department) will be automatically translated as per the user's language. Custom Job/Org fields will NOT be automatically translated. The API can be used to translate the name and values.
2. Field Category: Choose between a regular Job Field or an Org field.
3. Type: Select the field type. Org fields can only be single select, as their values drive other processes. Changing the type to free text will automatically convert the field to a regular job field type.
4. Visibility: Choose Internal (visible only to specific roles) or Public (visible on career sites and available via API).
5. Required field: Indicate whether the field is required.
6. Where does this field appear?: Choose where the field should appear, such as on the job posting, in the Communities configuration, on the job approval, or on the job ad. When displayed on the job ad, both the field and its value are visible to the candidate. This option is available only for dropdown fields.
Select Save to finalize and activate the new custom job field. It will now be available in the Job Details tab for both new and existing job requisitions.

Add Field Values Manually

New fields are not active until you add at least one value.

Note

All fields can have unlimited values, except for Brands and Departments. Brands are limited to 2,000 values, and Departments are limited to 20,000 values. Each individual value name can be up to 200 characters long.

Steps

Enter the desired value in the field.
Identify the Pending new status, which indicates the value is added but not yet saved.
Select Save at the top of the page to finalize all pending values.

Add Field Values in Bulk

Steps

Select CSV upload to upload multiple values in a CSV file.
Choose a CSV file from your computer that contains a simple list of values with no headers.
Note
You can process up to 2,000 values per session, whether added through the UI or uploaded via one or more CSV files. For larger volumes, save changes every 2,000 values or use the bulk management feature.

Job or Org Field Sorting

After a job or org field is created, administrators can reorder fields by dragging them up or down. Fields can be moved individually or together with their dependent fields.

The order you set determines how fields appear on pages, such as the Job Details tab (if the field is visible there).

Parent and child fields cannot be reordered across levels. A child field cannot be moved to the parent level. You can only change the order within the same level. To change parent-child relationships, you must update the field dependencies.

Displays the Job fields screen, and highlights one of the job fields with the sort icon to the left, and the additional editing options to the right.

Watch this video for more information about creating job and org fields.

This video is for demonstration purposes. Any references made in this video to previous or later videos in this course (including titles, numbers, links, or sequence) may differ from the current course structure. Additionally, some functionalities shown may have evolved over time due to ongoing enhancements or business decisions.

Summary

Job fields allow customization of job postings, capturing specific details about each role, while org fields drive configurations and processes within SmartRecruiters.
Administrators can create job fields by navigating to Settings / Admin, then add a new field and configure its name, category (job or org), type (single select or free text), and visibility (internal or public).
Organizational (Org) fields are a special type of job field that drives configurations and processes within SmartRecruiters. The use of org fields enables automatic association of different hiring processes, job & offer approvals, email templates, scorecards, or screening question sets based on specific job criteria.

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