Configuring the Multistage Application

Objectives

After completing this lesson, you will be able to:
  • Enable the multistage application
  • Configure the application template for multistage applications
  • Configure the job requisition template for multistage applications

Multistage Application

This feature enables the option to expose different application fields, at different points in the application process.

Some companies have their applicants complete a quick initial application (stage 1). If the recruiter reads the resumé, and would like to interview the candidate, they change the applicant status. As a result, an email is sent to the applicant requesting the completion of the remaining application (stage 2). At the same time interview team can see different information in different status, for example, salutation in New Applicant status or Sign On Bonus in Offered Status.

In a multistage environment, all required fields for status must be filled out before a user can successfully change the applicant’s status to any In Progress status. In other words, if one of the mandatory fields is not completed, it is not possible to move candidate to next status. That is also valid for any mandatory fields that have to be completed by recruiting operators. An applicant can be moved to a disqualification status at any point, regardless of whether or not required fields are completed.

Multistage Application Configuration

To configure multistage application, proceed as follows:

  1. Select Provisioning → Company Settings → Recruiting V2 Application → Enable Multi Stage Application. This will enable the Multistage Application environment for the entire instance.

  2. In the Managing Recruiting section in Provisioning, locate the Edit Job Requisition Application Template and export the Application XML.
  3. Open the Application XML and copy all field permissions into a blank text file. Remove all field permissions from the Application XML except the statusID, resume, and coverLetter fields. An important note for the Multistage Application.
  4. Open the Job Requisition XML (JRDM) and define the multistage permission blocks under Zone 10 of the XML (Applicant Status Configuration).
  5. Define multistage permissions for each status in the Talent Pipeline as required. A note for the Multistage Application.
  6. Import the new versions of the Application XML and JRDM XML into Provisioning.

When building your multistage permission blocks in the Job Requisition, you will define which recruiting operators (or the candidate operator) can view which application fields, in which status(es) in the Talent Pipeline.

Configuration of the Job Requisition Template for Multistage Applications

The multistage permission blocks consists of the following:

  • Permission Type: Operators can receive Read or Write Permissions to any application field.
  • Permission Description (optional)
  • Operator: Application fields can be permissioned to any recruiting operator roles or the candidate operator by defining the role-name element as follows: <role-name><![CDATA[C]]></role-name>
  • Status: Define which status(es) in the Talent Pipeline (Applicant Status Set) the permission should be granted as follows: <status><![CDATA[Default]]></status>

    Important: Do not use the label of the status in these permission blocks otherwise you will receive an error when importing. Use the name of the status (as it was created in the base set).

  • Fields: List all application field IDs that the permission block should impact. List and define all fields as follows: <field application-field-id="candidateSource"/>
Code block for field permission with their attributes is displayed.

Considerations include the following:

  • When using Multistage Application setting, all required fields must be filled out (by the candidate or recruiting operator) before recruiters are able to change the applicant status to any In Progress status.
  • If using Pre-Screening questions and the Multi-Stage Application, you must enable the Candidate Questions feature permission in the JRDM. This will allow Pre-screening questions to display to candidates in the respective status(es).
  • Applicants can be moved to a disqualification status at any point regardless whether any required fields are completed.
  • When configuring multistage application permissions, all statuses must be defined or the candidate can view all fields.
  • You can configure country/region specific application fields that are visible to different operator roles that can be done by configuring overrides in the template file.

Configure Field Attribute Overrides in Candidate Application

Business Example

Country fields have special meanings on the job requisition and can control visibility of fields on the application.

In this exercise, you will configure country fields and field attribute overrides.

Note

To complete this exercise, you will need to export the current version of the Application template (also known as the Candidate Data Model). To export your application template, navigate to Provisioning → Manage Recruitingand select the SECOND link (Edit Job Requisition Application Template) and export the application template.

Task 1: Configure the Job Requisition Standard Country Field

The client is currently operating in the U.S., Germany, and Spain, and soon will open offices in Canada and Mexico. You must configure these country fields.

Steps

  1. As the recruiter, view an open requisition and check which countries are currently available in the Country of Job (derived country field) field dropdown menu.

    1. Log in to your instance as the administrator and proxy as the recruiter.

    2. Navigate to Recruiting and display the Approved/Open job requisitions.

    3. To open the requisition details, select View or Edit Requisition.

    4. Scroll down to the Country of Job (derived country field) field, and note the values available from the dropdown menu.

  2. To edit the list to only countries where jobs may be available, log in as the administrator. In Admin Center → Set Up Job Board Options, update the custom list of countries by adding Canada and Mexico.

    1. Select the Country and State/Province Values Set Up link.

    2. Select the link for Custom Select.

    3. Scroll down the screen to select the Canada and Mexico checkboxes.

      Alternatively, you can use the search box to filter these values.

    4. Click Add to list for each.

    5. Click Finish.

    6. Click Save.

  3. Confirm that the Country of Job (derived country field) field on your requisition now displays the additional two country options.

    1. Proxy as the recruiter and find the same requisitions viewed above.

    2. Confirm that the Country of Job (derived country field) field on your requisition now displays Canada, Germany, Mexico, Spain, and United States.

Task 2: Verify Existing Overrides on the Application Template

Steps

  1. Open the latest version of the CDM in an XML editor.

    1. Log in to Provisioning and go to Managing Recruiting → Edit Job Requisition Application Template.

    2. Export the file and save it to your computer. Ensure that the candidate-data-model.dtd file is in the same folder.

    3. In your XML editor, open the latest version of the CDM.

  2. In the overrides zones, check to see which fields should be viewable by which type of candidate (internal or external) applying to jobs in which country. Take note of these fields.

    1. In the CDM, locate the Override zone.

      Note

      You can use Ctrl+F to search for override.

    2. Look for the fields viewable and not viewable by internal and external candidates applying to jobs in different countries.

    3. Note these fields.

  3. Begin an application as an internal candidate to verify that fields are displayed, or not displayed, as appropriate.

    1. Navigate to Recruiting → Open Job Requisition → Job Posting.

    2. Post the job internally using the Internal Private Posting option. Use today's date as Posting Start Date.

    3. Copy the link it in the new tab.

    4. From the Select Apply.

    5. Complete any required fields on the candidate profile, and click Next.

    6. Verify that fields are displayed, or not displayed, as appropriate for an internal candidate.

    7. Choose Cancel.

  4. Begin an application as an external candidate to verify that fields are displayed, or not displayed, as appropriate. Use private posting option to access the posting

    1. On the candidate application, verify that fields are displayed, or not displayed, as appropriate for an external candidate.

    2. Choose Cancel.

Task 3: Configure Overrides

Steps

  1. Open the latest version of the Candidate Application (CDM template) in your XML editor.

  2. Immediately following the "currentCompany" field, add a new field using the information in the table.

    LabelField TypeRequired?Viewable toLocation
    May we contact your current employer?Yes/No picklist fieldYesOnly external candidates that have applied to positions located in the United States (US), Canada (CA), and Mexico (MX)Directly below the currentEmployer field

    1. In the CDM, locate the currentCompany field and directly below it, create a custom field ID with the label May we contact your current employer?

    2. Set the field as "required".

    3. Set the field type attribute to make it a picklist field (reference the yesno picklist).

    4. Configure the overrides so this field is viewable only by external candidates who have applied to positions located in the US, CA, or MX. Begin by copying an existing override section and entering updates.

      Code Snippet
      12345678910
      <field-attr-override>
	<override>
    <description><![CDATA[For external applicants only.]]></description>
    <country><![CDATA[US]]></country>
    <country><![CDATA[CA]]></country>
    <country><![CDATA[MX]]></country>
    <field-attr attribute="public" value="true" applicant="external"/>
	</override>
	<field refid="cust_contactEmployer"/>
</field-attr-override>

  3. Create another new field after that one and set the attributes as specified in the table.

    LabelField TypeRequired?Viewable toLocation
    Current DepartmentText fieldYesOnly internal candidates who have applied to positions located in the United States (US).Directly below the May we contact your current employer? field

    1. Choose an appropriate ID and add the label Current Department.

    2. Make it a required text field.

    3. Make this field viewable only by internal candidates that have applied to positions located in the US.

    4. Configure the overrides so this field is viewable only by internal candidates who have applied to positions located in the US. Begin by copying an existing override section and entering updates.

  4. Validate the CDM, save it with a new name, and import the revised CDM in Provisioning.

    1. Validate the CDM and save it with a new name.

    2. To import the updated CDM, log in to Provisioning.

    3. Navigate to Managing Recruiting → Edit Job Requisition Application Template.

    4. Browse for the file and click Import.

Task 4: Permission the New Application Fields in the Multistage Environment

Using the multistage application environment changes the way that application fields are permissioned. In the single stage application environment, fields are permissioned directly in the application XML template. However, the multistage application environment allows us to control when the application fields will be presented to the candidate (or recruiting users). This requires permissioning the application fields in the job requisition template, where the applicant status set is configured.

In this task, permission the fields you have just created to the Candidate and the Recruiting operators.

The candidate should receive the write permission to this field when they are completing their application.

Recruiting operators should receive the read only permission to the field during all statuses of the talent pipeline.

Steps

  1. Open the latest version of the JRDM in an XML editor.

  2. Find applicant-status-configuration (towards the bottom of the template).

  3. Sample code for the multistage application field permissions are provided, but are commented out. Remove the comment syntax.

    1. Remove the "<!--" and  "-->" at the beginning and end of the permission block.

  4. Permission the new custom fields that you have created in previous step to the candidate by finding the application permission block for the "C" operator in the "Default status".

    1. Find the permission block with the following information:

      <field-permission type="write">

      <description><![CDATA[C can write]]></description>

      <role-name><![CDATA[C]]></role-name>

      <status><![CDATA[Default]]></status>

    2. Use the syntax below to add permissions for the two new custom fields. Add the code below, and replace the XXXX with the custom field IDs you have created:

      <field application-field-id="XXXX" />

    3. Copy the two new permission lines to use in the next step.

  5. Permission the new custom fields that you have created in previous step to the recruiting operators by finding the application permission block for the recruiting operators. Since the recruiting operators should be able to see these fields throughout the recruiting process, you will permission the fields in all statuses.

    1. Find the permission block with the following description:

      <description><![CDATA[Recruiting Operators can read during all statuses]]></description>>

    2. Paste in the two lines of new permissions that you added to the Candidate permissions, above.

  6. Review the rest of the multistage application permission blocks. Notice how you can permission different application fields to recruiting operators or the candidate during different statuses in the applicant status set. When building a new permission block for the multistage application environment, you will need to use the name of the status as it was created in the base set, and not the label.

  7. Validate your JRDM and save it as a new version.

Task 5: Test the Application

Steps

  1. Begin an application as an internal candidate to verify that fields are displayed, or not displayed, as appropriate.

    1. Log in to your instance as the administrator and proxy as the recruiter.

    2. Find an Approved requisition and edit it.

    3. Change the Country of Job (derived country field) field to US.

    4. Save your changes.

    5. Proxy as an internal user. (A listing of users is available from Company Info → Org Chart.)

    6. Apply for this position using the private posting option.

    7. Notice the presence or absence of the override fields configured above.

    8. Click Cancel.

    9. Proxy as the recruiter, navigate to the requisition, and change the Country of Job (derived country field) field to Germany (DE).

    10. Again begin an application as the internal candidate and verify the presence or absence of the override fields.

  2. Begin an application as an external candidate.

    1. Perform the same steps as above, except that external candidates apply for jobs from the external Career Portal.

    2. Verify the presence or absence of the override fields, as appropriate.

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