Creating the External Career Portal

Objectives

After completing this lesson, you will be able to:

  • Create the career portal
  • Customize the career portal
  • Create a microsite
  • Enable search filter fields for the career site

Career Portal Details

Learn about advertising the job.

To customize the career portal, you need to specify some details.

Career Portal Details

  • Enter the name of the site and description.

  • Select the language for the site.

  • Select the Default checkbox if this will be the default career site.

Note
All jobs posted externally are posted to the default site.

Career Portal Creation

So far, you have visited the Careers tab to see where internal candidates apply for open positions with the company. As the hiring manager or recruiter, you are ready to look past your current group of employees for your new positions and hire some new people. To do so, you need to create a career portal.

Creating and Editing Career Sites

  • Before a job can be posted externally, a career portal must be created. 

  • To create a career portal, go to Admin CenterManaging RecruitingManage Recruiting Sites.

Note
At the very beginning of configuration discussions, suggest filters your client might want to use on their career portals.  For example, if your client would like a portal for college recruiting, a field needs to be dedicated to that filter and configured as filter1, filter2, and so on. We can create a microsite for the College Recruiting field created earlier.

Career Portal Creation Process

  1. Click the Create New Site button in the bottom-right corner of your screen.

  2. A career site named New appears at the bottom of your screen.

  3. Mouse over the Take Action link and select Edit.

Enable V12 External Career Site

  • An external career site wrapper can be branded and applied to your external career site by checking the Enable V12 External Career Site checkbox. Once enabled, you can see a Manage Recruiting Site Themes link.

  • This link allows you to customize the theme of the external career site wrapper much like the Theme Manager administration tool.

Career Portal Link

Once you have made the required or desired customizations, click Save.

The link for this page is displayed at the top of the edit screen. This is the link for the candidate portal you just created.

This link needs to be provided to whomever is in charge of managing the external website of the client.

Landing Page Customization

The next step is to customize the landing page. This is the first thing candidates see when arriving to the career site.

Editing Tools on the Site Landing Page

  • Change text colors, fonts, sizes

  • Hyperlink to other pages (including micro-sites)

  • Source or HTML view

Page Description Updates

You have the option to update any page description.

Page Description Updates

  • Update the overall message on the home page

  • Update the Job Search description

  • Update the Manage Jobs description

  • Update the Profile description

  • Manage Career Site Footer

Customization of Thanks for Applying Text

You can customize the message that appears once the candidate applies for the position. To configure a custom message confirming that an application was submitted, select Admin CenterManage Recruiting SettingsApplication Submit PageExternal Career Site section.

Select Custom Message and enter the text you want to appear after a candidate submits an application.

Microsites

Your client may want to target specific audiences of candidates. Examples of this include college recruiting, those with specific licenses or certifications, job fairs, interns, and so on.

Microsite Details

  • Each microsite only shows jobs meeting the specified filters: for example, jobs for interns only.

Microsite Filters

Steps for creating a microsite begin at the job requisition level.

Internal and External Applicant Search Settings in Provisioning

For example, if creating a microsite for college recruiting, create a picklist-type field on the job requisition (JRDM) template.

The field-id must be a filter value: for example, filter1, filter2, and so on.

In Provisioning, set up the custom filter by navigating to Manage RecruitingInternal and External Applicant Search Settings.

Custom Filters for Microsites

To set up a custom filter for a microsite, complete the following steps:

  1. Scroll to the Custom Filters section.

  2. Add the field label and picklist ID.

    Please note that the same settings can be enabled via Admin CenterInternal and External Career Search Settings.

This filter is now available for job searches and for creating microsites.

  • To create the microsite, repeat the same steps as for the creation of your default career portal and use the filter(s) to dictate what is visible on the microsite.

  • Using the example of creating an Intern microsite in the figure, Using Job Filters to Customize, set the filter to Intern.

  • Only jobs with this field marked Intern on the job requisition will then appear in the search results.

Microsite Links

The interns-only microsite has its own unique link.

Microsite Link Available in Career Settings

You can link out to this microsite from your default career website and in other types of marketing.

Jobs on the Career Site Search

For your job requisition to conclude successfully, it must be easily found by potential candidates.

The Recruiting solution allows customers to decide what search fields are appropriate for their type of jobs. This functionality is configured in Provisioning, and in the requisition, using filter fields.

Access to the Careers Sites

There are different ways for potential candidates to find your job openings:

  • Internal Candidates: The job search begins from the Careers link, found in the Home dropdown menu.

  • External Candidates: The job search begins at the corporate website of your company.

Regardless of how a candidate begins their search, they land on the job search page.

Job Search Candidate View

  • On the Job Search page, each candidate decides which filters make sense for them.

  • The figure, Job Search Candidate View, shows an example where the company has a College Recruiting field. This field is not as common as the Function or Region field. This might indicate a company that does a lot of college recruiting.

Job Search Filter Fields

Providing candidates with search options and filters starts by configuring the desired filter fields in the job requisition. The search filters must be configured as fields on the job requisition.

To configure filter fields, follow the steps below:

  • Add the filter field to the requisition. These are the available fields:

    • Filters 1–15

    • Multi-select filters 1–15

  • The type "picklist" is required.

  • The field is set to required equals true.

Job Search Filter Fields Configuration: XML

When configuring the job search filter fields you work in the XML.

Job Search Filter Fields: Configuration

The following steps guide you through configuring the job search filter fields:

  1. Export the requisition from Provisioning.

  2. Add the filter fields to the JRDM (for example, Job Category).

    • Note that besides being filter1, a picklist, and required=true, the picklist identifier code is also in the XML, but the name is not required here.

    • The field label and reference to picklist is configured in Provisioning.

    • You must verify the picklist exists in the instance (see picklist topic).

Permission the Filter Fields

You must ensure the filter fields have proper permissions. The following are examples of proper permissions:

  • Write permission for the appropriate roles, for example R (Recruiter) in both Pre-Approved and Approved statuses. The approved status is shown in the upper portion of the figure, Filter Fields: Permissions.

  • Read permission for the asterisk role in all statuses. This is shown in the lower portion of the figure, Filter Fields: Permissions.

Filter Fields Configuration: Provisioning

Search Settings in Provisioning allow you to add filters and to enable options for both the internal and external search pages.

Search Filter Configuration in Provisioning

In Provisioning, upload the updated requisition and navigate to Internal and External Applicant Search Settings. This is where you identify the search fields.

Differences in Internal and External Settings

You can set different settings for the internal and the external career sites. The figure, Configure Job Search Filter Fields: Internal and External, shows an example where Department is selected for the Internal Site but is not selected for the External Site.

Please note that the same settings can be enabled in Admin CenterInternal and External Career Search Settings.

Field Visibility and Grid Order

  • You can set field visibility by selecting or deselecting the relevant Visible checkbox.

  • Grid order, also known as column location on job search pages, is set by entering a number in the field under the Grid Order column.

  • Setting a Grid Order number to zero (0) removes the field from display, even when its Visible checkbox is selected.

Search Field Order

Search order determines the sequence in which the filters appear on the job search screen.

Note
You can only control the search order of the custom filters you choose to add.

Search Field Labels

Field Labels are the names that are displayed on the search screen in the portal.

Picklist IDs for Job Search Filter Fields

Identify the picklist ID for each field.

Note
The values you type for each picklist ID are case sensitive. These values must exactly match the picklist ID in Admin Center.

Parent Picklist ID

  • If a Parent Picklist is configured for a field, enter the Parent Picklist ID into the associated field in Picklist ID.

  • For example, Country could be a parent picklist for the state picklist.

Note
Picklists and cascading picklists are covered in a different unit.

Internal Applicant Search Settings

For internal applicants, you can also identify a role to list with the search results.

Configure Job Search Filter Fields: Person Display

In the figure, Configure Job Search Filter Fields: Person Display, the name of the recruiter is selected and shows on the search page.

Save Settings

After making all entries, scroll to the top of the page, and click Save Settings.

Job Search Settings Review

To view internal job search filters, log in to the instance of your customer, and from the Home menu, select Careers.

Job Search Settings

The new job search settings are displayed.

Create External Career Portals

Business Example

An external career portal provides a vehicle for outside candidates to apply to posted jobs. This exercise leads you through the process of creating an external career portal.

Steps

  1. Navigate to Admin CenterManage Recruiting Sites.

    1. Log in to your instance as the administrator and navigate to Admin CenterManage Recruiting Sites.

  2. Select the Enable V12 External Career Site option.

    1. You will find this option at the top of the page.

    Note

    A default career site and Internal career site already exists. You will create a new career site and make it the default.

  3. Create a new external career portal, as follows:

    • Name the site Best Run Career Site and provide a description.

    • Select English US as the default language.

    • Select this as the default site.

    • Use your creativity to develop a site landing page that welcomes candidates and gets them interested in looking for jobs. Include at least one image. Have fun!

    • Save your changes.

    • Scroll up to the top to copy the URL.

    1. To create a new external portal, click the Create New Site button at the bottom-right of the page.

      Result

      The screen will refresh and a career site named New Site appears in the list of sites.
    2. To edit the site, select the link for New Site, or under Take Action, select Edit.

    3. On the next screen, name the site Best Run Career Site and provide a description for the site.

    4. Select English US as the default language from the dropdown menu.

      It is likely already populated as English.

    5. Select the checkbox to set this site as the default site.

    6. In the Site Landing Page area, use your creativity to develop a site that welcomes candidates and gets them interested in looking for jobs. Include at least one image and remember to use the rich text editing tools. Have fun!

      Note
      Notice the options to define different welcome messages for the candidate Home pages for internal and external candidates.
    7. At the bottom of the screen, click Save.

      Note

      You will need to scroll up to make sure you see the message confirming your changes were saved.

    8. Scroll to the top of the edit screen to copy the system-assigned URL.

  4. Test your career portal, as follows:

    • Use the system-assigned URL to view the new portal.

    • Sign In as a test user. You will need to create a new account.

      Note
      Accounts use your email address as their unique identifier. If you want to create more than one test account, you need to use more than one email address.
    • View the changes you made to the career portal and update in Admin Center as desired.

Configure Job Search Filter Fields

Business Example

The ability to search for jobs based on certain criteria enhances the candidate experience. In this exercise, you need to configure job search fields and test these in the Career Portal.

Steps

  1. Open the latest version of the JRDM.

  2. Two filter fields are included in this JRDM, but are not currently being used because they are "commented out" with comment tags. We are going to use these fields to represent Country and State. Remove the comment tags in the XML around these filter fields throughout the JRDM.

    • Search on filter to find filter1 and filter2.

    • Comment tags are shown as <!-- TEXT -->.

    • Do not remove the entire line, only the beginning (<!--) and ending (-->) comment tags.

    • Do not remove all of the comment tags in the XML, only those around filter1 and filter2.

    1. Search for filter1 and filter2.

    2. Identify the comment tags. Comment tags are shown as <!-- TEXT -->.

    3. Remove the beginning (<!--) and ending of the (-->) comment tags, but not the entire line.

    4. Remove the comment tags around filter1 and filter2, but not all of the comment tags in the XML.

  3. Review the filter fields and permissions currently being used.

    • Make sure they are permissioned to be editable by at least one role on the route map during the pre-approved status.

    • Review the permissions for these fields during the approved and closed statuses.

    • Make sure all existing filter fields are required (required="true").

  4. Add a new filter field labeled Job Function. This field should be located below the State/Province field.

    The best practice would be to choose the next filter field in sequence.

    1. Locate the State/Province required field.

    2. Copy the existing filter2 field and paste it below it.

    3. Update the information in the duplicate filter3 field as follows:

      • id="filter3"

      • field label: Job Function

      • picklist ID: function

    4. Enable the new filter field to follow the same permissions as the existing filters.

  5. Validate the changes against the DTD and correct any errors.

  6. Save the updated JRDM but do not import to Provisioning.

  7. In Provisioning, configure the fields under Internal and External Applicant Search Settings.

    1. Use the field-labels and picklist-ids found in the XML for the filter fields. Verify that your capitalization matches what is in the JRDM.

    2. Add a search order and grid order for each of the filter fields.

    3. Decide on the other fields you would like to make searchable for candidates. Check those boxes and enter a grid order for those as well.

      Note
      To configure filter fields for both the External and Internal career sites, you need to make the changes at both the top and bottom of this page.
  8. Once you have finished configuring the Internal and External Applicant Search Settings, upload the updated JRDM file to Provisioning.

    Note
    Upon successful upload, you will receive a green warning message: Job requisition template was updated successfully. Warnings occurred validating the Recruiting Template.

    This message indicates that the system has detected picklist IDs in the XML but that the picklist listed in Internal and External Applicant Search Settings will be the picklist read by the system. You have already configured these settings so you can ignore this message.

  9. Test the recently configured job search fields.

    • Log in as a user who can create requisitions.

    • Create a new requisition and verify that all filter fields exist on the JRDM and are required.

    • Navigate to the Careers tab and verify that internal applicants can filter job openings by Country, State/Province, Job Function, and any other filtering fields you enabled.

    • Enter the following information:

      • Internal Job Title: Sales Manager

      • Hiring Manager: Ian Iverson

      • Recruiter: Paula Price

    1. Verify that all filter fields exist on the job requisition and are required.

    2. Navigate to the Careers tab and verify that internal applicants can filter job openings by Country, State/Province, Function, and any other filtering fields you enabled.

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