Greentree Systems iGreentree 8.1 Employment System User Manual

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Greentree Systems, Inc.

User

Manual iGreentree

Version 8.1

This manual is intended for use during training and as an ongoing reference after training. Although it is not a replacement for formal training, it may also be used with the iGreentree training database to help new users get started.

The material herein is supplied without representation of warranty of any kind, is subject to change without notice, and does not represent a commitment by Greentree. Greentree assumes no responsibilities and shall have no liability of any kind from the supply or use of this manual or the material it contains.

Microsoft is a registered trademark and Internet Explorer and Windows are trademarks of Microsoft

Corporation.

Greentree believes that training is most effective when students are entertained as well as informed.

Therefore, it is hoped that light-hearted examples, jokes, and cartoons will be accepted in a spirit of fun.

Please enjoy learning about and using your iGreentree Employment System.

Greentree Systems, Inc.

3131 S. Bascom Ave Suite 200

Campbell, CA 95008

(800) 348-8845 www.greentreesystems.com

Version 8.1

Revised April 2006 iGreentree v8.1 User Manual

iGREENTREE QUICK REFERENCE

To Enter a New Applicant:

Use Candidate Self-Service to let people enter themselves

OR Set up the system to collect resumes from email

OR Use Automatic Resume Processing process e-mailed resumes

OR Use Greentree ScanStation to scan and process hard-copy resumes

OR Choose Add Applicants, select a Filing System, select or create Template if needed, enter data, then Save.

To Enter a New Requisition:

Encourage hiring managers to use the Hiring Manager module to enter and track their own Reqs

OR Choose Add Requisition, select or create Template if needed, enter data, then Save.

To Enter a Source or Hiring Manager:

Choose Add Source or Add Hiring Mgr, enter data, then Save.

To Look up One Applicant:

Choose Applicant Find by ID

OR Choose Applicant Find by Name and enter first letter and a few consonant sounds of last name

OR Choose Applicant Find by Name and enter first few letters followed by an asterisk (*)

OR Choose Applicant QuickSearch.

To Search for Several Applicants:

Find a Requisition that you need candidates for, use the Find Matching Apps action

OR Choose Applicant QuickSearch, enter criteria, choose Search.

To Search for Requisitions, Source, Expenses, or Hiring Managers:

Choose the appropriate QuickSearch, enter criteria, choose Search

OR Choose Requisition Find by Req #.

To Send Acknowledgments to Applicants:

If you use several different acknowledgment letters or ways of sending:

Find an applicant, from Edit or Summary View choose Send Letter Action, select a letter, choose email or hardcopy.

If all applicants get same acknowledgment letter and all send the same way:

Use QuickSearch to find all applicants entered Today

Choose Mass Mailing Action, select a letter, choose email or hardcopy.

iGreentree v8.1 User Manual Quick Reference

iGREENTREE QUICK REFERENCE

To Route Applicant Information:

Find the Applicant(s), choose Route Action, enter Recipient(s), select Send By option, select Documents to route.

To Make an Offer:

Find the applicant, from Edit or Summary View choose Make Offer Action, enter data for offer, select a letter if needed, run action (personalize letter if needed).

To Hire an Applicant:

Find the applicant, from Edit or Summary View choose Hire Action, enter data for both applicant and requisition, select a letter if needed, run action.

OR Find the requisition, from Edit or Summary View choose Fill Action, enter data for both applicant and requisition, select a letter if needed, run action.

To Print Reports:

Choose ReadyReports, highlight a report name, choose Run, enter parameters if prompted

OR Run a QuickSearch, choose Report Action, highlight a report name, choose Run.

To Create a New Letter:

Choose Maintenance, Letters, select an existing letter, choose Edit, copy (Ctrl+C) the text.

Choose View List, choose Add, answer prompts, choose Edit, paste (Ctrl+V) in the text, make changes to text, Save, run appropriate action to test the letter on one applicant.

To Enter Expenses which Apply to Several Requisitions:

Run a search to find the requisitions. In List View, choose Expense Distribution.

Enter the full cost; Greentree will divide between selected Reqs.

To Change History Information:

Find the applicant or requisition using QuickSearch. Choose the History you want to change.

To enter or change Results of Route, Interview, or App/Req, Comments, Offer Answer or Date:

Pick individual line, pick field, enter data.

To change other History information: Click in left gray column to pick individual line, choose Delete, then use the Action to enter a new history with correct information.

Quick Reference iGreentree v8.1 User Manual

Introduction and Overview.........................................................................................................1

Introduction.............................................................................................................................................. 1

Employment Process Workflow............................................................................................................. 3

Human Resources View.......................................................................................................................... 4

Logging on ............................................................................................................................................. 4

Introduction to Searching....................................................................................................................... 8

Introduction to Actions ......................................................................................................................... 12

Introduction to History .......................................................................................................................... 13

Introduction to Attachments ................................................................................................................. 13

Introduction to Resume Processing..................................................................................................... 14

Introduction to Reporting ..................................................................................................................... 15

Exiting the Database............................................................................................................................ 16

Hiring Manager's View .......................................................................................................................... 17

Applicant's View .................................................................................................................................... 21

Requisition Management - Hiring Manager Module..............................................................27

Hiring Managers and iGreentree.......................................................................................................... 27

Entering Hiring Managers .................................................................................................................... 27

Requisitions in Hiring Manager Module.............................................................................................. 30

Logging In ............................................................................................................................................ 30

Submitting a Requisition ...................................................................................................................... 31

Pending My Approval........................................................................................................................... 42

Approver Reqs ..................................................................................................................................... 44

Req and Applicant Review................................................................................................................... 45

Offers in Hiring Manager Module......................................................................................................... 47

Extending Offers .................................................................................................................................. 47

Reviewing Offers.................................................................................................................................. 48

Hiring Applicants .................................................................................................................................. 49

Finding Applicants in Hiring Manager Module ................................................................................... 50

Finding By Name ................................................................................................................................. 51

Finding New Applicants Only............................................................................................................... 52

Logging Off ............................................................................................................................................ 52

iGreentree Requisition Management ......................................................................................53

Requisitions in iGreentree.................................................................................................................... 53

Manually Entering Requisition Data..................................................................................................... 54

Creating and Using Templates ............................................................................................................ 57

Attachment Data .................................................................................................................................. 59

Finding Reqs that were Entered .......................................................................................................... 76

Requisition Activity ............................................................................................................................... 78

Find Matching Apps/Search Criteria .................................................................................................... 79

Applicant History .................................................................................................................................. 84

Place On Hold...................................................................................................................................... 85

Take Off Hold....................................................................................................................................... 85

Mass Hold ............................................................................................................................................ 86

Hold History ......................................................................................................................................... 86

Withdraw .............................................................................................................................................. 87

Mass Withdraw .................................................................................................................................... 87

Fill ........................................................................................................................................................ 88

Offers History ....................................................................................................................................... 89

Copying to Template............................................................................................................................ 89

Requisition Reports.............................................................................................................................. 90

Add Approvers ..................................................................................................................................... 90

Approvers Audit History ....................................................................................................................... 90

iGreentree v8.1 User Manual Contents

Re-Open .............................................................................................................................................. 91

CSS Questions Audit ........................................................................................................................... 91

Other Mass Actions.............................................................................................................................. 92

Editing History...................................................................................................................................... 92

Sources and Expenses.............................................................................................................93

Entering Sources/Expenses................................................................................................................. 93

Sources/Expenses Data ...................................................................................................................... 94

Sources/Expenses Attachments.......................................................................................................... 95

Sources/Expenses Actions/History..................................................................................................... 96

Send Letter .......................................................................................................................................... 96

Source/Expense Reports..................................................................................................................... 97

Other Actions for Sources/Expenses................................................................................................... 97

Requisition Actions for Sources/Expenses........................................................................................ 98

Post to Source ..................................................................................................................................... 98

Mass Post to Source............................................................................................................................ 98

Entering Expenses............................................................................................................................... 99

Applicant Actions for Sources/Expenses ......................................................................................... 100

Source Recording .............................................................................................................................. 100

Sources History.................................................................................................................................. 101

Candidate Self-Service ...........................................................................................................103

What is Candidate Self-Service? ....................................................................................................... 103

Welcome Page................................................................................................................................... 104

My Home Page .................................................................................................................................. 109

Find Jobs ........................................................................................................................................... 112

My Profile ........................................................................................................................................... 117

Apply For a Position........................................................................................................................... 122

Application ......................................................................................................................................... 124

View My Application Status ............................................................................................................... 127

Update My Job Alerts ........................................................................................................................ 127

Sign Out ............................................................................................................................................. 128

Resume Processor & ScanStation ........................................................................................129

Resume Processor .............................................................................................................................. 129

Emailed Resumes.............................................................................................................................. 129

Scanning Hardcopy Resumes ........................................................................................................... 130

Handling Possible Duplicates ............................................................................................................ 141

Finding Applicants that were Entered ................................................................................................ 143

Handling Emailed Resumes ............................................................................................................... 144

Rejected Emails ................................................................................................................................. 144

Accepted Emailed Resumes.............................................................................................................. 146

Applicant Processing .............................................................................................................149

Entering Applicants Manually ............................................................................................................ 149

Applicant Data.................................................................................................................................... 150

Entering Additional Applicant Records .............................................................................................. 151

Attachment Data ................................................................................................................................ 151

Applicant Activity ................................................................................................................................ 163

Log to Source/Sources ...................................................................................................................... 163

Send Letter ........................................................................................................................................ 163

Mass Mailing ...................................................................................................................................... 166

Letters History.................................................................................................................................... 167

Log to Req ......................................................................................................................................... 167

Mass Log to Req................................................................................................................................ 168

Reqs Applied For History................................................................................................................... 169

Reject................................................................................................................................................. 169

Mass Reject ....................................................................................................................................... 170

Contents iGreentree v8.1 User Manual

Route ................................................................................................................................................. 171

Mass Route........................................................................................................................................ 173

Routes History ................................................................................................................................... 174

Interview............................................................................................................................................. 175

Interviews History............................................................................................................................... 176

Test Results ....................................................................................................................................... 176

Tests History ...................................................................................................................................... 177

Make Offer ......................................................................................................................................... 178

Offers History ..................................................................................................................................... 179

Hire .................................................................................................................................................... 180

Dup Check ......................................................................................................................................... 183

Reporting ........................................................................................................................................... 186

Request OIG Background Check ...................................................................................................... 187

Create CSS UserID and PWD ........................................................................................................... 188

Other Mass Actions............................................................................................................................ 189

Searching.................................................................................................................................191

QuickSearch......................................................................................................................................... 191

General Searching and Results......................................................................................................... 192

Searching with Dates ......................................................................................................................... 195

Searching with Text Fields................................................................................................................. 196

Wildcard Searches............................................................................................................................. 196

Applicant Searches ............................................................................................................................ 197

Requisition Searches ......................................................................................................................... 201

Source/Expense Searches ................................................................................................................ 203

Hiring Manager Searches .................................................................................................................. 203

Searching for Applicants Logged to a Requisition............................................................................. 204

Advanced Searching ........................................................................................................................... 205

Building a Search............................................................................................................................... 205

Using Parameters .............................................................................................................................. 212

Using Groups ..................................................................................................................................... 214

Helpful Tips for using Advanced Search ........................................................................................... 214

Reporting .................................................................................................................................215

Search-Dependent Reports ................................................................................................................ 215

Requisition Reports............................................................................................................................ 215

Applicant and Other Reports ............................................................................................................. 216

ReadyReports ...................................................................................................................................... 216

Options for Report Output.................................................................................................................. 217

Administration and Maintenance ..........................................................................................219

Administration ..................................................................................................................................... 219

Backups and Troubleshooting ........................................................................................................... 219

Online Information and Help .............................................................................................................. 219

Maintenance......................................................................................................................................... 220

Codes Maintenance ........................................................................................................................... 220

Filing System Maintenance................................................................................................................ 227

Dup Check ......................................................................................................................................... 231

Logged Users..................................................................................................................................... 232

Letters ................................................................................................................................................ 233

Reports Maintenance......................................................................................................................... 236

Module Maintenance ......................................................................................................................... 236

System Settings Maintenance ........................................................................................................... 236

Archived Applicants ........................................................................................................................... 241

Archived Hiring Mgrs ......................................................................................................................... 242

Release Notes ................................................................................................................................... 243

Administrator Mass Actions............................................................................................................... 243 iGreentree v8.1 User Manual Contents

Apply Template .................................................................................................................................. 243

Change Filing System........................................................................................................................ 245

Archive ............................................................................................................................................... 246

Purge ................................................................................................................................................. 246

Create CSS UserID and PWD ........................................................................................................... 248

Module Maintenance...............................................................................................................249

Hiring Manager Module....................................................................................................................... 249

HiringMgr Settings ............................................................................................................................. 249

Candidate Self-Service Module.......................................................................................................... 253

CSS Settings...................................................................................................................................... 254

Resume Processing and ScanStation Maintenance........................................................................ 261

Thesaurus Maintenance .................................................................................................................... 261

Resume Processing and ScanStation Modules ............................................................................... 268

Resume Inboxes ................................................................................................................................ 268

Appendix.......................................................................................................................................i

Glossary of Terms .................................................................................................................................... i

Actions Quick Reference ....................................................................................................................... vi

History Quick Reference...................................................................................................................... viii

Attachments Quick Reference ............................................................................................................... x

Index...........................................................................................................................................xii

Contents iGreentree v8.1 User Manual

Introduction and Overview

Introduction

Welcome to the iGreentree Employment System. This manual, in conjunction with training, will help provide new users with the information needed to use this system effectively.

Objectives

Everyone who plans to use the iGreentree Employment System should go through the Overview. It provides the basic framework for everything that follows. Each user may then determine which of the remaining lesson(s) are appropriate, depending upon their duties within the recruiting department.

After completing the Overview unit, users will have a general understanding of the system, be able to move around the system, and perform basic functions. They will be able to:

• Familiarize themselves with the capabilities and benefits of the iGreentree system

• Log in to the iGreentree system

• Select options from the Menu

• Become familiar with what each of those choices is for

• Exit the system properly

Features of the iGreentree Employment System

Record Applicants

Record Applicant activity

Route information to managers & others

Schedule and record interviews

Record testing, reference checking, etc.

Send correspondence to Applicants

Send acknowledgement letter, postcards or emails

Print labels and/or envelopes

Send offer and hire confirmation letters

Send regrets letters and other letters as needed

Record Requisitions

Which are open, which are filled, which are being handled by whom

Expenses per opening, per department, etc.

Record Sources and Expenses

Post Requisitions to Sources

Record which Applicants came from which

Sources

Record Expenses, report on Cost per Hire

Record Candidates for Requisitions

Find applicants who may be qualified for an opening

Log applicants to requisitions, keep results per logging

Communicate with Hiring Managers and Sources

Route applicant data and record routings

Create Postings, paper and electronic

Report on what is overdue from managers

Record History

Who applied for what, what were the results

What correspondence has been sent

What happened with job openings and people

Print reports for recruiters and for management

Open Reqs, expenses, cost-per-hire, Req aging, postings, EEO, periodic status reports, Sourcing, graphs & charts, etc.

iGreentree v8.1 User Manual Introduction & Overview

• 1

Major Components of the System

The major components of the system are displayed here with some example data and their relationships: iGreentree provides the tools to record the relationships and history for all of these components.

Basic Definitions

iGreentree Term Definition

Hiring Manager

Applicant

Person who initiates a Requisition

Person who applies for a job

Source/Expense Source of Applicant and/or Expense for Req

AppReq Result Result field for Applicants on a Req, also Result for Requisitions an App is Logged to (enter one place, appears in the other)

Optical Character

Recognition

Converting scanned resumes into text for populating data in iGreentree

Multiple Openings

Per Requisition

Candidate Self

Service

Automatic Resume

Processing

Option that may be needed by organizations who typically get

20+ identical openings at once, not recommended for others

Optional module for letting applicants apply directly via the internet or intranet

Automatic Resume Processing, bringing resumes directly from email into iGreentree

Resume

Processing

Recruitment

Department

Module that allows for ARP, as well as loading resumes that have been scanned and/or manually loading emailed resumes

People responsible for managing the employment and staffing function within an organization

See the Glossary near the back of the manual for more definitions of terms.

Abbreviation

Req

Mgr

App

Source

App/Req

Result

OCR

MOPR

CSS

ARP

Res Proc

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iGreentree v8.1 User Manual

Employment Process Workflow

The iGreentree System closely aligns with the processes that occur in the typical employment department.

iGreentree v8.1 User Manual Introduction & Overview

• 3

Human Resources View

Individuals in the Human Resources department can view their recruitment data by using the iGreentree

Employment System. This application has much greater access to data than the other modules. The

Hiring Managers and the Applicants have their own modules, described later in this chapter.

Logging on

From Internet Explorer, enter the iGreentree Employment System URL. The user’s password is case sensitive. Successful program execution will display the User Login Window, ready to accept a validated username and that user's password. Each user should be given a unique username and password.

Menus

When first entering the database, the user will see a menu similar to the one displayed below on the left side of the screen:

Each of the main functions has additional options beneath it. The main menu can be expanded to include sub-menus by clicking on the menu option. Click again to minimize an option.

When a sub-menu is selected a new window will open to the right.

• Introduction & Overview

iGreentree v8.1 User Manual

Within most windows there are additional menus. The most common menus are Action, History, and

Attachments. These menus have sub-menus that can be viewed by clicking on the main menu label.

Select a sub-menu by moving the mouse down through the list and clicking on the item needed. An additional window will appear at the bottom of the screen or pop up over the base record.

Field Types

There are several types of fields in iGreentree, which may be updated in different ways

Field

Type

Coded

Coded with

AutoFill

Date

Has a limited list of choices, to keep data consistent and easy to enter/search. Codes can be added to the list from

Maintenance.

Has a lookup table behind the code, with fields that fill in automatically as defaults on the main screen. Lookup table values can be modified in Maintenance.

Dates are displayed in

MM/DD/YYYY format for easy entry and searching

Click on the arrow, choose from the list, and click OK.

To clear, choose None.

Click on the arrow, choose from the list, and click OK.

Other fields will default, but can be over-ridden.

Text

Number or

Amount

Simple text fields let the user type any characters.

Numbers or dollar amounts are formatted for easy range searching. These look like text fields, but do not allow the entry of alpha characters.

Click on the calendar button, pick a date, and click OK.

To clear, highlight and press Delete key on keyboard.

Just type in the needed text. Try to be consistent with case and abbreviations.

To clear, highlight and

Delete.

Don't bother keying $ or comma. If round number, don't bother keying .00.

To clear, highlight and

Delete.

Buttons

Most windows have buttons in the top right corner, allowing the user to choose functions as needed.

Buttons require a single click. Sometimes when a button is highlighted as the default, the user can simply press the Enter key on the keyboard to choose that function.

Resizing Windows

Many of the windows may be resized, such as lists of History, to display information to the user’s preference. Just put the cursor on the edge of a window, and use the double-headed arrow to drag to the size desired.

iGreentree v8.1 User Manual Introduction & Overview

• 5

The menu bar on the left can also be resized, making the window being viewed larger or smaller as needed.

Navigation Box

The navigation box allows the user to switch between records.

The far-left arrow will move to the very first record found in a search. The single arrow on the left will move to the previous record. The single arrow on the right will move to the next record in the list. And the last arrow on the right will move to the very last record.

Calendar

The calendar contains both specific dates as well as relative dates. To view the calendar click on the button next to any date field.

To select a specific date, choose from the Month and Year coded lists and then click on the specific Day within the displayed calendar month.

When a specific date is selected it will appear in the From box. Select to continue and populate the chosen date onto the date field.

To select a date range, click the appropriate relative date button, such as Last Week, and it will populate the From box. Next choose a specific Month, Year, and Day and populate the To box or you may select another relative date if appropriate (such as Today).

Now choose to populate the range onto the date field.

• Introduction & Overview

iGreentree v8.1 User Manual

Message Box

A Message Box provides information about a system process or a user action.

The user should always read the message! If it is clear what to do, click on OK. If the message includes the word error or any other cryptic message, the user should inform his/her iGreentree Administrator immediately, BEFORE clicking on OK. It is usually helpful to know what the user was doing prior to the

Getting Help

Within almost every window, the user can click on the Greentree Systems, Inc. menu near the top right.

The menu includes a list of choices for help, including a link to the Greentree web site and ways to contact Greentree via email.

Status Bar Help

As the user moves the mouse cursor around the screen, the tan status bar at the bottom of the screen will change to describe fields or buttons. If there is a delay while the system is working on something, this

Status Bar will give a clue as to what it is doing.

Tool Tips

When the user moves the mouse cursor over a button or a field, a yellow Tool Tip displays the name of that button.

Other Help

• Read iGreentree's User Manual

• Reference internal company documentation of how to use iGreentree

• Ask the designated iGreentree Administrator and other co-workers

• You or the designated iGreentree Administrator can call the IT department

• The iGreentree Administrator can call Greentree (408-879-1410 or 866-348-8845)

• Get extra training from Greentree (call above numbers to schedule)

• Visit Greentree’s web site: http://www.GreentreeSystems.com

• Send email to

[email protected]

iGreentree v8.1 User Manual Introduction & Overview

• 7

Introduction to Searching

Users can search for almost any data in the system. Searches can be run for Applicants, Requisitions,

Sources/Expenses, Hiring Managers, and Templates.

Searching for Requisition Data

Select Requisitions, then QuickSearch.

To find all of the Reqs that are currently open, click on the arrow for the Status field (near the top middle).

Select Open then click on the button to return to the QuickSearch window.

Click on the button to run the search.

When selecting codes, the user can highlight the selected code then use the

button to move the

selected code to the selected list. For faster selection the user can also double-click the selected code to automatically move it to the selected list. The user may also select [No Entry] to find all records that are null.

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iGreentree v8.1 User Manual

List View

The records found will be displayed in a list.

Edit View

To display more information about a single record, select the record by clicking on the record line so that the triangle indicator appears next to the record’s number. Click the button.

iGreentree v8.1 User Manual Introduction & Overview

• 9

Moving to Another Record

To move to another applicant record, use the Navigation Box.

Changing Data

To change data simply enter new data in the appropriate field(s), then choose the button.

(See "Field Types" on page 5 for ways to enter data.) If the user forgets to save, he/she will be prompted when they close the record or select a different function.

The Updated and By fields at the top are automatically updated to record the last date and person who

updated the record.

Searching for Applicant Data

Select Applicants, then QuickSearch.

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iGreentree v8.1 User Manual

To find all of the Applicants that do not have a Status assigned to their record, click on the arrow next to

Status field (on the right side of the Applicant window). Move [No Entry] to the Selected column, then click on OK to return to the QuickSearch window.

Click on the button to run the search.

The records that fit the criteria will be displayed. If more than one record is found the results will display in the List View:

Use the button to display more information about the first record.

iGreentree v8.1 User Manual Introduction & Overview

• 11

Introduction to Actions

Actions are used for the various events that happen in the employment process, to update information and provide any necessary output, such as letters or reports.

At whatever stage in the process an Applicant becomes a Candidate for a particular opening, the user can log them to the Requisition. Select Log to Req from the Action Menu.

The Set Applicant Status To field, if populated, will update the Status field on the Applicant’s main record.

Often times the Applicant may all ready have the appropriate Status so this field will be left blank. If a new Status is selected, it will overwrite the old Status upon execution of the Action. The App/Req Result field, if populated, will update the App/Req Result field (on both the applicant side and the requisition side) for the selected Requisition.

Pull down the list for Log to Requisition.

Select the requisition (make sure the selection arrow in the left gray column is pointing at the record to be selected). Choose to select the Req. Choose to run the Action.

For our most popular actions you may also run the action by selecting the corresponding picture located above the applicant record (in Edit View only).

For Log to Requisition action you would select the would appear, follow all other steps as normal.

button and the Log to Req Action dialog box

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Introduction to History

Select Reqs Applied For from the History menu. NOTE: The total number of requisitions applied for is displayed here.

A list of all the Reqs that this Applicant has ever been logged to displays at the bottom of the window.

There is a View Req button available to see more information about each Req. This button will open another window over the Applicant’s base record and display the selected requisition.

The user can examine some of the other History items while here. Or close the window to return to the

Applicant’s record.

Introduction to Attachments

Click on Attachments in the menu bar to see a list of all the different types of Attachments for Applicants.

Choose Notes from this list.

Notes can be used to record miscellaneous information about a person, rather than scribbling on resumes, applications, or sticky notes.

If any existing Notes are available for this Applicant they will be displayed at the bottom of the screen.

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• 13

Introduction to Resume Processing

The Resume Processing module allows resumes to be brought into the iGreentree system by either loading resumes that came from email, or scanning hardcopy resumes with ScanStation.

Scanned Resumes

Start a new Applicant search to find an applicant that was entered by either e-mail or ScanStation.

Select Applicants, then QuickSearch.

In the By section (next to Entered, NOT updated) use the coded list to select ARP.

Click the button to perform the search. The results will be displayed in List View, highlight one applicant and use the button to review the specific applicant.

Under the Attachments menu, select Resume Image. Images are displayed using Adobe Acrobat. If this

software is not installed on the computer the image will not be able to be displayed.

Again from the Attachments menu, select Resume Text.

This document is a simple text file that would have been entered one of three ways. First, an Applicant may have pasted a text copy of his/her resume into their online application. Second, they may have emailed a resume into an inbox that is processed into the system. Third, the resume text may be the result of a scanned resume that went through Optical Character Recognition (OCR).

Resume Text can be searched. However, resumes that went through OCR may not be perfect, due to

OCR errors.

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iGreentree v8.1 User Manual

Emailed Resumes

For resumes that come originally via email, there is no Resume Image Attachment. If a user were to

select Resume Image from the Attachment menu the following message will display.

There will however be a copy of the Resume stored under Resume Text. To access this data follow the same procedure above, under the Attachments menu, select Resume Text.

To see Automatic Resume Processing in action, send a resume (either in the body of an email or a .TXT,

.DOC, .RTF, or HTML attachment) to a live resume inbox. See Maintenance/Resume Inboxes for information about how to set these up.

Introduction to Reporting

There are two ways to run reports in the iGreentree database. Reports may be run after conducting a search thus including only those records found from the search. Reports may also be run from

ReadyReports and include search criteria within the report definition.

Select ReadyReports from the main menu, then choose Report List.

While highlighting the All Open Positions report, select View Report from the Action menu to see what this report looks like.

When prompted for a report format, select your desired Output Format (PDF or Crystal Reports will display the best) and click the button. It may take a minute for the system to build the report.

iGreentree v8.1 User Manual Introduction & Overview

• 15

An additional browser window opened to display the report, close it when you are finished viewing.

Exiting the Database

To exit the iGreentree Employment System, select the Exit button from the Main Menu, then choose Exit

Application.

Exiting improperly may possibly prevent another user from logging in. When a user logs out improperly they are still logged into the server and are holding a user seat. When a system reaches the licensed maximum number of concurrent users it will not allow more users to log in. The iGreentree Administrator has access to manually log users off the system.

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iGreentree v8.1 User Manual

Hiring Manager's View

The Hiring Manager module enables managers to enter and record their own Requisitions. In addition, they can review Applicants that have been approved by HR.

The Hiring Managers will access Hiring Manager Module using a browser window. They will need to be provided with the URL for Hiring Manager Module’s location. Successful program execution will display the User Login Window, ready to accept a validated username and that user's password. Hiring

Managers will be given their own usernames and passwords for the Hiring Manager Module. Usernames

and passwords are set up for each Hiring Manager record.

The Hiring Manager can log in by entering a valid username and password and clicking .

The Hiring Manager will be brought to a Home page that typically welcomes them to the online requisition

entry tool.

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The menu that displays is expandable much like the main menu in iGreentree.

The Hiring Manager can add a requisition by clicking Add New Req.

A new screen will be opened and the Hiring Manager may start to enter data for a new job opening. This entry can include basic information about the position (such as Job Title, etc), Job Description and

Qualifications, Skills, Pre-Screening Questions, selection of Approvers and Committee Members.

After entering all the data for a new job opening, the Hiring Manager must choose . He/she will receive a confirmation that the requisition was successfully entered. If approvers were designated, the first approver will receive an email notification that approval is needed. Each time a decision is made by an approver the originating manager will receive an email notification. If it was a decision to approve, the next approver will also receive an email notification. This process will continue until either an approver disapproves or until all approvers approve. If all approvers approve the requisition an email is sent to Human Resources.

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The entered requisition will be visible in iGreentree for User review even as it is going through the approval process. To view, the user must choose Requisitions QuickSearch.

Then, in the Status field, select a code that reflects an in-process status (such as In Approval Process) and click .

If several Requisitions are found, it is easier to switch to and review them one at a time.

The various Attachments can be viewed to verify all information was entered correctly. The User can decide if this requisition should post to Candidate Self-Service and take the appropriate steps to make that happen.

The Hiring Manager can use the Hiring Manager Module to approve requisitions and view submitted requisition status. In addition, the Hiring Manager can also review the applicants who have applied for their positions that were approved by Human Resources.

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Hiring Managers can also submit offer requests to Human Resources via the Hiring Manager Module and check on the status of those offers.

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Applicant's View

The Candidate Self-Service module (CSS) allows applicants the option to apply on-line, set up job alerts, and check the status of their application. They will access the Application from a web page, either through the company's web site or from a kiosk in the office.

The Applicant has three ways to find jobs when clicking

The first is to Search by Job Number to locate a specific position.

Search Jobs allows the Applicant to build their own custom search using predetermined fields.

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Browse For Jobs allows the Applicant to review jobs by predetermined categories.

Regardless of which method used to search, the Applicant will be presented with the requisition(s) that match his/her search criteria.

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From this screen, the Applicant can choose to review more specific details for a requisition by clicking the requisitions Job Title.

The Applicant can choose to Apply for the position or return to the list of requisitions to review a different position. When the applicant applies the information entered is stored on the Applicant’s record in iGreentree. If that applicant returns to CSS and applies again later the stored information will be used to create a new application so that the returning Applicant can simply update the information versus having to re-enter it.

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Each of the applicant’s application forms are stored in iGreentree under attachments.

A user can go to the Attachment Menu for an Applicant and choose CSSForm to view the applicant’s most recent application.

Applicants who apply via CSS can return to the site later and check on the status of any applications that were submitted.

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If an applicant does not see any positions of interest, he/she can set up Job Alerts that will email the applicant when positions are posted that match the applicant’s criteria.

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Requisition Management - Hiring

Manager Module

Objectives

This chapter is for anyone who will enter Requisition data, or wishes to become better acquainted with the fields on the Requisition base form and using those fields. After completing this chapter, the user will be able to:

• Set up Hiring Managers in iGreentree

• Enter new requisitions via the Hiring Manager Module

• Review and Approve Requisitions via the Hiring Manager Module

• Review logged Applicants via the Hiring Manager Module

• View and Make Offers to applicants via the Hiring Manager Module

• Hire Applicants via the Hiring Manager Module

• Find Applicants logged to requisitions

Hiring Managers and iGreentree

Hiring Manager information is entered into iGreentree to enable the routing of Applicant information, reporting on requisition activity, and if applicable, provide them with a user name and password to access and manage their designated requisitions via the Hiring Manager Module.

Entering Hiring Managers

The Hiring Managers within iGreentree should be people within the organization, who are not users of the iGreentree application, but need to enter requisitions for approval and/ or record job openings. Hiring

Managers can have requisitions assigned to them; Applicant data can be ‘Routed’ to them, as well as the recording of ‘Interview’ and ‘Offer’ (Hire) details.

To create a Hiring Manager record in iGreentree, select Add Hiring Mgr from the Hiring Mgrs menu.

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The New Hiring Manager screen will display. Enter the Hiring Manager’s Name and Title and then choose

The system will perform a duplicate check to make sure this Hiring Manager does not already exist. A record will be flagged as a duplicate if the Name AND Title match an existing record. If a duplicate is found the following message will display:

Select OK on the message window and go to Hiring Mgrs / QuickSearch on the main menu to find the original record and update as appropriate.

If the Hiring Manager is a new person, the system will save and create a record. Once the Hiring

Manager is initially saved, the Entered and Entered By fields are populated automatically.

In addition, the Contact Information fields are now displaying: Home Phone, Work Phone, and Email.

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Hiring Manager Data

The remainder of the fields on the Hiring Manager’s record should be completed as needed. At a minimum, Hiring Manager records in iGreentree need to have the following fields populated: FirstName,

LastName, Title and a valid Email address. If using the Hiring Manager module, the User Name and

Password fields must also be completed.

Email

The Email field is required if the Hiring Manager is to have Applicant information Routed to them, or if they are going to use the Hiring Manager module.

Status

The Status field is to indicate if the Hiring Manager is currently active and is a valuable field to utilize when creating Hiring Manger reports. Once a Hiring Manager has changed positions or has left the company, the Status should be changed to Inactive, as this will allow iGreentree to keep this managers

Applicant and Requisition information, but will exclude them from current reports if the report is designed to only include Active status managers.

NOTE: An Inactive status does not disable their access to the Hiring Manager module.

Username and Password

If the Hiring Manager module is to be used, a User Name and Password need to be entered. It is suggested that a standard User Name and Password assignment convention be determined so that it is easy for a Hiring Manager to remember, or for a Recruiter to assist them in remembering their information.

When the button is selected, a password entry and confirmation window will display. The password will be masked.

NOTE: If a Hiring Manager should no longer have access to the Hiring Manager module, the Password field should be cleared of all information.

Other Fields

The remainder of the Hiring Manager fields may be completed as desired. For instance if reports will contain the Hiring Manager’s location, be sure to complete the Location field on each Hiring Manager’s record.

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Requisitions in Hiring Manager Module

Requisitions can be entered into iGreentree in two ways: directly entering into iGreentree by HR Users, or entered via the Hiring Manager module by the Hiring Manager.

Logging In

Hiring Managers can enter and record their own Requisition activity with Hiring Manager module.

Access to the Hiring Manager module is usually attained via a direct intranet link. If a direct link is not available, the user can type the URL into the address field of an Internet Explorer browser. Check with the web server administrator if unsure of the intranet location (URL).

Enter the User Name and Password of a valid Hiring Manager in the Hiring Manager login screen.

Advancing to the Login Password field can be done by either selecting the Tab key or using the mouse to click into the field. Click Login.

The first screen a Hiring Manager views upon successful login has the main menu to the left and a welcome message to the right.

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Submitting a Requisition

To begin the requisitioning process, the Hiring Manager must click on Add New Req from the Reqs main menu. This will bring up the Requisition Add New Req form.

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At any time the Hiring Manager will have the following options:

The Submit option will submit the requisition to iGreentree and begin the approval process if all required fields on the Add New Req form have been completed and one or more approvers has been specified.

The Clear option will remove data from all fields that have been populated

The Close option will close the Add New Req screen WITHOUT saving the data that may have been entered prior to the Close option being selected.

The Help option will display tips and suggestions for entering a new req. The Close button in the Help window should be selected to return to the Add New Req form.

Data Entry on the Add New Req Screen

There are many pieces of information that can be collected from the submitting Hiring Managers. This information will be entered into one of three types of fields.

Text Fields

These are free-text fields. Notice there is no select list icon for these fields, since it is not limited to a preset list of code values. The red asterisk indicates the field is required.

Date Fields

These will record the identified date information for the Requisition.

To enter a date, click on the button. The current date is highlighted in bold, but any date can be

selected by navigating through the displayed calendar.

Coded Fields

These are fields whose values are limited to a pre-defined set of code values.

Only values displaying when the button is selected may be used to populate the field. The red asterisk indicates the field is required.

Auto-Fill fields

Some coded fields may be set up to populate related fields automatically. The Hiring Manager may have the option to override any items that are auto-filled. iGreentree Maintenance/Codes is where auto-fill information is identified. For example, JobCode is a coded field that has the auto-fill feature by default.

JobCode will auto-fill the below identified fields on the Add New Req form with the information displaying in the ‘Value’ column when the Job Code value ‘11112’ is selected by the Hiring Manager. Any field name with an ‘(A)’ after it indicates an auto-fill field if the information is provided.

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Entering data on this field will populate other fields such as Job Title, Job Group, Exempt/NE, and Grade.

‘HiringMgrReqTemplate(A)’ identifies an existing requisition template in iGreentree that can help populate all other requisition fields and Attachments including: Job Description, Job Qualifications, Skills (CSS or

ASE), and CSS Questions. This feature will save time and increase data accuracy and consistency.

Adding Skills to a Requisition

The Hiring Manager can select desired Skills for Applicants applying to their requisition. These identified

Skills are the skills that will be presented to all applicants who apply on-line for the particular requisition.

Skills are added by highlighting the desired skill(s) in the Available list and clicking on the arrow to move the skill(s) to the Selected list.

Adding Questions to a Requisition

The Hiring Manager can select to add ‘pre-screen’ questions that will be asked of all applicants who apply on-line for the particular requisition. Some questions can have answers weighted based on the appropriateness of the answer in qualifying an Applicant for the requisition.

CSS Questions are added by selecting the Add Question button on the Add New Req form. A Question

Type window will display. Select the type of question to be added, and select the Submit button. There are four (4) types of questions (shown below).

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Yes/No Question Type:

This question type allows a question to be asked of the Applicant that would require a response of ‘Yes’ or ‘No’. After entering the question of interest in the box provided, the Hiring Manager needs to assign a

weight to each response that would indicate a preference in how an applicant responds to the question.

Select the Submit button.

Based on the question below, an Applicant who answers ‘Yes’ will rank higher than an Applicant who answers ‘No.’ The weight can be translated to the following point values (set as defaults):

Highly Desired = 6

Desired = 4

Nice To Have = 1

Ignore = 0 and

Must NOT Have = -1, Applicant does not pass the pre-screen (does not meet all minimum qualifications)

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Multiple Choice Question Type:

This question type allows a question to be asked of the Applicant that would have a list of possible answers. After entering the question of interest in the box provided, the Hiring Manager needs to define the possible answers and assign a weight to each answer that would indicate a preference in how an applicant responds to the question. Select the Submit button.

Again, the weight can be translated to the following point values (set as defaults):

Highly Desired = 6

Desired = 4

Nice To Have = 1

Ignore = 0 and

Must NOT Have = -1, Applicant does not pass the pre-screen (does not meet all minimum qualifications)

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Essay Question Type:

This question type allows a question to be asked of the Applicant that requires a brief explanation and could not be answered in using one of the other question types. Enter the question of interest in the box provided and select the Submit button.

Single Entry Question Type:

This question type allows a question to be asked of the Applicant that requires a minimal text, number or date answer. Enter the question of interest in the box provided and select the Submit button.

Once the questions have been added to the requisition,

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the Hiring Manager can select Edit Questions. Editing the questions can be as simple as re-ordering – highlight a question and click on the Up or the Down buttons provided, they can completely Remove a question from the requisition, or they can modify the answer selection and weighting presented to the

Applicant when they apply for the requisition on-line. Once all edits are completed, select Save.

Adding Approvers to a Requisition

The Hiring Manager can also identify Approvers for their requisition. The individuals selected will receive an email notification that they need to review a requisition for approval. To add approvers the Hiring

Manager will click on the Add/Remove/Reorder Approvers button.

The Requisition Approvers screen will display. To add Approvers, highlight the Approver’s name and click the top arrow to move the name from the Available list to the Selected list. To remove an Approver from the Selected list, highlight their name and select the lower arrow.

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Once all the approvers are on the Selected list the Hiring Manager should reorder them to appear in the appropriate approval order. The first name on the list will receive the first notice to approve; the second name on the list will receive the second notice, and so forth until all Approvers have approved. Highlight the name to reorder and select the Up or Down button.

When all Approvers have been selected and are listed in the appropriate order, select Save approvers to

req. The process of adding approvers can be canceled by choosing Cancel and return to Req Add.

The selected approvers will be listed under the Approvals section.

Adding Search Committee Members to a Requisition

The Hiring Manager can also designate other Hiring Managers to use the Hiring Manager Module to comment, review and/or update the applicants that apply for a particular position. The individuals selected will receive an email notification. To add Search Committee Members the Hiring Manager will click on the

Add button under Search Committee.

The Search Committee screen will display. To add Committee Members, highlight the Member’s name and click the top arrow to move the name from the Available list to the Selected list. To remove an

Approver from the Selected list, highlight their name and select the lower arrow.

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Please note that for individuals to be included in this list they must be set up as Hiring Managers in iGreentree. In addition, they will need to be assigned Hiring Manager UserId’s and Passwords so they can log in and view requisitions for which they are Search Committee members.

The selected Search Committee Members will be displayed under Search Committee.

The Hiring Manager must now select a Security level (default is Read Only). There are two levels to choose from:

Read Only - Allows the Committee Member to view the applicant and all available documents. As well as enter comments, which can be viewed by other Committee Members, including the Hiring Manager.

Update - Allows the Committee Member the same privileges as Read Only, plus they can update the

App/Req Result and App/Req Result Date for applicants or add additional Search Committee members if necessary.

To remove a single Search Committee Member click on the next to the Committee Member’s name.

To remove all Committee Members from the list select .

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Adding, Approval Process and Approval Audit of the Completed Requisition

Upon completion of the Add New Req form the Hiring Manager will need to the requisition to complete the submittal process. Fields marked with a are required. A Hiring Manager must fill in all

required fields for a successful submittal. If a required field has not been completed, and an attempt is

made to Submit, an error message will appear.

When a requisition is added the Add New Req form will close and the Hiring Manager will receive a confirmation that the requisition was successfully added, and which Attachments were completed at the time of submittal.

Once the 'Submit' has taken place, multiple emails may be generated (depending on Approver and

Search Committee information entered). The first email is sent to the Initiator (Hiring Manager) stating the requisition has entered the approval process. The next email is sent to the first Approver attached to the

Requisition. The final email is sent to the Search Committee Members. Please refer to the Hiring Manger

Module and Letters Maintenance for information regarding the creation and modification of letters used by the approval process and Search Committee features.

After the requisition has been approved by the first Approver another two emails are generated. The first is sent to the Initiator giving them an approval status update. The second email is sent to the next

Approver. This series of emails will continue until the final Approver is sent an email.

Upon final approval, two final emails are generated. One is sent to the Initiator stating the approvals have been completed. The second is sent to the Recruiter designated on the requisition. At this point, the

Recruiter would typically review the record and make necessary changes including (but not limited to) changing the Status to an 'IsOpen’ value and entering the necessary posting date(s) and Posting

Category information for the candidate site(s).

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In the event one Approver decides to reject or not approve the requisition, only the Initiator will receive notification that the requisition has been 'Not Approved.' If the Initiator needs to make changes and then continue with the approval process they will need to contact the assigned Recruiter. If requested by the

Initiator, the Recruiter can then go into iGreentree and make modifications to the original requisition.

Once the changes are completed, the Recruiter should change the Status value to 'New Req-In Approval

Process.’ They will also need to go to the Attachments, Approvers menu option, change the Approver's

(the one who rejected) Approval Status from 'Not Approved' to 'Not Reviewed.' In doing this, the system will again send a notification to the rejecter ('Send Notification' should NOT be selected), to have them approve the modified requisition. Once they approve, the approval process will continue on as described above. The complete approval audit trail can be viewed by the Recruiter under the 'History' of the requisition.

If the order of the approval process needs to be changed, the Recruiter can go to Attachments, Approvers menu item. The Send Notification button in iGreentree is the way for the Recruiter to override the originally designated order. For example, two managers are identified as Approvers, however, manager

1 is on vacation but waiting for manager 1 to return is not an option, and requisition approval must move forward. The Recruiter can select to Send Notification to manager 2, who can approve and then Manager

1 can give the final approval upon returning.

NOTE: There are two options for setting up the approval process in Hiring Manager. In Maintenance /

System Settings there are two types of 'Req Approval Process Type' - Parallel and Serial.

Parallel: All designated Approvers must review and approve the requisition.

Serial: Designated Approvers are assigned an approval hierarchy. For example, if Approver3 approves the requisition, this will override the need for Approver1 and Approver2 to review and approve the requisition.

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Pending My Approval

The Hiring Manager can quickly review requisitions still pending their approval by choosing Pending My

Approval from the main Hiring Manager Menu.

The requisitions displayed need to be reviewed and approved/disapproved by te currently logged in Hiring

Manager

The Help button will display additional information regarding the req approval process.

The Hiring Manager must then select the Req # from the list of requisitions to proceed to the Review Req screen where a complete review of the requisition and a review of designated approvers can be done.

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This is also the place where the Hiring Manager would define their approval or disapproval of the requisition along with any comments they would like to make with regards to the requisition. They will also have the option to Add Approvers if additional Approvers are necessary.

Once the Hiring Manager has selected their Approval Status, added Comments, and has selected Save, a confirmation of the requisition update will display.

If the Approval Status was changed to Approved the Hiring Manager will receive a confirmation of the change. The requisition will also be removed from the Hiring Manager’s Pending My Approval list.

For designated Approvers who are HR users of the iGreentree application, and therefore are not set up as a Hiring Manager, they will need to approve or disapprove the requisition in iGreentree, not the Hiring

Manager module. This is done by bringing the requisition into form view and selecting ‘Approvers’ from the ‘Attachments’ menu and completing the information.

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Approver Reqs

The Hiring Manager also has the option to review only requisitions for which they are or were designated as an Approver. This will not display requisition for which they were an Initiator (Approver Reqs). To review their Approver Reqs the Hiring Manager clicks on Approver Reqs.

Hiring Managers can select to view a more extensive date range of requisitions by choosing another option from the List These Reqs list. The ‘Current’ option is defined in Maintenance / Codes / ReqStatus /

IsCurrentForHiringMgr.

They also have the option to Add Approvers if additional Approvers are necessary.

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Req and Applicant Review

A Hiring Manager can periodically review the status/activity and Applicants of their designated requisitions through the Hiring Manager module. To review designated requisitions the Hiring Manager selects My

Reqs from the Reqs main menu.

My Reqs provides the Hiring Manager with a basic overview of their entered requisitions.

IsCurrentForHiringMgr.

For a more detailed review of the requisition, the Hiring Manager can select the desired Requisition from the list by clicking on the Req #. The Review Req form will reflect all field values as the requisition currently stands, in a new window, including any changes made by HR.

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Review Req will also have the latest information about the approval process. If no Approvers were originally designated for a submitted requisition, and one or more Approvers need to be added, the Hiring

Manager will need to contact the Recruiter to add them via the iGreentree application. If Approvers had been designated and full approval has not yet been attained, an Approver can be added from any of the

Review Req screens in Hiring Manager module. However, if full approval has been attained no further

Approvers can be added by the Hiring Manager.

Search Committee Members may be maintained thru the Review Req screen as well. The initiator can add or remove members as necessary.

It is also the My Reqs screen from which a Hiring Manager can review applicants who have been logged to one of their requisitions. By selecting the button next to a requisition, the Hiring Manager will be able to view applicants. They will also see a pre-screen question rating if the applicant applied to the requisition via Candidate Self-Service (CSS).

For each logged and viewable applicant (defined by their assigned Result For This Req column value) for a requisition, the Hiring Manager will be able to review all designated and available documents. When viewing a document, they will have the option to print if that is preferable to viewing online. To view a document, the Hiring Manager will expand the applicant information by clicking on the next to the applicant’s name. Then they will click on the icon next to the document name. The Hiring Manager will also be able to view an Applicant’s historical information specifically relating to other requisitions for which they are also logged to.

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After reviewing an Applicant’s information, the Hiring Manager should define the Result For This Req and

Result Date for an applicant by selecting the icon next to each of these fields. The Result For This

Req selections are defined in Maintenance / Codes / Result. See Codes Maintenance for more information. Additionally, any pertinent comments relating to their Result selection should be stated in the comments section. When finished, select .

Offers in Hiring Manager Module

Hiring Managers also have the ability to extend an offer to an applicant and hire an applicant to a requisition with minimal involvement by the assigned Recruiter.

Extending Offers

To extend an offer via Hiring Manager module, the Hiring Manager must click on Make Offer from the

Offers main menu.

This will bring up the Make Offer form. The following fields are required to be populated prior to selecting the Submit button: For Requisition, Select Applicant, Offer Amount, and Offer Date.

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for the Select Applicant field will only consist of applicants who are logged to the selected requisition.

Dollar fields should not have ‘$’ or ‘,’ (commas) entered. The default values for Applicant Status,

Requisition Status, and Result for this Req fields are set in Maintenance / HiringMgr Settings. See Hiring

Manager Module Maintenance for more information. Once the form is completed, the Hiring Manager must select Submit to update the requisition and applicant records in iGreentree.

Once the offer has been successfully submitted, the Hiring Manager will receive a confirmation message.

After selecting OK, a new Make Offer form will display.

NOTE: When an offer is made via the Hiring Manager module, a letter will be sent to the Recruiter by the system. The letter to be sent to the Recruiter is set in Maintenance / HiringMgr Settings / Msg to

Recruiter. For more information see Hiring Manager Module Maintenance and Letters Maintenance.

Reviewing Offers

To view basic information for all outstanding offers for the Hiring Manager, they must select View Offers from the Offers main menu.

The Hiring Manager will be able to update an applicant’s Result For This Req, Result Date, and

Comments. The aforementioned information should be completed on this form if an applicant declines an offer. If an applicant accepts an extended offer, the Hiring Manager should go to the Hire form of the module. See Hiring Applicants for more information.

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Hiring Applicants

To hire an applicant via Hiring Manager module, the Hiring Manager must click on Hire from the Offers main menu.

This will bring up the Hire form. The following fields are required to be populated prior to selecting the

Submit button: For Requisition, Select Applicant, Offer Amount, and Offer Date.

The selection list for the For Requisition field will only consist of requisitions that display on the My Reqs list that are considered to be active for recruiting and have applicants logged to them. The selection list for the Select Applicant field will only consist of applicants who are logged to the selected requisition.

Dollar fields should not have ‘$’ or ‘,’ (commas) entered. The default values for Applicant Status,

Requisition Status, and Result for this Req fields are set in Maintenance / HiringMgr Settings. See Hiring

Manager Module Maintenance for more information. Once the form is completed, the Hiring Manager must select Submit to update the requisition and applicant records in iGreentree.

When a Hiring Manager selects a For Requisition and Select Applicant combination that has had an offer previously extended, the module will auto-populate all fields on the Hire form that have information available. The remaining fields should be completed once the applicant has confirmed their acceptance of the offer.

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To ensure that all applicants are assigned a final result with regards to their bid for a requisition, the

Assign Result to Non-Selected Applicants should be clicked. The selected Assign Result for other Apps value will be the given result for all applicants logged to the selected requisition who have a checkmark next to their name. If a result value is displaying for an applicant in the list, careful consideration should be taken to determine if the applicant should be assigned the new result value, or if the previously assigned result value is more applicable.

Once the hire has been successfully submitted, the Hiring Manager will receive a confirmation message.

After selecting OK, a new Hire form will display. The hired applicant will no longer display on the View

Offers form.

NOTE: A LETTER IS NOT AUTOMATICALLY GENERATED FROM THE SYSTEM TO THE

RECRUITER ON FILE OR THE APPLICANT WHEN THE HIRE ACTION HAS BEEN COMPLETED.

Finding Applicants in Hiring Manager Module

Hiring Managers also have the ability to find applicants by name or who have recently applied (either by

CSS or manually in iGreentree) to one their requisitions.

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Finding By Name

To find an applicant by name in the Hiring Manager module, the Hiring Manager must click on Find By

Name from the Applicants main menu.

This will display the Find Applicants By Name form.

Full name information can be entered before selecting Find Applicants. However, if an applicant’s full name is not known, the Hiring Manager can perform a partial name search.

Or they can enter as much information as desired followed by an asterisk ‘*’.

NOTE: Name searching is not case-sensitive.

In addition to viewing an applicant’s phone information, the Hiring Manager will be able to view the requisition information and applicant documents, much like they are able to from the My Reqs menu. See

Req and Applicant Review for more information.

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Finding New Applicants Only

To quickly view only newly logged applicants to their positions, the Hiring Manager can click on New

Applicants from the Applicants main menu.

When a Hiring Manager selects to view their New Applicants, there is a pre-defined query that will run based on the iGreentree system’s definition of a new applicant. New Applicants are defined in

Maintenance / Codes / Result / IsNewApplicant. See Codes Maintenance for more information.

Logging Off

When finished adding, approving, and reviewing requisitions the Hiring Manager can select Logoff from the Logoff main menu.

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iGreentree v8.1 User Manual

iGreentree Requisition

Management

Objectives

This unit is for anyone who will enter Requisition data directly into iGreentree, or who wishes to become better acquainted with the fields on the Requisition base record and the use of those fields. After completing this unit, the user will be able to:

• Enter new requisitions via iGreentree

• Be familiar with how each Req field is used

• Use Templates to decrease data entry and improve consistency

• Find Requisitions that were entered

Requisitions in iGreentree

Whether or not the Hiring Manager module is used, the Recruiting department will want to record and maintain the Req data, and there may be some information that is not entered by managers, such as approval and posting dates, and the current Status of the Req.

If your organization does not have the Hiring Manager module, the Recruiting department will enter all of the Req information directly into iGreentree.

Regardless of who enters the data, everyone in the Recruiting department should become aware of the information stored for Reqs and how to use it.

To add a requisition, select the Add Requisition from the Requisitions menu.

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Manually Entering Requisition Data

There are many pieces of information that may be recorded for each Requisition. It is recommended that

Users enter information into the fields so that the requisition is as complete as possible.

Template

Templates can be used to save time during data entry and to keep data consistent when several Reqs need the same data in one or more fields. Templates will be discussed later in this chapter.

Filing System

This field determines how the Req will be numbered. Some systems may have a single Filing System, such as Requisitions or several Filing Systems with different numbering formats for special groups of

Reqs. Filing System is a required field. If left blank, the system will not allow the Requisition to be

saved.

Requisition Status

The Status field is important, since it shows the Requisition's current stage in the process. Status codes

are often used to drive which records are posted to iGreentree’s Candidate Self-Service Module (CSS).

It is also used for searching and reporting.

Text Fields

The Job Title field is a text field. Notice there is no select list for this field, since it is not limited to a pre-set list of Codes. Just type in the Job Title, as it should appear in reports or CSS.

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Date Fields

Requisitions may contain several fields which are formatted to accept a date. To enter the date, click on the button. The current date will for this field will be highlighted in bold, but any date can be selected.

Coded Fields

Fields that contain a selection list are coded fields. These fields are limited to a pre-set list of codes and only codes from the selection list can be selected. Individuals with iGreentree Administrator access can

add codes to selection lists in Codes Maintenance.

Auto-Fill

Some coded fields may have programming that allows the user to select a code from the selection list and have the system automatically populate other fields on the screen. For instance, if the user selects

Job Code typically Job Title, Job Group, Salary/Grade, and Exempt/NE will populate. The user can override any field that is populated by the auto-fill.

Multiple Openings per Req

If a single request is received that has a large number of identical openings, the user may prefer to enter them as a single Requisition with multiple openings. Time-To-Fill reporting will be more difficult, but data entry and posting reports may be easier using this method. One master requisition with multiple openings translates to the position appearing in postings and CSS only one time.

Multiple Openings per Req (MOPR) will only work if all of the openings are identical (same department, same location, same FTE, etc.). If each opening is not the same, the MOPR feature should not be used.

Instead enter each opening as a separate req.

MOPR functionality is built into the Total Open and Total Filled fields which appear on the Req screen.

Enter the total number of openings for this Req in the Total Open field. You can enter the Total Filled or leave it blank since iGreentree will update this field automatically as requisitions are filled.

If the requisition has an FTE field, the user should enter the number of FTEs per opening (usually 1.0 for full-time, something less than 1.0 for part-time).

Other Fields

The remainder of the Requisition fields may have been tailored to meet organizational needs. Enter data in each field, making sure that everyone is in agreement on how each field will be used.

Saving a New Requisition

Once a requisition is entered, the user must the requisition to have a requisition number assigned. The date entered and name of the person who entered the requisition will also display. In addition, the Action, History, and Attachment menus become accessible.

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The buttons at the top of the window change, allowing users to enter another requisition or continue working on the same one. Data can be saved at any time and then the user can continue entering additional data if needed. If the user forgets to save after entering additional data on an existing record, he/she will be prompted whether to save changes when they try to close the window.

Entering Another Requisition

Selecting the button will return the User back to the Add New Requisition screen where another requisition can entered.

Using a Template for Data Entry

Although it may take time for initial set up, data entry with a Template makes entering a new requisition much quicker.

Select Add Requisition from the Requisitions menu, and in the Template field, select from the list of

Templates.

Pick the template created then choose . If a Filing System is entered first, and if a Template is then chosen that does not have a Filing System, the field data will be erased. So select the Template first, then the Filing System.

The Req screen appears with many of the fields already filled in.

The user may over-ride any of the template populated data, and add the data that is specific to that

to retain the data particular opening. Once finished updating the requisition, he/she can click and have a req number assigned.

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Creating and Using Templates

To enter several similar requisitions, or to copy existing requisitions and/or Attachments, a Template can be used. There are three ways to create templates: copy an existing requisition (discussed later in this chapter), create a template from scratch, or copy an existing template.

Create a Template

To create a Requisition Template from scratch go to Req Templates on the main menu and select Add

Req Template.

A blank New Req Template form will appear for data entry. Requisition Templates that are going to be used to enter requisitions should contain only data that is consistently the same for the position that the

Template will be used to add.

The name of the template should be entered on the Template field. Greentree suggests that the name of the Template clearly identify the type of position this Template was designed to add. When using Req

Templates with the Hiring Manager module, it may be helpful to use a “Job Code – Job Title” naming convention, such as 0234-Administrative Assistant.

The Template can be designated Private or Public. The default is to make a Template Private. Private

Templates can only be viewed and used by the User who created it. Templates need to be Public if they are to be used by other Users, Resume Inboxes, Hiring Manager Module, etc.

If the template is to be used for requisition entry by multiple people it should be marked public. To switch a template to public simply uncheck the Private Template check box (if the template has been saved, click the button). A dialog box will prompt to confirm this change.

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Add data to any field where it would be consistently the same for any requisition added with this template. Save the template by clicking

Attachment menus become available.

. Once a Req Template is saved Action, History, and

Many Attachments can be completed for the template. This will greatly reduce the data entry time later.

The various Attachments will be discussed later in this chapter.

The only History available for Req Templates is CSS Questions Audit which is populated based on the changes made to the CSS Questions Attachment that is a part of this template.

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Copy an Existing Template

Copying an existing Template can greatly speed up the creation of similar templates. With the Req

Template to be copied in Edit View, go to the Action menu and select Copy to New. The entire Template along with its Attachments and History will be copied.

Attachment Data

Regardless of whether initial data came from Hiring Manager or was entered directly in iGreentree, there are several Attachments that HR may need to complete.

Entering Job Descriptions

The User can enter a Job Description by selecting Job Description from the Attachments menu.

No Job Description Available defaults onto the Job Description screen. Applicants who select jobs via

CSS that do not have a Job Description entered will see this message.

Selecting the button will automatically remove the not available verbiage and allow the job description text to be entered.

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NOTE: The

button is a tool for Search Criteria functionality and will be discussed within the

Find Matching Apps/Search Criteria section of this chapter.

Text Editor Capability

The following menu choices are available from this window:

Menu

File

Option

Page Setup

What Is It Used For?

To print the current window without going to Reports.

To change the margins or other formatting before printing this window.

Adjustments to left and right margins may affect text wrapping on screen.

Edit

Undo

Cut

Copy

Paste

All margin values must be non-zero if any values are changed.

To get rid of the last change, only the most recent change may be undone.

To cut out highlighted text, either to delete it or to hold it in the Clipboard to be pasted elsewhere.

To copy a string of highlighted text, for pasting elsewhere.

Edit

Clear

Select All

Find

Replace

To insert text that was copied or cut earlier. The text goes in wherever the cursor is when the option is selected.

To cut out highlighted text without putting it in the Clipboard for later pasting.

To highlight all of the text in the current window at once.

To find a particular word or phrase within the text. Can search up or down, can turn the Match case option on or off.

Same options as find, but can replace found text with a different word or phrase.

View Standard

Toolbar

View Format Toolbar

To display a toolbar with shortcuts for File, Edit, & Insert menu options.

To display a toolbar with shortcut buttons that match options from Format menu.

Insert Page Break

Insert

Picture

Date

To insert a forced page break. May be most helpful for letter maintenance when a multiple page letter is needed.

To insert a graphic. Choices include .BMP .TIF, & .WMF files.

To insert the current date. Not needed in the Notes window because

Insert Time iGreentree automatically inserts the date and time when the new Note is

Saved.

To insert the current time. Not needed in the Notes window because iGreentree automatically inserts the time (from the server) when the new

Note is Saved.

To change the font of selected text. Also can be used to change font size.

To change formatting of selected text, including line spacing and indents.

To draw lines around selected text

Format Font

Format Paragraph

Frames

Format Bold

Format Italic

Format Underline

Format Color

Format Background

Color

To turn bolding on and off for selected text.

To turn italics on and off for selected text.

To turn underlining on and off for selected text.

To change color of selected text.

To change color behind selected text.

Format Left

Format Center

Format Right

Format Justified

Tools

Spelling

Thesaurus

To set alignment for selected text to left justification.

To set alignment for selected text to center justification.

To set alignment for selected text to right justification.

To set alignment for selected text to both left and right justification.

To spell check all text in this window.

To look for synonyms for the selected word, then replace if desired. (Try with the word "experience".)

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NOTE: Items shown in gray on the menus and not described above are not currently available in iGreentree.

Many of the options above also have keyboard shortcuts, such as Ctrl+P for Print. The shortcuts are displayed next to each item in its menu. Users can memorize the keyboard shortcuts for functions used frequently.

These same editing functions are available for Job Qualifications, Notes, Resumes, and Letter

Maintenance.

The Job Description will appear in the Job Detail page of Candidate Self-Service (CSS).

Entering Job Qualifications

Select the Job Qualifications from the Attachments menu.

This Attachment works just like the Job Description. The Job Qualifications appear in the Job Detail page of CSS below the Job Description (see image above).

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Entering Search Criteria

Search Criteria is a search engine that allows the user to find existing applicants. This topic will be discussed in the Find Matching Apps/Search Criteria section found later in this chapter.

Entering CSS Additional Links

If using the Candidate Self-Service module (CSS), CSS Additional Links may be entered for each requisition. These links are often used to provide the applicant with quick access to information relevant to the requisition they are viewing. The User can enter additional links by selecting CSS Additional Links from the Attachments menu.

Selecting the button will allow entry. The entry into the Link Display Text column determines what the applicant sees. The URL to Link to column should contain the actual URL that the applicant should be directed to if they click the link. The URL must contain the complete path including http://.

The above example would appear at the bottom of the CSS Job Detail page should an applicant select this particular requisition.

Entering CSS Questions

CSS Questions provides a simple and powerful way to gather information and prescreen Applicants. The

CSS Questions designated for a requisition will be asked of every applicant who applies for that requisition using Candidate Self-Service (CSS). The applicant must answer the prescreen questions in order to proceed to the actual application. The applicant’s answers become part of their read-only online application for the selected requisition. The User can enter prescreen questions by selecting CSS

Questions from the Attachments menu.

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CSS Questions can be used to gather additional information about the applicant or to screen out those who are not qualified for the position.

The User must select to enter a new question. He/She will then be prompted to select a question type. There are four question types to choose from: Essay, Multiple Choice, Single Entry, and

YesNo.

Essay Questions

The first available question type is Essay. This question type should be used when the question requires space for a brief paragraph answer.

After selecting Essay and clicking a new Essay question will appear.

The User must click his/her mouse over the words New Question so that New Question is highlighted.

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The New Question can then be typed over with an Essay question that is open ended in format and encourages more than a one word answer. Choosing will change the “Current User” entry in the Entered By field to the name of the user who is adding the question.

Multiple Choice Questions

Another question type is Multiple Choice. This question type should be used when specific answers are to be presented to the applicant for selection.

After choosing Multiple Choice click and a new Multiple Choice question will appear.

The User must click his/her mouse over the words New Question in order to highlight the text and allow a question to be typed over it.

After the Multiple Choice question has been entered, the User must then add the answers choices that are to be presented to the Applicant for selection. Select to enter the first answer choice.

The words New Answer will populate in the Answer column and the User must click his/her mouse over the words in order to highlight the text and allow an answer to be typed over it.

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The User must select applicant to choose from.

again to add in each of the answers that should be available for the

Each Multiple Choice answer can be assigned a weight. Each weight will be used to calculate the applicant’s prescreen score. In addition, the assigned answer weight can also be used to automatically disqualify the applicant. Ignore will be the default for all answers that are added. To select a different weight simply click in the weight column for the weight to be altered and then click the button. Choose the weight and click .

An example of a Multiple Choice question’s answer set up would be:

The Multiple Choice answers will list in the order defined in the Display Order column, smallest to largest.

The User can alter the display order by simply highlighting one of the Display Order numbers and changing it to a higher or lower number.

Choosing will change the “Current User” entry in the Entered By field to the name of the user who is adding the question.

Single Entry Questions

Single Entry is another question type. This question type should be used when the expected answer will be a sentence or shorter in length.

After selecting Single Entry and clicking a new Single Entry question will appear. The User must click his/her mouse over the words New Question in order to highlight the text and allow a question to be typed over it. A Single Entry question should be entered in an open ended format that encourages a brief answer.

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YesNo Questions

The final question type is Yes/No. This question type should be used when the question can be answered with an answer of either Yes or No.

After selecting YesNo and clicking a new YesNo question will appear. The User must click his/her mouse over the words New Question in order to select the text and allow a question to be typed over it.

After the question is entered, a weight can be assigned to the Yes and No answers. The weights will be used to calculate the applicant’s prescreen score (discussed later in this Chapter). In addition, the assigned answer weight can also be used to automatically disqualify the applicant (Must NOT Have).

Ignore will be the default for all answers that are added. To select a different weight simply click in the weight column for the weight to be altered and then click the button. Choose the desired weight and click .

An example of a Yes/No question’s answer setup would be:

Spell Check: When finished entering questions and/or answers the user can click in the SP column to spell check the question or answer.

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Question Presentation Order

If needed, the User can reorder the entered questions by clicking in the Display Order column. The questions will list in the order defined in the Display Order column, smallest to largest. The User can alter the display order by simply highlighting one of the Display Order numbers and changing it to a higher or lower number.

Prescreen questions will be presented to the applicant in Candidate Self Service (CSS) after they select a position and choose to apply for it, but before the application is presented for them to update and/or review and submit.

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Question Answer Weight

The Multiple Choice and YesNo questions carry an answer weight which can be used to calculate a prescreen score for the applying applicant. There are five weights that can be assigned to each answer.

Desired: Is an answer weight that should be assigned to answers that are valued. This weight carries the second highest prescreen value. The standard weight for this answer weight is 4.

Highly Desired: Is an answer weight that should be assigned to answers that are highly valued. This weight carries the highest prescreen value. The standard weight for this answer weight is 6.

Ignore: Is an answer weight that should be used for answers that are neither positive nor negative. It carries no prescreen value. Ignore is the default weight assigned when adding answers. The standard weight for this answer weight is 0.

Must NOT Have: Is an answer weight that should be assigned to answers that are not sought after and are in fact to be avoided. This weight carries a negative prescreen value. An applicant who chooses an answer with this weight assigned will automatically be disqualified after submitting their application. The standard weight for this answer weight is -1.

Nice To Have: Is an answer weight that is appropriately applied to answers that are favored, but not highly valued. The prescreen value for this weight is less that Desired, but more than Ignore. The standard weight for this answer weight is 1.

The applicant’s individual prescreen score is calculated as a percentage of the possible points for the requisition. For instance, if there are four CSS Questions for a requisition, and each has an answer that is weighted as “Desired” (4), the maximum possible prescreen score is 16. If an applicant applies and chooses the “Desired” answers for two questions and chooses “Nice To Have” answers for the other two questions, he/she will have a total prescreen score of 10 out of 16 (or 62.5% of the maximum possible score).

The applicant’s prescreen score is then converted to display visually in the Applicant History for the requisition. The applicant’s Pre-Screen column will display 62.5% of the possible matchsticks.

In addition, if the applicant is presented to the Hiring Manager, the prescreen score is converted to display visually. The Hiring Manager will see 62.5% of the maximum length of the graphical bar in Hiring

Manager Module.

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Entering CSS Skills

If using the Candidate Self-Service module (CSS), CSS Skills may be entered for each requisition. The skills selected in CSS Skills define which skills will appear in all CSS Applications submitted for this particular requisition. The applying Applicant will have the option to choose from these skills when they apply for this requisition via CSS. CSS Skills can be accessed from the Attachments menu.

Click on to attain the available list of skills. Highlight a skill that is to be added and use the

button to move it to the Selected column. Repeat until all desired skills are on the Selected column, when complete click the button.

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Greentree recommends adding not only skills that are required for the position, but also skills that would be relevant to similar positions. For instance, if the requisition is for an Administrative Assistant and requires Word and Excel, it may be useful to also enter Reception, Dictation, PowerPoint, Access, and

Visio. The title Administrative Assistant does not mean the same thing in every company. These additional skills may help recruiters determine if the applicant is under or over qualified and more suited to another opportunity.

Here is an example of how the above selected skills will appear in CSS for an applicant who applies for this position:

Entering CSS Uploadable Documents

If using iGreentree's Candidate Self-Service module (CSS), CSS Uploadable Documents may be entered for each requisition. Uploadable Documents are additional documentation that will be requested of each applicant who applies for the requisition. Uploadable Documents can be accessed from the Attachments menu.

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To add a document to the CSS Uploadable Documents click the button to be presented with the document types that are available (document types can be added/edited in Doc Types Maintenance).

The selected Document Type will appear in the Document Type column. The User must enter instructional text for that document.

Typically the text should contain details about what document is requested and what file type is required.

Applicants will only be allowed to attach documents that are in the required file format.

The request for additional documents that are setup in CSS Uploadable Documents will be presented to the applicant after they submit an application for the requisition using CSS.

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Entering Notes

A short note to the Hiring Manager can be entered on the Base Record, but most of the notes and other miscellaneous information about this Req will go in the Attachment called Notes. To access, select Notes from the Attachment menu or use the quick launch button located on the tool bar.

Use the button to enter notes about what has been happening with this opening.

This information is shared with everyone who has access to Requisition Notes. This data allows a history of what has been happening for this opening to be kept. Notes can be entered each time the user speaks to a Hiring Manager, but be aware the Notes are part of official recruiting records.

See page 60 for information about text editing options.

While in Notes use the View button to display previous Notes.

Click on the button to save Notes.

The system automatically enters the name of the person who entered the Note (based on username), the date it was entered, and the time (from the server) that it was entered.

The window will scroll as additional notes are entered.

Once notes are entered and saved, they are no longer editable. The only option is to delete and reenter the note. The behavior protects the integrity of the notes tracking within the system.

If existing notes need to be changed, go to the Documents Attachment, where each note is stored separately. Delete the record and then go back to the Notes Attachment and Add a new Note. Use

Ctrl+C to copy and Ctrl+V to paste. This will add a new date and time stamp along with the corrected notes.

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Document List

As we approach the paperless office, users may choose to save paper files electronically; additional documents that relate to the Requisition can also be added. To access, select Document List from the

Attachments menu.

All available documents will be displayed along with information about when the document was added

(Date Created) and who added it (Created By). In addition, if the document was added for a specific requisition the requisition number will display as well as the corresponding Job Title.

To view an existing document, select the document row and click the

To add a document to the requisition’s Document List, click

Document window.

button.

to get to display the Add New

Choose to navigate to where the document to be added has been saved. Navigate by clicking the folders until you reach the folder where the document is stored and then double click the document to add it to the Document File field.

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After the document has been selected, click the button and choose the Document Type from the list.

Choose to add the document type. The Add New Document window will reflect that the document is uploading.

The file type required for the Document Type must match the file type for the document being attached.

A file mismatch will generate an error.

If the upload is successful a message will display confirming the success.

The document will be added to the Document List after clicking .

To add additional documents to the requisition record, repeat the steps above.

To delete an existing document, select the document row and click the button.

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Adding/Editing Approvers

Choose Approvers from the Attachment menu.

Approvers displayed may have been entered via Hiring Manager and/or manually input by clicking on the

“Add” button. The attachment displays information about each of the approvers and their progress in reviewing the selected requisition.

Approver: Is the name of the individuals who are assigned to review the requisition.

Approval Status: Each approver record will display a status, which will reflect whether the requisition has been “Not Reviewed”, “Approved”, or “Not Approved”.

Status Date: The date reflected is the date where the most recent change in Approval Status occurred.

Entered By: Is the name of the User or Hiring Manager who added the approver.

Updated By: Is the name of the User or Hiring Manager who made the most recent change to the approver’s status.

Comments: Each approver has the opportunity to comment on the requisition they are approving. If they complete the comment field it will be displayed here.

To add another approver simply click on the “Add” button and follow the prompts for Approver Name and

Approval Status (typically set to “Not Reviewed”) and SAVE.

The button can be utilized to send email notification to a Hiring Manager that their approval is needed. The system will automatically send the email notifications in the order that the approvers are designated. However, in some circumstances a Hiring Manager may be unavailable and the recruiter may want to notify the next approver so as not to hold up the process.

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Finding Reqs that were Entered

Requisitions can be entered into iGreentree by a Hiring Manager (if Hiring Manager Module is used) or by an HR user. Finding these requisitions is important to the recruitment process. Within iGreentree, choose Requisition QuickSearch from the Requisitions main menu.

Periodic searches by Entered Date will find the new requisitions, and allow HR to enter additional data and record the activity of the Req. Users can also include additional criteria that will limit the search

results to specific types of Reqs, such as those that have an Approved or Pending Approval Status.

Once the new Requisitions have been found, users can add or change data and/or Attachments, and perform Actions as needed (described in detail later in this Chapter).

List View

The most common result form of a search is List View. Anytime a user performs a search that returns more that one result (Requisition, Applicant, Source, etc). The results will be displayed in a list form. To maneuver out of List View and view a single entry you may use the buttons.

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Summary View

If a search is preformed that returns a result of only one item, you will be brought directly to the Summary

View screen for that item. The Summary View allows the user to see the main information as well as some History and Attachment Information directly on the main screen.

The items highlighted in blue are hyperlinks and will take the user to the appropriate History or

Attachment menu (detailed later in this chapter). Clicking on Req Number: XXXX-XXX will take the user

. to the Edit View screen, the user may also click on

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Edit View

This screen is similar to the Summary View screen, it displays information for a single search result. Edit

View does not have quick links to History or Attachments nor does it have that information displayed on the main screen.

Both Edit View and Summary View have access to all the same information, Actions, History,

Attachments and Quick Launch options. It is up to the individual user to decide which screen and method they are more comfortable with.

Requisition Activity

Once a requisition is entered into iGreentree and approved the recruiting process really begins. The requisition is typically a trigger for a whole series of events. The recruiter can do things like post a position, place it on hold, or search for Applicants (to name a few). These events are referred to as

Actions in iGreentree.

If the user is in , only the selected Requisition will be affected by the Action (Single

Actions). If the user is in , all of the records that are currently displayed will be affected by the Action (Mass Actions), regardless of whether any record is highlighted or not. Users have the option to remove one or more records from the list before performing the Action, affecting only the remaining records.

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Single Actions: Mass Actions:

Requisition Actions help to update records and generate output for all of the common events that occur during the recruitment process. Once an Action has been performed in iGreentree a History of that event will be recorded. All History can be reviewed by going to the History menu of an individual requisition.

Find Matching Apps/Search Criteria

Find Matching Apps is an Action that is a short cut for running the Search Criteria search engine (located under attachments) on the Requisition. The defined search criteria can be used to search through existing applicants to find people who have the requirements for a position.

To begin we must first set up our Search Criteria for the specific requisition.

To illustrate, start by selecting QuickSearch form the Requisitions menu.

Find all Open Requisitions by entering Open on the Status field and clicking .

Switch to the Edit View for the selected Req by placing the indicator next to the requisition to be viewed and clicking on the button.

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Analyze a Job Description or Qualifications

The system can assist the user with starting to build the search criteria by analyzing the job description and job qualifications.

From the Attachments menu, first choose Job Description.

Choose to have the system find Search Criteria from the Job Description.

If the Requisition all ready contains Search Criteria, the user will be prompted with three choices for proceeding.

If the user chooses the existing Search Criteria will be deleted and the newly found

Search Criteria will be added. If is chosen, the existing Search Criteria will be retained and new criteria will be added to it. If the user selects the analyze process will be aborted.

If the user selects or they will be prompted for a Thesaurus (skill set). The best Thesaurus to choose is the one that contains skill and degree codes that fit the type of Req selected.

For this example, use All Codes.

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The system now finds Skills and Education criteria based on the codes in within the system and the text it searched in the job description. You will receive a notice of how many criteria were extracted and that it has been successfully added.

The Search Criteria can now be fine-tuned to find the Applicants who best match the needs for this particular job opening.

PLEASE NOTE: If no search criteria existed the user would be brought straight to the Select Thesaurus box.

Search Criteria

To see (and maybe edit) the criteria, choose Search Criteria from the Attachments menu.

Desired will always be the default for requirements that are populated using the Job Description or

Job Qualifications Analyze feature.

Search Criteria can also be created from scratch (by using the Add button here), but most users

prefer to have the system help by searching the Job Description and then modify the Search Criteria to set exact requirements for a position.

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Deleting Criteria

Sometimes the user may not want one of the criteria that were created from the Job Description.

Highlight the line to be removed (in this case, Masters) then click the button.

Required, Desired, Nice to Have, or Must Not Have

The user can adjust the level of the criteria that remain. Click in the Desired/Required column of the line to be edited. Choose one of the following levels:

• Required: In order to be found the Applicant must have this criterion in their record.

• Desired: If the Applicant has this criterion, he/she will be rated higher in the Match column.

• Nice to have: If the Applicant has this criterion, he/she will be rated in the Match column, but not as high as for Desired criteria.

• Must NOT have: If an Applicant does have this criterion, he/she will not be found at all.

Desired criteria are 4 times more important than Nice to have. The more match points, the higher the person appears on the list of potential candidates. Search criteria must not all be Must not Have. At least

one criterion must be Required, Desired, or Nice to Have.

The example below would only select applicants who have a Typing Skill. If the Applicant has a

Spreadsheet or Word Perfect Skill, match points will be added to the Match column moving them up a bit in the list. But if the Applicant has an Accounting skill, more match points are added to the Match column, moving the Applicant even higher in the list.

If Find Matching Apps were to be run at this point, the list might look something like this:

An Applicant whose match column is full meets all of the Search Criteria. An applicant with fewer match points is missing one or more of the criteria. The more match points an Applicant has, the higher s/he appears on the list.

To execute Find Matching Apps you can select Find Matching Apps from the Action menu, you may also select the quick launch button located on the toolbar. There are several other criteria that can be

used to search your database, they are detailed below with general examples. You may use any

combination of criteria to narrow down the search results.

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Skills

Most searches contain at least one or more Skills. Skill criteria can be added with combinations of

Desired/Required/Nice To Have, as needed.

If Ratings are being used for any Skills in Applicant Attachments, a minimum Rating may be set here in the Search Criteria. If the Applicant has the listed Skill but at a lower Rating, the extra match point(s) will not be added. If he/she has the Skill at the Rating selected or higher, the match point(s) will be added, moving the Applicant higher in the candidate list.

Since the default Rating for each Skill in the Applicant Attachments is zero, this will only work if users

have been entering Ratings for each Applicant who has the selected Skill.

Degrees

For a Degree, it may be important that the Applicants have a certain Major. Degree finds applicants with the specified degree or “higher”. For example, Bachelors will also find Masters and Doctorate degrees.

For this example, enter Human Resources in the Major/Emphasis column.

Applicant Filing System

You may wish to only consider Internal Applicants for a position. To eliminate External Applicants from appearing in your results you would want to enter a criteria of AppFilingSys, Must NOT Have, and

External Applicants.

Applicant Status

You may not want to consider Applicants who have already been eliminated from consideration on any future openings. When prompted, choose AppStatus, InActive, and Must NOT have.

Result

To eliminate Applicants who have already been removed from consideration on this Requisition for the reason of wanting a Salary that is too high, use Result. When prompted, choose Result, Reject Salary, and Must NOT have..

Tests

It could be helpful, if specific Tests are always given and recorded for Applicants who apply for this type of position,to only find Applicants who have taken that test. A Score can be entered, ensuring that only those Applicants who passed the test appear. When prompted, choose Test, Computer, and Required.

If the level was set to Desired or Nice to have, only those Apps with those specific codes will get the extra

match points.

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Text Search

If the user wants to find only Applicants who's Employer field (in the Experience Summary) contains a particular string of text. Entering Bank in the Search Text column would limit the Matches to those who have the word ‘bank’ any place on their CSS application form, including their previous employers. When prompted, choose Text Search, Required and CSSForm. Under the Search Text column, enter ‘bank’.

The Text Search option works the same way for searching the following:

• CSSForm (this works only if the Candidate Self-Service module is being used)

• Job Title (from the Experience Summary)

• Notes (Applicant Notes Attachment)

• Resume Text (this works only if the Resume Processing module is being used)

Notes and Resume Text may be long, so this type of search may take longer. Also, Scanned resumes may have OCR errors so exact matches may not be found.

It is usually better to use additional “non-text” search criteria with a text search.

Applicant History

Viewing the applicants that have applied for a requisition is as easy as going to Applicant History. The

Applicant History contains information about the applicant’s application and their status in the process.

Applicant: Name of the Applicant who is logged to the requisition.

ID: The Applicant’s ID number.

Pre-Screen: The Applicant’s prescreen score which is determined by the answers they gave to the CSS

Questions and the answer weight for those questions. An Applicant with a greater number of hash marks has answered more CSS Questions with an answer that was weighted with “Desired” and/or “Nice to Have”. Applicants who are tied to a requisition by an iGreentree User (i.e. NOT though CSS) will have N/A in the Pre-Screen column as no prescreen would have been completed.

Req Date: The date the Applicant was logged to the requisition. If the applicant applied through CSS he/she will also have a CSSForm with the same date.

Result: The Applicant’s result for this specific requisition. The result may be an interim result, such as

New Applicant or it may be a final result such as New Hire or Reject Minimum Qualifications Not

Met.

Result Date: The date the result was last updated.

Result Updated By: The name of the person who last updated the Applicant’s result. If the result was assigned by the CSS it will remain blank.

App Status: The Applicant’s overall status in the system.

Comments: An area where comments about the Applicant’s result can be recorded. Some organizations use this Comments field to track justification for the final result assigned.

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Post to Source Action/Postings History

Where a requisition has been posted can be recorded using the Post to Source Action. The History of this

Action is stored in Postings under History. These Actions and their Histories are discussed in detail in the

Sources and Expenses Chapter of this manual.

Enter Expense & Expense Distribution Actions/Expenses History

Dollars that have been spent recruiting for a requisition can be recorded using either Enter Expense or

Distribute Expense. The History of these Actions is stored in Expenses History. These Actions and their

Histories are discussed in the Sources and Expenses Chapter of this manual.

Place On Hold

Place On Hold is an important Requisition Action. If used properly, along with the Take Off Hold Action, it will allow for more accurate time-to-fill reporting as the on hold time can be subtracted from the overall time-to-fill. The Place On Hold Action changes the status of the requisition to On Hold which is often a defining factor for removal of requisitions from CSS. In addition, this Action allows for recording information about why a requisition is put on hold as well as various other details such as who requested the hold.

To use, select Place on Hold from the Action menu.

The status will automatically change to On Hold. Select a reason for the Hold Action from the coded list.

Today’s date will automatically fill in on the Hold Date field (this date can be changed if necessary by

to run the Action. A history of this action is now stored under clicking on the date icon). Select

Holds on the History menu.

You may also run this action by selecting the quick launch button located on the toolbar.

Take Off Hold

The Take Off Hold Action works hand in hand with the Place On Hold Action. It will allow for the recording of the Off Hold Date for use in calculating time-to-fill.

Select Take Off Hold from the Action menu.

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The system will default to Open on the Requisition Status line. Today’s date will also default onto the screen. Take Off Hold is not a scheduler. If a future date is entered, the requisition will still be switched to Open upon completion of the Action.

to complete the Action. Select

You may also run this action by selecting the quick launch button located on the toolbar.

Mass Hold

Place On Hold and Take Off Hold actions can be run from the List View to affect a group of Requisitions all at once. They will behave the same as the single Actions described above, but it will put every requisition listed on hold REGARDLESS if only one requisition is selected. Be careful with these Actions, since a mistake is tedious to correct. If a date were entered incorrectly, for example, the user would have to go back to the History for each Req individually to correct it.

Hold History

The Hold dates and reasons are recorded in the Requisition’s Holds History. Choose Holds from the

History menu.

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Withdraw

If a Req gets cancelled after recruiting has started for it, the Withdraw action should be used to update all of the appropriate information in the system. The Withdraw action keeps the Requisition in the database but changes its status to Withdrawn Req (thus removing it from CSS).

To try this action, select Withdraw from the Action menu.

The Action will default codes into the Set Requisition Status To and Set App/Req Result To fields. These values can be overridden. The Set App/Req Result To will update the Result for any applicant that is tied to this requisition who does not all ready have a final result. It will overwrite transient result codes, such as New Applicant or Routed.

to run the action. Select

You may also run this action by selecting the quick launch button located on the toolbar.

In addition to changing the Status of the Req, the Result of Withdrawn Req is added to the History for any candidate who did not already have a final result.

Choose Applicants from the History menu.

Mass Withdraw

The Withdraw Action can be run from the List View to affect a group of Requisitions all at once. The mass Action will behave the same as the single action described above, but it will withdraw every requisition listed REGARDLESS if only one is selected in the list. Often this Action can only be run by the iGreentree Administrator.

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Fill

In iGreentree when an Applicant is hired the requisition can be closed out using the Fill Action from the

Requisition Actions, or the Hire Action from the Applicant Actions, to achieve the same results. Either action will automatically update the Applicant and the Req, as well as their History.

To try this action, select Fill from the Action menu.

The Fill Action is just like the Hire Action, except that the Fill Action requires an Applicant (who is all ready logged to the requisition) be selected to fill an Open Requisition. If there are no Applicants logged to the

Req, the Action must be done from the Applicant Hire Action. The Hire Action requires the user to pick a

Req and will log the applicant to the Req if needed.

Some of the data will auto-populate, but this data can be overridden if necessary.

The system updates all of the same things that are updated when the user chooses the Hire Action from

the Applicant side of the system (including History on Apps, Reqs, Sources, and Hiring Managers).

Enter data as appropriate then select to run the action.

You may also run this action by selecting the quick launch button located on the toolbar.

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Offers History

The Fill Action will update the Offer History for both the Requisition and the Applicant. Choose Offers from the History menu.

Copying to Template

If one or more Requisitions needs to be entered into the database, and they are similar to Reqs already in the existing system, the user can copy an existing Req to a Template, then use that Template to make data entry of later Reqs easier and more consistent.

Select Copy to Template from the Action menu, or select the quick launch button toolbar.

located on the

A window will appear for users to enter a descriptive name for the new Template. Each Template must have a unique name.

A Template copied from a requisition will need to be modified so that it can be used to create new Reqs.

To modify perform a Req Template QuickSearch and use the Edit View feature. Greentree recommends consideration of the following:

Clear out the date fields, and any other fields that will not be common for future Requisitions.

When a record has data in the Attachments, these are copied into the Template too, be sure to check

Attachments and delete and/or edit them accordingly.

The template was created as a Private Template, meaning only the user who created can see it and use it. If the Template needs to be shared with other users, click .

There can be as many Templates as needed. Some may consist of only Attachments, such as Job

Descriptions and/or Search Criteria, which are used to apply standard attachments to new Reqs after they come in from hiring managers. Others might be used to perform mass updates of existing records.

Users may have a Template for each of the standard positions that frequently are open, making data entry fast and easy. Templates associated with Job Codes may be used pre-populate requisitions entered in the Hiring Manager module, including Job Description, CSS Questions, etc.

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Requisition Reports

Users can report on requisitions using the Requisition Reports Action. Reporting on requisitions will be discussed in the Reporting Chapter of this manual.

Add Approvers

This Action will allow the recruiter to add approvers to a requisition that has a Pending Approval status.

Select Add Approvers from the Action menu.

Click to generate the coded list of approver names. Highlight the approver and click .

To add more approvers click again. When more than one approver is designated the user has the option to “Move Up” or “Move Down” to alter the order of the approvers. The order they appear on the list is the order they will be notified to approve. When all approvers have been added choose from the main Action window to complete the change.

When the final “OK” is selected the system will submit the additional approvers. A notification of success is given.

You may also run this action by selecting the quick launch button located on the toolbar.

Approvers Audit History

The Audit History for Approvers allows the user to review any and all approver transactions.

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Re-Open

It may be necessary to re-open a position once it has been filled, (Applicant later declines, wrong position was filled by mistake, etc). Since the iGreentree System updates numerous pieces of information both on the Applicant and Requisition side it is necessary to use the Re-Open action to ensure all pieces of data are changed.

To start, select Re-Open from the Action menu

First, verify that the name appearing in Hired Applicant is indeed the applicant you wish to “un-hire”. Next use the button to select the new Set Applicant Status To, App/Req Result To and Set Requisition

Status To. When complete, click completed; to continue click OK.

. You will receive two notification boxes before the action is

Several pieces of information were cleared from the Requisition Screen, including Filled By, How Filled,

Filled On and Start On.

You may also run this action by selecting the quick launch button located on the toolbar.

CSS Questions Audit

Any changes that are made to CSS Questions are recorded in CSS Questions Audit History. These changes include adding questions from Hiring Manager Module or CSS Questions Attachment and/or editing/deleting existing questions from CSSQuestions Attachment.

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Other Mass Actions

There are three mass actions that are not addressed in this chapter. The iGreentree Administrator normally uses Apply Template, Change Filing System, and Purge. If knowledge of these functions is needed, see the Administration and Maintenance Chapter of this manual and check with your iGreentree

Administrator to make sure that the security levels needed for access are set.

Editing History

From List, Edit or Summary View, History can be viewed. Notice that although some of the fields within

History can be updated directly (such as Comments); most of the data within History comes from Actions.

If data within History is incorrect, the user can select the incorrect line and use the Delete key on the keyboard to remove the entire row. Then re-use the appropriate Action to enter the correct data.

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Sources and Expenses

Objectives

This lesson is for anyone who needs to enter and record Source and Expense information. After completing this lesson, the user will be able to:

• Enter data

• Post Requisitions to Sources

• Enter and record Expense data

• Run Source and Expense recording reports

Entering Sources/Expenses

The Sources/Expenses section is used to record sources of applicants and expenses relating to the filling of a requisition. New requisitions can be posted to these sources, and expenses can be recorded per requisition to get cost per hire and other expense reporting.

Everyone in the Recruiting department should become aware of the information stored for Sources and

Expenses as well as being familiar with how to utilize the information.

Select Add Source from the Sources/Expenses menu.

Basic information about a Source or Expense are entered and saved on the base record.

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Sources/Expenses Data

Many pieces of information may be recorded for a Sources/Expenses record. It is not necessary for all fields to be entered on a base record.

Source Name

Is where a specific name for the Source or Expense is identified. For example: Monster, Hire.com, New

York Times, etc. If the Source/Expense is to be searchable and specifically reported on, each record needs to have the Source Name defined. Depending on how detailed the reporting needs to be, employee referrals might be handled as follows: a single source record may be created with the Source

Name being ‘Employee Referral,’ the Contact fields being the literal name of the referring employee, and the Source Type (see Source Type for more information) defined as ‘Employee.’ Then when the Log to

Source action is run for an Applicant, they can be categorized as an Employee referral type as well as being logged to the specific referring employee. Multiple ‘Employee Referral’ records can be created based on the level of detail required for reporting. The above described will achieve an individual employee level of reporting. If the money spent for a recruiting effort is not actually a source, a record can still be entered so that recruiting expenses can be recorded accordingly as the Enter Expense action is run for a requisition.

Source Type

Is where a general category for the Source or Expense is identified. For example: Employee,

Newspaper, Internet, etc. If the Source/Expense is to be searchable and generally reported on, each record needs to have the Source Type defined. A high level reporting need for employee referrals might be handled as follows: a single source record may be created with the Source Name being ‘Employee

Referral,’ the Contact fields would be empty, and the Source Type defined as ‘Employee.’ Then when the

Log to Source action is run for an Applicant, they can be categorized as an Employee referral type. The above described will achieve a basic source level of reporting.

Status

The Status field is important because it shows whether the source is currently active or not. It will be used often as a limiting criteria for searching and reporting. Status code values are maintained in

Maintenance / Codes / SourceStatus.

Record applicants from this Source

If applicants apply from this source and there is a need to record these applicants, check this box. This will allow recording of which sources are generating the best people. If it is not checked for a particular

Source, the source will not appear on the list when iGreentree users run the Log to Source action for an

Applicant.

Record expenses for this Expense

If this source has costs associated with it and there is a need to record these costs, check this box. If recording the applicants from this source (see above) is also checked, this will allow for reporting on how much was spent on each person hired from this source. If it is not checked for a particular Source, the source will not appear on the list when iGreentree users run the Enter Expense action for a Requisition.

Post reqs to this Source

If open requisition information is sent to this source, check this box. If expense recording is also checked

(see above), this will allow for recording how much was spent on each requisition that was filled from this source. If it is not checked for a particular Source, the source will not appear on the list when iGreentree users run the Post to Source action for a Requisition.

Allow CSS Applicant to Select this Source

If Candidate Self-Service (CSS) applicants are to be able to select this source when applying, check this box. If it is not checked for a particular Source, the source will not appear on the selection list when CSS users are answering Global Questions of Question Type Source. This is only applicable to the Candidate

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Self-Service module. Please refer to the CSS Maintenance chapter for more information regarding

Global Questions.

Other Fields

It is important to make sure all users understand how each field is to be used. The use (or non-use) of every field should be discussed within the organization to ensure data entry is consistent. Contact

Information (Address, Phone, etc) is not necessary for the proper user in the iGreentree System. These fields can be used however as a central rolodex for the organization if desired. Recruiter and Location fields should only be used for reporting purposes, if necessary.

Sources/Expenses Attachments

Notes

Miscellaneous or phone conversation information pertaining to this Source/Expense can be stored under

Attachments / Notes. You can also access Notes by clicking on located on the quick launch toolbar.

Select the Add button to enter a note:

The window will scroll as additional notes are entered. This information is then accessible to everyone with access to Source/Expense Notes. When Save is selected, the user’s name, (server) date and time of the note entry, will automatically be added to the note.

If an incorrect notation was made and the note has been saved, the user will need go to Attachments /

Documents (where each note is stored separately), and Delete the incorrect note. The user can then select to Add a new Note.

TIP: Use Ctrl+C to copy the old note before deleting and Ctrl+V to paste the old note into the new note, and then make the necessary change.

Objectives

Use Objectives to record the type of job(s) or applicants that the source specializes in, this may be helpful in reporting for your Organization. Select Attachments / Objectives to add an Objective for a source/expense record.

Contact Information

Additional phone numbers and email addresses can be recorded for Sources. This additional information may be helpful for reaching the Source when they are not available from the data found on the base record. Select Attachments / Contact Info to add additional contact information.

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Document List

Documents can be stored for Sources/Expenses. Examples of documents often retained here include

Agency Contracts, Posting Forms, and Invoices. Select Attachments / Document List to View or Add documents to a source/expense record.

Sources/Expenses Actions/History

Send Letter

Letters that are to be sent to a source and recorded in iGreentree can be printed on paper if the physical address is known, or sent via email if an email address is available and entered on the source base record.

Select Send Letter from the Action menu.

Select the Letter to send to the Source. If an email address is available, the Specify Email Information option will be enabled, otherwise a hard-copy of the letter is the only option. If a complete copy of the letter is to be saved for the source, Include Letter Contents in Letter History should be checked. This will attach an exact copy of the letter to the source record. Additionally, if there is a modification to the standard letter that needs to be made, Personalize before sending should be checked.

The Send Letter action is recorded in Letter History for each Source.

NOTE: This action is similar to the Send Letter action for Applicants. The Send Letter action will only list

letters identified as Source Send Letter in Maintenance / Letters. Additional letters can be added via

Maintenance / Letters.

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Source/Expense Reports

Although some Source/Expense reports can be found in ReadyReports, standard reports that are used in the Sources/Expense part of iGreentree are Search Dependant and require a search be performed to identify the data set from which the report should represent.

located on the Select Source Reports from the Action menu, or you may run this action by selecting quick launch toolbar.

NOTE: Typically this action is run in the List View, it can however, be run as an action for a single source in Form View.

Other Actions for Sources/Expenses

Purge is normally used by the iGreentree Administrator to permanently remove inactive records that are no longer needed. This can be done by selecting Purge under the Actions menu (located only in List

View), or the user may select located on the quick launch toolbar.

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Requisition Actions for Sources/Expenses

Post to Source

To record where a Requisition has been posted, use the Post to Source Action. Before running this action, be sure the Requisition is in Form or Summary View. (Running the action in List View will perform a mass logging action). Select Action / Post to Source.

Click to enter the new Posting information.

Put the details for this posting in the Comments field.

Postings are recorded in the History of the Requisition, as well as the History of the Source.

Mass Post to Source

If a posting applies to more than one Requisition, the Post to Source action should be run in

, where action results will apply to all of the Requisitions currently displaying in the list.

Enter a Posting that is for ALL of the Reqs displayed in List View. Select to Add when the initial Post to

Source window displays.

History is recorded as described above.

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Entering Expenses

iGreentree can help record expenses related to monies being spent to fill Requisitions. Select Enter

Expense from the Action Menu or select from the quick launch toolbar.

Click to enter an Expense for this Requisition.

The Date field will default to the current date; however a user may click into the Date field and select a different date if needed.

• Date: The date the cost was incurred.

• Expense: The name of expense. Record any type of expense, such as advertisements, job fairs, travel expenses, agencies, etc.

• Description: A detailed description of the particular expense.

• Amount: The dollar amount of the expense.

Expense Distribution

If an Expense applies to more than one Requisition, enter the Expense from expense will be equally divided among ALL of the Requisitions in the displayed list.

, where the

Choose Distribute Expense from the Action Menu, or select from the quick launch toolbar.

Enter the Expense that is for ALL of the Requisitions. Enter the data similar to the single action, but with the full dollar amount to be equally divided among all of the Requisitions. The system will record the information in the Expense History for Requisitions, as well as the Expense History for

Sources/Expenses.

After clicking OK, a confirmation window will display. Select OK after verifying the distribution is correct.

View History for one of these requisitions to assure that the cost was split correctly. Look at the

Expenses History for any one of the Reqs listed.

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NOTE: An Expense Distribution can be performed across multiple Sources as well. If the expense is to

be recorded and distributed across select Sources and is not Requisition specific, bring the list of sources

into List View and run the Distribute Expense action under Sources/Expenses.

Expense History

This information is recorded in the Expenses History for Requisitions, as well as the Expenses History of the Source/Expense.

NOTE: Entering an expense from the Source/Expense window can also be done if the particular expense doesn’t apply to a particular Requisition. To do this, run the Enter Expense action from the Source Action menu, selecting to Add, and so forth as described above.

Applicant Actions for Sources/Expenses

There are Actions for Requisitions that relate to Sources/Expenses: Post to Source, and Enter Expense.

Source Recording

The Source that each Applicant came from can be recorded in iGreentree, if CSS has been purchased the Source is automatically logged when the application is submitted. For paper applications you would need to use the following action.

Log to Source

Select Log to Source from the Action menu or select from the quick launch toolbar.

If you know the requisition you may select it here. This will log the application to the requisition, if they are not already logged to it, and then record their source for that requisition. See 'Log to Req' for more information about logging applicants to requisitions.

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The default date (today) can be used as is or changed as needed. Select the Source code from the select list. Use the Comments field to include additional information about this particular Source. For this example, the Source is Employee Referral, so we put the employee's name in Comments.

Mass Log to Source

Suppose a large group of Applicants came from the same Source, with these applicants displayed in List

View, select Log to Source from the Actions menu, or from the quick launch toolbar.

Remember that this information is stored in both the Applicant History (Sources) and the Source History

(Applicants and Hires). This is just like the single Log to Source action, except that ALL of the Applicants

are being logged all at once.

Sources History

The Source is added to the History for this Applicant

The Applicant was also added to the History for this Source at the same time. To see that, choose

from the History window. From the Source window choose Applicants from the History menu. The Applicant that we just logged to this Source should now be somewhere in the list.

There is also a History of Applicants from this source that were Hired.

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Candidate Self-Service

Objectives

This chapter is for anyone who will be allowing applicants to enter themselves via the Candidate Self-

Service (CSS) module. After completing this chapter, users will be able to:

• Understand how to configure, maintain, and use the CSS module

• Find applicants and candidates entered via CSS

• Identify the relationship between the CSS Profile and the data fields on the candidate record

What is Candidate Self-Service?

Candidate Self-Service (CSS) provides applicants with real-time access to search, view, and apply for existing job openings and to optionally monitor their own progress through your employment process. It further allows them to receive automated notification of future openings of specific interest to the candidate. CSS stores application-like information in a ‘Profile’ that can be viewed and maintained by the candidate to ensure currency and accuracy of the data. The Profile information is merged into a requisition-specific application (CSSForm) for each job applied for avoiding the need to complete multiple applications.

Applicants access CSS using a standard web-browser. Companies typically provide a link to CSS from their internet website (Career Site) so that external applicants can apply from anywhere that has internet access. Oftentimes companies will elect to implement an additional CSS career site for use by internal applicants. If an internal CSS is created, it is typically linked to the company’s intranet site. In addition, companies may provide both internal and external applicants with internet access to the various CSS career sites via a kiosk PC located within one of their offices.

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Welcome Page

The Welcome page is the first page of CSS seen by an applicant when they arrive at your career site. It is used to familiarize applicants with the company and to describe the options for using CSS. The page may contain assistance which can be as simple as providing brief descriptions of the various functionality, furnishing links for submitting a resume, providing links to browser downloads, and/or links to other areas of your corporate site.

The Applicant can navigate the pages of CSS by using the links in the page header or they can use the embedded links in the page.

A new applicant has two paths to choose from when getting started. Theycan create a User ID and

Password that will allow them to apply for specific positions or choose to begin reviewing job opportunities as a guest.

Create New UserID and Password

If the applicant chooses to create a UserID and Password they can do so by clicking the link at the bottom of the Welcome page. The Create New UserID and

Password page requires the applicant to create a User ID that is a minimum of 7 characters long (without spaces) and a Password that is at least 7 characters long (without spaces). The applicant’s Password cannot be the same as their User ID. The fields marked with an

are required fields that must be completed. The email address may be optional as determined by the customer in a CSS Maintenance

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setting). After completing the required information, the applicant must click the

button to proceed.

Upon successful submittal they will be forwarded to a revised Welcome Page that contains options for proceeding.

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The applicant will also receive an emailed message that thanks him/her for registering with the Career

Site. They have now created an applicant record in iGreentree. The User Name and Password information will be stored in CSS Properties Attachment.

If the applicant’s email address, UserID or Password, already exist in the iGreentree database, a system message will be generated. This may occur if the applicant’s information is in the database from a previous application submittal. This may include applications submitted using Applicant Self-Entry which is the online application module used by earlier versions of iGreentree. It is also possible that the

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applicant was entered manually by someone in HR or the applicant may have previously submitted a resume.

The applicant may need to contact the Human Resources department for assistance if no email address exists on the duplicate record (i.e. error was caused by a duplicate UserID or Password). However, if it is a simple case of forgetting the UserID and Password previously created, the applicant can request the password be sent to them via email as described below.

Password Assistance

The password assistance page allows applicants who have forgotten their UserID and Password with securely obtaining that information. The applicant needs only to enter their email address and click the

button to have an email generated that contains the UserID and

Password information associated with that email address.

It is important to note that the password assistance only works for those applicants who have an email address all ready in existence in iGreentree. If the email address entered by the applicant can not be found in the database an error message will be displayed. An error message will also be displayed if the email address appears more than once in the database.

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If the email address provided exists in iGreentree, and if it does not exist on more than one record, the applicant will receive a message confirming an email is being generated and sent to the email address provided.

The content of the email that is sent to the applicant can be edited in Letters Maintenance and the letter name must be specified in CSS Settings Maintenance.

Upon receipt of the UserID and Password the applicant can return to Candidate Self-Service and login from the main Welcome page.

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When the applicant logs in successfully, the revised Welcome page will appear that welcomes the applicant by name and again offers the applicant options for proceeding.

Search by Job Number

Applicants who have knowledge of a specific job number may elect to immediately search for that job by its job number. They can simply enter the job number into the field and click the Find Job button to be directed to the specific job details.

My Home Page

The My Home Page contains the stored Contact Information, details about the status of applications for jobs applied for, and information about any Job Alerts that the applicant may have enabled. Applicants can also view the latest ‘Alert’ positions sent to them. The main menu at the top of the Welcome page provides a link to this section of CSS.

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To enter Contact Information, the applicant can click on link or use the My Profile link in the top menu. Both links will move the applicant into the updatable Contact Information page.

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The applicant’s name and email (if provided) will populate from the data collected when they created their

UserID and Password. The data entered into Contact Information can be found in the Applicant’s database record or in the Contact Information Attachment in the iGreentree database.

Applicants must log in before accessing the My Home Page. An applicant can either sign in on the

Welcome Screen (as described above), or they may use the menu option.

A returning applicant can log in using either their email address or UserID and their previously established password. If the applicant enters incorrect information, they will receive an error message on the screen

(usually appears in red). The error typically provides another link to a page that will email the password to them.

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Find Jobs

Find Jobs lets you find open jobs using your own search criteria, by browsing categories of open jobs, or by entering a specific job number if you know it. To access, the applicant can either click on from the main menu or use the hyperlink located on many screens.

Search Jobs

Search Jobs is located on the left side of the Find Jobs screen. This method of searching for positions utilizes a search engine that allows the applicant to define the criteria that will be used in searching for available positions. If multiple CSS sites are being used, Internal and External Applicants may be set up

to receive different fields for searching and different criteria may be used to define which openings are

included with the results. The fields available for the Applicant’s search are defined in CSS Settings

Maintenance along with the number of codes that can be selected from each field.

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The applicant has the option to select multiple criteria for one or more of the fields. For instance, they can select to specifically look at opportunities with a Location of Chicago or Metroplex Center and only those that are in the Human Resources Department.

Once the Applicant selects the criteria they may choose the button to see the results of their search. The results will be further defined by criteria set up in CSS Settings Maintenance that specifies things like posting date requirements and status codes. Which fields of data are displayed is also maintained in CSS Settings Maintenance.

The applicant will have the option to further refine their search if the results are too many. For instance, he/she can further define the location to be just Atlanta by entering Atlanta on the Location field and selecting the button.

The refined results will then be displayed.

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Browse Jobs

Browse Jobs is located on the right side of the Find Jobs screen; all available opportunities will be grouped together into categories that are often sorted by functionality or location. These categories will allow the applicant to quickly see what types of positions are available. Each of the categories displays a count of the number of available positions within that category. The applicant can then click on a particular job category and be taken to a current listing of the available positions for that category.

Position information that is shared with the applicant is pulled from the requisition record in iGreentree.

However, these positions will only display if they meet all of the criteria specified for the selected category. If multiple CSS sites are being used, each site may be set up to use different categories and

different criteria for determining which requisitions display. Which fields of data are to be displayed is maintained in CSS Settings Maintenance.

The applicant can click on a specific Job Title to be directed to an even more detailed look at that selected job. The fields that are displayed on the Job Detail page are also maintained in CSS Settings

Maintenance and, as previously mentioned, may differ between CSS sites

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The applicant can elect to apply for a position by clicking the using the

button or by link. If the applicant determines they are not qualified or not interested then they can use the link at the bottom of the page to return to the previous page which contains the results for the selected category.

Email A Friend

If the applicant finds a job opportunity that they feel would be suitable for someone else, they have the ability to forward the information to that friend from the Job Detail page.

Using the applicant will be directed to another page that provides a place for entry of an email address for the friend he/she wishes to notify of the opening. The provided email address is NOT retained in any way by the system.

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Once the email address has been entered, and selected, a referral email message

(Customer defined in Letters Maintenance) is sent to the email address provided.

The applicant who is sending the referral will receive confirmation that the email was successfully sent.

The applicant then has the option to either add another email address or to choose the link and return to the job detail page.

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My Profile

Applicants will use this section to enter and update their application information. They can return to this area at any time and add, edit, or update information. Therefore, each time they apply for a position their most current information will be automatically incorporated into the online Application, ready for them to review and submit.

Each section of the Profile is displayed below the main menu and different color bars under each section.

Indicate the ‘completeness’ of that section. Any section that is red (not completed) will prevent the applicant from submitting their application. To complete the sections the applicant can either click on the section name or use the drop down menu (located at the bottom of each sections) to navigate to the desired section.

The fields that are marked with a

are a required entry. The applicant can not save the changes for a section if the required fields are not populated. Once the applicant has completed the section they can

. This will bring navigate to the next section using the methods above, or by clicking the applicant to the next section.

Contact Information

The Contact Information section is where basic demographic data is collected about the applicant. The data entered into this section will be used to populate the applicant’s database record and Contact Info in the Attachment section.

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Education

The Education section populates the Education Summary Attachment in the applicant’s iGreentree record. This section, and others formatted similarly, will apply the required programming only if the applicant starts to complete an entry but fails to fully complete the row.

Licenses/Certificates

Professional License and Certificates will populate the applicant’s License & Certificates Attachment in the iGreentree database.

Languages

Foreign Languages does not have an Attachment for data to be stored in within iGreentree. Instead this information will be stored as a part of the CSSForm in iGreentree. This data is viewable by going to

CSSForm Attachment or the Document List Attachment in iGreentree.

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Work History

The majority of the data entered into Work History will populate the Experience Summary Attachment in the applicant’s iGreentree record. Any information that does not populate in the Experience Summary

Attachment will be viewable through viewing the CSSForm.

Unemployment

The Unemployment section allows applicants to disclose periods of unemployment, this section does not have an Attachment within iGreentree, and therefore, information will be stored as a part of the CSSForm in iGreentree.

Military Service

Military Service does not have an Attachment within iGreentree, this information will be stored as a part of the CSSForm in iGreentree.

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Relatives

The Relatives section allows applicants to disclose any family members working within your organization.

This section does not have an Attachment within iGreentree, and therefore, information will be stored as part of the CSSForm in iGreentree.

References

This section allows you to collect Reference information for the applicant. This data is viewable by going to CSSForm Attachment or the Document List Attachment in iGreentree.

Resume

The Resume section allows the applicant an opportunity to paste a text version of his/her resume to be submitted along with his/her application. It can be viewed from the Resume Text Attachment and from the

Document List Attachment in iGreentree.

Voluntary Survey

The Voluntary Survey collects information that allows the applicant to self-identify for EEO recording and

Affirmative Action reporting. The information that is collected here will be stored in the Applicant’s EEO

Attachment in iGreentree. It is important to know that this section of the Application is NOT included in

the stored CSSForm so that the information is not viewable by Hiring Managers!

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Apply For a Position

When an applicant finds a position of interest they can apply on-line for that opportunity. From the Job

Detail page, the Applicant can select either the link.

button or the

If the applicant is not logged into CSS at this time, they will be prompted to do so before they can proceed. The applicant can sign in using their UserID or email address, and Password. If the applicant is new, the link is provided. As previously mentioned, links are also provided to assist the applicant if they have forgotten their password.

Once the applicant has signed in, or if they signed in prior to selecting they will be taken to the Update Profile page where they must complete all required sections. If the applicant has previously completed the profile and does not wish to make any changes, they need only to click on

located at the bottom of every section of the profile.

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The applicant will then be brought to a prescreeining page that may contain several types of questions.

Some of the questions are referred to as Global Questions and others are Requisition Specific Questions.

This page also collects Skills information for this specific Requisition.

Global Questions

Global Questions are questions that are asked of every applicant who applies, EVERY time they apply.

The applicant is required to answer the question and will not be able to continue if they choose not to answer them. The questions may be essay, multi-select (allows for selection of multiple answers), multiple choice, single entry, source, or yes/no. The most common Global Question is one requesting the applicant to identify where they heard about the opportunity for which they are applying.

The answers given by applicants to the Global Questions are kept within the applicant’s CSSForm. This form is viewable in the applicant’s Document List Attachment in iGreentree. With the exception of the question relating to Source, the answers are stored in the CSS Question Answers History (source responses will populate the applicant’s Sources History). The Global Questions can be set up in CSS

Settings Maintenance.

Requisition Specific Questions

Requisition Specific Questions are questions that are identified for a particular requisition. These questions can be set up in CSS Questions Attachment for each individual Requisition. If a requisition has specific questions populated in its CSS Questions Attachment, any applicant who applies for that position will be asked those same questions. The applicant is required to answer the question and will not be allowed to continue if they choose not to answer them.

The questions can be in the following formats: Yes/No, Essay, Single Entry or Multiple Choice.

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The Yes/No and Multiple Choice answers can be assigned a weight for use in prescreening. Each answer can be weighted with one of the following weight equivalents: Must Not Have, Ignore, Nice to

Have, Desired, or Highly Desired. If an applicant chooses an answer that was weighted with “Must Not

Have” they can be automatically categorized as not meeting minimum qualifications upon successful submittal of their application. (For more information concerning CSS Questions and weight assignments please see the iGT Module Maintenance Chapter.)

Skills

Skills are requisition specific much like Requisitions Specific Questions. Which position the applicant is applying for will determine which set of skills is presented for their selection. The skills are defined in a

Requisition’s CSS Skills Attachment. If no skills are identified then the applicant will not be presented with a Skill section when they apply.

After completing the “prescreening” questions, the applicant can continue into the actual Application by clicking on the button.

Application

Candidate Self-Service will pull any previously entered data into the current application so that the applicant can simply update the data to make it current.

The applicant may update any section as needed by clicking on the link in the header of each section to be moved into an edit page for that particular section. When the applicant chooses

the entered data will be stored and they will be brought back to the Application summary page, where if necessary, another section can be selected for editing.

Once the Applicant has downloaded the full Application they will see a new section at the very end of the

Application labeled Information Acknowledgement. This section typically contains a company’s legal jargon about employment contingencies, terms and/or practices. It also contains a final question that serves as the “Electronic Signature”. Applicants must select “Yes” in answer to the final question or they

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will not be able to their application. The Information Acknowledgement statement, and the applicant’s “Yes” choice, will be stored within the CSSForm.

If an applicant forgets to complete fields that are designated required

, an error prompting them to complete the missing information will appear when they attempt to submit.

If all required fields are completed and the Applicant clicks , their Applicant record is updated in iGreentree and they will be logged to the appropriate Requisition.

Upload Documents

After selecting , the applicant may be requested to attach specific documents. This request for information is requisition specific and is set up in the Requisition’s CSS Uploadable Document

Attachment in iGreentree. If no documents are entered into the Requisition’s CSS Uploadable

Documents this request will never be presented to the applicant.

When specific documents are requested, the applicant can choose to attach the document. The

button will work very similarly to the attachment button in the user’s email. They will be taken to their PC’s file directory and be allowed to locate the document and select it. Once selected, the name of their file will populate onto the field on the CSS screen. The applicant must click the button to have the document loaded into iGreentree and attached to their Applicant record’s Document

List. The Applicant may also choose NOT to load the requested document and simply click

to continue.

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Application Results

Upon successful submittal of the Application, the applicant will be presented with an Application Result.

There are two messages which may be displayed. One message is presented if the applicant successfully passed all pre-screen questions (or if there were no prescreen questions). The other message is presented if the applicant failed the pre-screen. The contents of the notification used for each scenario is Customer controlled and is identified in CSS Settings Maintenance (the actual letter contents for each is set up in Letters Maintenance).

Add Note

If an applicant tries to apply for a requisition that they have all ready submitted an application for they will be directed to the Add Note page. The applicant is notified that they have already applied, but they can submit additional information for consideration. They can type new information into the text box and click or choose to return to the previous page.

The applicant will receive a confirmation that the new information was successful submitted.

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The information is added to the applicant’s Documents List Attachment in iGreentree as a CSSNote.

These notes can be easily found by performing an Advanced Search using a combination of document type and date created.

View My Application Status

The applicant can return to the Candidate Self-Service site and View My Application Status. This menu will take the applicant to a summary of the applications that the applicant has previously submitted. The actual status that is displayed to the applicant is determined by the applicant’s Result that is set in iGreentree for that particular requisition. It is important to note that the Result in iGreentree can be masked so that the status the applicant views is not the exact code that appears in iGreentree (this is set up in Codes Maintenance for each Result code).

The applicant can view a static copy of the actual Application submitted by clicking on located under

View App.

Withdraw Application

The applicant has the option to withdraw their application should they no longer wish to be considered for a position they previously applied for. The applicant simply clicks the link next to the position for which they are no longer interested. This process will update the applicant’s Result in iGreentree to reflect their decision. This link will only be available if the position is still open. The applicant will receive a confirmation that the steps taken to withdraw the application were successful.

Update My Job Alerts

The applicant has the option to create and edit Job Alerts by going to the menu Update My Job Alerts.

The applicant can identify the criteria for the jobs they would be interested in. Once the criteria have been selected the applicant selects to save the criteria and activate the alerts. Once enabled, alerts will be emailed to the applicant whenever positions are posted that meet the applicants

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saved criteria. Saved Job Alerts are activated in iGreentree under the Applicant’s CSS Properties

Attachment.

The applicant can return to CSS Job Alerts at any time to inactivate the Job Alert by clicking the link .

Help

Throughout Candidate Self-Service the applicant has access to many help menus. If available, the links are typically found at the bottom of a page. The help topics answer many of the common questions about specific areas of CSS.

Sign Out

When an applicant has concluded the use of Candidate Self-Service they can utilize the on the main menu to exit the career site.

link

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Resume Processor & ScanStation

Objectives

This unit is for anyone who will be scanning and/or loading resumes. It is also for anyone who wants a greater understanding of how resume data gets into the system. After completing this chapter, users will be able to:

• Load resumes from email

• Scan and load resumes

• Find Applicants that have been entered

• Handle duplicate applicants

Resume Processor

Resumes are entered into iGreentree via Resume Processor. The Resume Processor can enter either emailed resumes or resumes that have been scanned and processed by ScanStation.

Emailed Resumes

Email Inbox(es) that collects only resumes

Emails containing resumes collect in the Inbox and are scooped by the Resume Processor. iGreentree

Handle duplicates

Applicant records appear with Resume Text Attachment

Email responses generated automatically

CSS UserId and Password generated

Hardcopy Resumes

ScanStation

Scan Image

OCR Text

ScanStation

Analyze

Email to iGreentree iGreentree

Handle duplicates

Applicant records appear with Resume

Text and Image Attachments

CSS UserId and Password generated

Emailed Resumes

Automatic Resume Processing

If a special email inbox has been set up to receive only resumes, those resumes can be loaded directly into iGreentree, allowing the system to process them like other resumes but without scanning. See

Chapter 10 for instructions on the setup of inboxes in Maintenance under Resume Inboxes.

Resumes cannot simply be pulled from a user’s regular inbox because it would pull in all emails (resume or not). Resumes that come to a user’s regular inbox can be forwarded into a generic email box for processing.

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Automatic Resume Processing (ARP) converts an email (or its attachment) to a Resume Text file, which then becomes an Attachment on the Applicant record that is created in iGreentree. ScanStation can process resumes with the following types of attachments: HTML, .DOC, .TXT, and .RTF.

Once ARP is set up, the system checks every X seconds (X as defined in system setting on the server) for new emails in the designated inbox. Any emails, which seem to contain resumes, either in the body of the email or as an attachment, will be processed into the system. These resumes are analyzed and processed the same as resumes from ScanStation, finding Name, Address, Phone Numbers, Email

Address, Skills, Education, Experience, and Objectives. The emails are removed from the original inbox after analysis.

New Applicant records created by ARP can be found by including ARP in the search criteria in the

EnteredBy field.

Resumes that the system suspects may be duplicates may be put into an alternate Filing System for later merging, ignored, or merged. (See "Handling Possible Duplicates")

Any emails that the system cannot find Name and Address information on will be forwarded to the email address designated in Resume Inboxes Maintenance. The person who receives these emails can then fix the name and/or address problem, and forward them back to the email inbox for reprocessing. For information regarding the handling of erred resumes, please refer to Handling Erred

Resumes.

The system can also automatically email a letter to applicants who were entered via ARP, as set in

Resume Inboxes Maintenance. The automatic response occurs when a resume is accepted into the system. The automatic response cannot include any specifics such as job title, since there is no data

established at this point in the process to pull it from.

If desired, the system can automatically generate a unique CSS UserId and Password and e-mail the information to the applicant. For this feature to work properly the applicant must have an e-mail address on their resume. The UserId and Password can be changed by the applicant at any time when they visit your CSS Site.

Scanning Hardcopy Resumes

Resumes that are received in the mail or via fax will need to be scanned to get them into iGreentree. This process is done in a module called iGreentree ScanStation, which must be installed directly on the computer that the scanner is attached to.

Scanning Process

There are two major steps to processing hardcopy resumes:

1. Scan the physical resume using the ScanStation program.

2. Load the scanned resume into the iGreentree database via email.

There are some smaller steps within each of the above. For each of the steps, decide whom, when, and how. Although some decisions must be made before beginning to scan live resumes; the process can be changed later as needed.

The Time Factor

On average, the start-to-finish process of getting resumes into the iGreentree database by a single person should produce at least 20 to 30 finished records per hour. This process includes opening

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envelopes, removing staples, and collating pages in the document feeder, scanning, verifying, loading the record to iGreentree, adding basic recording data (such as source, recruiter, and status) and saving the record. This estimate also assumes recommended minimums for the scanning workstation, a well-

maintained quality scanner, a responsive network, an average of 1½ pages per resume, and a proficient operator

Options for increasing resume throughput include:

• Using a faster scanner

• Using multiple scanners simultaneously

• Assigning additional staff to help resume processing

• Multiple inboxes to take advantage of Templates

• Using smaller Thesauruses with relevant skills and education

• Minimizing the number of synonyms for each code

• Using the automatic options (in the Folder Properties)

• Encouraging applicants to apply electronically (email or ASE)

• Having resumes scanned and OCR’d by an outside source

• Scanning some resumes and entering other applicants manually

See the Scanning Decisions Checklist (at the back of this manual) for additional decisions that should be considered for scanning.

Scanning Goals

What needs to be accomplished through the scanning of resumes? Think about:

• Will resumes be routed to managers via email?

• Will acknowledgment letters or emails be sent to all applicants?

• Who is available to sort through paper?

• How will paper physically flow through the office?

• Do ALL resumes that come in need to be scanned, or will a pre-screen for possible candidates be done first?

Pre-Screen, scanning only “Interest” resumes

Recruiters sort into “interest” & “no interest.”

Recruiters get resumes sooner, may hoard or

Scan ALL resumes that are received

All resumes are scanned immediately upon receipt.

Scan & OCR steps take longer, data into system delay.

Much less time spent on data entry.

Letters & postcards may be delayed due to later entry.

More paper shuffling. Resumes are handled twice.

“No interest” applicants may be entered manually.

Only data that has value is stored in the sooner.

Time is spent verifying data that will be of little use.

All letters and postcards are sent out in a timely manner.

“The Paperless Office” is closer to a reality.

More storage space is required on the server.

All data for all applicants is in the system. system.

If a large volume of hard copy resumes is anticipated, Greentree Systems recommends pre-screening for the most efficient use of the system. For resumes that are not scanned, minimal Applicant data can still be hand-keyed.

Preparing the Resumes for Scanning

• (Optional) Set aside “no interest” resumes for manual entry of name and address

• Sort the remaining resumes into piles for Folders

• Carefully remove all paper clips and staples from the resumes

• Smooth out the paper and make as wrinkle-free as possible

• If the cover letter needs to be scanned as well as the resume, place it behind the resume to avoid erroneous data populating in the name and address fields.

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• Separate resumes with blank sheets of paper

• A blank sheet of white paper should be placed in between each resume. This enables the scanning software to recognize that a resume is ending and a new one beginning.

• Do not write on the front of resumes that are to be scanned.

• Do not “date stamp” the front of the resume unless it is okay for this date to be visible in the scanned record (if so, Greentree Systems recommends stamping at the bottom).

Place a group of resumes in the document feeder as per the scanner manufacturer’s instructions. The instructions will typically specify the amount of paper that the document feeder is able to handle. Since

resumes are on various types of paper that vary in thickness, a good rule of thumb is to put less pages of paper in the feeder than the manufacturer suggests.

iGreentree ScanStation is utilized to scan and OCR (optical character recognition) resumes. The OCR technology takes the scanned image and creates a text version of the resume that can be used to create and populate an Applicant’s record within iGreentree.

Using iGreentree ScanStation

Make sure the scanner is turned on before the computer is turned on. If it is not, the user may need to reboot their computer after turning on the scanner. It is suggested that all other applications be closed prior to beginning the scanning process. iGreentree ScanStation is utilized to scan and OCR (optical character recognition) resumes. The OCR technology takes the scanned image and creates a text version of the resume that can be used to create and populate an Applicant’s record within iGreentree.

To open iGreentree ScanStation, go to the computer’s Start Menu under Programs. Click on Greentree

Employment System and choose iGreentree ScanStation. (A scanner must be attached to practice the next lesson)

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Resume Folders

If there are no Folders displayed under Resume Folders, create a new Folder.

or Alt+A or File|Add New Folder

Enter information in this window as shown below:

Make a name for the Folder. Separate Folders may be needed for different kinds of resumes, with different options below.

If OCR following Scan is selected, each Folder will immediately OCR right after it finishes scanning.

However, if this option is off, a group of Folders can be selected to OCR all at once. OCRing all at once may be more efficient since OCR can run without supervision and allows users to use their computer for other things while it runs the OCR process.

Analyze following OCR will automatically start the Analyze step following the completion of the OCRing of the resumes.

Scanning

Take the resumes that were prepared for scanning and place them in the automatic document feeder.

Within iGreentree ScanStation highlight the Resume folder to be used.

Click on the Scan button to begin the scanning process.

If the scanner becomes jammed and the scanning stops, the Scan button may need to be selected again

to restart.

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An image file will be created for each resume. They will display in the folder details with an “I” (for image) next to them. The next action will display as OCR.

If the OCR following scan option is on for the folder, the system will automatically continue to process the resumes. If the option is not on, the user must choose the next step to OCR the resumes.

Optical Character Recognition

Click on the OCR button folder(s) to process.

to manually begin the OCR process. The system will prompt for which

In our example there are several folders ready for OCR. Several can be OCR’d at once or one at a time.

The OCRing window will appear and the user will be able to monitor the system’s progress. Remember

that this step is converting an image into a text file. Larger groups of resumes will take longer.

The resumes will now display in the Folder, preceded by I (for image) and a T (for text). The next action will display as Analyze. Now analyze the resumes for Name, address, phone, etc.

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If the Analyze following OCR option is on, the system will automatically continue on to the Analyze step.

If this option is not on, manually start the process by proceeding to the next step.

Analyzing Resumes

Click on the Analyze button, and then choose the folder(s) to be used.

The system will begin analyzing the resumes. It will search the text file that was created in the OCR step and try to find Name, Address, Phone, etc. The progress of the Analyze process can be monitored as

indicated by the status bar.

The resumes will display on the computer screen in three sections:

• The analysis information appears in the top section.

• The resume Text appears in the middle

• The resume image (if an image is present) appears in the bottom

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There are several icons in the Analyze screen.

Undo Changes allows users to revert back to the previous text.

Send Selected Resumes transfers the corrected resumes into iGreentree

Re-Analyze can be utilized to update the display results in the analysis window if changes were made to the text.

Output to File will create a text (.txt) or Rich Text Format (.rtf) file that displays the names and addresses of the resumes. This option can be used prior to sending.

Print Analysis Results will prompt for printer information, then print a list of all the resumes. It may be helpful for a remote site to keep this list of what was sent. This option can be used before sending.

Delete Resume may be needed when the same resume accidentally gets scanned twice, or for some reason a file exists that should not be processed into iGreentree.

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Close the Analyze window to return to the main iGreentree ScanStation window, where the entire

Folder of resumes can be sent at once.

To assist the system in finding accurate contact information (name, address, phone, and email) fix any errors that may have occurred within the resume text section (center window). The image can be viewed from the bottom window to help (or use the hardcopy resume if it is handy).

After fixing text, Re-Analyze by choosing the Re-Analyze button . The system will prompt to Save the changes. The system re-reads that Text file each time the user Re-Analyzes; using whatever text is there at the time. Choose Yes.

The next step is to Send the resumes to iGreentree.

Sending Resumes Setup

To send via email, the option must be turned on in ScanStation, and the user must enable the Property for email sending for the selected Resume folder.

Access the properties by highlighting the Folder and then going through the File Menu and selecting

Properties. Or right click on the Folder and select Properties.

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Once Properties has been selected and displayed, select Email as a Sending Option.

Once Email is selected, click on Settings to enter the email information. A Sender, a Recipient and

System information must be entered:

Name: User’s name

Email Address: User’s email address

Name: The name of the generic mailbox being used to receive the resumes

Email Address: Email address where resumes are being sent (usually a generic account)

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Mail System: Internet Email or MAPI (MAPI is no longer a used format, Internet Email should be selected)

Mail Server: Address where your mail server is located

Sending Resumes

When finished reviewing and making any necessary changes the user should use the exit button (door icon) to return to the main page. To send resumes, first highlight the Folder to be sent.

Choose Send Selected Resumes

A window will appear for the email. A subject can be created or a message entered. If automatic logging to req is enabled in Inbox Maintenance the user can designate a requisition number in the subject line of the email and all applicants in this folder will be logged to that requisition if it is open. Choose OK to send.

After choosing OK, a message will flash confirming that the sending is completed. The resumes disappear from the Folder because they have been sent into iGreentree for processing into Applicant records.

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Checking the Data in iGreentree

Exit ScanStation and open the iGreentree database.

Perform an Applicant QuickSearch to find the applicants entered today.

An Applicant record has now been created from each Resume. Some of the information found is on the base record; other parts of the information are in Attachments. If the user did not verify the Name,

Address, Phone and Email (NAPE) information earlier, the name and address should now be verified for accuracy from the Edit View, correcting as necessary. Other information may also be checked and/or corrected if it will be searched on frequently within iGreentree, such as the Education Summary (in

Attachments).

The Attachments that may have gotten information from the Resume include:

• Experience

Summary

Text

Image

• Skills

• Objective

At this point the user can perform Actions for these Applicants, such as Log to Source, Send Letter, Log

to Req, and/or Route. Actions will be discussed in the Applicant Processing Chapter.

Applicant ID numbers can be written on the hardcopy resume, and perhaps filed by ID numbers if it is necessary to keep the paper copy of the resume. Many organizations discard the original hardcopy resume at this point. Since they save images, they can always re-print an identical copy from the

Resume Image.

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Handling Possible Duplicates

As with the manual entry of applicants, occasionally users will run into an applicant who has previously sent in a resume. For resumes, organizations have three options for how to handle duplicates:

• Ignoring

• Using a Separate Filing System

Ignoring Duplicates

Some organizations choose to ignore duplicates and allow the system to create a new record each time an applicant applies. The downside to handling duplicates in this manner is that it is much more difficult to review an applicant’s history. Multiple records will need to be reviewed in order to get a clear picture of what has happened throughout the person’s history of applying.

Using a Separate Filing System

Any applicants that the system perceives as possible duplicates can be put into a special Filing System as they are loaded into iGreentree. This is possible if, in Inbox Settings Maintenance, Duplicates

Processing is set to “Use Alternate Filing System” and Duplicate Filing System is set to a specific Filing

System (such as Possible Duplicates).

Someone should be assigned to performing the periodic task of checking these records to see if there are truly duplicates, and updating the records accordingly. Start by searching for Applicants who are in that

Filing System, and were entered during a specific time period (since the last time this function was performed).

After finding the list of possible duplicates, switch to .

Merging Duplicate Records

Now a determination can be made for each Applicant, one by one, whether they are already in the system, or an entirely new person. From the Action menu, choose Duplicate Check.

One or more possible duplicates will appear at the bottom of the screen. Clues to help immediately eliminate some of these records include the name, ID number, address, and social security number.

If anyone on the list appears to be the same person as the new record, select that record, and then display the possible duplicate using the button. Another window opens to display the

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existing record. Windows can be re-sized and re-arranged to display both the old and new records for comparison.

A new window opens to display the old record that was already in the system. The record from the

Possible Duplicates Filing System is still in the background.

If the old record still appears to be the same person as the new record, choose the new window will appear, allowing both records to be viewed for updating as needed.

button. A

The existing record is displayed on the left; the new data is displayed on the right. If this is the same applicant, the user should update the existing Base Record. If this is not the same applicant, close the window to get back to the Duplicate screen and pick a different possible duplicate.

Let's assume this is the same person who re-applied. Select the arrows to move the information from one field on the new applicant to the same field on the existing applicant.

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Or select the large arrow to move ALL of the information from the new applicant to the old applicant.

When is selected a confirming message will be displayed.

The records are combined, with appropriate data updated as selected.

If none of the people on the list is the same person as this new applicant, just leave this record as a

Possible Duplicate for now, and use the Navigation Box to continue to the next Applicant.

Moving Non-Duplicates to New Filing System

After checking all of the records in the list, Merging when appropriate, there may be one or more records left, records which turned out NOT to be duplicates. The non-duplicates then need to be moved to the

correct Filing System.

From the Action menu, choose Change Filing System.

Select the appropriate Filing System, and then choose .

The applicants that were still displayed in the list are now moved to the correct Filing System. They are assigned a new ID number, which fits in the range of ID's for that Filing System.

Finding Applicants that were Entered

HR people will need to find out which Applicants were entered. Periodic searches by Entered Date will find the new Applicants, and allow HR to enter additional data and record the activity of the Applicant.

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Within iGreentree, choose Applicant QuickSearch. Use the Entered Date field to find Applicants that were entered within a specific time period. Search for Applicants entered Yesterday to Today.

Once new Applicants are found, the user can add or change data and/or Attachments, and perform

Actions as needed.

Handling Emailed Resumes

Rejected Emails

An email that has been picked up by one of the defined iGreentree ARP (automated resume processing) inboxes and was not accepted is a rejected email. When an email has been picked up by the resume processor it tries to find the minimum acceptance information, as defined by Resume Min Flds in Resume

Inbox Maintenance. If it cannot find this information, the resume will error-out and then forward into the inbox that is designated for Notify On Error in Resume Inbox Maintenance.

Greentree recommends that the Notify On Error inbox be monitored and reviewed regularly. Once the application has been in use for a while, it may be appropriate to monitor the Notify On Error inbox more or less than once a week, depending on the number of emails that error.

When an email is taken from the inbox the processor will open any attachments, convert the contents to rich-text (.rtf), and review the contents. As part of the review the resume processor looks at the beginning of the resume for text formatting that resembles a standard U.S. address, much like the following:

Firstname Lastname

# Street Address

OR Firstname MI. Lastname

# Street Address

City, ST 12345 City, ST 12345-1234

If it is unable to identify the above information, the email will automatically be sent to Notify On Error.

Before the email is resubmitted, some decisions need to be made.

1. Is the email that erred a valid resume or is it an unsolicited email advertisement?

2. If it is a valid resume, why did it error out? What modifications need to be done prior to resubmitting?

If the erred email is not a valid resume, the message can be deleted. If however, the resume is valid, the following should be reviewed:

1. What is the formatting of the Applicant’s contact information? The reason for an erred resume is usually because a complete name and address, including City, ST ZIPCode, at the top of the resume could not be recognized. The most common culprits for this scenario are: The applicant’s contact information was included as the document Header or as an image, or the address information is not included or is not in standard U.S. format i.e. a foreign address.

Resolution: The most efficient way to correct this is to manually type the contact information into the body of the document or email, and remove the image and/or Header. When typing the contact information, be sure it is contained within the first few lines and follows the above format.

If the applicant did not include street address information or resides in a foreign country, Greentree recommends the following to ‘trick’ the processor into accepting the resume. For address information not included, type in the following as a fake address:

No Street Addr

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NoCity, NS 00000

(IMPORTANT: Do not use the word ‘Address’ on the address line - this is a reserved word used by the processor.)

For applicants who live in a foreign country, type in the following as a fake address above the “real” one:

Foreign Street Addr

ForeignCity, FS 00000

Having a consistent fake address that is used for processing erred resumes will assist recruiters when an applicant is being considered. In seeing a ‘No Street Addr’ they will know to look for another way to contact an applicant. In seeing a ‘Foreign Street Addr’ they will know to look at the Resume

Text attachment to get the applicant’s real address information.

Once the contact information has been corrected, the document and/or email should be emailed to the original inbox address for processing.

2. Is the file attachment of a format that is accepted by iGreentree? The file formats that are accepted include .doc, .txt, and .rtf. HTML is also accepted but not consistently, as the HTML coding picked up by the processor can cause a resume to error out.

Resolution: Highlight all of the text within the resume and copy it. Next, create a new email message and paste the resume text into the body of the email message. Verify that the applicant’s name and address format is okay and send the new email to the original inbox address for processing.

3. Is there more than one attachment, i.e. cover letter and resume? Often times a cover letter will not have an applicant’s contact information in an acceptable format or it will have the hiring company’s contact information at the top rather than the applicant’s.

Resolution: Cover letters, references, etc should be appended after the resume. To correct these, copy all of the resume text into the body of a new email message. Next, copy the cover letter or any other attachment, and paste the information to the email message after the resume. Once all information has been copied into the new email message, verify that the applicant’s name and address format is okay and send the email to the original inbox address for processing.

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Some tips for handling erred resumes that are being forwarded directly back to the inbox address are:

1. Remove any/all of the forwarding information that is entered in the email message by default.

2. Remove any/all of the error information that is appended at the end of an erred resume by default.

The reason for rejection may only give a part of why the resume was rejected.

Accepted Emailed Resumes

An accepted emailed resume is a resume that has been emailed to one of the defined iGreentree ARP

(automated resume processing) inboxes and was accepted, however incorrect applicant information was identified by the processor. Greentree recommends that a weekly search be performed to identify all emailed resumes that had incorrect applicant information extracted.

To isolate the records of interest, go to the applicant QuickSearch form and enter the weekly date range and ARP as the Entered By.

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The returned results should then be reviewed for applicant names that are not real applicant names.

While reviewing the list of applicants entered This Week, any applicant who’s Name doesn’t seem to be a real name should be brought into form view. In the above example, applicants: applied, C Peterson,

applied, Carlos Camargo, and Manager, Hi It. Once in form view, go to the Resume Text - Attachment, verify the appropriate applicant information and make the corrections on the base applicant form as needed. When completed, select the Save button and proceed to the next applicant record. If however, the applicant is not truly an applicant, as is the case of Manager, Hi It,

Make note of the applicant ID number and perform a new Applicant QuickSearch using the nonapplicant’s ID criteria and perform the Purge action. Please refer to the user’s manual section on Purging for details.

Only the most common scenarios for handling erred resumes have been presented here. If more assistance is needed, please contact Greentree Systems support at [email protected]

or by calling 1-866-348-8845.

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Applicant Processing

Objectives

After completing this chapter, Users will be able to:

•

Add an Applicant Manually information

•

Communicate with applicants

•

Use iGreentree to help with screening

Display and use History

Entering Applicants Manually

If your organization has either the Candidate Self-Service or Resume Processing module, most Applicant information will be initially entered through one of those. However, the Recruiting department will want to record and maintain other Applicant data, and there may be some information that can only be entered by

HR. If the CSS and Resume Processing modules are not being used then the Recruiting department will enter the Applicant information directly into iGreentree using Add Applicant.

Regardless of how data is entered, everyone in the Recruiting department should become aware of the information stored on an Applicant recotd and how to use it.

To manually add an Applicant, click Add Applicant from the Applicants menu.

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Applicant Data

There is much information that can be recorded and recorded for Applicants. Users may complete any or all of the fields on the base record.

Filing System

This field determines how the Applicant record will be numbered and is a required field. A single Filing

System, such as Applicants may be used or several filing systems with different numbering ranges for special groups of Applicants may also be used.

NOTE: Filing Systems can be created and modified from Maintenance.

Template

Templates can be used to save time during data entry and to keep data consistent when several

Applicants need the same data in one or more fields, such as Source.

Saving Applicants

It is usually helpful to right after entering the Name (and Social Security Number if used).

Upon saving, the system automatically performs a duplicate check to determine if another record exists that may be for the same applicant. If the system finds potential duplicates it will present a list of those applicants at the bottom of the screen.

Duplicate Applicant records are found based on the duplicate setting that is designated in Dup Check

Maintenance (See the Administration and Maintenance chapter of this manual). The possible duplicates will be presented to the User for review.

If one of the records listed seems to be a previous application from this same person, select the possible duplicate record by clicking in the far-left column next to the name and choose one of the following options to proceed.

Use to display the possible duplicate applicant’s information next to the newly entered applicant’s information. The information can then be reviewed and compared to determine if they are one and the same. If they are the same the information can be updated and the records merged. See the

Dup Check section later in this chapter for more information on merging applicants.

Use when it is clear that the possible duplicate is the same person as the newly entered applicant. This will close the Possible Duplicates List and display the selected applicant’s information on the page. The newly entered Applicant information is deleted.

Use when it is clear that the applicants in the Possible Duplicates List are not a match for the newly entered applicant. This will create a new applicant record.

Once the Applicant is saved, an ID number is assigned, along with the date entered and name of the person who entered it. The ID number is determined by the range set for the selected Filing System.

After saving, more data can be entered onto the Applicant’s record.

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Applicant Status

The Status field shows the status of the applicant along the continuum of the employment process. It will often be used for searching and reporting.

Other Fields

The remainder of the Applicant fields may have been tailored to meet individual organizational needs.

Enter data in each field, making sure that everyone is in agreement on how each field will be used so that data being entered is meaningful to everyone.

Enter the remaining data on this window and

Entering Additional Applicant Records

again.

After adding an Applicant, users can easily continue adding more records. Select the button to get a blank Base Record window. Enter another Applicant Name and address and click Save.

Attachment Data

Regardless of whether initial data came from Candidate Self-Service (CSS), Resume Processing, or was manually entered into iGreentree, there are several Attachments that may need to be completed.

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Notes

A short note can be entered in the Special Note field on the Base Record when it really needs to stand out, however most notes and other miscellaneous information about this Applicant will go in the

Attachment called Notes. To access, select Notes from the Attachments menu or use the quick launch button located on the tool bar.

Use the button to enter some notes about the applicant:

The window will scroll as additional notes are entered. This information is then viewable by anyone with security access to Applicant Notes. If notes are entered about phone calls and messages left for the

Applicant, a dated, timed and signed history will be kept of the communications.

It is recommended (although optional) that Notes be spell checked prior to saving. Click the Tools menu

and select Spelling.

Once checked for spelling errors, click on the button to save the entered notes.

The system automatically enters the name of the person who entered the note (i.e. the user's login name), the date it was entered, and the time (from the server) that it was entered.

Editing Saved Notes

If a user needs to edit existing Notes, go to the Documents Attachment, where each document is stored separately.

Highlight the note to be edited.

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Click the button to display the note.

Using the mouse, highlight the note and use Ctrl+C to copy. Close the displayed note by clicking

. With the copied note still highlighted, click to permanently delete the selected note. Return to the Notes Attachment and choose . Paste the copied note using Ctrl+V. Edit the note and choose .

Experience Summary

Use Experience Summary to record the Applicant’s previous employment history. Although experience data will populate directly from a processed resume or CSSForm it can be viewed, edited, and added to in iGreentree. Choose Experience Summary from the Attachments menu.

Click to enter information about where this applicant has previously worked. Enter a Job Title, employment dates, Employer, Ending Salary, and their Reason For Leaving. To enter dates, click over a date column and then click the button. Select the appropriate month and year and then click any day within that month. The Experience Summary will only display the month and year.

Use the button again to enter another previous employer.

Click when finished entering/updating the employment information.

An employment item that has been determined to be inaccurate can be removed by highlighting the appropriate row and clicking

Education Summary

Use Education Summary to record the Applicant’s educational background. Although education data will often come directly from a resume or CSSForm, it can be viewed, edited, and added to in iGreentree.

Choose Education Summary from the Attachments menu.

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Choose to enter information about education. Enter the name of the school, degree received, major, and dates attended. To enter dates, click in a date column and then choose the button. Select the appropriate month and year and then click any day within that month. The Education Summary will only display the month and year.

Use the button again to enter additional education data.

Click when finished entering/updating the education information.

An educational item that has been determined to be inaccurate can be removed by highlighting the appropriate row and clicking

Licenses & Certificates

Use Licenses & Certificates to record relevant licenses and certifications for Applicants. Although license and certification data will often come directly from CSS, it can be viewed, edited, and added to in iGreentree.

Choose Licenses & Certificates from the Attachments menu.

Choose to enter information about licenses and certifications. Enter the name of the license, the Type if appropriate, the State Issued, Date Issued, and the Date Expires. To enter dates, click over a date column and then click the button.

Use the button again to enter additional license or certification data.

Click when finished entering/updating the Licenses & Certificates information.

A license or certification that has been determined to be inaccurate can be removed by highlighting the appropriate row and clicking

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Resume Text/Resume Image

If using the ScanStation or Resume Processor Module, Resume Text and/or Resume Image files will be entered into the system automatically by email. The resumes can be viewed from the Applicant’s

Attachments menu. See the Resume Processor and ScanStation Chapter of this manual for more

information about these Attachments.

CSSForm

If using Candidate Self-Service (CSS), the CSSForm will be entered into the system automatically by

CSS. See the Candidate Self-Service Chapter of this manual for more information about the CSSForm

Attachment.

Skills

Use Skills to record information about the Applicant’s skill set. Although skills will often come directly from a resume or CSSForm, they can be viewed, edited, and added to in iGreentree.

Choose Skills from the Attachments menu.

Choose to select a new skill for the Applicant. Scroll down using the vertical scroll bar and use the button to move the skill to the Selected column. Repeat till all desired skills are under the

Selected column. When finished, click .

To remove a skill from the Selected column, highlight the skill then click on the button to move it to the Available column.

Click when finished entering or removing new skills.

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There is no limit to the number of skills that can be entered on an Applicant’s record. A skill will only

appear once in an Applicant’s Skill Attachment even if the Applicant submits multiple resumes or

CSSForms containing that skill.

A skill that has been determined to be inaccurate can be removed by highlighting the appropriate skill and clicking

Objectives

Use Objectives to record the type of job(s) that the applicant has expressed interest in. Although objectives may come directly from a resume, they can be viewed, edited, and added to in iGreentree.

Objectives can be particularly useful when searching for applicants with skill sets that may fit various positions.

Choose Objectives from the Attachments menu.

Click to choose from the available Objectives. Scroll down using the vertical scroll bar or start typing the objective.

Highlight the appropriate objective and then click to add the objective.

Click when finished entering/updating Objectives.

An Objective that has been determined to be inaccurate can be removed by highlighting the appropriate

line and clicking

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Warning:

1. Objective codes should be very general, such as Accountant, rather then the specific like

Accountant II, Sr. Cost Accountant, etc. Objective data comes from the Objective or Career Goal section of an applicant's resume, which usually does not indicate a specific level of position.

2. Do not forget to also log the applicant to the Req if the individual is actually a candidate. (See the

Applicant Processing chapter)

Contact Info

Additional phone numbers, pager numbers, email addresses, and temporary addresses can be recorded for Applicants. Although contact information will often come directly from a resume or thru

CSS it can be viewed, edited and added to in iGreentree. Choose Contact Info from the Attachments menu.

Choose to enter additional contact information. Choose a Contact Type by scrolling down using the vertical scroll bar or starting to type.

Highlight the appropriate Contact Type and then click to add the additional contact information.

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Enter the Value (i.e. number or address) and any comments about this contact method. The As Of date will automatically be entered with today’s date. This date may be overwritten if appropriate.

There are three special contact types: HomePhone, WorkPhone, and Email. These fields can be entered either from the Applicant window or from the Contact Info Attachment. Either entry point will update on the other window the next time it is opened. In the event a second email address is added (Email2),

Email is used as the default when a letter is sent. QuickSearches can also be performed on these 3 special contact types.

Click once finished entering/updating the contact information.

EEO

EEO information can be recorded for applicants. Reports can be generated on this information using iGreentree standard reports or other custom reports. Although EEO information may be entered through

CSSForm, it can be viewed, edited, and added to in iGreentree.

Choose EEO from the Attachments menu, and enter the appropriate EEO codes.

Record information about the Applicant’s Gender, Disabled and Veteran statuses, Race, Ethnicity and their Date of Birth.

Click the button to display the choices for the field to be updated.

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Highlight the appropriate EEO information from the list and click .

Click when finished entering/updating the relevant EEO fields.

Document List

Many different types of documents can be stored for Applicants. Many of these documents will come directly from Resume Processor or CSS. Existing documents can be viewed and added to in iGreentree.

To view the documents that are available for an applicant go to the Attachments menu and select

Document List.

All available documents will be displayed along with information about when the document was added

(Date Created) and who added it (Created By). In addition, if the document was added for a specific requisition the requisition number will display.

If the applicant actually applied, he/she will have a CSSForm which is a pdf file that contains the application (minus the Voluntary Survey). The applicant may also have a CSSNote which would exist if the applicant tried to apply for a job they previously applied for.

NOTE: If an Applicant has a document type listed as CSSFormInterim the submitted CSS applications are not processing completely. Applications are only viewable as CSSFormInterim as it is processing into a CSSForm (very short time). Contact your iGreentree Administrator or Greentree Technical Support if your CSSForms are not fully processing.

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To view an existing document, select the document row and click the

To add a document to the Applicant’s Document List, click

Document window.

button.

to get to display the Add New

Choose to navigate to where the document to be added has been saved on your computer.

Navigate by clicking the folders until you reach the destination where the document is stored and then double click the document to add it to the Document File field.

After the document has been selected, click the button and choose the Document Type from the list.

Choose to add the document type. The Add New Document window will reflect that the document is uploading.

The file type required for the Document Type must match the file type for the document being attached.

A file mismatch will generate the following error.

If the upload is successful the following message will display confirming the success.

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The document will be added to the Document List after clicking

To add another document to the Applicant’s record, click

again and repeat the steps.

To delete an existing document, select the document row and click the button.

CSS Properties

If using Candidate Self-Service (CSS), information about the Applicant’s CSS Login, Password, Job

Alerts activation and CSS web entry will all be recorded in the CSS Properties Attachment.

To review the Applicant’s CSS information, go to the Attachments menu and select CSS Properties.

There are four fields on the CSS Properties form.

CSS Login: The Applicant’s CSS Login is the UserID that he/she created in CSS. It displays and can be edited by clicking in the field and typing over the existing CSS Login.

CSS Password: The Applicant’s CSS Password was also created by the Applicant in CSS. It is masked for privacy, but can also be changed by clicking . A Confirm Password window will display that allows the User to type over the existing password and then type it again to confirm.

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Job Alerts Active: The Job Alerts Active field displays whether or not the Applicant has set up a Job Alert in CSS to notify them when positions are posted that match the Applicant’s Job Alert criteria. The User can turn off the Applicant’s Job Alert by clicking the button and changing the field to “No”.

CSS Web ID: This field indicates which CSS Web the Applicant initially applied to when an organization has more than one CSS site (i.e. Internal and External site).

Click when finished entering/updating the relevant CSS Properties fields.

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Applicant Activity

iGreentree has Actions that assist the user during the employment process. Actions will update data and automatically record History while providing the option to generate any necessary output such as letters and/or reports.

The Applicant Action menu can be used to change data, send letters, and perform other actions for

Applicants. If the user is in or , only the selected Applicant will be affected by the Action. If the user is in , all of the records that are currently displayed will be affected by the Action, regardless of whether any record is highlighted or not. Users have the option to remove one or more records from the list before performing the Action, which will affect only the remaining records.

Single Actions: Mass Actions:

Log to Source/Sources

The Log to Source Action can be used to manually record where an applicant heard about an opening. If

CSS is used this information may be collected as an answer to a Global Question. A History of where the applicant came from can be viewed in Sources History. More information about Log to Source and

Sources can be found in the Sources and Expenses chapter of this manual.

Send Letter

Users can send letters to Applicants for a variety of reasons, including acknowledging receipt of their application or resume, regrets, details for an interview, offer letters, hire confirmations, etc. These letters may be printed to paper or sent via email. To begin, select Send Letter from the Action main menu.

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A Status can be entered for the applicant. It is important to remember that the Applicant’s Status is used to represent the candidate’s status overall with an organization NOT their status for a particular job opening.

Optionally, a Follow-up date can be entered. This field is not needed to perform the action, but may be convenient for updating the Applicant Follow-up field.

Selecting the Requisition for which the Applicant is being considered can be very useful. If data from the requisition is to be inserted into the letter being sent it will be necessary to choose which requisition it is to be pulled from. If selected, the database will record which Requisition the letter was sent for.

If a new Status or Follow-up date is entered, it will update the Applicant Base Record after the action is performed. In addition, if a new Requisition was selected the Applicant will be logged to that requisition when the action is performed.

A letter can be selected. For this example, the Thanks for the Resume letter was chosen.

Signer determines whose signature, name, and title will be on this letter if the letter is using the signer fields as letter inserts.

Output Format determines how the letter will be sent. There will always be two print options available. If an email address is available for the applicant additional emailing options will also be available.

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If sending the letter via email, the that additional information may be entered.

button becomes available so

The email address populates automatically in the To: field from the email field on the Applicant’s record.

A Subject must be entered here. The Recruiter and Hiring Manager listed on the chosen Requisition are listed to be copied by default. Other recipients can be manually designated in the black field.

Attachments can also be added if needed. Choosing OK will start the action. The user is then returned to the Send Letter action dialog box. The Specify Email Information button will now have a check mark

next to it to indicate that the user has already entered the email information.

NOTE: If the Applicant chosen does not have anything in the Email field, the user will not have the email

choice available as an Output Format. The letter must be printed.

Select to run the Action. If Personalize before sending option was selected, the letter will appear in edit mode, with this Applicant's name, address, and other data inserted.

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If necessary, the User can Edit the letter’s content and/or formatting. File/Print can be used to print a

copy of the letter. When the letter is ready to be sent, the User chooses OK to send it via the selected output format. A processing box will display while the letter is being generated. The User can cancel by clicking the Cancel Report/Letter Request button.

If Email had not chosen as the Send By option, the system would now open a Word Processing application (the application which your computer associates with RTF files), where the letter could be saved to a new file or Printed.

You may also run this action by selecting the quick launch button located on the toolbar.

Mass Mailing

Letters can also be sent to a group of Applicants from the List View. It is important to remember that the letter will be sent to ALL the applicants who are in the List regardless of whether or not one is selected.

Choose Mass Mailing from the Action menu.

The system checks for the presence of an email address to assist users who want to send these letters via email. If any Applicants are found in the List missing email addresses, it will provide a warning. Users can use the View List button to see which Applicants will not get emailed letters. The Action may be run a second time, this time checking Exclude Applicants with Emails and choosing an Output Format of printable nature.

Choose to run the action and have the letters be generated and/or sent. There is no personalizing option for Mass Mailing.

You may also run this action by selecting the quick launch button located on the toolbar.

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Letters History

Letters that are sent will automatically be added to Letter History for this Applicant. To view the Letter

History select Letters from the History menu.

Information including the sender, the date sent, how it was sent and the name of the letter are available for review. If Include Letter Contents in Letter History was selected when the Send Letter action was generated, the reprint it.

button will be available. This will allow users to review the letter text and/or

Log to Req

The Log to Req action connects a person to a Requisition. All applicants may be logged to the Reqs they apply for, or if preferred, users can log only qualified candidates.

Select Log to Req from the Action menu.

The Applicant's overall Status is often left blank, but if completed it will update the applicant’s base record. The important part of this action is choosing the Requisition.

Click the button next to Log to Requisition to be presented with a list of the available requisitions.

(The list of Reqs will typically be set up to include any Reqs that currently have a Status of Open or Offer

Outstanding).

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Applicants who apply via CSS will automatically be logged to the Req(s) they select. Any Reqs this

Applicant had previously been logged to would already have a date in the Req Date column.

If a requisition is needed that is not on the list, or if the user knows the Req Number, they can select the

Manual tab at the top and type in a Req number.

There is also an option to use the button. BE CAREFUL!! This option will pull up every requisition in the database and, depending on how many, may take a long time to generate.

Select a Requisition by clicking the box in the far left-hand column or by manually typing in the Manual tab. Click OK to return to the Action dialog box.

You can also set the Applicants App/Req Result from this Action screen. Select the button to view a list of available App/Req Results, select the appropriate value and click OK to return to the Action screen.

Comments may be entered in this screen and are stored in Requisition History. (Described later in this

Chapter).

To run the Action click OK.

You may log the applicant to an additional Requisition by clicking OK, and you will be returned to the main Log to Requisition screen. Or if complete, click Cancel to return to the Applicant Screen.

You may also run this action by selecting the quick launch button located on the toolbar.

Mass Log to Req

A group of Applicants can all be logged to the same Req in one step using the Log to Req mass Action from the . This might be useful when a group of Applicants is logged to a requisition that is filled and now they will all be considered for a new requisition with the same title and qualification requirement. It is important to remember that ALL the applicants who are in the List, regardless of whether or not one is selected, will be logged to the requisition selected.

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Select Log to Req from the Action menu.

The Action is the same as described above for the Single Log to Req, with the exception of displaying how many applicants will be logged to this requisition in red at the top.

If any of the applicants in the list were previously logged to the selected requisition, the following message will appear.

Select Cancel if previous App/Req data should not be updated for those applicants who were already candidates for this Req. You will need to go back to the list of Applicants and remove the individual(s) before running the action again. Select OK to clear the previous data and overwrite with the new data.

You may also run this action by selecting the quick launch button located on the toolbar.

Reqs Applied For History

The Requisitions an applicant is logged to are recorded in the Reqs Applied For History for that Applicant.

Select Reqs Applied For from the History menu.

The user can view a list of all Requisitions that the Applicant has applied for, including identifying information as well as dates and results.

From this History, Users can review the entire Requisition by choosing browser window will open showing the Requisition in Edit View.

. An additional

Reject

The Reject Action will update both the Status and Result fields while allowing a customized turn down letter to be generated and sent to the Applicant.

There are several scenarios that this Action can be used to support:

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1) If the applicant is not a fit for a particular requisition, but may be considered for future openings, reject him/her for the requisition, but not overall. Enter a Status of Future, select the requisition he/she is being turned down for, and select the Set App/Req Result To that appropriately identifies the reason he/she is being rejected for that position.

2) If the applicant is not a fit for the organization, reject him/her overall. Enter a Status of Excluded and

leave the For Requisition and Set App/Req Result To fields blank.

3) If the applicant is not a fit for a position nor overall, reject him/her for the particular requisition and

overall. Enter a Status of Excluded, select the requisition he/she is being turned down for, and select the

Set App/Req Result To that appropriately identifies the reason he/she is being rejected for that position.

To use, select Reject from the Action main menu.

The action can be used simply to update the Applicant and Requisition records, or, regardless of the scenario, the User can concurrently send a custom regret letter. If the User would like to send a letter,

the action functions the same as Send Letter, described above.

Choose to run the action with the desired selections.

The letter information will be stored in Letters History. The Result code is also added to both the Reqs

Applied For History for this Applicant and to the Applicant History for the selected Requisition.

You may also run this action by selecting the quick launch button located on the toolbar.

Mass Reject

A group of Applicants can all be rejected in one step using the Reject Action while in List View. This might be useful when a group of Applicants is logged to a requisition that is filled and a custom turn down letter needs to be sent to all the non-selected applicants. To run, select Reject from the Action main menu.

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The Action will provide a count of how many applicants the Action is going to impact. It is important to remember that ALL the applicants who are in the List, regardless of whether or not one is selected, will be rejected when the Action is run.

The Applicant Status and App/Req Result selected will overwrite any existing Status or Result (for the specified requisition) that the applicants may all ready have. If an applicant in the list is not logged to the selected requisition this Action will log them to it.

There is no personalizing letter option for Mass Reject.

Choose to run the action and have the selected letter be generated or emailed to the applicants.

You may also run this action by selecting the quick launch button located on the toolbar.

Route

Use the Route action to send Applicant information and/or documents to others, to record what was sent to whom, and to record the results of the routing. Even if nothing needs to be physically sent from iGreentree, the user may use this action to record what was sent manually.

Select Route from the Action main menu.

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The Route Action is used to send Applicant information to others. It will also keep record when and to whom the information was sent.

Select one or more people to Route to by clicking on the button. The list of names available for

Routing includes Hiring Managers and Recruiters. If a selection is made incorrectly, use the button to remove someone from the route list.

If a requisition is chosen that the Applicant is not already logged to, they will be logged to that requisition

when this action is run (See Log to Req for more information). Choosing a Req is optional.

The Applicant Status is set to default to Routed. The user can change this to a different Applicant Status code if another is preferred.

The Applicant’s Result for this position is set to default to Routed. The user can change this to a different

Result code if another is preferred.

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The Report Output Format controls the output type for any Route Reports that might be included in what is being sent to the hiring manager. Typically PDF files are preferred because most IBM compatible computers come with a PDF viewer and/or it is free to download this software from Adobe’s Website.

Of the available items listed under Documents and Reports, the user must select which to send. If the information displayed in the columns is not enough to identify which item to send the user can view the document by selecting the row and clicking on the button.

To select a document to route, click on the “Route?” field next to the item to be sent. Click the arrow to change the column from No to Yes. Selected Documents will be presented as separate attachments on the email message received.

When sending via email, the user may wish to include some text to go into the body of the email. The formatting of this text may be modified, but the appearance of the text in the email may depend on the type of email system being used.

After making the desired selections, choose confirmation message upon completing the Route.

to run the action. The system will display a

You may also run this action by selecting the quick launch button located on the toolbar.

Mass Route

Groups of Applicants can be Routed in one step using the Route Action while in List View. To begin, choose Route from the Action main menu.

This Action is very similar to the single Route action. However, information about ALL of the Applicants on the list will be sent. The hiring manager will receive an e-mail package for each applicant being routed.

Notice that the title bar of the Action shows how many Applicants will be affected by this Action.

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The document choices will be a compliation of all available documents. This means that some applicants may not have all documents. If the user chooses a requisition, the system will route the CSSForm that was submitted for that specific requisition.

To make document selections use the arrows to move documents from left to right (from the Available column to the Selected column), there is no preview option in the mass Route Action. After making the desired selections, choose OK to run the Action. The Route History for all of the selected Applicants will

be updated after the Action is run.

located on the toolbar. You may also run this action by selecting the quick launch button

Routes History

The Routing is added to the Routes History for the Applicant.

Information about whom the documents were routed to, who routed them, what date they were routed on, and for which requisition is recorded. Comments may be optionally included.

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The results of the routing can be recorded after the user receives feedback from the person the documents were sent to. The Result and the Result Date can be updated in the Route History.

In addition, Routing Comments can also be used to store additional information about the result. Click once in the Routing Comments field and then click the button to get a text window. Use the button to enter comments, choose when finished.

If a Requisition was designated during the action, the user can use the button to be ‘ported’ over to view the Requisition.

Interview

The Interview Action can be used to record dates, times and results of interviews. In addition, a letter can be generated for the applicant confirming the appointment.

To begin, select Interview from the Action main menu.

The Select Interviewer: field is a combined list of Hiring Managers and Recruiters. An Interviewer must be selected.

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If this interview is associated with a particular Requisition, choose the requisition. If it is an open interview

for any of several openings the For Requisition field can be left blank. Interview Date and Interview Time

must be populated. Duration will auto populate 1 Hour(s); this can be overridden by the user. A location

of the interview can be entered here, this can be helpful if a letter is generated and/or for reporting. The

Applicant’s Status will default to Interview and the user can select an App/Req Result for this applicant.

The User has the option to send a letter along with this Action or it can be run without one to simply record the interview. If the applicant is interviewing with several people, and a letter is being generated it is best to generate the letter when entering the first person they will interview with so that the letter

contains the appropriate start time for the interview.

Choose to run the action. A message confirming the success of the Action will display.

Click to continue. More interviews can be scheduled before leaving this window. Once the last interview for this applicant has been entered, choose close.

You may also run this action by selecting the quick launch button located on the toolbar.

Interviews History

The Interview details are added to the Interview History for the Applicant, to view select Interviews from the History menu.

Interview Results can be entered in the Comments sections for each interview after the User receives feedback from the person who interviewed.

In addition, Comments can also be used to store additional information about the result. Click once in the

Comments field and then click the button to open the text window. Use the allowed to enter comments. Choose when finished.

button to be

Test Results

Test Results can be used to record tests that an organization administers to the Applicant or tests that were administered by another organization. Examples include: basic computer skills scores, Drivers

License information, psychological exams, and completion of reference checks. The Test Results Action can also be used to record other things that have corresponding values and dates, such as Reference checks and drug screen results.

Select Test Results from the Action main menu.

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The test date, name of the test and the value can be recorded for each entry.

A requisition can also be associated with each test entered. If an applicant was tested for a specific

requisition that requisition should be selected in the Log to Req field. Selecting a requisition will log the

Applicant to that requisition when is selected, if they are not all ready logged to it.

Each Test has a Test Type of either Text or Number designated in Codes Maintenance. If a Test is selected and the Test Value entered does not match that test’s Test Type an error will generate and the

Test Result cannot be saved.

The User will have to change the Test Value to match the Test Type designated in Codes Maintenance

for that Test. See the Administration and Maintenance chapter for more information.

When the Action has been completed the User will be presented with the option to continue adding Test

Results or return to the Applicant main screen.

You may also run this action by selecting the quick launch button

Tests History

The test information is stored in the Tests History for the Applicant.

located on the toolbar.

Tests History can be reviewed, edited, or added to from Tests History.

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If unsure whether a test has been added it is faster to go direct to the Tests History and check. If it is not there, simply click to enter it.

Make Offer

Use the Make Offer action to record information about offers, and to generate offer letters. The Offer

Action is typically used when either a decision has not been made by the applicant or when all the details have yet to be finalized. If the applicant accepts and all the information is available, then this Action can be skipped and the User can go directly to the Hire or Fill Action.

To run, select Make Offer from the Action main menu.

If a previous offer has been made, some data may already appear in the Offer form. The user can

overwrite this data for the new offer. If this is the first offer the applicant has received the form will be blank.

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Select, from the For Requisition field, the requisition for which the offer is being extended. Enter the offer

dollar amount in a manner consistent with the design of the offer letter being chosen (i.e. annual or hourly).

Populate any other fields where the information is known. Some fields will auto populate (Offer Date and

Applicant Status for example). These fields can be overwritten by the User if necessary. Fields in this window may be required before the action will run. If so, a message will warn if required data is missing.

If an offer letter is to be generated, select a letter and verify that the Output Format is appropriate.

Choose to run the action and generate the letter if selected. Depending on if a letter was selected and the output type, the User will either be brought to the Applicant main screen, Personalize letter screen, or e-mail letter screen. The Letter functionality operates identically throughout the system, please refer to Send Letter for more detail.

You may also run this action by selecting the quick launch button located on the toolbar.

Offers History

Any offer information that is completed in the Offer Action will be added to the Offers History for the

Applicant.

To review the offer information, go to Offers under the History menu for the applicant.

All offers that have been extended to the applicant will display.

The entire Requisition can be displayed by clicking the button.

The Offers History has also been updated in the Hiring Manager’s record.

To view the Hiring Manager’s Offers History, go to Hiring Mgrs menu and choose QuickSearch. Search for the Hiring Manager that was designated for the requisition that was filled.

Select Offers from the History menu.

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If the Applicant declines an offer that was extended, their reason for declining can be recorded. Keeping declination reasons can be useful in justifying change (i.e. salary grade adjustments, bonus incentive structures, hours, etc.). To record a decline decision, enter the Answer Date and select the appropriate

Answer.

If the offer is accepted the next step is to run either the Hire or Fill Action.

In addition, the Applicant’s Status must be updated and the Requisition must be reactivated by changing the Requisition’s Status.

NOTE: Offers are also recorded in the Requisition’s Offers History and in Hiring Manager’s Offer History.

Hire

To finalize the hiring process for a Requisition either the Hire Action (Applicant Action) or the Fill Action

(Requisition Action) must be completed. Either of these two Actions will update all of the applicable areas of the system in one step as well as produce a Hire Confirmation letter if needed.

Select Hire from the Action main menu.

The Offer Action does not have to be run first; Users can go straight to the Hire Action if all the offer data

is known. Therefore, the Hire form may be blank. However, if an offer was previously entered for this

applicant, the most recent offer data will default into the Hire form.

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The User should populate all of the relevant fields. The Total Bonus amount can be further split into

multiple payments and payment dates for ease of reporting and/or inclusion in the hire confirmation letter.

The Filled On date will be automatically populated with the current date. This date can be overwritten in

the circumstance where the Applicant accepted the position on an earlier date. The Filled On date is

often used for calculating the Time-To-Fill.

How Filled is a field used to define the Applicant’s transition into the Requisition that they are filling. In

other words, is the Applicant an external applicant or is it a promotion, transfer, etc.

The Hire Action will default to update the Requisition Status to reflect the position is filled. This will

remove the posting from CSS if it was not already removed by the Offer Action. The Applicant’s Result

will also be updated to reflect that they were hired.

Other AppReq Results for Hired Applicant refers to other positions the New Hire may have applied for.

Running this action will change ALL OTHER App/Req Results that this Applicant has applied for.

Other App/Req Results field will update all other candidates who are logged to this Requisition. Those

Applicants who have a previously entered Result for this Requisition will not be affected.

Users can select a letter at this point, or, if no letter is needed the Select Letter can be left as [None]. A

reminder to send a letter will prompt if one is not selected, however, if Continue is chosen the User will be

allowed to proceed without one. Other reminders may appear if the user leaves required information

blank.

If the Requisition has multiple openings (i.e. Total Openings greater than 1), the system will create a

"Child Req" that it fills. A message will display confirming the successful completion of the Hire Action.

You may also run this action by selecting the quick launch button located on the toolbar.

The Hire Action finalizes the hire process and updates additional fields in the database.

Applicant’s Reqs Applied For History is updated to reflect that the Applicant has been hired for the requisition.

The User can click to view the updated Requisition. The Requisition now has a Status of

Filled and the Filled By fields have been populated with the New Hire’s information.

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The Applicant’s Offers History is also updated (this is also viewable from the Requisition’s Offers History and Hiring Managers Offers History). DO NOT RUN THE HIRE OR FILL ACTION AGAIN, data in these fields can be altered if any of the offer information unexpectedly changes. .

Source History is also updated by the Applicant’s Hire Action if the Applicant was logged to a Source for this specific Requisition. To view the Source Hires History, go to Sources/Expenses menu and choose

QuickSearch. Search for the Source that was designated for the Applicant with regards to the Requisition that was filled.

Select Hires from the History menu.

Hiring Manager’s record also has History items that are updated by the Applicant’s Hire Action. The

Hiring Manager’s Offers History will be updated. To view the Hiring Manager’s Offers History, go to Hiring

Mgrs menu and choose QuickSearch. Search for the Hiring Manager that was designated for the requisition that was filled.

Select Offers from the History menu.

In addition, the Hiring Manager’s Hires History has been updated. To review, select Hires from the

History menu.

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Dup Check

Applicant duplicate check is performed automatically by Candidate Self-Service, Resume Processing, and upon Saving during manual entry. How duplicates are identified and what happens to them is based upon Maintenance settings for each of these types of entry (See the Administration and Maintenance and

Module Maintenance chapters of this manual). Sometimes the potential duplicates are set up to be placed into a special applicant filing system (typically called Possible Duplicates) for easy identification.

Other times, settings may allow duplicates to be entered into the database without any special flag to designate that the Applicant may in fact be a duplicate. Regardless of how the duplicate was entered, the management of duplicates is the same.

When a duplicate record is discovered, the User should be viewing the Applicant record that may eventually be eliminated. This will ensure that the older record will be the record retained and that the

Entered date will reflect the original date entered.

From the Action menu, select Dup Check.

The potential duplicate Applicants will list for the User’s review.

Clues to help determine whether this is the same person include address and social security number. If

there is no match in the list, choose

to exit the duplicate window. If an Applicant’s on the list might be a duplicate of the newer Applicant, highlight the name, then select a new window to allow you to compare the records more closely.

. This will open

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The User can now compare other Attachment data such as resumes, applications, etc to determine if the

Applicants are in fact one and the same. If it not the same person, close the second window using the

button.

If an Applicant is the same person, click the will be displayed in a side-by-side view.

button and then click . The Applicants

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If this is not the same applicant, possible duplicate.

to get back to the Duplicate screen and pick a different

The Applicant who was selected from the Possible Duplicate list is displayed on the left and the record

that was started with is displayed on the right. If the User began with the newer record which is to be

merged, then the arrows should be merging the data from the newer record into the older record.

Select the arrows to move the information from one field on the newer Applicant to the same field on the existing applicant.

The above would update the older record with the new address. If merging one field at a time it is important to be sure to merge the Contact Information, Skills, and History/Attachments.

The User can also select the large arrow to move ALL of the information from the newer applicant record to the older applicant record. This is the easiest choice in most cases, but Users must be careful to not merge data and overwrite specific, exclusive information such as Referral Name, Recruiter, etc.

When finished merging the data, click so that the two records are combined into one. A message will display confirming a successful merge and asking if the duplicate record can be deleted.

It is not necessary to keep both records any more, since all the data is stored in one. Choose

to proceed with the deletion of the duplicate. The user will be presented with another merge confirmation message that also cautions about the deleted record’s impact on the present search.

Click to return back to the Applicant main screen. NOTE: The screen will be blank since the record the User was viewing has been deleted. Either proceed to next Possible Duplicate or start a new search.

You may also run this action by selecting the quick launch button located on the toolbar.

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Reporting

Although some Applicant Reports can be found in ReadyReports (see the Reporting chapter of this manual), the reports that are found in the Applicant Action menu are search dependent. That is, the user must fist run a search to determine the data to be used in the report. Running the search first also allows the user to selectively remove (if desired) which Applicants should not be included in the report.

The applicants are chosen by performing a search (either a QuickSearch or an Advanced Search). For example, the User could perform an Applicant QuickSearch for all Applicants with a status of New Hire.

To report on the search results, select Applicant Reports from the Action main or by selecting the quick launch button located on the toolbar. A window will display that contains a list of all available search dependent Applicant Reports.

If the User is in Summary or Edit View, the report will be generated and contain ONLY the information for the Applicant that is being displayed. If the Action is selected while in List View the report will be generated with each of the displayed Applicants in the report.

The User can select a report from the list by clicking the name of the report so that it is highlighted. The

Output Format defaults to Portable Document Format (PDF), but it can be changed to another format.

Choose to generate the report. Be patient while the system gathers data. If the User needs to stop the process he/she can click Cancel Report/Letter Request to stop the generation of the report.

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Once completed, a new window will open to display the report in the selected format. Although the

Applicants included in the report are defined by the search that was performed, the information that will display about those Applicants is pre-defined by the individual report settings.

Request OIG Background Check

The Office of Inspector General (OIG) established a program to exclude individuals and entities affected by various legal authorities. Bases for exclusion include convictions for program-related fraud and patient abuse, licensing board actions and default on Health Education Assistance Loans. A list of all currently excluded parties called the List of Excluded Individuals/Entities is maintained by the OIG.

Select Request OIG Background Check from the Action main menu.

The number of Applicants selected will appear in red, if correct click .

The User will be presented with two confirmation screens before the action can been completed. Click

OK on both to continue.

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Once the action has been completed the User will be notified that his/her request was submitted and the

OIG Status field (on the applicant base record) will default to Pending.

Completing this action will initiate lookups for all requested applicants in the list in the OIG Exclusions database, using the parameters specified in Maintenance. If the applicant’s name is not found, then the

OIG Status field in his/her record is populated with “Clear” and today’s date. If the applicant’s name is found, then the applicant’s Status and AppReq Result are populated with “Excluded” or whatever codes are specified by the iGreentree System Administrator in Maintenance.

There is a nominal fee associated with this feature, to obtain more information please contact your iGreentree Administrator.

Create CSS UserID and PWD

This action will allow the user to assign system generated CSS UserID and Passwords to individuals that have an e-mail address. The system will send an e-mail to the applicant informing them of the newly created information. (Contents of this letter are controlled by your organization see Letters Maintenance for more information.) If a UserID and Password already exist the system WILL NOT create or override their current information.

To begin, select Create CSS UserID and PWD from the Action main menu.

The User will now need to identify the CSS Web ID for these applicants, usually Internal or External although other options may be available. Once the Web ID has been selected click OK to continue, the user will be notified with the action is complete.

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Other Mass Actions

There are several Mass Actions that may be used by the designated iGreentree Administrator. The Apply

Template, Change Filing System, Archive and Purge actions are often restricted for other Users. For more information about these Actions, see the Administration and Maintenance chapter of this manual.

Editing History

From either List, Summary or Edit View, History can be viewed. Notice that although some of the fields within History can be updated directly (such as Comments), most of the data within History comes from

Actions.

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Searching

Objectives

This chapter is for anyone who needs to get information out of the system. After completing this chapter, the user will be able to:

• Find data about Applicants, Requisitions, History, Sources, and Hiring Managers

• Find possible candidates for requisitions

• Switch between different views and windows information

QuickSearch

The QuickSearch in iGreentree allows the User to enter data onto one or more fields and search for records that match the same criteria. QuickSearch form allows for searching of the base record as well as several of the History and Attachments.

From the Applicants menu, select QuickSearch.

Enter criteria in any of the fields on this window, and choose information in their records.

to find Applicants with matching

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Entering data in multiple fields will be treated as “AND” search criteria. For example, if a Skill and a

Degree are entered, only those Applicants who have both that Skill and that Degree will be found.

General Searching and Results

To find someone who lives in California, choose CA from the select list in the State field then choose the

that is highlighted).

button (Or press the Enter key since the Search button is the default button

Data Display Views

When the search finds more than one record, a list of the matching records appears in what is called the

List View:

When an Applicant in the List View is selected, the User can click the button to view more detailed information about the applicant.

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Both Edit and Summary view contain the same information with the same Actions, History and

Attachments. The user can decide which view they prefer to work in.

The , and buttons can be used to move back and forth between one record and condensed list of many records.

Creating a New Search

If the User wants to perform a new search he/she can click . The User will be returned to the QuickSearch screen which will be populated with the most recent search criteria. The User can click

to remove the old criteria and start a new search.

Changing Data on a Record

Data can easily be changed on existing records. The User must select the field to be updated by either clicking with the mouse on the field, or using the Tab key on the keyboard.

If a text field is selected the user can overwrite the previous data by simply typing over it and clicking

If changing a coded field or a date field the User must click the button or the button (respectively) and select the new code or date from the window.

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Once data on a record is altered and saved, the Updated date and By field are automatically updated with the current date and user name of the person who made the change.

Moving to Another Record

The User can navigate between records using the Navigation Box at the top of the search results window.

This navigational tool can be used from either the List View, Edit View or Summary View.

Sorting the Record Results

When in the List View a User can sort by fields of data by simply clicking at the top of that column in the gray box where the name of the field is displayed. The column will be sorted in ascending order.

If the same column is sorted again it will sort in descending order.

NOTE: Notice that when trying to sort by ID, it treats the ID numbers as alphanumeric text which sorts from left to right regardless of the number of digits (i.e. number 16 will appear before number 5).

Therefore, sorting by Entered is a better way to sort records in the order they came into the system.

If the User sorts on a column where several records are missing that data, the applicants with blanks will

appear at the top.

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Delineating a Search

Often times a QuickSearch results may include records that are not needed. Instead of running a new search with more criteria, the User can delineate the search results so that unwanted records are removed. To eliminate specific records, click in the gray bar at the left of the record to be removed.

Press the Delete key on the keyboard to remove the highlighted record. This will remove the record from

the search, but not from the database. If the wrong record is removed from the search it can be retrieved

by running the original search again.

If there is a need to remove several records from a search result they must be selected and removed one

record at a time. Repeat for each record that needs to be removed from this search.

Searching with Dates

At the Entered field, use the button to select a date (or date range). The current date is always highlighted in bold. Click on the date and it will be entered in the From box (if preferred, users can also

type dates in the From and To boxes on the calendar).

Choose and the Entered Date on the QuickSearch screen will populate with the date.

Click to perform the search, only applicants entered on that specific date will be returned.

Select and go back to the button next to the Entered field. This time, select the first day of the current month (From) and then select the last day of the current month (To).

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When is chosen Range will display on the QuickSearch screen to represent that more than one date has been selected.

Choose , The system finds applicants who were entered any time during that period, including the date specified on the From and To date fields.

Select and enter a Relative date onto the Entered field. Choose Last Year for the From, then choose This Year for To.

When is chosen will display on the QuickSearch screen to represent that more than one date has been selected. Relative dates are always based on the normal calendar.

The system does not know anything about fiscal dates. Relative dates are also inclusive, so this search would find anything entered from January 1 of the previous year, all the way through December 31 of the

current year.

Searching with Text Fields

Text fields can be searched by typing the text to be found onto the field to be searched.

Start a new Applicant QuickSearch by choosing

Try searching for Applicants in a particular city and click

to see if any Applicants are found.

TIP: Case is not important when entering criteria, but spacing is.

This works great when the user knows the exact spelling. However, there is a tool for users who do not have the exact spelling. They can use a Wildcard search.

Wildcard Searches

Wildcard searches can be performed on any Text field to assist the User with finding records that contain a particular string of known characters followed by one or more unknown characters. The asterisk is the

wildcard symbol that represents the unknown characters.

To search for people who live in any city starting with the letters San the User can type an asterisk after

San and then click .

This search finds people whose city starts with the letters San and any other characters following.

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The User can also find people with a zip code starting with 95 by entering

and

To find people who currently work in education, try:

The wildcard (*) can go at the start or end of the field, or even both ends. For example, if the User knows

the word Part-Time was entered onto the Special Notes field, but not whether or not there were words

before or after it, he/she could enter:

Applicant Searches

Searching for Applicants is important for any recruiter. There are many ways to find Applicants in iGreentree.

Searching by Applicant Name

Recruiters often want to find people by name and there is a special option from the main menu just for this purpose. Under Applicants, choose Find by Name.

NOTE: Searching by name can also be performed from the Applicant QuickSearch window.

Phonetic Name Search

Often the recruiter may not know the exact spelling of an Applicant’s name so name searches have a special feature that performs a phonetic name search. The system will use Phonetic searching for last

names if a wildcard (*) is NOT included.

For instance, the User could enter the name Nixon in the last Name field.

When he/she selects the

Like Nixon.

button the search will look for applicants whose last name Sounds

Case is not important when entering criteria, but spacing is. The system finds last names that start with N and the next 3 consonant sounds like XN.

Character Name Search

If the user knows the exact name, they can enter it and click .

However, suppose the user wanted to find applicants named John but didn't want to miss anyone with

Jonathan or Johnny. They might try entering to find all names that start

with “jo”. It is important to note that names like Joe and Joan will also be found, but variations of John would not be missed.

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Combining Phonetic and Character search

Combinations of phonetic and character searches can be performed. For instance, the User can search for everyone whose last name sounds like smith and first name starts with J.

If a wildcard is being utilized in a name field the phonetic search will NOT be performed for that field. For instance, if in the above example “jo*” had been entered in the First Name field, June Smitt’s record would not have been returned.

Searching by ID Number

The fastest way to find an exact record is to search by the unique ID number. For all other fields searched several records may have the same data. If the ID number is known it is one of the fields that is a unique identifier and one every Applicant is guaranteed to have.

NOTE: Searching by ID can also be performed from the Applicant QuickSearch window.

Applicant ID Search

To perform a search by ID number, choose Find By ID from the Applicants menu.

Enter the ID number and

When Searching by a specific ID number, the system will go directly to the Summary View for that

Applicant.

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Searching Attachments

Many Attachments can be searched via the QuickSearch screen. Skills Attachment is a common

Attachment used to search for Applicants. Therefore, Skills have been added to the QuickSearch screen.

To find applicants, who have a Customer Service skill, return to Applicant QuickSearch:

Click the button to view a list of available skills, use the button to move the highlighted skill from the Available column to the Selected column.

Choose to return to the QuickSearch screen, the skills selected are now listed in the Skills box.

Performing the search now will return a list of applicants who have all three Skills associated with them, if you wish to find applicants that have any one of the three skills chosen, click on the box next to Find Any.

This will return a list of applicants that have any one of the three skills selected.

While in List View, the User can select Skills from the Attachments menu to look at the skills for the selected Applicant.

Because they are also used frequently for applicant searching, the Req, Objective and Degree fields are also on the Applicant QuickSearch screen.

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Contains Searches

To search for specific data within other attachments, use the Contains field. The Contains search utilizes

Microsoft’s Text Search engine. It is powerful, but can be slow since it is searching large text files. It is usually more efficient to search on codes (such as Skills or Degrees). Case does not matter in a

Contains search.

To find Applicants who have Notes containing the word relocating the User would enter:

Once some records are found, users can see where in the notes that word was found. Under

Attachments, select Notes. Open Find from the Edit menu within the Notes window, but don't forget to turn off the Match Case option.

To find Applicants whose Notes contain either relocating or relocate, use a Wildcard *, but also put quotes around the text. Microsoft calls this a Prefix. It only works when the asterisk is at the end of a word.

To find Applicants whose Resume Text Attachments contain a specific phrase, such as project

management, be sure to put quotes around the text.

To find Applicants who have Resume Text with the word Project close to the word Management, use a proximity search.

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Searching with Multiple Criteria

QuickSearches can be performed on multiple criteria entered into many different fields. Entering data in

multiple fields is treated as “AND” search criteria, therefore an Applicant must meet all the criteria

identified in order to be returned in the search results.

Enter Customer Service as a skill, Filing System of External Applicants and Status of Future:

Searching for CSS Applicants

Applicants may be entering the system via the Candidate Self-Service module.

In the By field, enter CSS and choose

NOTE: This will only find Applicants who were first entered by CSS. If an Applicant first came into the system by the Automated Resume Processor they would have ARP on the By field even if an Application has since been added. For more on CSS, see the Candidate Self-Service Chapter.

Requisition Searches

Select QuickSearch from the Requisition menu. Simply entering criteria into this screen can perform the majority of Requisition searching.

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To find requisitions that are currently Open, select Open from the list of status codes. Select run the search and be presented with Requisitions which have an Open status.

Req Number Search

First choose Find By Req# from the Requisitions menu.

Then enter the Req number and select .

When a Req Number Search is completed the system will go directly to the Req Summary View for the designated Requisition.

NOTE: Searching by Requisition Number can also be performed from the Requisition QuickSearch

window.

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Requisition Searches by Hiring Managers

The Hiring Manager Module allows managers to find/review their own Reqs. See Chapter 2 for more information.

Source/Expense Searches

QuickSearches can be performed for Source and/or Expense records. Select QuickSearch from the

Sources/Expenses menu.

Entering criteria into this window can perform most Source and/or Expense searching. Enter criteria in any of the fields on this window, and then choose selected fields.

to find records with that information in the

To find Sources that are currently Active, select Active from the list of status codes.

Hiring Manager Searches

QuickSearches can be performed for Hiring Manager records.

Select QuickSearch from the Hiring Mgrs menu.

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Most searching for Hiring Managers can be performed by simply entering criteria in this window. Enter criteria in any of the fields on this window, and then choose in the selected fields.

to find records with that information

To find Hiring Managers who are currently Active: pull down the list of status codes and select Active.

Searching for Applicants Logged to a Requisition

There are several ways to find Applicants who are logged to a particular Requisition:

• Perform

Applicants who are logged to the selected Req.

• Perform

Requisition QuickSearch to find that particular Requisition, then choose Applicants from the History menu. From there choose View App to select a particular Applicant. The search results will include Applicants logged to the Req and also gives information about the results from that logging.

• Perform

Requisition QuickSearch to find that particular Requisition, then use the Find Matching

Apps Action. This option finds people who may or may not already be logged to the Req, but do meet the Qualifications (Skills, Degrees, etc.) that were specified in Search Criteria.

NOTE: See the "Requisition Management" chapter for more information about Search Criteria and

Find Matching Apps.

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Advanced Searching

AdvancedSearch provides searching capabilities beyond what can be completed with a QuickSearch.

These additional capabilities include:

• Naming and saving searches

• Designating searches Public (shared) or Private

• Searching on Attachments and History items such as Routes, AppReqs, Interviews, etc.

• Searching on null and non-null values

• Selectable field conditions (=, <, > etc)

• Boolean search logic (And/Or/Or Not) using nested search criteria (grouping)

• Parameter prompting with settable defaults

• ‘Copy to New’ feature for creating a new search from an existing one

• ‘Run at Startup’ feature for creating ‘Hot Items’ search for each user

An AdvancedSearch can return any one of six types of search results: Applicants, Requisitions, Hiring

Managers, Sources, App Templates, or Req Templates. The functionality available for operating on search results is the same as that available after running a QuickSearch: run Actions, retrieve History, and/or review Attachments.

Menu Access and User Security

AdvancedSearch is listed under the main menu. It has two sub-menu selections named Search List (for running searches) and Build Search (for editing, adding, and deleting searches).

Search List and Build Search are menu-securable in Security Manager.

Building a Search

Begin by selecting Build Search. Choose the button to go to the Build Search page.

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The sections of the Build AdvancedSearch page are as follows:

Name of Search – this will be the name of the search as it appears on the Search List page.

Searching For – must be one of Applicants, Requisitions, Hiring Managers, Sources, App Templates, or

Req Templates.

Public for Edit – checking this box means any user with access to Build Search can edit the search. If unchecked, only the user who created the search will be able to edit it.

Public for Run – checking this box allows all iGT users with access to Search List to run the saved search. If unchecked, only the user who created the search will be able to run it (the search will not appear on other users’ Search List page).

Run at Startup – checking this box tells iGreentree to use this search as the logged user’s ‘Hot Items’ search (This search must NOT be ‘Public for Edit’ NOR ‘Public for Run’). This search will run automatically when the user logs into iGreentree, and when the user selects Hot Items/Run from the main menu. If a user marks more than one AdvancedSearch as ‘Run at Startup’, iGreentree will select the first one it finds for that user.

Notes – any notes entered here will appear in the lower section of the Search List page when the search is highlighted on the list of searches.

AdvancedSearch Settings – this section allows the user to add/edit/delete search criteria, groups, and search parameters.

SQL Syntax – as AdvancedSearches are created, this section will display a logical facsimile, or pseudorepresentation, of the SQL (Standard Query Language) code which will be generated by the search. This is intended as a diagnostic tool – or ‘logic check’ - to help debug searches.

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A Sample Advanced Search

For a sample AdvancedSearch, build one called ‘Recruiter X Active Reqs’ (where Recruiter X is an active

Recruiter in your system) to use as a ‘Hot Items’ search. Search results should include the following reqs:

Reqs with ReqStatus = Open or ReqStatus = Offer Outstanding

Reqs with DateFilled from Last Year

Reqs with Recruiter = Recruiter X

Begin by entering the following in Build Search:

Name of Search = Recruiter X Active Reqs

Search For = Requisitions

Public for Edit = unchecked

Public for Run = unchecked

Run at Startup = checked

Notes = Recruiter X Open/Offer Outstanding and recently filled Reqs.

NOTE: For demonstration purposes ONLY we are using Recruiter Katherine Knox in our pictorial.

To add search criteria, right-click on ‘Search Criteria’ and select Add Criteria from the right-click menu

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This dialog lets the user select a field, condition, and either a value or a parameter. For instance, one example would be ReqStatus = Open. Another example would be ReqDateFilled = Last Month.

To add search criteria, first click on the button next to Field to view the Select Criteria Field dialog:

Notice the tabs at the bottom of this dialog labeled ‘Hierarchical View’ and ‘Flat View’. These tabs provide two ways to view the same list of fieldnames:

Hierarchical View groups the fields by type: applicants, requisitions, etc. (Note that ‘Person/Requisition

Fields’ are fields that contain information relating the applicants to logged requisitions.)

Flat View lists the fields in one large alphabetic list.

NOTE: AdvancedSearch provides 650+ fieldnames that can be used for searching.

To select the ReqStatus field using the default Hierarchical View, click on the ‘+’ next to ‘Requisition

Fields’ (or double-click on the words ‘Requisition Fields’) to expand that section:

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NOTE: The ‘open padlock’ graphic indicates that the user has security access to this field in Security

Manager’s row security settings. A ‘closed padlock’ would indicate that the user does not. Regardless of the access the field can still be used for creating and executing the search.

Scroll down and select ReqStatus from the list and click

New Advanced Search Criteria dialog.

; the user will be returned to the Add A

The default Condition is set to ‘=‘. At this point the user can click on the button next to Value and select a specific value, such as Open, from the list of ReqStatus codes. However, in this example we want to include requisitions which are either Open or Offer Outstanding, so instead of ‘=’, select the Condition of

‘In List’:

Use the button to select the ReqStatus codes to be included in the search criteria, and click

to add the selection(s), click to the Build AdvancedSearch page:

again to add the search criteria to the search and return

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If lines of search criteria are being cut off in the Advanced Search Settings, the splitter bar can be used to widen the Advanced Search Settings section. Use the mouse to click on the splitter bar, drag to the right, and release.

Add another search criterion by right clicking on the search criteria, select ‘Or’ as the And/Or operator, and ReqDateFilled=Last Year as the criteria:

Click to add the new criteria to the search and return to the Build AdvancedSearch page.

The AdvancedSearch should now look like this:

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Add another criterion for ‘Recruiter = Katherine Knox’ as follows:

Click to add the new criteria to the search and return to the Build AdvancedSearch page.

The AdvancedSearch should now look like this:

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Click to save the new AdvancedSearch.

‘Run at Startup’ was checked so this search will automatically run whenever the user, who created this

AdvancedSearch, logs into iGreentree. Clicking Run under Hot Items on the main iGreentree menu can also run this search. Or the user can also run this search by selecting it from AdvancedSearch/Search

List.

No other user can run this search because it was not checked, Public for Run. If this search needs to be made available for other users Public for Run must be checked. However, keep in mind it cannot be used as a Hot Items search if it is Public for Run. If this search needs to be in both places, the user may want to use the Copy New feature to make a copy of the search for public use. The original is then retained for the Hot Items search.

Using Parameters

To make an AdvancedSearch prompt using a parameter, the user must first add a parameter, and then add it as search criteria. Parameters can prompt for dates, a text value (string), or a coded field.

Parameters cannot be used for searches that are flagged as ‘Run at Startup’, as these searches must run automatically.

In the above example, AdvancedSearch ‘Recruiter X Active Reqs’, let’s change the ReqDateFilled criteria so that it prompts for a date. First uncheck the ‘Run at Startup’ box and check both of the Public boxes.

Delete the existing ReqDateFilled criteria by highlighting the criteria, right-clicking and selecting Delete

Criteria from the menu ( may also be selected from the main menu). Again, right-click on Search

Parameter for the Add Parameter dialog box. Enter the text that should be displayed when the user is prompted, and select ‘Date’ as the Data Type:

Click to save the parameter, which iGreentree will save and display using the ‘prompt’ text:

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The parameter can now be used in search criteria. Add a search criterion, select the ReqDateFilled requisition field, and change the Condition from = to >, and click on the radio button to ‘Use Parameter:’

Click to save the search criteria:

Click (run saved search), if prompted that And/Or criteria is missing for a specific Search Criteria, highlight the appropriate criteria and set the correct value for the And/Or field.

When the search is run from AdvancedSearch/Search List, the user will see the following dialog box:

Click on the down-arrow in the ValueDesc field to view the calendar and select a date to run the search.

To create a parameter for a coded field, select a Data Type of ‘Coded Field’ when creating the parameter, and select the desired Code Type from the list. (Note: when prompting for Recruiter, select the special

‘SysCdeFldRecruiters’ item as the Code Type.)

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Using Groups

Groups of search criteria can be used to greatly extend the complexity of an AdvancedSearch. Below is an example of how the following search can be created:

Searching for Applicants where:

Group 1: AppSkill is Unix

And Group 2: Entered is This Year

Or Group 3: ReqJobTitle Includes Unix

The indenting of the criteria indicates visually which criteria belong to which groups.

Helpful Tips for using Advanced

Search

1. Parameters must be added before they can be used in search criteria.

2. Parameters are not allowed in searches flagged as ‘Run at Startup.’

3. ‘Run at Startup’ searches must not be set to ‘Public for Run’ nor ‘Public for Edit’.

4. Parameters using Recruiter should use SysCdeFldRecruiters as the Code Type.

5. Parameters using Hiring Manager should use SysCdeFldRecruitersandHireMgrs as the Code

Type.

6. Rules for using the Fields Lists when adding Search Criteria:

When searching for Applicants, do not select Hiring Manager or Source/Expense Fields.

Select only Applicant, Person/Requisition, and Requisition Fields.

When searching for Hiring Managers, do not select Applicant or Source/Expense Fields.

Select only Hiring Manager and Requisition Fields.

When searching for Source/Expenses, do not select Applicant or Hiring Manager Fields.

Select only Source/Expense Fields and Requisition Fields.

7. For searching for words in text fields, use the ‘Includes’ condition, eg ‘ReqJobTitle Includes Unix.’

8. For ranges where ‘equal to or greater than’ or ‘equal to or less than’ are needed, use two criteria with an OR relationship. For instance, : AppDateEntered = Last Month OR AppDateEntered >

Last Month.

9. The arrow keys at the top of the Build Search page can be used to move criteria and groups without having to re-select them. Each item can be moved up, down, right, or left as needed to create the correct visual representation of the relationships so the search will return the desired results.

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Reporting

Objectives

This lesson is for anyone who needs to enter and record information. After completing this lesson, the user will be able to:

• Run Search-Dependent Reports

ReadyReports

• Understand the basics of Reports Maintenance and Editing

Search-Dependent Reports

Some reports are populated using the records the user chooses to include. These reports allow the user greater control but require searching for the desired data records first.

Requisition Reports

Although some Req reports can be found in ReadyReports, the reports that are found here allow the user to choose which Reqs to include before running the report. One of the primary reports that many users need is a Requisition Activity report, which can be printed on paper or sent via email.

Run a QuickSearch to find all Reqs with a Status of Open

Select Requisition Reports from the Action menu or use the quick launch button toolbar.

located on the

Any report generated from this list will ONLY include data from the Reqs returned by our search results.

(I.E. Open Reqs) Highlight the Requisition Activity Report and then click Run.

NOTE: The Requisition Reports may be modified or added to by the iGreentree Report Librarian.

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Applicant and Other Reports

Just as described for Requisitions, reports can be run after performing searches on Applicants,

Source/Expenses, and Hiring Managers. See the Source/Expense and Applicant Processing chapters for information about Search-Dependent reports for Sources, Expenses, Applicants and Hiring Managers.

ReadyReports

Although many reports can be run after performing a QuickSearch, the reports that are found here have the search criteria built right into the report definition. Although these reports are not as flexible as

Search-Dependent reports, they are much easier to run. ReadyReports should be used for any report that is run with the same search criteria on a regular basis such as the Posting report, or a new hire report that is sent to Payroll.

Select Report List from the ReadyReports menu.

This list is different from the report lists seen earlier, since these reports do not require search criteria to

be set. The records included in the report are those defined by the report.

Select a report to run, (for now use New Hires) then select View Report from the Action menu.

Some ReadyReports may prompt for parameters, allowing the user to narrow the records displayed on the report.

Enter a Value for each prompt (in our example, dates). Click inside the Value column to receive the button, click on the arrow to select the desired Value. Leave the output type as Portable Document

Viewer for now.

NOTE: The Value list will vary depending on the type of prompt hard coded into the report. For our

example a calendar was presented, however the User could receive a value list of Recruiters, Hiring

Managers, Codes, etc.

Click to generate the report.

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NOTE: If a report not seen in the iGreentree standard report library is needed or if an existing report requires a change, see the designated iGreentree Report Librarian or contact Greentree’s technical support.

Options for Report Output

Whether running Search-Dependent reports or ReadyReports, there are several options for output.

Portable Document Format (PDF)

A report that is generated in PDF is in a very usable format because Acrobat Reader is frequently standard software on PC’s. If users do not have the Acrobat Reader they can download it at www.adobe.com

Use the scroll bars at the bottom and right side of the window to move around the current page. If there is more than one page of data use the Navigation Box at the top to toggle to another page.

The user can also change the display size.

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To print the user must select the printer icon , from the toolbar. Selecting File/Print will result in the printing of a blank page.

Before printing, the user can adjust the Page Setup (also from the File menu).

To save the file for later use, such as attaching to an email or storing on your computer, click from the toolbar. Name the report as desired and select the location you wish to save the report to.

To search for a specific word or phrase click the button. A prompt will appear where a text string can be entered. Click to perform a search of the report contents.

If the text string is found, the User will be brought directly to where it is in the report.

Crystal Report Viewer

This option can only be viewed by individuals with the Crystal Report viewer installed on their PC. All iGreentree users had this installed with the client, but individuals without access to the iGreentree module may not be able to view the report. If the user wishes to manipulate or share the report with anyone else, we recommend using an output format listed below.

Excel

Choose this output format to bring data into a spreadsheet where it can be manipulated. If the user has

Excel on his/her computer, the data will appear in an Excel file. From there, the file can be saved or emailed (using Send To).

Note: Reports may require special formatting in order to produce a clean and usable spreadsheet when exported to Excel. Please contact your iGreentree Report Librarian or Greentree technical support with any questions about reporting to Excel.

HTML

HTML format can be used to create a web page that can be viewed with a web browser. Greentree recommends viewing a test report to verify that the formatting of the web page will meet your needs.

Rich Text Format and Word for Windows

If a report needs to be emailed or saved to a file, consider either RTF or Word for Windows. Try each of these options, and use whichever works best. The user can use “Save As” to save to a file, or “Send To” to send the report via email.

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Administration and Maintenance

Administration

Most of the administration and maintenance functions for iGreentree will be performed by the iGreentree

Administrator. See the checklist at the end of this manual for a list of routine administration and maintenance functions that should be performed to keep iGreentree running efficiently.

Backups and Troubleshooting

The IT/IS department should be backing-up the iGreentree database and related directories on a regular basis. These should be scheduled for consistency. For ease of implementation, a pre-determined schedule should be decided upon. Greentree recommends a nightly backup with at least one week’s worth of backups made available.

Individual users should report problems to the iGreentree Administrator. The administrator should report iGreentree problems immediately to Greentree. The administrator can contact Greentree by calling (800)

348-8845, or by sending an email to [email protected].

Online Information and Help

In most iGreentree windows, there is a Greentree Systems, Inc. link near the top right corner. Click on this link to see:

• About Greentree Employment System: This selection displays the version number (database and client), as well as copyright information, web address, and the current logged user.

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• Greentree Web Site: This selection provides a direct link to the Greentree web site, http://www.GreentreeSystems.com. This site has a great deal of information on Greentree products, training options, and manual downloads.

• Greentree Support E-Mail: This selection provides a link to directly send an email to Greentree’s

Technical Support team at [email protected].

• Greentree Problem Report: This selection provides the option of submitting problems online to

Greentree’s Technical Support team via the Greentree web site.

• Greentree Contact Info: This selection displays the Contact page on Greentree’s web site.

Maintenance

Select Maintenance from the main menu. This will expand to display all in-application maintenance items.

The iGreentree Administrator (or other users if permitted) will use these options to maintain the iGreentree system. Permissions for menu items are defined in Security Manager. See Security

Manager documentation for more information.

NOTE: An icon next to a Maintenance item indicates a value or item that is completely maintained by an organization. An icon next to a Maintenance item indicates a value or item that is required by the iGreentree system and is not to be removed or tampered with by an organization.

Codes Maintenance

Codes Maintenance is used to Add, Rename, Merge, and Delete Code Values in the database. To

maintain greater control over Code Values, restrict access to this menu item via Security Manager.

Codes Maintenance will be MUCH easier if restrictions are in place that permit only approved users to add and change Code Values. Greentree recommends that the iGreentree Administrator review and

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modify code values every six months to ensure that clean, concise, and pertinent codes are available in the iGreentree application.

Select Maintenance / Codes.

The partial list of Code Types displayed here may be different from the list in the live system, depending on how the system was tailored to meet organizational needs.

To view the Code Values existing for a Code Type, select the ‘+’ next to the Code Type. All existing

values will display indented underneath the Code Type.

Adding New Code Values

Highlight the Code Type and select the Add Code icon or, if you prefer, right click the Code Type and select Add Code.

An Add Code window displays. To be consistent with the formatting of other Code Values entries, type in

the new Code Value using upper and lower case. The new Code Value can be up to 200 characters long, using any combination of letters, numbers, and spaces needed.

Select

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The new Code Value will display indented below the selected Code Type.

Renaming Code Values

Highlight a Code Value and select the Rename Code icon or, if you prefer, right click the Code Type and select Rename.

The Code Value will be made active to edit.

Type in the desired renaming value and hit the Enter key on the keyboard.

When a Code Value is Renamed, the value will be Renamed on all records that are using the Code

Value. The Renaming function should be used if a Code Value is misspelled, or if the value is to be expanded on. If a Code Value is to be changed to a value that already exists, the Merge function should be used.

Merging Code Values

Highlight a Code Value and select the Merge Code icon or, if you prefer, right click the Code Type and select Merge.

A window will display with the Code Values. Highlight the Code Value to Merge into, and click OK.

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A confirmation of the Merge will be requested. Select OK to proceed.

When a Code Value is Merged, the value will be Merged on all records that are using the Code Value.

The Merging function should be used if a Code Value is still to be recorded, but recorded as another

Code Value.

Deleting Code Values

Highlight a Code Value and select the Delete Code icon or, if you prefer, right click the Code Type and select Delete.

Once the Delete has been selected, a message box will display asking for confirmation of the Code Value deletion. Select OK to proceed.

The Delete functionality should be used with caution. Once a Code Value has been deleted from a Code

Type the Code Value will no longer be available to the iGreentree application. Therefore, all records on which this Code Value was used will no longer have any reference to or history of this value association.

It is strongly recommended that a few QuickSearches and/or Advanced Searches be performed with regards to the Code Value marked for deletion, before a Delete is performed to identify records that may be impacted. If a Code Value is deleted in error, the only way to restore the value and the affected records to their prior state is to perform a restore from backup. In doing this, there is a potential data loss of work completed after the backup was done and before the deletion took place. Talk with the IT/IS folks for more information regarding a backup and restoration procedure.

If a Code Value is no longer needed, but it is still good information to know and track for records that used the code, Greentree recommends that the Code Value be Renamed to something like ‘zz_CodeValue’. In

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doing so, the value will drop to the bottom of any selection list (lessening the chances of a user selecting the outdated value) and it will enable the information to still be recorded on the existing records.

Lookup Tables and Auto-Fill Code Types

The Lookup Table allows a user to input additional information for a particular Code Value to be utilized

elsewhere in the iGreentree application, Letters, and/or Reports. For example, the Code Type

‘Department’ has a Lookup Table of additional information for a Department’s associated Description, Div

(Division), and Supervisor.

The Lookup Table appears to the right of the Codes column. To change information in a Lookup Table, simply click in the ‘Value’ column field next to the ‘Additional Information’ name of interest and type. If the

‘Additional Information’ of interest refers to a Code Type, select the dropdown arrow to select the appropriate value.

In a standard iGreentree application the following Code Types have a Lookup Table incorporated:

Department, Division, Grade, JobCode, JobGroup, Location, Objective, and Test. A Tailored system may have others.

When a user or Hiring Manager is completing a requisition and selects a Code Value that has associated

Auto-Fill information, the designated fields will automatically populate on a record as a result of selecting the Code Value. Auto-Fill fields are designated with ‘(A)’ in the Column after the lookup field name. For example, the Code Type ‘JobCode’ will Auto-Fill the Exempt/NE, Grade, JobGroup, and Title fields on a requisition. In addition, ‘JobCode’ can apply a requisition template to the Hiring Manager requisition submittal form.

In a standard iGreentree application JobCode is the only Code Type that has the Auto-Fill functionality incorporated. A Tailored system may have others, i.e. Grade may Auto-fill salary fields on the requisition form.

Special Code Types

There are several Code Types that have special properties the iGreentree Administrator and Users need to be aware of. These Code Types drive the functionality of iGreentree as well as the Hiring Manager and Candidate Self-Service modules. In order for iGreentree and the modules to function fully and

correctly, these properties MUST be completed for each and every Code Value of the identified

Code Type. They are as follows:

AppStatus: This is the overall status of an Applicant in an organization, and populates the Status field on an Applicant record. This status indicates the point an Applicant is at with regards to the employment process in an organization. It is not related directly to a specific requisition (Result).

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CodeSelectableByHiringManagers: (Hiring Manager module) Determines if the Code Value is available to the Hiring Managers when completing the Make Offer or the Hire functions when setting the ‘Applicant Status’ value.

Degree: This code has a special lookup table where a ranking is identified for each ‘Degree’ Code Value.

This lookup table is utilized when Finding Apps as defined in the requisition Attachment / Search Criteria.

Search Criteria assumes a degree with the selected rank or higher.

Degree/Rank: (iGreentree application) Determines valid degrees in Search Criteria. For example,

Criteria that includes ‘Associates’ will also find Applicants who rank higher (having a

Bachelors or Masters degree).

GTSCSSQuestionWeight: Relates to the pre-screening questions and the importance of a particular answer an Applicant may select when applying for a requisition via the Candidate Self-Service (CSS) module. This is only applicable for the following requisition specific (not global) question types: Yes/No and Multiple Choice.

RejectOnSelect: (iGreentree application, Hiring Manager module) For the selected question, if an

Applicant selects this answer, determines if they will immediately be rejected from further consideration in regards to the selected requisition. i.e. They did not pass all of the

Weight: (iGreentree application, Hiring Manager module) Assigns a numerical value to the selected Code Value. Represents numerically the ‘correctness’ of an answer.

Objective: Use Objective to record the general type of job they are interested in. This Code Type is meant to record very general categories of positions, not specific job titles. Many organizations enter department names here, and use this to record the areas of interest for an Applicant.

Name: (iGreentree application) Provides a place for an expanded name of the Code Value.

ReqApprovalStatus: This Code Type defines the approval process points and their meaning in Hiring

Manager module and audits. These lookup fields are used to trigger the next step of the approval notification process as each approver reviews the requisition in Hiring Manager module.

IsApproved: (Hiring Manager Module) Defines a Code Value indicating a Hiring Manager has reviewed and approved the submitted requisition identifying them as an Approver.

IsRejected: (Hiring Manager Module) Defines a Code Value indicating a Hiring Manager has reviewed and rejected the submitted requisition identifying them as an Approver. This selection will then require action to be taken by the requisition initiator and/or the designated recruiter.

NotReviewed: (Hiring Manager Module) Defines a Code Value indicating a Hiring Manager has not reviewed the submitted requisition identifying them as an Approver.

ReqStatus: This is the overall status of a Requisition in an organization, and populates the Status field on a Requisition record. This status indicates the point a Requisition is at with regards to the recruiting process in an organization. The value will drive many Reports and CSS Posting query results.

Additionally, it may impact Resume Processing, Log To Req, and the Offer/Hire/Fill Actions.

IsClosed: (iGreentree application and CSS) Determines if the Code Value is that of a requisition that is not being actively recruited for. In addition, when a requisition is assigned a status code with this value set to “yes” the CSS functionality that allows the applicant to withdraw themselves from the position is disabled.

IsCurrentForHiringMgr: (Hiring Manager module) Determines if the Code Value is that of a requisition that should be considered as a ‘Current’ listing (instead of ‘Year to Date’, ‘Last

12 Months’, ‘All Reqs’) for a Hiring Manager.

IsOpen: (iGreentree application, CSS, Hiring Manager module) Determines if the Code

Value is that of a requisition that is being actively recruited for.

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IsPendingApproval: (iGreentree application, CSS, Hiring Manager module) Determines if the

Code Value is that of a requisition that is in the approval process and is not being actively recruited for.

Result: A Result indicates an Applicant’s disposition relating to a specific requisition. A Result can be used for the Log to Req (App/Req), Route, Interview, Offer, and Hire Actions.

ApplicantsViewableByHiringManagers: (Hiring Manager module) Determines if an Applicant that

ColorGraphic: (Hiring Manager module) Determines the visual representation of the ‘Result For

This Req’ column of an Applicant when a Hiring Manager is reviewing their information via the Hiring Manager module. Green, Red, or Yellow bullet.

CSSDescription: (CSS) Defines the equivalent value of an iGreentree Result code that an

Applicant will see when viewing their Application Status on-line.

GraphicTextEquivalent: (iGreentree application) Defines the text translation of the ColorGraphic value in Hiring Manager module, for users of iGreentree in the ‘History / Reqs Applied

For’.

IsEEOApplicant: (iGreentree application) Defines whether or not an Applicant should be included in EEO report output based on their Result value for a requisition. If they did not pass the pre-screen questions, are they considered an applicant for EEO purposes? Yes or No.

IsNewApplicant: (Hiring Manager module) Determines if an Applicant that has this Result for a

Hiring Manager’s requisition is considered to be a new Applicant when selecting the ‘New

Applicants’ menu item in Hiring Manager module.

IsWithdrawn or IsFinal: (iGreentree application, CSS, Hiring Manager module) Determines value. If the value is ‘final,’ the Result cannot be overwritten in performing actions that withdraw their application via CSS.

Result/IsHired: (iGreentree application, Hiring Manager module) Determines whether a particular

Code Value indicates the Applicant was Hired for the requisition. This allows users to

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Filing System Maintenance

Filing Systems are meant to reflect the way organizations would physically file hardcopy records in filing cabinets. Any group of Applicants whose applications and resumes would be stored in a separate drawer or who will be given a separate range of ID numbers should be placed in a separate iGreentree Filing

System. Requisitions with different formats for Req numbers should also be set in separate Filing

Systems.

When considering whether to create new Filing Systems, searching and reporting should be factored in.

In addition, Filing System can be used to restrict a user’s direct access to certain groups of records. See the Security Manager (Row Security) documentation for more information.

Filing Systems are maintained similar to Codes. Please refer to Codes Maintenance for information regarding the Add, Rename, Merge, and Delete functions for more detailed information.

Select Maintenance / Filing Systems. There are two types of Filing Systems – Applicant and Requisition.

Applicant Filing Systems

Select the ‘+’ next to AppFilingSys to display the current Applicant Filing Systems.

To view the current settings of a Filing System, select the Filing System of interest. The settings will be displayed to the right of the Filing System listing.

Separate filing systems would be appropriate for Internal Applicants (who may complete different paperwork and go through a different process) and External Applicants. Also, a Possible Duplicates filing system would be a way to separate Applicants who may have previously applied until someone can review them and move or update their record appropriately. Lastly, as another example, in a hospital organization it may be beneficial to file Nursing Applicants separately form Non-Nursing Applicants.

CurSeq: (Current Sequence Number) Defines the next number that will be assigned when a new

Applicant is added to the filing system. As Applicants are added, this number will increase automatically by a count of one.

If the CurSeq Number needs to be altered, be careful not to enter a number that will conflict with the ID number range of another filing system. Each Filing System should have its own unique range of ID

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numbers. These ranges should be selected according to relative size, allowing plenty of room for potential growth. The highest ID number available for Applicants is 999999 - plan the ranges for each filing system accordingly.

Example: The ‘External Applicants’ filing system begins with a CurSeq of 1 and ‘Internal Applicants’ filing system begins with a CurSeq of 500001, and ‘Possible Duplicates’ filing system begins with a CurSeq of

700001. This allows for 500,000 ‘External Applicants,’ 200,000 ‘Internal Applicants,’ and 299,999

‘Possible Duplicates.’

• If the user tries to change the CurSeq number to a number that has already been assigned to an

Applicant, the next Applicant entered will get the next available number above that existing number.

• Users must be careful when creating new filing systems. Once an ID number has been given, it cannot be changed unless the Applicant is moved to a different Filing System using the Change

Filing System action.

• Greentree Systems recommends NOT making a new filing system for each year, since ID number ranges would become very limited. It is easier to keep all similar Applicants together in one filing system, and use date fields and other criteria to separate them in searches and reports.

Description: Greentree Systems recommends the selectable Filing System names be kept short in length. The Description allows for the extended name to describe which record types are stored in this

Filing System.

Mask: The Mask for Applicant Filing Systems can only be numeric, #, and cannot be changed for the

Applicant ID.

Requisition Filing Systems

Select the ‘+’ next to ReqFilingSys to display the current Requisition Filing Systems.

To view the current settings of a Filing System, select the Filing System of interest. The settings will be displayed to the right of the Filing System listing.

Requisition Filing Systems allow for separate numbering and formatting of Requisitions. For example, a separate Filing System can be created for each location or requisition type that will require a different but systematic numbering.

CurSeq: (Current Sequence Number) Defines the next number that will be assigned to the ‘#’ placeholders of the Mask when a new Requisition is added to the filing system. As Requisitions are added, this number will increase automatically by a count of one.

Filing System.

Mask: Each Requisition Filing System can have a unique mask to assign Req numbers. Req numbers can be either manually or automatically assigned. A Mask must be assigned to specify the format of

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Requisition numbers, up to 12 characters. The following characters are the options from which a Mask is defined:

• # for a digit assigned automatically by way of the CurSeq field

• ? for a character to be keyed in by the user when the requisition is initially saved

NOTE: Filing Systems that prompt for character entry upon saving cannot be utilized by

requisitions entered via Hiring Manager module.

• Standard alpha and numeric characters as well as hyphens and slashes

example: The CurSeq is 1, the Mask is 04-###. The first Req number assigned will be 04-001, the second as 04-002, etc. The ‘04’ are ‘hard coded’ to represent the year the Req was opened, 2004, and

the first two ‘#’’s are utilized as placeholders until the CurSeq reaches 100.

example: The CurSeq is 101, the Mask is ###-?? . The first Req number is 101, and prompts the user to enter to up to 2 additional characters. If the person enters AA, the Req number first assigned would be 101-AA.

example: A Mask of ???? allows the user to assign four characters, the full Req number, without using the CurSeq information.

example: The CurSeq is 119, the Mask is OS04-###. The next Req number is assigned will be OS04-

119. Illustrating that alpha character can be used as part of the ‘hard coded’ Mask.

example: The CurSeq is 1000, the Mask is 2004-###. The req number prior to that would have been

2004-999. The next Req number assigned will be 2004-1000 even though extra characters are not present in the Mask. However, there will be an impact on sorting because 2004-1000 will display numerically before 2004-999, as iGreentree sorts from left to right. If over 1000 Reqs are expected in this

scenario, enter an extra digit in the Mask to make sorting by Req number more orderly.

Doc Types and File Types

To attach and save additional documents to an Applicant, Req, Source or Hiring Manager record, Doc

Types need to be identified and defined. Select Maintenance / Doc Types.

Each Doc Type needs to be completed with a File Type association for proper usage.

The File Type of an electronic document is determined by the application that is used to view the document, and is the three-character extension of a filename. For example, a Word document is of File

Type ‘DOC’ (filename.doc), Excel Spreadsheets are of File Type ‘XLS’ (filename.xls), etc. The iGreentree application will be delivered with all of the standard electronic file types available in the marketplace.

File Types are maintained similar to Codes. Please refer to Codes Maintenance for information regarding the Add, Rename, Merge, and Delete functions for more detailed information.

NOTE: Contact Greentree Systems before deleting any Doc Types or File Types delivered with the

iGreentree application.

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After Adding a File Type, it needs to be decided if the document should be stored as a ‘TEXT Document.’

If yes, be sure to check the box as indicated below. Typically, ‘RTF,’ ‘TEXT,’ and ‘TXT’ will be the only

File Types that are to be stored as text documents.

Doc Types are generic names given to uploaded documents to give the user an idea as to the type of information will be viewed when the document is selected. Doc Types are maintained similar to Codes.

Please refer to Codes Maintenance for information regarding the Add, Rename, Merge, and Delete functions for more detailed information.

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To view the current settings of a Doc Type, select the Doc Type of interest. The settings will be displayed to the right of the Doc Type listing.

Each Doc Type must have the following settings identified. Failure to define these settings will limit the functionality of the iGreentree application, CSS, and Hiring Manager modules.

Assigned File Type: (iGreentree application, CSS, Hiring Manager module) Determines the File Type of the selected document, i.e. what application should the system use to view the document?

Uploadable in Doc List: (iGreentree application) Determines if the Doc Type selected should be option as a type of document a user can upload. Doc Types that have a specific Attachment identified for them should not have this box selected. i.e. Job Description, Resume Text, etc…

DocIsAppSearchable: (iGreentree application) Determines if a Doc Type is an option when a user is performing a ‘Contains’ QuickSearch from the Applicant QuickSearch screen.

DocIsReqSearchable: (iGreentree application) Determines if a Doc Type is an option when a user is performing a ‘Contains’ QuickSearch from the Requisition QuickSearch screen.

DocIsSearchCriteriaType: (iGreentree application) Determines if a Doc Type is a ‘Text Search’ option for a user when defining the elements of the ‘Search Criteria’ Attachment for a requisition.

DocIsSourceSearchable: (iGreentree application) Determines if a Doc Type is an option when a user is performing a ‘Contains’ QuickSearch from the Sources/Expenses QuickSearch screen.

UploadableInCSS: (iGreentree application, CSS, Hiring Manager module) Determines if a Doc Type is a document that an applicant, who is applying for a requisition via CSS, could be requested to submit along with their application.

ViewableByHiringManagers: (Hiring Manager module) Determines if a Doc Type is a document that a

Hiring Manager should have access to if available for an Applicant.

Dup Check

Dup Check is the setting that defines the criteria to determine if the applicant who is manually being entered in to iGreentree via the ‘Add Applicant’ form is a potential duplicate (has an existing record). The

Dup Check is invoked when the ‘Save’ button is selected. The Dup Check is also utilized when a user performs the ‘Dup Check’ Applicant Action.

Select Maintenance / Dup Check.

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The current Dup Check settings will display to the right.

NOTE: Automated Resume Processing (ARP) has duplicate checking criteria defined elsewhere. See

Maintenance / Resume Inboxes documentation respectively, for more information.

There are several Dup Check criteria selections to choose from. Review the list by selecting the down arrow and highlight the best option for the organization’s manual data entry, select Save.

Logged Users

To see who is currently logged into the iGreentree system, select Maintenance / Logged Users.

It is useful to know who is currently Logged into the iGreentree application prior to performing certain administrative functions, such as system updates. If necessary, contact the appropriate user(s) to request they exit iGreentree using ‘Exit /Exit Application.’

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Also, in having a limited number of concurrent users, this is helpful to determine current login activity. For example, if a 6-user system currently has 6 users logged in, one of the inactive users (based on ‘Last

Access Date’ can be contacted to logout, thereby allowing the 7 th

user to login when previously they were unsuccessful.

Users who do not select ‘Exit / Exit Application’ when logging out of the system, will remain on the

Logged Users list until the server ‘refreshes’ its connections to the application. Their inactive login will then be automatically cleared at that time. If a user is known to have closed iGreentree, and their name still appears as a Logged User, highlight the name entry and select the Logout button to remotely log them out of the application, thereby freeing up a system seat.

Letters

iGreentree utilizes Letters for many different functions and Actions throughout. Letters can be sent by a user as part of several Applicant, Hiring Manager, and Source Actions. In addition, the system can send letters automatically during the requisition approval process or as an auto-response to applicants.

To view all available Letters, select Maintenance / Letters.

A list of Letters with the ‘Letter Name,’ ‘Action,’ and ‘Add Contents To Letter History’ values will display.

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To add a new Letter click the and select ‘OK.’

button. A window will display, enter the name of the new Letter

The next window displaying will set the Action to which this Letter should be associated with.

Applicant Send Letter Action Letters will also display as selections for the ‘Mass Mailing’ Applicant Action.

NOTE: A letter can only be associated with one Action, should the same letter need to exist under two or more actions (i.e. Applicant Hire and Requisition Fill) you will need to add the letter twice (with two different names) and assign them to the different Actions.

The final window is to select whether or not the actual letter contents should be saved as part of the

History information by default for the letter Action. The user can un-select this when sending a letter.

Once the new Letter has been added to the list, select the ‘Save’ button. To add text to the letter, highlight the Letter and select the ‘Edit’ button. The easiest way to create a new letter is to copy the text from an existing letter or other application. If this is done, paste the text, otherwise, type the information into the text area. Letter text may include whatever formatting is preferred including graphics.

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To include data fields in the letter, click the button to Select Letter Insertable Field. Letter insert fields are iGreentree fields that will ‘personalize’ a letter based on the identified information for the Applicant,

Requisition, Hiring Manager, Source, and Recruiter.

The insertable field value will be placed where the cursor is positioned in the text before the field was picked. Select OK to add the insertable field.

Special Letter Insertable Fields:

AppMrMsfromEEOGender – Refers to the EEO Attachment, Gender field. If the Gender is F, it will print

Ms., M will print Mr. If U or blank, it will print <Unknown>.

iCSSJobAlertSummaryBlock – Refers to requisitions that meet the criteria an Applicant has defined in their CSS Job Alerts. iCSSReferralHREF – Refers to the hyperlink of a requisition that an Applicant has ‘Sent to a Friend’ iCSSWelcomeHREF – Refers to the web location of homepage for the CSS module. iHiringMgrHREF-ToApprover – Refers to the hyperlink of a requisition entered via Hiring Manager module that an Approver should use to review the requisition during the approval process. iHiringMgrHREF-ToHiringMgr – Refers to the hyperlink of a requisition entered via Hiring Manager module that the Initiator should use to review the requisition during the approval process. iHiringMgrHREF-ToNewSrchCommitteeMember – Refers to the hyperlink of a requisition entered via

Hiring Mnager module that the New Search Committee Member should use to review the requisition during the recruitment process. iHiringMgrHREF-ToRecruiter – Refers to the hyperlink of a requisition entered via Hiring Manager module that a Recruiter should use to review the requisition during the approval process.

ReqApprovalStatusInfo – Refers to the ‘Status’ of a requisition as it is proceeding through the approval

process.

To delete a Letter, highlight the letter and select the ‘Delete’ button. Confirm the deletion by selecting

OK. Select the ‘Save’ button.

Before deleting a letter, verify iGreentree or any other module (CSS, Hiring Manager module, Resume

Inboxes, or System) is not using the letter. To find out if a letter is in use by a module, look at the same named settings under the Maintenance menu. If a Letter is in use, be sure to change the module settings appropriately.

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Reports Maintenance

Reports are created and modified in Crystal Reports by the iGreentree Report Librarian (for more information see the Using Crystal Reports with iGreentree Manual).

Select Maintenance / Reports.

Add, Delete, and Save changes are options here as in other Maintenance windows.

• Report Name: Each report must have a unique name, describing the information in the report and/or how it is used. Reports with (?) as part of the Report Name will prompt the user to enter the requested information prior to running the Report.

• Check-Out Name: This is the name of the user who has checked out the report for modification.

• Security Group: Please disregard this value as this field is for future use and is not currently implemented in iGreentree.

• Report Group: This option determines where the report will be available within iGreentree.

Module Maintenance

Maintenance topics relating to iGreentree Modules can be reviewed in the Module Maintenance chapter.

The Maintenance menu items found in the chapter include Thesaurus, Resume Inboxes, HiringMgr

Settings, and CSS/ASE Settings.

System Settings Maintenance

The System Settings contains some miscellaneous settings that the iGreentree Administrator can control.

Select Maintenance/System Settings.

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Once selected, the Settings Group System Settings will be automatically displayed on the right-side of the screen.

Company Name – Refers to how you would like your company name to be referenced in various areas of the system.

QuickSearch Result Maximum Rows – Refers to the maximum number of records the system will return when a QuickSearch is performed. For example, if 1000 records match the QuickSearch criteria only the first 500 records will be returned if this value is set to 500. Greentree Systems recommends a value of 500.

QuickSearch Result Threshold – Refers to the number of records that will be returned when a

QuickSearch is performed without a warning window displaying letting the user know the number of records that meet the criteria. Greentree Systems recommends a value of 100.

Req Approval Process Type – Refers to the type of requisition approval process utilized when a requisition is entered via Hiring Manager module. The two options are ‘Parallel’ and ‘Serial.’

Refer to Hiring Manager Module Maintenance for more information.

Route Email Subject Prefix – Allows you to determine the prefix in the subject line of a route.

System Email From Address – Refers to the email address that will populate the ‘From’ field on system generated emails. This email address will be utilized during the requisition approval process and auto-response emails. Typically a generic, send-only email address is created for this purpose.

System Email Login Name – Refers to the email login name for the ‘System Email From Address’ setting notated above. In the above example the login name would be ‘AutoMail.’

System Email Login PWD – Refers to the email password for the ‘System Email From Address’ setting notated above.

System Email POP Port – Refers to the port utilized by incoming email messages.

System Email SMTP Port – Refers to the port utilized by outbound email messages.

System Email SMTP Server – Refers to the name of the mail server utilized for outbound email messages.

Turn On Auditing For Global CSS Questions – Defines whether or not the system should log additions, deletions, and changes made to Global CSS Questions. Greentree recommends this set to ‘Yes.’

Turn On Auditing For Req CSS Questions – Defines whether or not the system should log additions, deletions, and changes made to requisition specific CSS Questions. Greentree recommends this to be set to ‘Yes.’

Turn On Auditing For Req Template CSS Questions – Defines whether or not the system should log additions, deletions, and changes made to a requisition template in regards to requisition specific

CSS Questions. Greentree recommends this to be set to ‘Yes.’

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Turn On OIG Exclusion Processing – Will automatically exclude any applicant from consideration that has an OIG Status of ‘Excluded’.

Use Ratings With Skills – Refers to whether or not the ability to rate Applicant Skills is available.

Altering this setting will not impact stored data.

There are multiple Settings Groups that can be maintained, to view other Groups click on the next to

Setting Groups to view the full list.

Show All

This option will display all miscellaneous Settings that can be controlled here.

App Summary Grids

The Summary Grids refers to the Summary View of an applicant (see Applicant Processing for more information on Summary View). This Settings Group controls the layout of the Summary View of any applicant in the System.

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example, the value of CSS Questions is set to 4, if an applicant has answered CSS Questions (when applying via CSS) the 4 most recent questions will be displayed in Summary View. If the Applicants record does not have any CSS Question Answers associated to them then the grid will state No

Information Available.

If information is not desired on the Summary View than the Value should be set to 0. Information on how to control the information within the grid is described below in App Summary Grid – Details.

App Summary Grid – Details

There are several Summary Grid Sub Sections that can be controlled individually here; Documents,

Education, Experience, Interviews, Letters, Licenses, Objectives, Offers, Reqs, Routes, Skills, Sources

and Tests. Each of these sub sections operates identically and can be used to control the information displayed within the specific Summary Grid.

For Example, the App Summary Grid – Education controls Degree, From, To, Major, School and Entered

Via CSS fields.

If this information is to be displayed (under Education in the Summary View) then the Value should be set to Visible. If the information is not to be displayed then the Value should be set to Hidden. To change a value click in the value column, a button will appear. Click on this button and choose the appropriate value.

Calendaring/Scheduling

The Calendaring/Scheduling setting allows you to automatically attach an appointment calendar file to the e-mail message when this option is set to Yes.

The attached file has a .VCS extension, and in Microsoft Outlook, if you double-click (or open) the attachment, it will try to add the interview appointment to your Outlook Calendar.

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CSS Processing

CSS Password Validation Type – Refers to the type of validation to be utilized by the Candidate Self-

Service (CSS) module when an applicant logs into the system. The two options are: ‘Email Required’ and

‘Email Not Required.’ The latter is recommended if there is any doubt as to whether or not all applicants would have an email account.

CSS Questions Editable After CSS Applicants Applied – Refers to whether or not Req specific prescreening questions may be edited after applicants have been logged to the requisition. The three options are: ‘Do not modify questions or weights,’ ‘Modify questions and weights,’ and ‘Modify weights only.’

CSS Form Submit – Auto Create Req Specific Resume Text Document – Refers to when an applicant applies via CSS but does not include a Resume Text with their application. If the Setting is set to Yes, then the system will take the most recent Resume Text and make a copy, associating it with the requisition so the HM may view it thru the module.

CSS Form Submit – Auto Create Req Specific Resume Text Document To Type – Refers to the above setting, if Yes is chosen then here is where we decide what format the newly copied Resume Text should be created in.

GTS Subscription Services

This is where login/password information is stored if using services provided by Greentree Systems, Inc.

This area should not be modified without instruction from Greentree personnel. Changing this information will result in services malfunctioning.

iGreentree Service

Delete Temporary Files Aging Hours – Several functions in the iGreentree System create temporary files on your PC. This settings determines how long those files are saved before deletion. Greentree recommends deleting these files on a daily basis, therefore 10 hours is the standard recommendation.

EmailProcess Process Threshold – Refers to the number of emails processed per pickup from a

Resume Inbox. For example, the server has been set to pickup Resume Inbox messages every 10 minutes and this setting is 3, the system will pickup 3 emails every 10 minutes. Greentree Systems recommends a value of 3. System performance will be negatively impacted when the threshold is set higher.

OIG Processing

The OIG Processing settings are set up only if your organization subscribes to Greentree’s OIG

Processing Service. These settings were defined upon implementation of your system and should not be modified without consulting Greentree Systems for more information.

Req Summary Grids

The Summary Grids refers to the Summary View of a Requisition (see Requisition Management for more information on Summary View). This Settings Group controls the layout of the Summary View of any

Requisition in the System.

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The Property column refers to the item(s) that can be displayed on the main screen (both Attachments and History). The Value column refers to the number of rows to be displayed if the Property exists. If information is not desired on the Summary View than the Value should be set to 0. Information on how to control the information within the grid is described below in Req Summary Grid – Details.

Req Summary Grid – Details

There are several Summary Grid Sub Sections that can be controlled individually here; Applicants,

Approvers, CSS Additional Links, CSS Questions, CSS Questions, CSS Skills, CSS Uploadable Docs,

Expenses, Holds, Offers, Postings, Search Committee, Search Criteria. Each of these sub sections operates identically and can be used to control the information displayed within the specific Summary

Grid.

Archived Applicants

This area allows you to search on archived applicants, to either view main screen information (no

Attachments, History, etc), restore the applicants, or permanently delete from the system.

Select Maintenance/Archived Applicants

An Archived Applicants QuickSearch screen will appear (similar to normal Applicant QuickSearch screen).

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Input desired search parameters and click Search. To view main screen information click Edit View. To restore, make sure the list of Applicants is accurate, ALL applicants listed will be restored to their original

Filing System, etc.

Next, select Action/Restore

The System will prompt twice to verify that the Applicants should really be restored, click OK to continue.

To permanently Purge the applicants from your system select, Action/Purge or use the quick launch button located on the tool bar. The System will once again prompt twice to verify that the Applicants should be permanently removed. Click OK to continue.

NOTE: Purging Archived Applicants from the System can not be undone.

Archived Hiring Mgrs

This area allows you to view and purge Hiring Managers that have been archived from your System. This are functions identically to Archived Applicants (described above). For more detailed information on searching, restoring and purging please see above.

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Release Notes

The Release Notes from the main Maintenance menu allows an organization to view enhancements made to the iGreentree version that is in use. There is no maintenance required.

Administrator Mass Actions

Apply Template

This action is available for both Applicants and Requisitions, from the List View. It is used to change the same field(s) for a group of records at one time. Only fields populated on the Template will be affected on live records.

example: A new recruiter was just hired who will specialize in recruiting for Programmer positions and needs to have all of these future applicants assigned to them.

First, create the App Template to use. Select App Templates / Add App Template.

Enter data in one or more fields as needed, and Save the new App Template.

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Perform a QuickSearch for all applicants with a status of Future and an Objective of Programmer.

Once the applicant list is returned, select Action /Apply Template, and click on the name of the App

Template previously created. Before selecting OK, verify that all records displaying on the list need to be changed, select OK to run the Action.

The system will prompt for confirmation before the Template is applied, as this is not easily reversed in most instances. To proceed, select OK.

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A message confirming the Action was completed will appear. The listed records now have the new data, overwriting any data that was previously in the affected field(s).

NOTE: The Apply Template Action works the same way for Requisitions.

Change Filing System

This action is available for both Applicants and Requisitions, from the List View. It is used to move a selected group of records from one Filing System to another. Completing this Action will cause each of the affected records to be re-numbered according to the Mask of the new Filing System. example:

Hired Applicants who are in the External Filing System applied for promotions and thus need to become records in the Internal Filing System.

Perform a QuickSearch for all Applicants with a Status of New Hire and a Filing System of External.

Once the applicant list is returned select Action /Change Filing System, then select the Filing System to which the Applicants should be moved, Internal Applicants. Before selecting OK, verify that all records displaying on the list should be moved, then select OK to run the Action.

A message confirming the Action was completed will appear. The listed records now are a part of the selected Filing System, with a new ID number assigned to them. This is the ONLY way to change the ID number for an Applicant, or the Req Number for a Requisition.

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NOTE: The Change Filing System Action works the same way for Requisitions. Requisitions cannot be moved into another Filing System if the new Filing System has a Mask that contains a “?”. See Filing

System Maintenance for more information.

Purge

This action is available for Applicants, Requisitions, Sources, Hiring Managers, and Templates from the

List View. This is used to permanently remove old records from the database. Purge is typically performed annually and usually at least one full year's worth of data is kept in the system for reporting purposes. Purging policies and procedures, including frequency should be outlined and understood by all team members. It is recommended that the Purge function should be restricted to certain users, to avoid

accidental removal of records.

Purging large quantities of old data may improve system performance. However, attempts to purge too many records at once may result in a “purge failed” message due to a system timeout. If this occurs, try multiple purges of smaller record sets.

IMPORTANT: ALWAYS make sure there is a recent, complete, permanent backup of the

iGreentree database before purging any data.

example: It is the end of the second calendar year using the iGreentree system, and management wants to be rid of Applicant records that were entered more than a year ago.

Perform an Applicant QuickSearch to find the Applicants who were entered Last Year.

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Once the applicant list is returned select Action / Purge, or use the quick launch button located on the tool bar. By now the Applicants should have been reviewed to make sure that no recent activity has occurred, and that all records can be Purged. If there are some that should be removed, highlight each record and hit the Delete button on the keyboard. This will remove them from the Purge list, but they will remain in the database for reference. Select OK to proceed.

Purge will remove not only the Applicants, but also any reference to these Applicants in Req, Source, or

Hiring Mgr History. Purge cannot be undone, so it asks for confirmation twice before actually performing

the purge. Select OK to proceed.

If confident these records should be permanently deleted (along with all their history), then choose to run the action. Select OK to proceed, if these records are no longer needed in the database.

The selected records will no longer be available in the iGreentree system, as confirmed by the message window.

NOTE: The Purge Action works the same way for Requisitions, Sources, Hiring Managers, and

Templates.

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Create CSS UserID and PWD

This action will allow the user to assign system generated CSS UserID and Passwords to individuals that have an e-mail address. The system will send an e-mail to the applicant informing them of the newly created information. (Contents of this letter controlled by your organization see Letters Maintenance for more information.) If a UserID and Password already exist the system WILL NOT create or override their current information.

To begin, select Create CSS UserID and PWD from the Action main menu.

The User will now need to identify the CSS Web ID for these applicants, usually internal or external although other options may be available. Once the Web ID has been selected click OK to continue, the user will be notified with the action is complete.

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Module Maintenance

Hiring Manager Module

Hiring Manager module is a tool that allows Hiring Managers to submit a requisition into iGreentree and automate its approval on-line. Each Manager has a password that enables them to log into the Hiring

Manager module web page. The approval process is facilitated by email notifications to each approver with links back to the approval page within the Hiring Manager module.

Maintenance functions for the Hiring Manager module will typically be performed by the iGreentree

Administrator.

HiringMgr Settings

iGreentree Maintenance/HiringMgr Settings is where organizations define which filing systems, letters, status codes, etc. will be used for the Hiring Manager module.

Sample HiringMgr Settings Setup:

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Web ID:

If using one Hiring Manager web, Web ID will typically be set to HiringManager. However, the Web ID can be modified to reflect specific Hiring Manager web sites.

Active/Inactive:

Defines whether the Hiring Manager module is available for use. Active will make the module available to Hiring Managers who have a valid ‘User Name’ and ‘Password’ set up (see Chapter 2 - Hiring Manager

Requisition Management). InActive will deactivate the module and Hiring Managers will not be able to use the module. This setting is often used when maintenance is being done to this web or the server that is hosting the web(s).

Req Filing System:

Defines the requisition filing system for requisitions entered via this Hiring Manager web. The filing system will determine the numbering used upon requisition submission. NOTE: Only filing systems that are set up with automatic number assignment may be utilized (i.e. no ‘?’ may be used in the filing system mask).

Recruiter:

Defines the recruiter to automatically be assigned to requisitions entered via this Hiring Manger web.

Some systems are designed for the Hiring Manager to select a recruiter when completing the on-line requisition. In that scenario this field would be left as [None].

ReqStatus on Submit:

Defines the requisition status to be given to requisitions submitted by the Hiring Manager. “New Req – In

Approval Process” is a commonly used ReqStatus code for this field.

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ReqStatus on Approved:

Defines the requisition status to be given to requisitions once the ENTIRE designated approval process has been successfully completed. “New Req – Approved” is a commonly used ReqStatus code for this field.

ReqStatus on Not Approved:

Defines the requisition status to be given to requisitions if one or more approvers reject it. “New Req –

Disapproved” and “New Req – Rejected by Approver” are commonly used ReqStatus codes for this field.

Make Offer Default AppStatus:

Defines the default ‘Applicant Status’ field value to display on the ‘Make Offer’ form when a Hiring

Manager selects the ‘Make Offer’ menu option in the Hiring Manager module. “Offer Outstanding” is a commonly used AppStatus code for this field.

Make Offer Default ReqStatus:

Defines the default ‘Requisition Status’ field value to display on the ‘Make Offer’ form when a Hiring

Manager selects the ‘Make Offer’ menu option in the Hiring Manager module. “Offer Outstanding” is a commonly used ReqStatus code for this field.

Make Offer Default Selected Result:

Defines the default ‘Result for this Req’ field value to display on the ‘Make Offer’ form when a Hiring

Manager selects the ‘Make Offer’ menu option in the Hiring Manager module. “Offer” is a commonly used

Result code for this field.

Hire Default AppStatus:

Defines the default ‘Applicant Status’ field value to display on the ‘Hire’ form when a Hiring Manager selects the ‘Hire’ menu option in the Hiring Manager module. “New Hire” is a commonly used AppStatus code for this field.

Hire Default ReqStatus:

Defines the default ‘Requisition Status’ field value to display on the ‘Hire’ form when a Hiring Manager selects the ‘Hire’ menu option in the Hiring Manager module. “Filled” is a commonly used ReqStatus code for this field.

Hire Default Selected Result:

Defines the default ‘Result for this Req’ field value to display on the ‘Hire’ form when a Hiring Manager selects the ‘Hire’ menu option in the Hiring Manager module. “Hired” is a commonly used Result code for this field.

Hire Default Non-Selected Result:

Defines the default ‘Assign Result for other Apps’ value to display and then assign to all checked applicants, when the “Assign Result to Non-Selected Applicants” button on the ‘Hire’ form, is selected when the ‘Hire’ menu option is displaying in the Hiring Manager module. “Reject Alternate Selected” is a commonly used Result code for this field.

HiringMgr Web Url:

Defines the web location of the Hiring Manager module. Typically it will be similar to the following:

[YourCompanysiGreentreeWebServer]/HiringMgr/. Check with the web server administrator if unsure of this value.

Msg to Submitter: Interim Req Status:

Defines which letter will be emailed to the requisition’s Submitter (initiator) every time there is an approver status change. For example, if Approver1 approves (or disapproves) the requisition, the letter HM Req

Approval Note to Submitter Interim will be emailed to the initiating Hiring Manager. The data insert item,

«iHiringMgrHREF-ToHiringMgr», must be defined in this letter if a hyperlink is to be embedded in the email to allow the Submitter direct access to the Hiring Manager requisition approval screen. The Letter

Action assigned to this letter must be ‘Req Approval Review Interim.’ This Action should only be defined for one letter.

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Msg Subject Line: Interim Req Status:

Defines the beginning text of the Subject Line for all interim approval emails sent to the Submitter. For example, “Your Req has received a Status Change” is added on the Subject line the initiating Hiring

Manager would receive the following email heading:

Msg to Submitter: Req Approved:

Defines which letter will be emailed to the requisition’s initiator once all designated approvers have given their approval. The data insert item, «iHiringMgrHREF-ToHiringMgr», must be defined in this letter if a hyperlink is to be embedded in the email to allow the Submitter direct access to the Hiring Manager requisition approval screen. The Letter Action assigned to this letter must be ‘Req Approval Review

Completed to HiringMgr.’ This Action should only be defined for one letter.

Msg Subject Line: Submitter Req Approved:

Defines the text of the Subject Line for emails sent to notify requisition Submitters that their requisition has been fully approved.

Msg to Approvers: Approval Needed:

Defines which letter will be emailed to designated approvers notifying them to review a submitted requisition. The data insert item, «iHiringMgrHREF-ToApprover», must be defined in this letter if a hyperlink is to be embedded in the email to allow the Approver direct access to the Hiring Manager requisition approval screen. The Letter Action assigned to this letter must be ‘Req Approval Review

Request.’ This Action should only be defined for one letter.

Msg Subject Line: Approval Needed:

Defines the text of the Subject Line for emails sent to notify requisition Approvers that a requisition is available for their review and approval.

Msg to Recruiter: Req Approved:

Defines which letter will be emailed to the designated recruiter when a requisition has been fully approved. The data insert item, «iHiringMgrHREF-ToRecruiter», must be defined in this letter if a hyperlink is to be embedded in the email to allow the assigned Recruiter direct access to the Hiring

Manager requisition approval screen. The Letter Action assigned to this letter must be ‘Req Approval

Review Completed to Recruiter.’ This Action should only be defined for one letter.

Msg Subject Line: Recruiter Req Approved:

Defines the text of the Subject Line for all emails sent to notify requisition Recruiters that their assigned requisition has been fully approved.

Msg to Recruiter: Offer Made:

Defines which letter will be emailed to the designated recruiter when a Hiring Manager has extended an offer to an applicant against a requisition that is assigned to them. The Letter Action assigned to this letter must be ‘Hiring Mgr Notify Recruiter Offer Made.’ This Action should only be defined for one letter.

Msg Subject Line: Recruiter Offer Made:

Defines the text of the Subject Line for all emails sent to requisition Recruiters notifying them that a Hiring

Manager has extended an offer to an applicant against a requisition that is assigned to them.

Msg to Search Committee: Added to Req

Defines which letter will be emailed to the listed Search Committee Members when they have been added to the requisition. The Letter Action assigned to this letter must be ‘Hiring Mgr Search Committee

Added to Req.’ This Action should only be defined for one letter.

Msg Subject Line: Committee Added to Req

Defines the text of the Subject Line for all emails sent to Search Committee Members notifying them that they have been added to the Requisition as a Search Committee Member.

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Msg to Search Committee: Deleted from Req

Defines which letter will be emailed to the listed Search Committee Members when they have been removed from the requisition. The Letter Action assigned to this letter must be ‘Hiring Mgr Search

Committee Deleted from Req.’ This Action should only be defined for one letter.

Msg Subject Line: Search Committee Deleted from Req

Defines the text of the Subject Line for all emails sent to Search Committee Members notifying them that they have been removed from the Requisition as a Search Committee Member.

Msg Email Output Format:

This field offers two choices of format for the email output of all automated hiring manager letters. The

Email:HTML Format in Msg Body allows hyperlinks to be used within the emails.

The following are additional steps required to implement the Hiring Manager module:

1. Modify the required form letters in Maintenance/Letters.

The following letters are provided standard in all iGreentree Systems for use with the Hiring

Manager module:

2. Add required code values to CodeTypes: AppStatus, ReqApprovalStatus, ReqStatus, and Result in Maintenance/Codes. Be sure to define all ‘Additional Properties’ for each of the code values.

3. Define which potentially available applicant documents in iGreentree should be viewable by the

Hiring Manager via the Hiring Manager module in Maintenance/Doc Types/DocType.

4. Identify the ‘Req Approval Process Type’ in iGreentree Maintenance/System Settings.

Parallel: All designated Approvers must review and approve the requisition.

Serial: Designated Approvers are assigned an approval hierarchy. For example, if Approver3 approves the requisition, this will override the need for Approver1 and Approver2 to review and approve the requisition.

5. Add Hiring Manager records in iGreentree Hiring Mgrs section.

At a minimum, Hiring Manager records in iGreentree need to have the following fields populated:

FirstName, LastName, Title, valid Email address, User Name, and Password.

Candidate Self-Service Module

Candidate Self-Service (CSS) is an iGreentree module that provides Applicants with real-time access to view and apply for existing job openings while also making available to them a tool that allows them to set job alerts for future openings. A candidate who applies can return at a later date to follow up on the status of their application and/or to update their information. CSS stores the information entered by the applicant so that it can be accessed and used when applying for other positions thus avoiding the need to complete another application from scratch.

Most of the maintenance functions for the Candidate Self-Service Module will be performed by the iGreentree Administrator.

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CSS Settings

iGreentree’s Maintenance/CSS Settings is where organizations define which filing systems, results, letters, etc. will be used for a particular web. Also defined will be the criteria for which positions will post to the specific CSS and what requisition information will be displayed for the applicant’s review/consideration.

Sample CSS Settings Setup:

Oftentimes companies will elect to have multiple CSS applications (Web ID) created. For example, they may tailor one specifically for external applicants and another for their internal applicants. In addition to tailoring differently, the option exists to set different settings for each Web Id in Maintenance. This enables the module to be very flexible in accommodating the differences between the applicants utilizing the application AND the differences in where they might be going to get to the module. For instance, the external CSS is usually linked to a company’s internet website and/or it may be accessed by applicants at a kiosk. The internal CSS is likely going to be linked to through the intranet.

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Setting Properties and Descriptions

• Active/Inactive: Identifies whether or not the CSS Web ID is active. This is often used during web site maintenance.

By: Identifies the name that will appear in the Entered By field on the Applicant screen for each Applicant that is added from this CSS Web ID. The usual value for this property is CSS.

System: Identifies the Filing System into which applicants who apply to this CSS Web ID will be placed.

ReqResult: This identifies the result value which will be assigned to each applicant who completes an application for a specific job from this CSS Web ID and passes the built in prescreen (if no prescreen is used they will be assigned this result too). The result value will be assigned to the specific requisition selected by the applicant before submitting the application (i.e. the one they were logged by this application). This result will be viewable in iGreentree by going to the Applicant’s Reqs

Applied For History or by viewing the Requisition’s Applicants History. NOTE: If your organization utilizes the “Set Other App/Req Results To” in the Hire/Fill Action the Result will not be updated for records that were populated by this default.

ReqResult: This identifies the result value which will be assigned to each applicant who completes an application for a specific job from this CSS Web ID and fails the applications prescreen.

The result value will be assigned to the specific requisition selected by the applicant before submitting the application (i.e. the one they were logged by this application). This result will be viewable in iGreentree by going to the Applicant’s Reqs Applied For History or by viewing the Requisition’s

Applicants History.

ReqResult: This identifies the result value assigned to a specific requisition for which the applicant applied and then chose to withdraw via CSS. This result will be viewable in iGreentree by going to the Applicant’s Reqs Applied For History or by viewing the Requisition’s Applicants History.

• Search Append Criteria: This specifies the formula that further defines the Requisitions which will be included in the results of an Applicant’s CSS “Search By Job Number” or “Search Jobs” search.

• CSS this entry as this entry must match the AppRoot entry in the Global.asa.

• Msg: Added Profile: This setting identifies the letter which will be emailed (if they provide an email address) to an applicant who creates a User Name and Password in CSS.

• Msg: Subject Line: Added Profile: This will be the subject for the Added Profile email.

• Msg: Application Received: This setting identifies the letter which will be emailed (if they provide an email address) to an applicant, who passes the application prescreen (or if there was not an application prescreen), upon successful submittal of their application.

• Msg: Subject Line: Application Received: This will be the subject for the Application Received Letter.

• Msg: Application Received but Disqualified: This setting identifies the letter which will be emailed (if they provide an email address) to an applicant who fails the application prescreen upon successful submittal of their application.

• Msg: Subject Line: Application Received but Disqualified: This will be the subject for the Application

Received but Disqualified email.

• Msg: Job Alert: This setting identifies the letter which will be emailed (if they provide an email address) to an applicant who has previously set up a Job Alert to notify him/her of a new job match.

• Msg: Subject Line: Job Alert: This will be the subject for the Job Alert email.

• Msg: Email a Friend: This setting identifies the letter which will be emailed immediately to the email address provided by an applicant using the Email a Friend capability in CSS.

• Msg: Subject Line: Email a Friend: This will be the subject for the Email a Friend email.

• Msg: Send Password: This setting identifies the letter which will be emailed immediately to an applicant who has forgotten their User ID and/or Password and is requesting the information be sent.

• Msg: Subject Line: Send Password: This will be the subject for the Send Password email.

• Msg: Email Output Format: This is the format which the CSS Letters will be generated. Greentree recommends HTML Format in Message Body as this will allow hyperlinks to be imbedded into the emailed letter verbiage.

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CSS View Menu

View settings can be set for each CSS Web ID. To define the View settings for a particular Web ID, highlight the CSS Web ID to be edited and click .

CSS Categories

These settings determine what the applicant views in CSS Browse Jobs and the selected categories

Results.

• View/SQL refers to an existing database SQL query that defines a specific view created in SQL

Server to retrieve requisitions corresponding to the category. The query further defines what fields are displayed in the selected categories Results.

• Display Name refers to the category title that the applicants will see.

• Image File Name refers to the image that will be displayed next to the Display Name. Greentree recommends these images be 1 inch x 1 inch (not required).

• Display Order refers to the order the categories are to be displayed. They will be displayed by numerical order however it is not necessary for the numbers to be consecutive, as shown below.

The above settings would translate to the following display in CSS Browse Jobs and the selected categories Results:

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CSS Search Fields

These settings determine which requisition fields will be available to an applicant in CSS Search Jobs and

CSS Job Alerts. These fields can be used to dynamically define a search to return only requisitions that meet their search criteria. Fields used in CSS Search Fields must be coded fields (with the exception of

Keyword which will allow searching of the Job Description).

• Field Name refers to the field name (code type) as defined in the database.

• Display Name refers to the field title to be seen by applicants.

• Display Order refers to the order the field queries are to be displayed. They will be displayed by numerical order however it is not necessary for the numbers to be consecutive.

• Max Selectable defines the maximum number of codes that can be selected from this field.

• Display Rows defines the height of the display box. However, when the Max Selectable value is equal to 1, the value identified in Display Rows is ignored and only one row will display. In addition, if the Max Selectable value is greater than 1, the number of rows displayed will always be 3, unless the Display Rows value is set to a number greater than 3, in which case the Display

Rows value will be used.

The above settings would translate to the following display in CSS Search Jobs.

NOTE: It is also important to complete the ‘Additional Information’ window for all ReqStatus codes. If this information is not completed, the module will not work correctly. The three ‘Additional Information’ pieces under each ReqStatus code include IsClosed, IsOpen, and IsPendingApproval. By design, only requisitions with a ReqStatus that has IsOpen set to “Yes” are available for posting to CSS.

CSS Search Result Columns

These settings identify the column information that will be displayed when a list of available requisitions is returned.

• Field Name refers to the field name as defined in the database.

• Display Name refers to the column title as seen by applicants.

• Display Order refers to the column order that information will be displayed. They will be displayed by numerical order however it is not necessary for the numbers to be consecutive.

• Allow Refined Search defines whether or not a field can be used in further defining a search results. A “Yes” translates to the field being available in the refine search; “No” translates to the field not being available in the refine search.

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The above settings would translate to the following display in CSS Search Jobs Results.

CSS Job Detail Fields

These settings identify the field information that will be displayed when a specific requisition is selected from the search results. This information is presented to the applicant in the form of a Job Detail page.

• Field Name refers to the field name as defined in the database.

• Display Name refers to the column title as seen by applicants.

• Display Order refers to the column order that information will be displayed. They will be displayed by numerical order however it is not necessary for the numbers to be consecutive.

• Include in Title defines whether or not the field data should be included in the title of the Job

Detail page. A “Yes” translates to the field being included in the title; “No” translates to the field not being included in the title.

The above settings would translate to the following display in CSS Job Detail.

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CSS Job Alert Fields

These settings define the data that will be included in the iCSSJobAlertSummaryBlock letter insert. This letter insert is often used in the Job Alert emails that are generated to inform applicants of newly posted positions.

• Field Name refers to the field name as defined in the database.

• Display Name refers to the column title as seen by applicants.

• Display Order refers to the column order that information will be displayed. They will be displayed by numerical order however it is not necessary for the numbers to be consecutive.

The above settings would translate to the iCSSJobAlertSummaryBlock insert which was used in the following Job Alert email.

CSS Global Questions

These settings identify prescreen questions that will be asked of every applicant who applies for a job through the selected CSS Web ID. The applicants will be required to answer the questions and will not be able to continue on to the application if they choose not to answer them.

The questions may be essay, multi-select (allows for selection of multiple answers), multiple choice, single entry, source, or yes/no. To add a prescreen question click the open that asks for the question type to be selected.

button. A window will

Select Essay and click . A question will be added with the temporary label “New Question#”

(where # is equal to the total count of existing questions plus 1). Click on the temporary question label and type over it with the actual question to be asked.

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No answer needs to be identified as an Essay question will provide the applicant with a large text box for answer entry.

Click the information.

button to save the Global Question and to actively start asking applicants for this

Single Entry, Source, and Yes/No questions will be entered in much the same way as the Essay questions. No answer needs to be provided as the Single Entry will have a text box for the applicant’s answer and the Source question will provide the applicant with the Source Type coded list. The Yes/No questions will automatically be set up with Yes and No answer choices.

When adding Multi-Select or Multiple Choice questions, answers must be identified. For example:

First, add a prescreen question by clicking the button. When the window opens asking for the question type select Multi-Select. A new question will be added to the table with the temporary question label.

Edit the temporary question label to read “Select all of the following that apply to you:” Then click the

button to be allowed to enter the first possible answer. A temporary label for the answer will be inserted. Click the temporary label and type over it with an answer. The Display Order will default to 1.

Click again and insert another. Repeat until there are four answers. Display Order refers to the column order of the information when displayed for the applicant. They will be displayed by numerical order however it is not necessary for the numbers to be consecutive. Click

Global Question and actively start asking applicants for this information.

to save this

If a question is created incorrectly it can be cancelled before the save by clicking the button. If the question has been saved, the actively asked of applicants.

button must be used to stop the question from being

Source Question Style, the answers are stored in the CSS Question Answers History (source responses will populate the applicant’s Sources History).

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CSS Global Questions Audit

Is a non-editable history of the changes that have been made to Global Questions in the CSS Global

Questions. Details of any questions that have been added or deleted will appear here (questions that are canceled before they are saved will not be recorded).

• Description will identify the change that occurred including whether it was an addition or delete and the specific details of the change.

• Updated identifies the date and time of the change.

• Updated By identifies which user made the change.

Copy to New

Allows the user to copy an existing Web ID in order to create an identical Web ID.

Enter the name of the CSS web being added on the New Web ID field. Select the existing CSS Web ID that is to be copied. Click OK.

A new CSS Web ID has been added. The Setting Properties for this Web ID will be populated exactly like the Web ID which was copied.

Resume Processing and ScanStation Maintenance

Thesaurus Maintenance

A Thesaurus is a set of codes to be used for Resume Processing. Separate Thesauri can be created for different types of Applicants who apply, limiting the codes the system has to search for to those that are appropriate for that type of Applicant.

Create and Modify Thesauri

The system looks for a great deal of information when it analyzes resumes. Sometimes it may find information that is not applicable for particular Applicants. So establishing thesauri for each of the major types of Applicants who apply can help the system find only the most appropriate information for each

Applicant.

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Choose Thesaurus from the Maintenance menu.

Choose from the Thesaurus window.

Create a name for the new Thesaurus and click OK.

Now select Codes for each of the Code Types available on the right. Degree is already highlighted, so the Degree codes are displayed at the bottom of the window.

Select any and all codes that might be appropriate for sales applicants, and move them to the Selected column using the arrows between the columns. Double clicking on a code will also move it to the

opposite column.

HINT: With the cursor already in the column to be selected from, type the first letter of the code needed

to jump to that section of the code list.

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For Degrees, it may be that ALL of the Codes are appropriate for this thesaurus. If so, use the double-

to move them all. arrow button

This button may be useful when most of the codes are needed, then the user could move individual codes one at a time using the single arrow that points back to the left.

The most important Code Type to set for each Thesaurus is usually Skill. Select Skill from the list of Code

Types at the top right and then pick the appropriate skills from the list using the arrows.

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Synonyms

There is often more than one way to say the same thing. Synonyms are used to enable the system to find variations of the same code with an Applicant’s resume and standardize how it is presented to the users. This in turn allows the user to simplify their search for Applicants by using the standardized term.

Greentree recommends using the most common term as the code. Synonyms should be created for each code so Applicants who utilize another term for the code are updated with the code.

Synonyms Maintenance can be used to Add, Delete, and change any of the Synonyms used for

Resume Processing.

Select the Synonym tab from within the Thesaurus window.

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At least one Synonym must be included for each Code. The Synonyms are what the system actually

looks for in resume processing.

Add a new Synonym for the Administrative Asst Objective, such as Executive Assistant. Then highlight and Delete the Clerk synonym that is not specific enough to avoid being picked up incorrectly (i.e. Sales

Clerk would be found). Then change the existing Clerical to Clerical Assistant using the Edit Button.

Make sure the Admin Asst Code is included in all appropriate Thesauri by checking the box next to the pertinent Thesaurus names.

The Skills, Degrees and Objective Codes are defined in Codes Maintenance. However, the synonym is what the system searches for when it analyzes a resume. For instance, if the Skill Code is Spreadsheet and the Applicant's resume says Excel, what happens? That will depend on what Synonyms were identified for the Skill Code Spreadsheet. If the Synonyms contain Excel and Spreadsheets the system will populate the applicant’s record with a Skill Code of Spreadsheet. However, if Excel is not a Synonym of the Skill Code Spreadsheet the applicant’s record will not be given the Skill Code of Spreadsheet.

Example: The Degree Code Bachelors would be loaded into the Applicant record if any of the following phrases were found in the Education section of the resume and appropriate Synonyms had been set for this Degree Code:

• BS

• Bachelor Degree Computer Science

• BS Computer Science

• BS

• Bachelors in Computer Science

• Bachelor Degree in Arts

Keep Synonyms Simple

When iGreentree is looking in the resume for synonyms, case is ignored. The following noise words are also ignored within phrases: in, of, the, or, if, when, where, has, is, at, and, will and have. If the noise word is included in the synonym, then the noise word must be part of the text or it will not be found.

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example: If iGreentree finds Bachelor of Science in the resume text, it will ignore the 'of', and will assume it means Bachelor Science, which is one of the synonyms for Bachelor. However, if BS in

Computer Science were the entry in the synonyms, BS Computer Science in a resume would NOT be found unless BS Computer Science is also in the synonyms.

Sometimes a synonym can be kept short and simple, like Bachelor, letting the system find it within a phrase, like Bachelor of Science. This will help avoid creating more synonyms than are actually needed, and allow the system to analyze resumes faster when it has fewer synonyms to check.

However, sometimes a longer phrase may be needed to clarify exactly what the system should look for.

example: The simple synonym AS may seem at first glance to be a good synonym for Associates

Degree. But after processing the first few resumes, it will quickly become apparent that it is finding an

Associates Degree for every Applicant who mentions the word as in their Education section. To avoid this, the synonym should be changed to AS Degree, and maybe A.S. Degree.

Case, Spacing, and Punctuation

The system will find the data whether the synonym is in upper or lower case.

The system looks for synonyms as separate words and/or phrases. If a synonym is entered called

database but the applicant has data base on their resume the skill will not be found. If both words should be detected the synonyms should include both database and data base as synonyms for the skill code

Database. Keep this in mind for any word or phrase that is sometimes shown as one word, and other times as two.

Spacing and punctuation DO matter. Punctuation (period, comma, ampersand, etc.) is ignored within phrases in the resume text. This is another item to consider when creating synonyms, especially for

Degree codes. For example, one applicant may list their Bachelor of Science degree as BS, and someone else may put B.S. Only a single synonym is needed to capture both of these: BS, since the system will ignore punctuation if it is not put into the synonym. Be careful though, as a resume that has

B. S. would not be found due to the space between the B. and the S.

However, there may be times when punctuation IS included in the synonym, and the system will only find the code if that punctuation is there. Again using a Degree example, this time for a Masters of Science.

If a simple synonym of MS is used, it would find MS degrees, but it might also find mentions of MS-DOS, the state of Mississippi, and even Ms. Within a cover letter, such as Dear Ms. Recruiter. This is a good example of an occasion where the synonym SHOULD include the punctuation to avoid these other "MS" things that should not be found.

Another way to avoid getting other MS things is to create synonyms like MS Degree and MSN, longer

words and phrases that are more likely to refer to the degree.

Wildcard and Within

The synonyms can be set up to utilize the wildcard. A synonym that contains a wildcard will find any words that begin with an exact match of the characters before the asterisk.

example: The synonym is Program*. A resume that contains Program, Programmer, and/or

Programming would be identified and the Applicant’s record given the Programming Skill Code that contains the above Synonym.

Synonyms can also be set up to utilize within statements. A within statement tells the system to find a synonym that is within so many words of another word. The within statement can search up to 9 words before or after the word to be found. The format must be as follows: word w/5 word. A synonym can use the wildcard function or the w/# function, but not both within the same synonym.

example: The synonym is Access w/3 Excel. This Synonym will find any of the following:

• Computer Skills: Access, Excel, Word, PowerPoint

• Computer Skills: Excel, Word, PowerPoint, Access

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However, they system would not find the following:

• Computer Skills: Access, Dbase, PowerPoint, Word, Excel

• Responsible for providing and monitoring customer access to the vault.

Resume Analyzer uses FuzzySearch Technology

iGreentree uses FuzzySearch technology when searching for data in resumes. FuzzySearch looks for both the exact phrases listed as a synonym, and also phrases that are very close, only a letter or two different. This technology is useful when there are OCR errors, because a code that might not have been found when looking for an exact phrase is still found using FuzzySearch despite OCR errors.

The FuzzySearch level in Resume Analyzer can be set by adjusting the Resume Inbox Properties.

example: The synonym is recruiter, but the code is still found on a resume that mentions recruited.

example: A synonym of Personnel would still find the code even if OCR erroneously reads the word as persomel.

FuzzySearch syntax can be used in Synonyms too:

example: To find Programming, Programmer, or Programmer/Analyst, use a single Synonym of

programm*.

example: To find the word computer within 4 words of the word bachelor, use a single Synonym of

computer w/4 bachelor.

The Code as its own Synonym

The code itself often needs to be included as its own synonym. The system default places a code into its own synonym list. However, there may be occasions where the code should NOT be its own synonym for itself, for instance when the code itself might be found incorrectly (see Beware of Multiple

Meanings below).

example: In Maintenance, a Degree code called Bach might exist. The exact phrase Bach is not likely to be on anyone's Resume, so is not needed as a synonym, but bachelor would be a good synonym.

Beware Multiple Meanings

example: A Skill called C (a programming language) with a synonym of C is not recommended. This synonym would find every instance of C on the resume, such as Item C or Washington, D.C and give ALL those Applicants a Skill of C. Therefore, delete the synonym C, and create synonyms such as C

programming, C, (with a comma) and C language.

Partial Words not Found

example: If Networking needs to be found as a Skill, a Synonym of Network would not find it, but

Network* would.

example: Some people write database as one word, some write it as two. So include both database and

data base in the Synonyms for this Skill.

Number of Synonyms

iGreentree can hold an unlimited number of synonyms (as long as there is disk space). However, the more synonyms it has to search for, the longer the Analyze process will take. So for efficient processing, only include the common words and phrases that are typically used in resumes.

Sections

Sections tell iGreentree where to look in the resume for each type of data.

example: Suppose an Applicant has a skill of Applicant Tracking. If Experience has not been identified as a section of the resume, the system will search the entire resume for the phrase Applicant Tracking.

However, if iGreentree has been set up to look in the Experience section for Skills, it will process more quickly since it has a smaller amount of text to search. Synonyms are also set up for each Section since people identify the sections of their resumes using different phrases.

Select the Section tab from within the Thesaurus window.

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Once sections are set to find the data that is needed from the resumes received, the need to revisit this

set up should be rare.

Section Maintenance should be reviewed in all new systems. A few adjustments might make a difference in how the system will analyze future resumes.

Education and Experience are usually the most important sections to set for processing resumes. So highlight the Education section, and check which Code Types are being found for this section. Adjust the

Code Types as needed. Also Add, Edit, and Delete synonyms for this Section as needed.

Resume Processing and ScanStation Modules

Resume Inboxes

This is used to set options for how the iGreentree system will process resumes that come directly from email via Automatic Resume Processing (ARP).

ARP currently only works with Internet email. If another type such as MAPI is used, contact Greentree for possible workarounds. In the meantime, review the Resume Processing chapters for other options to get emailed resumes into the system. Also, see the Applicant Entry chapter for more information about ARP and other options for processing resumes.

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The above image displays all properties that can be set for each Resume Inbox:

Name: The name of the inbox that will collect a particular type of resumes. There can be several different inboxes if different types of resumes will need different properties defined as explained below.

• Active\Inactive: Signals to ARP if this inbox should be checked for resumes. If set to Active, ARP will collect resumes from the identified inbox. Otherwise ARP will not collect resumes from the identified inbox.

System: Identifies the Filing System in which applicants will be placed if a possible duplicate record does not currently exist.

Duplicates: Identifies how a possible duplicate applicant record is to be handled: Ignore,

Merge, or put into an alternate Filing System.

Validation: Identifies the grouping of applicant fields that are to be used as criteria in determining a duplicate applicant record. Options that include Last Name, First Name, And First

Initial require an exact name match; this does not use Soundex. Options that include Addr1 require an exact string match on the first line of the address, and options including Email and/or

SSN require an exact match.

• Dups Filing System: Identifies the Filing System in which the applicant record will be placed, if it is determined to be a possible duplicate and Process Duplicates is set to “Use Alternate Filing

System”. Greentree recommends that someone regularly go through the process of merging actual duplicates and moving new applicants to a standard Filing System. If a separate Filing

System is used for duplicates that come from ASE, the same Filing System can be used for the

ARP duplicates.

• Resume Min Flds: Identifies the minimum field information the processor must be able to identify from a submitted resume in order to create a valid applicant record.

• Thesaurus: Identifies the Thesaurus to be used by the resume analyzer for all resumes submitted to this inbox. This property may need to be taken into consideration when deciding if multiple inboxes are necessary.

Template: An Applicant Template can be created and set as an inbox property to automatically enter applicant data that will be the same for all applicants submitting a resume to

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this inbox. For example, a template that has a particular Source identified, and a particular

Recruiter assigned. This option can be turned on or off as needed. Also, this property may need to be taken into consideration when deciding if multiple inboxes are necessary.

• Auto Response Letter: Identifies the letter to be sent automatically (via email) to an applicant once a resume has been processed by iGreentree. This letter can be inbox specific and is defined by the letter selection under Letters in Maintenance.

Via: Identifies how the Auto Response Letter will be sent back to the Applicant after they submit a resume. Currently, the only option is Email. If Email is not selected, no response letter will be sent.

• Default finds a reference to a specific requisition. This result is applied only to the requisition identified in the current email. If your organization utilizes the “Set Other App/Req Results To” in the Hire/Fill

Action the result will not be updated for records that were populated by this default.

• Notify On Error: This property works in conjunction with the Resume Min Flds property. If the analyzer cannot find the identified minimum applicant information, the email will be rejected and sent to this inbox. This erred resume inbox should be an inbox that an HR representative can easily monitor. It can be their inbox address. This representative will be the one to correct and resubmit erred resumes. For information regarding Handling Erred Resumes, refer to chapter 6.

• Log To Open Req: If Resume Analyzer finds a reference to an open requisition within the email being processed, the applicant will automatically be logged to the requisition if this property is set to True. If it is set to False, Resume Analyzer will not look for open requisitions to log applicants to.

Server: Identifies the email POP3 server name or IP address (e.g. mail.greentreesystems.com). Usually the IT Department determines what to enter here, as well as the next two properties.

Name: Identifies the email inbox login name. For example, [email protected],

‘careers’ is the Login Name

• Password: The email inbox password. This allows the processor to log into and retrieve all resumes sitting in the inbox.

• Fuzzy

• Fuzzy Search Level: Sets the level of Fuzzy Search (higher number = fuzzier) the processor is to use. In other words, how closely an identified resume text string must match an identified text string in the thesaurus before the thesaurus value is assigned to the applicant record.

Lowest (0) is best used for text files

Low (1) works well for emailed resumes

High (2) is utilized for OCR’d resumes

Highest (3) is typically reserved for faxes

• Create CSS UserID and Password: Determines if new applicants entered into the system via this

Resume Inbox should have a UserID and Password automatically generated.

• CSS Website ID: Determines which CSS Site the applicants will be associated with (Most likely

Internal or External)

• CSS New UserID Response Letter: Determines which letter (if any) will be e-mailed to applicants who are entered via this Resume Inbox.

• Msg Subject Line: CSS New UserID: Determine the subject line to be used in the e-mail mentioned above.

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Appendix

Glossary of Terms

Action

Function used to update data and/or generate output such as letters or reports. There is an Action available for each event that commonly occurs in the employment process.

Adverse Impact

Reporting required for companies of a certain size that have government contracts, to determine whether selection of applicants has adversely impacted minorities or females.

Applicant

A person who applies for a specific position The iGreentree system can be used to track any applicant, whether they apply by turning in a hard copy Application Form, sending a resume via mail, fax, or email, or apply electronically through Candidate Self-Service. Applicants who come from any of the above are all tracked in the same Applicant screen (the Applicant Base Record), although some may have different

Attachments depending on where the data came from.

Applicant Self-Entry

Applicant Self-Entry is an earlier generation, web-based module that was used by Applicants to review currently open positions and apply online for one or more specific positions. Abbreviated as ASE.

Applicant Tracking

A system to help employment departments keep track of applications, resumes, and job openings, including EEO statistics, job postings, applicant letters, name and skill searching, interview tracking, and resume scanning.

Attachment

Additional information attached to a base record.

Base Record

The window where primary information about an Applicant, Requisition, Source/Expense, or Hiring

Manager is stored. The base record for an Applicant or Hiring Manager usually includes the person's name and address. The base record for Requisition usually includes the job title and date the job was opened.

Candidate Self-Service

Candidate Self-Service is a web-based module for use by Applicants to review currently open positions, create a profile, apply online, view application statuses, and set up Job Alerts. Access may be from a

"kiosk" in the HR lobby, or from the Applicant’s own computer via internet. Abbreviated as CSS.

Codes

Data items that are validated to keep data consistent and easy to search.

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Cover Letter

A letter which typically accompanies a resume, introducing the applicant and highlighting the applicants' qualifications for a particular position. Often mentions where the applicant heard about the job opening.

May be scanned into the database as part of a resume, or as a separate document.

CSS Form

The application that is created in iGreentree when using the CSS Module. The CSS Form will vary in content depending on the organization.

CSS Profile

Application information is stored as profile information. The applicant may update/add to their profile information for future applications.

CSS Questions

Questions (yes/no, multiple choice, single entry and essay) that can be asked of an applicant when applying for a specific Requisition. CSS Questions can be used to disqualify applicants based on the answer given.

CSS Skills

Skills that are presented to the applicant when applying via the CSS Module. These skills are requisition specific.

Customization

Changes made to the database that are above and beyond the usual system Tailoring that is included with initial purchase.

Database

A collection of information organized especially for rapid search and retrieval.

Default

The standard choice. If something else is not selected, the default choice will be used.

Document

Special Attachment to a Requisition, Applicant, Source, or Hiring Manager. Documents such as

References, Applications, Publications, Drug Screening Results, and Testing Forms can be attached to an Applicant Record. Documents such as Job Descriptions and Requisition Forms can be attached to

Requisition Records.

EEO

Equal Employment Opportunity

Export

To take data from your iGreentree system for use in some other application, such as a spreadsheet, word processing program, or an employee database (HRIS). Usually performed by running a report.

Field

A place to store a single piece of information.

Filing System

A grouping of applicants or requisitions that are assigned ID numbers in the same format and range of numbers. Usually set to match how papers are physically filed. There may be several filing systems within each database.

Greentree Administrator

The person within your Employment Department who is responsible for keeping your Greentree

Employment System running smoothly. This person performs routine maintenance, as well as answering questions for users and serving as the main contact to Greentree.

Hiring Manager

The individual responsible for filing the open requisition, usually the manager of the department or floor.

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Hiring Manager Module

Module that allows Hiring Managers to enter and record their own Requisition activity including offers, hires, etc.

History

History of actions that have been taken for an Applicant, Requisition, Source, or Hiring Manager.

Information is entered via the Actions, but is tracked in the History. Some additional information, such as

Results, may be entered in the History.

Hosted Services

Services provided by Greentree when your database is stored at a Greentree location. Includes many system administration functions, and may include services such as resume scanning, resume loading, document scanning, sending acknowledgment letters, and more. Contact Greentree to discuss how these services could benefit your organization.

Image

A graphic file that is an exact picture of the resume. Differs from the Resume Text file, which has been through OCR, and contains simple alphanumeric text.

Import

To bring data into your iGreentree system from some other database or other applications such as a spreadsheet or word processing program.

ScanStation

A module that allows users to scan resumes from any location that can send the files via email to the iGreentree database.

Job Postings

A list of the current positions that are open within the company. May include titles, departments, job descriptions, contact names, and other information about the open jobs. Posting a Req to a Source means that source has been informed of that opening, perhaps the Job Posting report was sent to them.

Letter

Communication to an Applicant. May be sent via email or printed hardcopy.

Log To Req

To connect an Applicant to a Requisition, now considered a candidate for that position. Creates a record in the both Applicant History of Reqs, and Reqs Applied For History of Applicants. May occur from almost any Applicant action.

Lookup Table

Some coded fields may have Lookup Tables behind them, allowing the user to enter information that relates to the code only once instead of entering it again on every Applicant or Requisition record. An example is Department, where the user selects a short code or name on the Applicant or Requisition screen, yet additional information about the department, such as the full name and department head, is stored in a Lookup Table, available for use in letters and report.

Main Menu

The menu located on the left side of the iGreentree window. This menu is always visible to the users who can make selections from it at any time.

MOPR

Multiple Openings per Requisition option. Used by organizations who frequently get one Req form for a large number of identical openings (20+). Total Openings and Total Filled fields are used on master Req, and a subreq is automatically created when each opening is filled. The system updates Total Filled automatically.

NAPE

Name, address, phone, and email. Basic contact information that is usually stored for most Applicants, and should be checked when verifying data from resumes.

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Notes

A free-text document within the iGreentree system that allows users to keep additional information that does not fit into pre-defined data fields. Typically replaces writing on the back of a resume or requisition or using yellow sticky notes.

Optical Character Recognition

Commonly abbreviated as OCR. A method of converting information such as a resume image that has been scanned into a text form that can be read by the computer.

Purge

To remove records permanently from the database. Purging large groups of old records may improve performance of the iGreentree system and simplify searching.

QuickSearch

Function to find the data within iGreentree. Available for Applicants, Requisitions, Sources, Hiring

Managers, and Templates.

ReadyReports

Reports that include search criteria as part of the report definition. Easy to run, but less flexible than

Search-Dependent reports. Best for reports that are run the same way on a regular basis, such as weekly Postings.

Record

A group of related information about one single item, such as one Applicant or one Requisition.

Recruiter/HR User

Individuals with access to the iGreentree system, typically the individuals responsible for recruitment of open positions.

Related Questions

Section of the CSS Form that is used to collect miscellaneous information not captured in specific sections of the CSS Form.

Requisition

A job opening. The iGreentree system can help track all aspects of the job opening, including printing job postings, requisition status reports, EEO statistics, tracking expenses, and matching candidates to openings.

Report Librarian

Person who creates and/or changes Greentree reports. All users can run reports, but the Report

Librarian has Crystal Reports and special security rights and training for Report Writing.

Result vs Status

Status refers to how the applicant rates overall in your organization. Whereas a result is how the applicant rates for the specific position they applied for. An applicant could have many results but only one status.

Resume Processing

A module of iGreentree that allows resumes to be processed and loaded, regardless of whether the resumes are scanned with ScanStation, scanned by an outsource outside scanning service, and/or whether the resumes are sent by the Applicant via electronic mail. The processor populates base information for Applicants such as name and address, and certain Attachments such as Skills and

Education Summary. It also allows users to maintain resumes on-line and route as needed.

Routing

Sending resumes, applications, or other Applicant data to hiring managers and others involved in the hiring decision for their consideration.

Scanning

A method of sending information into the computer by sliding a paper through a scanner machine and allowing the computer to read the information and convert it into a computer file. Usually used to scan resumes, but may be used to scan other documents as well.

Appendix

• iv

iGreentree v8.1 User Manual

ScanStation

Program that is used to scan resumes and other documents. Must be installed on the computer where the scanner is connected.

Search-Dependent Reports

Reports that are run after performing a search. Allows the user to choose which records to include in the report. These reports may be more difficult to find and run than ReadyReports, but they allow greater flexibility to the user in deciding which data to include. Search-dependent reports can be run from List

View or Form View.

Synonym

Another word for the same thing. Items in iGreentree that may need Synonyms include Codes for

Resume Processing, and Sections of a resume. Synonyms are important because not all applicants will use the same wording on their resumes, yet searching is easier if a common Code is used.

Tailoring

Changes to standard database to make it meet your organizational needs. Includes adding/deleting/relabeling fields from the Applicant and Requisition screens (with some limitations.) Tailoring can be bought along with the initial purchase of your system. Some organizations choose to have tailoring done later which is completed per a Greentree Systems proposed and customer approved bid. Changes beyond normal Tailoring are called Customization, and require a bid. Contact Greentree Technical

Support for additional information about Tailoring.

Template

Applicant or Requisition data used to create records with one or more fields in common. Used in initial data entry to copy records or enter records with common fields. Also used for Apply Template action, to change data in one or more fields on multiple records. For the Hiring Manager module, there is a link in the Job Code lookup table to specify the Requisition Template (including Job Description, Job

Qualifications, CSS Questions, and CSS Skills) to expedite creation of a new requisition when the Job

Code is selected.

Thesaurus

A grouping of codes that is used for loading resumes. It includes Degrees, Skills, and Objectives that are appropriate for a particular kind of applicant, and can speed up the Analyze process by limiting which codes are found and entered for that Applicant.

iGreentree v8.1 User Manual Appendix

• v

Actions Quick Reference

Applicant Actions

Edit/

Action Name

List

Log to Source Edit,

List

Send Letter

Log to Req

Reject

Test Results

Make Offer

Dup Check

Edit,

List

Edit,

List

Edit

List

Edit

App Sources,

Source Applicants,

Source Hires

App Letters

To track where Applicant came from

App

ReqsAppliedFor,

Req Applicants

Email or

Hardcopy letter

Letters also available from Reject,

Interview, Offer, Hire and Fill

Can also happen from Log to Source,

Reject, Route, Interview, Test

Results, Offer, and Hire actions

Letter optional Either update App Status, or AppReq Result, can Log to Req

Hiring Mgr Routes

Email or hardcopy

Attachments

For Requisition optional, also updates App Status, can track results, can Log to Req

Interviews, Can track results, can Log to Req

Hiring Mgr Intvws

App Tests Can track other things that have results, such as background checks, certifications, salary requirements

App Offers,

Req Offers.

Hiring Mgr Offers

Letter optional Info can default to Hire or Fill,

Updates App Status, Req Status,

AppReq Result, can Log to Req

Hires, Info can default from last offer,

Hiring Mgr Hires Updates App Status, Req Status,

AppReq Result, AppReq Results for

Combines History from 2 App records other candidates, can Log to Req

To combine 2 records that are really the same person

Applicant

Reports

Edit,

List or

File in other program can output to Crystal Reports or other program such as Word

Request OIG

Background

Report

Edit,

List

Apply Template List

Change Filing

System

History Quick Reference

Applicant History

History Name Action it comes from Comments

Reqs Applied

For

Log to Req Can also come from Log to Source, Reject, Route,

Interview, Test Results, Offer, and Hire actions, can track results

Routes

Interviews

Route

Interview

Can track results

Offers

Tests

Make Offer

Test Results

Tracks $, dates, answers, and comments about each offer

Tracks tests and other items that have results, such as reference checks and salary requirements

Sources

CSS Questions

Answers

Mailing, Route,

Interview, Make Offer,

Hire, Fill (Req)

Log to Source

Applicant applying via

CSS Site

Tracks which source(s) Applicants came from

Can not be modified

Appendix

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iGreentree v8.1 User Manual

Requisition History

History Name Action it comes from Comments

Applicants Log to Req (App)

Postings

Can also come from App Actions: Log to Source, Reject,

Route, Interview, Test Results, Offer, and Hire, can track results

Tracks where the job was posted Post to Source

Offers

Expenses

Take Off Hold

Make Offer (App)

Enter Expense (Req),

Distribute Expense,

Enter Expense

(Source)

Approvers Audit Add Approvers (Req

History), Approvers

(Req Attachment)

Automated Req

CSS Questions

Audit

Approval (Hiring Mgr)

Adding CSS

Questions

History of multiple offers

Track how much is being spent on recruiting, can report on cost-per-hire

Tracks information about who has reviewed/not reviewed a requisition that was submitted into the Hiring Manager

Module’s Automated Approval Process. Also records any changes that have been made to the requisition as it moves through that process.

Tracks what questions and answers have been added/modified on the requisition

Sources/Expenses History

History Name Action it comes from Comments

Postings

Applicants

Hires

Post to Source (Req)

Log to Source (App)

Hire (App)

History of which jobs were posted to each source

History of which Applicants came from each source

If App was posted to this source, when App is Hired this

History appears

Letters

Expenses

Send Letter (Source) History of letters sent to each source

Enter Expense (Req),

Distribute Expense,

Enter Expense

Track how much is being spent on recruiting, can report on cost-per-hire

Hiring Manager History

History Name Action it comes from Comments

Routes

Reqs

Route (App)

Log to Req (App)

When that Mgr is picked in Route action

When Req has that Mgr designated

Interviews

Offers

Hires

Letters

Interview (App)

Make Offer (App)

Hire (App)

Send Letter (Hiring

Mgr)

When Req with that Mgr is chosen from Intvw action

When Req with that Mgr is chosen from Offer action

When Req with that Mgr is chosen from Hire action

History of letters sent to each Hiring Manager

iGreentree v8.1 User Manual Appendix

• ix

Attachments Quick Reference

Applicant Attachments

Attachment

Name

Notes

Experience

Summary

Education

Summary

Where data comes from

Manual data entry or

Copy and paste from email

CSS, load resume, or manual data entry

Why you need it

Track misc. info. such as discussions

Determine if qualified

Comments

Replaces scribbles on the back of resumes and applications and yellow sticky notes

Can be used in Search Criteria as

Text Search

Can search on Degree from

Applicant QuickSearch, or include degree in Search Criteria

Licenses &

Certificates

Resume Text

CSS or manual data entry

Load emailed resume or scanned and OCR'd resume

Determine if qualified

Best version of resume to route if resume came from email

Can be used in Search Criteria as

Text Search

Good quality if resume came from email, poor quality if scanned and

OCR'd, but needed to find name, address, and codes to populate data screens

Exact copy of original resume Resume Image

Skills

CSS Form

Objectives

Contact Info

Load scanned resume Best version to route if scanned resume

ASE, load resume, or manual data entry

CSS Site

Objective on resume, or manual data entry

Manual data entry

Determine if qualified

Application to review

General category, NOT specific opening

Track extra phone numbers and email addresses

Ratings

Full list of CSS Forms displayed under attachments

Do not confuse with Log to Req, which connects App to job applying for. Only used to track area of interest.

Beeper, pager, cell phone, fax, secondary email addresses, temporary info when at school, etc.

EEO ASE or Manual data entry

EEOC reporting May wish to block this info from some users to avoid influencing decisions

Document List Attach files from email, scanning, etc.

Paperless office, routing

CSS Properties CSS registration Form To reset just in case

Interview notes, application forms, advertisements, etc.

Can not view password, only resent if necessary

Requisition Attachments

Attachment

Name

Notes

Where data comes from

Manual data entry or

Copy and paste from email

Job Description Req Template,

Copy and Paste from

Word or Manually enter

Why you need it Comments

Track misc. info. such as discussions with

Hiring Mgr, budget info, etc.

Generate

Postings and

Search Criteria

Replaces scribbles on the back of

Req forms and yellow sticky notes

Usually outlines the job’s

Responsibilities

Appendix

• x

iGreentree v8.1 User Manual

Job Qualifications Req Template, Copy and Paste from Word, or Manually typed.

Search Criteria Analyze Job

Description, add/change criteria as needed

CSS Additional

Links

Manual entry by HR

CSS Questions Hiring Manager or

CSS Skills

CSS Uploadable

Documents

Document List

Approvers

Document List manual data entry

Manual data entry or

Req Template

Manual entry by HR

Attach files from email, scanning, etc.

Hiring Manager or Add

Approver (Req)

Attach files from email, scanning, etc.

Generate

Postings and

Search Criteria

Find Matching

Apps (qualified candidates)

Track misc. info. such as vacations

Track extra phone numbers, etc

Replaces yellow sticky notes and extra hardcopy files

Beeper, pager, cell phone, fax, secondary email addresses, temporary contact, etc.

Paperless office Copies of everything manager ever sent to HR

Usually specifies the job’s

Requirements

Can come from Analyzing Job Desc, but may also set criteria however needed

Places link on

CSS Site

Screens applicants

Display appropriate skills in CSS screen

So Applicants can provide docs

Paperless office, routing

Keeps track of who approved req.

Lets others view applicants

Allows applicants to follow link for more information on job, benefits, etc

Allows you to auto reject applicants if desired

E.g.: Want certain skills to show in

CSS for clerical applicants, different skills for MIS

Allows applicants to submit required documents

Interview notes, application forms, advertisements, etc.

Allows the recruiter to review the approval status of each approver. It will also allow approvers to be added or removed.

In case more than one individual needs to review/approve applicants

Committee

Hiring Manager or manual data entry

Sources/Expenses Attachments

Attachment

Name

Notes

Where data comes from

Manual data entry or

Copy and paste from email

Why you need it Comments

Objective

Contact Info

Manual data entry

Document List Attach files from email, scanning, etc.

Hiring Manager Attachments

Attachment

Name

Notes

Where data comes from

Manual data entry or

Copy and paste from email

Contact Info Manual data entry

Track misc. info. such as discussions with

Source

General category, NOT specific opening

Replaces yellow sticky notes and extra hardcopy files

Only used to track general types of jobs that are good from that Source

Track extra phone numbers, etc

Beeper, pager, cell phone, fax, secondary email addresses, temporary contact, etc.

Paperless office Contracts, invoices, advertisements, brochures, etc.

Why you need it Comments iGreentree v8.1 User Manual Appendix

• xi

Index

Actions........................................................12, 79

Applicant ............................................................163

Applicant Reports....................................186

Dup Check ..............................................183

Hire..........................................................180

Interview..................................................175

Log to Req ..............................................167

Log to Source..........................................163

Make Offer .............................................178

Reject ......................................................169

Reports ...................................................216

Route.......................................................171

Send Letter .............................................163

Test Results ............................................176

Hiring Manager

Hiring Manager Reports..........................216

Requisition

Add Approvers ..........................................90

Copy To Template ....................................89

Enter Expense ..........................................85

Fill .............................................................88

Find Matching Apps................................79

Place On Hold...........................................85

Post to Source ..................................85, 100

Requisition Reports...........................90, 215

Take off Hold ...........................................85

Withdraw ...................................................87

Source/Expense

Send Letter ...............................................96

Source Reports .................................97, 216

Add

Applicants ..........................................................129

Approvers.................................................37, 41, 90

Codes.................................................................221

Hiring Managers...................................................27

Requisitions..........................................................53

Sources/Expenses ...............................................93

Advanced Searching ......................................205

Add Criteria ........................................................207

Build Search.......................................................205

Groups ...............................................................214

Helpful Tips.......................................................214

Parameters.........................................................212

Analyze Job Description .................................. 80

Analyze Job Qualifications............................... 80

Analyzing Resumes ..................................... 135

App/Req ......................................................... 226

Applicant ............................................................ 2

Applicant Reports........................................... 216

Applicant Self-Entry ........................................... 2

Apply Template .............................................. 243

AppReq Result................................................... 2

Approvers ................................................. 75, 90

Archive ................................................See Purge

ASE Skills ........................................................ 33

Attachments ............................................. 13, 199

Applicant ............................................................140

Contact Info ............................................ 157

CSS Properties ....................................... 161

CSSForm .......................................... 24, 155

Document List......................................... 159

Education Summary ............................... 153

EEO ........................................................ 158

Experience Summary ............................. 153

Licenses & Certificates ........................... 154

Notes ...................................................... 152

Objective................................................ 156

Resume Image ....................................... 155

Resume Text .......................................... 155

Skills ....................................................... 155

Requisition ...........................................................59

Approvers ........................................... 41, 75

ASE Skills ................................................. 33

CSS Additional Links ................................ 62

CSS Questions ......................................... 62

CSS Skills ................................................. 69

CSS Uploadable Documents.................... 70

Job Description ................................... 59, 80

Job Qualifications .................................. 61

Notes ........................................................ 72

Search Criteria.............................. 62, 79, 81

Source/Expense

Contact Info .............................................. 95

Document List........................................... 96

Notes ........................................................ 95

Objective ...................................................95

Auto-Fill ..............................................................5 iHiring Manager....................................................32

Requisition ...........................................................55

Automatic Resume Processing ..........................2

Backups..........................................................219

Calendar.....................................................6, 195

Cancel Requisition ................ See Withdraw Req

Candidate Self-Service ....................21, 103, 253

Add Note ............................................................126

Add/Update My Job Alerts .................................127

Application ...................................................24, 124

Application Results.............................................126

Apply For Position ........................................23, 122

Browse Jobs.................................................22, 114

Create New Password .......................................104

Create New UserID ............................................104

CSSFormInterim ................................................160

Email A Friend....................................................115

Global Questions................................................123

Job Alerts .............................................................25

Job Detail .................................................23, 61, 62

Log Out ..............................................................128

Maintenance.......................................................254

My Info Home.....................................................109

Password Assistance .........................................107

Prescreening ........................................................67

Requisition Specific Questions...........................123

Search by Job Number ................................21, 109

Search Jobs .................................................21, 112

Search Jobs Results ............................................22

Skills...................................................................124

Upload Documents.......................................71, 125

View My Application Status ..........................24, 127

Welcome ......................................................21, 104

Withdraw Application..........................................127

Change Filing System ....................................245

Applicants ..........................................................189

Requisitions..........................................................92

Coded Fields ............................. See Field Types

Contact Info ..............................................95, 157

Contains Search.............................................200

Crystal Report Viewer ....................................218

CSS Additional Links........................................62

CSS Properties ..............................................161

CSS Questions.................................................62

Answer Weight .....................................................68

Display Order .......................................................67

Essay ...................................................................63

Multiple Choice.....................................................64

Single Entry..........................................................65

Yes/No .................................................................66

CSS Questions Audit .......................................91

CSS Skills.........................................................69

CSS Uploadable Documents ...........................70

CSSForm........................................................155

CSSFormInterim ............................................160

Date Fields ................................ See Field Types

Date Search ...................................................195

Delete

iGreentree v8.1 User Manual

Applicants ..........................................................246

Codes.................................................................224

Data from Fields.....................................................5

Expenses ...........................................................246

History ................................................................189

Notes....................................................................73

Records from List View ......................................195

Requisitions........................................................246

Search Criteria .....................................................82

Sources ..............................................................246

Delete Hiring Managers ................................. 246

Doc Types...................................................... 229

Document List

Applicant ............................................................159

Source/Expense...................................................96

Dup Check ..................................................... 183

Duplicates ......................................141, 183, 269

Edit

History ..................................................................92

Notes..................................................................152

Text ......................................................................60

Education Summary....................................... 153

EEO ............................................................... 158

Electronic Mail........................129, 158, 165, 269

Enter Expense ................................................. 85

Erred Resumes............................................. 144

Error Messages.................................................. 7

Exit Application ................................................ 16

Expense Distribution ........................................ 85

Expenses

Entering................................................................99

Mass ....................................................................99

Experience Summary .................................... 153

Field Types ........................................................ 5

Filing Systems

Applicant ....................................................227, 245

Maintenance.......................................................227

Possible Duplicates............................................141

Requisitions..................................................54, 228

Fill .................................................................... 88

Find by ID....................................................... 198

Find by Name................................................. 197

Find by Req#.................................................. 202

Find Matching Apps ................................ 79, 82

Form View.......................................................... 9

FuzzySearch .................................................. 267

Global Questions ........................................... 123

Help............................................................ 7, 219

Hire ................................................................ 180

Hires............................................................... 182

Hiring Manager Module ................................... 17

Add New Req .......................................................18

Home ...................................................................17

Logging In ............................................................17

Maintenance .....................................................249

Make Offer ...........................................................20

My Reqs ...............................................................19

Hiring Manager Reports................................. 216

Hiring Managers........................................... 2, 27

Index

History ................................................13, 84, 189

Applicant

CSS Questions Answers.................123, 260

Letters .............................................167, 170

Offers ......................................179, 180, 182

Reqs Applied For ....................169, 179, 181

Routes.....................................................174

Sources ...........................................101, 163

Hiring Manager

Hires........................................................182

Offers ..............................................180, 182

Requisition

Applicant History .......................................84

Applicants .................................................68

Approvers Audit ........................................90

CSS Questions Audit ................................91

Expense ..................................................100

Expense History........................................85

Holds .........................................................86

Offers........................................89, 180, 182

Postings ..............................................85, 98

Source/Expense

Expense ..................................................100

Postings ....................................................98

Holds ................................................................86

iHiring Manager Module ................................30

Add Req .........................................................31, 47

Adding Approvers.................................................37

Approval Process...............................................40

ASE SKills ............................................................33

Data Entry ...........................................................32

Help......................................................................46

Logging In...........................................................30

Req Preview.........................................................45

Reqs Pending Approval.....................................42

Submit Requisition ............................................40

Interview .........................................................175

Job Alerts .......................................................127

Job Description ................................................59

Job Qualifications ..........................................61

Letters ............................................................167

Applicant

Acknowledgement...................................163

Hire..........................................................181

Interview..................................................176

Offer ........................................................179

Reject ......................................................170

Mass Mailing ......................................................166

Requisition

Fill..............................................................88

Source/Expense...................................................96

Licenses & Certificates...................................154

List View .............................................................9

Loading Documents .......................................160

Log to Req..............................................164, 167

Log to Source .................................................163

Logged Users .................................................232

Logging In .........................................................4

Index

Log-To-Req...................................................... 12

Maintenance .................................................. 220

Codes.................................................................221

CSS Settings......................................................254

Setting Properties ................................... 254

View Menu .............................................. 256

Copy to New...............................................261

CSS Categories .........................................256

CSS Global Questions ...............................259

CSS Global Questions Audit ......................261

CSS Job Alert Email Fields ........................259

CSS Job Detail Fields ................................258

CSS Search Fields .....................................257

CSS Search Result Columns .....................257

Documents .........................................................229

Duplicates ..........................................................231

Filing Systems....................................................227

Applicants ............................................... 227

Requisitions ............................................ 228

HiringMgr Settings ...........................................249

Logged Users.....................................................232

Reports .............................................................236

Resume Inboxes ................................................268

Sections .............................................................267

Synonyms ..........................................................264

System Settings .................................................236

Thesaurus ..........................................................261

Make Offer .................................................... 178

Mass Actions

Applicant ............................................................163

Applicant Reports ...........................186, 216

Apply Template............................... 189, 243

Change Filing System .................... 189, 245

Log to Req .............................................. 169

Log to Source ......................................... 163

Mailing .................................................... 166

Purge ..............................................189, 246

Reject...................................................... 170

Hiring Managers

Purge ...................................................... 246

Reports ................................................... 216

Requisition

Apply Template................................. 92, 243

Change Filing System .............................. 92

Distribute Expense ............................. 85, 99

Place On Hold........................................... 86

Post to Source .................................... 85, 98

Purge ................................................ 92, 246

Reports ..................................................... 90

Requisition Reports ................................ 215

Take Off Hold............................................ 86

Withdraw................................................... 87

Source/Expense

Purge................................................ 97, 246

Source Reports................................. 97, 216

Mass Mailing .................................................. 166

Messages........................................................... 7

Multiple Openings Per Requisition............... 2, 55

iGreentree v8.1 User Manual

Navigation Box .........................................10, 194

Noise Words...................................................265

Notes ............................................72, 84, 95, 152

Editing ................................................................152

Objective ..................................................95, 156

Offer.......................................... See Make Offer

Offers................................................89, 179, 182

Optical Character Recognition ...................2, 134

Pending Requisition ..............See Place On Hold

Personalize Letters ........................................170

Phonetic Search.............................................197

Place On Hold ..................................................85

Postings............................................................98

Prescreen Score ..............................................68

Prescreening ..................................................123

Process Workflow ..............................................3

Purge..............................................................246

QuickSearch...................................................191

Applicants ..................................................191, 192

Hiring Managers.................................................204

Requisitions..................................................76, 201

Source/Expense.................................................203

Re-Analyze.....................................................137

Reject .............................................................169

Reports.....................................................15, 215

Applicant ....................................................186, 216

Hiring Managers.................................................216

Maintenance.......................................................236

Output Options.................................................217

Ready Reports ...................................................216

Requisition ...................................................90, 215

Search Dependent .......................................90, 215

Sources/Expenses .............................................216

Reqs Applied For ...................................169, 181

Requisition .........................................................2

Requisition Reports........................................215

Requisition Specific Questions ......................123

Resume Folders ...........................................133

Resume Image.........................................14, 155

Resume Inboxes ............................................268

Resume Processing .............................2, 14, 129

Resume Text ............................. 14, 84, 155, 265

Route..............................................................171

Routes ............................................................174

Save

ASE Skills ............................................................33

Requisition ...........................................................55

Scanning

Resumes ....................................................130, 133

ScanStation............................................ 129, 132

Analyzing Resumes .........................................135

Optical Character Recognition ...........................134

Resume Folders ...............................................133

Scanning ...........................................................133

Sending Resumes ............................................139

Setup for Sending Resume .............................137

Verify Data .........................................................140

Search................................................................ 8

Applicants ...................... 10, 82, 191, 192, 197, 204

Contains Searching............................................200

Delineating a Search..........................................195

Hiring Managers.................................................204

Requisitions..............................................8, 76, 201

Search Criteria ...............................................79, 81

Source/Expense.................................................203

Using Dates........................................................195

Using Text Fields ...............................................196

Wildcard .............................................................196

Search Criteria ..................................... 62, 79, 81

Search Dependent Reports ................... 186, 215

Sections ......................................................... 267

Send Letter .................................................... 163

Send Notification.............................................. 41

Sending Resumes........................................ 139

Skills............................................................... 155

Source/Expense Reports............................... 216

Sources.......................................................... 163

Sources/Expenses ............................... 2, 93, 100

Status

Requisition ...........................................................54

Source/Expense...................................................94

Synonyms ...................................................... 264

System Settings ............................................. 236

Tables ................................................................ 3

Take off Hold .................................................. 85

Templates ..........................................56, 57, 243

Requisition ...............................................54, 56, 57

Tests .............................................................. 176

Text Fields .................................See Field Types

Text Search.................................................... 196

Thesaurus ...................................................... 261

Tool Tips ............................................................ 7

Upload Documents ........................................ 125

Wildcard ......................................................... 196

Withdraw .......................................................... 87

iGreentree v8.1 User Manual Index

Greentree Systems, Inc.

User

Manual iGreentree

Version 8.1

iGREENTREE QUICK REFERENCE

iGREENTREE QUICK REFERENCE

TABLE OF CONTENTS

Introduction and Overview.........................................................................................................1

Requisition Management - Hiring Manager Module..............................................................27

iGreentree Requisition Management ......................................................................................53

Sources and Expenses.............................................................................................................93

Candidate Self-Service ...........................................................................................................103

Resume Processor & ScanStation ........................................................................................129

Applicant Processing .............................................................................................................149

Searching.................................................................................................................................191

Reporting .................................................................................................................................215

Administration and Maintenance ..........................................................................................219

Module Maintenance...............................................................................................................249

Appendix.......................................................................................................................................i

Index...........................................................................................................................................xii

Introduction and Overview

Introduction

Objectives

Features of the iGreentree Employment System

Major Components of the System

Basic Definitions

Employment Process Workflow

Human Resources View

Logging on

Menus

Field Types

Buttons

Resizing Windows

Navigation Box

Calendar

Message Box

Getting Help

Introduction to Searching

Searching for Requisition Data

Searching for Applicant Data

Introduction to Actions

Introduction to History

Introduction to Attachments

Introduction to Resume Processing

Scanned Resumes

Emailed Resumes

Introduction to Reporting

Exiting the Database

Hiring Manager's View

Applicant's View

THIS PAGE INTENTIONALLY LEFT BLANK

Requisition Management - Hiring

Manager Module

Objectives

Hiring Managers and iGreentree

Entering Hiring Managers

Hiring Manager Data

Requisitions in Hiring Manager Module

Logging In

Submitting a Requisition

Data Entry on the Add New Req Screen

Adding Skills to a Requisition

Adding Questions to a Requisition

Adding Approvers to a Requisition

Adding Search Committee Members to a Requisition

Adding, Approval Process and Approval Audit of the Completed Requisition

Pending My Approval

Approver Reqs

Req and Applicant Review

Offers in Hiring Manager Module

Extending Offers

Reviewing Offers

Hiring Applicants

Finding Applicants in Hiring Manager Module

Finding By Name

Finding New Applicants Only

Logging Off

iGreentree Requisition

Management

Objectives