User Manual - Greentree Systems, Inc.

User Manual - Greentree Systems, Inc.
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.
Copyright © 1995 - 2006, Greentree Systems, Inc. All rights reserved.
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
TABLE OF CONTENTS
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
iGreentree v8.1 User Manual
Print reports for recruiters and for management
Open Reqs, expenses, cost-per-hire, Req aging,
postings, EEO, periodic status reports, Sourcing,
graphs & charts, etc.
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
Requisition
Hiring Manager
Applicant
Source/Expense
AppReq Result
Optical Character
Recognition
Multiple Openings
Per Requisition
Candidate Self
Service
Automatic Resume
Processing
Resume
Processing
Recruitment
Department
Definition
Job opening
Person who initiates a Requisition
Person who applies for a job
Source of Applicant and/or Expense for Req
Result field for Applicants on a Req, also Result for Requisitions
an App is Logged to (enter one place, appears in the other)
Converting scanned resumes into text for populating data in
iGreentree
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
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
Abbreviation
Req
Mgr
App
Source
App/Req
Result
OCR
MOPR
CSS
ARP
Res Proc
HR
See the Glossary near the back of the manual for more definitions of terms.
2 • Introduction & Overview
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.
4 • 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
Definition
How to update
Example
Type
Coded
Has a limited list of choices,
Click on the arrow, choose
to keep data consistent and
from the list, and click OK.
easy to enter/search. Codes
To clear, choose None.
can be added to the list from
Maintenance.
Coded
Has a lookup table behind the Click on the arrow, choose
with
code, with fields that fill in
from the list, and click OK.
AutoFill
automatically as defaults on
Other fields will default, but
the main screen. Lookup
can be over-ridden.
table values can be modified
in Maintenance.
Date
Dates are displayed in
Click on the calendar
MM/DD/YYYY format for easy button, pick a date, and
entry and searching
click OK.
To clear, highlight and
press Delete key on
keyboard.
Text
Simple text fields let the user
Just type in the needed
type any characters.
text. Try to be consistent
with case and
abbreviations.
To clear, highlight and
Delete.
Number
Numbers or dollar amounts
Don't bother keying $ or
or
are formatted for easy range
comma. If round number,
Amount
searching. These look like
don't bother keying .00.
text fields, but do not allow
To clear, highlight and
the entry of alpha characters. 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.
6 • 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
error message.
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
Click on the
button to return to the QuickSearch window.
button to run the search.
button to move the
When selecting codes, the user can highlight the selected code then use 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.
8 • Introduction & Overview
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
iGreentree v8.1 User Manual
button.
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.
10 • Introduction & Overview
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.
12 • Introduction & Overview
button and the Log to Req Action dialog box
iGreentree v8.1 User Manual
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.
iGreentree v8.1 User Manual
Introduction & Overview • 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.
14 • Introduction & Overview
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
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button. It may take a minute for the system to build the report.
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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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.
. He/she
After entering all the data for a new job opening, the Hiring Manager must choose
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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Introduction & Overview • 19
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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Introduction & Overview • 23
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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Hiring Manager Module Requisition Management • 27
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.
button is selected, a password entry and confirmation window will display. The password
When the
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.
button. The current date is highlighted in bold, but any date can be
To enter a date, click on the
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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Hiring Manager Module Requisition Management • 33
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
To remove all Committee Members from the list select
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next to the Committee Member’s name.
.
Hiring Manager Module Requisition Management • 39
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.
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.
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.
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.
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
icon next to the document name. The Hiring Manager
applicant’s name. Then they will click on the
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
icon next to each of these fields. The Result For This
Result Date for an applicant by selecting the
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.
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
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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 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.
. If a Filing System is entered first, and if a Template is
Pick the template created then choose
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
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.
button will automatically remove the not available verbiage and allow the job
Selecting the
description text to be entered.
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button is a tool for Search Criteria functionality and will be discussed within the
NOTE: The
Find Matching Apps/Search Criteria section of this chapter.
Text Editor Capability
The following menu choices are available from this window:
Menu
Option
What Is It Used For?
File
Print
To print the current window without going to Reports.
File
Page Setup
To change the margins or other formatting before printing this window.
Adjustments to left and right margins may affect text wrapping on screen.
All margin values must be non-zero if any values are changed.
Edit
Undo
To get rid of the last change, only the most recent change may be undone.
Edit
Cut
To cut out highlighted text, either to delete it or to hold it in the Clipboard to
be pasted elsewhere.
Edit
Copy
To copy a string of highlighted text, for pasting elsewhere.
Edit
Paste
To insert text that was copied or cut earlier. The text goes in wherever the
cursor is when the option is selected.
Edit
Clear
To cut out highlighted text without putting it in the Clipboard for later
pasting.
Edit
Select All
To highlight all of the text in the current window at once.
Edit
Find
To find a particular word or phrase within the text. Can search up or down,
can turn the Match case option on or off.
Edit
Replace
Same options as find, but can replace found text with a different word or
phrase.
View
Standard
To display a toolbar with shortcuts for File, Edit, & Insert menu options.
Toolbar
View
Format Toolbar
To display a toolbar with shortcut buttons that match options from Format
menu.
Insert
Page Break
To insert a forced page break. May be most helpful for letter maintenance
when a multiple page letter is needed.
Insert
Picture
To insert a graphic. Choices include .BMP .TIF, & .WMF files.
Insert
Date
To insert the current date. Not needed in the Notes window because
iGreentree automatically inserts the date and time when the new Note is
Saved.
Insert
Time
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.
Format
Font
To change the font of selected text. Also can be used to change font size.
Format
Paragraph
To change formatting of selected text, including line spacing and indents.
Format
Paragraph
To draw lines around selected text
Frames
Format
Bold
To turn bolding on and off for selected text.
Format
Italic
To turn italics on and off for selected text.
Format
Underline
To turn underlining on and off for selected text.
Format
Color
To change color of selected text.
Format
Background
To change color behind selected text.
Color
Format
Left
To set alignment for selected text to left justification.
Format
Center
To set alignment for selected text to center justification.
Format
Right
To set alignment for selected text to right justification.
Format
Justified
To set alignment for selected text to both left and right justification.
Tools
Spelling
To spell check all text in this window.
Tools
Thesaurus
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.
to enter a new question. He/She will then be prompted to select a
The User must select
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.
a new Single Entry question will appear. The User
After selecting Single Entry and clicking
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.
a new YesNo question will appear. The User must click
After selecting YesNo and clicking
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
button. Choose the desired weight and
weight column for the weight to be altered and then click the
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
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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
Use the
located on the tool bar.
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
to navigate to where the document to be added has been saved. Navigate by
Choose
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.
to add the document type. The Add New Document window will reflect that the
Choose
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
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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
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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
clicking on the date icon). Select
Holds on the History menu.
to run the Action. A history of this action is now stored under
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.
Select
to complete the Action.
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.
Select
to run the action.
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
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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
.
again. When more than one approver is designated the user has
To add more approvers click
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 Source 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.
Select Source Reports from the Action menu, or you may run this action by selecting
quick launch toolbar.
located on the
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
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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
Click
from the quick launch toolbar.
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.
Choose Distribute Expense from the Action Menu, or select
, where the
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 SelfService (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.
or
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
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link or use the My Profile link in
To enter Contact Information, the applicant can click on
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.
button to see the results of
Once the Applicant selects the criteria they may choose the
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
button or by
using the
link. If the applicant determines they are not qualified or not interested
link at the bottom of the page to return to the previous page
then they can use the
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.
or
*
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
navigate to the next section using the methods above, or by clicking
. This will bring
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.
Related Questions
The Related Questions section of an application allows you to collect miscellaneous information about an
applicant that does not fall into one of the categories above. Some examples may include: Work Status,
Salary Requirements and/or conviction information. Some of the data may populate information in the
iGreentreed Applicant Form (depending on amount of customization), however much of the data is stored
in the CSSForm.
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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
is provided. As previously mentioned, links are also provided to
new, the link
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.
link in the header of
The applicant may update any section as needed by clicking on the
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
View App.
located under
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.
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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.
Hardcopy Resumes
ScanStation
Scan
Image
OCR
Text
iGreentree
Handle duplicates
Applicant records appear with Resume Text Attachment
Email responses generated automatically
CSS UserId and Password generated
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 wellmaintained 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?
OR
Scan ALL resumes that are received
Pre-Screen, scanning only “Interest”
resumes
Recruiters sort into “interest” & “no interest.”
All resumes are scanned immediately upon receipt.
Recruiters get resumes sooner, may hoard or
Scan & OCR steps take longer, data into system
delay.
sooner.
Much less time spent on data entry.
Time is spent verifying data that will be of little use.
Letters & postcards may be delayed due to
All letters and postcards are sent out in a timely
later entry.
manner.
More paper shuffling. Resumes are handled
“The Paperless Office” is closer to a reality.
twice.
“No interest” applicants may be entered
More storage space is required on the server.
manually.
Only data that has value is stored in the
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
• Education Summary
• Resume Text
• Resume 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 Duplicates
• Using a Separate Filing System
• Merging Duplicates
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
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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.
arrows to move the information from
Let's assume this is the same person who re-applied. Select the
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
City, ST 12345
OR
Firstname MI. Lastname
# Street Address
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
•
Update 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
again.
Entering Additional Applicant Records
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
Use the
located on the tool bar.
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
note. Return to the Notes Attachment and choose
the note and choose
to permanently delete the selected
. Paste the copied note using Ctrl+V. Edit
.
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.
to enter information about where this applicant has previously worked. Enter a Job Title,
Click
employment dates, Employer, Ending Salary, and their Reason For Leaving. To enter dates, click over a
button. Select the appropriate month and year and then click any day
date column and then click the
within that month. The Experience Summary will only display the month and year.
Use the
Click
button again to enter another previous employer.
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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to enter information about education. Enter the name of the school, degree received,
Choose
button. Select
major, and dates attended. To enter dates, click in a date column and then choose the
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
Click
button again to enter additional education data.
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.
to enter information about licenses and certifications. Enter the name of the
Choose
license, the Type if appropriate, the State Issued, Date Issued, and the Date Expires. To enter dates,
button.
click over a date column and then click the
Use the
Click
button again to enter additional license or certification data.
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
the
to select a new skill for the Applicant. Scroll down using the vertical scroll bar and use
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
to the Available column.
Click
button to move it
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.
to choose from the available Objectives. Scroll down using the vertical scroll bar or start
Click
typing the objective.
Highlight the appropriate objective and then click
Click
to add the objective.
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.
to enter additional contact information. Choose a Contact Type by scrolling down
Choose
using the vertical scroll bar or starting to type.
Highlight the appropriate Contact Type and then click
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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
to navigate to where the document to be added has been saved on your computer.
Choose
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
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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.
button next to Log to Requisition to be presented with a list of the available requisitions.
Click the
(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.
button. BE CAREFUL!! This option will pull up every
There is also an option to use the
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.
button to view a
You can also set the Applicants App/Req Result from this Action screen. Select the
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
remove someone from the route list.
button to
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.
You may also run this action by selecting the quick launch button
located on the toolbar.
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 enter comments, choose
button to get a text window. Use the
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.
to continue. More interviews can be scheduled before leaving this window. Once the
Click
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
button to be
when finished.
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
located on the toolbar.
Tests History
The test information is stored in the Tests History for the Applicant.
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.
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. 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.
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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.
to return back to the Applicant main screen. NOTE: The screen will be blank since the
Click
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
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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
located on the toolbar. A window will display that contains a list of all available search
launch button
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.
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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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
• Update 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.
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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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or
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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.
,
and
buttons can be used to move back and forth
The
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
and select the new code or date from the window.
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button or the
button (respectively)
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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
Click
and the Entered Date on the QuickSearch screen will populate with the date.
to perform the search, only applicants entered on that specific date will be returned.
and go back to the
button next to the Entered field. This time, select the first
Select
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.
and enter a Relative date onto the Entered field. Choose Last Year for the From,
Select
then choose This Year for To.
is chosen
will display on the QuickSearch screen to represent
When
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
to find all names that start
Jonathan or Johnny. They might try entering
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:
button to view a list of available skills, use the
Click the
from the Available column to the Selected column.
Choose
button to move the highlighted skill
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.
to
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 an Applicant QuickSearch with a Req number in the Req field. This search will find all
Applicants who are logged to the selected Req.
•
Perform a 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 a 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
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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:
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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:
(run saved search), if prompted that And/Or criteria is missing for a specific Search Criteria,
Click
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:
And Group 2:
Or Group 3:
AppSkill is Unix
Or
AppObjective is Programmer
Entered is This Year
ReqJobTitle Includes Unix
The indenting of the criteria indicates visually which criteria belong to which groups.
Helpful Tips for using Advanced Search
1.
2.
3.
4.
5.
Parameters must be added before they can be used in search criteria.
Parameters are not allowed in searches flagged as ‘Run at Startup.’
‘Run at Startup’ searches must not be set to ‘Public for Run’ nor ‘Public for Edit’.
Parameters using Recruiter should use SysCdeFldRecruiters as the Code Type.
Parameters using Hiring Manager should use SysCdeFldRecruitersandHireMgrs as the Code
Type.
6. Rules for using the Fields Lists when adding Search Criteria:
ƒ When searching for Applicants, do not select Hiring Manager or Source/Expense Fields.
Select only Applicant, Person/Requisition, and Requisition Fields.
ƒ When searching for Hiring Managers, do not select Applicant or Source/Expense Fields.
Select only Hiring Manager and Requisition Fields.
ƒ 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
• Run 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
printing of a blank page.
, from the toolbar. Selecting File/Print will result in the
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
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
be entered. Click
from the
button. A prompt will appear where a text string can
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
icon next to a Maintenance item indicates a value or item that is required by
by an organization. An
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
select Add Code.
or, if you prefer, right click the Code Type and
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
and select Rename.
or, if you prefer, right click the Code Type
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
and select Merge.
or, if you prefer, right click the Code Type
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
and select Delete.
or, if you prefer, right click the Code Type
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,
if Associates has a rank of 1, Bachelors has a rank of 2, and Masters has 3, a Search
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
pre-screen questions.
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.
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 ‘Requisition Status’ value.
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
has this Result for a Hiring Manager’s requisition is viewable by the Hiring Manager in
Hiring Manager module.
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 ‘Result for this Req’ value for the selected and non-selected Applicants.
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
whether the Result value assigned to an Applicant for a particular requisition is a ‘final’
value. If the value is ‘final,’ the Result cannot be overwritten in performing actions that
request a Result to be populated. Additionally, the Applicant will no longer be able to
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
create several different Results that will record an Applicant as being Hired.
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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.
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: 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 OS04119. 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 7th 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
Setting Groups to view the full list.
next to
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.
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. For
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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
button will appear. Click on this button and choose the appropriate
value click in the value column, a
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 SelfService (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
located on the tool bar. The System will once again prompt twice to verify that the Applicants
button
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.
Archive
This action is available for Applicants and Hiring Managers from the List View only. This is used to ‘move’
the applicants out of your current system and into an archived file behind the scenes. Applicants/Hiring
Managers who are moved into this file will not show up in searches, drop down lists, etc. This is ideal for
older applicant information or Hiring Managers that have left the organization but their information still
needs to be retained.
Select Action/Archive, a box will pop up letting you know the number of Applicants selected for archival,
make sure this number is accurate and Select OK to continue.
This system will present you with two verification boxes, to continue select OK for each.
NOTE: Archived Applicants/Hiring Managers can be restored or permanently deleted in the Maintenance
section of iGreentree. For more information on these actions visit Archived Applicants/Hiring Mgrs, earlier
in this chapter.
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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located on
Once the applicant list is returned select Action / Purge, or use the quick launch button
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.
• Entered 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.
• Filing System: Identifies the Filing System into which applicants who apply to this CSS Web ID will be
placed.
• 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 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.
• Rejected 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.
• Withdraw 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 Web URL: This is the location of the Web ID’s web pages. The trailing “/” must be included in
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
. A question will be added with the temporary label “New Question#”
Select Essay and click
(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:
button. When the window opens asking for
First, add a prescreen question by clicking the
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.
again and insert another. Repeat until there are four answers. Display Order refers
Click
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
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
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
doublearrow button
to move them all.
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 Computer
• 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
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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:
• 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.
• Filing System: Identifies the Filing System in which applicants will be placed if a possible
duplicate record does not currently exist.
• Process Duplicates: Identifies how a possible duplicate applicant record is to be handled: Ignore,
Merge, or put into an alternate Filing System.
• Duplicates 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.
• App 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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•
•
•
•
•
•
•
•
•
•
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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.
Send 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 Req Result: This will be the result value an applicant will be given if Resume Analyzer
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.
POP3 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.
Login 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 Search: Determines whether or not the Resume Analyzer will use Fuzzy Search.
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.
iGreentree v8.1 User Manual
Appendix • i
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.
Appendix • ii
iGreentree v8.1 User Manual
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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Appendix • iii
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.
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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
Action Name
Log to Source
Send Letter
Log to Req
Edit/
List
Edit,
List
Edit,
List
Edit,
List
History
App Sources,
Source Applicants,
Source Hires
App Letters
Output
To track where Applicant came from
Email or
Hardcopy letter
App
ReqsAppliedFor,
Req Applicants
Reject
Edit
Route
Edit,
List
App Routes,
Hiring Mgr Routes
Interview
Edit
Test Results
Edit
App Interviews,
Hiring Mgr Intvws
App Tests
Make Offer
Edit
Letter optional
Hire
Edit
Dup Check
Edit
Applicant
Reports
Edit,
List
Request OIG
Background
Report
Apply Template
Edit,
List
Change Filing
System
Archive
List
List
Purge
List
Create CSS
UserID and
PWD
List
App Offers,
Req Offers.
Hiring Mgr Offers
Source Hires,
Hiring Mgr Hires
Email or
hardcopy
Attachments
Letter optional
Letter optional
Letter optional
Combines History
from 2 App records
Printed report
or
File in other
program
List
All deleted
Comments
Should run
report first
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
Either update App Status,
or AppReq Result, can Log to Req
For Requisition optional,
also updates App Status,
can track results, can Log to Req
Can track results, can Log to Req
Can track other things that have
results, such as background checks,
certifications, salary requirements
Info can default to Hire or Fill,
Updates App Status, Req Status,
AppReq Result, can Log to Req
Info can default from last offer,
Updates App Status, Req Status,
AppReq Result, AppReq Results for
other candidates, can Log to Req
To combine 2 records that are really
the same person
Includes records found in search,
can output to Crystal Reports or other
program such as Word
Connects to the OIG Database for
employment status verification.
Updates 2 fields on App record
Updates group of records with same
data
Changes both Filing System field and
ID number
Can reverse Archive in under
Maintenance/Archived Applicants
Be careful, permanently removes
data, good for cleaning out
Will not overwrite existing UserID and
Password for applicants
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Requisition Actions
Action Name
Edit/
List
Find Matching
Edit
Apps
Post to Source
Enter Expense
Distribute
Expense
Place On Hold
Take Off Hold
Withdraw
Fill
History
Edit,
List
Edit,
List
Req Postings,
Source Postings
Req Expenses,
Source Expenses
Edit,
List
Req Holds
Edit,
List
Edit,
List
Edit
Req Holds
Source Hires,
Hiring Mgr Hires
Output
Comments
New browser
window with list
of Apps
To find possible candidates, can
also run from Search Criteria
Attachment, ranks results by how
close matched Search Criteria
To track where the job has been
posted
Can only choose from Expense
list if Source has Track Exp option
on
Use to track time on hold and
perhaps to remove job from
postings
Dates can be subtracted in Time
to Fill reports
Updates Req Status and AppReq
Results
Info can default from last offer,
Updates App Status, Req Status,
AppReq Result, AppReq Results
for other candidates, same as
Hire App
To create new Template similar to
existing Req, with Attachments
Includes records found in search,
can output to Crystal Reports or
other program such as Word
The recruiter can add additional
approvers to an existing Req that
is in the approval process.
Reverses a Fill or Hire Action
Updates group of records with
same data
Changes both Filing System field
and Req number
Be careful, permanently removes
data, good for cleaning out old
info
Report optional
Letter optional
Copy to
Template
Requisition
Reports
Edit
New Template
Edit,
List
Add Approver
Edit
Printed report or
File in other
program
Email
Notification
Re-Open
Apply Template
Edit
List
Change Filing
System
Purge
List
List
Req Approvers
All deleted
Sources/Expenses Actions
Action Name
Edit/
History
List
Send Letter
Edit,
Source Letters
List
Enter Expense
Log Applicant
Source Reports
Purge
Edit,
List
Edit
Edit,
List
Req Expenses,
Source Expenses
Applicants
List
All deleted
iGreentree v8.1 User Manual
Should run
report first
Output
Comments
Email or
Hardcopy letter
Mass Mailing available to send
the same form letter to a group of
people
Same as Expense action in Req
Printed report or
File in other
program
Should run
report first
Allows you to Log an Applicant
Includes records found in search,
can output to Crystal Reports or
other program such as Word
Be careful, permanently removes
data, good for cleaning out
Appendix • vii
Hiring Manager Actions
Action Name
Edit/
List
Send Letter
Edit,
Mass Mailing
List
Hiring Mgr
Reports
Edit,
List
Archive
List
Purge
List
Template Actions
Action Name
Edit/
List
Copy to New
Edit,
List
Purge
List
History
Output
Comments
Hiring Mgr Letters
Email or
Hardcopy letter
Mass Mailing available to send
the same form letter to a group of
people
Includes records found in search,
can output to Crystal Reports or
other program such as Word
Can be reversed under
Maintenance/Archived Hiring Mgr
Be careful, permanently removes
data, good for cleaning out old
info
Printed report or
File in other
program
All deleted
Should run
report first
History
Output
Comments
Copies History to
new Template
New Template
To create new Template similar to
one that already exists
Be careful, permanently removes
Template
Should run
report first
NOTE: All Actions available in Edit View are also available in Summary View
History Quick Reference
Applicant History
History Name
Reqs Applied
For
Action it comes from
Log to Req
Routes
Interviews
Offers
Tests
Route
Interview
Make Offer
Test Results
Letters
Send Letter, Mass
Mailing, Route,
Interview, Make Offer,
Hire, Fill (Req)
Log to Source
Applicant applying via
CSS Site
Sources
CSS Questions
Answers
Comments
Can also come from Log to Source, Reject, Route,
Interview, Test Results, Offer, and Hire actions, can track
results
Can track results
Can track results
Tracks $, dates, answers, and comments about each offer
Tracks tests and other items that have results, such as
reference checks and salary requirements
No need to print hardcopy since the letter text is stored
Tracks which source(s) Applicants came from
Can not be modified
Appendix • viii
iGreentree v8.1 User Manual
Requisition History
History Name
Action it comes from
Applicants
Log to Req (App)
Postings
Post to Source
Holds
Place On Hold,
Take Off Hold
Make Offer (App)
Enter Expense (Req),
Distribute Expense,
Enter Expense
(Source)
Add Approvers (Req
History), Approvers
(Req Attachment)
Automated Req
Approval (Hiring Mgr)
Adding CSS
Questions
Offers
Expenses
Approvers Audit
CSS Questions
Audit
Sources/Expenses History
History Name
Action it comes from
Postings
Post to Source (Req)
Applicants
Log to Source (App)
Hires
Hire (App)
Letters
Expenses
Send Letter (Source)
Enter Expense (Req),
Distribute Expense,
Enter Expense
Hiring Manager History
History Name
Action it comes from
Routes
Route (App)
Reqs
Log to Req (App)
Interviews
Interview (App)
Offers
Make Offer (App)
Hires
Hire (App)
Letters
Send Letter (Hiring
Mgr)
iGreentree v8.1 User Manual
Comments
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
Tracks time on hold, may be subtracted in time-to-fill
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
Comments
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
History of letters sent to each source
Track how much is being spent on recruiting, can report on
cost-per-hire
Comments
When that Mgr is picked in Route action
When Req has that Mgr designated
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
Appendix • ix
Attachments Quick Reference
Applicant Attachments
Attachment
Where data comes
Name
from
Notes
Manual data entry or
Copy and paste from
email
Experience
CSS, load resume, or
Summary
manual data entry
Education
CSS, load resume, or
Summary
manual data entry
Why you need it
Comments
Track misc. info.
such as
discussions
Determine if
qualified
Determine if
qualified
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
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
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
Resume Image
Load scanned resume
Skills
ASE, load resume, or
manual data entry
CSS Site
Best version to
route if scanned
resume
Determine if
qualified
Application to
review
General
category, NOT
specific opening
CSS Form
Objectives
Objective on resume, or
manual data entry
Contact Info
Manual data entry
EEO
ASE or Manual data
entry
Document List
Attach files from email,
scanning, etc.
CSS registration Form
CSS Properties
Requisition Attachments
Attachment
Where data comes
Name
from
Notes
Manual data entry or
Copy and paste from
email
Job Description
Req Template,
Copy and Paste from
Word or Manually enter
Track extra
phone numbers
and email
addresses
EEOC reporting
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.
Paperless office,
routing
To reset just in
case
May wish to block this info from
some users to avoid influencing
decisions
Interview notes, application forms,
advertisements, etc.
Can not view password, only resent
if necessary
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
Search Criteria
CSS Additional
Links
CSS Questions
CSS Skills
CSS Uploadable
Documents
Document List
Approvers
Search
Committee
Req Template, Copy
and Paste from Word,
or Manually typed.
Analyze Job
Description,
add/change criteria as
needed
Manual entry by HR
Hiring Manager or
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)
Hiring Manager or
manual data entry
Sources/Expenses Attachments
Attachment
Where data comes
Name
from
Notes
Manual data entry or
Copy and paste from
email
Objective
Manual data entry
Contact Info
Manual data entry
Document List
Attach files from email,
scanning, etc.
Hiring Manager Attachments
Attachment
Where data comes
Name
from
Notes
Manual data entry or
Copy and paste from
email
Contact Info
Manual data entry
Document List
Attach files from email,
scanning, etc.
iGreentree v8.1 User Manual
Generate
Postings and
Search Criteria
Find Matching
Apps (qualified
candidates)
Usually specifies the job’s
Requirements
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
Why you need it
Comments
Track misc. info.
such as
discussions with
Source
General
category, NOT
specific opening
Track extra
phone numbers,
etc
Paperless office
Replaces yellow sticky notes and
extra hardcopy files
Can come from Analyzing Job Desc,
but may also set criteria however
needed
Only used to track general types of
jobs that are good from that Source
Beeper, pager, cell phone, fax,
secondary email addresses,
temporary contact, etc.
Contracts, invoices, advertisements,
brochures, etc.
Why you need it
Comments
Track misc. info.
such as
vacations
Track extra
phone numbers,
etc
Paperless office
Replaces yellow sticky notes and
extra hardcopy files
Beeper, pager, cell phone, fax,
secondary email addresses,
temporary contact, etc.
Copies of everything manager ever
sent to HR
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
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
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
Delete Hiring Managers ................................. 246
Doc Types......................................................229
Document List
Change Filing System ....................................245
Applicant ....................................................227, 245
Maintenance.......................................................227
Possible Duplicates............................................141
Requisitions..................................................54, 228
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
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
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
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
Scanning
iGreentree v8.1 User Manual
Index
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