Application Flow. Taleo 11b
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Application Flow
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Application Flow Application Flow
Application Flow
Application Flow
An application flow is a set of pages used by a candidate or on behalf of a candidate to apply for a job or to complete a profile.
An application flow is a sequence of pages that must be completed by a candidate when applying for a job or when submitting a profile in a Career Section. Application flows are also used by referrers, recruiters, hiring managers and agents to enter candidate profiles, invite candidates to apply for a job, or enter information on behalf of candidates. It is a best practice that application flows contain fewer than seven pages.
Application flows are created and configured by the system administrator and associated to different types of Career Sections.
Four types of application flow can be associated to internal or external Career Sections:
• Job-specific Application: displayed when a candidate applies for a job.
• Job-specific Referral: displayed when a candidate refers a candidate for a specific job. The email sent to the candidate contains a link that when clicked displays the application flow.
• Candidate Profile: displayed when candidates complete their profile.
• Candidate Profile - Referrer: displayed when a candidate submits a friend’s profile.
Two types of application flow can be associated to agency portals.
• Application - Agency: displayed when a candidate applies for a job via an agency portal.
• Profile - Agency: displayed when candidates complete their profile via an agency portal.
The system administrator can also choose two other types of application flows to use for a specific type of information:
• Request More Information: the request more information application flow is accessed by the candidate via an email sent if the Request More Information alert is set in the requisition or if a candidate is manually matched to a requisition. An external candidate cannot receive an email requesting more information if the requisition is not posted to an external Career Section. A Career
Section setting allows the activation of this feature. If the setting is activated, the Request More
Information is applied to all Career Sections.
• Invitation to Self-identify: used exclusively when tracking EEO information (Equal Employment
Information and Diversity programs). The system administrator may decide to send an e-mail at a specific step of the application. When the candidate reaches the specified step (status) the candidate receives an e-mail from which the Invitation to Self-identify flow is accessed. A Career
Section setting allows the activation of this feature and a Recruiting Setting allows the selection of the step.
The following options are available to enhance the candidate experience.
Value Description Available Options for Application Flows
Progress Bar Enabled Allows user to display the progress bar
• Yes
• No
Configuration Guide Career Section 11B 64
Application Flow Application Flow
Available Options for Application Flows
Autofill After Initial
Submission Enabled
• Yes
• No
Value Description
Allows user to automatically progress through the application stopping at the first page that either has mandatory fields that the candidate has not already filled in or where in the application flow page properties the setting for ‘Always display this page if the autofill option is enabled’ is set to
Yes. If all mandatory fields have been filled in and there is no stop on a page, the candidate may progress directly to the Summary page.
When editing a completed submission, regardless of this setting, the system will take the candidate to the summary page or the first page where mandatory information is missing.
To create an application flow, the system administrator must create pages to which blocks are be added. The system administrator can choose the order of the pages and the order of the blocks included in a page. The blocks are either system defined or user-defined by association to a userdefined form. Available blocks depend on the type of application flow being created. Text, formatting, field display in an application flow can be customized by the system administrator.
Flow Type
Candidate
Profile
Pages
Resume Upload
Company Source
Tracking
Disqualification
Questions
Education
Profile skills
Diversity
Thank you
Example of an Application Flow
Selected Blocks Form Action
Resume upload
Company source tracking
None, system defined
None, system defined
None
None
Disqualification
Questions
None, system defined
Education
Certifications
Form-0043
Default Certifications
Basic Profile Information Form-0026
Profile competencies Simple then Detailed format
None
None
Processing answers for disqualification questions
Diversity
Thanks you (General
Profile)
None, system defined None
None, system defined None
Configuration Guide Career Section 11B 65
Application Flow Application Flow
Configuration
Settings
Name Possible Values Default Value
Request More Info
Active
• Not specified
• Any Request More Information application flow type created by the system administrator. If none is selected the Request more info application flow will not be available.
none
Invitation to Selfidentify
Any Invitation to Self-identify application flow type created by the system administrator.
none
New Threshold to
Collect EEO
Information (USA
• Never
• New
• Reviewed
• 1st interview
• 2nd interview
• 3 rd interview
• Offer
• Testing
• Hired
• Rejected
• Declined
• Deleted
Location
Configuration > [Career
Sections] Settings
Configuration > [Career
Section] Settings
Configuration > [Recruiting]
Settings
Building an Application Flow
Prerequisite
The Access the Career Section Administration Section user type permission grants users access to this feature.
Steps
1.
2.
Add pages to the application flow.
3.
Add blocks to the application flow pages
.
4. Configure the block (
and
).
5. Choose whether or not to
6. Configure the progress bar (
and
7.
Activate the Request More Information feature
, if necessary.
8.
Activate the Invitation to Self-identify,
if necessary.
9.
Create an Agent Confirmation Request
Configuration Guide Career Section 11B 66
Application Flow Application Flow
10.
Associate the application flow to a Career Section.
Creating an Application Flow
Prerequisite
The Access the Career Section administration section user type permission grants users access to this feature.
Consider duplicating an existing application flow.
Configuration > [Career Section] Administration > Application flows
Steps
1. Click Create.
2. Select a flow type.
3. Click Create.
4. Complete the Fields
5. Create pages.
6. Add blocks to pages
7. Click Save.
Result
The application flow is created but is not yet available to be used in a Career Section.
Next Step
Activating the application flow.
Deleting an Application Flow
Prerequisite
The Access the Career Section administration section user type permission grants users access to this feature.
Application must be inactive or draft.
Configuration > [Career Section] Administration > Application Flows
Steps
1. Click Delete located on the same row as the application flow.
2. Confirm Deletion.
Result
The Application flow is permanently deleted from the database.
Activating an Application Flow
Prerequisite
The Access the Career Section administration section user type permission grants users access to this feature.
Configuration Guide Career Section 11B 67
Application Flow Application Flow
Configuration > [Career Section] Administration > Application Flows
Steps
1. Click the name of an application flow.
2. Click Activate.
Result
The application flow can now be used in the applicable Career Section.
Next Step
Selecting the application flows used in a Career Section.
Deactivating an Application Flow
Prerequisite
The Access the Career Section administration section user type permission grants users access to this feature.
Application flow must not be used in a Career Section.
Configuration > [Career Section] Administration > Application Flows
Steps
1. Click the name of an application flow.
2. Click Deactivate.
Result
The application flow can no longer be selected in the applicable Career Section.
Editing the Properties of an Application Flow
Prerequisite
The Access the Career Section Administration section user type permission grants users access to this feature.
Important Note: (ID 300) When doing language configuration for a page in a career section application flow. To avoid errors, click Configure while in view mode of page properties. If in page properties edit mode, clicking to configure languages will result in errors.
Application must be inactive or draft.
Configuration > [Career Section] Administration > Application flows
Steps
1. Click the name of an application flow.
2. Click Edit.
3. Make necessary changes by dragging and dropping the elements into desired order.
4. Click Save.
Result
The application flow now displays in the desired order.
Configuration Guide Career Section 11B 68
Application Flow Application Flow
Next Step
Activating the application flow.
Changing the Text of an Application Flow Field
Prerequisite
The Access the Career Section administration section user type permission grants users access to this feature.
User must know the
resource identification number
of the field.
Configuration > [Career Section] Administration > Application Flows
Steps
1. Click the name of the application flow.
2. Click Edit User-defined Labels.
3. Locate the resource to be changed by sorting by, or refining by resource number.
4. Click the name of the resource.
5. Click Edit next to properties.
6. In the Override field, type the new field label containing up to 4000 characters.
7. Click Save.
Result
The new text will show up in the application flow of the career sections using it.
Next Step
View the label in the Career Section.
Activating the Request More Information Option
Prerequisite
A Request More Information Application Flow must be active.
Configuration > [Career Sections] Settings > Request More Info Active > Edit
Steps
1. In the Value filed, select the Application Flow to be used with the Request More Information feature.
2. Click Save.
Result
The selected application flow is displayed to the candidate when the Request More Information alert is set in a requisition or when a candidate is matched to a requisition and requests more information.
Deactivating the Request More Information Option
Prerequisite
A Request More Information Application Flow must be active.
Configuration Guide Career Section 11B 69
Application Flow Application Flow
Configuration > [Career Section] Settings > Request More Info Active > Edit
Steps
1. In the Value field, select Not Specified.
2. Click Save.
Result
The Request More Information option is no longer activated for all Career Sections.
Activating the Invitation to Self-identify Message Template
Prerequisite
The Access Administration user type permission grants users access to this feature.
Configuration > [Recruiting] Message Template
Steps
1. Click the EEO, Invitation to Self-identify setting.
2. Click Activate.
Result
When an invitation to self-identify is sent, the EEO, Invitation to Self-identify message template is be used.
Deactivating the Invitation to Self-identify Message Template
Prerequisite
The Access Administration user type permission grants users access to this feature.
Configuration > [Recruiting] Message Template
Steps
1. Click the EEO, Invitation to Self-identify setting.
2. Click Deactivate.
Result
The invitation to self-identify can no longer be sent.
Selecting the Invitation to Self-Identify Application Flow
Prerequisite
The Invitation to Self-Identify Application Flow must be active.
Configuration > [Career Section] Settings > Invitation to Self-identify
Steps
1. Click Edit.
2. Select the Application flow to be used with the Invitation to Self-Identify feature in the Value drop down.
Configuration Guide Career Section 11B 70
Application Flow Application Flow
3. Click Save.
Result
When the Invitation to Self-Identify feature is used, this application flow is displayed.
Selecting the Step Triggering the Invitation to Self-identify
Prerequisite
The Access the Career Section administration section user type permission grants users access to this feature.
Configuration > [Recruiting] Settings > Threshold to Collect EEO Information (USA)
Steps
1. Click Edit
2. Select the application step to trigger the Invitation to Self-identify in the Value drop down.
3. Click Save.
Result
When the candidate reaches the selected step, an email is sent with a link allowing the candidate to access the Invitation to Self-identify application flow.
Next Step
Activating the Invitation to Self-identify Message Template.
Viewing the Career Sections Associated to an Application Flow
Prerequisite
The Access the Career Section administration section user type permission grants users access to this feature.
Configuration > [Career Section] Administration > Application Flows
Steps
Click View Associated CS .
Result
A list of all the Career Sections using this Application flow is presented.
Associating an Application Flow to a Career Section
Prerequisite
The Access the Career Section administration section user type permission grants users access to this feature.
Career section must be inactivated.
Configuration > [Career Section] Administration > Career Sections
Steps
1. Click the name of a Career Section.
Configuration Guide Career Section 11B 71
Application Flow Application Flow
2. Click Edit next to Application Flow.
3. Select the application flows to be used for each situation.
4. Click Save.
Result
When a candidate applies for a job through the career section, the selected application flows are displayed.
Next Step
Activating a Career Section
Configuration Guide Career Section 11B 72
Application Flow Application Flow Pages
Application Flow Pages
Adding a Page to an Application Flow
Prerequisite
The Access the Career Section administration section user type permission grants users access to this feature.
Application flow must be inactive.
Configuration > [Career Section] Administration > Application Flows
Steps
1. Click the name of an application flow.
2. Click Edit.
3. Enter the name of a page in the Add a Page field.
4. Click Create a Page.
5. Click Save.
Result
A new page is added to the Flow.
Next Step
Adding a block to the page of an application flow.
Removing a Page from an Application Flow
Prerequisite
The Access the Career Section administration section user type permission grants users access to this feature.
Application flow must be inactive.
Configuration > [Career Section] Administration > Application Flows
Steps
1. Click the name of an application flow.
2. Click Edit.
3. Click Delete located on the page to delete.
4. Click Save.
Result
The page is no longer available to the Flow.
Reordering the Pages of an Application Flow
Prerequisite
The Access the Career Section administration section user type permission grants users access to this feature.
Configuration Guide Career Section 11B 73
Application Flow Application Flow Pages
Application Flow must be inactive.
Configuration > [Career Section] Administration > Application Flows
Steps
1. Click the name of an application flow.
2. Click Edit.
3. Under the Flow section, drag and drop the pages to the proper order.
4. Click Save.
Result
The application flow displays the pages in the selected order.
Editing the Properties of a Page in an Application Flow
Prerequisite
The Access the Career Section Administration section user type permission grants users access to this feature.
Application Flow must be inactive.
Configuration > [Career Section] Administration > Application Flows
Steps
1. Click the name of an application flow
2. Click the name of a page.
3. Click Edit.
Important Note: (ID 300) When doing language configuration for a page in a career section application flow. To avoid errors, click Configure while in view mode of page properties. If in page properties edit mode, clicking to configure languages will result in errors.
4. Modify fields.
5. Click Save.
Result
The information modified on the title, the header and name of the page is displayed next time the page is used in an application flow.
Changing the Text of an Application Flow Page Header
Prerequisite
The Access the Career Section administration section user type permission grants users access to this feature.
Application flow must be inactive.
Configuration > [Career Section] Administration > Application Flows
Steps
1. Click the name of an application flow.
2. Click the name of application flow page.
3. Click Edit.
Configuration Guide Career Section 11B 74
Application Flow Application Flow Pages
4. In the page header box, change the text.
5. Click Save.
Result
The new page header is displayed next time the page is used in an application flow.
Formatting the Text of the Application Flow Page Header
Prerequisite
The Access the Career Section administration section user type permission grants users access to this feature.
Application flow must be inactive.
Configuration > [Career Section] Administration > Application Flows
Steps
1. Click the name of an application flow.
2. Click the name of application flow page.
3. Click Edit.
4. In the page header box, format the text with the formatting tools.
5. Click Save.
Result
The new formatting of the page header is displayed next time the page is used in an application flow.
Block
A block is a set of fields that can be added to the page of an application flow.
Depending on the type of application flow, the lists of blocks available to create a page of the application flow differ. The list of available blocks are set by the system. Blocks used by the system administrator to create a page are made of either
• standard fields, or
• user-defined fields
If a block contains standard fields the disposition and the availability of the fields cannot be changed.
The system administrator can modify the value and the formatting of the field text.
If a block contains user-defined fields, then the system administrator can select the fields included in the block via the user-defined form associated to the block. The text and the formatting can also be changed by the system administrator.
The order of the information blocks in the Block Ordering section indicates the order in which the information is displayed in the application flow. In other words, the top information block in the
Block Ordering section represents the information displayed at the top of the page; the box below it represents the information displayed immediately below the top information block and so forth.
Some blocks can be mandatory and can only be used at a specific step of the application flow.
For example, the Thank You block in a Job-specific Application is always on the last page of the application flow and is mandatory. Actions can also be added to a page.
Configuration Guide Career Section 11B 75
Application Flow Application Flow Pages
Adding a Block to an Application Flow
Prerequisite
The Access the Career Section administration section user type permission grants users access to this feature.
Application flow must be inactive.
A page must be created.
Configuration > [Career Section] Administration > Application Flows
Steps
1. Click an application flow.
2. Click Edit.
3. Drag and drop a block from the Available Blocks section to a page.
4. Click Save.
Result
The new block is displayed to the candidate when the application is used in a Career Section.
Removing a Block from an Application Flow
Prerequisite
The Access the Career Section administration section user type permission grants users access to this feature.
Application Flow must be inactive.
Configuration > Application Flows
Steps
1. Select an application flow.
2. Click Edit.
3. Drag and drop a block from the Flow section to the Available Blocks section.
4. Click Save.
Result
The removed block is no longer displayed to the candidate when the application is used in a Career
Section.
Ordering Blocks in an Application Flow
Prerequisite
The Access the Career Section administration section user type permission grants users access to this feature.
Application flow must be inactive.
A page must be created with block elements.
Configuration > Application Flows
Configuration Guide Career Section 11B 76
Application Flow Application Flow Pages
Steps
1. Select an application flow.
2. Click Edit.
3. Drag and drop a blocks in the appropriate order on the pages of the application flow.
4. Click Save.
Result
The page displays the fields included in the block in the selected order when the application flow is used in a Career Section.
Changing the Text Appearing in a Block
Prerequisite
The Access the Career Section administration section user type permission grants users access to this feature.
Application flow must be inactive.
The Preview of the Career Section must be displayed.
User must
know the ID number of the label.
Configuration > [Career Section] Administration > Career Sections
Steps
1. Click the name of the Career Section.
2. Click Show next to Application Flow Properties.
3. Click the name of the application flow.
4. Click the name of the block.
5. Click Edit User-defined Labels.
6. Click the name of the label corresponding to the ID.
7. Click Edit.
8. Insert new text, up to 4000 characters, in the Override box.
9. Click Save.
Result
The new text is displayed next time the block is used in a Career Section.
Next Step
View the label in the Career Section.
Format the text in the block.
Formatting Text in a Block
Prerequisite
The Access the Career Section administration section user type permission grants users access to this feature.
Application flow must be inactive.
Override field must be an HTML field otherwise formatting must be done via the Theme feature.
The Preview of the Career Section must be displayed.
Configuration Guide Career Section 11B 77
Application Flow Application Flow Pages
User must know the ID number of the label.
Configuration > [Career Section] Administration > Career Sections
Steps
1. Click the name of the Career Section.
2. Click Show next to Application Flow Properties.
3. Click the name of the application flow.
4. Click the name of the block.
5. Click Edit User-defined Labels.
6. Click the name of the label corresponding to the ID.
7. Click Edit.
8. Change the formatting of the text in the Override box.
9. Click Save.
Result
The new formatting is displayed next time the block is used in a Career Section.
Application Flow Blocks
Name
Additional
Information
Attachments
Description Flow Types Properties
Allows the candidate to provide additional information regarding qualifications, career objectives, or any other details that may help explain qualifications.
• Application -
Agency
• Candidate
Profile
• Candidate
Profile -
Referral
• Job-specific
Application
• Job-specific
Referral
• Profile -
Agency
• Request More
Information
Career Objectives
• Number of columns
• Number of rows
Supplementary Comments
• Number of columns
• Number of rows
Allow the candidate to provide attachments.
Attachment Mandatory
• Yes
• No
• Application -
Agency
• Candidate
Profile
• Candidate
Profile -
Referral
• Job-specific
Applications
• Job-specific
Referral
• Profile -
Agency
Configuration Guide Career Section 11B 78
Application Flow Application Flow Pages
Name Description Flow Types Properties
Background Check
Address History
Data included in the Background
Check block is intended to be used for background checking only. Even if company policy is to only conduct background checks on a small subset of candidates or on the candidate who is hired, not collecting background check data from all may cause harm.
Consider collecting background check data from all candidates. A best practice is to place the Background
Check Consent block early in the application flow to filter out candidates before they spend time providing data that is not needed or exposing selection content (prescreening questions or assessments) to them unnecessarily. Because regulations governing background check consent vary by location, defining local legal disclaimers helps to ensure candidates understand to what they are consenting.
• Invitation to
Self-identify
• Job-specific
Applications
• Request More
Information
Use this form in the application flow
• Background Check
Consent - Address
History type forms
Background Check
Consent
Data included in the Background
Check block is intended to be used for background checking only. Even if company policy is to only conduct background checks on a small subset of candidates or on the candidate who is hired, not collecting background check data from all may cause harm.
Consider collecting background check data from all candidates. A best practice is to place the Background
Check Consent block early in the application flow to filter out candidates before they spend time providing data that is not needed or exposing selection content (prescreening questions or assessments) to them unnecessarily. Because regulations governing background check consent vary by location, defining local legal disclaimers helps to ensure candidates understand to what they are consenting.
• Invitation to
Self-identify
• Job-specific
Applications
• Request More
Information
Background
Check General
Information
Data included in the Background
Check block is intended to be used for background checking only. Even if company policy is to only conduct background checks on a small subset of candidates or on the candidate who is hired, not collecting background check data from all may cause harm.
Consider collecting background check
• Invitation to
Self-identify
• Job-specific
Applications
• Request More
Information
Use this form in the application flow
• Background Check
Consent - General
Information type forms
Configuration Guide Career Section 11B 79
Application Flow Application Flow Pages
Name Description data from all candidates. A best practice is to place the Background
Check Consent block early in the application flow to filter out candidates before they spend time providing data that is not needed or exposing selection content (prescreening questions or assessments) to them unnecessarily. Because regulations governing background check consent vary by location, defining local legal disclaimers helps to ensure candidates understand to what they are consenting.
Flow Types Properties
Background Check
Military Experience
Data included in the Background
Check block is intended to be used for background checking only. Even if company policy is to only conduct background checks on a small subset of candidates or on the candidate who is hired, not collecting background check data from all may cause harm.
Consider collecting background check data from all candidates. A best practice is to place the Background
Check Consent block early in the application flow to filter out candidates before they spend time providing data that is not needed or exposing selection content (prescreening questions or assessments) to them unnecessarily. Because regulations governing background check consent vary by location, defining local legal disclaimers helps to ensure candidates understand to what they are consenting.
• Invitation to
Self-identify
• Job-specific
Applications
• Request More
Information
Use this form in the application flow
• Background Check
Consent - Military
Experience type forms
Basic Profile
Information
A candidates basic information.
Use this form in this application flow
• Basic Profile type forms
• Application -
Agency
• Candidate
Profile -
Referral
• Job-specific
Applications
• Job-specific
Referral
• Profile -
Agency
Candidate Personal
Information
A candidates personal information.
Allows candidates to provide an anonymous application (application without personal identification
• Candidate
Profile
• Candidate
Profile -
Referral
Force candidates to provide a valid U.S. social security number
• Yes
Configuration Guide Career Section 11B 80
Application Flow
Name
Certifications
Application Flow Pages
Description Flow Types information). The personal identification fields are grayed out so that candidates do not provide this type of information. The required fields for an anonymous application are logon ID, password, email and location. If candidates decide that they no longer want their application to be anonymous and fill out the personal information fields, they are not able to revert back to an anonymous application. To activate the anonymous application feature, the Allow Anonymous Candidates option must be selected in the
Candidate Personal Information block properties. It is possible to restrict access to anonymous candidates by activating the following setting:
Include candidates whose identification is missing in candidate list and in candidate search results (does not apply to Quick Search)
• Invitation to
Self-identify
• Job-specific
Applications
• Job-specific
Referral
When Activate the identification of
potentially duplicate candidates is selected, if a potential duplicate is found by the system, a Duplicate
Check task is sent to the owner of the requisition, that is the recruiter assistant. If no recruiter assistant was defined, it is sent to the recruiter. For the duplicate check task performed in a profile context, if a potential duplicate is found, since there is no recruiter the task is redirected to the person defined in the
General Profile Duplicate Check
• No
Properties
Allow anonymous candidates
• Yes
• No
Use this form in the application flow
• Candidate Personal
Information type forms
Activate the identification of potentially duplicate candidates
• Yes
• No
The Certifications block only accommodates standard fields. No user-defined fields can be inserted.
It is recommended to implement the
Certifications block when this type of data is critical. For example, for health care, financial services and consulting positions.
• Application -
Agency
• Candidate
Profile
• Candidate
Profile -
Referral
• Job-specific
Application
• Job-specific
Referral
• Profile -
Agency
• Request More
Information
Minimum number of certification entries
• 0-10
For selection fields, force the user to specify a value from the selector
• Yes
• No
Use this form in this application flow
• Certifications type form
Configuration Guide Career Section 11B 81
Application Flow Application Flow Pages
Name Description Flow Types Properties
Cover Letter (plain text)
Allows a candidate to input a plain text cover letter.
• Application -
Agency
• Candidate
Profile
• Candidate
Profile -
Referral
• Job-specific
Referral
• Profile -
Agency
• Request More
Information
Number of columns
Number of rows
Minimum number of characters required in the
Cover Letter Field
Contingent Staffing An agency can enter information about a contingent worker.
• Application -
Agency
Disqualification
Questions
Diversity
Education eSignature
The Disqualification Questions block must be placed alone on a page. It is a best practice to also process answers for disqualification questions on this page. If a candidate is disqualified on this action they will be brought to a modified thank you page informing them they have not met the minimum requirements for the position.
Taleo provides standard EEO1,
EEO2a, EEO2b and EE diversity forms. Clients can configure these standard forms as well as create custom diversity forms.
• Candidate
Profile
• Job-specific
Application
•
•
Candidate
Profile
Invitation to
Self-identify
• Job-specific
Application
• Request More
Information
Number of questions per page
Display all questionnaires on the same page.
• Yes
• No
The candidate can provide information about their educational history.
• Application -
Agency
• Candidate
Profile
• Candidate
Profile -
Referral
• Job-specific
Referral
• Profile -
Agency
• Request More
Information
Minimum number of education entries
• 0-10
For selection fields, force the user to specify a value from the selector
• Yes
• No
Use this form in this application flow
• Education type forms
There is no restriction on where the eSignature block can appear.
However, it is recommended to include
• Job-specific
Application
Use this form in this application flow
Configuration Guide Career Section 11B 82
Application Flow Application Flow Pages
Name Description it at the end of the application flow to ensure that the candidate has entered all required information prior to electronically signing the application.
If the eSignature block is included in an application flow, the former is displayed to candidates each time they apply even if Autofill After Initial
Submission Enabled is selected in the application flow properties. Users can view eSignature block information if the
View the “eSignature” block information permission is selected for their user type in SmartOrg.
Flow Types
Job Sourcing
Tracking
System administrators have the ability to specify if the Source Tracking block is hidden from candidates if the source is pre-filled. An example would be when the source code is embedded into the URL that redirects candidates to the Career Section from a job board.
The following option is available in the properties of the Job Sourcing Tracking block of an application flow: Hide the
“Source Tracking“ block if it is prefilled. When set to Yes, candidates do not see, in the application flow or, on the summary page, the Source
Tracking block if the source was prefilled. Use this option to not provide candidates the opportunity to change the value. When set to No, the Source
Tracking block is displayed no matter what. By default, the option is set to No. The Display internal sources
on internal Career Sections private settings allows the display of internal sources in the source block of an application flow.
• Job-specific
Application
• Job-specific
Referral
Location Selection Allows the candidate to identify the locations of interest for the job.
• Application -
Agency
• Job-specific
Application
OLF Selection -
One level per page
Allow a candidate to specify work preferences such as the job field, location, and organization.
If the full OLF block or portions of the block are not included in the
Candidate Profile type flow, then OLF contextualized information (such as contextualized fields for the OLF) will not be available in the general profile
• Application -
Agency
• Candidate
Profile
• Candidate
Profile -
Referral
• Job-specific
Application
Properties
• Electronic Signature type forms
Hide the "Source Tracking" block if it is pre-filled
• Yes
• No
Select as default location
• All
• Primary Location
Display the Organization menu
• Yes
• No
Configuration Guide Career Section 11B 83
Application Flow Application Flow Pages
Name
Personal
Information -
Agency
Description unless the candidate already has OLF preferences in their candidate record.
Flow Types
• Job-specific
Referral
Agents can refer a new candidate, or a known candidate using the candidate's email.
• Application -
Agency
• Candidate
Personal
Information -
Agency
Properties
Force candidates to provide a valid U.S. social security number
• Yes
• No
Activate the identification of potentially duplicate candidates
• Yes
• No
Display the email validation section in the Personal
Information - Agency block
• Yes
• No
Allow anonymous candidates
• Yes
• No
Use this form in this application flow
Number of columns
Number of rows
Minimum number of characters required int he
Resume field
Plain Text Resume
Prescreening
Competencies
Candidates can type in or paste in a plain text resume.
• Application -
Agency
• Candidate
Profile
• Candidate
Profile -
Referral
• Job-specific
Application
• Job-specific
Referral
• Profile -
Agency
Prescreening competencies are configured in the competency library and added to a requisition in the recruiting center. This block must be included for prescreening competencies to appear in the Career
Section.
• Application -
Agency
• Job-specific
Application
• Job-specific
Referral
Number of competencies per page
While applying for a job or filling out a general profile, only show competencies or questions that have not been evaluated
• Yes
• No
Configuration Guide Career Section 11B 84
Application Flow Application Flow Pages
Name
Prescreening
Questionnaire
Description Flow Types
Prescreening questionnaire questions are configured on the requisition in the recruiting center. This block must be included for the prescreening questionnaire to appear in the Career
Section.
• Application -
Agency
• Job-specific
Application
• Job-specific
Referral
Properties
Display the mandatory statement checkbox after the detailed format
• Yes
• No
Use this competency assessment format
• Detailed
• Simple
• Simple then Detailed format
• Simple then voluntary
Detailed format
When showing competencies in the detailed format, only show competencies that reach the minimum level defined for the abridged format
• Yes
• No
Display the mandatory statement checkbox after the simple format
• Yes
• No
Save only competency assessments when the candidate provides information about a given competency.
• Yes
• No
Number of questions per page
Mandatory questions
• None
• Single-answer
• Single and Multipleanswer
• All
When applying for a job or filling out a general profile, only show skills or questions that have not been evaluated
Configuration Guide Career Section 11B 85
Application Flow Application Flow Pages
Name
Profile
Competencies
Profile
Questionnaire
Description Flow Types
Profile competencies are configured in the competency library in the recruiting center. This block must be included for profile competencies to appear in the
Career Section.
• Application -
Agency
• Candidate
Profile
• Job-specific
Application
• Profile -
Agency
Profile questionnaire questions are configured in the question library in the recruiting center. This block must be
• Application -
Agency
• Candidate
Profile
Properties
Number of competencies per page
While applying for a job or filling out a general profile, only show competencies or questions that have not been evaluated
• Yes
• No
Display the mandatory statement checkbox after the detailed format
• Yes
• No
Use this competency assessment format
• Detailed
• Simple
• Simple then Detailed format
• Simple then voluntary
Detailed format
When showing competencies in the detailed format, only show competencies that reach the minimum level defined for the abridged format
• Yes
• No
Display the mandatory statement checkbox after the simple format
• Yes
• No
Save only competency assessments when the candidate provides information about a given competency.
• Yes
• No
Number of questions per page
Mandatory questions
• None
Configuration Guide Career Section 11B 86
Application Flow Application Flow Pages
Name Description Flow Types Properties included for the profile questionnaire to appear in the Career Section.
• Job-specific
Application
• Job-specific
Referral
• Profile -
Agency
• Request More
Information
• Single-answer
• Single and Multipleanswer
• All
When applying for a job or filling out a general profile, only show skills or questions that have not been evaluated
References The References block only accommodates standard fields. No user-defined fields can be inserted.
• Application -
Agency
• Candidate
Profile
• Job-specific
Application
• Profile -
Agency
• Request More
Information
Minimum number of reference entries
• 0-10
Use this form in this application flow
• References type forms
Referrer Personal
Information
The referrer must enter personal information about themselves, and the candidate that is being referred.
• Candidate
Profile -
Referral
• Job-specific
Referral
Force candidate to provide a valid U.S. social security number
• Yes
• No
Use this form in this application flow.
• Referrer Personal
Information type forms
Resume Content
Resume Upload
Resume Upload
Give the candidate an option to replace the information in the general profile with the information entered for the job submission. If this block is not present the general profile will always be updated with the information on the job submission.
• Job-specific
Application
The block must be alone on its page before any Attachments, Candidate
Personal Information, Education, Work
Experience or Resume block.
If Resume Parsing is turned on the candidate has an option to upload a resume.
The candidate can upload information from a third party.
• Candidate
Profile
• Job-specific
Application
Give the candidate an option to upload a resume. The block must be alone on its page before any Attachments,
Candidate Personal Information,
• Candidate
Profile -
Referral
Configuration Guide Career Section 11B 87
Application Flow Application Flow Pages
Name
Screening
Description
Education, Work Experience or
Resume block.
Send New Jobs To
Candidate
Candidates can choose to receive an email notification whenever a new positing matching the profile is posted.
Shift Availability
Grid
The work shift availability grid is only activated by default for applications created for hourly and campus requisitions. The information is stored at the profile level, so once the data has been completed on one
Flow Types
• Job-specific
Referral
• Application -
Agency
• Profile -
Agency
•
•
•
•
•
Candidate
Profile -
Referral
Job-specific
Application
Job-specific
Referral
Application -
Agency
Candidate
Profile
Properties
Multiple screening blocks can be configured on an application flow. For security reasons, candidates must enter their login information (user name and password) before filling out an assessment. The email sent to candidates contains a hyperlink that direct them to the login page.
• Invitation to
Self-identify
• Job-specific
Application
• Request More
Information
Allow candidates to receive questionnaire information later by email.
• Yes
• No
Show this block to the following candidates
• ACE Candidates
• Those who Meet RMI
Criteria
• Those who Meet
Required Criteria
• All Candidates
Display Mode
• Pop-up window
• Inline
This service is mandatory
(candidates must click the link to access the questionnaire immediately or choose to receive it by email, if the latter is activated.
• Yes
• No
Service
• The services available to the zone.
By default, select the check box: Accept invitations by
Email on career opportunities matching this profile
• Yes
• No
Configuration Guide Career Section 11B 88
Application Flow Application Flow Pages
Name
Thank You (Job
Submission)
Thank You
(General Profile)
Work Conditions
Work Experience
Description Flow Types application, all other applications display this information. Otherwise, professional and executive applications do not show a shift availability grid.
The grid always displays all days and
5 shift periods. Default values are:
Early Morning, Midday, Afternoon,
Evening, Overnight. It is not possible to remove a day or shift period from the grid. The grid labels are standard for recruiters and managers; labels are only configurable for candidates and can be configured differently per application flow.
• Candidate
Profile -
Referral
• Job-specific
Application
• Job-specific
Referral
• Profile -
Agency
The candidate is taken to the
Thank You page after completing a submission.
Properties
• Application -
Agency
• Invitation to
Self-identify
• Job-specific
Application
• Job-specific
Referral
• Request More
Information
Display the Candidate Profile hyperlink
• Yes
• No
Display links to these job lists
• None
• Link to Standard List
• Link to Personalized Job
List
• Both Links
The candidate is taken to the
Thank You page after completing a submission.
• Candidate
Profile -
Referral
• Profile -
Agency
Display links to these job lists
• None
• Link to Standard List
• Link to Personalized Job
List
• Both Links
Use this form in this application flow
• Work Conditions type forms
The work conditions block is only available for hourly and campus hiring types.
• Application -
Agency
• Candidate
Profile
• Candidate
Profile -
Referral
• Job-specific
Application
• Job-specific
Referral
• Profile -
Agency
The information in this section is only relevant in the case of user-defined forms that include the Current Job field.
The Properties section of the Work
Experience block contains the Hide the
• Application -
Agency
• Candidate
Profile
Minimum number of education entries
• 0-10
Configuration Guide Career Section 11B 89
Application Flow
Name
Application Flow Pages
Description Flow Types end date in the case of current job field among others. The End Date field in the Work Experience block is irrelevant when candidates enter information about their current job they are typically still employed in the position. If the value of the Hide the end date in the case of current job setting is set to
Yes for an application flow, and a user displays a job-specific application that uses the flow, no end date is displayed for the current work experience. The default value is No to ensure backward compatibility. Contingent workers might know the end date of their current job
(even though they are still employed in the position). For this reason, one might choose to configure contingent application flows such that the End
Date field is displayed.
• Candidate
Profile -
Referral
• Job-specific
Application
• Job-specific
Referral
• Profile -
Agency
Properties
For selection fields, force the user to specify a value from the selector
• Yes
• No
Hide the end date in the case of current job
• Yes
• No
Use this form in this application flow
• Work Experience type forms
Application Flow Action
An action is performed by the system when a step is reached by the applicant in the application flow.
An action is added to a page of an application flow. An action can only appear once in an application flow. Actions are available according to the type of application flow. Actions cannot be added to every type of application flow.
• Job Specific Application available actions:
• Processing Answers for Disqualification questions
• Sending a Job Submission Acknowledgment Letter
• Sending an ACE Candidate Alert Mail
• Job Specific Referral available actions:
• Sending a Referral Acknowledgment Letter
• Sending a Referral Thank You Letter
• Sending an ACE Candidate Alert Mail
• Candidate Profile available actions:
• Processing Answers for Disqualification questions
• Sending a Profile Acknowledgment Letter
• Candidate Referral available actions:
• Sending a Referral Acknowledgment Letter
• Sending a Referral Thank You Letter
• Request More Information
• Invitation To Self Identify
• Application-Agency available actions:
• Sending a Referral Acknowledgment Letter
• Sending a Referral Thank You Letter
• Sending an ACE Candidate Alert Mail
Configuration Guide Career Section 11B 90
Application Flow Application Flow Pages
• Profile-Agency available actions:
• Sending a Referral Acknowledgment Letter
• Sending a Referral Thank You Letter
The system administrator can choose to add one of several of the following actions to an application flow. When selecting an action which sends correspondence to a candidate it is a best practice to activate the Send this acknowledgment only if the application is completed property of the action.
• Sending a Referral Acknowledgment Letter: The system sends an acknowledgment letter to referrers who reach the application flow Thank You page and who have submitted a complete job submission.
• Sending a Referral Thank You Letter: The system sends an acknowledgment letter to candidates who reach the application flow Thank You page and who have submitted a complete job submission.
• Sending a Profile Acknowledgment Letter: The system sends an acknowledgment letter to candidates who reach the application flow Thank You page and who have submitted a complete general profile.
• Sending a Job Submission Acknowledgment Letter: The system sends an acknowledgment letter to candidates who reach the application flow Thank You page and who have submitted a complete job submission.
• Processing Answers for Disqualification Questions: The system disqualifies or marks the candidate for review if they do not meet the minimum requirements. The Disqualification Questions block must be placed alone on a page. It is a best practice to also process answers for disqualification questions on this page. If a candidate is disqualified on this action they will be brought to a modified thank you page informing them they have not met the minimum requirements for the position.
• Sending an Ace Candidate Alert Mail: When a candidates profile matches the Ace Candidate profile an email is sent by the system to the recruiter or hiring manager.
The Send this Acknowledgment only if the application is completed option is located in the properties in the application flow of the action.
Adding an Action to an Application Flow
Prerequisite
The Access the Career Section administration section user type permission grants users access to this feature.
Application Flow must be inactive.
Actions must be available.
A page must be created.
Configuration > [Career Section] Administration > Application Flows
Steps
1. Click an application flow.
2. Click Edit.
3. Drag and drop an action from the Available Actions section to a page.
4. Click Save.
Result
The action is carried out when the application flow is used in a Career Section.
Configuration Guide Career Section 11B 91
Application Flow Application Flow Pages
Next Step
If the application flow contains an action which sends correspondence to a candidate it is a best practice to activate the Send this acknowledgment only if the application is completed property of the action.
Removing an Action from an Application Flow
Prerequisite
The Access the Career Section administration section user type permission grants users access to this feature.
Application Flow must be inactive.
A page must be created.
Configuration > [Career Section] Administration > Application Flows
Steps
1. Select an application flow.
2. Click Edit.
3. Drag and drop an action from the flow section to the Available Actions section.
4. Click Save.
Result
The action is no longer carried out when the application flow is used in a Career Section.
Editing the Properties of an Action in an Application Flow
Prerequisite
The Access the Career Section Administration section user type permission grants users access to this feature.
Application flow must be inactive.
Not all actions have properties.
Configuration > [Career Section] Administration > Application Flows
Steps
1. Click on the name of an application flow.
2. Click on the action.
3. Click Edit near Properties.
4. Edit properties.
5. Click Save.
Configuration Guide Career Section 11B 92
Application Flow Progress Bar
Progress Bar
Progress Bar
The progress bar indicates the different steps of the application flow and highlights where the candidates are in the application process.
The progress bar allows candidates to move to a previous step (page) at any time and make changes during the application process. Once candidates have completed their job submission, they are taken to a summary page displaying all the information they provided.
The progress bar is displayed by default. The system administrator can choose to activate the progress bar for a specific application flow. The titles correspond to the title of the pages used in the application flow, and can be changed by the system administrator. If the progress bar does not properly fit in the width of the page, the system administrator can adjust it in the main section of the Career Section
Theme.
There is one box for each step in the application flow. However, a block that contains multiple pages is displayed as a single box in the progress bar. For example, if disqualification questions span 3 pages, this is indicated to the candidate (Page X of 3, where X represents the page the candidate is currently on). The previous situation can happen in the following cases:
• eSignature for jobs available in multiple countries
• diversity data when there are multiple questionnaires
• questions, skills and disqualification questions
• OLF block which always spans 3 pages
Benefits
• Gives candidates the ability to visually see where they are in the process of completing an application.
Displaying the Progress Bar
Prerequisite
The Access the Career Section Administration Section user type permission grants users access to this feature.
Configuration > [Career Section] Administration > Application Flows
Steps
1. Select an application flow
2. Click Edit.
3. Select Yes form the Progress Bar Enabled drop down menu.
4. Click Save.
Result
The Progress Bar is displayed to candidates when the application flow is used in a Career Section.
Configuration Guide Career Section 11B 93
Application Flow Progress Bar
Hiding the Progress Bar
Prerequisite
The Access the Career Section administration section user type permission grants users access to this feature.
Configuration > [Career Section] Administration > Application Flows
Steps
1. Select an application flow
2. Click Edit.
3. Select No from the Progress Bar Enabled drop down menu.
4. Click Save.
Result
The progress bar is longer be displayed to candidates when the application flow is used in a Career
Section.
Changing the Text of the Progress Bar Boxes
Prerequisite
The Access the Career Section administration section user type permission grants users access to this feature.
Application Flow must be inactive
Configuration > [Career Section] Administration > Application Flows
Steps
1. Click the name of an application flow.
2. Click the name of a page.
3. Click Edit.
4. Change the name of the Page Title field.
5. Click Save.
Formatting the Text of the Progress Bar Boxes
Prerequisite
The Access the Career Section administration section user type permission grants users access to this feature.
Application flow must be inactive.
Configuration > [Career Section] Administration > Application Flows
Steps
1. Click an application flow.
2. Click the name of a page, located above Selected Blocks.
Configuration Guide Career Section 11B 94
Application Flow
3. Click Edit.
4. Use the Page Header box to change the formatting of the text.
5. Click Save.
Progress Bar
Configuration Guide Career Section 11B 95
Application Flow Agent Confirmation Request
Agent Confirmation Request
Agent Confirmation Request
The system can be configured to send a request to the agent to confirm a candidate’s availability.
This feature is normally used for contingent hiring. When deciding to contract with a specific contingent worker, the system can be configured to send a request to the agent owning the candidate record of the contingent worker to confirm the candidate’s availability. The agent receives an email and is brought back to the portal. This feedback loop in the contingent process is configured by the system administrator via the agent confirmation request feature.
An agent confirmation request can be created for all available candidate selection application flows used by a Career Section or the system administrator can chose to create an agent confirmation request for only one or several specific candidate selection application flows. The agent confirmation request can be added to any status of a step of a candidate selection application flow. The system administrator can also decide the status the candidate automatically reaches based on the answer sent by the agent. Yes the candidate is available, or no the candidate is not available. The email sent to the agents requesting a confirmation, contains the text included in the Agent Confirmation Question
(multilingual).
If an agent confirmation request is created, a translation must be provided for all available languages.
Configuration
User Type Permissions
Name Location
Access Correspondence Manager configuration Configuration > [SmartOrg] Administration > User Types >
Recruiting > Administration
Creating an Agent Confirmation Request
Prerequisite
The Access the Career Section administration section user type permission grants users access to this feature.
Configuration > [Career Section] Administration > Agent Confirmation Requests
Steps
1. Click Create.
2. Complete the form.
3. Click Save.
Result
When an agent owned candidate reaches the specified status of the step for the selected candidate selection work flow, an email is sent to the agent requesting the confirmation of the availability of the candidate.
Configuration Guide Career Section 11B 96
Application Flow Agent Confirmation Request
Deleting an Agent Confirmation Request
Prerequisite
The Access the Career Section administration section user type permission grants users access to this feature.
Configuration > [Career Section] Administration > Agent Confirmation Requests
Steps
1. Click Delete next to a Confirmation Request.
2. Confirm Deletion.
Result
When a agent owned candidate reaches the specified status of the step for the selected candidate selection work flow, an email is no longer sent to the agent requesting the confirmation of the availability of the candidate.
Editing the Properties of an agent Confirmation Request
Prerequisite
The Access the Career Section administration section user type permission grants users access to this feature.
Configuration > [Career Section] Administration > Agent Confirmation Requests
Steps
1. Click the code of an Agent Confirmation Request.
2. Click Edit.
3. Make changes.
4. Click Save.
Result
When an agent owned candidate reaches the specified status of the step for the selected candidate selection workflow, an email is sent to the agent requesting the confirmation of the availability of the candidate.
Configuration Guide Career Section 11B 97
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