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Home > Guides > User Guide > Managing Requisitions > Applicants

Applicants

Page Location: Requisition File > Applicants

This page was updated with version 9.1. 

Applicants Page lists all the individuals assigned to the requisition by either applying to the position online and/or users manually adding them to the position.  The number in the drop-down list displays the total number of applicants connected to this position.  It may not be the same number displayed on the page depending on the Filter set or the Security settings. 

Applicants who have the Position Referral Source listed as "Employee Referral" (code = EMPREF) will appear in this list highlighted in Pink.
Applicants who have the Overall Status indicating he/she is an active employee (code starts with HIRED) will appear in this listed highlighted in Green.  If someone is an employee and has the Overall Referral Source listed as "Employee Referral", the record will appear in green.

Applicants are automatically sorted by Applicant Name (first column) but can be changed by clicking on the header of the column.  Columns default in the system as "Applicant", "Assign Date", "Status", "Status Date", "Route" and "Score".  The first three columns will always remain but the last three columns can be updated via the My Preferences page.  The field values below are based on the defaults in the system.  If changing the column values, review the My Preferences page for complete details on the field values which will be displayed.

Column Value 
Applicant Displays the Applicant's name as a hyperlink.  Clicking on the hyperlink directs the user to the Application page of the applicant file.
Two additional icon may appear in this column.  The grey icon will display the text version of the resume.  The grey icon with an "F" will display the formatted "file" version of the resume.

The hyperlink of the applicant's name will appear black until the person's record is viewed.  Then, the hyperlink will appear red so the user knows which applicants have been viewed and which have not.  This setting is based on each user.

When working from this list, click on the name of the applicant's file to be re-directed and start the review process.  When in the applicant file, use the  and  icons next to the applicant's name to move to the next and previous applicant in the list. 
Assign Date  Displays the date and time this applicant was connected to this requisition.  This column can be sorted, so a user can determine the order of the applicants who applied to the requisition.
Status Displays the current status of this applicant for this requisition.  Based on security, this field may be a hyperlink.  Clicking on the hyperlink will allow the user to change the status for this applicant.
Status Date Displays the date the current status occurred.
Route Displays the number of routings added for this applicant for this position.  This field displays as a hyperlink.  Clicking on the hyperlink directs the user to the "Routings" tab of the Activity page for this applicant.  
Score Displays the point value of the questions posed to the applicant and the interviewer.  This field has three components.

The first number represents the total point value given for the "Application Questions". 

The second number represents the total point value given for the "Requisition Questions". 

The third number represents the average of all points given for the "Interview Evaluation Questions".  All scores for evaluations for interviews connected to the specific requisition are totaled and then divided by the total number of interviews listed on the interview tab for that specific requisition. 

Questions and point values are setup in the Page Builder section in the appropriate question section. 

Clicking on the hyperlink brings up the Score Report with all the details.
Checkbox This check box activates multiple lines and is used with the buttons at the bottom of the page.

The buttons on the top of the page help control the number of records displayed on the page.

Standard Button Purpose 
Group / UnGroup Press this button to group the applicants on the list by the current status.  This button is a toggle switch and will either say "Group" or "UnGroup" based on the current view.

After a group is set, the user can still navigation to the appicant's file and perform evaluations.  Click on the name of the applicant's file to be re-directed and start the review process. When in the applicant file, use the and icons next to the applicant's name to move to the next and previous applicant in the list based on the group of the Applicants page.
Set / Change Filter Use the Set Filter / Change Filter button to narrow down the list of applicants displayed in this view. The filter will remain in place until it is edited and changed or re-set.  Highlight the blank field at the top to display all applicants for this position.  Highlight one or more statuses to narrow the list of applicants based on the statuses selected.

Button options on the bottom of the page allows the user to quickly communicate internally regarding the applicant and externally to the applicant and to update this and other requisitions.  Each options is controlled by Group Security.  The buttons work in conjunction with the checkmark on the right-hand side of the table.  Check mark the rows first and then use the button below the table to take action.

Button Purpose  Controlled By... 
Delete Removes the applicant's record from the requisition. 
Taking this action only removes the applicant from this requisition and a history record is recorded noting the change.
Group Security for the Requisition > Assigned Apps must have "Update" access to this page to perform this action.
Route Starting the Routing process and will trigger a routing request to the users selected.

When sending a routing from this page, if the user right-clicks on the note section, the various requisition note templates (generally only seen when adding a requisition note) are provided so the user can select a standard note for review and updating. 
Group Security for the Applicants > Applicant Routing must be set to "Add Only", "Owned Only" or "Update" to perform this action.
Email Allows the user to email directly to the applicant. Group Security for the Applicants > Correspondence must be set to "Add Only", "Owned Only" or "Update" to perform this action.
Change Status Allows the user mass change the status for one or more applicants related to this requisition. Group Security for the Applicants > Can Change Status? must be set to "Yes" to perform this action.
Copy to New Req Allows the user to move groups of applicants from this requisition to another requisition.

When copying applicants from one requisition to another, the field for 'Actions Done' fills in with 'No'.  This allows the applicant to then go into the Self Service view to complete the rest of the application process.
Group Security for the Requisition > Assigned Apps must have "Add Only" or "Update" access to this page to perform this action.
Print Resume Allows the user to print multiple applicant resumes.  This will only print the text version of the resume. N/A 

Adding New Applicants

Users must have "Add Only" or "Update" access to this page to perform this function. Above the table of Applicants, click the "Add New Record" link to add additional applicants to the requisition.  The first page which appears allows the user to find the applicant in the database. Use the filter options to find the person who should be connected to this requisition.

The final page allows for multiple options and should be completed on a case by case basis. Once the options are selected, press the disk icon to save the changes and trigger the appropriate actions.

Field  Purpose 
Applicant This will show the name of the applicant selected on the previous page. It cannot be changed but is shown for verification purposes.
Referral Category Select the Referral Category for this applicant related to this requisition.
Referral Source Select the Referral Source for this applicant related to this requisition.
Other Source Tracks the 'other' source (typically the referral source's name) captured on the online application. 
Assign Date Enter the date this person applied for this requisition.  The date will default to the current date but can be updated.
Status Select an option from the drop-down to change the status of this applicant related to the requisition selected. Selecting nothing will display the status of [NONE].
Also Route To... Highlight the people who should evaluate this applicant. 
A separate "routing" record will be added to the routings page for each person highlighted.
Routing Note Enter a note which will be send to all the evaluators selected in the "Route To" field.
Email Check this option to send individual evaluation emails to each person selected for each applicant.  For example, if 10 applicants are selected, this will trigger 10 emails for each person selected as an evaluator.  This is the recommended option.
Allow response Check-mark this option to include the list of valid responses in the email AND record an action on the Home Page so the recipient has a list of open items.
Email response back to sender Check-mark this option to ensure the system sends an email with the response of the evaluator back to the sender when a response is recorded via Email or from the Home Page.
Update applicant's req status Check-mark this option to update the status of the applicant connected to the requisition for which this evaluation is being performed.
NOTE: This option is only available when sending a routing to ONE (1) recipient at a time in order to prevent each recipient from overwriting the previous user’s response.
Add to Inbox(es) Check-mark this option to add this applicant's record to the Inbox view for the intended evaluators.

Editing Applicant Details

Users must have "View Only" or "Add Only" access to see the edit icon.  The user will not be able to make changes unless he/she has "Update" access to this page.  Each record can be edited and additional fields are nested in the details for additional tracking.

Field  Purpose 
General Tab > Applicant This will show the name of the applicant selected on the previous page. It cannot be changed but is shown for verification purposes.
General Tab > Referral Category Displays the Referral Category for this applicant related to this requisition.
General Tab > Referral Source Displays the Referral Source for this applicant related to this requisition.
General Tab > Assign Date This is the date the person was assigned (applied to) this requisition.
General Tab > Current Status This displays the applicant's current status for the requisition.  Click on the words "Current Status" to change the status, add notes about the status and email Recruiter/Manager of the change.
General Tab > Status Date This is the date of the current status.  If the status is changed the date will automatically be updated after the change is saved.
Miscellaneous Tab > Misc 1 -10 Miscellaneous fields can be added to track addition information related to this applicant specific to this requisition.  For example - mark an applicant as "Internal" for AAP reporting or enter test scores specific to this position for this applicant.

See also