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Home > Guides > Administrator Guide > Website Configuration > Careers Portal > Self Service > Main > Browsing Jobs

Browsing Jobs

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This section controls the applicant's and employee's ability to see open positions and to apply to additional positions. Only positions which the applicant has not previously applied will appear on the results page for consideration. When an applicant applies for additional positions, he/she will be shown ALL of the pages defined in the Application Template for the Online Application process for assigned to the requisition.  All pages are shown for two reasons

  1. So that applicant can review all the information in their file and ensure everything is up to date.
  2. If more than one application template has been defined, this ensures the applicant views the correct pages assigned for the requisition.

Page Access

Separate security access can be assigned for Applicants and Employees.  Set the field to "Yes" to allow either or both of the group of individuals to view the Job Browsing section an to apply to additional positions.  Setting the field to "No" removes the option to apply to additional positions but access can still be granted for viewing jobs to which the applicant as previously applied.

Frequency

Specify a number of positions which can be applied to in a given time using the "Max Jobs" and "per..." fields.  This option limits how many jobs a person can apply to in a given time.  If using this option, press on the icon to edit the message which will appear once the limit has been reached.

Job Browsing & Description

The middle section of the setup page controls the job browsing and job description presented to the individual when applying for positions.  The page name is hard-coded as 'Job Application History'.
 
Setup Option  Purpose 
1st Text Box Job History Instructions

"In the box below, enter any text you'd like to appear on the Job History page."
If the setting on the "General" tab is set to show applicants their previously applied to positions, then this message appears when the Applicant clicks on the menu option for "Job History".  If this setting is set to "No" then the next text box will appear in it's place.  

The message in this text box should explain what the applicant is looking at and how to navigate the page. Options which are available on this page include
1) a filter so the applicant can narrow down the list of historical jobs if shown
2) the ability to withdraw from a position 
3) a status of the position (complete/incomplete).  this is based on the completion of the requisition question.
2nd Text Box Job Searching Instructions

"In the box below, enter any text you'd like to appear on the Browse Open Jobs page."
If job browsing is set to "Yes" (see above) then this text box will appear when the applicant clicks on the link to browse jobs.

Options which are available on this page include:
1) Company Name - this will pull the Company Name from the Admin > System Setup page.
2) Search Box - this will pull the same search options defined on the Intro page of the careers module.  The feature does not have to be used on the Intro page but set-up must be completed there.
3) Keyword Search - this will allow the user to type in a word and the system will search the job description for a match.
4) Show All Jobs - this will add a link to the page which displays all the jobs to the applicant in a table format.  The merge field will appear in two parts. {ShowAllJobs: Type Caption Here}
• Code (ShowAllJobs) – Contains hard coded direction of where the link should take Applicants when clicked. This should NOT be modified.
• User-Defined Data Label (Type Caption Here) – the actual hyperlink as Applicants will see it
5) Filter for Only Internal Jobs - this option will only appear for individuals who are classified as employees and if option #2 or #3 are added to the page for filter options.

The message in this text box should explain the options you are providing related to searching for jobs. Options 1-4 listed above can be added to this page using the "fields" drop-down below the text box. Select the option an then press Add to add a mail merge field to the page.
3rd Text Box Results Page Instructions

"In the box below, enter any text you'd like to appear at the top of the list of open jobs that appears after searching."
This message will appear above the list of jobs found in the search.  The message in this text box should explain how to re-sort the table by clicking in the headers to the columns, how to view a job description by clicking on the job title, and that internal-only positions are highlighted in pink.
4th Text Box Thank You Message 

"In the box below, enter the text that should appear on the "Thank You" page after applying for a new position."
This message will appear at the end of the application process so the applicant knows he/she has finished the standard application process.  A default message is included but can be updated.  Be sure to put a re-direct link back to the normal profile view.
Field Mapping If the Requisition Code should appear in the table when browsing jobs, select 'Yes' for the first field.  Select 'No' to display the Job Title only.

Using the list of fields and caption, select which fields should be part of the table which is displayed when viewing jobs and to be re-printed on the Job Description page.  The caption entered will appear as the column header in the table and as a caption on the Job Description page. 
Job Description Using the  icon to map sections of the Job Description from the requisition.  It is recommended that this section mirror what is displayed on the careers site for the Job Description but the two do not have to match. 

If posting on other sites and the desire is to get applicants back to this page to start the application process, set up a custom HTML re-direct link.  If an applicant has a profile already established, the re-direct link back to the Self Service module will take the applicant to the job description page upon logging into the system so he/she does not have to search for the job again.
  Field Select which section of the requisition file should appear in the job description.  Any section from the "Job Description" page or any note can be posted as part of the job description.
  Order Select which order this section should appear in relation to the other sections.
  Title Provide a title for the section to provide further details to the applicant about what they are reading (Job Details or Requirements or Company Information, etc.).
  Instructions Type in a statement which will appear on EVERY job description below the title and above the information related to the requisition. 

Field Mapping

The following fields can be used in the field mapping section to provide additional information for the job description / search results table.  Job Title and Code will always display.

Option  Page / Purposes / Value 
Job Type Displays the "Job Type" field from the Job Info tab of the Main page.
Internal / External Displays the current posting for this position (Internal or External).
Full Time/Part Time Displays the "FT/PT" field from the Job Info tab of the Main page.
Current Req Status Displays the "Public" value of the "Status" field from the General tab of the Main page.
Status Date Displays the "Status Date" field from the General tab of the Main page.
Open Date Displays the "Open Date" from the General tab of the Main page.
From Salary Displays the "From Salary" field from the Job Info tab of the Main page.
To Salary Displays the "To Salary" field from the Job Info tab of the Main page.
From/To Salary Together Displays the "From Salary" and "To Salary" fields from the Job Info tab of the Main page.
Salary Grade Displays the "Salary Grade" field from the Job Info tab of the Main page.
Org Levels (1-5) Displays any one of the Organizational Level fields defined on the Job Info tab of the Main page.
Misc (1-20) Displays any one of the miscellaneous fields defined on the Misc. tab of the Main page.
Location Fields

Options include "City", "State", "City, State", "County", "Country".

Pulls information from the Location field of the Main page. 

Actions

The bottom section of the setup page controls what processes happen when applicants or employees apply to jobs via the Self Service module. It is recommended that the options in this section mirror the Online Application, for simplicities sake, but the two pages do not have to match.

Check-mark an option to activate the feature. 

Inbox Options  Purpose 
Add to Inbox...
(Options 1, 2, 3)
Check mark one, two or all three options to add the applicant record automatically to the |Inbox| view.  This option is very helpful if users log in on a routine basis and are familiar with the screens and navigation of the software.  
 
‘Recruiter’ will direct the information to the Inbox of the Recruiter
‘Supervisors’ will direct the information to the Inbox of the Hiring Manager 
‘Other’ allows the Administrator to select a specific person to direct the information to outside the roles of a requisition
Stop if Unacceptable Check mark to NOT put the information into the designated Inbox if the applicant answers questions unacceptably.  This feature references BOTH the application questions and requisition questions to determine if the applicant is acceptable. The questions must be set up in the Page Builder section prior to this setting functioning.

 

If using the Inbox setting to add to a specific user (not based on the requisition), be sure to click on the recipients icon to select which Inboxes should receive the applicants. 



Routing Options  Purpose 
Send Routing Email...
(Options 4 & 5)
Check mark one or both options related to the automatic routing. This option is very helpful if users don't log in often or work primarily through email.  This is a "push" technology which allows for the system to alert the recruiter or manager without the need to access the system. 

‘Recruiter’ will send the Routing email to the Recruiter of the requisition
‘Supervisors’ will send the Routing email to the Hiring Manager of the requisition. 
NOTE: Nested settings for the Supervisor MUST be set in order to use the Skip Recruiter Evaluation option.

 

Press the pencil icon to edit the nested settings.  These setting determine what appears in the routing email.  If this section is NOT completed, the routing will be send out but no options for response will be included so the user will need to log into Cyber Recruiter to respond.
  Allow Responses Will display the list of Applicant Status for this recipient to select from and update the system.
  Email Back to Sender Will send an email back to the Recruiter of the response selected.
  Update Req Status Will update the Status of this position for the applicant as well as capture the response. Recommendation: Only activate this setting for either the Recruiter or the Manager, not both.
  Routing Comes From Drop-down list to select who routings should come from when. The options are Recruiter, Supervisor, or Online User.
Stop if Unacceptable Check mark to NOT put the information into the designated Inbox if the applicant answers questions unacceptably.  This feature references BOTH the application questions and requisition questions to determine if the applicant is acceptable. The questions must be set up in the Page Builder section prior to this setting functioning.



Additional Options  Purpose 
Store Application as PDF
(Option 6)
Check mark this option to store a copy of the applicant's profile to his/her record as a PDF attachment on the attachments page.  The system will automatically create a PDF copy of the "Print App" information for historical purposes. 
Acknowledgement Email (Option 7) Check-mark to send the email and click Edit to compose the email sent to the Applicant after he/she submits his/her interest in a position.  Note: Merging one of the Req Notes into this email allows for a message based on the requisition selected.

 

Press the pencil icon to edit the email which is sent to the applicant.  It is recommended that this email be triggered "After Contact Information" because it generally include the user and password information for accessing the Self Service module.  If the applicant stops the online application process for any reason, this will allow the applicant to gain access to his/her information to finish the process.
Send Email to User/Person
(Option 8)
Allow for a user or external person who is not part of the requisition process (Recruiter or Manager) to be emailed that an applicant has applied.  This is NOT a routing email - a routing record will not be added to the applicant and no response is allowed from this email. 

 

Press the pencil icon to edit the email which is sent out to the user(s) specified.

 

Press the recipients icon to specify which users or people should receive this email.  Four options are available.
1) Highlight one or more user(s) of the system using the Ctrl key
2) Type in an email address of a non-user
3) Check the option to send this email to the Recruiter - this is not a Routing email
4) Check the option to send this email to the Manager - this is not a Routing email.
Status Change
(Option 9)
In the first drop-down option, select which status should be assigned as the person starts the application process.  "Incomplete" is the recommended setting.

In the second drop-down option, select the status to use if the applicant answers one or more of the application / requisition questions unacceptably.

In the third drop-down option, select the status to use if the applicant answers all application / requisition questions acceptably.
Trigger Page
(Option 10)
This field indicates when the job application should be considered complete. The two options are 'After Req Questions' and 'At Thank You'.

If the 'After Req Questions' is selected, once the applicant completes the Questions page (2nd page of the process) all of the actions are triggered (pdf creation, routings, emails, etc.).

If the 'At Thank You Page' is selected, the actions are triggered at the end of the process. The applicant can stop the process at any time and return to finish via the 'Incomplete' link in his/her view of the job listing in the Self Service module.



See also