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Home > Guides > Administrator Guide > System Setup

System Setup

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Page Location: Admin > System Setup 

Stores global defaults for the system.  This is where general information about the company and system is located and other settings established that will apply throughout Cyber Recruiter.

Quick Jump to a specific area

 

General Tab Login Page Tab Home Page Tab System Codes Tab


General Tab

This tab stores the general company and contact information, the Cyber Recruiter link, and other company-wide information.

Company Name  Lists the Company Name as it should be wherever it is used in the system.
Note: the Company Name field is directly linked to the Install Code.  If a change is required to the company name contact Visibility Software for a new Install Code before making the change. 

Note
: the Company Name field is directly linked to the encryption used in the Smart-Email feature.  Changing the company name will deactivate the links and all outstanding email will no longer connect back to the system and they will generate a Runtime Error.  Before making a change to this field be sure no email responses are outstanding.  After making the change, anything outstanding can be re-sent from the Open Activities page. 

The field caption "Company Name" is a hyperlink to a page for entering other company information.

User View
: This merge field {CompanyName} is used in various templates Admin > Page Builder > Correspondence Templates and can be used as an insert in the website Admin > Website > Careers Portal.

Applicant View
: When used, Company name defaults in various email correspondences and on the website.  In addition, when the default email address is used (when the system doesn't know who else the email is from) this name will be used.
Primary Contact  Primary Contact for the Cyber Recruiter System.
Link The URL accesses Cyber Recruiter. The link connects the automatically generated emails to Cyber Recruiter. (Note: ‘http://’ must be included for this feature to work). Click the help button next to the field to obtain more assistance.
Enable Single Sign-On Set this field to YES to allow for Network User ID integration.  This triggers Cyber Recruiter to match the network user ID to the Cyber Recruiter user ID and if the two matches, the user automatically will be logged into Cyber Recruiter without needing to know his/her login credentials. 

Read more on this feature and setup by clicking on the link to the left.

Note: If this field is not going to be used, be sure to set the field to No so that the approval fields in the system will require a password when manually approving via the system pages. 
Time Zone Use this field to specify a default for the time zone which should be used when scheduling interviews.

There is also a field in User Preferences, where specific users can override this setting if he/she is in a different time zone.  

If nothing is filled in as a default in either location, the default time zone when scheduling an interview will be blank and it is the user's responsibility to select the correct time zone. 
Max Search Results Indicates the total number of search results allowed before the system truncates the search results.  If the search results include more than the maximum number, a message will appear on the page indicating that only some records are being displayed.
App Duplicate Checking This multi-option pick list determines the Applicant duplicate checking method(s) in the Cyber Recruiter database. See below for more information.

User View
: It applies to:
- Applicants entered from website (Careers Portal)
- Main Menu Bar > Applicant > Add Applicant option
- Main Menu Bar > Applicant > Employee Referral > Add Applicant.
If a duplicate is found, Users can keep > delete the newly added Applicant.

Applicant View
: If Applicants try to apply and the duplicate check finds them already in the system, they will receive a message alerting them to that fact. The message Applicants receive can be created in Admin > Website > Career Portal > Online Application Tab > "Duplicate Applicant" Message.
Req Print Page Typically left blank so that the default Print Req Form can be utilized in Admin > Page Builder > Requisition > Print Req Form. Click the help button next to the field to obtain more assistance.
Exchange Server

Entering the name of the company Exchange Server allows Cyber Recruiter to reference user accounts for calendar validation when scheduling interviews.  Additional setup is required in User Security for whoever will be using this feature in the system. 

The Exchange Server specified must end with /ews/exchange.asmx.  For example: http://myexchangeserver/ews/exchange.asmx

 

If using Office 365, the URL is https://outlook.office365.com/EWS/Exchange.asmx. The credentials for the rest of the connection are done in the user account security.

Exchange Version Select which version of Exchange is being used, if the Exchange Server field is completed.
Auto Login Option: GUID

Activating the 'GUID' feature in System Setup adds a field to the user record where a unique identification for the user can be added. Once this value is added, it can be passed in the login URL and when verified in Cyber Recruiter the user will be automatically logged in.

This feature is designed to be used in conjugation with SageHRMS (at this point) to allow a user to log into Cyber Recruiter directly from the SageHRMS user portal (not ESS).

URL Logic: http://CyberRecruiterURL/default.aspx?suid=GUIDValue

 

If using the GUID feature (allowing users to access Cyber Recruiter from Sage HRMS), the program will remember the last database used for the login to the system.  If the system does not have a reference, it will prompt the user for a database selection in order to validate the login information.

Job Service URL: Typically only used for testing. It should be blank in your system otherwise the jobs will NOT send jobs to the job feed based on the setup of the feature on the server. 

Job Service Email

(separate with ;)

If someone should get a notification that jobs are not going out to the job feed, enter the email address(es) here. 
   
SMTP Server Enter the computer name or IP address of a functioning SMTP Server on the network. This server allows email relaying from the Cyber Recruiter web server. The field name is also a hyperlink. See below for additional information. Click the help button next to the field to obtain more assistance on this field.  
Default "From" Email The Email Address entered is used as the system’s default email address with automatically sent emails. Click the help button next to the field to obtain more assistance.

User View:
Some automatically generated emails may make use of this address including reports scheduled to run automatically in the Report Writer.

Applicant View
: Applicants who apply via the website can receive an automated ‘Thank You’ email and it will be sent from this email address.
Theme This field allows for a change to the look of the menus in the system.  There are currently two options - Orange and Green (default and Windows7).
Version This ‘Read-only’ field displays the current version of the Cyber Recruiter SQL database. As upgrades are done, this version number will change.
Use drop-down for Schools? This Yes/No radio button determines whether the Schools field should be a drop-down list or an open text box. Selecting Yes, applies the drop-down feature, which can be populated from Admin > Code > Education > School Codes.

User View
: This field is located in the Applicant’s File > Experience Page > Education Tab.

Applicant View
: This field is displayed with the Online Application > Education Page when selected as a field to capture information.
Use drop-down for Degrees? Field Description: This Yes/No radio button determines whether the Degrees field should be a drop-down box or an open text box. Selecting Yes, applies the drop-down feature, which can be populated from Admin > Code > Education > Degree Codes.

User View: This field is located in the Applicant’s File > Experience Page > Education Tab.
Applicant View: This field is displayed with the Online Application > Education Page when selected as a field to capture information.
Use drop-down for Majors? This Yes/No radio button determines whether the Majors field should be a drop-down box or an open text box. Selecting Yes, applies the drop-down feature, which can be populated from Admin > Code > Education > Major Codes.

User View
: This field is located in the Applicant’s File > Experience Page > Education Tab.

Applicant View
: This field is displayed with the Online Application > Education Page when selected as a field to capture information.
Use drop-down for interview Locations? This Yes/No radio button determines whether the Location field should be a drop-down box or an open text box on the Interview page. Selecting Yes, applies the drop-down feature, which can be populated from Admin > Code > Interview Locations.

User View
: This field is located in the Applicant’s File > Activity Page > Interview Tab.

Applicant View
: This field is not displayed.
Use drop-down for Military Branches? This Yes/No radio button determines whether the Military Branch field should be a drop-down box or an open text box on the Military History page. Selecting Yes, applies the drop-down feature, which can be populated from Admin > Code > Military Branches.  

User View
: This field is located in the Applicant’s File > Experience > Military History

Applicant View
: Military History > Branches
Use drop-down for Investigation Types? This Yes/No radio button determines whether the Investigation Types field should be a drop-down box or an open text box on the Security Clearance page. Selecting Yes, applies the drop-down feature, which can be populated from Admin > Code > Security Clearances > Investigation Types  

User View
: This field is located in the Applicant’s File > Experience > Security Clearances 

Applicant View
: Security Clearances > Investigation Types
Require Password on Emails Turns on the requirement for users who receive emails from Cyber Recruiter to enter a password prior to responding via HTML links. Note: when Single Sign-on is enabled if the option 'Require Password on emails' is set to Yes, the program will verify the user information of the person responding to the email against the network account of the recipient of the email. If the two accounts do not match, the individual responding will not be able to complete the response process.

User View
: When activated, the user will be required to enter a password on emails Cyber Recruiter generated that require action from the receiver. (Example: Requisition Approvals, Interviews, Routings, Offer Approvals, etc…)

Advanced Functions or Explanations:

App Duplicate Checking
Each option selected is enforced separately. Meaning that if two options are selected, either option (NOT both together) prompt the duplicate check message.  Depending on what is highlighted the results will cause the system to consider the new record a duplicate. 

Option Comparison
No Duplicate Checking  Duplicate Checking is NOT enforced.  All records coming in will be added to the system.
First Name and Email If a combination of an applicant's first name and email match a record already in the system
Last Name and Zip/Postal Code If a combination of an applicant's last name and zip/postal code match a record already in the system
First and Last Name If a combination of an applicant's first name and last name match a record already in the system
Email Address If the applicant's home email address matches a record already in the system


SMTP Server
The caption for this field on the General tab is a hyperlink with a nested page for testing and additional setup options.  Scroll to the bottom of the page and click the link "Click Here to Test Your SMTP Server".  Enter an internal email address to test the internal email connectivity; enter an external email address to text the external email connectivity.  When testing make sure to test both internal and external emails because Cyber Recruiter is not just an internal tool and emails will be sent out to Applicants (external emails).

Additional authentication and changes to the defaults can also be made.
  • SMTP Authentication can be set up which will authenticate Cyber Recruiter for sending out external emails.  To enable this feature, enter the User ID and password which should be used when sending emails to external email addresses. 
  • An SSL Certificate can be added to the SMTP Server to provide additional security.  If this is done, check-mark the box titled Enable SSL to alert Cyber Recruiter of this additional security.
  • The default SMTP Port is 25 but can be changed manually if the network configuration is different. If you type in a 0 or leave it blank, the value will change to 25 so email will go out of the system on port 25.
The automated emails sent from Cyber Recruiter include Message-ID as part of the headers information to avoid the messages being blocked by SPAM filters.  Example: "From: Visibility Software / jobs@visibilitysoftware.com<jobs@visibilitysoftware.com>"

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Login Page

This text box allows the organization to post out messages to the users on the screen where they log into the system. The content of this text box will completely replace the message between the logo bar at the top and the User ID  log in field.  

Home Page

This text box allows the organization to post out messages to all users on the Home Page view. This message can be used to explain how to navigate through the system and how to use the Home Page view.

System Codes

Installation Code: This box will store the install code for the system which is provided by Visibility Software. The code will reference the name listed on the General tab for the Company Name. The text below this box will display the license level currently set for support purposes for the organization. Should the name or the license level be inaccurate, please contact Visibility Software at 800-914-9594 immediately to be issued a new code or have the license level adjusted.

NOTE: If the Install Code is changed, the user who is making the change is required to re-sign the EULA (End User License Agreement).

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