candidate web portal · 2019-12-18 · document and resume management . the widgets in this section...

Candidate Toolserecruit portal | user guide for BOWEN candidates & contractors

Published by erecruitModified Jan. 13, 2016 for use by BOWEN bowenworks.ca | 403 262 1156

http://www.erecruit.com/

7/29/2015 Proprietary and Confidential ©2015 Erecruit Holdings, LLC. All rights reserved.

Confidentiality Notice

This document contains Confidential and Proprietary Information subject to a Non-Disclosure Agreement. Please do not copy or disseminate without the prior written authorization of Erecruit Holdings, LLC. erecruit is a trademark of Erecruit Holdings, LLC.

©2015 Erecruit Holdings, LLC. All rights reserved.


Table of Contents

LOGIN 1

NAVIGATION 2

222

3 4

PERSONAL MENU

CHANGE PASSWORD DASHBOARD

OPEN RECORD LIST

MANAGE PAGES

4ACTION CONTROL BAR

GENERAL WIDGETS

5 5

CONTACT INFORMATION

PERSONAL INFORMATION MANAGEMENT 6

6 6

EMERGENCY CONTACTS

MY CONTACT INFO

DOCUMENT AND RESUME MANAGEMENT

ATTACHMENTS

ADD ATTACHMENT

MY UNCONFIRMED REQUIREMENTS

ONBOARDING

SIGN DOCUMENT

MY REFERENCES

ADD REFERENCE

7

7

9

101111

7

10


MATCH MANAGEMENT 12

CURRENT PLACEMENTS 12

TIMESHEET MANAGEMENT 13

1314

TIMESHEETS

ENTER TIME, EXPENSES & ALLOWANCES

141619

ADD TIME TO AVAILABLE TIMESHEETS

ADDING EXPENSES & ALLOWANCES

SUBMITTING TIMESHEET/EXPENSE

REJECTED TIMESHEETS RECALLING TIMESHEETS

2022

USER MESSAGES 23

GENERAL MESSAGES 23ACCESS DENIED 24OH NO! YOUR WIDGET COULDN’T BE LOADED. 24

TIMESHEET MESSAGES 242425

ASSIGNED TO CANDIDATE/CONTACT PAST DUE TIMESHEET

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Login The web portal allows candidates to login to the system to view matches, submit timesheets, and manage their profile.

To access their web portal the user enters the username, usually their primary email address, and

password into the login page.

The login credentials are emailed to the candidate when access is granted by the recruiter.

If the user has forgotten their password, they can click on the forgot your password? link, to

initiate the password reset process.

The user enters their login email address to send an email with a link and instructions on resetting

their password.

Note: the term candidate is used to refer to applicants, candidates under consideration

for placement, and contractors on current or past assignments with BOWEN.

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Navigation The navigation section of this guide describes features that are standard for all users.

Personal Menu

The personal menu, located in the upper right corner of the page, allows the user to access functionality and settings specific to the currently logged in user.

The gear icon indicates settings are available in the menu.

The name of the user who is currently logged in is displayed before the down arrow.

Clicking the down arrow opens the menu.

Change Password

After clicking the down arrow to open the personal menu the user can end their current session

and logout of the system or open the change password page.

Once the password is changed the user is forced to use the new password the next time they login

to the system.

Dashboard

The dashboard, a page of most frequently used widgets, is the first page displayed upon login. This

would be considered the home page or a central location for all information the candidate needs.

Widgets may have the following attributes:

Open records by clicking blue links.

The refresh icon searches for and displays new records matching the criteria of the widget.

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The pop out icon displays a search result of the associated records, or displays the widget in

full page view so that additional details are visible.

Pagination options are available on widgets with large numbers of associated records.

Columns are generally sortable by clicking the header name and an arrow displays beside the

column name when the widget is sorted by that column.

Columns can also be rearranged if, when hovering over them with the mouse, the cursor turns

into a four sided arrow and a lined icon displays in the upper right corner.

Columns with the pencil icon contain data that is modifiable by right clicking into the field.

Hovering over some column names displays a help tip for the data in that column.

Open Record List

Every page accessed creates a tab in the section on the left side of the page, this listing of pages is called the open record list.

Open records are accessible by clicking on their name in the list. If records are opened from links inside of other records they are grouped together in folders.

The records can be separated by clicking and dragging them out of the folders and dropped

elsewhere in the list.

Conversely, records can be grouped into folders by dragging and dropping one record on top of

another record.

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Right clicking on top of the record name opens a menu of options.

— Copy Record ID – copies the selected record’s identification number to the clipboard.

— Close (Middle Mouse Click) – removes the selected record from the list; the user can use the

middle mouse button to perform this function without opening this menu.

— Close Other Tabs – removes all open records, except the selected, from the list.

— Close All Tabs – removes all open records from the list and returns the user to the dashboard.

Global actions to condition the record are located at the bottom of the page in the action control

bar.

The acb is static and only changes when all records are closed and the user is returned to the

dashboard.

Close removes the record from the open record stack and displays the next open record or the

dashboard.

Refresh updates the record to display any changes made that are not readily apparent.

Action Control Bar

Manage Pages

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General Widgets

Contact Information

The contact information widget displays the candidate’s primary point of contact for the business.

If the technology is enabled, clicking the phone or email address contacts the person displayed.

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Emergency Contacts

The emergency contact widget allows the candidate to manage who they designate as the best person to contact in the event of an emergency.

Existing emergency contact information is displayed at the top of the widget.

Select the pencil icon

Click the delete icon

to make changes to the current information.

to remove the contact.

Enter the new contact number/email and name- relationship in the add new emergency contact

information fields and click the green add icon to save the changes.

My Contact Info

The my contact info widget also allows the candidate to add contact information. This widget allows the candidate to choose the contact type.

The existing contact information is displayed at the top of the widget.

Select the type of contact information from the menu and enter the contact phone or email in

the value field.

Add a note as necessary and click the save action control.

Note: to update your mailing address, which appears on your paystub, please contact yourBOWEN representative.

Personal Information Management

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Document and Resume Management The widgets in this section allow the candidate to manage files that they have uploaded, associated with their profile.

Attachments

The attachments widget displays all documents specific to the candidate, such as resumes, cover letter, etc.

Attachments listed in the order in which they are added to the record.

The type column displays the category for which the attachment is classified.

Clicking on the document in the attachment column opens the item for viewing.

Hover over the brick icon to view and access advanced options.

If an attachment has a comment that information is displayed in italics.

Click the add new attachment option to upload a new document and the refresh action control to

reload the widget to display attachment updates.

Add Attachment

View and upload documents via the attachments widget.

Click the link to open the add an attachment widget.

Fields with red dots are required to complete the form.

Select the type or classification of the attachment to upload.

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Drag and drop the file to attach or click the green plus icon to browse the computer.

Once the file is located a file saved successfully notification is displayed.

Give the attachment a display name, descriptive note, and expiration date, as appropriate.

— Note: attachments must have unique names or they will be overwritten when a new

attachment is uploaded with the same name.

Click the add attachment option to complete the process or cancel to abort.

Once the attachment is uploaded to the record additional options are available by clicking the

advanced options icon.

If this is not the first version of the attachment click the previous versions option.

If the candidate has the delete attachment permission they can click the delete icon to remove

an attachment.

Click refresh to reload the widget and search for newer versions of the attachments.

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My Unconfirmed Requirements

The my unconfirmed requirements widget displays all items where the candidate is required to supply documentation or perform another action, such as sign a form, in order to work, submit a timesheet, etc.

This is also where links to BOWEN extranet sites can be found, related to your placement, as well as Penny, where candidates can download paystubs, T4s and ROEs.

The widget displays a list of read only, unconfirmed requirements.

Requirements are no longer displayed in the widget once they are confirmed.

Pagination and refresh options are available at the bottom and top of the widget.

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OnBoarding

The onboarding widget displays documents associated with requirements that the candidate must sign during the onboarding process.

Documents that need attention are listed in the widget along with action controls to process

them.

Click the download action control to view a copy of the document.

Click the sign document action control to add an electronic signature to the document.

Sign Document

After clicking the sign document control a field opens in which the current user, the candidate,

enters their web portal password and clicks the sign control to electronically sign the document.

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My References

The my references widget displays contacts the candidate chooses to attest to their character, skills and knowledge, performance, etc.

References you added lists individuals, and the date they were added, the candidate has shared

as acceptable to contact for reference.

Add another reference is a link to the add reference activity.

Add Reference

After clicking the link from the my references widget the add another reference widget opens.

Fields marked with a red dot are required to complete the form.

All fields are free text and should be populated with the reference’s contact information.

Upload an associated document as necessary and click the add reference option to save the

information.

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Match Management The widgets in this section allow the candidate to monitor assignments and placements.

Current Placements

The current placements widget displays a candidate’s current assignments.

The widget is a read-only listing of current assignments.

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Timesheet Management The widgets in this section allow the candidate to submit time, expenses and allowances for pay. After a timesheet is created for the candidate, it immediately displays in the erecruit web portal. The candidate then adds time and submits the timesheet to the primary timesheet approver, or notifies the secondary (alternate) timesheet approver, if required. Contact your BOWEN representative to have your primary approver changed during extended absences.

Timesheets

The timesheets widget displays all timesheets created for the candidate’s current and past matches, i.e., assignments and placements.

Timesheets are grouped by match; assignment or placement.

The records are listed newest to oldest by default but can be sorted by clicking any columnname.

Once the timesheets are updated with hours / units and expenses the total column updates and

totals at the bottom of the widget.

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Once a timesheet is submitted it is displayed in the timesheets widget.

Clicking the company – position link opens the record for review.

Enter Time, Expenses & Allowances

Select a timesheet from the timesheets widget to enter hours/expenses for bill / pay.

Add Time Timesheets

After opening a timesheet, enter time by clicking the add time option for each day worked.

All fields with a red dot are required when adding time for the day.

Click into the time fields to open a clock widget and click the hour andminute.Depending on business requirements other options may be available such asrate type (regular, overtime, etc.); selection for facility, projects, or cost codes; andbreak times.

If the candidate has multiple positions, they collapse/expand the timesheet listing by placement.

Click on the company – position link to open the timesheet.

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After adding time and other required information click the Add button to save entries.

Some fields are restricted to lists defined on the match and others allow the candidate

to type an option directly into the field, as well as select from a list.

Note: rates are set to automatically calculate overtime based on the shift, unless

otherwise indicated by BOWEN. Overtime hours will be displayed on your paystub.

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Click refresh to review the data entered for accuracy.

Add Expenses & Allowances

Click on the expense tab at the top of the manage timesheet page to enter expenses andallowances

If the tab is not visible, expenses and/or allowances are not approved for this position/match.

Enter an expense by clicking on the add expense option for each day where the expense/

allowance was incurred.

Do not use the Other Dates field.

All fields with a red dot are required when adding expenses/allowances for the day.

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Select the expense type from the rate menu, enter the quantity. The rate and amount fields

should calculate automatically based on configuration of the match and associated rate groups.

Enter other timesheet field values such as cost code(s), and enter a comment for the timesheet

approver, if applicable.

Note: expenses must be entered without GST, which will be added in later by payroll.

Click add to save the entry.

If a mileage report or receipts should be included with the timesheet, click on the new

attachment option in the related section of the right sidebar.

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to locate

All fields with a red dot are required when adding attachments.

Select a type from the menu.

Add the file by dragging the file on top of the widget or click on the green plus

icon the file on the computer.

Give the file a unique display name- attachments required unique names to prevent overwriting if

more than one attachment is added to a record.

Click add attachment to save the file to the timesheet.

Click refresh to review the data entered for accuracy.

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Submitting Timesheet/Expense

After entering time, expenses, and uploading attachments the last step is to submit the

timesheet for approval.

Click the submit action control to send a notification to the primary approver.

If a confirmation message is displayed click submit to certify that the timesheet is accurate.

The total and status of the timesheet are updated in the timesheets widget and notification is

sent to the primary approver.

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Rejected Timesheets

If the timesheet approver rejects the submitted timesheet the candidate will receive notification of the rejection.

In order to correct the hours/expenses click the rejected timesheet to open for editing.

The hours that were rejected are displayed in red with a thumbs down.

The timesheet should show the percentage of entries that were rejected in the status sectionof the right sidebar.

Look for the timesheet rejection reason or comments in the notes section of the right sidebar.

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Click a add time widget to open for editing.

Adjust data and click update in the widget; click the page refresh to check for accuracy.

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Click the submit action control to save time and send a notification to the person responsible

for approving the timesheet.

If a confirmation message is displayed; click submit to certify that the timesheet is accurate.

Recalling Timesheets

Candidates can view past and submitted timesheets. Select the link to a timesheet, then click Unsubmit to recall the timesheet.

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User Messages The user messages section discusses alerts or issues that may be encountered while using the web portal, their cause, and best practice resolution.

Messages are color coded for quick comprehension of the type of alert displayed.

— Blue indicates an informative message.

— Yellow is a warning that displays after the user takes an action.

— Red displays when an action encounters problems.

— Green indicates the action taken was completed successfully.

For the most part to color coding system is employed when displaying user messages. Deviations

from this standard occur when a network or coding error is encountered and an issue should be

reported following the business’ error reporting protocols.

General Messages

General user messages advise the user of items of note that are not tied to specific functionality or actions such as lack of permission to view a record or a reminder to save changes before proceeding.

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Access Denied

If, when attempting to open a record, the user receives an access denied message it means

they lack the permission required to open the record.

Oh no! Your widget couldn’t be loaded.

If a network connection is lost or an error occurs in the loading of a widget an “oh no!” message is

displayed in place of the content of the widget.

— The user can attempt to logout, end their current session, and login again in an attempt to

resolve a lost network connection.

— If the problem persists, the user should contact BOWEN.

Timesheet Messages

Messages that display when a user first opens a timesheet or refreshes the timesheet pages vary in tone including informational, action required, and activity restricted.

Assigned to Candidate/Contact

The timesheet is assigned to a specific user role when input from that user is required before the

timesheet can advance to the next stage in the approval process. If the timesheet is assigned to a

user role, other than the one of the user currently viewing the record, a warning message is

displayed.

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— The user clicks the x to dismiss the message and views the record but is not able to make

changes until the role indicated- e.g., candidate or recruiter as pictured below- submits the

timesheet for approval.

Past Due Timesheet

If the timesheet has work week dates prior to the current work week or was entered after the

cutoff date/time for the current work week an alert is displayed to notify the user the timesheet is

past due and may not be processed immediately.

— The user continues to enter time as necessary with the understanding that the time will not

be processed until the following payroll / billing processing timeframe.