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C o n n X R e c r u i t m e n t I m p l e m e n t a t i o n M a n u a l

Copyright © 2008 - 2020 ConnX Pty Ltd 1 of 274

RECRUITMENT

IMPLEMENTATION MANUAL

Version 6.0


2 of 274 Copyright © 2008 - 2020 ConnX Pty Ltd

Copyright © 2008 - 2020 ConnX Pty Ltd ABN 46 108 567 960

Reproduction in whole or in part by electronic, mechanical or chemical means,

including photocopying recording or by any information storage and retrieval system,

in any language, is strictly prohibited except in accordance with the Copyright Act

1968.

The information contained within this document is for illustrative purposes only.

ConnX Pty Ltd and its employees accept no responsibility or liability whatsoever for

any act or omission upon the contents of this document.

ConnX Pty Ltd acknowledges that the product and company names mentioned in this

document may be the trademarks of their respective owners.

ConnX Pty Ltd

Level 8

303 Coronation Drive

MILTON QLD

PO Box 1122

MILTON QLD 4064

AUSTRALIA

Ph: 1300 CONNXHR

1300 266 694

Intl: +61 7 3368 2623

Web: www.connx.com.au

http://www.connx.com.au/



TABLE OF CONTENTS

INTRODUCTION 13

DOCUMENT PURPOSE 13

TYPOGRAPHIC CONVENTIONS 13

GETTING HELP 14

ONLINE HELP 14

DOCUMENTED HELP 14

CONNX SUPPORT 14

1.0 OVERVIEW 15

1.1 WHAT IS CONNX RECRUITMENT? 15

1.2 RECRUITMENT FLOWCHART 16

1.3 GENERAL NAVIGATION 17

1.3.1 PAGE DESIGN 17

1.3.2 LOADING SCREEN 17

1.3.3 MANDATORY FIELDS 18

1.3.4 CLOSE BUTTONS 18

1.3.5 GENERATE CODE 18

1.4 TERMINOLOGY 19

1.5 GETTING STARTED 20

2.0 INITIAL SETUP 21

2.1 SECURITY ACCESS 21

2.2 RECRUITMENT SETUP 24

2.2.1 RECRUITMENT OFFICER RESTRICTED SETTINGS 25

2.2.2 RECRUITER NOTIFICATION 25

2.2.3 SHOW NOTICEBOARD 26

2.2.4 MAIL MERGE 29

2.2.5 ATTACHMENT SETTINGS 29

2.2.6 CONNX ERECRUITMENT 30

2.3 CODE PREFIXES 47

2.4 AGENCIES 48

2.4.1 ADDING AN AGENCY 48

2.4.2 EDITING AN AGENCY 51

2.4.3 DELETING AN AGENCY 52

2.5 MEDIA 53

2.5.1 ADDING A GENERAL MEDIA SOURCE (E.G., NEWSPAPER/TELEVISION) 55

2.5.2 BROADBEAN ACCOUNT CONFIGURATION 62

2.5.3 EDITING A MEDIA ENTRY 67

2.5.4 DELETING A MEDIA ENTRY 67



2.6 LOCATIONS 68

2.6.1 ADDING A LOCATION 69

2.6.2 DELETING A LOCATION 70

2.6.3 RECRUITMENT LOCATIONS - BROADBEAN 70

2.7 NOTIFICATION TEMPLATES 72

2.7.1 EMAIL NOTIFICATIONS 72

2.8 LIST ITEMS 76

2.8.1 LIST ITEMS FOR CONNX RECRUITMENT 77

2.8.2 ADDING LIST ITEMS 79

2.8.3 EDITING LIST ITEMS 80

2.8.4 DELETING LIST ITEMS 80

2.9 CHECKLISTS 81

2.9.1 VACANCY CHECKLIST 81

2.9.2 APPLICATION CHECKLIST 83

2.9.3 ADDING AN APPLICATION CHECKLIST ITEM 83

2.10 ADDITIONAL FIELDS 85

2.10.1 ADDING ADDITIONAL FIELDS 85

2.10.2 EDITING ADDITIONAL FIELDS 87

2.10.3 DELETING ADDITIONAL FIELDS 88

2.11 INDICATOR ICONS 89

2.11.1 ADDING AN INDICATOR ICON 90

2.11.2 EDITING AN INDICATOR ICON 91

2.11.3 DELETING SCREENING INDICATORS 92

2.12 SCREENING 93

2.12.1 SCREENING CRITERIA 95

2.12.2 SCREENING TEMPLATES 97

2.12.3 CONFIGURING SCREENING TEMPLATES 98

2.12.4 QUESTION GROUPS 98

2.12.5 ADDING A TEMPLATE 99

2.12.6 ADDING OR EDITING A QUESTION 101

2.12.7 UNLINKING AND DELETING A QUESTION 102

2.12.8 EDITING A SCREENING TEMPLATE 102

2.12.9 DUPLICATING A TEMPLATE 103

2.12.10 DELETING A SCREENING TEMPLATE 104

2.13 VACANCY APPLICATION TEMPLATES 105

2.13.1 SETTING UP VACANCY APPLICATION TEMPLATES 105

2.13.2 DEFINING VACANCY APPLICATION TEMPLATES 105

2.13.3 EDITING A TEMPLATE 109

2.13.4 DELETING A TEMPLATE 109

2.13.5 DEFINING DATA TAGS FOR TEMPLATES 110

2.13.6 EDITING A TAG 114

2.13.7 DELETING A TAG 114

2.13.8 AVAILABLE DATA TAGS 115



2.13.9 LINKING TEMPLATES TO MEDIA SOURCES 118

2.14 REVIEWING WORKFLOW ACTIONS 118

2.15 REVIEWING WORKFLOW TASKS 118

3.0 VACANCIES 119

3.1 CREATING A VACANCY 120

3.1.1 BY REQUEST TO RECRUIT 121

3.1.2 BY POSITIONAL CHART 123

3.1.3 BY SHORTFALL 124

3.1.4 BY MANUAL ENTRY 125

3.2 VACANCY 126

3.2.1 SNAPSHOT TAB 126

3.2.2 DETAILS TAB 127

3.2.3 ADVERTISING & AGENCIES TAB 136

3.2.4 SCREENING TAB 141

3.2.5 DOCUMENT TAB 152

3.2.6 ADDITIONAL INFORMATION TAB 155

3.2.7 VACANCY PANELS 158

3.3 UPDATING VACANCY INFORMATION 161

3.3.1 EDITING A VACANCY 161

3.3.2 DELETING A VACANCY 161

4.0 PUBLISHING VACANCIES 162

4.1 PUBLISHING TO THE VACANCY NOTICEBOARD 162

4.1.1 NOTICEBOARD SETTINGS 163

4.1.2 SHOWING VACANCIES ON THE WELCOME PAGE 163

4.1.3 NOTICEBOARD SETTINGS FOR EACH VACANCY 164

4.2 PUBLISHING TO CONNXCAREERS 167

4.3 PUBLISHING TO SEEK 168

4.4 PUBLISHING TO BROADBEAN 178

5.0 APPLICATIONS 187

5.1 CREATING AN APPLICATION 188

5.1.1 SKILLS MATCHING 188

5.1.2 CONNX VACANCY NOTICEBOARD 189

5.1.3 CREATING APPLICATIONS VIA CONNXCAREERS 193

5.1.4 CREATING APPLICATIONS VIA SEEK 193

5.1.5 CREATING AN APPLICATION MANUALLY 195

5.2 DETAILS OF AN APPLICANT 199



5.2.3 SCORECARD TAB 209



5.2.4 INTERVIEW & REFERENCE CHECKS TAB 210

5.2.5 POSITIONS TAB 213


5.2.7 ADDITIONAL INFO TAB 216

5.3 APPLICATION PANELS 219

5.3.1 ACTIONS PANEL 219

5.3.2 DOCUMENTS PANEL 221

5.3.3 ACTIVITY PANEL 221

5.3.4 CORRESPONDENCE PANEL 222

5.4 UPDATING APPLICATION INFORMATION 223

5.4.1 EDITING AN APPLICATION 223

5.4.2 DELETING AN APPLICATION 223

5.5 OTHER RECRUITMENT PROCESSES 223

6.0 OFFERING A VACANCY 224

6.1 MAKING AN INITIAL OFFER 224

6.2 OFFER ACCEPTED 225

6.3 OFFER NOT ACCEPTED 227

6.4 RETRACTING AN OFFER 227

7.0 NOTIFICATIONS 228

7.1 USING GENERIC EMAIL ADDRESS FOR NOTIFICATIONS 228

7.2 USING EMAIL ONLY 228

7.3 USING MAIL MERGE 230

7.4 VIEWING HISTORY OF CORRESPONDENCE SENT 230

8.0 VACANCY COMPLETE/FINALISE 232

8.1 FINALISING A VACANCY 232

8.2 ACTION BUTTONS - CREATE NEW USER/EMPLOYEE 234

9.0 ADMINISTRATION 235

9.1 TO DO LIST 235

9.1.1 COMPLETING A TO DO LIST ITEM 236

9.1.2 OPENING A TO DO LIST ITEM 236

9.2 INTERVIEWS 237

9.3 VACANCY CHECKLISTS 237

9.4 APPLICATION CHECKLISTS 237

9.5 SHORTFALLS 238

9.5.1 CREATING A VACANCY FROM THE SHORTFALLS PAGE 238

9.6 TALENT POOL 239

9.7 PERSONS (NON-EMPLOYEES) 240



9.7.1 ADDING A PERSON 240

9.7.2 EDITING A PERSON 241

9.7.3 FILTERING A PERSON 242

9.7.4 DELETING A PERSON 242

9.7.5 PERSONS (NON-EMPLOYEES) DETAILS 242

10.0 REPORTING 251

10.1 REPORTING DASHBOARD 251

10.1.1 VACANCY STATUS 252

10.1.2 VACANCIES PER DEPARTMENT 252

10.1.3 APPLICANT STATUS 252

10.1.4 AGENCY USAGE 252

10.1.5 MEDIA USAGE 252

10.1.6 VACANCIES PER MONTH 252

10.1.7 VACANCY STATISTICS 252

10.2 CONNX REPORTS MANAGER (IF APPLICABLE) 253

APPENDIX A DETAILS FOR PUBLISHING VACANCIES 254

A 1 SEEK 254

APPENDIX B ERECRUITMENT EMAILS 258

B 1 PREREQUISITES 258

B 2 PROCEDURE 258

APPENDIX C SETTING UP ONBOARDING 262

C 1 SETTING UP AN ONBOARDING SYSTEM WITH CONNX 262

C 2 USING AN ONBOARDING SERVICE WITH NEW STARTERS 264

C 3 SETTING UP DISTRIBUTION LISTS 264

APPENDIX D MAIL MERGE 265

D 1 USING MAIL MERGE IN CONNX RECRUITMENT 265

D 2 TECHNICAL SETUP OF MAIL MERGE 266

D 3 CREATING A MICROSOFT WORD TEMPLATE FILE 266

D 4 LIST OF AVAILABLE MERGE FIELDS 267

D 5 CONNX TEMPLATES 269

D 6 WHAT KIND OF FILE CAN YOU USE? 270

D 7 PREVIEWING THE TEMPLATE 270

D 8 SETTING YOUR DEFAULTS 271

D 9 USING MAIL MERGE NOTIFICATIONS 272

INTRODUCTION 13



DOCUMENT PURPOSE 13

TYPOGRAPHIC CONVENTIONS 13

GETTING HELP 14

ONLINE HELP 14

DOCUMENTED HELP 14

CONNX SUPPORT 14

1.0 OVERVIEW 15

1.1 WHAT IS CONNX RECRUITMENT? 15

1.2 RECRUITMENT FLOWCHART 16

1.3 GENERAL NAVIGATION 17

1.3.1 PAGE DESIGN 17

1.3.2 LOADING SCREEN 17

1.3.3 MANDATORY FIELDS 18

1.3.4 CLOSE BUTTONS 18

1.3.5 GENERATE CODE 18

1.4 TERMINOLOGY 19

1.5 GETTING STARTED 20

2.0 INITIAL SETUP 21

2.1 SECURITY ACCESS 21

2.2 RECRUITMENT SETUP 24

2.2.1 RECRUITMENT OFFICER RESTRICTED SETTINGS 25

2.2.2 RECRUITER NOTIFICATION 25

2.2.3 SHOW NOTICEBOARD 26

2.2.4 MAIL MERGE 29

2.2.5 ATTACHMENT SETTINGS 29

2.2.6 CONNX ERECRUITMENT 30

2.3 CODE PREFIXES 47

2.4 AGENCIES 48

2.4.1 ADDING AN AGENCY 48

2.4.2 EDITING AN AGENCY 51

2.4.3 DELETING AN AGENCY 52

2.5 MEDIA 53

2.5.1 ADDING A GENERAL MEDIA SOURCE (E.G., NEWSPAPER/TELEVISION) 55

2.5.2 BROADBEAN ACCOUNT CONFIGURATION 62

2.5.3 EDITING A MEDIA ENTRY 67

2.5.4 DELETING A MEDIA ENTRY 67

2.6 LOCATIONS 68

2.6.1 ADDING A LOCATION 69

2.6.2 DELETING A LOCATION 70

2.6.3 RECRUITMENT LOCATIONS - BROADBEAN 70



2.7 NOTIFICATION TEMPLATES 72

2.7.1 EMAIL NOTIFICATIONS 72

2.8 LIST ITEMS 76

2.8.1 LIST ITEMS FOR CONNX RECRUITMENT 77

2.8.2 ADDING LIST ITEMS 79

2.8.3 EDITING LIST ITEMS 80

2.8.4 DELETING LIST ITEMS 80

2.9 CHECKLISTS 81

2.9.1 VACANCY CHECKLIST 81

2.9.2 APPLICATION CHECKLIST 83

2.9.3 ADDING AN APPLICATION CHECKLIST ITEM 83

2.10 ADDITIONAL FIELDS 85

2.10.1 ADDING ADDITIONAL FIELDS 85

2.10.2 EDITING ADDITIONAL FIELDS 87

2.10.3 DELETING ADDITIONAL FIELDS 88

2.11 INDICATOR ICONS 89

2.11.1 ADDING AN INDICATOR ICON 90

2.11.2 EDITING AN INDICATOR ICON 91

2.11.3 DELETING SCREENING INDICATORS 92

2.12 SCREENING 93

2.12.1 SCREENING CRITERIA 95

2.12.2 SCREENING TEMPLATES 97

2.12.3 CONFIGURING SCREENING TEMPLATES 98

2.12.4 QUESTION GROUPS 98

2.12.5 ADDING A TEMPLATE 99

2.12.6 ADDING OR EDITING A QUESTION 101

2.12.7 UNLINKING AND DELETING A QUESTION 102

2.12.8 EDITING A SCREENING TEMPLATE 102

2.12.9 DUPLICATING A TEMPLATE 103

2.12.10 DELETING A SCREENING TEMPLATE 104

2.13 VACANCY APPLICATION TEMPLATES 105

2.13.1 SETTING UP VACANCY APPLICATION TEMPLATES 105

2.13.2 DEFINING VACANCY APPLICATION TEMPLATES 105

2.13.3 EDITING A TEMPLATE 109

2.13.4 DELETING A TEMPLATE 109

2.13.5 DEFINING DATA TAGS FOR TEMPLATES 110

2.13.6 EDITING A TAG 114

2.13.7 DELETING A TAG 114

2.13.8 AVAILABLE DATA TAGS 115

2.13.9 LINKING TEMPLATES TO MEDIA SOURCES 118

2.14 REVIEWING WORKFLOW ACTIONS 118

2.15 REVIEWING WORKFLOW TASKS 118



3.0 VACANCIES 119

3.1 CREATING A VACANCY 120

3.1.1 BY REQUEST TO RECRUIT 121

3.1.2 BY POSITIONAL CHART 123

3.1.3 BY SHORTFALL 124

3.1.4 BY MANUAL ENTRY 125

3.2 VACANCY 126

3.2.1 SNAPSHOT TAB 126


3.2.3 ADVERTISING & AGENCIES TAB 136



3.2.6 ADDITIONAL INFORMATION TAB 155

3.2.7 VACANCY PANELS 158

3.3 UPDATING VACANCY INFORMATION 161

3.3.1 EDITING A VACANCY 161

3.3.2 DELETING A VACANCY 161

4.0 PUBLISHING VACANCIES 162

4.1 PUBLISHING TO THE VACANCY NOTICEBOARD 162

4.1.1 NOTICEBOARD SETTINGS 163

4.1.2 SHOWING VACANCIES ON THE WELCOME PAGE 163

4.1.3 NOTICEBOARD SETTINGS FOR EACH VACANCY 164

4.2 PUBLISHING TO CONNXCAREERS 167

4.3 PUBLISHING TO SEEK 168

4.4 PUBLISHING TO BROADBEAN 178

5.0 APPLICATIONS 187

5.1 CREATING AN APPLICATION 188

5.1.1 SKILLS MATCHING 188

5.1.2 CONNX VACANCY NOTICEBOARD 189

5.1.3 CREATING APPLICATIONS VIA CONNXCAREERS 193

5.1.4 CREATING APPLICATIONS VIA SEEK 193

5.1.5 CREATING AN APPLICATION MANUALLY 195

5.2 DETAILS OF AN APPLICANT 199



5.2.3 SCORECARD TAB 209

5.2.4 INTERVIEW & REFERENCE CHECKS TAB 210

5.2.5 POSITIONS TAB 213


5.2.7 ADDITIONAL INFO TAB 216



5.3 APPLICATION PANELS 219

5.3.1 ACTIONS PANEL 219

5.3.2 DOCUMENTS PANEL 221

5.3.3 ACTIVITY PANEL 221

5.3.4 CORRESPONDENCE PANEL 222

5.4 UPDATING APPLICATION INFORMATION 223

5.4.1 EDITING AN APPLICATION 223

5.4.2 DELETING AN APPLICATION 223

5.5 OTHER RECRUITMENT PROCESSES 223

6.0 OFFERING A VACANCY 224

6.1 MAKING AN INITIAL OFFER 224

6.2 OFFER ACCEPTED 225

6.3 OFFER NOT ACCEPTED 227

6.4 RETRACTING AN OFFER 227

7.0 NOTIFICATIONS 228

7.1 USING GENERIC EMAIL ADDRESS FOR NOTIFICATIONS 228

7.2 USING EMAIL ONLY 228

7.3 USING MAIL MERGE 230

7.4 VIEWING HISTORY OF CORRESPONDENCE SENT 230

8.0 VACANCY COMPLETE/FINALISE 232

8.1 FINALISING A VACANCY 232

8.2 ACTION BUTTONS - CREATE NEW USER/EMPLOYEE 234

9.0 ADMINISTRATION 235

9.1 TO DO LIST 235

9.1.1 COMPLETING A TO DO LIST ITEM 236

9.1.2 OPENING A TO DO LIST ITEM 236

9.2 INTERVIEWS 237

9.3 VACANCY CHECKLISTS 237

9.4 APPLICATION CHECKLISTS 237

9.5 SHORTFALLS 238

9.5.1 CREATING A VACANCY FROM THE SHORTFALLS PAGE 238

9.6 TALENT POOL 239

9.7 PERSONS (NON-EMPLOYEES) 240

9.7.1 ADDING A PERSON 240

9.7.2 EDITING A PERSON 241

9.7.3 FILTERING A PERSON 242

9.7.4 DELETING A PERSON 242



9.7.5 PERSONS (NON-EMPLOYEES) DETAILS 242

10.0 REPORTING 251

10.1 REPORTING DASHBOARD 251

10.1.1 VACANCY STATUS 252

10.1.2 VACANCIES PER DEPARTMENT 252

10.1.3 APPLICANT STATUS 252

10.1.4 AGENCY USAGE 252

10.1.5 MEDIA USAGE 252

10.1.6 VACANCIES PER MONTH 252

10.1.7 VACANCY STATISTICS 252

10.2 CONNX REPORTS MANAGER (IF APPLICABLE) 253

APPENDIX A DETAILS FOR PUBLISHING VACANCIES 254

A 1 SEEK 254

APPENDIX B ERECRUITMENT EMAILS 258

B 1 PREREQUISITES 258

B 2 PROCEDURE 258

APPENDIX C SETTING UP ONBOARDING 262

C 1 SETTING UP AN ONBOARDING SYSTEM WITH CONNX 262

C 2 USING AN ONBOARDING SERVICE WITH NEW STARTERS 264

C 3 SETTING UP DISTRIBUTION LISTS 264

APPENDIX D MAIL MERGE 265

D 1 USING MAIL MERGE IN CONNX RECRUITMENT 265

D 2 TECHNICAL SETUP OF MAIL MERGE 266

D 3 CREATING A MICROSOFT WORD TEMPLATE FILE 266

D 4 LIST OF AVAILABLE MERGE FIELDS 267

D 5 CONNX TEMPLATES 269

D 6 WHAT KIND OF FILE CAN YOU USE? 270

D 7 PREVIEWING THE TEMPLATE 270

D 8 SETTING YOUR DEFAULTS 271

D 9 USING MAIL MERGE NOTIFICATIONS 272

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INTRODUCTION

Document Purpose

This manual has been written to assist you with the implementation of the ConnX

Recruitment module. This manual is also a resource guide for your reference.

Typographic Conventions

Before you start using this guide, it is important to understand the terms and

typographical conventions that are used throughout the documentation.

The following kinds of text formatting identify specific types of information.

Formatting

Convention Type of Information

Bold

Bold text is used in the procedures in this document to show

screen names and user interface items that can be clicked or

selected, such as buttons, or items in a list. For example:

Select Yes on the Use Mail Merge drop-down list.

Select Update to apply the setting.

Italicised text

Italicised text is used in the procedures in this document to show

menus. For example:

Go to Recruitment > Setup.

NOTE

A note contains useful information that can help you to get the

most out of ConnX.

WARNING

A warning contains critical information about the configuration

options available to you which have an impact on user access and

security.



Getting Help

Online Help

Immediate help is available in ConnX via the online help system by selecting the ? icon

at the top-right of any screen. This is called “context sensitive help”. The help file shown

is related to the specific screen you are using.

Documented Help

This manual, and other manuals related to ConnX are provided for your use. Please refer

to them if you have any questions about setting up ConnX, or using ConnX.

ConnX Support

Please contact your ConnX Support Representative if you require any assistance.

Contact Address

Ph: 1300 CONNXHR

1300 266 694

Intl: +61 7 3368 2623

Email: [email protected]

Level 8

303 Coronation Drive

MILTON QLD 4064

AUSTRALIA

PO Box 1122

MILTON QLD 4064

AUSTRALIA

mailto:[email protected]



1.0 OVERVIEW

Recruitment is an integral aspect for all organisations. Your employees form the basis of

your intellectual property, thus hiring the right people for your organisation provides

advantages to productivity, efficiency, and impacts on your organisational culture.

Ensuring that your organisation has access to a pool of suitable candidates and tools to

effectively move them into vacancies is crucial for efficiency.

1.1 What is ConnX Recruitment?

ConnX Recruitment provides a facility via which your organisation can manage the end

to end recruitment process.

This process can be broken up into the fundamental components shown in the flowchart

on the following page:



1.2 Recruitment Flowchart



1.3 General Navigation

There are two main screens for ConnX Recruitment: Vacancies and Applications. The

Vacancy and Applications screens contain tabs for specific information related to

recruitment.

1.3.1 Page Design

The Vacancies, Applications, and Screening Template pages use a three-panel design,

allowing all relevant information to be displayed on a single page.

The panel on the left shows a list of items that can be selected to display the details in

the remaining panels on the page.

1.3.2 Loading Screen

Some screens in ConnX Recruitment contain a lot of information and may take some

time to display. When these screens are selected, you will see a Loading message while

the data is collected in the background.



1.3.3 Mandatory Fields

Mandatory fields are those which must be entered to save a record. These fields are those

with a red asterisk next to them.

In the event that you attempt to save a record without completing all of the mandatory

fields, then you will receive a message, and the missing field/s will change to a yellow

colour.

1.3.4 Close Buttons

You can select the close button in ConnX Recruitment to close the record and return to

the screen that you have come from. Since you can access screens from a multitude of

different sources, this will assist you in returning to whichever point you were previously

at.

Alternately, you can use the menu and sub-menu items at the top of the screen.

1.3.5 Generate Code

The Generate Code button is available on different screens and will enable you to create

the next prefix from the database and save into your record.

Alternately, you can also just type in your own option for the code.



1.4 Terminology

This section introduces you to some of the terms used throughout ConnX Recruitment.

Term Definition

Agency A company which you engage in recruiting on your behalf.

Employee Individual who is currently employed and holds an active ConnX

user account.

Link By selecting a link, you are taken to another screen or webpage.

Media Any sort of method you may use for the publication of your

vacancy advertisement.

Person Individual, who does not have an active employee code, however,

holds a person record in ConnX.

Skills Match A search on an individual’s skills records when compared to the

skills required for a vacancy.

Shortfalls The total number of positions less the number of employees

currently occupying them (e.g. four positions exist; employees

occupy two positions, which equates to a shortfall of two

positions).

Talent Pool All of the Persons (non-employees) recorded within ConnX

Recruitment.



1.5 Getting Started

ConnX Recruitment requires some configuration before the module can be used. This

configuration is done by the Recruitment Administrator.

The page Setting up Recruitment provides a start to the Recruitment setup and guides

you through all the information that is required when using the Recruitment module.

This page has settings that need to be configured before the module can be used and

links to sections that require data to be set up before vacancies can be created and

published to external media.

The links at the top of the setup page take you to other pages in ConnX. These pages

contain the data that is used in the Recruitment module to display information the

vacancies or applicants.



2.0 INITIAL SETUP

This section takes you through the primary steps required for setting up ConnX

Recruitment.

2.1 Security Access

One of the first steps required is to enable user access to ConnX Recruitment. This

configuration must be done by a user with System Administrator access.

There are four access levels to ConnX Recruitment:

None

Recruitment Officer Restricted

Recruitment Officer All

Recruitment Administrator

These access levels determine what information a user has access to in ConnX

Recruitment and the level of input they can contribute.

To set the level of access that a specific employee has:

1. Go to Admin > Setup > General > User Accounts.

2. Select the employee whose access you want to change. The panel on the right

side of the screen will update with their details, as shown below.



3. Select the Recruiter Level that you want to assign to the employee.

4. Select Save to apply the settings.

NOTE

The user will have to log out and login again for these

changes to take effect.



Access Level Means...

None You have no access to ConnX Recruitment; however,

depending on settings you may see the Vacancy

Noticeboard.

Recruitment

Officer Restricted

Access to Vacancies and Applications they are the recruiter

for. Cannot see other recruiter’s vacancies. Able to access

monitoring tools like the Dashboard and Skills match. No

setup access.

Recruitment

Officer All

Access to all Vacancies and Applicants, and access to

monitoring tools like the Dashboard and Skills Match. No

setup access.

Recruitment

Administrator

Full access to all Recruitment screens, including setup.

NOTE

All the items detailed in the section relating to setting up

ConnX Recruitment are only available with an access

level of Recruitment Administrator.



2.2 Recruitment Setup

The settings that are on the Setting Up Recruitment page are the settings that enable

features that are in the Recruitment module to be used. These settings should be

configured first.

To get access to the Setting Up Recruitment page, go to Recruitment > Administration

> Setup. A screen similar to the following will appear.



2.2.1 Recruitment Officer Restricted Settings

For any users you have setup with a Recruitment Officer Restricted access level, you can

also further restrict their ability to add or delete vacancies within ConnX.

This may be useful, for example, if you are using the Recruitment Officer Restricted access

level to give access for your managers, but you do not want them to create or delete

vacancies – just manage their content and applicants.

The default setting is Yes so that all recruiters can create vacancies.

When this setting is set to No, users with a Recruitment Officer Restricted access level

cannot create or delete a vacancy.

2.2.2 Recruiter Notification

Because you can have multiple recruiters attached to a vacancy, you can also set which

recruiters will receive notifications about the vacancy.

Notifications are sent for the following events:

A user applies for a vacancy via the Vacancy Noticeboard link on the Welcome

page.

An application is received from an online job board (e.g., seek.com.au or ConnX

Careers)

A vacancy is sent to an online job board (e.g., seek.com.au). If the vacancy media

has the setting ‘Notify Recruiter when Published’ checked.



To set the notification option for recruiters:

1. Go to Recruitment > Administration > Setup.

2. Select one of the options in the drop-down list.

a. No, will prevent notifications for new applicants from being received by all

recruiters.

b. Yes - Only the Primary Recruiter assigned to the vacancy, will restrict

notifications to the primary recruiter,

c. Yes - All Recruiters assigned to the vacancy, will send a notification to all

recruiters.

3. Select Save to update all settings.

2.2.3 Show Noticeboard

This setting enables the Noticeboard to be used within ConnX; it will enable the

Noticeboard to be visible on the Welcome page and in the Recruitment menu.

Select whether to show vacancies on the ConnX noticeboard and control how they are

shown. These are the default display options for new vacancies and can be changed on

the vacancy itself.

If this setting is set to No, then the Vacancy Noticeboard will not be visible to ConnX

users, even if the vacancy settings are set to Display on Noticeboard.

2.2.3.1 Noticeboard Default Display Options

The Vacancy Noticeboard enables employees to view selected details of current

vacancies and apply for a vacancy through ConnX.

The default settings for the Vacancy Noticeboard page are configured on the

Recruitment Setup page.



NOTE

These settings are only available when the Show

Noticeboard drop-down list is set to Yes.

To get access to these settings:


2. Scroll down the screen until you see a section with the settings. Configure the

default settings to suit your organisation.

Each of these settings can be modified per vacancy. A description of each field is

shown in the following table.

3. Select Save to save your preferences.

Options Setting

Show Noticeboard No – Vacancy Noticeboard will be hidden from all

employees.



Options Setting

Yes – Vacancy Noticeboard will be available to all

employees and additional settings below are visible

for configuration

Show Salary on

Noticeboard

Can be set to Yes or No and determines whether the

salary can be viewed on the noticeboard.

New Vacancies will Not Display on Noticeboard – Any new vacancy will

not automatically display on the noticeboard.

Display on Noticeboard – Any new vacancy will

automatically display on the noticeboard.

Vacancy Display

Restrictions

(only visible if New

Vacancies is set to

Display on Noticeboard)

Select Only show Vacancies to Employees in

Department to limit the visibility to the selected

department.

Select Including sub-departments to include sub

departments of the selected department.

Select Only show Vacancies for Positions in the

Employee's Career Path to limit the visibility to

employees who have a matching position in their

existing career path.

Select Only show Vacancies to Employees with an

Employee Security Level to limit the visibility to

employees who have a security level that matches

the selected checkboxes.

Admin, HR Admin and Recruiters will still see the

Noticeboard items, regardless of this setting.

Applicant Manager

Notifications

Always – Will always send a message to the

employee’s manager telling them that their

employee has applied for the vacancy.



Options Setting

Never – Will not send a message to the employee’s

manager telling them that their employee has

applied for the vacancy.

Allow Employee to choose to notify their Manager,

defaulting to Yes – Employee has the option of

letting their manager know. The button will default to

Yes.

Allow Employee to choose, defaulting to No –

Employee has the option of letting their manager

know. The button will default to No.

Applicant Recruiter

Notifications

Notify recruiter on Noticeboard Application – a

message is sent to the recruiter if an employee

applies via the Vacancy Noticeboard in ConnX.

DO NOT notify recruiter on Noticeboard Application

– a message is not sent to the recruiter if an

employee applies via the Vacancy Noticeboard in

ConnX.

If a vacancy requires different noticeboard settings to the default settings, then the

noticeboard settings can be set for each vacancy, as shown in Section 4.1.3 Noticeboard

Settings for each Vacancy of this document.

2.2.4 Mail Merge

Please refer to Appendix E for more information about using Mail Merge with the

eRecruitment module.

2.2.5 Attachment Settings

The settings in this section specify the number of days that attachments for recruitment

records are kept before they are purged from the database. These setting apply only to

the following:



Vacancy email log attachments

Application attachments

Person attachments

The attachments will not be purged if the settings is set to Zero (0).

2.2.6 ConnX eRecruitment

ConnX eRecruitment enables direct interaction with SEEK, ConnX Careers and Broadbean

for posting to multiple job boards. These are set up in ConnX as ‘media sources’.

Vacancies created in ConnX Recruitment may include information for advertising the

vacancy online.

ConnX eRecruitment can also assist with accepting applicants that apply for vacancies

through job board websites by automatically creating a corresponding application in

ConnX. This saves administrative ‘data entry’ time of inputting applicant details.

Recruiters can be notified immediately when a new application is received for their

vacancy and sent a daily summary report of the status of their vacancies.

Setting up ConnX eRecruitment within ConnX, includes completing the required data

fields when creating or updating vacancies to use eRecruitment.

2.2.6.1 Enabling eRecruitment within ConnX Recruitment

If you want to use eRecruitment within ConnX, it must be enabled.

To enable eRecruitment within ConnX:

1. Go to Recruitment > Administration > Setup and scroll down to the Use

eRecruitment section.

2. Select Yes from the Use eRecruitment drop-down list.



3. Select Save to save this change.

Some initial setup is required before eRecruitment can be used.

Please refer to the following sections for information about setting up eRecruitment:

2.2.6.2 Currently Supported Job Board Websites

ConnX currently supports posting directly to the following job board websites:

SEEK (www.seek.com.au)

Broadbean integrations (for publishing vacancies to multiple and various internet

job boards)

ConnX Careers (an additional module that allows for publishing to your own

Careers website directly from ConnX)

All interfaces with internet job boards require eRecruitment settings to be configured in

ConnX.

In addition to the supported job boards you, are can create custom Vacancy Application

Templates, that when configured allow the import data from external sources by defining

rules that tell ConnX what to do with the external data. Flowchart of ConnX and the Job

Placement Websites

http://www.seek.com.au/



2.2.6.2.1 Vacancy Publishing Permissions

You can nominate which of your Recruitment Officers/Administrators can publish

vacancies using the SEEK API and Broadbean websites.

To nominate these users:


2. Scroll down to the eRecruitment section.

3. Select the checkbox adjacent to each Recruiter that you want to grant publishing

access to.

4. Select Save to save the changes.



2.2.6.3 eRecruitment Processing Applicant Settings

On the Recruitment Setup page, there is a large section under eRecruitment for settings.

ConnX eRecruitment PAS and CAP regularly check the nominated email address for any

incoming applications and places any applications directly into ConnX.

There is a possibility that non-applicants may send an email to the PAS email address.

Therefore ConnX has a series of settings which determines what happens when an email

is received based on different vacancy statuses.

This is where you can specify the email addresses and email content that will be used by

PAS and CAP for notifications sent to recruiters or applicants.



To configure these settings:


2. Complete the necessary fields. A description of each field is shown in the following

table.

3. Select Save to save your changes.

Each of the sections is discussed in detail next in this document and the details for each

section of eRecruitment Processing Applicant Settings are:

Section Used for…

Vacancy Accepting

Applications

Processing applicants that match a valid vacancy in ConnX.

This is sub-categorised into vacancies that are 'Accepting

Applicants' and those that are not (based on the status of

the Vacancy).

Vacancy NOT

Accepting

Applications

Processing emails that do not match a valid vacancy code

in ConnX.

Unprocessed Emails Determining how to handle email that is received in an

unknown format (usually spam) and therefore has no

corresponding records created in ConnX. These emails are

automatically deleted. You can forward any unprocessed

email to the alternative email address(es).

Log Emails Determining which and how emails are logged.

Email Summary Send a daily summary report to all recruiters with the status

of their vacancies.

Default eRecruitment

Processing Applicant

Email Receiving

Settings

Setup the default email server settings which can then be

used when setting up your Media Source. This information

will be provided by your IT team.



Section Used for…

Other Settings Setting who the backup person is if ConnX cannot

determine who to send an email to.



2.2.6.3.1 Vacancy Accepting Applications Section

The Vacancy Accepting Applications section deals with applications that are submitted

and match a valid vacancy in ConnX.

You can forward this email to the recruiter of the vacancy and others that should be

advised when a new application has been received.

There are two possible outcomes when an application arrives for a valid vacancy:

1. The application is accepted because the vacancy status is currently "Accepting

Applications".

2. The application is not accepted because of the vacancy not currently accepting

applications.

For both outcomes, an automatic reply email to the applicant can be created. You can

use personalised information that ConnX will automatically insert when an email is sent

(e.g., name of the vacancy) by selecting the tag links from the Insert into Subject/Body

box into the desired place in the Subject or Body text box.

By using the tag links, applicants will receive a personalised email response that ConnX

automatically generates using the template you have created.

You can also select whom you want this auto-reply email to come from - the Recruiter

or another email address.

If the new email is processed successfully, the application information is stored in ConnX,

and the original email is deleted from the mail server.





Scroll down to the section titled eRecruitment Processing Applicant Settings.

2. Specify the settings:

a. Forward Accepted Applications To

i. If Recruiter is selected, the primary recruiter receives the email.

ii. If Other Email(s) is selected, then enter the email address(es) in the text

box to the right of the checkbox. To enter multiple email addresses, you

can separate each with a comma.

b. Accepted Applications

i. Auto Reply Accepted Notification – set the template for the email that

will be sent to applicants.

ii. Auto Reply From Email Address – set the email address that will be used

to send the auto reply email for any accepted applications.

c. Accepted Applications Auto Reply Notification

i. Set the template for the email that will be sent to applicants.


to send the auto reply email.

Note: if Recruiter is selected, the work email address of the primary

recruiter is used as the From Email Address.




2.2.6.3.2 Vacancy Not Accepting Applications Section

The Vacancy NOT Accepting Applications section deals with applications that are

submitted for vacancies that are not valid within the ConnX system.

When this occurs, you can either delete the email or forward it to one or more email

addresses. If the email is forwarded successfully, the original email is deleted from the

mail server.




2. Specify the settings by checking on either or both of the following:

a. Delete NOT Accepted Email(s)

b. Forward Vacancy NOT Accepted Email(s), specify the email address(s) that will

be used.

c. NOT Accepted Auto Reply Notification

i. Set the template for the email that will be sent to applicants.


to send the auto reply email.

Note: if Recruiter is selected, the work email address of the primary

recruiter is used as the From Email Address.




2.2.6.3.3 Unprocessed Emails Section

Unprocessed Emails are emails that are received but are not in a valid format that

matches any of the media sources ConnX supports. This may include spam and other

such emails.

When an email cannot be processed, it may be logged for record and/or forwarded to

one or more email address. These emails are automatically deleted by the service.





a. Log Unprocessed Email(s)

b. Forward Unprocessed To Email(s), specify the email address(s) that will be

used.




2.2.6.3.4 Log Emails

You can log any emails that are received. You can specify which type of emails you want

to log.

Currently, you can only access the log via the separate Process Applicant Testing

program.


1. Go to Recruitment > Setup.



a. Vacancy Found Application

i. Accepted

ii. NOT Accepted

b. Vacancy NOT Found Application




2.2.6.3.5 Email Summary

A Summary Report can be sent on a daily basis which states the number of applicants

received for all current vacancies. You can specify the time (e.g. 9:00 am) that this email

is sent as well as whom it is sent to (recruiters and/or a list of email addresses).

Email addresses that are entered into the Other Email(s) field receive a full summary of

all vacancies, whereas a Recruiter only receives a summary email for those vacancies for

which they are responsible.

The Summary Report is sent to all recruiters for a vacancy, not just the Primary Recruiter

(regardless of the notification setting at the top of the screen).





a. Send Summary Report At this Time Every Date – specify the time using the

time picker

b. Send Summary Report To




2.2.6.3.6 Default eRecruitment Process Applicant Email Receiving Settings

You can set up the default email server settings to use for your vacancies. This

information can be applied to your Media Source/s during setup.

This section is where you advise ConnX that you have ALL applications to this email

address.

Field Description

Mail Server

Type

Either IMAP or POP3.

Mail Server

Name

The name or IP address of the mail server.

Mail Server

Port

The port number on the mail server allowing access to read the

messages from the email account. This is dependent on Mail Server

Type and SSL.

Email

Username

The account name of the email account.



Field Description

Email

Password

The password of the email account.

IMAP Inbox

Name

The inbox name of the IMAP email account.

[This field only displays if Mail Server Type = IMAP.]

Use SSL If the mail server requires SSL authentication to read the messages

from the email account.

2.2.6.3.7 Other Settings

The Backup Notification Employee field is used if a valid email address cannot be found

when trying to contact an employee.




2. Select the Backup Notification Employee from the drop-down list.


2.2.6.4 Setting up ConnX eRecruitment - External to ConnX

2.2.6.4.1 Email Accounts

Ask your IT department to set up an “invisible” email account for Seek applications to be

sent to and the ConnX Process Applicant Service will check. This email address must not



be a public folder. It is imperative that a designated email address for Seek applications

is created. You will not monitor the inbox nor send any emails from it.

For Example, email address - e.g., [email protected].

This email address is monitored for new applications by ConnX eRecruitment and CAP.

2.2.6.4.2 ConnX eRecruitment Process Applicant Service

The ConnX eRecruitment Process Applicant Service regularly checks the nominated email

address for any incoming applications and places any applications directly into ConnX.

This is a service that runs separately to ConnX Recruitment Module and will need to be

installed and configured by your IT department.




2.3 Code Prefixes

Each record within ConnX Recruitment must have a code for easy identification and

reference. You can create the format to be used for code prefixes, with this information

used when the Generate Code button is pressed. The Prefix formats consist of wildcards

which are replaced with actual values during calculation.

To establish Code Prefixes:

1. Go to Recruitment > Administration > Code Prefixes.

2. Key in the Prefix Codes Formats.

3. Select Update to save your changes.



2.4 Agencies

Contact information about the recruitment agencies that you engage to assist in the

recruitment process can be added via the Agencies page. This information is then made

available on the Vacancies page and the Applications pages.

The default costs flow through to the Vacancy. However, these values are editable. You

can make changes to the costs if necessary, and the new values are applied to the

vacancy.

To get access to the Agencies page, go to Recruitment > Administration > Agencies. A

screen similar to the following will appear.

2.4.1 Adding an Agency

To add an agency:

1. Select Add at the top of the screen.

2. Complete each of the fields on the window.



3. Select Save.



Field Description

Agency Details

Code A unique code allowing identification of the Agency.

This is a mandatory field

Name Name of the agency. This is a mandatory field.

Contact Your contact person at the recruitment agency.

Phone/Email

Mobile Phone The contact person's mobile phone number.

Business Phone The contact person's business phone number.

Email The contact persons email address.

Default Costs

Upfront Fee The fee that is charged regardless of whether a

suitable candidate is found.

Placement Fee (%) The percentage of the successful applicant's salary

that must be paid to the agency.

Placement Fee (Fixed) How much must be paid to the agency in the event a

successful applicant is found. This is an alternative to

the percentage-based placement fee.

Physical Address

Street The street address of the agency.

Suburb The suburb of the agency.



Field Description

State The state that the agency is in.

Post Code The postcode of the agency.

Country The country that the agency is in.

Postal Address

Same as Physical Selecting this checkbox will set the postal address to

the same as the physical address.

Street The postal street address of the agency.

Suburb The postal suburb of the agency.

State The postal state of the agency.

Post Code The postcode of the agency.

Country The postal country of the agency.

Notes

Notes Any notes that you may want to make regarding this

particular agency.

2.4.2 Editing an Agency

To make changes to an agency:

1. Select the agency that you want to make changes to and select Edit at the top of

the screen. Alternatively you can double click the row of the agency you want to

make changes to. ConnX opens a window with details of the agency.

2. Make any necessary changes.

3. Select Save.



2.4.3 Deleting an Agency

To delete an agency:

1. Select the agency on the grid.

2. Select Delete at the top of the screen.

Alternatively you can open the agency in edit mode and select Delete at the

bottom of the edit window.

ConnX shows a confirmation message.

3. Select Yes. The agency is deleted.

NOTE

An agency can only be deleted if it is not being used on

any vacancies.



2.5 Media

You can add different types of media sources that are used in the recruitment process

on the Media screen (e.g., television, newspapers, and industry publications).

ConnX can connect with the following predefined job board websites: ConnX Careers

and Seek.

ConnX can also be configured to post to multiple job boards using Broadbean (see next

section Broadbean Configuration).

ConnX can also be configured to post a specific job board that is not supported by any

of the above with a custom media source template that is configured through Vacancy

Application Templates page.

When added to the Media, the default information flows through to the Vacancy when

the media source is selected. You can make changes to these details on a case by case

basis.

To get access to the Media screen, go to Recruitment > Administration > Media. A screen

similar to the following will appear.



There are five tabs that on the Media page that may (depending on the media source)

contain data to create a media record. These tabs are:

Media Source Details

Address Details

eRecruitment Details

eRecruitment Receiving Details

Template Item Names

The following sections provide information about what is necessary for adding, editing

and deleting a media record in ConnX.



2.5.1 Adding a General Media Source (e.g., Newspaper/Television)

To add a media source:

1. Select Add at the top of the screen. ConnX shows a blank form under the grid.

2. Complete the form on the Media Source Details tab with details about the Media

Source. A description of each field is shown in the following table.



Field Description

Media Details

Code A unique code used to identify the media. This is a

mandatory field.

Media Name A name for the media. This is a mandatory field.

Contact The name of the person in your organisation to be

contacted in regard to vacancies posted to this media.

The contact can also be changed for individual

vacancies.

Media Type The type of media (e.g., radio, industry publication.)

The items on this list are set up via Recruitment > List

Items.

Phone/Email

Mobile Phone The contact person’s mobile phone number.

Business Phone The contact person’s business phone number.

Email The contact person’s email address.

Default Costs

Standard Costs The cost to use this media outlet.

Notes This field enables you to enter any additional notes

about the Media Source.



3. Complete the fields on the Address Details tab with details about the physical and

postal details of the Media Source. A description of each field is shown in the

following table.

Field Description

Physical Address

Street The street address of the media.

Suburb The suburb of the media.



Field Description

State The state that the media is in.

Post Code The postcode of the media.

Country The country that the media is in.

Postal Address

Same as

Physical

Select this checkbox to automatically set all postal address fields

to be the same as the physical address.

Street The postal street address of the media.

Suburb The postal suburb of the media.

State The postal state of the media.

Post Code The postcode of the media.

Country The postal country of the media.



4. On the eRecruitment Details tab, select whether this media is an online website

which can be used with ConnX eRecruitment. A description of each primary field is


If so, you must select and complete the Media Source Template details that are

required for the selected Media template.

NOTE

These details must be obtained by your organisation.

The Media Source Template you select on the

Media Source Details tab populates the necessary

fields, so your screen may look different to the above.

Appendix A shows the information you must obtain

from the job board.



Field Description

Use

eRecruitment?

Select Yes to use this media source with ConnX

eRecruitment, otherwise select No.

Media Source

Template

If you are using this media source with eRecruitment, then

select one of the supported templates.

Alternately, if you will be receiving applicant emails for

another source, you can select your user defined Vacancy

Applicant Template on the drop-down list.

All Remaining

Fields

These are dependent on the Media Source Template that

you have selected. Please refer to Appendix A for the

details of these fields. If you have selected a user defined

Vacancy Applicant Template, no other fields are required

to be completed.

5. On the eRecruitment Receiving Details tab, enter the email details you want to

use to check for incoming applications for the vacancies published using ConnX

eRecruitment. A description of each field is shown in the following table.



If the default Email Receiving Settings have been set up on the Recruitment Setup

page, you can use these by setting Use Defaults drop-down list to Yes, meaning

you can skip the rest of this section.

Field Description

Use Defaults Select Yes to use the settings in the Recruitment Setup

page or select No if you want to enter the email

account details specifically for this media source.

Mail Server Type Either IMAP or POP3.

Mail Server

Name

The name or IP address of the mail server.

Mail Server Port The port number on the mail server allowing access to

read the messages from the email account. This is

dependent on Mail Server Type and SSL.

Email Username The account name of the email account.

Email Password The password of the email account.

IMAP Inbox

Name

(only if Mail

Server Type =

IMAP)

The inbox name of the IMAP email account.

Use SSL If the mail server requires SSL authentication to read the

messages from the email account.



2.5.2 Broadbean Account Configuration

Broadbean is a separate system, but it can be set up within ConnX to automatically

advertise vacancies to several channels at the same time. Please refer to Publishing

Vacancies to Broadbean for more information. You must first set up an account with

Broadbean, and then add the account details to link the two services.

This Broadbean Account Configuration page contains five tabs with all the settings that

are necessary for linking Broadbean to ConnX. Open the Broadbean Account

Configuration page via Recruitment > Broadbean Account Configuration.

2.5.2.1 Details Tab

The Details tab contains the settings that are necessary for adding your Broadbean

account to ConnX. You must complete the form to establish a connection with the

Broadbean service.



2.5.2.2 Users Tab

The Users tab lists all ConnX users with a Recruitment Access Level and gives you the

option to register any of these users with Broadbean. All users are shown in alphabetical

order on the grid. The Register with Broadbean button is made available for users that

are not yet registered with Broadbean, otherwise, their Broadbean username is shown.

ConnX Recruiters can publish Vacancies to Broadbean if they have a Broadbean

username.

Setting Description

Account Name The Broadbean account name. This field is mandatory.

Admin User Name The Broadbean administrator user name. This field is

mandatory.

Account Password The password for the Broadbean account. This field is

mandatory.

Style Sheet The style sheet that is used to format all vacancies that

are posted via Broadbean.

Show Broadbean Menu

Navigation

Select whether to show or hide the standard Broadbean

navigation menu on the User Interaction screen.



Setting Description

Force Selection of

Channels in Broadbean

Select whether to give the user the option to select which

job boards Broadbean will post the vacancy to.

Notify on Delivery The email address for notification when a vacancy is

posted via Broadbean.

Notify on Completion The email address for notification when a vacancy is

posted via Broadbean.

Team The team name used for usernames in Broadbean.

Office The office name used for usernames in Broadbean.

Company The Company name used for usernames in Broadbean.

NOTE

Users must have a work email address set in ConnX

before they can register with Broadbean.

Select the button in the same row as the recruiter’s name to Register with Broadbean. A

new username with the recruiter’s name, their team, office, and company will replace the

button in the BB User Name column, as shown below, and will also be shown on the

Manage Users screen in Broadbean.



2.5.2.3 Locations Tab

A Broadbean Location must be set when advertising with Broadbean. The table on the

Locations tab shows a list of valid locations in Broadbean. ConnX locations can be

mapped against the Broadbean Locations.

Select Get Locations for Broadbean to update the table with valid locations from

Broadbean. The existing locations in ConnX are mapped against the Broadbean locations

so that this information is compatible when you are advertising Vacancies via Broadbean.



2.5.2.4 Industries Tab

A Broadbean Industry must be set when advertising with Broadbean. The table on the

Industries tab shows a list of valid industries in Broadbean.

Select Get Industries for Broadbean to update the table with industries. These Industries

can then be set for the vacancies you are advertising via Broadbean.

When advertising a Vacancy with Broadbean, the Industry is set on the Vacancies page

(Recruitment > Vacancies), in the Advertising section on the Advertising and Agencies

tab.

2.5.2.5 Broadbean Log Tab

The Broadbean Log tab shows all changes to Broadbean configuration that have been

exchanged between Broadbean and ConnX. You cannot delete items from the

Broadbean Log.

Select a row and then Open Item to open a window with the details of the selected item.



2.5.3 Editing a Media Entry

To make changes to a media entry:

1. Select the media source on the grid. The details will be displayed in the fields below

the grid.

2. Make any necessary changes to the details.

3. Select Save.

2.5.4 Deleting a Media Entry

To delete a media entry:

1. Select the item on the grid. The details will be displayed in the fields below the

grid.

2. Select Delete. ConnX shows a confirmation message.

3. Select Yes. The media entry is deleted.

NOTE

A media entry can only be deleted if it is not being used

on any Vacancies.



2.6 Locations

Locations is a "tree" based structure where sub-locations can be created for your main

locations. You can setup as many sub-levels as you want. You may already have

information here if you have been using the ConnX WHS module.

To get access to the Locations page, go to Recruitment > Administration > Locations.

A screen similar to the following will appear.



2.6.1 Adding a Location

To add a Location:

1. Add your highest-level location (e.g., ABC Company).

2. Select Update to save this location.

3. To add a level beneath the highest level, click on that node (e.g., ABC Company).

You will notice that this is now the “Parent” node. Add in the “Child” node (e.g., ABC

Company – QLD) and select Add.

4. For each Location, select the Use for Recruitment checkbox.

5. Complete the associated Location details for each media source. This information

is used as the source of the vacancy location (that is, the location of the job) when

publishing new vacancies.



NOTE

The information used in the drop-down lists in this section

is supplied directly by the relevant media source (e.g., Seek)

and cannot be changed by ConnX.

2.6.2 Deleting a Location

To delete a location, select the location, the location details are shown. Select Delete

Location. ConnX displays a confirmation message, select Yes to confirm the delete.

WARNING

If you delete a node that has any child locations, they

will also be deleted.

NOTE

This page is also available via the ConnX WHS module

and is used in that module. If a Location is being used

by either ConnX WHS or ConnX Recruitment, then you

will not be able to rename/update/delete it if you don’t

have access to that module.

2.6.3 Recruitment Locations - Broadbean

The existing locations in ConnX must be mapped against the Broadbean locations (via

Recruitment > Locations) so that this information is compatible when you are advertising

vacancies via Broadbean.

NOTE

You only need to map the locations that you are using

in your organisation.

To map the Broadbean locations with your locations in ConnX:

1. Open the HR Locations page via Recruitment > Administration > Locations.

2. Select a node on the location tree on the left side of the screen. These are the

locations you have already defined for your organisation. If necessary, you can add

more Child Locations and Root Node Locations using the form at the bottom of

the screen.



3. Select a location on the Broadbean Location drop-down list as shown in the

following image.

4. Select Update. ConnX shows a confirmation message that the Location Node

Updated. The Broadbean location is now mapped with your location in ConnX.



2.7 Notification Templates

2.7.1 Email Notifications

You can create different templates for notifications for communicating with applicants

on the Notification Templates page (e.g., unsuccessful notification, interview

confirmation).

2.7.1.1 Adding a Notification Template

To add a new notification template:

1. Go to Recruitment > Administration > Notification Templates.

2. Select Add. A window similar to the following will appear.



3. Enter the details of the template into the Template textboxes. A description of each

field is shown in the table on the following page.

Tags can be entered in the Subject and Body of the notification.

4. To see an example of the template, select Generate Example .

5. Select Save. The new template is added to the grid.

Field Description

Name The name of the template. This is for internal

reference only and is not part of the email that is

sent to applicants.

In Use Select this checkbox to make the template available

for use in ConnX Recruitment.

Template Content



Field Description

Subject The content that will be displayed in the Subject of

the email.

Body The content that will be displayed in the body of the

email.

Available Tags (can be

inserted in the Subject or

Body)

Applicants Name (displays the First and Last Name)

Applicant First Name

Applicant Surname

Vacancy Name

Senders Name

Vacancy’s Position Name

Vacancy’s Role Name

Current Date at time of Sending

2.7.1.2 Editing a Notification Template

To make changes to a notification template:

1. Select the template on the grid.

2. Select Edit. ConnX shows a window similar to the following.

Alternatively you can double click on the row of the template you want to change.



3. Make any necessary changes to the notification template

4. Select Save.

2.7.1.3 Deleting a Notification Template

To delete a notification template:

1. Select the template on the grid.


3. Select Yes. The notification template is deleted.



2.8 List Items

List items specify what items are contained in the drop-down lists in the ConnX

Recruitment module. This allows you to configure the forms and procedures you

currently use.

To access the lists used in ConnX Recruitment, go to Recruitment > Administration > List

Items. A screen similar to the following will appear.

Select the list type you want to edit from the drop-down list the grid is updated with the

list items.

Only some of the lists that are available in the Recruitment module can be updated,

below is a table showing the lists that are used. The predefined lists cannot be edited.



2.8.1 List Items for ConnX Recruitment

A description of each list item is shown in the following table.

List Item Function

Applicant Status A predefined list, used to record what stage of the

application process this applicant is currently up to.

You cannot add to or edit this list.

Attachment Category

Role

[Also used in Role List

Items]

Used to classify the category of attachment you are

adding to a vacancy and/or application (e.g., role

description).

Attachment Type


Items]

Used to classify the type of attachment you are

adding to a vacancy and/or application (e.g., Word

document).

Correspondence Type Predefined list used to record the correspondence

type for a vacancy and/or application. (e.g., Email).

You cannot edit the predefined items, however you

can add to the list and edit the items that have been

added.

Employment Type Used to record the employment type of a Vacancy

(e.g., part-time permanent).

Gender Used to record the gender of the applicant.

Importance


Items]

Used to record what level of importance your

organisation places on certain Vacancy requirements

and checklist items (Qualifications, Skills,

Requirements, Licences, Visas).

Interview Panel Ranking Predefined list used to record the scorecard response

on the applicant.




List Item Function

Interview Status Used to record the status of the applicant’s interview

process.

Marital Status Used to record the marital status of the applicants.

Media Type Used to record the type of Media outlet (e.g., Radio,

newspapers, industry publication).

Salary Type Used on Vacancies to identify the frequency of

payment (e.g., Per Annum, Per Contract).

Title The title of the applicant.

Vacancy Skill

Requirements

Used on applications to show whether the applicant

has the required skills.

Vacancy Status The predefined list used to display the current status

of the Vacancy.


Work Status Used on applications to denote what the current

status of the applicant's employment is.

NOTE

Care should be taken when creating, editing and

deleting List Items as some of the lists items that are

available to be used in Recruitment are also used in

other pages of ConnX.



2.8.2 Adding List Items

You can create additional necessary list items.

To add a list item:

1. Select the list type that you want to add the item to.

2. Select Add.

3. Enter the Code, Display Text, Active From, and Active To dates for the list item.

4. Select Save. The new list item is now shown in the grid.

NOTE

The Code field is necessary for some list types, and not

others. You will be prompted to enter a code if it is

necessary.



2.8.3 Editing List Items

To make changes to a list item:

1. Select the list type that you want to make changes to.

2. Select Edit to open the edit window.

3. Make any necessary changes to the list item.

4. Select Save.

NOTE

Some list items cannot be edited as they are locked and

used internally by ConnX.

2.8.4 Deleting List Items

You cannot delete list items because they may be used with historical records, but you

can set a list item to inactive.

To make a list item inactive:

1. Select the list type that contains the list item that you want to make inactive.

2. Select the list item in the grid and select Edit.

3. Set an Active To date. The list item is made inactive from this date.

4. Select Save.



2.9 Checklists

Default Checklist Items can be used to add a process and procedure to either a Vacancy

and/or an Application. Each item can be customised for a specific Vacancy and/or

Application.

2.9.1 Vacancy Checklist

You can create a list of activities that should be completed for each vacancy using the

vacancy checklist (e.g., advertising the position, getting in touch with a recruitment

agency).

To access the Default Checklist Items page, go to Recruitment > Administration >

Default Checklists. A screen similar to the following will appear.

2.9.1.1 Adding a Vacancy Checklist Item

To add a checklist item:

1. Go to Recruitment > Administration > Default Checklists.

2. Select the Vacancy Checklist tab (it should be the default tab).

3. Select Add



4. Enter the details of the checklist item, a description of each field is shown in the

following table.

5. Select Save.

Field Description

Item Name The name of the checklist item.

Description A description of the checklist item.

Sequence The order in which the checklist item should be performed.

Days to

Complete

The number of days that you are given to complete a checklist

item.

Importance How important this checklist item is.

2.9.1.2 Editing a Vacancy Checklist Item

To make changes to a checklist item:

1. Select the Vacancy Checklist tab (this should be the default tab).

2. Select the checklist item that you want to make changes to and select Edit at the

top of the screen.

3. Make any necessary changes to the fields.

4. Select Save.

2.9.1.3 Deleting a Vacancy Checklist Item

To delete a vacancy checklist item:

1. Select the Vacancy Checklist tab (this should be the default tab).

2. Select the item on the grid and select Delete at the top of the page. ConnX shows

a confirmation message.

3. Select Yes. The Checklist item is deleted.



2.9.2 Application Checklist

You can create a list of activities that should be completed for each application using the

Application Checklist (e.g., reference checks, confirm notice period).

To get access to the Default Checklist Items page, go to Recruitment > Administration

> Default Checklists. A screen similar to the following will appear.

2.9.3 Adding an Application Checklist Item



2. Select the Application Checklist tab.

3. Select Add.

4. Enter the details of the Application Checklist Item. A description of each field is


5. Select Save.



Field Description

Item Name The name of the checklist item.

Description A description of the checklist item.

Sequence The order in which the checklist item should be performed.

Days to

Complete

The number of days that you are given to complete a checklist

item.

Importance How important this checklist item is.

2.9.3.1 Editing an Application Checklist Item

To make changes to a checklist item:


2. Select the Application Checklist tab.

3. Select the checklist item that you want to make changes to and select Edit at the

top of the screen.

4. Make any necessary changes to the fields.

5. Select Save.

NOTE

Changes you make to the default checklist only apply to

new vacancies. They do not update existing vacancies.

2.9.3.2 Deleting an Applicant Checklist Item

To delete a vacancy checklist item:


2. Select the Applicant Checklist tab.



3. Select the item on the grid and select Delete at the top of the page. ConnX shows


4. Select Yes. The additional field is deleted.

NOTE

The checklist item is not added to new vacancies, but it

is still linked to existing vacancies.

2.10 Additional Fields

Additional Fields provide you with the ability to add custom fields to the Vacancies,

Applications, and Persons pages in ConnX. These extra fields may be relevant and

important to your organisation but are not available in the default fields.

To get access to the Additional Fields Administration page, go to Recruitment >

Administration > Additional Fields. ConnX shows a screen similar to the following.

The Additional Field is automatically included in the record for the page for which it is

configured. For example, an additional field can be created for the Vacancies page and

is shown on all Vacancies when they are created in ConnX.

2.10.1 Adding Additional Fields

To add an additional field:

1. Select the Additional Field Page (Vacancies, Applications, or Persons) on the

drop-down list at the top of the screen.

2. Select Add.



3. Enter the details of the new additional field. A description of each field is shown in

the following table.

4. Select Save or select Clear to clear all fields and start again.

Fields Description

Page Label indicating the page to which you are attaching this new

Additional Field.

Sub-Heading Text used to group the pages Additional Fields.

Select from the existing Sub-Headings or type in a new one.

This is a mandatory field.

Field

Description

The text displayed on the page. This is a mandatory field.

Database

Field Name

Used by ConnX as a unique field name. This is a mandatory

field.



Fields Description

Field Type The type of the control that is displayed on the vacancy,

application or person page for a user to enter the data.

String = Free text in a box.

Lookup = Drop-down list of items.

If you are using a Field Type of Lookup, then you must enter

your default values in quotation marks, and separated by a

comma (e.g., “1st value”, “2nd value”, “3rd value”).

Field Size The number of characters that are allocated to store the value

in the database.

This value must always be at least 1.

If you are using a Field Type of Lookup, then the field size must

be large enough to contain your lookup items (e.g., if the length

of the longest item is 10 characters, make the field size at least

11).

Required? This flag will set the Additional field as a required field on the

page it is configured for.

Default Value The default value that is filled out or selected when the page is

loaded.

Save Saves the new Additional Field to the page.

2.10.2 Editing Additional Fields

Editing an Additional Field will change the field on created Vacancies, Application and

Person records.

To make changes to an Additional Field:

1. Go to Recruitment > Administration > Additional Fields.

2. Select the Additional Field Page (i.e. Vacancies, Applications, or Persons) on the

drop-down list at the top of the screen.

3. Select the additional field on the grid.



4. Select the Edit button or double-click the row in the grid

5. Make any necessary changes to the details of the additional field. You can only edit

the following fields:

a. Sub Heading – Select an existing Sub Heading from the options in the drop-

down list (this field is mandatory).

b. Field Description – Key in a description for the field. This is the label that is

shown on the page (this field is mandatory).

c. Required – Select the checkbox if the user must complete the additional field.

d. Default Value – Key in the text that is shown with the additional field (e.g.

“Enter your response here.”)

6. Select Save.

2.10.3 Deleting Additional Fields

Deleting an Additional Field will remove the record from the Additional Fields

Administration page as well as from Vacancies, Application and Person records.

To delete an Additional Field:

1. Open the Additional Fields Administration page via Recruitment >

Administration > Additional Field.

2. Select the item on the grid and click the delete at the top of the screen.

Alternately, you can double-click the item to open the edit window and select

Delete at the bottom of the window. ConnX shows a confirmation message.

3. Select Yes. The additional field is deleted.



2.11 Indicator Icons

Indicator Icons are a visual trigger used on the Applications page to show that specific

criteria have, or have not, been met. Indicator Icons make it easy to see at a glance if an

applicant has characteristics that will match with the position in your organisation. You

can use the pre-loaded icons or set any image as an Indicator Icon for any of the

screening criteria.

To get access to the Screening Indicator page, go to Recruitment > Administration >

Screening Indicator.



2.11.1 Adding an Indicator Icon

To add an Indicator Icon:

1. Select Add.

2. Complete each of the fields on the window. A description of each field is shown in

the following table.

3. Select Save. The indicator icon is added to ConnX.

Setting Description

Indicator

Icon

The Indicator Icon filename. This field is automatically set when you

select the image file.

Select Use the Select button to browse the file you want to upload or drag

and drop the file into the space so you can select an image file for

the Indicator Icon.

Description A short description of the Indicator Icon.

Active From The first date that the Indicator Icon is made available.

Active To The last date that the Indicator Icon is made available.



NOTE

The Indicator Icons cannot be larger than 50px x 50px.

2.11.2 Editing an Indicator Icon

To edit an Indicator Icon:

1. Select edit icon or double click on the row in the table.

2. Edit the details of the following fields:

a. Select Remove to change an image attached to the indicator record

b. Description

c. Active From

d. Active To.

3. Select Save to save the changes.



2.11.3 Deleting Screening Indicators

The delete function is only available in edit mode,

1. Select the row of the screening indicator you want to delete.

2. Use the Edit at the top of the page to open the edit window.

3. Select the Delete button, a confirmation message is displayed select Yes to

complete the delete action.



2.12 Screening

Screening allows for a set of measurable criteria to be included in the Vacancy details

and be utilised as part of the application process. The benefits of this are that it provides

the recruiter with a way to score, rank, filter, and sort applicants according to their

responses, making it easier to identify the best candidates for the vacancy.

Screening is used to evaluate applications based on the criteria specified on the Role or

Vacancy.

To use Screening for external applicants, you must use the ConnXCareers module.

The Vacancy Screening question responses are linked to the application by the candidate

responding to the questions.

Internal applicants (existing Employees) will respond to the screening criteria on the

application page in Vacancy Noticeboard.

Screen shot of vacancy noticeboard with criteria tab and screening questions

External application (non-employees) will respond to the screening criteria on

application page in ConnX Careers.

The following image is an example of an Application Form with screening questions on

ConnXCareers.



The applicant’s responses are then pulled into ConnX via the process that creates an

applicant record from the vacancy noticeboard or ConnXCareers. The process stores the

applicant information and makes it available on the Applications page (Recruitment >

Applications). Please refer to Applications section of this document for more information.

NOTE

The applicant’s responses on the ConnXCareers website

are only processed using CAP if your organisation is using

ConnXCareers.

2.12.1 Screening Criteria

Screening has six different criteria which are specified on the Role or Vacancy, these are:

Qualifications

Skills

Licences

Visas

Requirements

Screening Questions, customisable questions that can be linked to the role, position

and vacancy through screening templates

There are four settings that exist in ConnX for the screening criteria, these settings and a

description of what the settings do is detailed below:

Screening

Setting

Setting description

Use for

Screening

A flag which must be set for screening criteria so that it is

published in the Vacancy Noticeboard and ConnXCareers as

a Screening criteria.

The other screening settings are enabled when this checkbox

is selected.

Score Used to specify the value for the criteria that is assigned to

the applicant when the have a match.



Screening

Setting

Setting description

Roadblock A flag which can be set to indicate that a match for important

criteria has not been met.

Indicator An icon that can be used with the application as a visual

trigger that this criterion has been met.

These screening settings can be applied to Qualifications, Skills, Requirements, Licences

and Visas for a Role or a Vacancy.

Adding these settings to a vacancy is covered later in this document. Please refer to the

Vacancies section for more information.

To add screening criteria to a role:

1. Go to Company Info > Roles, Positions & Skills > Roles, to open the Roles page

2. Select the row for the Role and select Edit. ConnX opens the Role Details page.

3. Select the tab for one of the screening criteria

a. Qualifications

b. Skills

c. Requirements

d. Licences

e. Visas

4. If it is an existing record complete the details for the screening settings

a. Score – if applicable, set the value for the score

b. Roadblock – if applicable, check to enable the roadblock notification for this

criterion

c. Indicator – if applicable, select the indicator you want to see for this criterion

d. Use for Screening – check this field so it will be used in screening.



5. Select Save.

NOTE

The Score, Roadblock, and Indicator settings are

only available if the user viewing the Roles page has

access to the Recruitment module.

2.12.2 Screening Templates

Customised Screening Questions can be attached to Roles, Positions, or Vacancies. This

functionality allows for a set of measurable criteria to be applied to a vacancy that can

be used to filter and sort applications, identify the best-suited candidates for a vacancy,

and the ability to automatically flag unsuitable applicants.

To get access to the Screening Templates page, go to Recruitment > Administration >

Screening Templates. ConnX shows a screen similar to the following:

The Screening Template page is divided into two sections, Screening Template details

and Question Groups.

The page allows a user to add new templates, view and modify existing template. Only

templates that are set to In Use are visible on page load but if a user wants to see all

templates they can select the Template List button and ensure that the In Use checkbox

is unchecked.



2.12.3 Configuring Screening Templates

To create a screening template, you will need to have configured Question Groups and

Questions.

2.12.4 Question Groups

Questions on a template can be assigned to a specific question group so that they are

easier to manage. The Question Groups panel shows all categories for the selected

template.

To add a question group:

1. Select Add at the top of the Question Groups panel. The New Question Group

window is shown on the screen.



2. Complete each of the fields. A description of each field is shown in the following

table.

3. Select Save. The new item is now available in the Question Groups panel.

Setting Option

Name The name of the Question Group.

In Use Select the checkbox to set the Question Group to In Use.

# of Columns Setting the default number of columns used in the question

group setup.

Default

Instructions

Enter the instructions or question for the Question Group.

To edit a Question Group

1. Use one of the following methods to select the question group to edit:

a. Select Edit that is adjacent to the Question Group you want to edit in the

Question Group Panel.

b. Select Edit that is adjacent to the Question Group header you want to edit

on the Screening Template.

2. When the edit window is displayed the following fields are available for editing:

a. Default Number of Columns now labelled as: Override Columns

b. Default Instructions now labelled as: Override

3. Select Save.

2.12.5 Adding a Template

To add a template:

Select New Template at the top of the page.

Enter the name of the screening template.



Select Save. ConnX shows a notification to confirm the template was created and

show that the template is set to ‘Not In Use’ by default

This is so the template does not appear in the drop-down lists on the Roles,

Positions or Vacancies pages until it is completely configured.

Select which question groups are linked to the template by selecting the adjacent

checkbox in the Question Groups panel.

To add a new question to a question group for this template:

a. Select New Question to open the add window.

b. Key the name of a question into the Question field to search for a question

and select the desired question to show the related settings, such as the

control type, score, roadblock and indicator to be set.

c. A new question is created if there are no matches.



To make changes to an existing question on the template,

a. Use the Edit icon that appears adjacent to a question to open the Editing

Question window.

b. Make any necessary changes to the following fields:

Score

Roadblock

Indicator

To unlink a question from a question group use the Unlink button

c. Select Save to update the question.

Select the In Use? checkbox at the top of the middle panel when your template is

complete.

The new template is now available in the drop-down list on the Roles, Positions

and Vacancies pages.

2.12.6 Adding or Editing a Question

When you select the New Question or select Edit adjacent to a question on a template

ConnX shows a form with details for the item at the bottom of the Question Groups

panel.

A description of each field is shown in the following table.

Setting Option Description

Question The question that is shown on the Template.

Control

Type

Checkbox The control type that is made available to

answer the question.

Radio Button

Textbox

Date Picker

Time Picker




Score A value assigned to each question.

Roadblock A flag that can be set to indicate that a match for important criteria

has not been met.

Indicator Select an icon show on the Applications page when the Applicant

provides this response. Indicators can be set up via Recruitment >

Screening Indicator.

2.12.7 Unlinking and Deleting a Question

To remove a Question from a Question Group:

1. Select Edit to open Editing Question window.

2. Select the Unlink button to remove the Question from the Question Group, or

select the Delete button to delete the Question completely.

2.12.8 Editing a Screening Template

To make changes to a template, select the template from the Template List. The details

of the template are shown on the screen.

To make changes to the Question Groups that are linked to a template:

1. Edit the Question Group details, by changing the Override columns, and

Override.

2. Select the arrows to rearrange the question group on the template.

3. Add Questions to a question group

To make changes to Questions:

Use the Edit icon that appears adjacent to the Question in a Question Group. The details

of the question are shown in the Editing Question window. You are now able to do the

following:

Add questions to the question group.



Edit the details of the question, such as the Score, Roadblock and the Indicator.

Unlink a question from a template. This removes the question from the question

group for the template.

To delete a question:

NOTE

This deletes the question from all question groups and

templates.

1. Use the Edit icon that appears adjacent to the Question in a Question Group. The

details of the question are shown in the Editing Question window.

2. Select the Delete button at the bottom of the question details. ConnX shows a

confirmation message.

3. Select Yes to delete the question from all question groups and templates.

2.12.9 Duplicating a Template

To duplicate a template:

1. Select the template on the Template List. The details of the template are shown

on the screen.

2. Select the Duplicate button adjacent to the template title at the top of the panel.

You must select the In Use checkbox to make the Duplicate button available.

ConnX creates a duplicate in the Templates panel and shows a notification,

3. Make the following changes:

a. Change the template name;

b. Make any necessary change to the Template content; and

c. Select the In Use checkbox so that the template is available.

The new template is now available to use for Screening.



2.12.10 Deleting a Screening Template

To delete a template:

1. Select the template on the Template List. The details of the template are shown

on the screen.

2. Select Delete adjacent to the template title at the top of the panel. ConnX shows


3. Select Yes. The template is deleted.

NOTE

You can only delete a template if it is not linked to a

Role, Position or Vacancy.



2.13 Vacancy Application Templates

Vacancy Application Templates let you import data from external sources by defining

rules that tell ConnX what to do with the external data.

This is a powerful feature that lets you accept applicant information in email format from

potentially any designated source, as long as the email format is known and standardised.

You will only need to do this if you are using a job board that is not one of the internet

job board interfaces supported by ConnX.

If the client advertised on a job board and that job board sends a pre-formatted email

back as an application, we would need to set up the template to accept the application.

This would also occur if using Broadbean.

2.13.1 Setting up Vacancy Application Templates

To set up Vacancy Application Templates:

1. Make sure that the incoming email format is standardised (this activity is outside of

ConnX).

2. Configure the Template Settings.

3. Set up the Data Tags for each Template.

4. Associate your Template with your Media.

2.13.2 Defining Vacancy Application Templates

A template is created in ConnX to match the standardised email format. The template

uses tags to associate the data within the email to the fields in ConnX. These tags are

pre-determined.

To get access to the Vacancy Application Templates page, go to Recruitment >

Administration > Vacancy Application Templates.



The grid at the top of the screen shows the Templates. The grid at the bottom of the

screen shows the Template Tags associated with the selected Template. You can make

changes to the Template Details or Template Tags on a template.

To define templates:

1. As a Recruitment Administrator, open the Vacancy Application Templates page

via Recruitment > Administration > Vacancy Application Templates.

2. Select the Add button to create a new template.



3. Complete the necessary details. A description of each field is shown in the following

table.

4. Select Save.

Field Description

Template Name A short name to identify the template.

Template

Description

A more detailed description of the template.



Field Description

Incoming

Identification

Source

This allows you to define how ConnX will identify that the

email is coming from a job site. If a match is found, the email

will be processed by the template.

You can choose to identify emails by their Subject line – e.g.,

“Application Reference xxyyy” – or by their Email Address –

e.g., [email protected]

Incoming

Identification

Data

If the above setting is equal to Subject, enter the text found

at the start of the email subject.

If the above setting is equal to Email Address, enter the valid

email address.

Save Email as

Attachment

If selected, ConnX saves a copy of the original email as an

attachment to the application.

Email is in HTML

format

Select the checkbox if the email is sent with HTML formatting.

Remove Blank

Lines

Select the checkbox to remove blank lines from the template.

In Use Select the checkbox to make the template available for use

within ConnX. Otherwise, clear the checkbox if you do not

want to make the template available.



2.13.3 Editing a Template

To make changes to the details of an existing template:

1. Double-click the template in the grid to open a window with the template details.


3. Select Save.

2.13.4 Deleting a Template

You cannot delete a template because it will affect history records, but you can make the

Template unavailable by clearing the In Use checkbox.



2.13.5 Defining Data Tags for Templates

Use the bottom grid of the Vacancy Application Templates page to define the data

tags that are contained within the incoming applicant email.

1. Select the Link icon on the row of a template in the top grid. The grid is minimised

and the Template Tag grid is displayed for the selected template.

2. Select Add.

3. Complete the necessary details. A description of each field is shown in the following

table.

4. Select Save.

Field Description

Text To

Search

This is text that appears in the email which ConnX will search for.

The text entered here must be exactly the same as it is written in

the email. If the text is found, ConnX evaluates the subsequent text

and stores it appropriately into a ConnX field.



Field Description

Tags These are the ConnX database fields the text will be stored in.

End of

Parsing

Indicator

This tells ConnX where the data that is being read ends.

The best way to understand this process is to review the following examples

Example 1

Incoming Email:

POSITION: Organisational Development Advisor

JOB REFERENCE: CX/CS1051D

LOCATION: Melbourne - CBD

DATE APPLIED: 02-Mar-2010 22:56

Personal Details

Name: Jane Smith

Preferred Name:

Home Address: 726 Main Street

Anstead

VIC 3102

Telephone Home: 0398173700

Work: 96584000

Mobile: 0458291100

Email Address: [email protected]

To get the job reference, name, mobile, and email address, the setup should be as

follows:

Text to Search Tags End of Parsing

Indicator

JOB REFERENCE: <@VacancyCd> <@ENTER>




Indicator

Name: <@FName><@Space>

<@SName>

<@ENTER>

Mobile: <@MobileNo> <@ENTER>

Email Address: <@Email> <@EOF>

Alternately, the tags can be defined as:


Indicator

JOB REFERENCE: <@VacancyCd> LOCATION:

Name: <@FName><@SName> Preferred Name:

Mobile: <@MobileNo> Email Address:

Email Address: <@Email> <@EOF>

Example 2

Incoming Email:

POSITION: Organisational Development Advisor

JOB REFERENCE: CX/CS1051D

LOCATION: Melbourne - CBD

DATE APPLIED: 02-Mar-2010 22:56

Personal Details

Email Address: [email protected]

Name: Jane Smith



Address:

726 Main Street

Anstead

VIC 3102

Telephone Home: 0398173700

Work: 96584000

Mobile: 0458291100

To get the job reference, name, address, mobile, and email address, the setup should be

as follows:


Indicator

JOB REFERENCE: <@VacancyCd> <@ENTER>

Name: <@FName><@Space>

<@SName>

<@ENTER>

<@SOL>Address: <@RStreet><@ENTER>

<@RSuburb>

<@ENTER><@State>

<@Space>

<@RPostCode>

Telephone Home:

Mobile: <@MobileNo> <@EOF>

Email Address: <@Email> <@ENTER>

Alternately, it can be defined this way:


Indicator

JOB REFERENCE: <@VacancyCd> LOCATION:




Indicator

Name: <@FName><@SName> <@ENTER>

Address: <@RStreet>

<@RSuburb>

<@State>

<@RPostCode>

Telephone Home:

Mobile: <@MobileNo> <@EOF>

Email Address: <@Email> Name:

NOTE

The order of the Text to Search does not signify the order it

appears in the email. Each item is evaluated by reading the email

from the top and not from the location of the previous Text To

Search.

2.13.6 Editing a Tag

To make changes to an existing tag, double-click the row in the grid that contains the

tag or highlight the row and select Edit. This opens a window with the tag details. Make

any necessary changes and select Save.

2.13.7 Deleting a Tag

To delete an existing tag, double-click the row in the grid that contains the tag. Select

Delete to remove the tag.



2.13.8 Available Data Tags

Although the definitions of these tags are available on screen, a complete list of the tags

and their descriptions is shown in the following table.

Tag Description

<@VacancyCd> Vacancy Code

<@VacancyDesc> Vacancy Description

<@Title> Person Title

<@FName> First Name

<@MInitials> Middle Initials

<@SName> Surname

<@PName> Preferred Name

<@Gender> Gender

<@DOB> Date of Birth

<@WorkStatus> Work Status

<@MaritalStatus> Marital Status

<@HPhone> Home Phone No

<@MobileNo> Mobile No

<@Email> Email Address

<@RStreet> Physical – Street Number and Name

<@RSuburb Physical – Suburb



Tag Description

<@RState> Physical – State

<@RCountry> Physical – Country

<@RPostCode> Physical – Postal Code

<@PStreet> Postal – Street Number and Name

<@PSuburb Postal – Suburb

<@PState> Postal – State

<@PCountry> Postal – Country

<@PPostCode> Postal – Postal Code

<@EContact> Emergency - Contact Name

<@EPhone> Emergency – Phone No

<@EMobile> Emergency – Mobile No

<@DateReceived> Date of application

<@MinimumSalary> Applicant’s minimum salary

<@AuthToRetain> Authorised to retain flag (Yes, No, Y, N, TRUE, FALSE other

values are not accepted)

<@ApplicantNotes> Any other applicant notes

<@ENTER> Enter Key or Line break

<@EOL> End of Line (same as <@ENTER>)



Tag Description

<@Space> Space

<@SOL> Start of Line (can only be added to the start of the Text to

Search field)

<@EOF> End of File (can only be added to the end of the End of

Parsing Indicator field)



2.13.9 Linking Templates to Media Sources

1. As a Recruitment Administrator, open the Media page via to Recruitment >

Administration > Media.

2. Select a Media Source from the grid.

3. On the eRecruitment Details tab, use the Media Source Template field to select

the template you have set up.

4. Select Save.

2.14 Reviewing Workflow Actions

Your Workflow Actions should already be established (as part of implementation training)

but now is a good opportunity to review your Create New Employee workflow action to

ensure that it will match your requirements when you create a new user from ConnX

Recruitment.

Please refer to “ConnX ESP - Implementation 2 Manual” for more information.

2.15 Reviewing Workflow Tasks

Your Workflow Tasks should already be established (as part of your implementation

training) but now is a good opportunity to review the New Employee tasks as these can

be triggered when you create a new employee as part of the recruitment process within

ConnX Recruitment.

Please refer to “ConnX ESP – Implementation 3 Manual” for more information.



3.0 VACANCIES

Vacancies are one of the core elements used in ConnX Recruitment, and the creation of

Vacancies in ConnX is the first step in the recruitment process. All information about any

Vacancies in your organisation is available on the Vacancies page.

To get access to the Vacancies page, go to Recruitment > Vacancies.

A list of Vacancies is shown on the left side of the screen. Vacancies are shown to the

user based on their access level; All vacancies are shown to users with a Recruitment

Administrator or Recruitment Officer All access level. Otherwise, ConnX shows only the

Vacancies for which you are a recruiter. You can use the search and filter functions to

limit the Vacancies that are displayed here.

The Vacancy Details are shown in the centre of the screen. When a Vacancy is selected,

the title is shown at the top, along with the progress indicators for each step of the

process. A description of each tab and setting is shown in the following sections.

Total The total number applications for the Vacancy.



New The number of applicants with their status set to Application

Received.

Short

Listed

The number of applicants with their status set to Shortlisted.

Interview The number of applicants with a scheduled Interview.

Offer The number of applicants with their status set to Offer – Awaiting

Acceptance.

Hired The number of applicants with their status set to Offer – Accepted.

The right side of the screen contains several panels with action links for managing the

Vacancy and a log of changes related to the selected Vacancy.

3.1 Creating a Vacancy

There are four ways to create a Vacancy in ConnX Recruitment:

1. Request to Recruit

2. Positional Chart

3. Shortfalls

4. Manually on the vacancy page

The following sections show each procedure for creating a Vacancy in ConnX.

NOTE

The setting Recruitment Officer Restricted Settings

determines if the ability to create a vacancy is available

to the Recruitment Officer Restricted access level. If the

setting is set to No, then the user with this access level

will not be permitted to create a vacancy.



3.1.1 By Request to Recruit

3.1.1.1 Requesting a Vacancy

The Request to Recruit process uses the existing workflow functionality that is part of the

workflow forms module.

Supervisor and Manager Permissions will need to be set so that either both or the

Manager are able to access the workflow form ‘Request to Recruit Employee’.

This is enabled within your system (via Admin > Setup > Settings > Permission), your

Managers and/or Supervisor can request a new (or replacement) employee via My Team

> Workflow Forms > Request to Recruit an Employee. A screen similar to the following will

appear.



This new employee request can be directed through a user defined workflow approval

process, and when it is approved, the Recruitment Officers/Administrators can be notified

via a distribution list.

For guidance on how to setup the above process, please refer to the ConnX

Implementation Manuals.

3.1.1.2 Process Request to Recruit

A vacancy is then created from the approved workflow when the request is processed

using the Process Request page.

When the Request to Recruit Employee is approved and processed on the Process

Request page (HR Admin > HR > Process Requests), a vacancy is created if the user has

a recruitment access level with permission to create a vacancy. The user will then be

redirected to the Vacancy page in edit mode where the some of the vacancy details are

prefilled from the request and more details can be entered.

If the user has an access level of HR/Payroll or Administrator but does not have access

to the Recruitment module then when the Request to Recruit is processed a successful

message is displayed at the bottom of the screen.

If the setting Automatically complete recruit new employee requests when approved

is set to Yes, then a vacancy is automatically created on approval and a message is

displayed to say the vacancy has been created.

The Request ID is shown on the Snapshot tab if the vacancy was created by a Request

to Recruit Employee.



3.1.2 By Positional Chart

Vacancies can be created directly from the Positional Chart in the situation where there

is a shortfall. The following steps outline how to do so.

1. Go to Company Info > Roles, Positions & Skills > Positional Chart, or Company Info

> Org Chart by Position.

2. Select Show/Hide Entire Hierarchy.

3. Select Show/Hide Employees. If vacancies exist, they are shown with buttons,

similar to the following.

4. Select Create Vacancy you will be redirected to the Vacancy page with the

Vacancy Details Tab displayed. You will be able to begin to create a new vacancy.

NOTE

The Create Vacancy buttons are hidden if you do not

have the required Recruitment access level permission.

5. Select Open Vacancy to go through to the Vacancy Details for this existing

vacancy.



3.1.3 By Shortfall

To create a Vacancy via the Shortfalls page.

1. Go to Recruitment > Shortfalls. A screen similar to the following will appear.

2. Select the row that you want to create the Vacancy for.

3. Select Create Vacancy for Position, you will be redirected to the Vacancy page

with the Vacancy Details Tab displayed. You will be able to begin to create a new

vacancy.

NOTE

Only Positions with a Vacancy Shortfall can have a vacancy

created.

The Create Vacancy for Position button is hidden if you do not

have the required Recruitment access level permission.



3.1.4 By Manual Entry

To manually create a Vacancy:

1. Go to Recruitment > Vacancies.

2. Select Add at the top of the screen. ConnX loads the Vacancy page in add mode

and shows the Vacancy details with cleared fields

3. Enter the necessary details for the vacancy.

4. Select Save at the top of the screen to save your changes.



3.2 Vacancy

3.2.1 Snapshot Tab

The Snapshot tab indicates the progress and status throughout the recruitment process

for the selected Vacancy, and basic details such as the Request ID, the date that the

Request to Recruit Employee was approved, and the number of days since that

approval.

A description of each step on the Snapshot tab is shown in the following table.

Step Description

Requisition Shows the date that a Request to Recruit an Employee was

approved and a count of the number of days.

Publish The advertising status of the selected Vacancy.



Step Description

Applications

Received

The number of applications received for the selected Vacancy.

Interviews

Scheduled

The number of interviews that have been scheduled with

applicants for the selected Vacancy.

Offers Submitted The number of offers that have been made to applicants for the

selected Vacancy.

Offers Accepted The number of offers that have been accepted by applicants for

the selected Vacancy.

3.2.2 Details Tab

The Details tab contains all of the particulars that are used to identify a specific Vacancy.

There are four sections on the Details tab:

1. Details

2. Information

3. Budget

4. Additional Fields



3.2.2.1 Vacancy Details

The Details section contains general information about the Vacancy.




Field Description

Request ID The Request ID is shown if the Vacancy was created by a

Request to Recruit Employee.

This field is only visible if the vacancy was created using a

Request to Recruit.

Code A code that is used to identify the Vacancy.

Name The name of the vacancy.

Position The position that this vacancy is for.

Role The role that this vacancy is for.

Department The department that this vacancy is for.

Employment

Type

The type of employment that this vacancy is.

Vacancy Status At what stage of the recruitment process this vacancy is at.

Screening

Template

The selected screening template that is published with the

vacancy to determine an applicant’s suitability. The questions

are displayed on the Screening tab under the screening

questions section.

Location The location where this Vacancy is available. Please refer to the

Recruitment Locations section for more information about

setting up Locations.

Minimum Score The numeric value that can be set as the benchmark score

applicants must have to be considered suitable for the

position.



Field Description

Num of

Positions

The number of positions for the vacancy that are available to

be offered to applicants. Enter a value in this field if you want

to recruit more than one person for the vacancy.

Salary Details

Salary Range The lower and upper limits of the salary available for this

position.

If you are publishing to www.seek.com.au, this field is

mandatory (as determined by Seek). You can select if you want

to show or hide this information on Seek via Advertising >

eRecruitment, on the Other Details tab.

Salary Type The type of salary that is paid for this vacancy, either per day,

hour, week, month, annum, or contract.

Salary Text A description of the salary used to clarify the details of the

salary for publishing to the Vacancy Noticeboard or online job

boards.

Seek Salary

Ranges

Selecting the SEEK Salary Ranges link to open a window with

SEEK restrictions on Salary Ranges.

ConnX shows a warning message and asks you to correct the

salary range if necessary before attempting to send your

vacancy to SEEK. This check is performed when you select the

Advertise button.

Applicants

required to be

legally entitled

to work in

Australia?

Select whether the applicant must have permission to work in

Australia.



Field Description

Applicants

required to have

recognised

Australian

qualifications?

Select whether the applicant must have recognised Australian

Qualifications.

Recruiters A list of the ConnX users with a Recruiter Level. Select the

checkbox adjacent to each Recruiter’s name to grant them

access to this Vacancy and select one Primary recruiter.

Vacancy Dates

Available From The date that the vacancy is available from.

Advertised Date The earliest date that this vacancy was advertised online.

If you are publishing using advertising media templates then

the earliest date from the Advertising End Date set on the

Vacancy Details or Advertising Media is displayed.

Filled By Date The date that the vacancy should be filled by.



3.2.2.2 Vacancy Information

The Information section contains details about the vacancy and what it will entail for the

successful applicant. The information recorded here will be used to generate the

advertisement for the vacancy if it is published online.




Field Description

Summary This is a summary of the vacancy. This content of this field is

used if the vacancy is published online.

Details A detailed description of the vacancy that is shown if the

vacancy is published online. You can use HTML or the Rich

Text editor to format the text.

Preview

Detailed

Description

Select this button to show the Description of the Vacancy.

This is beneficial if you use HTML to format the description.

Responsibilities A place to make a record of the responsibilities that are

associated with this position. You can use HTML or the Rich

Text editor to format the text. This field is not published

online.

Notes A place to record any additional information that is relevant

to the vacancy. This field is not published online.

WARNING

SEEK limits the length of the Job Summary to 150 characters, so

ConnX shows a warning message if you exceed this limit and are

sending the vacancy to SEEK. This check is performed when you

select the Advertise button.



3.2.2.3 Vacancy Budget

The Budget section contains details about the funds that have been made available for

advertising the Vacancy.

Setting Description

Total Budget The total budget that is available to spend on advertising and

recruiting for this vacancy.

Agency Budget The amount of the total budget that is available to pay

recruitment agencies for their services.

Advertising

Budget

The amount of the total budget available for advertising.

Cost Account The cost account that is used to pay for advertising the

vacancy.



3.2.2.4 Vacancy Additional Fields

The Additional Fields section provides a place to record supplementary information

about vacancies. Any fields shown here are visible for all vacancies and set up by

Recruitment Administrators via Recruitment > Additional Fields. An example of the

Vacancy Additional Fields section is shown below.



3.2.3 Advertising & Agencies Tab

Advertising and Agency details and settings are available on this tab.

3.2.3.1 Advertising

The Advertising section shows a grid with details about the Media used for advertising

a Vacancy. The details of the selected media are shown on the four tabs.

NOTE

You cannot delete or make changes to the media details

when you have a vacancy published using that Media. This

prevents any issues between the information stored in

ConnX and the same information on the job website.



3.2.3.1.1 Media Source Details Tab

Media Sources are established in ConnX via Recruitment > Media.

Field Description

Name Name of the media agency being used.

Advertising

Start Date

The date that this advertisement will be published.

Advertising End

Date

The date that this advertisement will cease being published

Advertising Cost The cost of the advertisement.

Update Defaults

This checkbox will update the advertising cost that is stored

in this media’s record.

Comments Any comments about the advertisement. This is for your

internal records only. This field is NOT displayed online.

3.2.3.1.2 Contact Details Tab


Field Description

Contact Name The internal contact for this vacancy.

Mobile Phone The mobile phone number for this contact.

Business Phone The business phone number for this contact.

Email Address The email address for this contact.



3.2.3.1.3 eRecruitment Details Tab


Field Description

Online Job

Identification

This shows the Vacancy Code.

Notify Recruiter

when Published?

Selecting this checkbox will send a message to the

Recruiter of this vacancy when it is published online.

Apply Email Where applications for this vacancy will be sent to.

Apply URL The website where applications can be lodged for this

vacancy.

The Use ConnX Careers link will populate the Apply URL

with your ConnXCareers website (if applicable).

Apply Address The postal address where applications for this vacancy

can be posted.

All Remaining Fields These will be dependent on the Media Source Template

selected. Please refer to Appendix A for the details of

these fields.

3.2.3.1.4 eRecruitment Other Details Tab

The details shown on this tab differ between the job placement websites. Please refer to

Appendix A Details for Publishing Vacancies for a description of which fields are relevant

for each online website.

NOTE

The information used in the drop-down lists in this

section is supplied directly by the relevant job

placement website (e.g., Seek) and cannot be changed

in ConnX.



3.2.3.2 Agency

The Agency section shows a grid with the recruitment agencies that are involved in filling

the Vacancy. Select one of the agencies to view more specific information about their

role in the recruitment process. The agencies are established in ConnX via Recruitment >

Agencies.


Field Description

Budget Remaining The funds that are available for filling this vacancy after all

expenses to date.

Agency Details

Name The name of the recruitment agency.



Field Description

Upfront Fee The initial fee that is charged by the recruitment agency. This

will populate with the details on the agency record.

Placement Fee The placement fee charged by this recruitment agency. This will

populate from the details entered on the agency record. The

placement fee may be a fixed amount or percentage based,

depending on how it was originally set up.

Anticipated Cost An estimated cost for the agency’s services.

Update Defaults Select the checkbox to keep a record of any changes to the

agency record.

Contact Details

Contact Name The contact person in the recruitment agency.

Email Address The contact’s email address.

Mobile Phone The contact’s mobile phone number.

Business Phone The contact’s business phone number.



3.2.4 Screening Tab

The Screening tab contains the information that can be used to determine the applicant's

suitability for the selected Vacancy.

There are six sections on the Screening tab:

1. Qualifications

2. Skills

3. Requirements

4. Licences

5. Visas

6. Screening Questions.



3.2.4.1 Qualifications

The Qualifications section contains details of any credentials that are required for the

Vacancy. Qualifications can be imported from the Role and then updated using the form

under the grid or added for this specific Vacancy. The grid shows each of the

qualifications and the form below is used to add or set details of the qualification.

A description of each field in the Qualifications section is shown in the following table.

Field Description

Import Qualifications

from Role

Select the button to import any qualifications that are

attached to the role associated with this vacancy.

Add New

Qualification

Select this button to clear the form below the grid so

that you can add a new qualification.

Qualification The qualification that you want to add.

Major The major associated with the qualification.

Importance A rating of how important this qualification is to the

vacancy.

Comments Any additional comments regarding this qualification.



Field Description

Use for Screening Select the checkbox to set a flag so that the qualification

is included in any application form screening questions.

The Score, Roadblock, and Indicator settings are only

available when the Use for Screening checkbox is

selected.

Score Set a numeric value to be attributed to the applicant if

they possess this qualification.

Roadblock Select the checkbox to sets a flag to indicate that this is a

key criterion for selection and the candidate does not

possess this.

Indicator An image can be displayed as a visual cue on the

Application page to show that the applicant has this

qualification.

When you import Qualifications from a Role and then make changes to the details, the

changes only apply to the Vacancy. No changes are made to the Role.



3.2.4.2 Skills

The Skills section contains any skills that are required for this Vacancy. The skills

necessary for the Role can be easily imported and then updated using the form under

the grid, or unique skills can be added for the Vacancy.

A description of each button and field is shown in the following table.

Field Description

Import Skills from

Role

Select this button to add any skills that are attached to the

role associated with this vacancy.

Add New Skill Select this button to clear the form below the grid so that you

can add a new skill.

Category The category of the skill you want to add.

Name The name of the skill.

Level The level of skill that should have been achieved.

Importance How important this skill is to the vacancy.



Field Description

Comments Any additional comments regarding this skill.

Use for Screening Select the checkbox to set a flag so that the skill is included in

any application form screening questions.


available when the Use for Screening checkbox is selected.

Score Set a numeric value to be attributed to the applicant if they

possess this skill.

Roadblock Select the checkbox to sets a flag to indicate that this is a key

criterion for selection and the candidate does not possess

this.

Indicator An image can be displayed as a visual cue on the Application

page to show that the applicant has this skill.

When you import Skills from a Role and then make changes to the details, the changes

only apply to the Vacancy. No changes are made to the Role.



3.2.4.3 Requirements

The Requirements section contains any additional conditions that are associated with

the Vacancy, such as educational credentials, certifications, areas of expertise, or personal

qualities. Requirements can be imported from the Role and then updated using the form

under the grid, or requirements can be added for this specific Vacancy.


Field Description

Import Requirements

from Role

Select this button to add any requirements that are

attached to the role associated with this vacancy.

Add New

Requirement

Select this button to clear the form below the grid so

that you can add a new requirement.

Description The description of the requirement.

Importance How important this requirement is to the vacancy.

Use for Screening Select the checkbox to set a flag so that the requirement

is included in any application form screening questions.


available when the Use for Screening checkbox is

selected.



Field Description

Score Set a numeric value to be attributed to the applicant if

they satisfy this requirement.

Roadblock Select the checkbox to sets a flag to indicate that this is a

key criterion for selection and the candidate does not

possess this.

Indicator An image can be displayed as a visual cue on the

Application page to show that the applicant satisfies this

requirement.

When you import Requirements from a Role and then make changes to the details, the




3.2.4.4 Licences

The Licences section contains the details of any licences that are necessary or desired for

the position. Licences can be imported from the Role and then updated using the form

under the grid or added for a specific Vacancy.


Field Description

Import

Licences from

Role

Select this button to add any licence information that is attached to

the vacancy's role.

Licence Type Select a licence type.

Licence

Classification

Select a licence classification.

Importance How important this licence is to the vacancy.

Comments Any additional comments regarding this licence.



Field Description

Use for

Screening

Select the checkbox to set a flag so that the licence is included in

any application form screening questions.

The Score, Roadblock, and Indicator settings are only available

when the Use for Screening checkbox is selected.

Score Set a numeric value to be attributed to the applicant if they possess

this licence.


criterion for selection and the candidate does not possess this.

Indicator An image can be displayed as a visual cue on the Application page

to show that the applicant has this licence.

When you import Licences from a Role and then make changes to the details, the




3.2.4.5 Visas

The Visas section contains the details of any visas that are necessary for the vacancy.

Visas can be imported from the Role and then updated using the form under the grid or

added for a specific Vacancy.


Setting Description

Import Visas

from Role

Select this button to add any visa information that is attached to

the vacancy's role.

Visa Type Select a visa type.

Visa

Classification

Select a visa classification.

Importance How important this visa is to the vacancy.

Comments Any additional comments regarding this visa.

Use for

Screening

Select the checkbox to set a flag so that the visa is included in any

application form screening questions.

The Score, Roadblock, and Indicator settings are only available

when the Use for Screening checkbox is selected.



Setting Description

Score Set a numeric value to be attributed to the applicant if they

possess this visa.


criterion for selection and the candidate does not possess this.

Indicator An image can be displayed as a visual cue on the Application page

to show that the applicant has this visa.

When you import Visas from a Role and then make changes to the details, the changes

only apply to the Vacancy. No changes are made to the Role.

3.2.4.6 Screening Questions

The Screening Questions section displays the questions that will be used for the vacancy.

They are determined by the screening template that was selected in the Details tab.

The screening questions on the Vacancy can be set to be specific for each vacancy.

Please refer to the Screening Templates section of this document for more information.



3.2.5 Document Tab

The Document tab provides a place to add attachments and make a record of any

correspondence with the applicant.

3.2.5.1 Attachments

The Attachments section enables you to attach files to a Vacancy (e.g., role description,

new employee request form, interview questions). All attachments are shown in the

Documents panel with description and a link to view the file.


Field Description

Code A short code that is used to refer to this attachment.

Description A description of the attachment.

Category The category of the attachment.

Attachment Type The type of attachment.



Field Description

Record Date The date that the attachment was made.

Employee can view Select the checkbox to grant employees access to this

attachment when they are viewing the Vacancy via the

Vacancy Noticeboard or your ConnXCareers site.

Filename The name of the file that is attached. Click the Select button

to open the uploader window and browse for the document.

3.2.5.2 Correspondence

The Correspondence section shows any correspondence relating to this Vacancy or its

Applicants. It records any notifications that have been sent via the Correspondence page

or the Notifications page. In addition to this, this screen can be used to record manually

any correspondence that has been made.




Field Description

Applicant The applicant to which the correspondence was sent. If multiple

applicants are being contacted, the correspondence can be added to

the Vacancy in general.

Type The type of correspondence.

Notes Any notes about this contact with the Applicant.

Filename The name of the file that is attached. Click the Select button to open

the uploader window and browse for the document.



3.2.6 Additional Information Tab

The Additional Information tab contains the Vacancy Checklist, the Application

Checklist and a summary of applicant Interview Schedules.

3.2.6.1 Vacancy Checklist

The purpose of the checklist is to make sure that each necessary task is completed

correctly and in due time from when the vacancy is first recognised to when the vacancy

is eventually filled.

Field Description

Name A name for the vacancy checklist item.

Description A short description of the vacancy checklist item.

Importance The level of importance of the vacancy checklist item.

Due Date The date by which the vacancy checklist item should be complete.

Comments Any comments or directions related to the vacancy checklist item.



3.2.6.2 Application Checklist

The purpose of the application checklist is to provide guidance and make sure that each

application is processed correctly as it is received.

Field Description

Name A name for the application checklist item.

Description A short description of the application checklist item.

Days to

Complete

The number of days that the application checklist item should

take to complete.

Importance The level of importance of the application checklist item.



3.2.6.3 Interview Schedule

The Interview Schedule section shows all interviews with applicants for the selected

vacancy. The details shown in this grid are added via the Applications page.



3.2.7 Vacancy Panels

There are four panels on the right side of the Vacancies page. Each panel provides either

quick access to or a quick view of useful vacancy details.

3.2.7.1 Actions

The four links shown in the Actions button are used to manage the selected Vacancy.

Link Action

Duplicate

Vacancy

Create a copy of the selected Vacancy and duplicates the

following vacancy information:

1. Vacancy Name appending it with COPY1

2. Position

3. Role

4. Employment Type

5. Vacancy Status

6. Screening template

7. Location

8. Salary information

9. Vacancy information

10. Screening criteria



Link Action

Noticeboard

Settings

Open the Vacancy Noticeboard Settings page where you can

make changes to the display options, set up Employee Manager

notifications, and add publication details.

Send

Notifications

Open the Applicant Correspondence page to send a message

to an applicant.

Make Offer Open the Vacancy Offer page where you can manage the

offers made to applicants for the vacancy.

3.2.7.2 Activity Panel

The Activity panel shows a log of changes to the Vacancy Status. Each item is shown in

sequence with the most recent item at the top. This panel is accessed by selecting the

information icon in the right corner of the vacancy panel.



3.2.7.3 Documents Panel

The Documents panel shows a list of attached documents. This panel is accessed by

selecting the information icon in the right corner of the vacancy panel.

Select the document link to open the document.

3.2.7.4 Correspondence Panel

The Correspondence panel shows a log of all messages related to the vacancy. This

panel is accessed by selecting the information icon in the right corner of the vacancy

panel.



3.3 Updating Vacancy Information

From time to time, you must update and delete Vacancy information; the Vacancy page

is in update mode when the page is loaded.

3.3.1 Editing a Vacancy

To make changes to a Vacancy:


2. Select the Vacancy that you want to make changes to. The details of the Vacancy

are shown in the middle of the screen.

3. Make any necessary changes to the Vacancy by selecting the tab and section in the

middle panel.

4. Select Save. ConnX shows a confirmation message.

3.3.2 Deleting a Vacancy

WARNING

Deleting a vacancy also deletes all applications that

were submitted for that vacancy.

NOTE

It is best to remove all Recruiters from a Vacancy

before deleting it.

To delete a Vacancy:


2. Select the Vacancy that you want to delete.


4. Select OK.



4.0 PUBLISHING VACANCIES

This section explains how to publish your Vacancy on the internal noticeboard so that

employees can view the vacancy, and also how to publish the vacancy externally to job

placement websites (i.e., directly to Seek, ConnX Careers; or using Broadbean to post to

multiple job boards).

There are several ways that this can be done and each of these methods is discussed in

this section. The main methods are by initiating a process to publish a vacancy to a

selected online job board or the integrated method which publishes internally to Vacancy

Noticeboard and externally to ConnX Careers if this module has been purchased.

4.1 Publishing to the Vacancy Noticeboard

If the ‘Show Noticeboard’ setting on the Recruitment setup page is set to show, then you

will be able to publish to the Vacancy Noticeboard.

The section describes how to publish to the vacancy noticeboard for each vacancy by

changing the Vacancy Status from Not Advertised/Published to Accepting Applicants.

You must complete this procedure before any applicants can apply for the vacancy.


2. Select the vacancy that you want to make available to the Vacancy Noticeboard

3. Select the Details tab and open the Vacancy Details section.

4. Change the Vacancy Status to Accepting Applicants.



5. Select Save.

WARNING

Vacancy Noticeboard: As soon as the Vacancy

Status changes to Accepting Applicants, the

Vacancy is immediately shown on the ConnX

Vacancy Noticeboard (if selected in the vacancy’s

noticeboard settings).

It is strongly recommended that you review the

Noticeboard Settings for each vacancy (discussed

next) before Vacancy Status is changed to

Accepting Applicants.

4.1.1 Noticeboard Settings

The published vacancy will be able to be viewed by a ConnX user on the Welcome page

and Vacancy Noticeboard.

As previously discussed in sections 2.2.3 Show Noticeboard and 2.2.3.1 Noticeboard

Default Display Options, the default Vacancy Noticeboard settings can be configured for

all new Vacancies.

There are additional settings that need to be set to enable the noticeboard links to be

visible on the welcome page and for each vacancy.

4.1.2 Showing Vacancies on the Welcome Page

A link to Vacancies can be shown in the Vacancies panel on the Welcome page.

To show the Vacancies panel on the Welcome page:

1. Go to Admin > Setup > Settings > Display.

2. Select the Welcome - Options tab. The Vacancies section is shown at the bottom

of the screen.

3. Set the Display Vacancies drop-down list to Show.

4. Select Save.



4.1.3 Noticeboard Settings for each Vacancy

You are also able to customise the noticeboard settings for each vacancy.

These settings will override the default settings and are only applicable to the vacancy

that they are set for.


2. Select the Vacancy that you want to customise noticeboard settings for.

3. Select the Actions button and then select the Noticeboard Settings to be redirected

to the vacancy noticeboard settings page.

Options Setting

Display Options

This vacancy will Not Display on Noticeboard – the vacancy will not

display on the noticeboard.

Display on Noticeboard – the vacancy will display

on the noticeboard.



Options Setting

Vacancy Display

Restrictions

(only visible if New

Vacancies is set to

Display on Noticeboard)

Select Only show Vacancies to Employees in

Department to limit the visibility to the selected

department.

Select Including sub-departments to include sub-

departments of the selected department.

Select Only show to Employees with the Vacancy

Position in their Careers Path to limit the visibility to

employees who have a matching position in their

existing career path.

Select Only show to Employees with an Employee

Security Level to limit the visibility to employees who

have a security level that matches the selected

checkboxes.

Admin, HR Admin and Recruiters will still see the

Noticeboard items, regardless of this setting.

Employee Manager Notifications

Notify Employee’s

Manager of Applications

to this Vacancy

Always – Will always send a message to the

employee’s manager telling them that their employee

has applied for the vacancy.

Never – Will not send a message to the employee’s

manager telling them that their employee has applied

for the vacancy.

Allow Employee to choose to notify their

Manager, defaulting to Yes – Employee has the

option of letting their manager know. The button will

default to Yes.



Options Setting

Allow Employee to choose, defaulting to No –

Employee has the option of letting their manager

know. The button will default to No.

Publication Details

Advertised Date Enter the date that you are advertising the vacancy

from. This will not withhold the Vacancy from the

noticeboard if a future date is specified.

Salary Range Can be set to Show or Hide and determines whether

the salary can be viewed on the noticeboard.

Noticeboard Summary A brief summary of the Vacancy that will be displayed

on the noticeboard.

Noticeboard Details A more detailed description of the vacancy that will

also be displayed on the noticeboard.



4.2 Publishing to ConnXCareers

To publish a vacancy to ConnXCareers, you must create a new vacancy or update an

existing vacancy to include the ConnXCareers Media.

1. Open the Vacancies page via Recruitment > Vacancies and select the vacancy you

want to publish to ConnXCareers from the list on the left side of the screen.

2. Open the Advertising section on the Advertising & Agencies tab and add an entry

for the ConnXCareers media.

3. Make sure that the following settings are used on the Media Source Details tab:

a. Name is set to your ConnXCareers media;

b. Advertising Start Date must be set to today;

c. Advertising Cost;

d. Publish To is set to either Available Jobs or Expression of Interest (they are

shown differently on your ConnXCareers website);

e. Save any changes you have made.

4. Make sure that the Vacancy Status (on the Vacancy Details tab) is set to Accepting

Applicants.

5. Select Save Vacancy. The vacancy is automatically sent to your ConnXCareers site.



4.3 Publishing to Seek

To publish a Vacancy to Seek:

1. Go to the Vacancies page via Recruitment > Vacancies and select a Vacancy.

2. Complete the Vacancy Details and make sure that the Vacancy Status is set to

Accepting Applicants.

3. Expand the Advertising section on the Advertising & Agencies tab.

4. Select the Media Source Details tab and select the Name of the Media created for

Seek API 2017.

ConnX updates the Contact Details, eRecruitment Details, and eRecruitment

Other Details tabs to show the specific settings for publishing to Seek.

5. Review each of the tabs and make any necessary changes.



6. On the eRecruitment Other Details tab:

a. Select a Classification and Sub-Classification for the Vacancy.

b. Make any necessary changes to other values.

c. Complete the Seek Extra Details settings.

A description of the Seek specific settings is shown in the following tables. You can

make changes to the contents of these fields; the default values are imported from

the Media.

7. Select Save.

When you save the media, ConnX will check to see if you have all the mandatory

fields filled in so that the vacancy can be advertised with Seek. If some fields are

missing or incorrect, a message will show on screen to alert you to any changes

that need to be made.

8. Select Advertise.

NOTE

The Advertise button is only available to Employees with Access

to Vacancy Publishing (Recruitment > Setup) when the Vacancy

Status is set to Accepting Applicants, and if the Vacancy Status

is neither Current nor Expired.

Locations must be mapped to Seek Locations and Seek Areas

(Recruitment > Locations).

The Salary Range settings must be set in the Vacancy Details

section on the Details tab and should not span more than two (2)

bands.

The Classification settings must be set on the Media source under

the eRecruitment Other Details tab in the Advertising section on

the Advertising & Agencies tab.

If you attach a Media to a Vacancy, any changes you then make to

the Media or Template Items are not applied to future Vacancies.

If you wish to make permanent changes to a Media setup, this can

be done via Recruitment > Media.




Classification The class of job as defined by Seek.

Sub-Classification The sub-class of job as defined by Seek.

Details

Template ID This ID is imported from the Seek Media.

Screen ID This ID is imported from the Seek Media.

Standout Whether the advertisement is promoted by Seek.

Please refer the description of job ads as provided by

Seek.

Stand Out Search Bullet 1 The bulleted text as shown on the Seek Job Listing

and Vacancy Details. The default text is imported

from the Seek Media. Stand Out Search Bullet 2

Stand Out Search Bullet 3

Work Type Full-Time, Part-Time,

Casual, or

Contract/Temp.

The work type as defined

by Seek.

Salary Type Annual Package,

Annual Commission,

Commission Only, or

Hourly Rate.

The salary type as

defined by Seek.

Show Salary Whether the Salary is shown on the Seek job listing.

Logo ID This ID is imported from the Seek Media.




Video URL This URL for the video that is shown in the job listing.

This value is imported from the Seek Media.

Video Position Whether the video is shown at the Top or Bottom of

the advertisement on Seek.

Seek Extra Details Display message in

Seek regarding

Residents Only

applicant

Select whether Seek

shows that the Vacancy is

available to Residents

Only.

Job is applicable to

recent graduates and

entry level candidates

Select whether Seek

shows that the Vacancy is

available to Graduate

applicants.



4.3.1.1 Viewing the Status of the Vacancy on Seek

To view the status of the vacancy advertised on Seek:

1. Select the Vacancy.

2. Open the Media Source Details tab in the Advertising section. The Status is

shown under the form as either Current or Expired.



4.3.1.2 Viewing the Vacancy on Seek

To view the Vacancy on the Seek job board:


2. Open the Media Source Details tab in the Advertising section and select the View

Job in Seek link below the form.



4.3.1.3 Editing a Vacancy on Seek

To make changes to a Vacancy that is already posted to Seek:

1. Select the Vacancy and make any necessary changes to the Vacancy details.

2. Open the Media Source Details tab in the Advertising section.

3. Select Update Job in Seek on the Media Source Details tab. ConnX shows a

confirmation message.

4. Select OK to update the Vacancy or select Cancel. ConnX shows a notification when

the Vacancy is successfully updated.

NOTE

Update Job in Seek is only available to Employees with

access to Vacancy Publishing as configured on the Setting

Up Recruitment page (Recruitment > Setup) and if the

Vacancy Status is Current.



4.3.1.4 Removing a Vacancy from Seek

To remove a vacancy from the Seek job board:


2. Open the Media Source Details tab in the Advertising section.

3. Select Remove Job from Seek. ConnX shows a confirmation message.

4. Select OK to remove the Vacancy from Seek or select Cancel. ConnX shows a

notification when the Vacancy is successfully updated.

5. The vacancy is immediately removed from the job board and the Status on the

Media Source Details tab is set to Expired.

NOTE

Remove Job from Seek is only available to Employees

with access to Vacancy Publishing as configured on the

Setting Up Recruitment page (Recruitment > Setup) and

if the Vacancy Status is Current.

When a Vacancy is removed from Seek, you must add the

Media to the Vacancy again to make the Advertise

button available.



4.3.1.5 Viewing the Seek Log

Select View Log on the Media Source Details tab in the Advertising section on the

Vacancies page (Recruitment > Vacancy) to open a new window with a log of all Seek

activity related to the Vacancy with the Seek Media.

NOTE

The grid on the Vacancy Seek API Log Details page

shows only items for the Vacancy advertised using the

Media. A new log is created when you make changes to

a Vacancy and reload the media.



You can select a row and then select Open Item to get more details about that record.



4.4 Publishing to Broadbean

Broadbean is a separate system used to interface with many job boards all over Australia

and the world.

Broadbean can be set up within ConnX to advertise vacancies automatically to several

job boards at the same time.

You must first create an account with Broadbean, and then add the account details into

ConnX to link the two services.

NOTE

You must create an account directly with Broadbean

before you can send vacancies to Broadbean via ConnX.

When the Broadbean account is established in ConnX, Use eRecruitment must be set to

Yes on the Setting Up Recruitment page (Recruitment > Setup).

4.4.1.1 Publishing Vacancies via Broadbean

All Vacancy details are stored in ConnX and can be sent to Broadbean when the Vacancy

is ready to post online.

You must set the Advertising details for any vacancies that you want to publish to one

or more job boards via Broadbean. ConnX automatically opens Broadbean so that you

can complete the advertising procedure.

NOTE

You cannot advertise a Vacancy via Broadbean if the

Vacancy has not been advertised via ConnXCareers. All

applications for Vacancies posted by Broadbean are

redirected to the ConnX Careers website.

To post a Vacancy via Broadbean:

1. Go to the Vacancies page via Recruitment > Vacancies and select a Vacancy.

2. Make sure that following fields have values:

a. on the Vacancy Details tab:

i. Code;



ii. Name;

iii. Location;

iv. Salary Range; and

v. Salary Type.

b. on the Vacancy Information section:

i. Summary; and

ii. Details.

3. Select the Advertising & Agencies tab and expand the Advertising section.

NOTE

Before you can advertise your vacancy via Broadbean,

you must first publish your vacancy to your

ConnXCareers.com site.

The procedure for posting to ConnX Careers is essentially the same:

a. Open the Vacancies page via Recruitment > Vacancies and select a Vacancy

from the list on the left side of the screen.

a. Open the Advertising section on the Advertising & Agencies tab and add

an entry for the ConnXCareers media.

b. Make sure that the following settings are used on the Media Source Details

tab:

i. Name is set to your ConnXCareers media;

ii. Advertising Start Date must be set to a date in the past;

iii. Advertising Cost.

iv. Publish To is set to either Available Jobs or Expression of Interest

(they are shown differently on your ConnXCareers website).

c. Open the Vacancy Details section on the Details tab and make sure that the

Vacancy Status is set to Accepting Applicants.



d. Select Save Vacancy. The vacancy is automatically sent to your ConnXCareers

site. You do not need to go to Recruitment > Publish Vacancy page.

e. Save the Vacancy. The Vacancy is now posted to ConnXCareers website.

4. Select the media that was created on the Broadbean Account Configuration page.

ConnX shows the media source details as shown below.

5. Set the Industry, and Job Type of the Vacancy, and then select Save Media. The

grid shows the new Media and the Status is automatically set by ConnX.



6. Select Advertise to open Broadbean in a new window, as shown in the following

image.

7. Select which Job Boards the Vacancy is to be advertised on and select Continue.



8. Confirm the Advert Details or make any necessary changes and note that some

details are mandatory for some of the websites. Select Continue.

9. Preview the advertisement and select Send Advert to post it to the job board/s.

Broadbean shows a message confirming that it has accepted the advert, similar to

the following.

10. You can now close the Broadbean window and return to the Vacancies page in

ConnX.



NOTE

The Vacancy may not be immediately posted to the selected job

boards, but Broadbean now contains the Vacancy details and will

post them when it can.

4.4.1.2 Re-advertising a Vacancy via Broadbean

To re-advertise a vacancy via the Broadbean job boards:

1. Select the Broadbean media.

2. Select Re-advertise. A new record is created, and Broadbean updates the Date

Posted information.

3. Follow the prompts via the Broadbean service.

NOTE

Each time you select Re-advertise, the vacancy is posted to the

selected job boards and is treated as a new advertisement, and as

such, may incur additional fees.

You should not re-advertise to the same job boards you selected

the first time you advertised as Broadbean would send the vacancy

to that job board twice and charge you twice.

4.4.1.3 Editing a Vacancy on Broadbean

To make changes to a vacancy that Broadbean has already posted to job boards:


2. Select the Date Posted for the vacancy advertisement that you want to edit.

3. Select Edit. The Broadbean website opens with the page for managing the vacancy

advertisement.

4. Follow the prompts on the Broadbean website to make changes to the

advertisement.



NOTE

You can only make changes to an advertisement when

the Status is set to active.

4.4.1.4 Removing a Vacancy from Broadbean

To remove a vacancy from the Broadbean job boards:


2. Select the Date Posted for the vacancy advertisement that you want to remove.

3. Select Remove. The vacancy is immediately removed from the job boards and the

Status is set to Deleted.

4.4.1.5 Viewing the Vacancy Advertised Status

To view the vacancy advertised status:


2. Select Get Latest Status to update the Status of the vacancy advertisements.



4.4.1.6 Viewing the Broadbean Log

Select View Log on the Media Source Details tab in the Advertising section on the

Vacancies page (Recruitment > Vacancy) to open a new window with a log of all

Broadbean activity related to the Vacancy.

You can select a row and then select Open Item to get more details about that record.



5.0 APPLICATIONS

All information about applicants and their applications for vacancies in your organisation

is available on the Applications page.

To get access to the Applications page, go to Recruitment > Applications. ConnX shows

a screen similar to the following.

A list of all Applicants for the vacancy selected at the top left of the page is shown on the

left side of the screen if you have an access level of Recruitment Administrator or a

Recruitment Officer All. Otherwise, only the applications for Vacancies of which you are

the recruiter are shown. You can use the filter and search function to limit which

applications are shown.

The details of a selected applicant are shown in the centre of the screen. A description of

each tab, section, and setting is shown below. All details associated with the applicant

are visible on the following tabs in the middle panel.

The four panels on the right side of the screen contain links for managing the selected

application, and a log of any changes to the application.



5.1 Creating an Application

There are five ways that an application can be created in ConnX Recruitment:

1. Skills Matching

2. ConnX Vacancy Noticeboard

3. Automatically from ConnXCareers site

4. Automatically from SEEK

5. Manually creating an application

The following sections show the procedure for each of these methods.

5.1.1 Skills Matching

Skills match searches through vacancy applicants, and/or all applicants and/or employees

to find anyone who has the required Skills for a specified Vacancy.

After finding a person with the required skills for a given Vacancy, you can create an

Application for this person from this page if desired.

To create an Application for the person:

1. Go to Recruitment > Skills Match. A screen similar to the following will appear.



2. If necessary, select the applicable Recruiter to filter the Vacancy selection list.

3. Select the Vacancy that you are looking to fill.

4. Select Current Vacancy Applicants to search only through those people that have

applied for the vacancy.

Select Applicants on Other Active Vacancies to include all applicants that applied

for any vacancy with your organisation.

Select Show Employees to include all current staff members to see if anyone has

the appropriate skills for this vacancy.

5. Select your search criteria and select Find People with Skill Match.

6. If anyone matches or exceeds your search, their name and skill information is shown

in the top grid.

7. Select a row for an entry to view information about each individual skill match. Then

select the link to minimise the top grid and show details in the lower grid.

8. If you find a person that you want to create an application for, select the person in

the top grid and select Create Application.

NOTE

The Skills Match will find anyone with the same skill,

regardless of the level of that skill that has been

achieved. Information about whether the person has

achieved a higher or lower level than is required for the

position is also displayed in the lower web grid.

5.1.2 ConnX Vacancy Noticeboard

An employee is able to submit an application for a vacancy advertised on the Vacancy

Noticeboard. The process allows the employee to respond to the criteria for the vacancy

in addition to the qualification, skills, licences and visas stored on the employee record.

5.1.2.1 Creating Applications via the Vacancy Noticeboard

Employees can create an application for a vacancy that they view on the Vacancy

Noticeboard page.

To create an application via the Vacancy Noticeboard page:



1. Go to Company Info > Vacancy Noticeboard. A screen similar to the following will

appear. Alternately, the Vacancy Noticeboard is available from the home screen.

2. Use the filter at the top of the screen to search for specific vacancies in all of the

available vacancies.

3. Select the Title of the vacancy or select More Info to open the Vacancy

Information page.

4. Select any of the various tabs to see more specific requirements for the position.

You can also select Print to print the details.

NOTE

The details shown on this screen are controlled via the

Noticeboard Settings.

5. If you want to exit the screen, select Close Vacancy Details.

6. Select Apply Now to apply for the position.

7. The Vacancy Application page will be shown.

If the vacancy has any screening questions, these will be displayed on this page.

You can key in a reason for applying, cover letter or any comments.

Select Notify my Manager to make ConnX send a notification to the manager.



Select I would like to attach files to my Application to attach related files (e.g.,

cover letter, resume).



8. Select Next to move to the next screen or select Cancel if you do not want to apply

for the vacancy.

NOTE

Next is replaced by Submit My Application if you are

not attaching files.

9. Key in a description and the details of the application.

10. Select Upload File to open the window.

11. Select Choose File to select a file from your computer or network.

12. Select Upload Selected File to add it to the application.

13. Select Close File Uploader to close the window.

14. Select Save to add the attachment to your application.

15. Select Submit My Application when you are satisfied with the application. The

application will be sent to the Recruiter.



5.1.3 Creating Applications via ConnXCareers

The ConnXCareers application form is used for submitting an application for the

advertised vacancy.

The applicant must complete the application form, attach a cover letter and resume, and

then select the Submit button. There is no opportunity to modify or withdraw the

application after it has been submitted.

Your ConnX system will periodically look for new applicant submissions and import them

into your ConnX system where you can manage them.

5.1.4 Creating Applications via Seek

When you have successfully published your vacancies to Seek, you will start to receive

applications.

When an applicant applies, the "Apply Email Address" specified is used automatically by

the job board website to send a specially formatted email of the applicant’s details and

the vacancy applied for, which integrates with ConnX.

There are three prerequisites for correctly processing applicants automatically

1. Installation of the ConnX eRecruitment Process Applicant Service.

Please refer to the eRecruitment section for more information.

2. Make sure that your Recruitment Code Prefixes are not blank.

The ConnX eRecruitment Process Applicant Service uses these prefix codes for

creating a new person, application, attachment and log, therefore prefix codes

should be set before installation.

The prefix codes can be configured within Recruitment > Code Prefixes

3. Make sure that your Email Settings are correctly configured.

The ConnX eRecruitment Process Applicant Service operates by reading email and

processing the contents of each email. Email can be either IMAP or POP3. The

service requires access to the mail server to read email. The service also requires

access to the mail server to send mail.



5.1.4.1 Processing Applicants Automatically

If you have completed the prerequisites correctly, the ConnX eRecruitment Process

Applicant Service will process all emails received, and any new applicant will have:

1. A person record created automatically based on their email address.

2. A new application record created automatically attached to the vacancy they

applied for, including any attachments that the applicant sent with the email if they

are an external candidate.

As a Recruiter, you can receive regular email reports on the number of applicants

applying for each vacancy. Please refer to Appendix B for information about how ConnX

checks email for new applications.

5.1.4.1.1 Notes for when Employees apply for a Vacancy via eRecruitment

Applicants that are current employees (i.e. people that apply for a vacancy via Seek -

using their work email address as listed on their Personal Details page) are created as

applicants.

ConnX uses the work email field on the Personal Details page to identify the employee

and create the applicant record. No person record is created for the employee.

Where the email is the same email used by multiple employees, ConnX checks the email,

surname, given name or preferred name fields for a matching employee record and then

creates the applicant record.



5.1.5 Creating an Application Manually

The Applications page is used to add new applications or manage existing applications

for current vacancies.

To create an application:

1. Select Add at the top of the screen.

Complete the details of the application with any applicable information. There are

multiple tabs which are described in detail in Section 0



2. Details of an Applicant.

3. Add the information for the following sections.

5.1.5.1 Application Details

These Application Details are shown in the centre of the Applications page you need to

enter the details of the applicant.


Field Description

Code A unique code used to identify the application.

Applicant Select the applicant from the drop-down list.

Is Employee Whether the applicant is an employee or not.

Add New Person Select the button to create a new person if not a current

employee.

Vacancy The vacancy that this applicant is applying for.

Status At what stage of the recruitment process this applicant is

at.

Ranking A score from 1 to 10 (1 = Best, 10 = Worst) as to how you

rate the applicant.

Minimum Salary The minimum salary that the applicant would be satisfied

with.

Date Received The date that the application was received.

Authorised to

Retain Record

Whether or not the applicant is willing to allow your

organisation to retain their details on record for any

future vacancies.



Field Description

Agency/Media Type The type of referral source of the applicant.

Agency/Media Which agency/media referred the applicant.

Recommended By An employee who has recommended the applicant.

Notes Any additional notes about the applicant that you want

to record.

If the applicant is a current employee or a person already in ConnX, you are asked if you

want to import their skills.

5.1.5.2 Importing Applicant Skills Automatically

Selecting OK will add all of the applicant’s skills to this Application. Selecting Cancel will

require the skills to be added manually.

If you selected OK to import the Applicant skills, then the following message will display

to confirm that you have successfully imported the applicant’s skills.

5.1.5.3 Automatic Import of Vacancy Skills

When you select Vacancy for this Application, you are asked if you want to import the

Vacancy’s skills information. This does not overwrite the applicant skills.



5.2 Details of an Applicant

The top of the Applicant Details section shows key information about the recruitment

process for the vacancy that the applicant has submitted their application for, and any

flags, indicators, or roadblocks related to their application. The applicant's name is shown

in green if they are an existing employee.

Total The total number applications for the Vacancy.

New The number of applicants with their status set to Application

Received.

Short

Listed

The number of applicants with their status set to Shortlisted.

Interview The number of applicants with a scheduled Interview.

Offer The number of applicants with their status set to Offer – Awaiting

Acceptance.

Hired The number of applicants with their status set to Offer – Accepted.

Under the applicant summary, there are seven tabs with multiple sections that enable

you to enter the applicant’s details.



5.2.1 Details Tab

The Details tab contains important information that is used to manage the application.


Setting Description

Code Unique code used to identify the application.

Applicant The name of the applicant that has submitted the

application.

Is Employee Whether the applicant is an employee or not.

Add New Person Select the button to create a new person.

Vacancy The vacancy for which the applicant has submitted the

application.



Setting Description

Status At what stage of the recruitment process this applicant is

at.

Ranking A score from 1 to 10 (1 = Best, 10 = Worst) as to how you

rate the applicant.

Minimum Salary The minimum salary that the applicant would be satisfied

with.


Authorised to

Retain Record

Whether or not the applicant is willing to allow your

organisation to retain their details on record for any future

vacancies.

Recruitment Source Whether the applicant was sourced via an agency or

media.

Agency The name of the agency that forwarded the application.

Media The name of the media source to which the applicant

responded.

Recommended By The name of an existing employee that recommended the

applicant.

Notes Any notes related to the applicant and their application.



5.2.2 Screening Tab

The Screening tab contains six sections with information that are used to evaluate the

applicant's suitability for the position they are applying for.

ConnX calculates the applicant score for the recorded qualifications, skills, requirements,

licences, visas and screening questions that are used for screening and shows the score

in the section heading.

ConnX updates the screening information automatically from the employee record if the

applicant is an existing employee, from the saved applicant record if the applicant has

previously applied for a Vacancy, from an online Application Form, or if the applicant has

been reassigned or added via the Talent Pool.

5.2.2.1 Screening Questions

The applicant’s responses to the Screening Questions are shown here. Please refer to

Screening section for more information.

5.2.2.2 Qualifications

The Qualification section contains a grid with the details of the applicant's qualifications

and enables you to make changes to those details.

To add or make changes to the applicant’s qualifications:

1. Select the Qualifications heading to expand that section.

The grid shows the details of any of the applicant’s qualifications that have been

added to ConnX and a form for adding more details.



2. Select Both, Vacancy Determined, or Applicant Only on the Qualifications to

Display drop-down list to apply a filter to the items on the grid.

3. Select an existing qualification on the grid to make changes to it in the form below.

4. Complete the form. A description of each field is shown in the following table.

5. Select Save.

Setting Description

Qualification Select a Qualification.

Major Select a Major for the Qualification.

Importance Set the importance of the qualification for this specific application.

Comments Enter any comments related to the applicant's qualification.



5.2.2.3 Skills

The Skills section contains a grid with the details of the applicant's skills and enables you

to make changes to those details.

To add or make changes to the applicant’s skills:

1. Select the Skills heading to expand that section.

The grid shows the details of any of the applicant’s skills that have been added to

ConnX and a form for adding more details.

2. Select Both, Vacancy Determined, or Applicant Only on the Skills to Display

drop-down list to apply a filter to the items on the grid.

3. Select an existing skill on the grid to make changes to it in the form below.


5. Select Save.



Setting Description

Category Select a Skill Category.

Name Select a name for the skill.

Level Key in the perceived level of the employee’s skill.

Importance Set the importance of the skill in relation to this specific application.

Comments Enter any comments related to this applicant's skill.



5.2.2.4 Requirements

The Requirements section enables Vacancy Requirements to be recorded as confirmed,

and also enables any requirements that the applicant possesses to be added.

1. Select the Requirements heading to expand that section.

The grid shows the details of any of the requirements that have been added to


2. Select Both, Vacancy Determined, or Applicant Only on the Requirements to

Display drop-down list to apply a filter to the items on the grid.

3. Select an existing requirement on the grid to make changes to it in the form below.


5. Select Save.

Setting Description

Description A description of the requirement.

Importance Set the importance of the requirement in relation to this specific

application.



5.2.2.5 Licences

The Licences section shows the details of any licences held by the applicant and enables

the entry of any additional licence details.

To add or edit an applicant’s licence details:

1. Select the Licences heading to expand that section.

The grid shows the details of any of the applicant’s licences that have been added

to ConnX and a form for adding more details.

2. Select an existing licence on the grid to make changes to those details.


4. Select Save.

Setting Description

Licence Type Select a licence type.

Licence Classification Select a licence classification.

Importance Set the importance of the licence in relation to this

specific application.

Comments Enter any comments related to this applicant’s licence.



5.2.2.6 Visas

The Visas section shows the details of any visas held by the applicant and enables the

entry of any additional visa details.

To add an applicant’s visa details:

1. Select the Visas heading to expand that section.

The grid shows the details of any of the applicant’s visas that have been added to


2. Select an existing visa on the grid to make changes to those details.


4. Select Save.

Setting Description

Visa Type Select a visa type.

Visa Classification Select a visa classification.

Importance Set the importance of the visa in relation to this specific

application.

Comments Enter any comments related to this applicant’s visa.



5.2.3 Scorecard Tab

Recruiters can use the form on the Scorecard tab to record whether they consider the

applicant to be suitable for the position.

1. Select either Yes, No, or Undecided.

2. Then enter some Comments to support your point of view.

3. Select Save.

Your record is shown above the form, along with any other Recruiter’s entry for that

applicant.



5.2.4 Interview & Reference Checks Tab

5.2.4.1 Interviews Schedule

The Interviews grid is shown on a tab on the Interviews and Reference Checks tab. This

section enables any scheduled or actual interviews with the applicant to be recorded.

This can be done before the interview, at the time of the interview, or updated after the

interview has occurred.

A description of each column on the Interviews tab is shown in the following table.

Label Description

Date The date that the interview was conducted.

Time The time that the interview started.

Attendees The name of any recruiters or people that attended the interview.

Result The results of the interview.

Score A score recorded for the applicant during the interview.



5.2.4.2 Reference Checks

Use this section to record references the applicant has supplied to you.

1. Select the References heading to expand this section. A screen similar to the

following will appear.

2. Complete the form with any details of the reference provided by the applicant.

3. Key in the results of any discussion or contact with the reference into the

Comments text box.

4. Select Save to update the grid with the details.

Setting Description

Name The name of the reference.

Position The position that the reference holds in their organisation.

Company The name of the organisation of which the reference is a

member.

Business

Phone

The reference’s contact details.



Setting Description

Mobile Phone

Home Phone

Email Address

Comments Enter any comments related to this applicant’s reference.



5.2.5 Positions Tab

The Positions tab shows the applicant's history with your organisation.

5.2.5.1 Applications

Details about all other applications submitted by the candidate are shown in the grid

under the Applications heading.

Setting Description

Vacancy The name of the Vacancy.


Status The current status of the Vacancy.

Application Rank A numeric value for used to sort and compare the applications

by suitability for the vacancy.



5.2.5.2 Positions

The grid under the Positions heading shows the applicant’s position history within your

organisation. This section is only visible when the candidate is an employee.

Setting Description

Position The name of the position in your organisation.

Department The department that the position is for.

Start Date The start date for the position.

End Date The end date for the position.



5.2.6 Document Tab

5.2.6.1 Attachments

The Attachments section shows all documents added to an application.

5.2.6.2 Correspondence

A record of any exchanges with the applicant can be recorded on the Correspondence

tab. Each item added here is shown in the Correspondence panel to the right when the

applicant is selected.



5.2.7 Additional Info Tab

This tab records any additional information that is related to the application.

Recruitment Administrators can create additional fields on the HR Additional Fields

Administration screen available via Recruitment > Additional Fields.

5.2.7.1 Applicant Checklist

The purpose of the applicant checklist is to provide guidance and make sure that each

application is processed correctly as it is received.



Field Description

Name A name for the applicant checklist item.

Description A short description of the applicant checklist item.

Importance The level of importance of the applicant checklist item.

Comments Any comments or directions related to the applicant checklist item.

You can use the default applicant checklists or create your own checklist items per

vacancy or applicant.

On the applicant page add a new checklist item is only applicable to the applicant you

are updating.


1. Navigate to Recruitment > Applications.

2. Select the Vacancy from the drop down list.

3. Select the Applicant from the applicant list.

4. Select the Additional Information Tab and then click on the Applicant Checklist

section header.

5. Select the button Add New Checklist Item.

6. Enter the details of the Application Checklist Item.

7. Select Save.



As part of the applicant management process you are able to mark an applicant checklist

item as completed.

To complete a checklist item:

1. Navigate to Recruitment > Applications.

2. Select the Vacancy from the drop down list.

3. Select the Applicant from the applicant list.

4. Select the Additional Information Tab and then click on the Applicant Checklist

section header.

5. In the grid, click the edit icon on the row of the Checklist Item to update.

6. Select Mark as Complete.



5.3 Application Panels

There are four panels on the right side of the Applications screen. Each panel provides

either quick access to or a quick view of useful application details.

5.3.1 Actions Panel

The Actions panel provides the links that are used to perform recruitment actions for the

applicant.



5.3.1.1 Reassigning an Applicant

Select the Reassign Applicant link to open a window with a dropdown list of other

vacancies that are currently accepting applicants. Select one of the vacancies to move

the application there and select the checkboxes adjacent to the other Applicant Details

that you want to copy to the New Vacancy the next time you reassign an applicant.

The application is attached to the selected vacancy and setting the existing applicant

status to ‘Reassigned.’ The applicant is still counted for any reporting/statistics of the

original vacancy, but they are now available for the vacancy to which they have been

reassigned.



5.3.2 Documents Panel

A link to any of documents that have been attached to the application, such as CVs,

resumes, letters of recommendations, are shown in the Documents panel on the right

side of the screen. Select the link to open the document.

5.3.3 Activity Panel

This Activity panel shows a log of the changes made to the application, such as a change

in status.



5.3.4 Correspondence Panel

This Correspondence panel shows a log of any correspondence made with the applicant.

You can also manually add any additional correspondence that has been made.



5.4 Updating Application Information

You must occasionally update and delete application information.

5.4.1 Editing an Application

To make changes to an application:

1. Go to Recruitment > Applications.

2. Select the Vacancy at the top of the screen, and then select the applicant that you

want to make changes to. The details of their application are shown in the centre

of the screen.

3. Make any necessary changes to the details of the application.

4. Select Save. ConnX shows a notification that your changes have been saved.

5.4.2 Deleting an Application

To delete an application:


2. Select the Vacancy at the top of the screen, and then select the applicant that you

want to delete.

3. Select Delete at the top of the screen. ConnX shows a confirmation message.

4. Select OK.

5.5 Other Recruitment Processes

It is recommended that you continue to follow all of your current internal recruitment

processes as well and use ConnX Recruitment as appropriate.



6.0 OFFERING A VACANCY

This section shows how to record an offer made to an applicant, how to record the

applicant’s response, and how to retract the offer if necessary.

6.1 Making an Initial Offer

To make an initial offer of a vacancy to an applicant follow these steps:


2. Select the Application.

3. Select Make Offer from the Actions button at the top of the page. ConnX shows

the Vacancy Offer page.

4. Select the row on the grid for the successful applicant and then select Edit to open

the Offer Details window. Alternately, you can double-click the row.

5. Complete the form with details of the offer.

6. Select Save.

After having offered the vacancy to the applicant you can select the Applicant

record again which presents you with several additional options:

a. Offer Accepted



b. Retract Offer

c. Offer Not Accepted

NOTE

If you have set up a vacancy with the Num of Positions greater

than one (1), then you can offer the vacancy to more than one

applicant at this stage. You can offer the vacancy to many

applicants, but you can only record Offer Accepted by the limit

you have set in the Num of Positions field on the vacancy.

6.2 Offer Accepted

If the applicant accepts the offer, you can record this in ConnX.


2. Select the applicant that was offered the vacancy.

3. Select Make Offer in the Actions panel on the right side of the page. ConnX shows


4. Select the row on the grid with the application and then select Edit to open the

Offer Details window. Alternately, you can double-click the row.



5. Select the Offer Accepted radio button

6. Update any information such as the offer made, start date, and notes.

7. Select Save.



6.3 Offer Not Accepted

You can make a record in ConnX when an applicant does not accept an offer.

To record when an applicant does not accept an offer:







5. Select the Offer Not Accepted radio button.

6. Update any other information.

7. Select Save.

6.4 Retracting an Offer

To record the retraction of an offer:







5. Select the Retract Offer radio button.

6. Update any other information.

7. Select Save.



7.0 NOTIFICATIONS

This section describes how to send notifications to applicants with information about

their successful application, their unsuccessful application, or any other reason (e.g.,

application received).

7.1 Using Generic Email Address for Notifications

The settings for sending emails from a generic email address can be configured within

ConnX on the Email Settings page via Admin > Settings > Email.

7.2 Using Email Only

To send a notification to an applicant:


2. Select Send Notifications in the Actions panel. A screen similar to the following

will appear.



3. Select either the Send Other Correspondence, Send Unsuccessful, or Send

Successful radio button at the top of the screen.

4. Select the applicant or applicants whom you want to send the notification to by

selecting the checkbox adjacent to their names on the grid.

5. Select the Correspondence Method – either Email or Manual.

6. If you are sending the notification by email, select the appropriate Predefined

Correspondence Letter, and select Insert Contents. You can make any necessary

changes to the email template.

OR

Enter the date and time of the other method (e.g., phone conversation), and select

Set Applicant(s) as Notified.

7. If sending successful notifications, select the checkbox at the bottom of the screen

to automatically update the vacancy status to show the vacancy has been filled.

OR

8. If sending unsuccessful notifications, select the checkbox at the bottom of the

screen to automatically update the vacancy status to show the vacancy has been

filled and “unsuccessful notices sent”.

9. Select Send Email.

NOTE

If an applicant does not have an email address, a

notification will not be sent to the applicant, and the

recruiter will be advised of this via a message on the

screen.



7.3 Using Mail Merge

Please refer to Appendix E for further information

7.4 Viewing History of Correspondence Sent

To view the correspondence history, there is a Correspondence panel on the Vacancies

page and on the Application page for each applicant. More specific details are available

in the Correspondence section on the Document tab.

Select a checkbox for whether you want to:

1. Show vacancy correspondence for this vacancy

2. Show application correspondence for this vacancy

Selecting only Show Vacancy Correspondence for this Vacancy will show a screen

similar to following:

Additionally, selecting Show Application Correspondence for this Vacancy will show

all correspondence for each application that is related to this vacancy.



8.0 VACANCY COMPLETE/FINALISE

This section shows how to complete and finalise a vacancy.

NOTE

This procedure can only be performed if the vacancy has

been offered to an applicant and any unsuccessful

applicants have been notified.

8.1 Finalising a Vacancy

To finalise a vacancy:


2. Select the vacancy that you want to finalise.

3. Select Send Notifications in the Actions panel. A screen similar to the following

will appear.



4. Review the details of the vacancy and make sure that they are correct.

5. After selecting Finalise Vacancy, highlight the successful applicant record and select

Create Employee from Applicant adjacent to each successful applicant’s record.

There may be more than one.

6. When you have completed with each successful applicant, select Set Vacancy as

Complete.



8.2 Action Buttons - Create New User/Employee

If the successful applicant is not a current employee, you can create an employee on the

Finalise Vacancy page.

The exact procedure depends on the configuration of your entire system (detailed in

ConnX Implementation Manuals). The following flowchart guides you through the

possible options that may be set up in your organisation.

Recruiter has Admin or

HR Admin permissions?

Successful applicant is

new person

Successful applicant is

new personNew Employee RequestChange Employee Request

Transfer Employee Position

Is Integration Enabled

for Employee Changes?

Is Integration enabled

for New Employees?

Change Employee Request HR Employee Payroll Change

Transfer Employee Position Transfer Employee Position

HR Manage New EmployeesNew Employee Request

YesNo

No Yes

No Yes

No Yes No Yes

To create a new employee:

1. Select Request to Create Employee Record.

Depending on your ConnX user access level, you may be taken through to the New

Starter page.

From here you must enter some details of the successful applicant. Please refer to

the ConnX Implementation Manuals for more information on how to complete this

step.

Alternately, if you do not have access, ConnX shows you a message advising that

your request has been submitted to create the new employee.



9.0 ADMINISTRATION

This section shows information about the ongoing administration items that you must

complete.

9.1 To Do List

The To Do List page contains all of your outstanding items which are currently

incomplete. This page should be used to set items as complete or to drill down into the

relevant item.

This page has three tabs to represent the differing sections from which the outstanding

items are derived. Only those which have not been flagged as completed will appear.

These three tabs are explained in detail below.

To access the To Do List page, go to Recruitment > To Do List. A screen similar to the

following will appear.



9.1.1 Completing a To Do List Item

This saves the item within the relevant file and removes the item from display.

To mark a To Do List item as complete:

1. Go to Recruitment > To Do List.

2. Select the tab that contains the item you want to mark as complete.

3. Select the Complete checkbox adjacent to the item that you want to complete.

ConnX shows a confirmation message.

4. Select OK.

9.1.2 Opening a To Do List Item

To open a To Do List item:

1. Go to Recruitment > To Do List.

2. Select the tab that contains the item you want to open.

3. Select the code link adjacent to the item you want to view.

4. ConnX shows the related vacancy or application so you can view the item in detail.



9.2 Interviews

Interviews which have been set up for an individual applicant and have not been marked

as complete are shown here. For more information regarding creating an interview

schedule for applications see the Application Details section of this manual.

9.3 Vacancy Checklists

Outstanding vacancy checklist items appear here. For more information see the Default

Checklist section of this manual.

9.4 Application Checklists

Outstanding application checklist items appear here. For more information see the

Default Checklist section of this manual.



9.5 Shortfalls

This page shows any Shortfalls for all the positions within the organisation. You can also

see how many vacancies have currently been made for the given position. If you want to

create a vacancy for a position that has a shortfall, you can also do this from this page.

9.5.1 Creating a Vacancy from the Shortfalls Page

To create a vacancy via the Shortfalls page:

1. Go to Recruitment > Shortfalls. A screen similar to the following will appear.

2. Select the position that you want to create a vacancy for,

3. Select Create Vacancy for Position.

NOTE

Only positions that have a Vacancy Shortfall can have a

Vacancy created.



9.6 Talent Pool

Talent Pool displays all persons that are currently within the database and have had their

records marked as Retain Record. This page enables you to view any prior applications.

To view an application history via the Talent Pool:

1. Go to Recruitment > Talent Pool. A screen similar to the following will appear.

2. Select the person that you want to view and click the link icon. The top grid will

minimise and the person’s application history is shown in the Applicant History

grid.

3. Select from the options of opening the application record or vacancy record by

selecting the relevant links.

4. Select Open Person to open the person’s record if necessary.



9.7 Persons (Non-Employees)

The Persons page shows all persons that have been created for Recruitment or WHS.

Entries can be added, edited, and filtered.

To access the Persons (Non-Employees) page, go to Recruitment > Persons (Non-

Employees). A screen similar to the following will appear.

9.7.1 Adding a Person

To add a Person (Non-Employee) to ConnX:

1. Select Add at the top of the screen. A screen similar to the following will appear.



This page is made up of multiple tabs which are described in the following sections.

2. Complete the details

3. Select Add New Person.

9.7.2 Editing a Person

To make changes to the information about a person:

1. Select a specific person.

2. Select Edit.


4. Select Update.



9.7.3 Filtering a Person

You can use the filter to search for a specific person.

To filter the persons:

1. Select Filter.

2. Select the appropriate checkbox for if you want to see Recruitment Persons, WHS

Persons, or Unassigned Persons.

3. Select Apply Filter.

9.7.4 Deleting a Person

Persons can be deleted if they are not attached to any vacancies.

To delete a person:

1. Double-click the person that you want to delete. ConnX opens another window with

details about that employee.

2. Select Delete.

NOTE

You cannot delete a person if that person’s information

is used in the system.

9.7.5 Persons (Non-Employees) Details

Double-clicking a person on the Persons table opens a new page with any of the details

for that person.



9.7.5.1 Personal Details

The most important information about a person is recorded on the Personal Details tab.


Field Description

Person Code A unique code for easier reference to this person.

Title The title of the person.

First Name The first name of the person.

Surname The last name of the person.



Field Description

Initials The initials of the person.

Preferred Name The preferred name of the person.

Gender The gender of the person.

Date of Birth When the person was born.

Work Status The person's current work status.

Marital Status The person’s current relationship status.

Show In WHS Select the WHS checkbox to make this

person available in the WHS drop-down

lists.

Recruitment Select the Recruitment checkbox to make

this person available in the Recruitment

drop-down lists.

Authorised to

Retain Record

Select this checkbox if you are authorised to retain the

person’s details. This field is only visible if the person has

been established via the Recruitment module.

Return to Persons

List (link)

At the top of each screen, you will find a Return to Persons

List link. This link will take you back to the list of Persons.

Any unsaved data will be lost.

Update Select Update to save the details you have added for this

person.

Created and Last

Modified

Information

At the bottom of each screen, you will find this label which

shows when this person was created and last modified.

Also shows who created and who last modified.



Field Description

Delete A person record cannot be deleted if it is used within ConnX.



9.7.5.2 Contact Details

The contact information of a person is recorded on the Contact Details tab.


Fields Description

Home Phone The person’s home phone number.

Mobile Phone The person’s mobile phone number.

Email Address The person’s email address.

Physical Address The person’s physical address.

Postal Address The person’s postal address.



Fields Description

Same as

Physical?

If the person has the same postal address as physical

address, you can select this checkbox to transfer the data

across on save.

Update Select Update to save the details you have added for this

person.

Created and Last

Modified

Information

At the bottom of each screen, you will find this label which

shows when this person was created and last modified.


Delete A person record cannot be deleted if it is used within

ConnX.



9.7.5.3 Extra Information

The emergency contact information for a person is recorded on the Extra Information

tab. You can also upload and attach a photo of the person.


Field Description

Name Name of the person’s emergency contact.

Home Phone Home phone of the person’s emergency contact.

Mobile Phone The mobile phone of the person’s emergency contact.

Person’s Photo A photo of the person. Select this photo to open a new

window showing the full-sized photo.



Field Description

Select Photo Opens an overlaying upload box where you can upload

a photo of this person.

Update Select Update to save the details you have added for

this person.

Created and Last

Modified Information

At the bottom of each screen, you will find this label

which shows when this person was created and last

modified.


Delete A person record cannot be deleted if it is used within

ConnX.



9.7.5.4 Additional Fields

Any additional information for a person is recorded on the Additional Fields tab.

NOTE

Additional Fields are set up on the Recruitment >

Additional Fields page.



10.0 REPORTING

ConnX offers a variety of reports for use with ConnX Recruitment.

10.1 Reporting Dashboard

The Recruitment Dashboard is designed to provide you with an ‘at a glance’ overview of

recruitment activity.

To access the Recruitment Dashboard, go to Recruitment > Dashboard. A screen similar

to the following will appear.

Each tab shows different types of data.

NOTE

It may be difficult to see all of the information on some

graphs because of the number of components. To

overcome this, you can move your cursor over a graph

and a tooltip shows more information about the graph.



10.1.1 Vacancy Status

Vacancy Status is a pie chart, breaking down each of the vacancies into their current

status. The vacancy status is instrumental in the Recruitment Module. This chart gives you

an indication of the number of vacancies which are near completion, are still awaiting

publication or are awaiting offer or acceptance.

10.1.2 Vacancies per Department

This pie chart indicates which departments have vacancies and the number of vacancies

available.

10.1.3 Applicant Status

Applicant Status is a pie chart displaying a summary of applicants and their status. This

shows you at a glance the number of applicants per status.

10.1.4 Agency Usage

This graph shows a summary of the recruitment agencies that have placed successful

applicants with your organisation.

10.1.5 Media Usage

This graph shows a summary of the media sources from successful applicants’ records

only.

10.1.6 Vacancies per Month

Vacancies per Month shows the number of vacancies in any given month.

10.1.7 Vacancy Statistics

Statistics shows Vacancies that have the Status of Not Advertised/Published, Accepting

Applicants, Offer Awaiting Acceptance, Accepted – Unsuccessful notices not sent, or On

Hold. The vacancy must have at least one applicant to appear on the dashboard.



10.2 ConnX Reports Manager (if applicable)

There are a number of Recruitment reports contained in ConnX Reports Manager. These

reports, listed below, enable reports users to manage the recruitment process with

greater ease.

ID Report Description

400 Applicants by

Source

List of Applicants by their recruitment source and the

ranking received for their application.

401 Offered

Applicants by

Source

List of Offered Applicants by their recruitment source

and the ranking received for their application.

402 Vacancies by

Recruiter

Displays a listing of recruiters and the vacancies they

are currently managing which have not been closed or

finalised.

403 Vacancies by

Status

Displays a listing of current vacancies by their status,

showing the recruiter responsible for the vacancy, the

number of applicants and the fill by date.

404 Vacancy Details Displays Vacancy details and the associated Applicants.

If you do not have access to these reports, please contact the ConnX Administrators in

your organisation.

If your organisation has not purchased this module, please contact your ConnX Support

Representative.



APPENDIX A DETAILS FOR PUBLISHING

VACANCIES

The following tables show the ConnX eRecruitment details that are necessary for job

placement websites.

A 1 SEEK

Field Required

Defaults

on

Vacancy

Comments or example My

Setting

Information you will need from Seek

Advertiser ID Y

Template ID N

Screening ID N

Logo ID N

Information required to setup Media


(Recruitment > Media)

Code Y Y SEEKAPI

Media Name Y Y Seek API

Contact N Y This can be changed for

each vacancy

Media Type Y Y Internet

Mobile Phone N N This can be changed for

each vacancy

Business Phone N N This can be changed for

each vacancy

Email N N This can be changed for

each vacancy



Field Required

Defaults

on

Vacancy


Setting

Default Cost N N This can be changed for

each vacancy

Address Details

(Recruitment > Media)- Complete details for both Physical & Postal Address

Address Line 1 Y

Address Line 2 Y

City Y

State Y

Country Y

Post Code Y


(Recruitment > Media)

Use eRecruitment Y Y

Media Source Template Y Y Select SEEK API 2017

Advertiser ID Y Y This ID comes from Seek

Apply/Reply Email

Address Y Y

This is the email address

setup under the

Recruitment > Setup –

Default Recruitment

Processing Applicant Email

Receiving Settings

Apply URL Y This can be changed for

each vacancy

Template ID Y This ID comes from Seek.

Screen ID Y This ID comes from Seek.



Field Required

Defaults

on

Vacancy


Setting

Video URL Y

This URL field requires an

embedded link (i.e. it must

contain /embed/ in the

URL. For example:

“www.youtube.com/embed/

iyafB0VCLsA”

Video Position

(Top or Bottom) Y

Is Standout?

(Yes or No) Y

Standout Search Bullet 1 Y



eRecruitment Receiving

Details

(Recruitment > Setup)

Set to YES to use defaults

Template Item Names

Default Items associated

with the Seek Template



APPENDIX B ERECRUITMENT EMAILS

This appendix shows how to identify the email address that ConnX is checking for new

applications.

B 1 PREREQUISITES

The configuration for eRecruitment is complete and correct.

The Process Applicant Service (PAS) is installed and running on your ConnX server.

PAS regularly checks the nominated email address(es) for incoming applications,

and automatically transfers these to ConnX.

B 2 PROCEDURE

1. Log into ConnX as an Administrator.

2. Go to Recruitment > Media.

3. Select the job placement website from the grid.

4. Select the eRecruitment Receiving Details tab.

If the Use Defaults drop-down list is set to Yes, go to the next step.



If the Use Defaults drop-down list is set to No, go to step 8.


6. Scroll down to the Default eRecruitment Processing Applicant Email Receiving

Settings section and make a note of the name in the Email Username field.

7. If the Use Defaults setting for your selected media source is set to No, your screen

will look the same as the screen shown below.

Make a note of the name in the Email Username field.



8. Contact your IT department and ask them to tell you what email address is used for

the Email Username. This address is the email address that the Process Applicant

Service checks for the selected Media Source.

For example, the Email Username "recruitment" might use the email address

[email protected].

NOTE

This process must be completed for each media source

that you are using.




APPENDIX C SETTING UP ONBOARDING

Onboarding services are used to send contracts, process job offers, and collect

information from successful applicants. Before an offer is made, a New Starter can be

created in ConnX, and sent to the onboarding service. The applicant is then invited to

complete a form and add any necessary information. The information that they submit

via the onboarding service is sent to ConnX and used to populate the Personal and

Employee Details of the New Starter.

C 1 SETTING UP AN ONBOARDING SYSTEM WITH CONNX

To set up a connection between ConnX and an onboarding system, navigate to Admin

> Settings > Onboard Config. You must first select the New Onboarding Record button

at the top of the Onboarding Configuration screen, and then complete the form on the

Details tab.

NOTE

You must have the Domain and API Key to configure the

connection between ConnX and the onboarding system.

You can get the Domain and API Key for HROnboard

from your ConnX Support Representative.

You can get the Domain and API Key for Onboard Centre

from the Onboard Centre support representative.

C 1.1 Details Tab

The Details tab contains the information that is necessary for connecting to an

onboarding system. Please refer to the following table for a description of each setting

on the Details tab.

Setting Description

Name Enter the Name that you want to appear in ConnX for the onboard

system.

Onboarding

System

Select the onboarding system that the configuration is linked to (i.e.

ConnX Onboard Centre or HROnboard).



Setting Description

Domain Enter the domain. The Domain is used to get access to the web

service.

API Key Enter the code. The API Key is used to get access to the web service.

In Use Select the checkbox to make the onboarding system available on the

New Stater pages. If there are no onboarding systems set to In Use,

the onboarding functionality is not available on New Starter pages.

Test

Connection

Select the button to call the API for the onboarding system and

validate the details saved for the configuration.

C 1.2 Setting up Templates

Template names are defined in the onboarding service, but these template names must

also be added in ConnX to allow users to select which template to use when sending the

new starter record to the onboarding service.

To add a template:

1. Select the Template tab and select Add. ConnX shows the Add Template window.

2. Enter the Template Name.

3. Select Save. The Template Name is added to the grid.

C 1.3 Setting up Users

The grid on the Users tab shows all ConnX HR and System Administrators. Users must

be registered with the onboarding service and their username stored here for them to

be able to send records to that specific service.

To add an onboarding service user name to ConnX:

1. Select an HR and System Administrator on the grid and select Edit.

2. Enter the Username.

3. Select Save. The Username is added to the grid, and the user can now access the

templates on the New Starter page. If the ConnX user is no longer a user of the

onboarding service, select Edit to open the window, clear the Username field, and

select Save.



C 2 USING AN ONBOARDING SERVICE WITH NEW STARTERS

When the onboarding service has been configured in ConnX and you create a New

Starter record, you have the option to send the record to the onboarding service by

selecting the Onboarding button at the top of the New Starter page (HR Admin >

Manage New Employees, select a record).

1. Open the New Starter page.

2. Select the Onboarding button at the top of the screen.

3. Select Template to use on the drop-down list.

4. Select Send to HROnboard. The ConnX Web Service processes the information

sent from HROnboard, and the onboarding Status of the New Starter record is

shown at the top of the screen.

You do not need to wait for the ConnX Web Service to update records with information

from the onboarding service. If you already have this information, you can simply add it

to the New Starter record, and then Save or Submit the New Starter record.

C 3 SETTING UP DISTRIBUTION LISTS

A Distribution List can be set up so that members are notified when the onboarding

service sends a record to ConnX via the ConnX Web Service.

To create the distribution list for onboarding notifications:

1. Open Distribution Lists via Admin > Distribution Lists.

2. Enter a name (e.g., HROnboard) into the New Distribution List field, and select

the Add Distribution List button to add the new name to the list and refresh the

screen.

3. Click the Select button adjacent to the new distribution list. You can now add

employees.

4. Use the drop-down lists to select which ConnX user to notify, and then select

Add Name to current list.

5. Repeat Step 4 to add more users to the selected distribution list.

6. You must now link the distribution list to the Web Service.



APPENDIX D MAIL MERGE

Mail Merge allows you to use a Microsoft Word document template to send formatted

notifications to applicants.

The Mail Merge function available to ConnX Recruitment must be enabled:


2. Set the Use Mail Merge drop-down list to Yes to make the Mail Merge function

available.

3. Select Update All Settings.

Additional settings are available for setting the Default CC and BCC email addresses

and selecting the mail merge templates that are used.

D 1 USING MAIL MERGE IN CONNX RECRUITMENT

You can get access to the Mail Merge function via the Recruitment Notifications page.

If you use Mail Merge when you send notifications, ConnX Recruitment uses the selected

template and automatically completes the fields in the template with data from the

applicant’s record.



Performing a notification with mail merge will result in two sets of documents:

1. A single merged Word document, attached to the vacancy and emailed to the

recruiter.

2. A Microsoft Word document and a PDF document which are attached to each

applicant record (the PDF document is automatically emailed to the applicant's

email address).

You must set up the Mail Merge before you can use it.

D 2 TECHNICAL SETUP OF MAIL MERGE

Mail Merge must be set up correctly on the server. ConnX must also have permission to

access Microsoft Word on the server.

D 3 CREATING A MICROSOFT WORD TEMPLATE FILE

The mail merge templates must be available before you can use the Mail Merge function

in ConnX Recruitment.

To create a Microsoft Word mail merge template:

1. Create a new document in Microsoft Word.

2. Draft the contents of your letter.

3. Put the cursor where you want to insert the Merge Field.

a. Select Insert > Quick Parts > Field.

b. Select MergeField on the Field names list

c. Complete the Field name (a complete list of usable field names is shown

below).



4. Repeat this for each field you want to insert.

5. Select OK when you have finished setting up the merge fields.

6. Select Save As from the File menu to save the document as a Document Template

(*.dot) file.

NOTE

You must save your file in Word Template (*.dot) format

for ConnX Recruitment Mail Merge.

More information is available within the Help function of

your Microsoft Word application.

D 4 LIST OF AVAILABLE MERGE FIELDS

Employee and Person

PersonCode (Person Code or

EmpCode)

FirstName

LastName

EmailAddress

Salutation

PreferredName

PhoneHome

PhoneMobile

Gender

DateOfBirth

MaritalStatus

PhysicalAddressStreet



PhysicalAddressSuburb

PhysicalAddressPostCode

PhysicalAddressState

PhysicalAddressCountry

PostalAddressStreet

PostalAddressSuburb

PostalAddressPostCode

PostalAddressState

PostalAddressCountry

Other

CurrentTime (“HH:MM”)

CurrentDate (“DD/MM/YYYY”)

CurrentDateLong (“DD MMM,

YYYY”)

Application

ApplicationCode

ApplicationRanking

ApplicationMinSalary

ApplicationDateReceived

ApplicationAuthToRetain

ApplicationNotes

Vacancy

VacancyCode

VacancyName

VacancyPositionName

VacancyRoleCode

VacancyRoleName

VacancyDepartment

VacancyEmploymentType

VacancyAdvertiseDate

VacancyFillByDate

VacancySalaryFrom

VacancySalaryTo

VacancySalaryType

VacancyRecruiterName

VacancyRecruiterEmail

VacancyRecruiterPhone

VacancyRecruiterJobClassification

(From Payroll)

VacancyRecruiterPositionTitle

(From ConnX)

VacancyReplyToEmail

VacancyResponsibilities

VacancyNotes

VacancyNoticeboardSummary

VacancyNoticeboardDetail



D 5 CONNX TEMPLATES

You can get access to the Mail Merge Templates page via the Recruitment menu if you

have selected to use the Mail Merge function under Recruitment > Setup.

To add a new Mail Merge template to ConnX:

1. Go to Recruitment > Mail Merge Templates. A screen similar to the following will

appear.

2. Select Add. ConnX opens the following window.



3. Enter a template Name.

4. Enter a template Description.

5. Select Upload File.

6. Select the *.dot file.

7. Select Upload File.

8. Select OK.

9. Select the template Type.

10. Select the In Use checkbox to make the template available for notifications.

11. Select Save.

NOTE

The Type field is used on the Notifications page to filter

your Templates. For example, selecting Unsuccessful on

that page filters the Templates list to show only those

templates that have a Type of Unsuccessful. The Type

of Other is used for sending notifications that are

neither Successful nor Unsuccessful (e.g., for sending

additional documentation to applicants).

D 6 WHAT KIND OF FILE CAN YOU USE?

ConnX Recruitment Mail Merge only supports Word Template (*.dot) format files. Use

the Save As function to save your template in this file format in later versions of Word.

Attaching any other type of document, or an incorrectly created Word document

template will cause issues on the Notifications page.

D 7 PREVIEWING THE TEMPLATE

Select the Preview link on the template popup window to open the template and merge

it with some predefined default display data. You can then see if this is what you want to

send to applicants.



You cannot make any changes to the template via the preview window. If you want to

make changes, change the Template file in Word and re-upload it via this screen.

When the document has been merged with the display data, you have the option of

opening it (opens within the browser) or saving it. To view the file, select Open.

D 8 SETTING YOUR DEFAULTS

You can specify default settings that are used to automatically populate some fields on

the Notifications page.

To set your defaults:


2. Enter the default emails and templates (as described in the table below) in the Use

Mail Merge section.




Field Description

Default CC Email This is the default CC Email on all notifications sent to

applicants.

Default BCC Email This is the default BCC Email on all notifications sent to

applicants.

Default Successful

Template

This is the default template for all successful notifications

sent. This drop-down list will be empty if no templates

have been designated as successful templates.

Default

Unsuccessful

Template

This is the default template for all unsuccessful

notifications sent. This drop-down list will be empty if no

templates have been designated as unsuccessful

templates.

3. Select Save to save your entries.

D 9 USING MAIL MERGE NOTIFICATIONS


2. Select Send Notifications in the Actions panel. ConnX shows the Applicant

Correspondence screen.

3. Select the applicant or applicants that you want to send the notification to by

selecting the checkbox adjacent to their names on the grid.

4. Select the Correspondence Method, either email (recommended for mail merge)

or manual.

5. Select the Generate Mail Merge Documents checkbox, and complete the

additional fields as shown in the following picture.



6. Select a Template. This list is filtered depending on what has been selected at the

top of the screen, and what has been assigned as the type for each of your

templates. Select Preview Template to check the template.

7. You can choose to Email Recruiter as part of this notification as either the CC or

BCC of the emails sent, or not at all.

8. There is also the option of CC to or BCC to another email address. If you have

default values set up on the Recruitment Setup screen, these fields are auto-

populated. Separate each email addresses with a comma.

9. Select Preview Template to show the mail merge template populated with sample

data.

10. Select Preview Output to show the mail merge template populated with the actual

data that you are about to send.

11. Select a Predefined Correspondence Letter as this is shown on the email body

itself, not as an attachment. Select Insert Contents or create your own using the

tags to the right.

12. Select Send Email to send the notification and the mail merge documents to the

selected applicants.

NOTE

Setting the Correspondence Method to Manual will not

send any emails but will still generate the Mail Merge

documents and attach them to the Vacancy and

Application Correspondence records.



D 9.1 How Mail Merge Sends the Data

When you select the Correspondence Method of Email, ConnX merges the template you

have selected with the data of the selected applicants shown on the grid at the top of

the screen.

Individual documents (converted to PDF files) are attached to each application and

emailed to the applicant (if email was selected as the correspondence type).

A single Word document containing all merged documents is attached to the vacancy.

A record of all correspondence that has been sent is recorded with each application

(under the Document tab - Correspondence section) and on the Vacancies page (under

the Document tab - Correspondence section).