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CYBER RECRUITER 7.0: ADMINISTRATOR GUIDENOVEMBER 2009

Visibility Software Cyber Recruiter 7.0: Administrator Guide (Last Updated 05/2011) P a g e | 1

TABLE OF CONTENTSGetting Started 8

Terms 8Navigation 8

Code Tables..........................................................................................................................................................9Job Boards............................................................................................................................................................9Links.....................................................................................................................................................................9Logs....................................................................................................................................................................10Page Builder.......................................................................................................................................................10

Applicant 10Requisition 10Correspondence Templates 10

Processes...........................................................................................................................................................11Security..............................................................................................................................................................11System Setup.....................................................................................................................................................11Website..............................................................................................................................................................11

Admin > Codes 12Applicant Ranking Codes....................................................................................................................................12Applicant Status Codes......................................................................................................................................13Attachment Codes..............................................................................................................................................13Country Codes....................................................................................................................................................13Education...........................................................................................................................................................14EEO Class Codes.................................................................................................................................................14Employee Referral Relationship CodeS..............................................................................................................14Ethnic Origin Codes............................................................................................................................................15Job Board Codes.................................................................................................................................................15Misc Codes.........................................................................................................................................................15Note Type Codes – Applicants............................................................................................................................16Note Type Codes – Requisitions.........................................................................................................................16Organization Codes............................................................................................................................................17Position Desired Codes......................................................................................................................................17Security Clearance Codes...................................................................................................................................17Referral Source CodeS........................................................................................................................................18Req Cost Codes..................................................................................................................................................18Req FT/PT Codes................................................................................................................................................19Req Functional Title Codes.................................................................................................................................19Requisition Reason Codes..................................................................................................................................19Req Status Codes...............................................................................................................................................20Req Type Codes..................................................................................................................................................20Salary Grades Codes...........................................................................................................................................21Skills Codes.........................................................................................................................................................21State Codes........................................................................................................................................................22US Work Status Codes........................................................................................................................................22


Admin > Job Boards 22Admin > Links 23

Custom Links......................................................................................................................................................23Pre-Defined........................................................................................................................................................25

Admin > Logs 26Email Log............................................................................................................................................................26Error Log............................................................................................................................................................27Search Log (OFCCP Requirement)......................................................................................................................27

Admin > Page Builder30

Applicant 30

Applicant > Applicant Popup..............................................................................................................................30Applicant > Application Questions.....................................................................................................................32Applicant > Inbox...............................................................................................................................................36Applicant > Interview Evaluation Form..............................................................................................................40Applicant > Miscellaneous.................................................................................................................................44Applicant > New Hire Process............................................................................................................................46Applicant > Offer Approval Form.......................................................................................................................47Applicant > Reference Questions.......................................................................................................................51

Requisition 53

Requisition > Create Req Form...........................................................................................................................53

Wizard Page 1 Tab 53Wizard Layout Tab 56

Organization Page......................................................................................................................................56Main Page..................................................................................................................................................58Job Description Page..................................................................................................................................61Requisition Question Page.........................................................................................................................65Attachments Page......................................................................................................................................67Approvals PagE...........................................................................................................................................69Confirmation Page......................................................................................................................................72

Req Code Generation Tab 73

Further Understanding Variables...............................................................................................................74

Posting Rules Tab 75

Further Understanding Posting Rules.........................................................................................................76Example 1:..................................................................................................................................................76Example 2:..................................................................................................................................................77Example 3:..................................................................................................................................................78Example 4:..................................................................................................................................................79

Auto Emails Tab 80Custom Page Tab 81

Requisition > Miscellaneous...............................................................................................................................82Requisition > Print Req Form.............................................................................................................................85


Requisition > Requisition List.............................................................................................................................88Requisition > Requisition Popup........................................................................................................................90Requisition > Requisition Questions...................................................................................................................92

Correspondence Templates 96

Admin > Security 102Current User Statistics......................................................................................................................................102Groups.............................................................................................................................................................104Login History....................................................................................................................................................110Password Rules................................................................................................................................................111Reset Passwords..............................................................................................................................................112Users................................................................................................................................................................113

Admin > Processes 121Copy Code Table..............................................................................................................................................121Find Possible Duplicates...................................................................................................................................122Import Applicants.............................................................................................................................................123Import Applicants/Connected Reqs.................................................................................................................125Import Code Tables..........................................................................................................................................127Import Requisitions..........................................................................................................................................129Import Users....................................................................................................................................................131Mass Delete Applicants....................................................................................................................................133Skill Catalog......................................................................................................................................................134

Admin > System Setup 136General Tab......................................................................................................................................................136Org Titles Tab...................................................................................................................................................139Login Page Tab.................................................................................................................................................140Install code Tab................................................................................................................................................141

Admin > Website 142

Agency Portal 142

Actions Page.....................................................................................................................................................142Agencies Page..................................................................................................................................................145Emails Page......................................................................................................................................................148

Welcome Email 148New Position Email 149Forgot Login Email 150

Instructions Page..............................................................................................................................................151

Login Tab 151Home Tab152Contact Info Tab 153Resume Tab 154Note Tab 155Login Failed Tab 156Thank You Tab 157Dup App Tab 158

Setup Page.......................................................................................................................................................159


Career Portal 164

Overview > Dependencies................................................................................................................................164Intro Page Tab..................................................................................................................................................166

Search Box Setup 169Featured Jobs Setup 172

Job Browsing/Description Tab..........................................................................................................................175

Browsing Options 177

Single Page – Complete............................................................................................................................177Single Page – Table...................................................................................................................................179Grouped Page – Complete.......................................................................................................................181Grouped Page – Table..............................................................................................................................184

Refer A Friend Setup 187

Online Application Tab.....................................................................................................................................190

Contact Information Page 191Resume 192Cover Letter 192Education 192Skills 193Previous Employment 193Military History 193Security Clearances 193Attachments 193References 193Additional Information 194Personal Information 194Applicant Agreement 194Thank You Page 194Duplicate Checking195

Self Service Tab................................................................................................................................................197

Page Definitions (Alphabetical) 198

Additional Information.............................................................................................................................198Applicant Agreement...............................................................................................................................198Application Questions..............................................................................................................................198Attachments.............................................................................................................................................198Browse Open Jobs....................................................................................................................................198Contact Information.................................................................................................................................198Contact Us................................................................................................................................................198Cover Letter..............................................................................................................................................198Custom Links............................................................................................................................................199Education.................................................................................................................................................199Employee Referral....................................................................................................................................199Forgot Login Email....................................................................................................................................199General Page............................................................................................................................................199


Login Page................................................................................................................................................199Military History Page................................................................................................................................199Miscellaneous...........................................................................................................................................199New Position Notification.........................................................................................................................199Password Generation...............................................................................................................................199Password Retrieval...................................................................................................................................200Personal Information................................................................................................................................200Previous Employment..............................................................................................................................200References................................................................................................................................................200Requisition Questions...............................................................................................................................200Resume.....................................................................................................................................................200Skills.........................................................................................................................................................200Security Clearance....................................................................................................................................200

Page Settings – Self Service & Online Application 202Main Page 204

General Tab..............................................................................................................................................204Login Page & Forgot Login Tab.................................................................................................................205Password Generation & Password Retrieval Tab......................................................................................206Browse Open Jobs Tab.............................................................................................................................208Req Questions Tab...................................................................................................................................212

Additional Info Option 213Custom Links Page 213Employee Referral Page 215

General Tab..............................................................................................................................................215Duplicate Tab...........................................................................................................................................217Note Instructions Tab...............................................................................................................................218Fields Tab.................................................................................................................................................219Actions Tab...............................................................................................................................................220

New Position Notification Page 221

Action Tab........................................................................................................................................................223

Inbox Options 223Routing Options 225Additional Options 226

Benefits Tab.....................................................................................................................................................227

E-Offer Process 229

Website Setup..................................................................................................................................................229Custom Email Setup.........................................................................................................................................230

Quick Find 232Appendix A – Applicant Ranking Code Table 234

Creating Ratings or Grades...............................................................................................................................234Ranking Applicants...........................................................................................................................................234Viewing Applicant Ratings................................................................................................................................234

Appendix B – Applicant Statuses 235


Appendix C – Customized Areas > Admin Options 237System Setup:..................................................................................................................................................237Page Builder:....................................................................................................................................................237Codes:..............................................................................................................................................................238

Appendix D – Additional Interfaces 239

Advanced Import 239

Enabling Advanced Import...............................................................................................................................239Using Advanced Import....................................................................................................................................240

Recruiter: Using the Advanced Import 240Applicant: Using the Advanced Import 242Bulk Importing Utiity 242

Installing the Utility..................................................................................................................................242Using the Utility........................................................................................................................................243

Advanced Import Fields...................................................................................................................................244

TalentHook 247

Installing...........................................................................................................................................................247Exporting to Cyber Recruiter............................................................................................................................251

Appendix E –Additional Company Settings 253

Adding a Logo to the Login Page 253Adding a Logo to the Title Bar 253Using Active Directory ‘Single Sign-on’ 254

Step 1: enable the Setting................................................................................................................................254Step 2: Configure Users....................................................................................................................................255

New Users 255

Existing Users...................................................................................................................................................255Step 3: Change IIS Setting.................................................................................................................................256Step 4: Modify NTFS Permissions.....................................................................................................................256

Appendix F – Import Code Table Key257Appendix G – Import Users Table Key 260


GETTING STARTED

Thank you for purchasing the Cyber Recruiter Applicant Tracking System from Visibility Software, LLC. This guide is designed to provide the Administrators of the system the knowledge needed to successfully configure Cyber Recruiter. Three additional guides may be helpful in the configuration of the system (Job Boards, HR Systems and Background Checking) depending on the needs of your organization.

TERMS

Admin: A person who has access to the Administrator menu of Cyber Recruiter.

User: A person who has access to the general views of Cyber Recruiter.

Applicant: A person who will view and review information on the corporate careers site and in the Self Service module.

Employee: A subset of Applicants who have been classified with the status of HIRED in Cyber Recruiter. These people will view and review information the Self Service module.

Sections in this guide will have a general format as shown below:

Field NameDescription and Purpose of the FieldCyber Recruiter User ViewApplicant View

NAVIGATION

The Administrative section has a special menu called ‘Admin’. Access to this menu is controlled by user security and turning on access to this menu gives access to the whole menu.


CODE TABLESCodes = Drop-down lists. This is where all the User-defined code tables in Cyber Recruiter are housed.

Applicant Status Codes – Retains all Applicant status available Applicant Ranking Codes – Retains all ranking > filtering criteria available for Applicant scoring EEO Class Codes – Retains all standard EEO Classification Codes available Ethnic Origins Codes – Retains all available ethnic codes desired for tracking purposes Education – Retains Education, Degree, and Major codes for drop-down lists (as needed) Security Clearance – Retains all available Clearance Types and Agencies (as needed) Misc – Retains all Applicant > Requisition misc fields being used as drop-down (as needed) Note Type Codes – Retains all Applicant > Requisition note types and templates available Attachment Type Codes – Retains all Applicant > Requisition attachment code types Job Boards – Retains all setup and field mapping information needed for job board links Organization – Retains all available information for each organizational level Position Desired Codes – Retains all the available codes for the desired position field Referral Source – Retains all the Referral Source Categories > Codes available Req Cost Codes – Retains all descriptive cost codes available for tracking purposes Req Type Codes – Retains all requisition position type code available Req Functional Titles – Retains all descriptive functional title codes to interface with Deltek Req Status Codes – Retains all requisition status codes available Req FT > PT Codes – Retains all available codes for the FT/PT drop-down list Salary Grades – Retains all the available salary grades if it is a drop-down list feature Skills – Retains all the Skills Categories > Code available State Codes – Retains all the state codes available Country Codes – Retains all the country codes available Why Open Codes – Retains all the available reasons for a requisition to be open Us Work Status Codes – Retains all the available US work status codes (custom apps only)

JOB BOARDSJob Boards = Connections to pre-defined posting sites.This is where integration between the job boards and Cyber Recruiter is set up. Reference the Job Board Guide for additional information on setting up job boards, codes associated with each job board and the daily usage of the Cyber Recruiter pages for the individual job boards.

LINKSLinks = Connections to other systems & shortcutsThis is where custom links (User-defined) and pre-defined links (integration with certain systems) are located.

Custom Links – Provides the ability to add in custom links to Cyber Recruiter Pre-Defined – Provides the ability to integrate a link to optional services

o Many of the pre-defined links are connection to various HR systems which Cyber Recruiter interface with. Reference the HR/Payroll System Guide for additional information on setting up the connection, codes associated with each system and the daily usage of the Cyber Recruiter pages for the individual system.


o TalentFilter setup and usage is included in the Job Board guide.

LOGSLogs = Tracking of Specific FeaturesThis is where abbreviated email and error logs are recorded.

Email Logs – Records all emails generated in Cyber Recruiter by User Error Logs – Records all errors generated in the Cyber Recruiter system Search Logs – Records all searches performed through Applicant Searching

PAGE BUILDERPage Builder = Modification of the Cyber Recruiter pages.This is where certain Cyber Recruiter Pages can be set up as well as all Questions for each step of the process.

APPLICANT Applicant Popup – Determines key pieces of information that should popup when hovering over Applicant’s name Application Questions – Holds questions for the Application & allows the ability to group Inbox – Determines what columns display for the Recruiter/Hiring Manager Inboxes Interview Evaluation Form – Holds questions to ask the Interviewer of the Interviewee Miscellaneous – Establishes labels for Applicant standard/miscellaneous fields New Hire Process – Establishes a process to hire Applicants Offer Approval Form – Holds questions for the Offer Approval Process with ability to group Reference Questions – Holds questions for Reference Checks

REQUISITION Create Req Form – Establishes the create Requisition process for the Users Miscellaneous – Establishes labels for Requisition standard/miscellaneous fields Print Req Form – Establishes what the printed Requisition file should look like Requisition List – Decides what columns display for the Requisition List Requisition Popup – Determines key pieces of information that should popup when hovering over Requisition Title Requisition Questions – Holds questions for the Requisition & allows the ability to group them

CORRESPONDENCE TEMPLATES Custom Templates – Holds various email > letter templates for Applicant corresponding Standard Templates – Holds various emails templates for User corresponding Available Attachments – Hold various attachments that could be sent to Applicants

PROCESSESProcesses = Making changes to many records at a time.


This is where various system processes are available such as the ability to mass delete applicants, find duplicates, import > copy code tables, and catalog skills.

Copy Code Table – Provides the ability to copy code from one table to another Find Possible Duplicates – Provides the ability to find & delete duplicate Applicants as needed Import Applicants – Provides the ability to import Excel files of Applicant information Import Applicants/Attached Reqs – Provides the ability to import Excel files to tie Applicants to Requisitions Import Code Tables – Provides the ability to import ASCII text files of code into the code tables Import Requisitions – Provides the ability to import Excel files of Requisition information Import Users – Provides the ability to import Excel files of User Login information Mass Delete Applicants – Provides the ability to delete large groups of Applicant simultaneously Skill Catalog – Provides the ability to parse resumes with selected skills.

SECURITYSecurity = Who can get in and what can they seeThis is where User Groups > Users are set up with the appropriate security permission within Cyber Recruiter. Additionally, Login History and the ability to Reset Passwords and > or set Password Rules.

Current User Statistics – Provides a detailed report of User happenings Groups – Defines the User groups in the system with set security permissions at a group level Login History – Keeps a history of all successful > unsuccessful Cyber Recruiter log in attempts Password Rules – Determines length and characters > numbers that make up the passwords Reset Passwords – Provides the ability to reset all User passwords simultaneously Users – Sets up the User accounts with specific and group security permissions

SYSTEM SETUPSystem Setup = Basic SettingsThis is where general information about the system is located and will apply throughout all of Cyber Recruiter.

General Tab – Company contact Information, Cyber Recruiter link, & company-wide information Org Titles – Labels the Organizational levels in the company Login Tab – Allows the organization to post a message out to users as they log into the system. Install Code – Stores the installation code for the software. This code is issued by Visibility Software and must

match the company name on the 1st tab as well as the current license level.

WEBSITEWebsite = Public View This is where the company will set up their website pieces for the Careers Portal and Self Service Portal

Agency Portal – Ability to set up web pages for third party vendors to assist in the recruiting process. Careers – Ability to create/maintain the Career Pages, Online Application and Self Service Center. E-Offer – Ability to create web pages for the Applicant to sign electronically when accepting a position with the

company.

ADMIN > CODES


The Admin > Codes menu item is the first one in the list. It holds the Cyber Recruiter code tables that the Administrator can populate with necessary information specific to the organization and recruiting process. If the code table is not listed in this area, then mostly the code table is hard coded and it not one that the Administrator has the ability to configure.

Most of the code tables are set up the same way with a few that are more complex. Once the Administrator enters a code table, a shortcut drop-down list appears at the top of the page with all the other code tables listed for easy access as needed. Some code tables have nested code tables too. If the Administrator is in a nested code table, then shortcut drop-down list contains only the nested code tables. Thus, there is built in logic to this shortcut providing appropriate options depending on where the Administrator is.

APPLICANT RANKING CODES

Field Description: This code table contains ranking/filtering options, if the organization allows User(s) to rank Applicants. To activate this code table for Users, go to Admin > Page Builder > Applicant > Inbox and select User Ranking as a column for the Recruiter and/or Hiring Manager Inbox. (NOTE: Review Appendix A for more information.)

User View: When the User Ranking column is available for the User in his/her Inbox, the User can enter a rank the Applicant with one of the choices entered in this table and click Submit. This is available to each User for each Applicant in his/her inbox. After each User ranks the Applicants, there is a report – Reports > Applicant Reports > General – Applicant Ranking by Applicant & Applicant Ranking by User

Applicant View: This field is not displayed to the Applicant.


APPLICANT STATUS CODES

Field Description: This code table contains different statuses an Applicant can achieve throughout the recruiting process and populates the Applicant Status fields throughout Cyber Recruiter. There are three (3) concepts to consider when developing this list:1. All the recruiting stages necessary to document for each time an Applicant is

considered for a position. The statuses are recorded to Applicant’s history. 2. Consider which roles in the system - Recruiter, Hiring Manager and/or Evaluator -

can access the each status for the initial routing email as well as the ability to change the status in the system. Check the role box to give that group of Users access.

3. Statuses also mark whether what the Overall Status of Applicant is in your system and that is either an Employee (Anyone at a HIRED status) or an Applicant (Anyone NOT at the HIRED status.) Not all statuses developed for the recruiting process are considered overall statuses as they unique per requisition, just a handle of statuses are needed for an Applicant/Employee distinction. Typically these are (Applicant – Added Online; Applicant – Added Manually; Applicant – Added Agency)

(NOTE: Review Appendix B for a suggested workflow of Applicant Statuses).

User View: The Applicant Status is seen in many places. Different statuses might default for the Overall Status verse Applicant Status for a Requisition depending on how the Administrator sets up the codes, what role the User is playing and how the organization wants to utilize the statuses in the recruiting process. Other places:

- Applicant > Find Applicant OR Search Applicants OR Add Applicants- Reports > Applicants > General & AAP- Applicant File & Requisition File- Req List > Action Column Option

Applicant View: This field is not typically displayed to the Applicant unless it is used in an email template or some type of correspondence.

ATTACHMENT CODES

Applicant > Field Description: Indicates the type of file being attached. This table populates the Type drop-down list.

User View: Sees this field in the Applicant File > Attachment Tab when available.

Applicant View: Sees this field in the Online Application > Attachments Page or in the Self Service Portal > Attachments Page when available.

Requisition > Field Description: Indicates the type of file being attached. This table populates the Type drop-down list.

User View: Sees this field in the Requisition File > Attachment Tab when available.


COUNTRY CODES

Field Description: This code table contains all the available country codes and populates any field requiring a country code throughout Cyber Recruiter.

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

Applicant View: This field is displayed with the Online Application > Contact Info Page when selected as a field to capture information.


EDUCATION

Degree Codes Field Description: – This code table contains the various educational degree codes used for tracking purposes. To activate this code table, Admin > System Setup > General Tab > Use drop-down for degrees? = YES.

User View: Sees this field on the Applicant File > Experience Page > Education Tab.

Applicant View: Sees this field as either an open-text box or a drop-down list with the Online Application > Education Page and/or in the Self Service Portal > Education Page when available.

Major Codes Field Description: – This code table contains the various educational major codes used for tracking purposes. To activate this code table, Admin > System Setup > General Tab > Use drop-down for majors? = YES.



School Codes Field Description – This code table contains the various educational schools codes used for tracking purposes. To activate this code table, Admin > System Setup > General Tab > Use drop-down for schools? = YES.



EEO CLASS CODES

Field Description: This code table contains standard EEO Classification Codes and populates the EEO Class field (AAP codes can be added here too.). To activate field:- Admin > Page Builder > Requisition > Miscellaneous – enter the data label for the

field as the Users should see it.- If the EEO information is entered at the time the requisition is created, then add it to

the Create Req Form process. - If the Approvers need this information to approve the requisition, add it to the

Correspondence > Standard Template > Requisition Approval Email. - Lastly, add to the Print Req Form as needed.

User View: Sees the EEO Class field on the Requisition File > Main Page when available.


EMPLOYEE REFERRAL RELATIONSHIP CODES

Field Description: This code table is used in conjunction with the Employee Referral Portal and populates the Employee Referral Relationship drop-down list. To activate this field: Admin > Website > Self Service > Employee Referral > Enabled field = YESUser View: See the field in the Applicant > Employee Referral section, if available.

Employee View: Sees this field in the Self Service when filling out the Employee Referral form, if available.


ETHNIC ORIGIN CODES

Field Description: This code table contains the various ethnic origins codes used for tracking purposes and it populates the Race drop-down list. To activate this field for the Applicant, Admin > Website > Self Service > Personal Info Page – highlight the field.

Abra NOTE: If transferring to Abra, these codes need to match what is in Abra or vice versa. Additionally the codes used in Cyber Recruiter are hard-coded to work with the standard AAP reporting. Changing them make these reports not available for use, thus AAP reports need to be created and maintained in the Report Writer.

User View: The User sees this field in Applicant File > Demographics Page > EEO Information Tab and various AAP reports.

Applicant View: The Applicant sees this field with the Online Application > EEO Page or in the Self Service Portal > EEO Page when available.

JOB BOARD CODES

Field Description: The Job Boards section contains specific code tables necessary for integration and uploading requisitions to Job Boards. To activate a Job Board, Admin > Job Board. When it is enabled, the code tables become available.

User View: When the Job Board is activated for a User, Requisition File > Job Board Name and off of the Main Menu Bar > Requisition > Job Boards.


MISC CODES

Applicant Miscellaneous Field Description: This code table contains options that are appropriate to a User-Defined miscellaneous field. To activate a Misc field, Admin > Page Builder > Applicant > Miscellaneous. Create the field in one of the twenty (20) misc field options and check the checkbox. That will create the code table here with same User-Defined name.

User View: Sees this field in the Applicant File > Miscellaneous Page when available.

Applicant View: Sees this field in the Self Service Portal > Misc Page when available.

Requisition Miscellaneous Field Description: This code table contains options that are appropriate to a User-Defined miscellaneous field. To activate a Misc field:- Admin > Page Builder > Requisition > Miscellaneous – enter the data label for the

field as the Users should see it in one of the twenty (20) misc field options. Check the checkbox should the field have a code table which is populated here.

- If the Misc field should be entered at the time the requisition is created, then add it to the Create Req Form process.

- If the Approvers need this information to approve the requisition, add it to the Correspondence > Standard Template > Requisition Approval Email.

- Lastly, if anyone who prints out the requisition form should see this information, add it to the Print Req Form option.

User View: Sees this field in the Requisition File > Main Page > Miscellaneous Tab when available.

Applicant View: Sees this field with requisition posting if available.


NOTE TYPE CODES – APPLICANTS

Applicant Note Type Codes Field Description: Indicates the types of notes available. This table populates the Note Type drop-down list. To activate this field, Admin > Security > User > Available Notes Tab and Group Security to see Notes.

User View: Sees the note types in the Applicant File > Notes Tab when available.


Applicant Note Templates Field Description: Allows the Administrator to create commonly used notes into template forms. Helps to reduce time by making standard note templates (Example: Phone Screen Questions, Left Message with Applicant, etc…).

User View: Sees the note templates in the Applicant File > Notes Tab when available. NOTE: To enter a note, place the cursor in the body of the notes section and Right-Click. Any and all available templates default for consideration.


NOTE TYPE CODES – REQUISITIONS

Requisition Note Type Codes Field Description: Indicates the types of notes available. This table populates the Note Type drop-down list. To activate this field:- Admin > Security > User > Available Notes Tab and Group Security to see Notes- If the Notes field should be entered at the time the requisition is created, then add it

to the Create Req Form process. - If the Approvers need this information to approve the requisition, add it to the

Correspondence > Standard Template > Requisition Approval Email.- If anyone who prints out the requisition form should see this information, add it to

the Print Req Form option.Lastly, If Applicants should see information with the Job Description, add it to the Admin > Website > Career Portal > Job Browsing/Description Tab > Job Description Area > Add

User View: Sees the note types in the Requisition File > Notes Tab when available.

Applicant View: This field is not displayed to the Applicant unless the Administrator decides to use some of the Note Types to pull to the Website > Job Description Page to help further explain the qualifications of a position.

Requisition Note Templates Field Descriptions – Allows the Administrator to create commonly used notes into template forms. Helps to reduce time by making standard note templates (Example: Requisition On Hold, Psychical Abilities Needed for the Position, Necessary Skill Sets, etc…).

User View: Sees the note templates in the Requisition File > Notes Tab when available. NOTE: To enter a note, place the cursor in the body of the notes section and Right-Click. Any and all available templates default for consideration.



ORGANIZATION CODES

Field Description: This code table contains the various codes for each organizational level. To activate these fields, Admin > System Setup > Org Titles Tab. As each level is entered and saved, the code table becomes available here. NOTE: If the Administrator populates Org Level 1 (Locations) and then decides that Locations should be Org Level 2, the code table will not follow the name. Thus, the Administrator needs to copy the code table (Admin > Processes > Copy Code Table) from Org Level 1 to Org Level 2. Other places the Administrator will see the Organization Levels in the Admin > Security > User > Available Reqs Tab.

Abra NOTE: If transferring to Abra, these codes need to match what is in Abra or vice versa.

User View: See the Organizational Levels:- Reports > Requisition Reports- Requisition > Find Requisition OR Requisition List (when used as a column)- Requisition File > Main Page

Applicant View: This field is displayed with the Website > Job Browsing or Job Description Pages when selected.

POSITION DESIRED CODES

Field Description: This code table is used to create types of positions (Clerical, IT, Finance, Admin, etc…) that Applicants can select from when submitting unsolicited applications. It populates the Desired Position drop-down list. To activate this field:- Admin > Page Builder > Applicant > Miscellaneous – enter the data label for the

field as the Users should see it.- If the Position Desired field should be entered at the time the online application is

being entered, turn it on in: Admin > Website > Career Portal > Online Application Tab > Contact Information Page > Edit.

User View: This field is located in the Applicant’s File > Application Page. Other places the User might see this field in action:- Applicant > Applicant Search > Database Search > Position Desired

- Reports > Applicants > Filter Box on Position Desired

Applicant View: This field is displayed with the Online Application > Contact Info Page when selected as a field to capture information with an unsolicited application.

SECURITY CLEARANCE CODES

Clearance Types Field Description: This code table contains the various types of security clearance codes (Secret, Top Secret, Top Secret /Polygraph, etc.) for tracking purposes and it populates the Type drop-down box. To activate this field, Admin > Security > Groups – turn the Security Clearance Tab on for the Groups who should see it.

User View: See this field in the Applicant File > Experience Page > Security Clearance Tab when used.

Applicant View: See this field on the website when it is turned on in Admin > Website > Career Portal > Online Application Tab > Security Clearance Page or Self Service Portal > Security Clearance Page.


Clearance Agencies Field Description: This code table contains the various types of agency codes that security clearances came from (DOD, DOJ, CIA, etc.) for tracking purposes and it populates the Agency drop-down box.

User View: Sees this field in the Applicant File > Experience Page > Security Clearance Tab when used.

Applicant View: See this field on the website when it is turned on in Admin > Website > Career Portal > Online Application Tab > Security Clearance Page or Self Service Portal > Security Clearance Page.

REFERRAL SOURCE CODES

Referral Source Categories Field Description: This code table is used to categorize referral source codes and needs to be created before referral source codes and be used for reporting. Example: A company can determine how many Applicants came through the job boards without actually creating a report to pull from each job board site.

User View: This is not a field displayed to the User unless one is utilizing a reporting tool off of Cyber Recruiter like Crystal Reports.

Applicant View: Sees this field on the Online Application > Skills Page when available.

Referral Source Codes Field Description: This code table is used to capture the various ways an Applicant finds out about the open positions for tracking purposes and can be assigned to a referral source category. It populates the Referral Source drop-down list. To activate this field:- Admin > Page Builder > Applicant > Miscellaneous – enter the data label for the

field as the Users should see it.- If the Referral Source field should be entered at the time the online application is

being entered, turn it on in: Admin > Website > Career Portal > Online Application Tab > Contact Information Page > Edit.

User View: This field is located in the Applicant’s File > Application Page. Other places the User might see this field in action:- Applicant > Applicant Search > Database Search > Referral SourceReports > Applicants > Filter Box on Referral Source

Applicant View: This field is displayed with the Online Application > Contact Info Page when selected.

REQ COST CODES

Field Description: This code table contains descriptive codes used to track where money is being spent while recruiting for an open requisition (Hotel, Airfare, Food, Ads, etc…) and it populates the Cost Item drop-down list To activate this field:- Admin > Security > Group > Requisition Tab > Costs to view/update/add only- If anyone who prints out the requisition form should see this information, add it to

the Print Req Form option.

User View: This field is located in the Requisition File > Costs Page and when the User runs Reports > Requisition > Cost Analysis Reports



REQ FT/PT CODES

Field Description: Descriptive codes that indicate the employment status (Full Time, Part Time, Temporary, etc.) and it populate the FT/PT drop-down box. To activate this field:- Admin > Page Builder > Requisition > Miscellaneous – enter the data label for the

field as the Users should see it.- If the FT/PT field should be on the requisition form, add to Create Req Form process. - If the Approvers need this information to approve the requisition, add it to the

Correspondence > Standard Template > Requisition Approval Email.- If it should be printed, add it to the Print Req Form option.- Lastly, If Applicants should see information with the Job Description and > or if the

jobs are grouped by category:o Add it to the Admin > Website > Career Portal > Job Description Tab & Job

Browsing Tab as a column with the job description

User View: This field is located in the Requisition File > Main Page > Main Tab.

Applicant View: This field is displayed with the Jobs on the Website when available.

REQ FUNCTIONAL TITLE CODES

Field Description: Descriptive codes used to identify requisition functional titles and it populates the Functional Title drop-down list. To activate this field:- Admin > Page Builder > Requisition > Miscellaneous – enter the data label for the

field as the Users should see it.- If the Functional Title field is entered when creating the requisition, add it to the

Create Req Form process. - If the Approvers need this information to approve the requisition, add it to the

Correspondence > Standard Template > Requisition Approval Email.- If it should be printed, add it to the Print Req Form option.

Abra NOTE: If transferring to Abra, these codes need to match what is in Abra or vice versa.

User View: This field is located in the Requisition File > Main Page > Main Tab and if the User can upload to CostPoint, Applicant’s File > CostPoint Page


REQUISITION REASON CODES

Field Description: This code table explains why a position is open and it populates the Reason Open drop-down list. To activate this field: - Admin > Page Builder > Requisition > Miscellaneous – enter the data label for the

field as the Users should see it.- If the Reason Open > Why Open field should be entered at the time the requisition is

created, then add it to the Create Req Form process. - If the Approvers need this information to approve the requisition, add it to the


the Print Req Form option.




REQ STATUS CODES

Field Description: Descriptive codes used to indicate the requisition’s status and it populates the Status drop-down list. (Template status can be used to designate requisition templates). NOTE: Start the code with OPEN, CLOSED, or HOLD to make codes operate the same way as hard coded ones. Example: CLOSED-FILLED & CLOSED-CANCEL will act the same as CLOSED for the time to fill reports. To activate this field:- Admin > Page Builder > Requisition > Miscellaneous – enter the data label for the

field as the Users should see it.- If the Status field is entered when creating the requisition, add it to the Create Req

Form process. - If the Approvers need this information to approve the requisition, add it to the

Correspondence > Standard Template > Requisition Approval Email.- If it should be printed, add it to the Print Req Form option.- Lastly, If Applicants should see information with the Job Description and > or if the

jobs are grouped by category:o Add it to the Admin > Website > Career Portal > Job Browsing/Description

Tab to be seen with the job description

User View: This field is located in the Requisition File > Main Page > Main Tab and other places in the system such as: Req List, Find Requisition, Reports

Applicant View: This field is displayed with the Jobs on the Website when available.

REQ TYPE CODES

Field Description: Descriptive Codes used to indicate the type of requisition position (IT, Finance, Executive, etc.) and it populates the Type drop-down list. To activate this field:- Admin > Page Builder > Requisition > Miscellaneous – enter the data label for the

field as the Users should see it.- If the Type field should be entered at the time the requisition is created, then add it to

the Create Req Form process. - If the Approvers need this information to approve the requisition, add it to the


the Print Req Form option.- Lastly, If Applicants should see information with the Job Description and > or if the

jobs are grouped by category:o Add it to the Admin > Website > Career Portal > Job Browsing/Description

Tab as a column to see the information with the job descriptiono To Group – go to the Job Browsing Tab; select one of the ‘Group’ layouts and

Save Changes. Click on the Edit and select the Job Category > Type as the Grouping feature.

User View: This field is located in the Requisition File > Main Page > Main Tab and with various Reports from Reports > Requisitions.

Applicant View: This field is displayed with the Jobs on the website as setup.


SALARY GRADES CODES

Field Description: This code table helps to populate Salary Grades when this is choice of how to Min > Max Salary information for a position and it populates the Salary Grade drop-down list. Additionally, this can work with the Min and Max Salary fields.- Admin > Page Builder > Requisition > Miscellaneous – enter the data label for the

field as the Users should see it (turn on the Max and Min Salary fields if necessary as well).

- If the Salary Grade field should be entered at the time the requisition is created, then add it to the Create Req Form process. If the Salary Grade option is turned on here and the Min > Max Salary fields are being used, the values will default into these fields once the Requisition File is created.

- If the Approvers need this information to approve the requisition, add it to the Correspondence > Standard Template > Requisition Approval Email.

- If anyone who prints out the requisition form should see this information, add it to the Print Req Form option.

- If User Groups should see salary information, Admin > Security > Group > Requisition Tab > Salary field – view > update.

- Lastly, If Applicants should see information with the Job Description and > or if the jobs are grouped by category:

o Add it to the Admin > Website > Career Portal > Job Browsing/Description Tab as a column to see the information with the job description


Applicant View: This field is displayed with the Jobs on the Website as set up by the Administrator.

SKILLS CODES

Skill Categories > Field Description: This code table is used to categorize skill codes and needs to be created before skill codes. (Example: A skills category of Language can contain Spanish, Italian, Japanese, etc. as the skills).

User View: Currently this is not a field displayed to the User unless the organization is utilizing a reporting tool off of Cyber Recruiter like Crystal Reports.

Applicant View: This is not a field displayed to the Applicant.

Skill Codes > Field Description: This code table is contains skills a company wants to track and the skills are assigned to a skills category. It populates the Skills drop-down list. To activate this field:- If User Groups should see skills, Admin > Security > Group > Applicant Tab > Skills

field – add-only > view > update.- Lastly, If Applicants should enter their skills on the application, Admin > Website >

Career Portal > Online Application Tab > Skills Page as a page of the application.

Abra NOTE: If transferring to Abra, these codes need to match what is in Abra.

User View: Sees this field in the Applicant File > Experience Page > Skills Tab and Requisition File > Req Requirement Tab for searching as well as the Applicants > Search Applicant > Database Search > SkillsApplicant View: The skills are made available to with the Online Application > Skills Page when selected to capture information this information.


STATE CODES

Field Description: This code table contains all the available state codes and populates any field requiring a state code throughout Cyber Recruiter.

User View: This field is located in the Applicant’s File > Demographics Page. (If the organization uses Job Boards or Pre-Defined Links – this table pulls into them as well)

Applicant View: This field is displayed with the Online Application > Contact Info Page when selected as a field to capture information.

US WORK STATUS CODES

This is a custom field. (NOTE: See Appendix C for more information about this field.)

ADMIN > JOB BOARDS

The Job Boards menu item of Admin contains a list of optional Job Boards to which Cyber Recruiter can interface (Career Builder, DICE, eQuest, HotJobs, & Monster). This means that the User/Administrator can upload/send a file (written per the specification of the Job Board) of the jobs to post on if an existing relationship has been established. Thus, it does not cost anything additional to turn on these interfaces on in Cyber Recruiter, rather some configuration setup and understanding of how to post jobs via these interfaces. Review the Job Board Guide in Help > User Manuals to get complete instructions on configuration setup and daily functionality.


ADMIN > LINKS

CUSTOM LINKS

The Custom Links menu item of Admin > Links allows the ability to embed shortcut links (to other pages in Cyber Recruiter), websites, and/or documents as necessary. For example, perhaps it would be helpful to Users to have shortcuts on the Home Page to have quick access to activities they perform often, like creating a new requisition.

LINK GROUP NAME

Field Description: This field is used to create an entirely new group off the Main Menu Bar. Type the name in the space below and click Save Changes. Once the changes are saved, this option will be available for use when adding > editing custom links as a location to put the newly created links in. (NOTE: To make this new group apply, Users will need to logout and then log back in to see it.)

User View: Sees the group when there are available links in the Group for the User AND they are selected in the Admin > Security > User Profile > Custom Link Tab.


Suggested & Commonly Used Custom Links:

1. Request Requisition CreateReq.aspx Shortcut to create a requisition 2. Add Applicant AddAppMan1.aspx Shortcut to add an Applicant – From Clipboard2. Import Resume ImportAppfromFile.aspx Shortcut to add an Applicant – From File3. Advanced Search CyberSearch.aspx Shortcut to Cyber Search


3. Search Resumes ResumeTextSearch.aspx Shortcut to Resume Text Search4. Process New Hire FindApplicant.aspx?findreason=NHP Shortcut to start New Hire ProcessQuestions Report ScoreReport.aspx?applnum=[Applnum] Shortcut to the Score ReportUser Statistics UserSummary.aspx Shortcut to a View of User StatisticsYour To Do List UserToDo.aspx Shortcut to all ‘To-Do Items’

LINK NAMEField Description: This field displays the Link Name wherever the link is located.

User View: Sees all Links that he/she is given access to see.


LOCATION

Field Description: This field indicates the location of where the custom link will display in the Cyber Recruiter. There are several locations including the one created through the Link Group Name field.



LINK PAGE

Field Description: This field contains the actual URL that is needed to make this link work. (Note: If the link is being set up for a website off of Cyber Recruiter, say for a job board like Monster. The link needs to be in full format - http: > > www.monster.com.



OPEN IN NEW WINDOW

Field Description: This Yes/No setting determines whether the link will open in a new Internet Explorer window or open in the existing window (replacing Cyber Recruiter). Rule of thumb, if the link is outside of the Cyber Recruiter system; set field to equal YES.

User View: Sees all Links that he > she is given access to see.


CHOOSE THE USERS WHO SHOULD HAVE

Field Description: This drop-down list indicated the Users should have this link listed in their Admin > Security > User > User Profile > Custom Links Tab. If the name is highlighted, it will put the link in the Custom Link Tab as an available option.

User View: Sees all Links that he > she is given access to see.



PRE-DEFINED

The Pre-Defined menu item of Admin > Links contains a list of optional systems and services that Cyber Recruiter can interface. Currently this section includes interface/integration availability to:

HR Management Solutions Interfaces/Integrations: (Full details available in the HR/Payroll Guide located in Help > User Manuals):

- Abra- ADP Payroll- Deltek CostPoint 5.0 or 6.0- Deltek GCS Premiere- Deltek Vision- Gallup- Great Plains- HR Office- HR-XML

3rd Party Integrations:(Background Checking Guide located in Help > User Manuals):

- EBI Background Screening - Kroll Background Checking

(Job Board Guide located in Help > User Manuals):- TalentFilter – Configuration & Setup included in the Job Board Guide

Appendix D- Applicant Advanced Import (Appendix D)- TalentHook (No configuration setup in Admin required – Appendix D)


ADMIN > LOGS

EMAIL LOG

The Email Log menu item of Admin > Logs records and displays an abbreviated version of every email generated by Cyber Recruiter. Click on the Detail link to see the email in full. The drop-down list titled – Email Log is a shortcut to other logs as needed. The Purge Email Log button deletes all emails by a specified date range.

PURGE EMAIL LOG

Field Description: This button allows the User to purge emails from a specified date range. Enter the desired date and it will purge emails from that date and back.

User View: This field is not displayed to the User.


Troubleshooting TipThe Email Log is a good a place to troubleshoot emailing issues. If Users do not feel that email is being sent from Cyber Recruiter, the Administrator can check this log to see if an email did go out. If it did, most likely the intended receiver has a spam blocker set too high. If the email is not listed, here the Administrator can check the SMTP server to see if email is working.


ERROR LOG

The Error Log menu item of Admin > Logs records and displays an abbreviated version of several errors generated by Cyber Recruiter. The Purge button deletes all error logs on or before a specified date. The Email button sends an email to the Visibility Software Technical Support team with the 20 most recent errors listed. The drop-down list titled – Error Log is a shortcut to other logs as needed.

PURGE

Field Description: This button allows the User to purge errors from a specified date range.



EMAIL

Field Description: This button allows the User to email the list of errors to the Tech Support team at Visibility Software. However, it will email the whole list of errors. So, if there is a particular error the Tech team should review, be sure to delete out any previous errors.



SEARCH LOG (OFCCP REQUIREMENT)

The Search Log menu item of Admin > Logs records and displays the criteria for each search conducted. This log assists organizations in being Office of Federal Contract Compliance Programs (OFCCP) complaint. If enabled, the log tracks the search criteria and the results.


PURGE SEARCH LOGField Description: Purge all searches from a specified date range.



REPORT LINK (TOP)

Field Description: This link pulls all searches together into a printable report. It will show all the queries should there be an audit.



REPORT LINK(EACH SEARCH)

Field Description: Provide details of the search criteria as well as the results



ENABLED SEARCH LOGGING

Field Description: This field decides whether to make the non-closed requisitions available with the search. If field = YES, a drop-down list of the available requisitions and comment text box becomes available. If field = NO, the drop-down list and comment text box do not appear. NOTE: Great feature of OFCCP compliance.



REQUIRE A REQ FOR ALL SEARCHES

Field Description: When checked, Users are forced to select a requisition when conducting a search.



ALLOW NOTE SUBSTITUTE

Field: This checkbox determines if a box will be present to allow the User the option of entering a comment on reasons for conducting the search or selecting a requisition instead of picking a requisition.


User View: If selected, the User sees the text box option.Applicant View: This field is not displayed to the Applicant.

REQ STATUSES TO DISPLAY

Field: This list of requisition statuses determines the kind of available requisitions in the Req field for the Applicant Searches. By default the field is set to the BLANK line which means all requisitions are considered in the searches.

User View: User will not see this field but rather the available requisitions in Applicants > Search Applicants – any search.



ADMIN > PAGE BUILDER

The Page Builder section is split into three (3) sections: Applicant, Requisition, & Correspondence Templates. This section allows the Administrator to develop the pages for the Application File, the Requisition File, and Applicant/User Correspondence.

APPLICANT

The first section, Applicant contains: Applicant Popup, Applicant Questions, Inbox, Interview Evaluation Form, Miscellaneous, New Hire Process, Offer Approval Form, and Reference Questions.

APPLICANT > APPLICANT POPUP

The Applicant Popup menu item of Admin > Page Builder > Applicant determines what pieces of key Applicant information should display for the Recruiters and Hiring Managers when they hover over the Applicant’s name in the Applicant File.

DROP-DOWN LIST

Field Description: This shortcut allows for easy access to other Admin > Page Builder sections.



COLUMN 1-8

Field Description: These fields configure the Applicant Popup determining what columns and content to display.

User View: Sees this selected information when they hover over the Applicant Name in the Applicant File



DROP-DOWN OPTION

WHAT IS DOES…

Application Date Date applied / entered into Cyber RecruiterCurrent Status Overall Applicant StatusText Resume Link to open the Text ResumeFormatted Resume Link to open the Formatted ResumePosition Desired Lists the value for the Position Desired field (Applicant File > Application Page)Referral Source Lists the value for the Referral Source field (Applicant File > Application Page)Desired Salary Lists the value for the Desired Salary field (Applicant File > Application Page)Primary Phone Depending on the Primary Phone field setting, this column lists the value entered for the

home, work or cell phone number field (Applicant File > Demographics Page > Demographics Tab)

Primary Email Depending on the Primary Email field setting, this column lists the value entered for the home or work email address field (Applicant File > Demographics Page > Demographics Tab)

Home Address Lists the information on the Applicant File > Demographics Page > Demographics Tab > Street 1 Field

City, State Lists the values selected for both City & State Fields (Applicant File > Demographics Page > Demographics Tab)

Misc Field (1-20) Lists the value entered for each Applicant Miscellaneous Field selected as a column here (Applicant File > Misc Page)

Attached Req (Code) Link to the Requisition File > Main Page > General Tab. The link is displayed as the Requisition Code and lists all attached requisitions.

Attached Req (Desc) Link to the Requisition File > Main Page > General Tab. The link is displayed as the Requisition Title and lists all attached requisitions

Attached Req (Code: Desc)

Link to the Requisition File > Main Page > General Tab. The link is displayed as the Requisition Code: Requisition Title and lists all attached requisitions.

Attached Req (Code: Status)

Link to the Requisition File > Main Page > General Tab. The link is displayed as the Requisition Code: Applicant Status per Requisition and lists all attached requisitions.

Attached Req (Desc: Status)

Link to the Requisition File > Main Page > General Tab. The link is displayed as the Requisition Title: Applicant Status per Requisition and lists all attached requisitions.

Attached Req (Code: Assigned Date)

Link to the Requisition File > Main Page > General Tab. The link is displayed as the Requisition Code: Date Assigned to the Requisition and lists all attached requisitions.

Attached Req (Desc: Assigned Date)

Link to the Requisition File > Main Page > General Tab. The link is displayed as the Requisition Title: Date Assigned to the Requisition and lists all attached requisitions.

Last Assigned Date The last time the Applicant applied or was considered for a requisition. Applicant # Assigned Applicant number by Cyber Recruiter Applicant Questions Application Questions & Answers from Applicant File > Application Page


APPLICANT > APPLICATION QUESTIONS

The Application Questions menu item of Admin > Page Builder > Applicant allows for the Administrator to create groups of questions to obtain Applicant information. ‘Public’ questions are asked of every Applicant on the Contact Information Page of the online application. If the question is not ‘Public’, it can be used for internal purposes or turned on in the Self Service through Admin > Website > Career Portal > Self Service Tab > Application Questions. Questions and answers are located on Applicant File > Application Page. (NOTE: Questions flagged ‘Hidden’ do NOT appear to the Applicant or Users of the system, rather are stored for historical purposes).


TEXT BOX

Field Description: Enter the desired question here

User View: Sees it on the Applicant File > Application Page (if not Hidden)

Applicant View: Sees it with the Online Application > Contact Information Page (if Public)

ORDER

Field Description: Indicate the order the application question will appear on the application.

User View: Sees it on the Applicant File > Application Page (if not Hidden)

Applicant View: Sees it with Online Application > Contact Information Page (if Public)

GROUPField Description: This field indicates what group the questions should be included.

User View: Sees the group in the Applicant File > Application Page


ANSWER TYPE

Field Description: This field determines how the question’s answer should be displayed – short text box, long text box, a drop-down or no answer

User View: Sees the available Answer Types in the Applicant File > Application Page Applicant View: The available Answer Type will default for the Applicant to use on with the Online Application > Contact Information Page.

CHECKBOXES

Field Description: This field determines how the field should act.



Public Makes the question available to the Applicant online

RequiredForces the Applicant to fill out the field before proceeding on to the next page of the Application (Note: this checkbox should be used only in conjunction with the Public checkbox setting).

Hidden

This setting appears only after the question has been created and the User edits the question. This setting hides questions from the Online Application and the Applicant File > Application Page. (Note: With using this setting, make sure to uncheck the other two settings).

If the Answer Type is Drop-Down, click on the hyperlink Drop-Down to enter the drop-down answers. Then click the Add icon to input each answer.


DROP-DOWN VALUE

Field Description: Enter the desired answer here

User View: Answers default on the Applicant File > Application Page.

Applicant View: These answers will be available to the Applicant with the Online Application > Contact Information Page.

ACCEPTABLE?

Field Description: Use the Acceptable/Unacceptable field if this question should be used to filter applicants who apply online and to prevent the applicant from moving further in the process if the question is answered unacceptably. Addition setup is needed in the website section to apply this setting to the questions asked online.

User View: The user does not see this field, only the effect of the field


FILTER VALUE

Field Description: This field assigns a point value to this drop-down choice for this question. This functionality scores the Applicant’s answer.

User View: Sees the overall Applicant score for the Application Questions in the Applicant File > Application Page. This field show in the Requisition File > Applicants page as the first number in the score column (X / x / x)



(An example of the User’s View – Applicant File > Application Page > Application Questions Tab)


APPLICANT > INBOX

The Inbox menu item of Admin > Page Builder > Applicant determines what columns of Applicant information should display for the Recruiters and Hiring Managers when they view their Inboxes.

DROP-DOWN LIST




RECRUITER INBOX COLUMN 1-7

Field Description: These fields configure the Recruiter’s inbox determining what columns and content to display. This view is available to those whose security flag is set to Recruiter? =YES in Admin > Security > User Profile. (Note: if both the Recruiter and Hiring Manager fields = YES, then this view will default.)

User View: The Inbox shortcut link at the top of the page will default this view.


HIRING MANAGER COLUMN 1-7

Field Description: These fields configure Hiring Manager’s inbox determining what columns and content to display. This view is available to those whose security flag is set to Hiring Manager? =YES in the Admin > Security User Profile. (Note: if both the Recruiter or Hiring Manager fields = NO, then this view will default.)

User View: When this is the case, the Inbox shortcut link at the top of the page will default this view.



DROP-DOWN OPTION

WHAT IS DOES… CAN SORT

Application Date Date applied/entered into Cyber Recruiter YesOverall Status Overall Applicant Status YesResume Link to open the ResumeNotes Link to the Applicant File > Notes PageAdd Note Link to add a Note on the Applicant File > Notes PageRoutings Link to the Applicant File > Activity Page > Routings TabRouting Stats Link to the Applicant File > Activity Page > Routings Tab. This field displays two

numbers 2/1. The first number is the total of routings for the Applicant whereas the second number is the number of unanswered routings.

Correspondence Link to the Applicant File > Correspondences PageSend Email Link to the Applicant File > Correspondences Page > Launching the start of an

Email TemplateInterviews Link to the Applicant File > Activity Page > Interviews TabExperience Link to the Applicant File > Experience Page > Skill TabHistory Link to the Applicant File > Status/History PageApplication Link to the Applicant File > Application PageWeb Requisition Link to the Requisition File > Main Page > General Tab. This field only displays

one (1) requisition and it is the one the Applicant first applied to via the website.

Assigned Reqs Link to the Applicant File > Activity Page > Assigned Reqs TabOffers Link to the Applicant File > Activity Page > Offers TabReferences Link to the Applicant File > References PagePosition Desired Lists the value for the Position Desired field (Applicant File > Application Page) YesReferral Source Lists the value for the Referral Source field (Applicant File > Application Page) YesDesired Salary Lists the value for the Desired Salary field (Applicant File > Application Page) YesPrimary Phone Depending on the Primary Phone field setting, this column lists the value

entered for the home, work or cell phone number field (Applicant File > Demographics Page > Demographics Tab)

Yes

City, State Lists the values selected for both City & State Fields (Applicant File > Demographics Page > Demographics Tab)

Yes

Attachments Link to the Applicant File > Attachments PageSecurity Clearance Link to the Applicant File > Experience Page > Security Clearance TabMilitary History Link to the Applicant File > Experience Page > Military History TabMisc Field (1-20) Lists the value entered for each Applicant Miscellaneous Field selected as a

column here (Applicant File > Misc Page)Yes

Status Action Drop-down list of Applicant Statuses allowing Users to select the appropriate one for the Web Requisition. This only works with the first requisition the Applicant applied to via the website.

Request Offer Link to add an offer on the Applicant File > Activity Page > Offer Tab.Attached Req (Code)

Link to the Requisition File > Main Page > General Tab. The link is displayed as the Requisition Code and lists all attached requisitions.


Attached Req (Desc)

Link to the Requisition File > Main Page > General Tab. The link is displayed as the Requisition Title and lists all attached requisitions

Attached Req (Code: Desc)

Link to the Requisition File > Main Page > General Tab. The link is displayed as the Requisition Code: Requisition Title and lists all attached requisitions.

Attached Req (Code: Status)

Link to the Requisition File > Main Page > General Tab. The link is displayed as the Requisition Code: Applicant Status per Requisition and lists all attached requisitions.

Attached Req (Desc: Status)

Link to the Requisition File > Main Page > General Tab. The link is displayed as the Requisition Title: Applicant Status per Requisition and lists all attached requisitions.

Attached Req (Code: Assigned Date)

Link to the Requisition File > Main Page > General Tab. The link is displayed as the Requisition Code: Date Assigned to the Requisition and lists all attached requisitions.

Attached Req (Desc: Assigned Date)

Link to the Requisition File > Main Page > General Tab. The link is displayed as the Requisition Title: Date Assigned to the Requisition and lists all attached requisitions.

Last Assigned Date The last time the Applicant applied or was considered for a requisition. YesApplicant # Assigned Applicant number by Cyber Recruiter YesUser Ranking Drop-down list of Rankings as setup in Admin > Codes > Applicant Ranking

Codes. Review Appendix C for more information on what Applicant Ranking does.

Yes

Ethnic Origin Lists the value for the Ethnic Origin field (Applicant File > Demographics Page > EEO Tab)

Yes

The bottom half of this page works with the option ‘Status Action’. This option allows those who have the security to change the Applicant’s Overall Status if/when necessary.


STATUS ACTION OPTIONS

SHOULD THE APPLICANT BE

DELETED …

Field Description: This field works with the option ‘Status Action’ column when selected. This function determines whether the Applicant should be removed from the User’s inbox after a ‘Status Action’ is selected and submitted.

User View: The shortcut link always displayed at the top – Inbox


IF THE APPLICANT HAS A WEB …

RECRUITER

Field Description: This field works with the option ‘Status Action’ column when selected. This function determines whether the Recruiter of the Web Requisition should be notified when a ‘Status Action’ is taken on an Applicant.



IF THE APPLICANT HAS A WEB … SUPERVISOR

Field Description: This field works with the option ‘Status Action’ column when selected. This function determines whether the Supervisor of the web requisition should be notified when a ‘Status Action’ is taken on an Applicant.

User View: The shortcut link always displayed at the top – InboxApplicant View: This field is not displayed to the Applicant.

WHEN A USER CHANGES …

Field Description: This field works with the option ‘Status Action’ column when selected. This function determines whether the web requisition status should be updated when a ‘Status Action’ is selected and submitted.



WHEN A USER CHANGES …

OVERALL

Field Description: This field works with the option ‘Status Action’ column when selected. This function determines whether the Overall Applicant status should be updated when a ‘Status Action’ is selected and submitted.

User View: The shortcut link always displayed at the top – InboxApplicant View: This field is not displayed to the Applicant.

(An example of the Inbox from the User’s View)


APPLICANT > INTERVIEW EVALUATION FORM

The Interview Evaluation Form menu item of Admin > Page Builder > Applicant allows HR the ability to gain feedback from the Interviewer about the Applicant through the use of evaluation questions. (Questions flagged ‘Hidden’ will NOT appear and are stored for historical purposes).

This page allows the Administrator to see all the questions that are on the interview evaluation form. The text box at the bottom of the page also allows for instructions and messages to assist the Interviewers in filling out the form. Use the Fields drop-down list to provide requisition merge fields to the text box at the bottom of the page as needed.


IMPORTANT NOTE: If this form is utilized, it is necessary to make at least one question required. Whether the form is complete or incomplete is determined by if all required questions are answered. If none of the questions are required, the form will automatically default to ‘Eval Complete’ status.

TEXT BOX


User View: the User can see it in the Applicant File > Activity Page > Invite Tab > Edit Button per Interviewer Applicant View: This field is not displayed to the Applicant.

ORDER

Field Description: Indicate the order the reference question will appear.

User View: The User will see the questions in order on the Applicant File > Activity Page > Invite Tab > Edit Button


ANSWER TYPE

Field Description: This field determines how the question’s answer should be displayed – short text box, long text box, or a drop-down.

User View: The User will see the available Answer Types in the Applicant File > Activity Page > Invite Tab > Edit Button Applicant View: This field is not displayed to the Applicant.

“REQUIRED”

Field Description: The interview evaluation has a to-do item on the Home Page which will appear after the interview date and time has passed. By marking the question as “required” the task item will remain on the user’s list until this (and all questions marked accordingly) are answered.

User View: The user does not see this field.

Applicant View: The applicant does not see this field.

“HIDDEN”

Field Description: When editing established questions, the checkbox ‘Hidden’ will appear in this area to be able to hide a question that no longer applies.

User View: When ‘Hidden’ is selected, the User will not see the question on the Applicant File > Activity Page > Invite Tab > Edit Button Applicant View: This field is not displayed to the Applicant.


If the Answer Type is Drop-Down, click on the hyperlink Drop-Down to enter the drop-down answers. Then click the Add icon to input each answer.


DROP-DOWN VALUE


User View: The selected answer by the Interviewer will default on the Applicant File > Activity Page > Invite Tab > Edit Button per Interviewer.


ACCEPTABLE?Field Description: This is an expired field and does not have any functionality.



FILTER VALUE


User View: Users can view the overall Applicant score for the Interview Evaluation Questions in the Requisition File > Applicants Page as the third number under the score column (x / x / X) and the score for each interviewer on the Applicant File > Activity Page > Invite Tab


(An example of the User’s View – Applicant File > Activity Page > Interview Tab > Add / Edit > Interview Detail Tab)

(An example of the User’s View – Applicant File > Activity Page > Interview Tab > Add / Edit > Evaluation Tab)


APPLICANT > MISCELLANEOUS

The Miscellaneous menu item of Admin > Page Builder > Applicant determines how unique Applicant record fields will look on the Applicant File > Application Page and Misc Page.

DROP-DOWN LIST




BOLD TEXT FIELDS Field Description: Turn a field on by typing the field name as it should be displayed in the open text box. Turn a field off by having the open text box left blank. Turning a field on means that it becomes available in the Applicant File. If the field is something that needs to be captured by the Applicant during the Online Application process, be sure to turn it on in the Admin > Website > Career Portal > Online Application Tab > Contact Info Page > Edit as well.

The functionality of each field is hard coded and depends on the field itself. The only fields that need to be considered in this section are: Referral Source, Position Desired and Salary Expectations. The other fields are supported in custom applications but are no longer used going forward.

User View: Sees these fields in Applicant File > Application Page as made available.

Applicant View: When these fields are activated they appear in the Online Application > Contact Information Page.

Fields Answer TypesReferral Source Drop-Down List - Populated from the Admin > Codes Table

– Referral Source


Position DesiredDrop-Down List - Populated from the Admin > Codes Table – Position Desired

Salary ExpectationsAlways Open Text Field – Admin > Group > Security – turns this off for specific User Groups

MISC MENU TITLE

Field Description: Should additional fields need to be used to capture Applicant Information, this field allows for that Page to be titled as needed.

User View: The title will be the Page name will be listed in the Left-Hand Menu Bar in the Applicant File (Examples: Add’l App Info or App Details). If no title is placed here in this field, the default will be Misc Page


20 MISCELLANEOUS FIELDS

Field Description: Provides the opportunity to create additional Applicant fields when necessary. Select the checkbox next to the field if a drop-down list is needed. To populate the drop-down list go to Admin > Codes > Misc > Applicant. The Administrator determines the operation of these fields.

User View: These fields default into the Applicant File > Misc Page when text is entered.

Applicant View: If the Admin > Website > Career Portal > Self Service Tab > Miscellaneous Page is turned on for Applicants, they will see selected fields in there.

(An example of the User’s View – Applicant File > Application Page)


APPLICANT > NEW HIRE PROCESS

The New Hire Process menu item of Admin > Page Builder > Applicant defines an automated process of hiring an Applicant into Cyber Recruiter.

This page allows the Administrator to decide whether a New Hire Process is needed or not. Set the Enabled field to YES to turn this process on and select all Users who should have access by highlighting their names (NOTE: Hold the CTRL key to select more than one User). Select all steps of the process by checking the checkbox located at the beginning of each step

STEP ACTIONFind Applicant Required Step – Allows Users to find the right ApplicantChoose Requisition Required Step – Allows Users to find the right RequisitionReview Req/Status Allows Users to review all other Applicants assigned to the position. Allows Users to

change the status for the requisition, remove the Applicants from the inbox and send an email that the Position is Filled.

Review Demographics Allows Users to review the Contact Information, EEO and Resume Send Internal Emails Sends an Email to the those internal who need to help setup the New Employee

(Examples: IT Department, Training Manager, etc)Send Employee Emails Sends an Email to the organization in an effort to welcome the New EmployeeSend ‘New Employee’ Email Send an email to the New Employee welcoming them to the organization Transfer to HR Product Launches the HR/Payroll system selectedEmail to Unhired Applicants Sends an email to all other Applicants considered for the position that the position is

filledEmail to Internal Recipients Sends an email to those employees who will need to help setup the New HireEmail to Current Employees Sends an email to the organization letting them know a little bit about the New HireEmail to New Hire Sends an email to the New Hire welcoming him/her to the organization


APPLICANT > OFFER APPROVAL FORM

The Offer Approval Form menu item of Admin > Page Builder > Applicant defines the questions to ask the User who starts the offer approval process (Questions flagged ‘Hidden’ do NOT appear on the Offer Approval Page, rather are stored for historical purposes).


TEXT BOX


User View: Sees it in the Applicant File > Activity Page > Offer Approvals Tab > Add or Edit Button per Interviewer


ORDER

Field Description: Indicate the order the reference question will appear.

User View: Sees the questions in order on the Applicant File > Activity Page > Offer Approvals Tab > Add or Edit Button Applicant View: This field is not displayed to the Applicant.

GROUP

Field Description: This field allows the Administrator to assign questions to a group of related questions (Note: In order to use the group feature, the groups need to be developed ahead of time.)

User View: Sees the available Answer Types in the Applicant File > Activity Page > Offer Approvals Tab > Add or Edit Button


ANSWER TYPE


User View: Sees the available Answer Types in the Applicant File > Activity Page > Offer Approvals Tab > Add or Edit Button Applicant View: This field is not displayed to the Applicant.

CHECKBOX

Field Description: When editing established questions, the checkbox ‘Hidden’ will appear in this area to be able to hide a question that no longer applies.User View: When ‘Hidden’ is selected, the User will not see the question on the Applicant File > Activity Page > Offer Approvals Tab > Add or Edit Button Applicant View: This field is not displayed to the Applicant.

Required Forces the User to fill out the question

HiddenThis setting appears only after the question has been created and the User edits the question. This setting hides questions from the Applicant File > Activity Page > Offer Approvals Tab > Add or Edit Button.


INSTRUCTIONS

Field Description: This field allows the Administrator provide directions on how to fill out the offer approval form/process

User View: Sees the instructions on the Applicant File > Activity Page > Offer Approvals Tab > Add or Edit Button.Applicant View: This field is not displayed to the Applicant.

CAPTION > USERS

Field Description: This field determines data label for each approval level and what group of User name should default in at each level.

User View: Sees the available Users in the Applicant File > Activity Page > Offer Approvals Tab > Add or Edit Button.


(An example of the User’s view – Applicant File > Activity Page > Offers Tab > Add > Request Details Tab)


(An example of the User’s view – Applicant File > Activity Page > Offers Tab > Add > Approvers Tab)


APPLICANT > REFERENCE QUESTIONS

The Reference Questions menu item of Admin > Page Builder > Applicant defines the questions to ask references of potential candidates.

TEXT BOXField Description: Enter the desired question here

User View: Sees it in the Applicant File > References Page Applicant View: This field is not displayed to the Applicant.

ORDERField Description: Indicate the order the reference question will appear.

User View: Sees the questions in order on the Applicant File > References Page


GROUPField Description: This field indicates what group the questions should be included.

User View: Sees the groups displayed on the Applicant File > References Page Applicant View: This field is not displayed to the Applicant.

ANSWER TYPE


User View: Sees the group in the Applicant File > Application Page



(An example of the User’s View – Applicant File > References Page)


REQUISITION

The Page Builder section is split into three (3) sections: Applicant, Requisition, & Correspondence Templates. The second section, Requisition contains: Create Req Form, Miscellaneous, Print Req Form, Requisition List, Requisition Popup, and Requisition Questions.

REQUISITION > CREATE REQ FORM

The Create Req Form menu item of Admin > Page Builder allows the Administrator to configure a requisition form suitable to the organization’s needs. IMPORTANT NOTE: if changes are made here, be sure to check the Page Builder > Requisition > Miscellaneous and Print Req areas to see if the changes are necessary there as well).

WIZARD PAGE 1 TAB

Field Description: This shortcut for easy access to other Admin > Page Builder sections.


User View: Sees the option on the first page of the ‘Create Requisition’ process when it is available.


COPY AN EXISTING

Field Description: This checkbox allows Users to copy an existing requisition for the purposes of creating this new requisition. Check the box and give this option a name in the Caption field next to it. If the Caption field is left blank, the Copy Existing data label is used.

User View: Sees the option on the first page of the ‘Create Requisition’ process when it is available.


The Copy Existing option has an Edit link. The options available with this feature are:

COPY ATTACHMENTS

Field Description: This checkbox when selected copies over all attachments to the new requisition opportunity when this option is selected.

User View: This field is not displayed to the User


COPY SKILLS/EDUCATION

REQUIREMENTS

Field Description: This checkbox when selected copies over all skills/education requirements to the new requisition opportunity.



COPY NOTES

Field Description: This checkbox allows all listed notes to be copied over to a new requisition opportunity when this option is selected.



REQUISITION QUESTIONS

Field Description: There are three (3) options to choose from for this setting and only one can be selected.

1. Copy Req Questions – Copies over all questions associated with the requisition2. Use Standard Req Questions – Copies over only the default requisitions

questions. The ones set to automatically add with all new requisitions


3. No Default Req Questions – No questions are copied over, even the ones that are set to automatically copy over.



(‘Create Requisition’ Process – First Page from User’s View)

WIZARD LAYOUT TAB

This page allows the Administrator to decide what pages should be included in the requisition form. The Main Page is required but the rest of the pages are optional. To include the pages in the wizard, check the box in front of each one. Click the Save Changes button to accept them. After selecting the desired pages, click the edit link to configure the page as needed.

ORGANIZATION PAGE


The Organization Page allows the Administrator to present a page to the User so the User can identify the structure of the job before continuing on to the rest of the request form.

IMPORTANT NOTE: This page MUST be used if Organizational Dependencies were established in the System Setup page and fields referencing organizational levels MUST be removed from the Wizard Layout > Main Page (Required) of the Requisition Form.

TITLEField Description: Titles the Organizational page in the ‘Create Requisition’ process

User View: Sees this title on the Organizational page of the ‘Create Requisition’ process


INSTRUCTIONSField Description: Allows the Administrator to provide directions/message for the form

User View: Sees the instructions under the Title on the page


CHECKBOXES

Field Description: Check marking the options next to the organizational titles will make that field required on the page.

User View: Sees an asterisk next to any fields marked as required



(Example of the ‘Create Requisition’ Process – Second Page from User’s View)


MAIN PAGE

The Main Page allows the Administrator to determine how requisition information will be captured on the requisition form which will be passed to the Main Page or the Notes page of the Requisition. To move a row of fields up or down on this page use the arrow buttons at the end of each row. Click the up/down arrow as many times as it takes to get the row to the desired location on the page. Click the Save Changes button when satisfied. Click the Click here to return to the main ‘Create Req Form’ page link to return to Main Wizard Layout Tab.

TITLEField Description: Titles the Main page in the ‘Create Requisition’ process

User View: Sees this title on the Main page of the ‘Create Requisition’ process


INSTRUCTIONS

Field Description: Allows Administrator to provide directions/message for the form

User View: Sees the instructions under the Title on the page of the ‘Create Requisition’ process.


ADD ROW

Field Description: Allows Administrator to put fields on the page

User View: Sees fields that are set to Visible=YES on the second page of the ‘Create Requisition’ process.


ADD LONG QUESTION

Field Description: Allows Administrator to add long questions to this page. Long Questions still utilize the list of fields, it just allow more space for the caption of the field.




ADD NOTE

Field Description: Allows Administrator to add a note box to this page. The note box defaults in the information into the Requisition File > Notes Page. (Note: This option works in conjunction with Admin > Codes > Note Types > Requisition code table. Thus that table needs to be populated prior to using this feature).

User View: Sees note boxes that are set to Enabled or disabled=Enabled on the second page of the ‘Create Requisition’ process.


ADD LINE

Field Description: Allows Administrator to add lines to this page as a formatting feature.

User View: Sees the lines where they should be displayed on the second page of the ‘Create Requisition’ Process.


To add a row of fields to the Main Page of the wizard, click the Add Row link. Once the new row is added, click on the [empty] ( ) link to develop properties of the field.

This is one example of how to create the properties of a field on the Main Page. If the field is not needed, disable the field. Click the [empty] () link.

Change the three fields: Visible = No; Enabled or disabled = Disabled; and Required = No. These settings will disable the field on this page of the wizard. Click the Save Changes button to complete the action.


VISIBLE

Field Description: This Yes/No setting determines whether this field should be visible on the requisition form. Selecting Yes means it will be seen. Why would there be a field not visible on the requisition form? The Admin can set up fields to default specific values in a requisition file. If certain fields always hold the same information, entering the values here for those fields will cut down on inputting the values later.

User View: Sees any field that set to Visible=YES on the second page of the ‘Create Requisition’ process


ENABLED OR DISABLE

Field Description: Determines whether a field should be enabled or disabled on this page of the requisition form. Selecting Enabled, mean it will updateable and Disabled, means the field will be grayed out on the requisition form.

User View: Sees the updateable fields and/or grayed out fields as determined by the Administrator on the second page of the ‘Create Requisition’ process.


CAPTION

Field Description: This field allows the Administrator to define the title of this field.

User View: Sees caption as the field title on the second page of the ‘Create Requisition’ process


FIELD

Field Description: This drop-down list provides all available fields for requisition form.



REQUIRED

Field Description: This Yes/No setting determines whether this field should be required. Selecting Yes means that it needs to be answered before continuing to the next page

User View: Sees required fields with asterisks (*) on the second page of the ‘Create Requisition’ process.


DEFAULT

Field Description: Allows Administrator to set a default answer to the field. If a code table is selected as the Field, then the drop-down options become available here.

User View: Sees defaulted answers to fields that are set up this way and Visible=YES on the second page of the ‘Create Requisition’ Process.



(Example of the ‘Create Requisition’ Process – Third Page from User’s View)

JOB DESCRIPTION PAGE

To edit the details of the Job Description Page, click the edit link next to Job Description.

The Job Description Page allows the Administrator to determine how requisition information will be captured on the requisition form. The four Fields listed in the table above correspond with the tabs located on the Requisition File > Job Description Page. Thus, the Administrator applies these tabs to the requisition as needed. The Field name is the Tab name in the requisition file but the Caption is what Users will see when creating a requisition.


TITLE

Field Description: Titles this page in the ‘Create Requisition’ process

User View: the User can see this title on this page of the ‘Create Requisition’ process when this page is used


INSTRUCTIONS




ADD NOTE

Field Description: This link allows the Administrator to add a note box to this page. The note box defaults in the information into the Requisition File > Notes Page. (Note: This option works in conjunction with Admin > Codes > Note Types > Requisition code table. Thus that table needs to be populated prior to using this feature).

User View: Sees note boxes that are set to Enabled or disabled=Enabled on this page of the ‘Create Requisition’ process when this page is used


Edit each to make them apply in the requisition form as needed. Click on the edit icon at the beginning of the desired line.

VISIBLE?

Field Description: This Yes/No setting determines whether the field is visible on the requisition form. Selecting Yes means it is seen. Select No when it is necessary to have default values in a requisition file that don't need to be seen at this stage. If certain fields always hold the same information, entering the values here for those fields will cut down on inputting the values later.

User View: The User will see any field that is set to Visible=YES on the third page of the ‘Create Requisition’ process


ENABLED?


User View: Sees the updateable fields and/or grayed out fields as determined by the Administrator on this page of the ‘Create Requisition’ process when this page is used.



REQUIRED?

Field Description: This Yes/No setting determines whether this field should be required on this page. Selecting Yes means that it needs to be filled out before continuing to the next page.

User View: Forced to enter information in a required box on this page of the ‘Create Requisition’ process when this page is used.


ORDER

Field Description: Determines what order this field should show up on the page

User View: Sees the long open text boxes that are Enabled=Yes on this page of the ‘Create Requisition’ process when this page is used


INSTRUCTIONS




Click the Add Note link to add a note to this page. Once the note is added, click the Edit Icon at the beginning of the note line to create the note properties.


ENABLED OR DISABLE


User View: Sees the updateable fields and/or grayed out fields as determined by the Administrator on this page of the ‘Create Requisition’ process when this page is used.


CAPTION

Field Description: Allows Administrator to give a label to fields a label as they should be read.

User View: Sees enabled fields on this page of the ‘Create Requisition’ process when this page is used.


NOTE TYPE

Field Description: This field allows Users to select a Note Type from the Admin > Codes > Note Types > Requisition. (Note: Anything entered here will default into the Requisition File > Notes Page under this Note Type).

User View: Sees enabled note boxes on this page of the ‘Create Requisition’ process when this page is used


REQUIRED

Field Description: This Yes/No setting determines whether this field should be required on this page. Selecting Yes means that it needs to be answered before continuing to the next page.

User View: Sees required fields on this page of the ‘Create Requisition’ process when this page is used.


DEFAULT

Field Description: Gives Administrator ability to default choices or prompts to consider.

User View: Sees defaulted answers to Enabled fields that are set up this way on this page of the ‘Create Requisition’ Process when this page is used.



Click the Save Changes button when satisfied. Click the Click here to return to the main ‘Create Req Form’ page link to return to the Main Wizard Layout Tab.

(Example of the Job Description Page from the User’s View)

REQUISITION QUESTION PAGE

To edit the details of the Req Questions Page, click the edit link.

The Req Questions allows the Administrator post a page for the requestor to add any questions from the Req Questions pool to be asked when an applicant applies for this position. Questions must be set in under Admin > Page Builder > Requisition > Req Questions before using them on this page.


TITLE

Field Description: Titles this possible page in the ‘Create Requisition’ process

User View: Sees this title on this page of the ‘Create Requisition’ process when this page is used.


INSTRUCTIONS




Click the Save Changes button when satisfied. Click the Click here to return to the main ‘Create Req Form’ page link to return to the Main Wizard Layout Tab page.

(Example – Requisition Questions Page from the User’s View)


ATTACHMENTS PAGE

To edit the details of the Attachments Page, click the edit link.

The Attachments Page allows Users to attach other electronic documents during the creation process which are relevant to this position.

TITLE




INSTRUCTIONS


User View: Sees the instructions under the Title on this page of the ‘Create Requisition’ process when this page is used


Click the Save Changes button when satisfied. Click the Click here to return to the main ‘Create Req Form’ page link to return to the Main Wizard Layout Tab page.


(Example – Attachments Page from the User’s View)


APPROVALS PAGE

To edit the details of the Approvals Page, click the edit link.

The Approvals Page allows Users to select the number of Approval levels needed to approve all requisition types. To add an Approver, click the Add button. Once the Approver is added, click the Edit Icon at the beginning of the Approver line.

TITLE




EMAIL TYPE

Field Description: Provides three (3) different options for emailing the Approvers: - Automatically email first approver – this setting will email the first approver

when the requisition form is completed; - do NOT email anybody – this setting will not send an email automatically to the

approvers when the requisition form is completed, manual direction is needed with this option;

- Give user choice of email the first approver – this setting will ask the User at end of the requisition form if he > she wants to email the first Approver

User View: Sees these options rather use the method of approval method decided here.


INSTRUCTIONS


User View: Sees the instructions under the Title on this page of the ‘Create Requisition’ process when this page is used



APPROVER ENABLED OR DISABLED?

Field Description: Determines whether this Approver should be enabled or disabled on this page of the requisition form. Selecting Enabled, mean it will updateable and Disabled, means the field will be grayed out on the requisition form.



CAPTIONField Description: Allows Administrator to define the title of this field.

User View: Sees the label for each level.


DEFAULT #

Field Description: Allows Administrator to order the approval level

User View: Sees the order of the Approvers on this page of the ‘Create Requisition’ process when this page is used.


CAN CHANGE THE NUMBER?

Field Description: Determines whether the Approver order can change. YES means it is updateable and NO means the field is grayed out on the requisition form.

User View: Sees the order number in an updateable or grayed out manner on this page of the ‘Create Requisition’ process when this page is used.


DEFAULT APPROVERField Description: Allows a User’s name to default into the Approver field.

User View: The User will be prompted with User Names if ones are selected.


DROP-DOWN CHOICE

Field Description: This drop-down list decides which group of Users to populate the field - All Users will default all Users in the system. - Hiring Managers or Recruiters will default those who are flagged as - Hiring Manager or Recruiter in the Admin > Security > User settings.

Lastly, Users in certain security groups will work with the below field defaulting Users who are assigned to the security groups selected.

User View: Sees the appropriate list of Approvers for each level.



SHOW USERS FROM WHICH GROUP? (IF

APPLICABLE)

Field Description: Works in conjunction with the previous field option – Users in certain security group. Allows Users to determine which security group(s) to pull for this Approver field.User View: Sees the appropriate list of Approvers for each level.Applicant View: This field is not displayed to the Applicant.

Click the Save Changes when satisfied. Click the Click here to return to the main ‘Create Req Form’ page link to return to the Main Wizard Layout Tab page.

(Example - Approvals Page from the User’s View)


CONFIRMATION PAGE

To edit the Confirmation Page, click the edit link.

The Confirmation Page allows Administrator to write a concluding message and to add the ability to print the requisition at the end of the process by checking the Allow option to print requisition. Click the Save Changes button when satisfied.


REQ CODE GENERATION TAB

AUTOMATICALLY GENERATE

REQUISITION CODES?

Field Description: Determines whether Cyber Recruiter should automatically generate requisition code for each new requisition created:

- No: allow Users to manually enter the requisition code- Yes, but only for recruiters or Yes, but only for hiring managers:

automatically generates a code based on coding scheme field below when a User is flagged as the option selected in the Admin > Security > User setting.

- Yes, for everybody (Recommended): automatically generates a code based on the coding scheme field for all Users.



LAST NUMBER USED

Field Description: Works in conjunction with the {Next#} variable. Adds the next number in sequence when used in the coding scheme.



LAST GROUP NUMBER USED

Field Description: Works in conjunction with the {NextGroup#} variable. Adds the next number in sequence of a group when used in the coding scheme.



CODING SCHEME

Field Description: Determines how the requisition code will calculate. It works in conjunction with the drop-down list of variables. It also has the ability to contain all characters, except spaces. Entering any variable into the coding scheme, replaces existing data.

User View: Sees the coding scheme once the requisition is created in the Requisition File based on how it is set up here on this page.


TRUNCATE REQTYPE & ORGANIZATION

Field Description: Sets the maximum length to both {ReqType} and all 5 {Org Level} variables. Best to use this feature when these two variable codes are lengthy.

User View: This field is not displayed to the Applicant.


LEVELS TO…Applicant View: This field is not displayed to the Applicant.

PAD NUMBER WITH ZEROS TO A TOTAL

LENGTH OF …

Field Description: Sets the maximum length of numbers for both {Next#} or {NextGroup#} variables. Example: If this field is set to 3 then the range of numbers is 001 – 999 for both of these variables.



FURTHER UNDERSTANDING VARIABLES

The listed variables assist the Administrator in creating organizational requisition codes. Some of the variables are straightforward capturing historical data (year, month and > or day) while some variables are informational (User initials or User identification). The more complex variables are available to help organize highly structured or complex systems.

{ReqType} variable pulls off of the Admin > Code > Req Type Codes and makes these codes available when entering a new requisition

{Next#} variable indicates the next available number as indicated by the Last Number Used field when creating a new requisition.

{NextGroup#} variable indicates the next available number as indicated by the Last Group Number Used link when creating a new requisition. It only works if there is a group variable that precedes this variable in which to group.

{OrgLevel} variables indicate the organizational level as predetermined in Admin > System Setup > Org Titles Tab when creating a new requisition. It pulls off the code NOT the description.

Example: If the code scheme equals a 4-digit year: Org Level 1 - Next Group Number. If the User creates a requisition for the Marketing Department the code produced is 2009: MAR-1. Marketing is shortened to MAR because the truncating feature is set to 3. If the User creates another requisition and this time it is for the Human Resources Department, the code produced is 2009: HUM-1. The numbering started over because the {NextGroup#} counts for each group whereas the {Next#} would count sequentially 2009: MAR-1 and 2009: HUM-2.


POSTING RULES TAB

The Posting Rules Tab allows the Administrator to determine what status posts positions to the Website & Self Service as well as when the Posting should be removed. If all the Date fields are left blank, this will make all the postings available in all places until the status of the requisition is changed manually to something other than what is listed in the Status field here.

NOTE: numbers for the “Internally” and “Externally Posted” dates should not be entered if these fields are added to the Create Req Form. Adding numbers to this page will overwrite the values entered in the creation process as the approval process is completed.

STATUS

Field Description: Determines that status of the position that will post the position. If this is left blank, ‘O’ (Open) is the default for all positions after the approval process is completed.



OPEN DATE

Field Description: The number entered in this field will post a date to the Open Date field assigned on the Requisition File > Main Page > General Tab which will be calculated to be a set number of days after the requisition was approved.



DATE POSTED INTERNALLY

Field Description: The number entered in this field will post a date to the Date Posted Internally field assigned on the Requisition File > Main Page > General Tab which will be calculated to be a set number of days after the requisition was approved.



DATE POSTED EXTENRALLY

Field Description: The number entered in this field will post a date to the Date Posted Externally field assigned on the Requisition File > Main Page > General Tab which will be calculated to be a set number of days after the requisition was approved.




REMOVE POSTING

Field Description: The number entered in this field will post a date to the Remove Posting field assigned on the Requisition File > Main Page > General Tab which will be calculated to be a set number of days after the requisition was approved.



FURTHER UNDERSTANDING POSTING RULES

Version 7.0 has the ability to have posting rules for those organizations that have posting requirements. Below explains some of the typical setups and how to accomplish that with the new system. The biggest difference between Version 7.0 and previous versions is that there is no longer the field called POSTED. The web pages have been programmed to know where the job post based on the status and the dates entered.

EXAMPLE 1: There is not an approval process; the requisitions entered are automatically approved and ready to post.

Setup: Wizard Layout Tab > Main Page (Required) > Edit Link

- Status = Open (or a code starting with OPEN)- Requested Date (a.k.a. the old ‘Open Date’ field) = CurrentDate

Posting Rules Tab- Status = Open (or a code starting with OPEN) - All Dates = 0- Remove Posting – set as needed


EXAMPLE 2: There is an approval process and once the job is approved, the requisition is posted to all Cyber Recruiter controlled sites.


- Auto-Open Field = YES- Status Field = Needs Approval

Posting Rules Tab- Status = Open (or a code starting with OPEN)- Open Date = Number of days after the approved requisition should post. This calculation fills in the Open

Date with the right date on the Requisition File > Main Page > General Tab.- Remove Posting – set as needed


EXAMPLE 3: There is an approval process and once the job is approved, the requisition is posted to the internal site for a specific number of days before positing to all Cyber Recruiter controlled sites.


- Auto-Open Field = YES- Status Field = Needs Approval

Posting Rules Tab- Status = Open (or a code starting with OPEN)- Open Date = Number of days after the approved requisition should post. This calculation fills in the Open

Date with the right date on the Requisition File > Main Page > General Tab.- Date Posted Internally = Number of days after the approved requisition should wait before posting for

employees. This calculation fills in the Date Posted Internally with the right date on the Requisition File > Main Page > General Tab.

- Date Posted Externally = Number of days after the approved requisition should wait before posting for for the general public. This calculation fills in the Date Posted Externally with the right date on the Requisition File > Main Page > General Tab.

- Remove Posting – set as needed


EXAMPLE 4: Regardless of the approval process, the requisition is posted for only a set number of days. The position is still open but it should be pulled from all Cyber Recruiter controlled sites upon a certain date.


- Auto-Open Field = YES- Status Field = Needs Approval or Open (or a code starting with OPEN) as approval process is needed

Posting Rules Tab- Status = Open (or a code starting with OPEN)- Open Date – set as needed (use other examples for help with approval processes)- Date Posted Internally – as needed (use other examples for help with approval processes)- Date Posted Externally – as needed (use other examples for help with approval processes)- Remove Posting – Number of days after the approved requisition be removed from all Cyber Recruiter

controlled sites. This calculation fills in the Remove Posting Field with the right date on the Requisition File > Main Page > General Tab.


AUTO EMAILS TAB

The Auto Email Tab allows the Administrator to select the appropriate Users who should be notified when a new requisition is created. This is just an FYI not a fully detailed email of the requisition information.


CUSTOM PAGE TAB

The Custom Page Tab allows the Administrator to insert a custom developed requisition form should the organization not want to utilize the ‘Create Requisition’ wizard default. It will ignore the Wizard Page 1 and Wizard Layout Tabs and adhere to anything set up on the Req Code Generation Tab and Auto Email Tab.


REQUISITION > MISCELLANEOUS

The Miscellaneous menu item of Admin > Page Builder > Requisition determines how unique requisition record fields will look on the Requisition File > Main Page > General Tab, Job Info Tab and Misc Tab.

DROP-DOWN LISTField Description: Shortcut allows easy access to other Admin > Page Builder sections.



BOLD TEXT FIELDS Field Description: Turn a field on by typing the field name as it should be displayed in the open text box. Turn a field off by having the open text box left blank. Turning a field on means that it becomes available in the Requisition File. If the field is something that needs to be captured by the User during the Create Requisition process, be sure to turn it on in the Admin > Page Builder > Create Req Form > Wizard Layout > Main Page > Edit as well. The functionality of each field is hard coded and depends on the field itself.

User View: When activated they appear in the Requisition File > Main Page

Applicant View: When activated and selected in the Admin > Website > Career Portal > Job Browsing/Description Page, they appear with the Job Posting and/or Description.

Fields Answer TypesCode Pulls from the setup in the Admin > Page Builder > Requisition >

Create Req Form > Req Code Scheme. Most of the time is Auto-generates based on this setup.


Title Always Open Text Field

Type Drop-Down List – Populates from Admin > Codes Table – Req Type

Salary Grade Drop-Down List – Populates from Admin > Codes Table – Salary Grade

Salary FromOpen Text Field ONLY for the reason of adding a '$' all else needs to be numeric for calculations.

Salary ToOpen Text Field ONLY for the reason of adding a '$' all else needs to be numeric for calculations.

Direct Always Yes/No

Date Needed Always Open Text Field

RecruiterDrop-Down List – Pulls in User’s are flagged as ‘Recruiter’ in the Admin > Security > User Profile.

SupervisorDrop-Down List – Pulls in User’s are flagged as ‘Hiring Manager’ in the Admin > Security > User Profile.

Why Open Drop-Down List – Populates from Admin > Code Table – Why Open

Filled Date Always Open Text Field

Filled ByAlways grayed out and will default with the name of the Applicant who is hired for the requisition

Exempt Always Yes/No

EEO Class Drop-Down List – Populates from Admin > Code Table – EEO Class

Functional Title

Drop-Down List – Populates from Admin > Code Table – Functional Title

Full Time /Part Time

Drop-Down List – Populates from Admin > Code Table – Req FT > PT

MISC MENU TITLE

Field Description: Should additional fields need to be used to capture Requisition Information, this field allows for that Page to be titled as needed.

User View: Sees the title on the Requisition File > Main Page > Third Tab (Examples: Add’l Req Info or Req Details). If no title is entered, the default will be Misc Page


20 MISCELLANEOUS FIELDS

Field Description: Provides the opportunity to create additional Requisition fields when necessary. Select the checkbox next to the field if a drop-down list is needed. To populate the drop-down list go to Admin > Codes > Misc > Requisition. The Administrator determines the operation of these fields.

User View: Sees these fields on Requisition File > Main Page > Misc TabApplicant View: When activated and selected in Admin > Website > Career Portal > Job Browsing/Description Tab, selected fields show with the Job Posting & Description.

Everything in YELLOW is controlled by the Miscellaneous; GREEN is standardized to the page and PURPLE are the organizational levels.


(An example of the User’s View - Requisition File > Main Page > General Tab)

(An example of the User’s View – Requisition File > Main Page > Job Info Tab)

(An example of the User’s View – Requisition File > Main Page > Misc Tab)


REQUISITION > PRINT REQ FORM

The Print Req Form menu item of Admin > Page Builder > Requisition allows for configuration of the requisition report.

This page allows the administrator to decide what kind of information to included in the print requisition form. Select the kind of information to display by using the drop-down list at the top of the page. Click the Go button to place the item on the page. The user (not applicants) see this report when Print Req is clicked.

ADD ROWAdds [empty] ( ) field. Administrator clicks on the words to configure the fields using a list of available requisition fields.

ADD NOTEAdds no caption field. Administrator then clicks on the words to configure the note. The available notes come from Admin > Codes > Note Type > Requisitions and the Requisition File > Job Description Page tabs (Job Description, KSA, Public Job Description, and Other).

ADD LINE Add a solid black line

ADD ASSIGNED APPLICANTS

Add Applicants field & populates applicants from Requisition File > Applicants Page

ADD APPROVERS Add Approvers field & populates approvers from Requisition File > Approvers Page

ADD COSTS Add Costs field & populates cost items from Requisition File > Costs Page

ADD ATTACHMENTS Add Attachments field & populates attachments from Requisition File > Attachments Page

ADD REQUIREMENTSAdd Requirements field & populates requirements from Requisition File > Req Requirements Page

ADD REQ QUESTIONS Add Req Questions field & populates questions from Requisition File > Req Questions Page

ADD REQ HISTORY Add Req History field & populates history from Requisition File > History Page


Once the Row is added, click on the [empty] ( ) link to develop properties of the field.

CAPTIONField Description: Gives the field in the ‘Print Req Form’ a User-Defined Title

User View: Sees this title on the ‘Print Req Form’ as entered here.


FIELD

Field Description: This fields allows the Administrator to select the appropriate fields to enter on this ‘Print Req Form’

User View: Sees this field on the ‘Print Req Form’ as entered here.


To move a row of fields up or down on this page use the arrow buttons at the end of each row. Click the up/down arrow as many times as it takes to get the row to the desired location on the page.

Once the Note is added, click on the no caption link to develop the properties of the note.


CAPTIONField Description: Gives the note field in the ‘Print Req Form’ a User-Defined Title

User View: Sees this note title on the ‘Print Req Form’ as entered here.


NOTE TYPE

Field Description: This fields allows the Administrator to select the appropriate note types to enter on this ‘Print Req Form’

User View: Sees this note field on ‘Print Req Form’ as entered here.


(Example – Requisition File > Print Req Form from the User’s View)


REQUISITION > REQUISITION LIST

The Requisition List menu item of Admin > Page Builder > Requisition determines how the requisitions should be displayed, by selecting the order of appropriate column as well as status actions (workflow processes).

DROP-DOWN LISTField Description: Shortcut allows easy access to other Admin > Page Builder sections.



RECRUITER INBOX COLUMN 1-7

Field Description: These fields configure the default Requisition List determining what columns and content to display. (Note: Requisitions are based on security.)

User View: The Req List shortcut link at the top of the page will default this view.


DROP-DOWN OPTION

WHAT IS DOES… CAN SORT

Status Current Requisition Status (Requisition File > Main Page > General Tab) YesReq Type Lists the value for Req Type field (Requisition File > Main Page > Job Info Tab) YesOpen Date Lists the value for Open Date field (Requisition File > Main Page > General Tab) YesDate Needed Lists the value for Date Needed field (Requisition File > Main Page > General Tab) YesSupervisor Lists the value for Supervisor field (Requisition File > Main Page > General Tab)Org Fields (1-5) Lists the value for the Org Title fields (Requisition File > Main Page > Job Info Tab) YesSalary Grade Lists the value for Salary Grade field (Requisition File > Main Page > Job Info Tab) YesFrom Salary Lists the value for From Salary field (Requisition File > Main Page > Job Info Tab) YesTo Salary Lists the value for To Salary field (Requisition File > Main Page > Job Info Tab) YesRecruiter Lists the value for Recruiter field (Requisition File > Main Page > General Tab) YesAssigned Apps Displays the total number of Applicants attached to the Requisition. (Requisition File >

Applicants Page)Yes

Why Open Lists the value for Why Open field (Requisition File > Main Page > General Tab) YesFT/PT Lists the value for FT/PT field (Requisition File > Main Page > General Tab) YesAttachments Link to the Requisition File > Attachments Page YesMisc Fields (1-20) Lists the value entered for each Requisition Miscellaneous Field selected as a column here

(Requisition File > Main Page > Misc Tab)Yes


Applicants Added Today

Displays the total number of Applicants applied today but when clicked will show all Applicants attached the Requisition. (Requisition File > Applicants Page)

Yes

# Routing Lists the total number of Routings for the Applicant. YesDays Open Total number of days between the Open Date and the Status Date of the first Applicant

Hired for the RequisitionYes

Last Approved Displays the Date the Last Approver answered YesFirst Approved Displays the Date the First Approver answered YesHire Date Lists the value the most current Hire Date (Requisition File > Assigned Applicant Page) YesApplicant Hired Lists the first Applicant Hired for the Requisition YesDays between Approval & Open

Total number days between the Open Date (Requested Date) and Last Approval Date Yes

Original Openings Lists the value for Openings field (Requisition File > Main Page > General Tab) YesNumber Hired Total number of Applicants hired for the Requisition YesOpenings Left Calculation: Number of Openings Field minus Number of Applicants Hired for the Position YesPost Until Lists the value for the Post Until field (Requisition File > Main Page > General Tab) Yes

(An example of a Requisition List in the User’s View)


REQUISITION > REQUISITION POPUP

The Requisition Popup menu item of Admin > Page Builder > Requisition allows for the Administrator to select information to popup when Users hover over the Requisition Title in the Requisition File.

DROP-DOWN OPTION

WHAT IS DOES…

Status Current Requisition Status (Requisition File > Main Page > General Tab)Req Type Lists the value for Req Type field (Requisition File > Main Page > Job Info Tab)Open Date Lists the value for Open Date field (Requisition File > Main Page > General Tab)Date Needed Lists the value for Date Needed field (Requisition File > Main Page > General Tab)Supervisor Lists the value for Supervisor field (Requisition File > Main Page > General Tab)Org Fields (1-5) Lists the value for the Org Title fields (Requisition File > Main Page > Job Info Tab)Salary Grade Lists the value for Salary Grade field (Requisition File > Main Page > Job Info Tab)From Salary Lists the value for From Salary field (Requisition File > Main Page > Job Info Tab)To Salary Lists the value for To Salary field (Requisition File > Main Page > Job Info Tab)Recruiter Lists the value for Recruiter field (Requisition File > Main Page > General Tab)Assigned Apps Displays the total number of Applicants attached to the Requisition. (Requisition File > Applicants

Page)Why Open Lists the value for Why Open field (Requisition File > Main Page > General Tab)FT/PT Lists the value for FT/PT field (Requisition File > Main Page > General Tab)Attachments Link to the Requisition File > Attachments PageMisc Fields (1-20) Lists the value entered for each Requisition Miscellaneous Field selected as a column here

(Requisition File > Main Page > Misc Tab)Applicants Added Today

Displays the total number of Applicants applied today but when clicked will show all Applicants attached the Requisition. (Requisition File > Applicants Page)

# Routing Lists the total number of Routings for the Applicant.Days Open Total number of days between the Open Date and the Status Date of the first Applicant Hired for

the RequisitionLast Approved Displays the Date the Last Approver answered


First Approved Displays the Date the First Approver answeredHire Date Lists the value the most current Hire Date (Requisition File > Assigned Applicant Page)Applicant Hired Lists the first Applicant Hired for the RequisitionDays between Approval & Open

Total number days between the Open Date (Requested Date) and Last Approval Date

Original Openings Lists the value for Openings field (Requisition File > Main Page > General Tab)Number Hired Total number of Applicants hired for the RequisitionOpenings Left Calculation: Number of Openings Field minus Number of Applicants Hired for the PositionPost Until Lists the value for the Post Until field (Requisition File > Main Page > General Tab)

(An example of a Requisition Popup in the User’s View)


REQUISITION > REQUISITION QUESTIONS

The Requisition Questions menu item of Admin > Page Builder > Requisition allows for the Administrator to create groups of questions to obtain specific information about the Applicant. If the question is ‘Public’ it will be asked of every Applicant who fills out an application and is found with the Online Application > Contact Information Page. If the question is not ‘Public’, the Applicant will not see the question and it can be used for internal purposes. Questions and answers for Requisition Questions regardless of the ‘Public’ flag default in Cyber Recruiter on the Applicant File > Application Page.

IMPORTANT NOTE: Before Requisition Questions can be developed, the groups need to be developed first.

CODE

Field Description: This field designates the group code name. (This field cannot be modified once the changes are saved). Once created, these groups become available through the Default Group drop-down list when adding requisition questions.



GROUP NAME

Field Description: This field is a name given to the group. It can be the same as the code or something unique.

User View: Sees the Group Name in a few places if groups are utilized:- Requisition File > Requisition Questions- Create Req > Requisition Question Page- Applicant File > Application Page > Requisition Questions Tab


After the Groups are created, the Requisition Questions can then be added.


TEXT BOX


User View: Sees this question in the Applicant File > Application Page > Requisition Questions Tab & Requisition File > Requisition Questions

Applicant View: If the question is made Public, seen with the Online Application > Contact Information Page.

CHECKBOXES Field Description: These checkboxes determine how the questions should act. (Example: If the questions should be used for internal purposes, like Phone Screen Question, do NOT mark the checkbox ‘Public’. If the questions should be used to capture Applicant information upfront – DO mark ‘Public’ and ‘Required’ as needed.)



Automatically add this

question to the new req

This setting will add this question to every new requisition entered into Cyber Recruiter. The benefit of this would be in situations where the question always needs to be with the requisition (Interviewing Questions or Standard Pre-Qualifiers)


Public Makes the question available to the Applicant.

RequiredForces the Applicant to fill out the field before proceeding on to the next page of the Application (Note: this checkbox should be used only in conjunction with the Public checkbox setting).

ANSWER TYPE


User View: Sees the available Answer Types in the Applicant File > Application Page > Requisition Questions Tab

Applicant View: The available Answer Type will default for the Applicant to use on with the Online Application > Contact Information Page.

DEFAULT ORDER

Field Description: Indicate the order the requisition question will appear on the application (if public) and > or in the Applicant File > Application Page.

User View: Sees the questions in order on the Applicant File > Application Page > Requisition Questions Tab & Requisition File > Requisition Questions PageApplicant View: If the question is made Public, seen with the Online Application > Contact Information Page in the order listed here.

DEFAULT GROUP

Field Description: This field categorizes the question into a pre-established group.

User View: Sees the group in the Applicant File > Application Page > Requisition Tab& Requisition File > Req Questions Page


If the Requisition Question > Answer Type is equal to ‘drop-down boxes’, a hyperlink is created. Click on the hyperlink to create all the drop-down choices.


DROP-DOWN VALUE


User View: The selected answer by the Applicant will default or User entered on the Applicant File > Application Page > Requisition Questions Tab.


ACCEPTABLE?

Field Description: Use the Acceptable/Unacceptable fields if this question should be used to filter applicants who apply online and to prevent the applicant from moving further in the process if the question is answered unacceptably. Addition setup is needed in the website section to apply this setting to the questions asked online.



FILTER VALUE


User View: Sees overall Applicant score for the Requisition Questions in the Requisition File > Applicants Page as the second number under the score column (x / X / x) and on the Applicant File > Application Page by changing the drop-down to view the requisition.



(Example - Requisition > Applicants Page from the User’s View)

CORRESPONDENCE TEMPLATES

The Correspondence Template menu item of Admin > Page Builder allows the Administrator to create available email > letter templates when communicating. There are three sections.

Custom Templates: User-Defined email > letter templates for messaging with Applicants Standard Templates: Standard email templates for messaging with Users of the system (One Email

Template for communicating with Applicants) Available Attachments: User-Defined attachments to use for messaging with Applicants


NAME

Field Description: Enter the desired Email Template name here.

User View: Sees this available Email Template:- Requisition File > Applicants Page > Email Button- Applicant File > Correspondence Page > Email- Applicant > Search Applicant Results- Applicant > Find Applicant Results- Inbox

Applicant View: This field will not display to the Applicant.

SUBJECTField Description: Enter the Subject Line as the Email should read here.

User View: Sees the Subject at the time of sending > reviewing the Email Template.

Applicant View: The Subject Line of the Email will read what is listed here.

TEXTField Description: Body of the email is entered here in the HTML Editor.

User View: Sees the text at the time of reviewing the Email Template.

Applicant View: The Text of the Email will read what is listed here.

FIELDS

Field Description: These Drop-down choices pull on various fields in the database. Choose the merge field and then place the blinking cursor in the HTML where the field is desired. Click the Add button.

User View: Sees merge fields filled in with values at the time of sending the Email

Applicant View: The Fields will look like the Text does to the Applicant.

ATTACHMENTS

Field Description: This list contains all the available attachments possible. (Hold down CRTL key to select more than one attachment). Attachments are populated in Admin > Page Builder > Correspondence Template > Available Attachments.User View: Sees the attachments already selected with the Email Template and > or change > add them as necessary when sending it.

Applicant View: The Attachments will be included with the Email as necessary.

To add a Letter, click the Add button in Admin > Page Builder > Correspondence Template and select the letter template.


NAME

Field Description: Enter the desired Letter Template name here.

User View: Sees this available Letter Template in the Applicant File > Correspondence Page > Email


FIELDS


User View: Sees merge fields filled in with values at the time of creating the Letter.


TEXTField Description: Body of the letter is entered here in the HTML Editor.

User View: Sees the text at the time of reviewing the Letter Template.

Applicant View: The Text of the Letter will read what is listed here.


The Standard Templates cannot be deleted, only modified. The templates are used at certain points in recruiting process:

Template When it is UsedRouting Email Routing an Applicant(s) to other User(s)Routing Reminder When User(s) have not responded to the first routingInterview Request Email Setting up an interview with User(s)Interview Request Reminder Email When User(s) have not responded to the first invitationInterview Cancellation Email When User(s) cancel an accepted interviewNew Requisition Email Sent to pre-selected Users when requisitions are newly createdRequisition Approval Email When new requisitions are sent to Approver(s)Requisition Status Email (Supervisor) Sent to the Supervisor of requisition as each approval level is completedRequisition Status Email (Recruiter) Sent to the Recruiter of requisition as each approval level is completedOffer Approval Email When offer approval terms are sent to Approver(s)Offer Approval Reminder When Approver(s) have not responded to the offer termsOffer Approval Status Email (Supervisor) Sent to the Supervisor of requisition as each approval level is completedOffer Approval Status Email (Recruiter) Sent to the Recruiter of requisition as each approval level is completedApplicant Status Change Email Depending on set up, User(s) can be notified when statuses changeNew Applicant Email Email to New ApplicantsReset User Password Email Email the Users of the system when the Password is resetNew Hire Email to Un-hired Applicants Sent to all selected Applicants not Hired for the position via the New

Hire ProcessNew Hire Email to Internal Recipients Sent to all pre-selected Users who need to be notified of a New Hire via

the New Hire Process New Hire Email to Current Employees Sent to all Applicants at the status of Hired via the New Hire ProcessNew Hire Email to New Hire Sent to the Hired Applicant for the position via the New Hire Process


SUBJECTField Description: Enter the Subject Line of the Email should read here.

User View: Sees the Subject line when he/she receives the email.

Applicant View: The Applicant will see the Subject line when he > she receives it.

FIELDS


User View: Sees merge fields filled in with values at the time of creating the Letter.


TEXTField Description: Body of the email is entered here in the HTML Editor.

User View: Sees the text when he/she receives the email.

Applicant View: The Applicant will see the text when he > she receives the email.

CLICK HERE TO IMPORT THE

STANDARD TEXT

Field Description: This link overwrites whatever is in the text box with the default message. It is suggested to use this link when the template is blank and it will help the Administrator get started.

User View: Sees the text when he/she receives the email.

Applicant View: The Applicant will see the text when he > she receives the email.


BROWSE

Field Description: Use this field to find the desired document on the computer and/or network. (Note: If documents are deleted from the computer or network, the attachment needs to be deleted here as well). Documents entered here cannot be modified at a later time. If a document needs to be updated, remove the old one and upload the new one.

User View: Sees the available attachments on any page in the system that allows him > her to email the Applicant:

- Requisition File > Applicants Page > Email Button- Applicant File > Correspondence Page > Email- Applicant > Search Applicant Results- Applicant > Find Applicant Results- Inbox



ADMIN > SECURITY

CURRENT USER STATISTICS

The Current User Statistics menu item of Admin > Security is a table that provides statistics about each User in the system.

Upon looking at the statistics, email particular Users as necessary. Check the box in front the User’s name and then click the Email button.

Create the email as needed using the drop-down list to add merge fields where needed. Click the Preview Button when done.


Review how the email will look to Users and attach any available attachments as needed. When done click the Send button.


GROUPS

The Groups menu item of Admin > Security defines User Security Groups with certain permissions appropriate to security levels. Once User Security Groups are created, Users can be added to that Group. (Note: Due to the sensitive nature of these fields, it is best to consider upfront who should have the ability to access and update fields).

To add additional security Groups click Add button and to delete a security group click the red-circled X at the end of the Group line (NOTE: Before deleting a Group, check to see if any Users are attached to it. If a Group is deleted and Users are attached, those Users will not be able to login to Cyber Recruiter. Thus, it is better to reassign Users to another Group as needed.) The Copy link allows Users to copy a certain security group’s permissions into a new group.

To edit a Group’s permissions, click on the Edit Icon at the beginning of the Group line.


Group Security – Applicant Tab

There are two sections to the Applicant permissions. The first section determines what this group of Users should be able to do in an Applicant File. The available levels of security are:

None: Users are not be able to see this page at all View-Only: Users are able to see the page but will not be able to change anything Updated: Users are able to see and change the page Add Only: Acts like View-Only status but allows Users to only add information to the page Owned Only: Users are able to see and change only his/her own activities

Fields Applicant FileApplicant Demographics Applicant File > Demographics Page > Demographic Tab

(NOTE: When this set to NONE, the Applicant drop-down from the Main Menu Bar disappears)

Applicant Resume Applicant File > Resume Page AND Demographics Page > Resume TabApplicant EEO Info Applicant File > Demographics Page > EEO TabApplicant Status > History Applicant File > Status > History PageApplicant Application Applicant File > Application Page > Application Questions TabApplicant Correspondence Applicant File > Correspondence PageApplicant Education Applicant File > Experience Page > Education TabApplicant Skills Applicant File > Experience Page > Skills TabApplicant Previous Employers Applicant File > Experience Page > Previous Employment TabApplicant Military History Applicant File > Experience Page > Military History Tab


Applicant Employee Referral Applicant > Employee Referral SectionApplicant Routing Applicant File > Activity Page > Routing TabApplicant Invites Applicant File > Activity Page > Invites TabApplicant Notes Applicant File > Notes PageApplicant Misc Applicant File > Miscellaneous PageApplicant Assigned Reqs Applicant File > Activity Page > Assigned Reqs TabApplicant Offers Applicant File > Activity Page > Offer Approval TabApplicant References Applicant File > References PageApp Attachments Applicant File > Attachments PageSecurity Clearance Applicant File > Experience Page > Security Clearance TabSelf Service Login Applicant File > Application PageInterview Calendar Home Page > Interview Calendar LinkInterview Calendar Reminders Home Page > Interview Calendar Link > Email Reminders

(Example: Drop-Down menu of the available Pages in the Applicant File)

The second section contains a series of Yes/No settings to determine whether this Group of Users should have the ability to perform certain functions or actions for Applicants. Most of these security settings are straightforward.


Fields Overall Field FunctionCan Add Applicants Manually? Turns on the Main Menu Bar > Applicants > Add Applicant > From Clipboard

optionCan Import Applicants? Turns on the Main Menu Bar > Applicants > Add Applicant > From File optionCan Delete Applicants? Turns on the ability to delete Applicants from Cyber RecruiterCan Export Applicant Data? Turns on the Main Menu Bar > Reports > Export Data to Excel > Applicant

TablesDesired Salary Turns on the Desired Salary field in Applicant File > Application PageCan Change Status? Turns on the ability to change the Applicant’s status in Cyber RecruiterCan Print Application? Turns on the link in Applicant File > Print Application LinkCan Run Applicant Reports? Turns on the Main Menu Bar > Reports > Applicant Reports > General optionCan Run AAP Reports? Turns on the Main Menu Bar > Reports > Applicant Reports > Affirmative

Action optionsCan Print Data Dictionary? Turns on the Main Menu Bar > Reports > Data Dictionary Report

The second tab contains the permissions for the Requisition Security. There are two sections to the permissions. The first section allows the Administrator to determine what a User should see in a Requisition File. The levels of available security are:

None: Users will not be able to see this page at all View-Only: Users will be able to see the page but will not be able to change anything Updated: Users will be able to see and change the page Add Only: Acts like View-Only status but allows Users to only add information to the page


Fields Requisition FileMain Req Info Requisition File > Main PageJob Description Requisition File > Job Description PageReq Notes Requisition File > Notes PageReq Costs Requisition File > Costs PageReq Questions Requisition File > Req Questions PageAssigned Apps Requisition File > Applicants PageReq Skills Requirements Requisition File > Req Requirements Page > Skills SectionReq Education Requirements Requisition File > Req Requirements page > Education SectionReq Approvals Requisition File > Approvals PageReq History Requisition File > History PageReq Attachments Requisition File > Attachments PageSalary Range Requisition File > Main Page > Salary FieldsSalary Grade Requisition File > Main Page > Salary Grade Field

(Example: Drop-Down menu of the available Pages in the Requisition File)

The other section contains a series of Yes/No settings to determine whether this Group of Users should have the ability to perform certain functions or actions for Requisitions. Most of these security settings are straightforward.

Fields Overall Field FunctionCan Change Status? Turns on the ability to change the Requisition Status in Cyber RecruiterCan Add Req? Turns on the Main Menu Bar > Requisition > Create Requisition optionCan Copy Req? Turns on the Shortcut Req List > Copy optionCan Change Req Code? Turns on the ability to change the requisition coding scheme from the Req ListCan Delete Req? Turns on the ability to delete Requisitions from Cyber RecruiterCan Run Applicant Reports? Turns on the Main Menu Bar > Reports > Requisition ReportsCan Export Req Data? Turns on the Main Menu Bar > Reports > Export Data to Excel > Requisition TablesField Available for Export When the ‘Can Export Req Data?’ field is set to YES; then select the appropriate

requisition information to export for this group.


The third tab contains the security for the custom Report Writer. If either field is set to YES, then select the appropriate report this group of Users can view and/or design.

Fields Overall Field FunctionView Reports? Allows the User to view any reports which have been createdDesign Reports? Allows the User to create new reports

The fourth tab contains the security contains the available pieces for the Main Menu Bar > Help.

Fields Overall Field FunctionFeedback Allows the User to submit enhancement suggestions to Visibility SoftwareTech Support Allows the User to access the Tech Support PortalUser Manuals Allows the User to access the Guides and Manuals for Cyber RecruiterNewsletters Allows the User to access the Visibility Software NewslettersAbout Cyber Recruiter Allows the User to read detailed information about the End User License


LOGIN HISTORY

The Login History menu item of Admin > Security keeps a history of all of the successful and unsuccessful Cyber Recruiter login attempts as well as the time > date of each attempt.

PURGE LOGIN HISTORY

Field Description: This button purges all login history by date.

User View: The field is not displayed to the User.


SUCCESSFUL OR UN-

SUCCESSFUL

Field Description: These checkboxes allow for different filtering views of successful and/or unsuccessful login attempts to Cyber Recruiter.



USER DROP-DOWN LIST

Field Description: This drop-down list allows for login searches by specific or All Users




PASSWORD RULES

The Password Rules menu item of Admin > Security allows for conditions to be set for passwords.

MINIMUM LENTGH

Field Description: Determines the minimum characters (alpha and numeric) required for a legitimate password.

User View: Enter minimum length on the initial Cyber Recruiter Login page as it applies here.


MINIMUM NUMBERS

Field Description: Determines the minimum numbers required for a legitimate password.

User View: Enter minimum numbers on the initial Cyber Recruiter Login page as it applies here.


To activate the password rules, Users need to change their password. For example, five (5) new Users are added to the system and the default password for each of them is 1234. In their User Profile, check the box that forces them the change their password when logging in. When they are forced to change their password, these rules will apply. If no password rules should apply, leave the values set to zero (0).


RESET PASSWORDS

The Reset Passwords menu item of Admin > Security provides the ability to reset multiple User passwords simultaneously. Please see illustration below and explanations for each item.

USERSField Description: This list defaults all applicable Users in the system.



EMAIL NEW PASSWORD

TO ALL USERS

Field Description: The checkbox will notify all selected Users through email to change their password. Cyber Recruiter uses a random 6-digit password, so the only way to know what the password is, is through email.

User View: Receives an email if his/her name is selected here


MAKE USERS CHANGE

THEIR PASSWORD…

Field Description: This checkbox will force Users to change their passwords the next time they login into Cyber Recruiter.

User View: Prompts the next time he/she logs in to change the password.


If the organization does need to disable an account, the Administrator could come here and select that User’s name and NOT check either of the two options and click Submit. What this would do is change the password in the background but will not notify the User as to what it is. It is also suggested to disable the account through Admin > Security > User Profile > General Tab. It is not recommended to delete terminated Users because if their names are associated to anything in the system, the fields will become blank. So to record for historical purposes, disable the account.


USERS

The Users menu item of Admin > Security allows the ability to create new Users or modify existing Users in Cyber Recruiter. Users can be added to specific security User Groups.

To add additional security Users click Add button and to delete a security User click the red-circled X at the end of the User line (NOTE: if a User is deleted, the User’s history will be saved in the background of the database but will NOT be visible to Users in Cyber Recruiter).

The checkbox at the top of the page Show active users only will only display those Users who are active in the system. Users who have the Account Disabled checkbox selected on the General Tab will not show up here in this list.

Additionally, use the Find text box to quickly locate an established User listed here. Text searches are based on the exactly matching either the User Name or User ID based on what is entered in the text box. This search does partial searching as well. If multiple options are found, a list will appear for the User to location the exact record from the search.The Copy link allows Users to copy a certain User’s permissions to create a new User with similar permissions.


To edit a User’s permissions, click on the Edit Icon at the beginning of the User line.

USER ID

Field Description: This field contains the actual Cyber Recruiter login ID (Read-Only) for each User. Each User ID must be unique; however, more than one session of Cyber Recruiter using the same User ID is possible. If the ID needs to be changed, click on the User ID hyperlink and make the necessary changes.

User View: This field is displayed throughout Cyber Recruiter that uses the ID to track actions.

USER NAME

Field Description: This field identifies the User’s full name and populates various User drop-down lists in the Cyber Recruiter system. The company needs to decide how the naming convention should display (First Name and Last Name; Last Name, First Name; etc…) because the way it is entered here is the way it will be displayed.User View: The User name defaults in many places throughout Cyber Recruiter:

- Welcome Banner- Recruiter/Hiring Manager fields- Routings/Invites/Offer Approvals/Requisition Approvals- Correspondence Emails/Letters

INITIALSField Description: User’s initials field. This field can be used as a variable in the requisition coding scheme through Admin > Page Builder > Create Req Form > Requisition Code Tab.

User View: Seen when Initials are used as a variable in the requisition coding scheme.

EMAILField Description: User’s Email address. This field is mandatory in order for Cyber Recruiter to send out automatically generated emails each User.

User View: Sees his/her email as it is made available through the use of merge fields in emails.

OUTLOOK VERSION

Field Description: Sets the version of Outlook for the User. If the organization does not use Outlook, leave this field blank. NOTE: If the any User is on 2007, it is necessary to set this 2007+ but any other lower version it is ok to leave this field blank.

User View: Sees the calendar attachment in the interview request email.


PASSWORD > CONFIRM

PASSWORD

Field Description: The password used by this User ID to login to Cyber Recruiter. A blank password is not permitted. Passwords can contain letters or numbers and are not case-sensitive and if any password rules are set in Admin > Security > Password Rules - When the User changes the password, the Password Rules will go into effect. The field will always look blank in here to protect the password.

User View: Sees the Password field at the Login stage of Cyber Recruiter.

SECURITY GROUP

Field Description: This drop-down list contains all the available Security Groups as set up in Admin > Security > Groups. This field assigns the User to a particular Group. Thus field is necessary for Users to log into Cyber Recruiter. NOTE: if a Security Group is deleted and > or not assigned to the User, the User will not be able to log into Cyber Recruiter.


AVAILABLE SEARCHES

Field Description: These checkboxes give the User permission to conduct Applicant Searches in Cyber Recruiter:

- Database: Matches Applicants to specific database requirements if the information is in the Applicant’s file and in the appropriate code table.

- Resume Text: Matches Applicant’s cut and pasted resume to specific skills entered at the time of the search

- Cyber Search: Matches Applicants based on user-defined criteria

User View: The User will only see the Searches that are made available through Applicant > Search Applicant option

USER MUST CHANGE

PASSWORD

Field Description: This checkbox indicates that the User must change his > her password the next time the User logs into Cyber Recruiter. If any password rules are set in Admin > Security > Password Rules - When the User changes the password, the Password Rules will go into effect.

User View: When this field is selected and the User is prompted to enter a new password before logging into Cyber Recruiter.

ACCOUNT DISABLED

Field Description: This checkbox disables User accounts in Cyber Recruiter. It will remove the User’s name from the following locations in the system.

- Create Req process - Manager/Recruiter AND Approval Screen- Inbox drop-down list - Route To / Interview For- Send Note To - Add To Do For - Offer Approver


RECRUITER?

Field Description: This Yes/No radio button determines whether Users are a ‘Recruiter’ in Cyber Recruiter. Yes, displays the User’s name in any Recruiter drop-down list. Additional options for Recruiters:

- Admin > Codes > Applicant Status – Recruiters can all Statuses as set up here- Admin > Page Builder > Applicant > Inbox – Recruiters see the Inbox as set up- Any option that indicates ‘Recruiters’ in Admin will pull Users with this setting.

User View: Determines what Statuses they see, the type of Inbox they see, and options that are turned on for ‘Recruiters’ such as the Open Activities link off the Home Page.

HIRING Field Description: This Yes/No radio button determines whether Users are a ‘Hiring Manager’ in Cyber Recruiter. Yes, displays the User’s name in any Hiring Manager drop-down list.


MANAGER?

Additional options for Hiring Manager:- Admin > Codes > Applicant Status – Hiring Managers can see all Statuses as set up here- Admin > Page Builder > Applicant > Inbox – Hiring Managers can see the Inbox as set

upAny option that indicates ‘Hiring Manager’ in Admin will pull Users with this setting.

User View: Determines what Statuses they see, the type of Inbox they see, and options that are turned on for ‘Recruiters’ such as the Open Activities link off the Home Page.

EVALUATOR?

Field Description: This Yes/No radio button determines whether Users are an ‘Evaluator’ in Cyber Recruiter. Yes, allows these users to see Admin > Codes > Applicant Status – Evaluators can see all Statuses as set up here

User View: Any option that indicates ‘Evaluator’ in Admin will pull Users with this setting.

CAN SEE OTHER

INBOXES?

Field Description: This Yes/No radio button determines whether Users can see other Users’ Inboxes when logged in to Cyber Recruiter. Selecting Yes, allows Users to see other User’s Inbox. Click on the Can see other inbox? hyperlink to restrict each User to see only certain Inboxes. NOTE: If the Administrator does not click on the hyperlink, then the User by default will be able to see all Inboxes.

User View: If the User can see other Users’ Inboxes then when the User is in his > her Inbox, a drop-down list in the left-hand corner appears to change the view.

CAN PERFORM

ADMIN FUNCTIONS?

Field Description: This Yes/No radio button determines whether the entire Admin menu will display in the User’s Main Menu Bar at the top of each page. Selecting No hides the menu completely. NOTE: Sections in Cyber Recruiter that indicate needing Administrator privileges to override (like Approvals) means having access to Admin.

User View: If the User has access to Admin they will see it from the Main Menu Bar.


IMPORTANT NOTE: If the option User can ONLY see requisition that meet AT LEAST ONE of the following criteria is selected, use either the checkboxes OR organizational levels to restrict access. Use a combination of checkboxes AND organizational levels to expand access.


USER CAN SEE ALL

REQUISITIONS

Field Description: Radio button allows Users to see all Requisitions entered in Cyber Recruiter.

User View: Sees all requisitions – Home Page/Requisition List/Find Requisition/Reports etc…

USER CAN ONLY SEE…

Field Description: Radio button allows Users to only see requisitions based on a role they might play in the recruiting process (checkboxes) and/or the organizational levels listed below. (NOTE: if this option is selected the checkboxes and/or organizational levels needed to be selected. The User will not be able to see any requisitions if ones of these options is not selected). ** Please see below to restrict and expand security based on these checkboxes > organizational levels. **

User View: Sees the approved requisitions – Home Page/Requisition List/Find Requisition/Reports etc…

CHECKBOXES

Field Description: “Role based” settings restrict the available requisitions to Users based on whether he/she is the Recruiter, Approver, Supervisor, or Creator of the Requisitions. There could be any combination of checkboxes selected.


ORG LEVELS

Field Description: Drop-down lists restrict the available requisitions to Users based on organizational levels. The data labels are User-defined in Admin > System Set-up > Org Title Tab. The drop-down choices are populated from Admin > Code > Organization. Select the appropriate choices and hold down the CRTL button to select more than one.


Example 1: Hiring Managers should only requisitions when they are the “Supervisor” and the “Creator” of the requisition. Use the checkboxes only. Security based solely on roles restricts the access.

Example 2: Hiring Managers should only see requisitions in the “Fairfax” Location and for “Human Resource” Department. Use the organizational levels only. Security based solely on organizational levels restricts the access to the levels selected.

Example 3: Hiring Managers should see requisitions where they are the “Supervisor” and all requisition in the “Fairfax” Location. Use a combination of both to expand access. Security based on both will allow this User to see all requisitions where the User is the “Supervisor” regardless of organizational level and all requisitions for the Location of “Fairfax” regardless role.

USER CAN SEE ALL

APPLICANTS

Field Description: Radio button allows Users to see all Applicants entered in Cyber Recruiter.

User View: Sees Applicants - Home Page/Inbox/Find Applicants/Search Applicants/Reports etc…

USER CAN ONLY SEE…

Field Description: Radio button allows Users to only see Applicants based on an activity or part of the recruiting process (checkboxes). (Note: if this option is selected, the checkboxes needed to be selected. The User will not be able to see any Applicants if ones of these options is not selected).


CHECKBOXES

Field Description: These settings restrict the available Applicants to the User based on if Applicants are attached to requisitions Users can view, if Applicants are routed them or if the User has an interviews set up with Applicants. There could also be a combination of checkboxes selected if needed.



ADVANCED CRITERIA

Field Description: This open text box allows for more advance criteria for allowing the User to see Applicants in the Cyber Recruiter system. For example: If the User should only see certain Applicant Status – enter Applicant.status in ('Phone Screen', 'Request Interview',' Offer Extended’) Please contact the Tech Support for more information on using advanced criteria settings.


APPLICANT NOTES

Field Description: Drop-down list determines which Applicant Note Types the User is allowed to see. Blank by default means the User will be able to see all Note Types. This list is populated from the Admin > Codes > Note Types > Applicant code table. To restrict Note Types and notes associated to those Note Types, highlight only the ones Users should see (Note: Hold down the CRTL button to select more than one).

User View: Sees all Applicant Note Types indicated here in the Applicant File > Notes Page.

REQ NOTES

Field Description: Drop-down list determines which Requisition Note Types the User is allowed to see. Blank by default means the User will be able to see all Note Types. This list is populated from the Admin > Codes > Note Types > Requisition code table. To restrict Note Types and notes associated to those Note Types, highlight only the ones Users should see (Note: Hold down the CRTL button to select more than one).

User View: Sees all Requisition Note Types indicated here in the Requisition File > Notes Page.Applicant View: If available the Applicant will see Requisition Notes with the Job Descriptions. To make this available to Applicants – Admin > Website > Careers > Job Description Tab > Job Description Area > Add

OFFER NOTES

Field Description: When checked a checkbox on the Applicant File > Notes Page is available to Users to display all notes created during the offer approval process (Applicant File > Activity Page > Offers Tab). Typically this should be turned on for the Recruiters in the system, it might not be as necessary for Hiring Managers. It helps to consolidate all notes for easy management of page.

User View: Sees all Offer Approval Notes on the Applicant’s File > Notes Page as set up here by the Administrator.


ROUTING NOTES

Field Description: When checked a checkbox on the Applicant File > Notes Page is available to Users to display all notes created during the routing process (Applicant File > Activity Page > Routing Tab). Typically this should be turned on for the Recruiters in the system, it might not be as necessary for Hiring Managers. It helps to consolidate all notes for easy management.

User View: Sees all Routing Notes on the Applicant’s File > Notes Page as set up here by the Administrator.

INVITE NOTES

Field Description: When checked a checkbox on the Applicant File > Notes Page is available to Users to display all notes created during the invite process (Applicant File > Activity Page > Interviews Tab). Typically this should be turned on for the Recruiters in the system, it might not be as necessary for Hiring Managers. It helps to consolidate all notes for easy management.

User View: Sees all Invite Notes on the Applicant’s File > Notes Page as set up here by the Administrator.

CUSTOM LINKS

Field Description: Provides the ability to have custom links available to Users. Highlight the custom link that should be accessible for each User. Non-selected custom links will be hidden. Custom Links will default here if they are entered in Admin > Links > Custom Links.

User View: Sees all Links as turned on here


ADMIN > PROCESSES

COPY CODE TABLE

The Copy Code Table menu item of Admin > Processes allows the ability to copy Cyber Recruiter code from one table to another. Since the information is already in the system, nothing more is needed to prepare other than knowing the from/to code table names.

COPY CODES FROM…

Field Description: This drop-down list contains all the available Cyber Recruiter code tables from which Users can copy codes.



TO…

Field Description: This drop-down box contains all the available Cyber Recruiter code tables to which User can paste codes



OPEN TEXT FIELDS

Field Description: If the desired code tables are not listed in the drop-down list, use the last option in the list, Other (Enter at Right). This make the other field activated and a table abbreviation code should be entered. (This functionality is useful when trying to import custom code tables via the Admin > Links > Custom Links). See Appendix F for a list of popular code tables that can be listed here.




FIND POSSIBLE DUPLICATES

The Find Possible Duplicates menu item of Admin > Processes allows the ability to find and permanently delete duplicate Applicants from the Cyber Recruiter database. This process only finds the duplicates; it is up to Users to investigate and determine which Applicants are truly the duplicates.

It is suggested that when finding and investigating duplicate Applicants, the Administrator might want to have two (2) sessions of Cyber Recruiter open. One view to see the list of duplicates and another to find and investigate them before deletion.

DROP-DOWN LIST

Field Description: This field contains the available methods to find duplicate Applicants (Last Name & Zip Code; First and Last Name; SSN; & Email Address)



(Example of what this Find Possible Duplicates looks like to the Administrator.)

NOTE: Click on the Applicant Name to enter the Applicant File to review the information. Use the Scrolling buttons to scroll through the duplicate Applicants in an effort to determine which file should remain and which file should be deleted and/or


have information moved over. Once the file that should remain is identified, come back to this results page to select the Applicant File to Delete. The Print Option on this page will also help to hold the results while identifying the right file.

DROP-DOWN LIST

Field Description: Select the duplicate Applicants by checking the box next to the appropriate record. Then click the Delete Selected button to delete the selected group of Applicants from the database.



IMPORT APPLICANTS

The Import Applicant menu item of Admin > Processes allows the ability to import an Excel spreadsheet of Applicant data into the main Applicant table (Applicant). The spreadsheet file can be saved to the computer under any title but the worksheet where the information is listed in the spreadsheet needs to be default name, Sheet1. The worksheet titles are at the bottom of the page and they look like tabs. We recommend not importing more than 1000 records at a time.

Sample of how the Import Applicant information should look

Use the COLUMNS to hold the type of necessary information and the ROWS to hold the all the same Applicant information for each Applicant and/or Employee. Understanding the types of information needed helps in building the spreadsheet. The Data Dictionary can help to understand the types of fields used to hold information in Cyber Recruiter better. In the example:

Last Name, First Name, and Email Address are open text fields in Cyber Recruiter. Thus, anything can be listed here and that makes sense because Applicant names and email addresses are so different and unique.

Application Date field is a date field and the format is MM/DD/YYYY or MM/DD/YY (Cyber Recruiter can convert a two-digit year to the four-digit as long as it is ‘19’ or ‘20’). It cannot hold a time stamp with it. If when exporting Applicants from a current system into a spreadsheet, a time stamp is placed on it, that will need to be removed.

Overall Status and Referral Source are code tables in Cyber Recruiter. Therefore, the information in these columns needs to match the code NOT the description in the code tables. Example, EMPREF is the code for Employee Referral. That is needed in this column and it is necessary for the code to be capitalized because all codes are capitalized in Cyber Recruiter. Again, if when exporting Applicants from a current system into spreadsheet and information says ‘Employee Referral’ in this column, just do an Edit > Replace All to EMPREF. Review the code tables to see how the codes are listed for fields that are code tables.


IMPORTANT NOTES: When modifying a spreadsheet, be sure to delete ROWS that are not needed instead of doing Edit – Clear Contents. The import will recognize those blank ROWS as blank Applicant information and create a record for it. Additionally if the Application Date is not included or the information in the field is not in date form the default date will look blank but will equal is 1/1/1900 so that the Applicant can be found in an Applicant Search when Date Range equals ‘Forever’.

Use the field lists on the left hand side to Add >> the fields to the right hand side that are in the spreadsheet created to import the Applicants. Be sure the fields are listed on the right hand side in the same order the COLUMNS in the spreadsheet are listed use the Move Up and Move Down buttons to rearrange the fields as necessary. If one too many fields are listed on the right hand side use the << Remove button to take the field off. Note that there are four (4) required fields to do the import as well. Once all the fields are selected on the right hand side and they match the order of the fields on the spreadsheet choose a Duplicate check method and click the >> Continue button.

LEFT-HAND LIST

Field Description: The list on the left hand side is the list of available field which can be used to import information about Applicants.



RIGHT-HAND LIST

Field Description: The list on the right hand side is the ordered list of fields which Cyber Recruiter will use to compare against the excel spreadsheet.



DUPLICATE CHECK

METHOD

Field Description: This drop-down option allows the user to check the spreadsheet for duplicates against the existing system. The options are First Name, Last Name or Email Address.




Browse to the file to import and press Import to bring the file into the system.

IMPORT APPLICANTS/CONNECTED REQS

The Import Applicants/Connected Reqs menu item of Admin > Processes allows the ability to import an Excel spreadsheet of data connect the Applicants and Requisitions in database together. The spreadsheet file can be saved to the computer under any title but the worksheet where the information is listed in the spreadsheet needs to be default name, Sheet1. The worksheet titles are at the bottom of the page and they look like tabs. We recommend not importing more than 1000 records at a time.

Sample of how the Import Applicant/Requisition information should look

Use the COLUMNS to hold the type of necessary information and the ROWS to hold the all the same Applicant information for each Applicant. Understanding the types of information needed helps in building the spreadsheet. The Data Dictionary can help to understand the types of fields used to hold information in Cyber Recruiter better.

In the example: Email (Column A) is the unique Applicant identifier and needs to be the first column in the spreadsheet. Other

options for unique Applicant identifiers are Applicant Number, SSN and Misc Fields. This cannot be a new


email for a new Applicant that needs to go into the system. Use the Import Applicant process for adding new Applicants, rather Applicants listed in the spreadsheet need to be already entered into the system.

Requisition Code (Column B) is a pre-determined and Applicant Status per Requisition (Column D) is a code tables in Cyber Recruiter.

o Requisition Code – This cannot be a requisition code for a new requisition that needs to go into the system. Use the Import Requisition process for adding new requisition, rather requisitions listed in the spreadsheet need to be already entered into the system.

o Applicant Status per Requisition – Since the Administrator is able to make Applicant Statuses as needed, this is a user defined code table. Thus the information in this COLUMN needs to be the Applicant Status code NOT the description, depending on how the Administrator entered the code.

IMPORTANT NOTE: When modifying a spreadsheet, be sure to delete ROWS that are not needed instead of doing Edit – Clear Contents. The import will recognize those blank ROWS as blank User information and create a record for it.

Use the field lists on the left hand side to Add >> the fields to the right hand side that are in the spreadsheet connect Applicants to Requisitions. Be sure the fields are listed on the right hand side in the same order the COLUMNS in the spreadsheet are listed use the Move Up and Move Down buttons to rearrange the fields as necessary. If one too many fields are listed on the right hand side use the << Remove button to take the field off. Note that all fields in this import are recommended. Once all the fields are selected on the right hand side and they match the order of the fields on the spreadsheet, click the >> Continue button.

LEFT-HAND LIST

Field Description: The list on the left hand side is the list of available field which can be used connect the Applicants to Requisitions.



RIGHT-HAND Field Description: The list on the right hand side is the ordered list of fields which Cyber Recruiter will use to compare against the excel spreadsheet.


LISTUser View: This field is not displayed to the User.



IMPORT CODE TABLES

The Import Code Tables menu item of Admin > Processes allows the ability to import ASCII text files of code into any the Cyber Recruiter code tables.

The file must be a .csv file with only two columns: first column represents the Code and the second column represents the Description. (Note: Neither column can have commas in them BUT they the columns will need to be separated by commas.)

Example 1 – Code (Number) and Description (Options the User will see)


Example 2 – Code (Alpha Codes) and Description (Options the User will see)

BROWSE

Field Description: This button allows Users to find the ASCII text file on a computer hard drive or network. (Note: the specific instructions listed are necessary for successful importation of codes; otherwise all codes might not make it in the database.)



DROP-DOWN LIST

Field Description: This drop-down list contains all the available code tables the ASCII Text file can be imported.



OPEN TEXT FIELD

Field Description: If the desired code tables are not listed in the drop-down list, use the last option in the list, Other (Enter at Right). This make the other field activated and a table abbreviation code should be entered. (This functionality is useful when trying to import custom code tables via the Admin > Links > Custom Links). See Appendix F for a list of popular code tables that can be listed here.




IMPORT REQUISITIONS

The Import Requisition menu item of Admin > Processes allows the ability to import an Excel spreadsheet of Requisition data into the main Requisition table (Requisition). The spreadsheet file can be saved to the computer under any title but the worksheet where the information is listed in the spreadsheet needs to be default name, Sheet1. The worksheet titles are at the bottom of the page and they look like tabs. We recommend not importing more than 1000 records at a time.

Sample of how the Import Requisition information should look

Use the COLUMNS to hold the type of necessary information and the ROWS to hold the all the same Requisition information for each Requisition. Understanding the types of information needed helps in building the spreadsheet. The Data Dictionary can help to understand the types of fields used to hold information in Cyber Recruiter better. In the example:

Req Code and Req Title are open text fields in Cyber Recruiter. Thus, anything can be listed here and that makes sense because Requisitions codes and titles are unique to each organization.

Open Date field is a date field and the format is MM/DD/YYYY or MM/DD/YY (Cyber Recruiter can convert a two-digit year to the four-digit as long as it is ‘19’ or ‘20’). It cannot hold a time stamp with it. If when exporting Applicants from a current system into a spreadsheet, a time stamp is placed on it, that will need to be removed.

Status, Org Level 1 and FT/PT are code tables in Cyber Recruiter. Therefore, the information in these columns needs to match the code NOT the description in the code tables. Example, O is the code for Open. That is needed in this column and it necessary for the code to be capitalized because all codes are capitalized in Cyber Recruiter. Again, if when exporting Requisition from a current system into spreadsheet and information says ‘Open’ or ‘Active’ in this column, just do an Edit > Replace All to O. Review the code tables to see how the codes are listed for fields that are code tables.

IMPORTANT NOTE: When modifying a spreadsheet, be sure to delete ROWS that are not needed instead of doing Edit – Clear Contents. The import will recognize those blank ROWS as blank Requisition information and create a record for it.


Use the field lists on the left hand side to Add >> the fields to the right hand side that are in the spreadsheet created to import the Requisitions. Be sure the fields are listed on the right hand side in the same order the COLUMNS in the spreadsheet are listed use the Move Up and Move Down buttons to rearrange the fields as necessary. If one too many fields are listed on the right hand side use the << Remove button to take the field off. Note that there are four (4) required fields to do the import as well. Once all the fields are selected on the right hand side and they match the order of the fields on the spreadsheet, click the >> Continue button.

LEFT-HAND LIST

Field Description: The list on the left hand side is the list of available field which can be used to import information about Requisitions.



RIGHT-HAND LIST






IMPORT USERS

The Import Users menu item of Admin > Processes allows the ability to import an Excel spreadsheet of User data into the main User table (Logins). The spreadsheet file can be saved to the computer under any title but the worksheet where the information is listed in the spreadsheet needs to be default name, Sheet1. The worksheet titles are at the bottom of the page and they look like tabs. We recommend not importing more than 1000 records at a time. Use Appendix G for more assistance.

Sample of how the Import User information should look

Use the COLUMNS to hold the type of necessary information and the ROWS to hold the all the same User information for each User. Understanding the types of information needed helps in building the spreadsheet. The Data Dictionary can help to understand the types of fields used to hold information in Cyber Recruiter better. In the example:

User ID, Username and Email are open text fields in Cyber Recruiter. Thus, anything can be listed here and that makes sense because this kind of information would be unique to each person and organization.

Security Group, Available Searches and Recruiter (Y/N) etc… are code tables in Cyber Recruiter. Unlike code table’s example seen in the Applicant and Requisition section, some of these code tables are user defined and some are hard coded to work a certain way in Cyber Recruiter.

o Security Groups – Since the Administrator is able to make security groups as needed, this is a user defined code table. Thus the information in this COLUMN needs to be the security group code NOT the description, depending on how the Administrator entered the code.

o Available Searches and Recruiter (Y/N) – These code tables the Administrator does not get to define; rather they are hard coded to work a certain way in the system. Example, the Recruiter field is a radio button with option for YES or NO. The code records a checked option as Y or N in the background. Therefore, for this COLUMN the Y or N code is needed and it necessary for the code to be capitalized because all codes are capitalized in Cyber Recruiter.

IMPORTANT NOTE: When modifying a spreadsheet, be sure to delete ROWS that are not needed instead of doing Edit – Clear Contents. The import will recognize those blank ROWS as blank User information and create a record for it.


Use the field lists on the left hand side to Add >> the fields to the right hand side that are in the spreadsheet created to import the Users. Be sure the fields are listed on the right hand side in the same order the COLUMNS in the spreadsheet are listed use the Move Up and Move Down buttons to rearrange the fields as necessary. If one too many fields are listed on the right hand side use the << Remove button to take the field off. Note that there are four (4) required fields to do the import as well. Once all the fields are selected on the right hand side and they match the order of the fields on the spreadsheet, click the >> Continue button.

LEFT-HAND LIST

Field Description: The list on the left hand side is the list of available field which can be used to import information about Users.



RIGHT-HAND LIST






MASS DELETE APPLICANTS

The Mass Delete Applicants menu item of Admin > Processes allows the ability to delete a large group of Applicants simultaneously. This process CANNOT be undone nor does it confirm deletions. However, it will indicate the number of Applicants deleted after the process is completed.

Use this option carefully. Visibility Software recommends your IT team doing a backup of the SQL database first. If your system is hosted by VS, then please let us know and we can assist. Typical use for this feature is to purge ‘Incomplete’ Applicants so that they don’t clog up the system. Other uses, consider doing with Visibility Software’s Tech Support and/or the help of the organization’s IT team.

CALENDAR DATE FIELD

Field Description: Allows for a date range, deleting all Applicants on or before this date.



BASED ON … Field Description: These two radio buttons determine the kind of date that should be used to purge Applicants.

- Original Application Date – the date the Applicant submitted an application. - Last Assign Date – the most current date the Applicant assigned > submitted to a

requisition.




APPLICANT STATUSES

Field Description: This drop-down list provides the various statuses available to refine the mass deletion. (Hold the CRTL key to select more than one status). If a status is not selected, then all Applicants on or before the date entered will be deleted. If no status and no date are selected, all Applicants will be deleted.



SKILL CATALOG

The Skill Catalog menu item of Admin > Processes allows the ability to compare cut & pasted resumes against the selected skills here. If matches are found, it will place the skills in the Applicant File > Experience Page > Skills Tab. Use the Status and Date Range criteria to refine the process. Leaving these fields blank will consider all.

SKILL

Field Description: This drop-down list contains all the available Cyber Recruiter skills from Admin > Codes > Skills > Skill Codes. (Note: Hold CTRL key down to select more than one skill.) The skills selected will search the text resumes in Applicant Files to see if there is a match. If there is a match, the selected skills will default on the Applicant File > Experience Page > Skills Tab.

This should be done if the organization is using Applicant > Search Applicants > Database or Cyber Search with Skills. Only Applicants with skills listed on the Applicant File > Experience Page > Skills Tab will be considered in these types of searches.



STATUS Field Description: This drop-down list contains all the available Applicant statuses that can be used to refine the search.




DATE RANGE

Field Description: This drop-down list contains all the available date ranges that can be used to refine the search.



If an Applicant’s resume contains the selected skills (or synonyms) the skills will be added to the Applicant File > Experience Page > Skills Tab. If the Applicant already has the skill it will not be added again. Once the Skill Catalog Process is complete, an email notification will be sent to Administrator identifying giving some statistics about the selected skills and the number of Applicants who had these skills added.


ADMIN > SYSTEM SETUP

GENERAL TAB

The General Tab of Admin > System Setup is illustrated below.

COMPANY NAME

Field Description: Lists the Company Name where ever it is used in the system. To have the Company Name displayed in the upper left hand corner of the system, please read Appendix E for more assistance.

User View: This merge field {CompanyName} is used to create various templates Admin > Page Builder > Correspondence Templates and used as insert in the website Admin > Website > Careers Portal.Applicant View: When used, Company name defaults in various email correspondences and on the website.

PRIMARY CONTACT

Field Description: Primary Contact of the Cyber Recruiter System.



LINK

Field Description: The URL accesses Cyber Recruiter. The link connects the automatic generated emails to Cyber Recruiter. (Note: ‘http://’ must be included for this feature to work). Click the help button next to the field to obtain more assistance.

User View: The field is not displayed to the User other than what is seen in the Address Bar.


Applicant View: The field is not displayed to the Applicant.

ENABLE SINGLE SIGN-

ON

Field Description: This field enables the ability to have Active Directory allow Single Sign-on. Once the field is set to yes, click on the field caption – it is a hyperlink – to complete additional setup. In the User Security set up for each user additional setup is also needed.

- LDAP Server- User ID- Password



MAX SEARCH RESULTS

Field Description: Indicates the total number of search results allowed before the User is forced to redefine the search. Click the help button next to the field to obtain more assistance.

User View: This field applies to all Searches in the system.


APP DUPLICATE CHECKING

Field Description: This multi-option pick list determines the Applicant duplicate checking method(s) in the Cyber Recruiter database. NOTE: Each option selected is enforced separately. Meaning that if you select two options, whatever scenario the system finds either option (NOT both together) prompt the duplicate check message.

User View: It applies to:- Main Menu Bar > Applicant > Add Applicant option- Applicants entered from website (Careers Portal)- Main Menu Bar > Applicant > Employee Referral > Add Applicant.

If a duplicate is found, Users can keep > delete the newly added Applicant.

Applicant View: If Applicants try to apply and the duplicate check finds them already in the system, they will receive a message alerting them to that fact. The message Applicants receive can be created in Admin > Website > Careers > Online Application Tab > Duplicate Message.

PRINT REQ PAGE

Field Description: Typically left blank so that the default Print Req Form can be utilized in Admin > Page Builder > Requisition > Print Req Form. Click the help button next to the field to obtain more assistance.

User View: The Print Req Page is found in the Requisition File.


REQUIRE PASSWORD ON EMAILS

Field Description: Turns on the requirement for users who receive emails from Cyber Recruiter to enter a password prior to responding via HTML links.

User View: When activated, required to enter a password on emails Cyber Recruiter generated requiring action (Example: Requisition Approvals, Interviews, Routings, Offer Approvals, etc…)

Applicant View: This field is not displayed to the Applicant

SMTP SERVER

Field Description: Enter the computer name or IP address of a functioning SMTP Server on network. This server allows email relaying from the Cyber Recruiter web server. Click the help button next to the field to obtain more assistance on this field.



DEFAULT Field Description: The Email Address entered is used as the system’s default email address with automatically sent emails. Click the help button next to the field to obtain more assistance.


‘FROM’ EMAILUser View: This field is not displayed to the User.

Applicant View: Applicant’s who apply via the website can receive an automated ‘Thank You’ email and it will look like it comes from this email address.

VERSION

Field Description: This ‘Read-only’ field displays the current version of Cyber Recruiter SQL database. As upgrades are done, this version number will change.

User View: This version number displays on the Login Page and in the Help > About section. When dealing with Tech Support, you might need this number.


UPDATE REPORT WRITER VIEWS

Field Description: This link updates the tables and fields available for use in the Report Writer. Recommendation would be to click on this link with each version release and/or when prompted to by Tech Support. NOTE: That when you click this link because of an upgrade or new release indicating changes or additions to fields/tables, a SQL statement query also needs to be run in order for the Report Writer to update appropriately. Follow these instructions:

1. Login to Cyber Recruiter2. Change the Address Line URL:

From: http://www.visibilitysoftware.com/cyberrecruiter/Main.apsx To:http://www.visibilitysoftware.com/cyberrecruiter/Reporting/rs.aspx

3. Click the Update Schema link4. Log out and Log back in5. Go to the Report Writer and see if that made a difference.



USE DROP-DOWN FOR SCHOOLS?

Field Description: This Yes/No radio button determines whether the Schools field should be a drop-down list or an open text box. Selecting Yes, applies the drop-down feature, which can be populated from Admin > Code > Education > School Codes. Click the help button next to the field to obtain more assistance.

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

Applicant View: This field is displayed with the Online Application > Education Page when selected as a field to capture information.

USE DROP-DOWN FOR DEGREES?

Field Description: This Yes/No radio button determines whether the Degrees field should be a drop-down box or an open text box. Selecting Yes, applies the drop-down feature, which can be populated from Admin > Code > Education > Degree Codes. Click the help button next to the field to obtain more assistance.



USE DROP-DOWN FOR MAJORS?

Field Description: This Yes/No radio button determines whether the Majors field should be a drop-down box or an open text box. Selecting Yes, applies the drop-down feature, which can be populated from Admin > Code > Education > Major Codes. Click the help button next to the field to obtain more assistance.




http://www.visibilitysoftware.com/cyberrecruiter/Reporting/rs.aspx

http://www.visibilitysoftware.com/cyberrecruiter/Main.apsx

ORG TITLES TAB

The Org Titles Tab of Admin > System Setup is illustrated below.

ORG LEVEL FIELDS

Field Description: These fields correspond to levels of the organization. Levels can be in a hierarchal order; Represent different functions > areas of the organization > recruiting process; or match levels in a shared HR system to keep consistency with New Hire transfers. After the titles are entered here, code tables for each become available in Admin > Codes > Organization Codes where the Administrator can populate them and security can be tied to these levels in Admin > Security > User Profiles

User View : Levels have a high profile in Cyber Recruiter:- Creating Requisition Files- Finding a Requisition- Reporting

Applicant View: These fields are only displayed to the Applicant if they are selected as fields that should show with the open position.

DEPENDS ON

Field Description: These drop-down options allow for a company to link together the organizational level. For example, if only two departments (IT and HR) are in Alexandria and the rest of the departments are in Reston, a company can make department dependent on location (designated by putting a 1 in the drop-down list). For each location chosen a different department list will appear. Additional setup is needed to link the organizational levels together under Admin > CodesUser View: Sees this connection on the Requisition > Create Req Process and on the Requisition File > Main Page.

Applicant View: Applicants will not be aware of this connection


LOGIN PAGE TAB

The Login Page Tab of Admin > System Setup is illustrated below.

TEXT BOX

Field Description: This text box allows the organization to post out messages to the users as they log into the system. The message will replace completely the ‘Welcome to Cyber Recruiter’ message.

User View : This message will appear on the login page and will replace the ‘Welcome to Cyber Recruiter’ message. If nothing is entered, the standard message will appear.

Applicant View: This message is not displayed to the Applicant.


INSTALL CODE TAB

The Install Code Tab of Admin > System Setup is illustrated below.

BOX

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

User View : This is not displayed to the user.

Applicant View: This message is not displayed to the Applicant.


ADMIN > WEBSITE

AGENCY PORTAL

The Agency Portal provides staffing agencies access to submit Applicant information online to the organization. Agencies can be set up with multiple contacts and each contact can have access to this portal. Designate the jobs the agencies should post Applicants to and then agencies can submit basic contact information, resume and add a note as needed.

When Applicant information is submitted to the system, an Applicant file is created and added to the requisition. The Referral Source field is flagged as being submitted by the agency and a new page is added to the Applicant File > to track which agency and which contact at that agency submitted this applicant.

IMPORTANT NOTE: This is a separate web page and to use it will require a new page be designed - either by Visibility Software or internally (reference the Installation Guide; section to create a web page).

ACTIONS PAGE

The Actions Page of the Admin > Website > Agency Portal is where the Administrator can decide what actions should take place when an Agency User submits an Applicant to review.


ADD TO WHICH INBOX

Field Description: Check mark one, two or all three options related to the Inbox settings. ‘Recruiter’ puts Applicants in the Recruiter’s Inbox; ‘Supervisors’ puts Applicants in the Supervisor’s Inbox; and ‘Other’ allows the Administrator to select a specific User to put Applicants in that User’s Inbox.

User View: Sees Applicants in their Inbox as indicated for this field.

Agency User View: This field is not displayed to the Agency User.

RECIPIENTS

Field Description: Click on the link for Recipients to determine which User should have the Applicant in the Inbox when the last option ‘Other’ is checked.

User View: Users selected have Applicants placed in their Inboxes.


ROUTE APPLICANT

TO …

Field Description: Check mark one or both options related to the automatic routing. ‘Recruiter’ will send the Routing email to the Recruiter of the position the applicant applied to, ‘Supervisors’ will send the Routing email to the Hiring Manager of the position the applicant applied to

User View: Recruiters and/or Supervisor’s receive a routing email upon submission.


EDIT LINK Field Description: Click on the edit links to further set what will be displayed and allowed in the routing email.


Allow Responses from Email : Will display the list of Applicant Status for this recipient to select from and update the system.

Email Responses back to Sender : Will send an email back to the Recruiter or Hiring Manager of the response selected.

Update Req Status : Will update the Status of this position for the applicant as well as capture the response. Recommendation: Only activate this setting for either the Recruiter or the Manager, not both.

Routing should come from : Who it should like the routing is coming from. The options are Recruiter, Supervisor or Default Online User.



SEND THE AGENCY USER

AN EMAIL

Field Description: Check the box to send a confirmation email to the Agency User about receiving the Applicant submission the first time. Click the Edit link to compose the email which will be sent.


Agency User View: Receives this email when the box is checked.

SEND THE AGENCY USER AN EMAIL … A

NEW JOB

Field Description: Check the box to send a confirmation email to the Agency User about receiving the Applicant submission for additional positions (not the first time this Applicant was submitted). Click the Edit link to compose the email which will be sent.


Agency User View: Receives this email when the box is checked.

EMAIL PARTICULAR

USERS

Field Description: Check the box to send the email to a person (User or non-User) when an Applicant has been submitted. Click the Edit link to compose the email which will be sent to the person each time an Applicant is submitted. Click on the Recipients link to specify which individuals should receive this email.

User View: User specified will receive an email.



CHANGE APPLICANT

STATUS TO…

Field Description: Select which status (Overall and Requisition Specific) the Applicant should have upon an Agency submitting an Applicant.

User View: The result of this field is viewable as the Overall Status or on the Applicant File > Activity Page > Attached Reqs Tab

Agent View: This field is not displayed to the Agency User.

ADD NOTE …

Field Description: This field indicates what Note Type to use to capture additional information from the Agency User.

User View: This field will display in the Applicant File > Notes Page if/when the Agency User has entered additional information.

Agent View: This field is not displayed to the Agency User.

AGENCIES PAGE

The Agencies Page of the Admin > Website > Agency Portal allows the Administrator to enter the agencies who should have access to the portal along with the users for each agency. This is also where the Administrator disables agencies and users that are not longer working with the organization.

This page displays all the Agencies entered for the organization. The Hide Disabled checkbox show active and inactive Agency accounts as the Administrator needs to review them. Click the Add link to populate this page (the Edit page will prompt the Administrator with the same information):


AGENCY NAME

Field Description: The name of the Agency

User View: This field is visible on the Requisition File > Agency Portal Page

Agency User View: Visible when using the merge field is used in emails and/or in the Portal.

ADDRESS 1Field Description: The street address and/or mailing address of the agency



ADDRESS 2Field Description: The street address and/or mailing address of the agency



CITYField Description: The city of the agency



STATEField Description: The state of the agency



ZIPField Description: The zip code of the agency



DISABLED

Field Description: When this box is checked, the Agency Account is disabled and does not have access to the portal anymore.


Agency User View: This field is not displayed to the Agency User


This page displays all the Agency Users entered. The Hide Disabled checkbox show active and inactive Agency User accounts as the Administrator needs to review them. Click the Add link to populate this page (the Edit page will prompt the Administrator with the same information):

USER IDField Description: This is the Agency User login ID needed for Agency Portal

User View: This field is not displayed to the User unless through emails.

Agency User View: Visible when using the Merge field is used in emails and/or the Portal.

FIRST NAMEField Description: The Agency User’s first name.

User View: This field is not displayed to the User unless through emails.


LAST NAMEField Description: The Agency User’s last name.

User View: This field is not displayed to the User unless through emails


EMAILField Description: The Agency User’s email address



PHONEField Description: The Agency User’s phone number



PASSWORDField Description: The Agency User’s password



DISABLED

Field Description: When this box is checked, the Agency User is disabled and does not have access to the portal anymore.




If the password needs to be reset because the Agency User cannot login or as a security process, the Administrator decides to reset the password, click on Reset to do so. Click Send if a welcome email should be sent to new Agency Users. The Return to Agency link takes the Administrator to the previous page where all the agencies are listed.

EMAILS PAGE

The Email Page of the Admin > Website > Agency Portal is where the Administrator can set up the email templates for some particular emails that are generated at different points in the process.

WELCOME EMAIL

The Welcome Email is initial email that welcomes new agencies to working with the organization. It should give the agency the information it needs to access the Agency Portal website and any other information/instructions they need.


NEW POSITION EMAIL

The New Position Email is the email that agencies will receive when a new positions is open and is sent to an Agency to help recruit for it.


FORGOT LOGIN EMAIL

The Forgot Login Email is what the Agency Users will receive when they click on the Login Page link to have their Login information resent to them.


INSTRUCTIONS PAGE

The Instructions Page in the Admin > Website > Agency Portal allows the Administrator to set up necessary parts of the process for the Agency to use when submitting an Applicant.

LOGIN TAB The Login Tab in the Admin > Website > Agency Portal > Instructions allows the Administrator to provide a message to the Agency Users at the Login screen of the Agency Portal.


HOME TABThe Home Tab of the Admin > Website > Agency Portal > Instructions allows the Administrator to provide a message to the Agency Users who login to the Portal. Depending on the setup on the Setup Page, Agency Users may or may not have a link available to them to review past submissions.

(Example of Agency Portal Home Page)


CONTACT INFO TABThe Contact Info Tab of the Admin > Website > Agency Portal > Instructions allows the Administrator to provide a message to the Agency Users who login to the Portal.

(Example of Agency Portal Contact Info)


RESUME TABThe Resume Tab of the Admin > Website > Agency Portal > Instructions allows the Administrator to provide a message to the Agency Users who login to the Portal.


NOTE TABThe Note Tab of the Admin > Website > Agency Portal > Instructions allows the Administrator to provide a message to the Agency Users who login to the Portal.


LOGIN FAILED TABThe Login Failed Tab of the Admin > Website > Agency Portal > Instructions allows the Administrator to provide a message to the Agency Users who login to the Portal.

(Example of the Login Failed Page)


THANK YOU TABThe Thank You Tab of the Admin > Website > Agency Portal > Instructions allows the Administrator to provide a message to the Agency Users who login to the Portal.


DUP APP TABThe Dup App Tab of the Admin > Website > Agency Portal > Instructions allows the Administrator to provide a message to the Agency Users who enter a duplicate Applicant.


SETUP PAGE

The Setup Page of the Admin > Website > Agency Portal is where the Administrator sets some general permissions and layout for use of the portal.

ENABLED

Field Description: When set to YES, the Agency Portal is active and all those highlighted in the User column will be able to submit jobs to agencies.



TOTAL WIDTH

Field Description: Decides the pixel width of the website agencies use to submit Applicants



VIEW PREVIOUS

SUBMISSIONS

Field Description: When set to YES, the agencies have a link available to them to see Applicants they have submitted in the past.


Agency User View: Have a link they can click to see all previously submitted Applicants

ADVANCED PARSING

Field Description: When set to YES, resumes parse out into the rest of the application the agencies submit.



AGENCY PORTAL URL

Field Description: The website link the agencies use to submit Applicants


Agency User View: Link to access the Agency Portal.


USERSField Description: Users selected here will be able to submit jobs to agencies

User View: Will see Requisition File > Agency Portal Page to submit jobs


VISIBLE FIELDS DROP-

DOWN

Field Description: Fields from the Requisition File > Main Page can be selected here to display information about the position.



VISIBLE FIELDS

CAPTION

Field Description: Specify what this field should be called on the Job Summary page.


Agency User View: See the caption entered next to the field results in the Job Summary.


FIELD

Field Description: drop-down list of the available job description sections that could show. Note: Make sure the fields being pulled here are ones that have information in them (could make mirror it with the corporate website).



ORDER

Field Description: If there are multiple sections of job description sections this helps to indicate which order to display the information



TITLE Field Description: What this section of the job description should be called.


Agency User View: Sees of each section available for the job description.

INSTRUCTIONS

Field Description: If certain information should always default with this section of job description information, enter it here.


Agency User View: Additional information listed for each section of job description.

LIST OF FIELDS TO DISPLAY

Field Description: Highlight the fields which to display on in the Self Service as well as on the online application.

LIST OF REQUIRED FIELDS

Field Description: Highlight the fields which should be required before this record will be accepted and written to the database.

INCLUDE APPLICATION QUESTIONS

Field Description: check the box if application questions should be filled in at the time the agency submits the Applicant.

INCLUDE REQUISITION Field Description: check the box if requisition questions should be filled in at the time


QUESTIONS the agency submits the Applicant.

DUPLICATE CHECKING

Field Description: This multi-option pick list determines the Applicant duplicate checking method(s) in the Cyber Recruiter database. NOTE: Each option selected is enforced separately. Meaning that if it is selected to have First and Last Name as well as Email as the options, whatever scenario the system finds first (NOT both together) prompt the duplicate check message.

SEND EMAIL …

Field Description: This checkbox allows an email to be sent to a User in the system, the Recruiter, the Supervisor and/or someone else who is not listed in the system when a duplicate Applicant is attempted. If the checkbox is selected, click the Edit link to pick who should be notified to ensure a clean database.


CHOOSE USERS WHO SHOULD RECEIVE …

Field Description: Select Users from this list that should be notified when a duplicate Applicant is added through the Agency Portal.

SEND EMAIL …Field Description: Enter the email address of the person(s) should be notified when a duplicate Applicant is added through the Agency Portal.

EMAIL THE RECRUITERField Description: Sends an email to the Recruiter of the position when a duplicate Applicant is added through the Agency Portal.

EMAIL THE SUPERVISOR

Field Description: Sends an email to the Supervisor of the position when a duplicate Applicant is added through the Agency Portal.

MINIMUM LENGTH

Field Description: This field determines the minimum characters (alpha and numeric) required for a legitimate password.


Agency User View: Agency Users will have to enter the minimum length on the initial Cyber Recruiter Login page as it applies here

MINIMUM NUMBERS

Field Description: This field determines the minimum numbers required for a legitimate password.


Agency User View: Agency Users will have to enter the minimum numbers on the initial Cyber Recruiter Login page as it applies here.


CAREER PORTAL

The Career Portal is maintained and configured within Cyber Recruiter’s Admin section. The Career Portal assists the Administrator in configuring their web pages (career pages, online application pages and self service pages). For the career pages, the Administrator can determine if an introduction page is needed, how to browse for open employment opportunities, what the job description should look like, and how to display shortcut links to other career pages. For the online application pages, The Administrator can configure the order of the pages needed as well as the automated processes that should happen after Applicants complete the online application process. For the self service pages, the Administrator can determine what the Employees/Applicants see in the self service center: application information, job alerts, job browsing, and previous submissions.

To access the Career Portal, click on the Admin option off of the Main Menu Bar. Scroll down and click on Website > Career Portal.

OVERVIEW > DEPENDENCIES

This section introduces the pieces of the Career Portal along with terminology clarification. Intro Tab – This Tab sets up initial careers pages in which Applicants will start their career search on the corporate

website. - Hot Jobs Link – this section will pull a summary view of a requisition if the requisition is flagged

accordingly on the Requisition File > Main Page > General Tab- Search Link – various fields are available here to pull requisition information out to the website for

searching. Thus, if a field is selected here, it is a good idea to make sure that field is filled in with the Requisition File > Main Page prior to it posting to the Website. Building that check into the process will help.

Job Browsing/Description Tab – This Tab determines job opportunities layout as well as the actual job description. Additional ‘Refer a Friend’ feature.

- Layout Section – various fields are available to pull requisition information out to the website for the job posting. Thus, if a field is selected, it is a good idea to make sure that field is filled in with the Requisition File > Main Page prior to it posting.


- Fields Section - various fields are available to pull requisition information out to the website for the job description. Thus, if a field is selected, it is a good idea to make sure that field is filled in with the Requisition File > Main Page prior to it posting.

- Job Description Section – various fields/tabs are available to pull out the job description to the website. Thus, if a field > tab is selected here, it is a good idea to make sure that field is filled in with the Requisition File > Job Description Page and/or Notes Page prior to it posting.

Online Application Tab – This Tab determines the pages of the online application, which pages to pull from the Self Service Portal.

- Contact Information Page – When turning on the three (3) fields at the top of the page, make sure they are turned on in Admin > Page Builder > Applicant > Miscellaneous. When using Parsing as the starting point for the application, Advanced Parsing must be turned on in Admin > Links > Pre-Defined Links > Advanced Parsing.

- Various Pages – If the pages selected to capture Applicant information have fields (Example – Contact Information Page – should capture First Name, Last Name, Address, etc…) then make sure those the desired fields are turned on in Admin > Website > Career Portal > Self Service Tab.

Self Service Tab – This Tab determines what Employees/Applicants should see when in the Self Service Center. Action Tab – This Tab determines who should be notified when Applicants apply to the system and whether to

send an automated Thank You email when Applicants complete the online application.- Recruiter/Supervisor – any option that indicates ‘Recruiter’ and/or ‘Supervisor’ requires that a Recruiter

and/or Supervisor be named for each requisition in the Requisition File > Main Page. Thus, it is a good idea to make sure these fields are filled in prior to posting the job to the website. Building that check in to the process will help.

Benefits Tab – This Tab determines what benefits information should display on the website if > when the Benefits link is applied to the website.

- Dependencies: NONE

When working the Career Portal it is important to note that the Administrator needs to wait until the page finishes loading before clicking on anything in this portal. If something is clicked before the page finishes loading, the Administrator might freeze the portal and will need to refresh the page before continuing.

Additionally, the Save Changes button is a global ‘Save Changes’ for the portal. It does not differentiate between tabs therefore Cyber Recruiter cannot remember what Tab the Administrator was on before clicking the Save Changes button.


INTRO PAGE TAB

The Intro Page Tab allows the Administrator to design the initial page of the organization’s careers section.

The Intro Page Tab is designed to be a launching point for the rest of the website. Making this page active (selecting YES) will allow the Administrator to create a welcome message for the careers section of the corporate website and provide direction to the applicants. The drop-down list at the bottom contains various links that can be placed on this page to act as shortcuts to other places in the careers section. Altogether, these this page and links will make up the full careers section of the corporate website.


Available Links Link to Corporate Benefits – Link to view Benefits Link to Self Service Login – Link to enter the Applicant Self Service Center Link to First Careers Page – Link to Browse Open Positions Link to First Page of Application – Link to the first page of the Online Application Link to ‘Hot Jobs’ – Link to screen of featured jobs (additional setup needed) Search Box – Displays a search option on the Intro page (additional setup needed) Keyword Search – Displays an open text box to do keyword searching on requisitions Company Name – Merge field to bring in the Company Name from Admin > System Setup

Link Properties{CareersLink: Job Opportunities}

Code (CareersLink) – Contains hard coded direction of where the link should take Applicants when clicked. This should NOT be modified.

User-Defined Data Label (Job Opportunities) – the actual hyperlink as Applicants will see it


(Example of Intro Page from the Applicant’s View)


SEARCH BOX SETUP

The Search Box is a tool available on the Intro Page which allows the Administrator to set up pre-determined searching options which allow the Applicants to look for jobs not necessarily how the company has decided to organize them. For example, if the company website just lists all the jobs in a table, the search box would allow the applicant to narrow down the list by selecting only feature about the job which interests him/her. To set up the search box tool, first set up the details by clicking on the Search Box Setup link on the Intro Page. Select where this link should show on the Intro Page and place the Search Box link in the text as it should appear for the applicant.


SEARCH FIELD DROP-DOWN

Field Description: Fields from the Main Page of the requisition file which can be used to perform searches


Applicant View: Sees the results from this selection. Example, if Location is chosen, the Locations listed in the system will be displayed on the Intro Page Search Box.

SEARCH FIELD CAPTION

Field Description: Specify what this field should be called on the Intro Page Search Box.


Applicant View: Sees the caption entered at the top of the search box. This field tells the Applicant what the list is related to in the Requisition.

VISIBLE FIELDS DROP-DOWN

Field Description: Fields from the Main Page of the requisition file which will appear when the Applicant selects to view this position.


Applicant View: Once an applicant runs the search, these are the fields which will be displayed so the Applicant can get more details on the job.

VISIBLE FIELDS CAPTION



Applicant View: Sees the caption entered next to the field results in the Job Summary.

JOB DESCRIPTION DROP-DOWN

Field Description: Select which text boxes from the Requisition File > Job Description Page should be used for a short (250 character) preview of the Job. Applicants will be able to view the whole description by clicking on the Job Title.


Applicant View: Sees a short description on the Summary page before looking further into the full job description.


(Example of Search Box from the Applicant’s View)

(Example of Search Results from the Applicant’s View)


FEATURED JOBS SETUP

The Featured Jobs Section is a way for an organization to make Applicants aware of specific jobs in a centralized location. This section references back to the Requisition File > Main Page to determine which job should post to this area. To set up the Hot Jobs section, first set up the details by clicking on the Featured Jobs Setup link on the Intro Page. Then select where this link should show on the Intro Page and place the Featured Jobs link in the text as it should appear for the applicant. Finally, review currently open requisitions and change the field Featured Job from blank or No to Yes.

TEXT BOX

Field Description: Type in the message which should appear on the top of this page instructing the Applicant as to how to use this page.


Applicant View: Sees this message listed above the Featured Jobs.

LINKS

Field Description: Use the drop-down list for links to place hyperlinks to other pages of the website on the Hot Jobs page (these same links are used on the Intro Page)


Applicant View: Sees the name of the hyperlink and be re-directed to that page.





Applicant View: Once an applicant runs the search, these are the fields which will be displayed so the Applicant can get more details on the job.









(Example of Hot Jobs Link on the Intro Page from the Applicant’s View)


(Example of Hot Jobs Results from the Applicant’s View)


JOB BROWSING/DESCRIPTION TAB

The Job Browsing Tab allows the Administrator to configure the layout for the open career opportunities.

This page allows the Administrator to determine how open positions (requisitions) should post to the career page.

BROWSE METHOD

Field Description: Select how the jobs should be displayed – see below for further descriptions on how each selection will appear.


Applicant View: Sees the results of the selection.

JOB TITLE VIEW

Field Description: Select how the Job Title information should be shown on the top of the Job Description page. Req Code will display only the Code associated with this requisition; Req Description will display only the Title; Code: Description will display both the code and the description.


Applicant View: Sees the result of this setting.



Field Description: Fields from the Main Page of the requisition file which will appear as detail information in the Job Description.


Applicant View: Displayed field provide information about the job. Column heading sortable.


Field Description: Specify what the column of information should be called.


Applicant View: Sees the caption at the top of the column.

APPLY NOW TEXT

Field Description: Enter text if something other than Apply Now should show on the button at the bottom of the page for the applicant to begin the online application.



REFER A FRIEND

Field Description: Set this option to Yes, if an applicant should be able to send the Job Description to another person. This information will not be recorded into Cyber Recruiter and additional setup is required (see below).


Applicant View: If set to Yes, Sees another button which says Refer A Friend.

JOB DESCRIPTION

Field Description: Job Description Section allows the Administrator to determine what tab(s) from the Requisition File > Job Description Page should be used for the full job description. Click the Add button to add a tab > note or the Edit button to modify what is there


Applicant View: Sees the result of this setting. Sections are broken up by the Title (if entered) and the Instructions (if entered). Otherwise, the job description simply flows from one text section to another.

TEXT BOX

Field Description: Type in the message which should appear on the top of this page instructing the Applicant as to how to use this page. We recommend placing any EEO notations and/or links back to other pages of the careers site in this text box.


Applicant View: Applicant sees this message listed above the Job Description


BROWSING OPTIONS

Browsing Options allows the administrator to set how the job will be displayed on the website when the Applicant selected to ‘view openings’. There are four views available and each present a different set of options to configure.

SINGLE PAGE – COMPLETE

The Single Page – Complete option lists the positions in alphabetical order of Job Title, one after another.

TEXT BOX



Applicant View: Sees this message listed above the Job Summary.


DOWN



Applicant View: These are the fields which displayed details about the job.

VISIBLE FIELDS

CAPTION




JOB Field Description: Select which text boxes from the Requisition File > Job Description Page should be used for a short (250 character) preview of the Job. Applicants will be able to view


DESCRIPTION DROP-DOWN

the whole description by clicking on the Job Title.



(Example of the Single Page – Complete layout from the Applicant’s View)


SINGLE PAGE – TABLE

The Single Page – Table option lists the positions in a table format, which defaults to listing the positions in alphabetical order based on of Job Title.

TEXT BOX



Applicant View: Sees this message listed above the Table of Jobs.


DOWN

Field Description: Fields from the Main Page of the requisition file which will appear as table headings.


Applicant View: These are the fields which displayed details about the job.

VISIBLE FIELDS

CAPTION





(Example of the Single Page – Table layout from the Applicant’s View)


GROUPED PAGE – COMPLETE

The Group Page – Complete option lists open employment opportunities in two levels: first by group(s) and then by listing the positions one after another.

TEXT BOX

Field Description: Type in the message which should appear on the top of this page instructing the Applicant as to how to use this page. If grouping by an organizational level, the merge field {OrgDesc} can be entered into this text box to display information from the Codes section specific to this group level.


Applicant View: Sees this message listed above the Job Summary.


DOWN



Applicant View: Displayed field provide information about the job. Column heading sortable.


VISIBLE FIELDS

CAPTION








GROUP BY

Field Description: Select the field from Requisition File > Main Page which should be used as the first grouping level. Pressing Edit next to the field will provide a text box where instructions for the page can be entered.


Applicant View: Sees the results of the section. Example, if Location is selected a list of location displays. The text box is seen above the list for this group.

SECONDARY GROUPING

Field Description: Select the field from Requisition File > Main Page which should be used as the second grouping level. Pressing Edit next to the field will provide a text box where instructions for the page can be entered. . If grouping by an organizational level, the merge field {OrgDesc} can be entered into this text box to display information from the Codes section specific to this group level.


Applicant View: Sees the results of the section. For example, if Location is selected a list of location displays. The text box is seen above the list for this group.

DISPLAY NUMBER

Field Description: Select Yes to display the number, select not to display the number. User View: This field is not displayed to the User.

Applicant View: If Yes is selected, a number is seen in parenthesis next to the grouping specifying how many jobs are posted for that grouping.

DISPLAY IF NO OPENINGS

Field Description: Select Yes to always display the group, regardless of openings. We recommend setting Display Number to Yes if this option is set to Yes.


Applicant View: Always sees the grouping regardless if there are openings for the group.

CENTER?

Field Description: Selecting Yes will make the group appears in the center of the page instead of Left Justified.




(Example of the Grouped Page – Complete from the Applicant’s View)

(Example of the Grouped Page – Complete from the Applicant’s View)


GROUPED PAGE – TABLE

The Group Page – Table option lists open employment opportunities in two levels: first by a group feature and then by listing the positions in a table format, which defaults to listing the positions in alphabetical order based on of Job Title.

TEXT BOX

Field Description: Type in the message which should appear on the top of this page instructing the Applicant as to how to use this page. If grouping by an organizational level, the merge field {OrgDesc} can be entered into this text box to display information from the Codes section specific to this group level.


Applicant View: Sees this message listed above the Table of Jobs.


DOWN

Field Description: Fields from the Main Page of the requisition file which will appear as table headings.



VISIBLE FIELDS

CAPTION





GROUP BY

Field Description: Select the field from Requisition File > Main Page which should be used as the first grouping level. Pressing Edit next to the field will provide a text box where instructions for the page can be entered.



SECONDARY GROUPING

Field Description: Select the field from Requisition File > Main Page which should be used as the second grouping level. Pressing Edit next to the field will provide a text box where instructions for the page can be entered. . If grouping by an organizational level, the merge field {OrgDesc} can be entered into this text box to display information from the Codes section specific to this group level.



DISPLAY NUMBER

Field Description: Select Yes to display the number, select not to display the number. User View: This field is not displayed to the User.

Applicant View: If Yes is selected, a number is seen in parenthesis next to the grouping specifying how many jobs are posted for that grouping.

DISPLAY IF NO OPENINGS

Field Description: Select Yes to always display the group, regardless of openings. We recommend setting Display Number to Yes if this option is set to Yes.


Applicant View: Always sees the grouping regardless if there are openings for the group.

CENTER?

Field Description: Selecting Yes will make the group appears in the center of the page instead of Left Justified.



(Example of how the Grouped Page – Table first level looks to Applicants).


(Example of how the Grouped Page – Table second level looks to Applicants).


REFER A FRIEND SETUP

The Refer A Friend Section is unique page which will allow the viewer of the careers site to send this job description to someone else. The information does not get written into Cyber Recruiter and this should not be used as an Employee Referral since the information does not get passed on to the HR staff. To set up the page, first set up the details by clicking on the Refer A Friend Edit link on the Job Description Page. Then change the setting to Yes on the Job Description Page.

This page allows the Administrator to configure the “Refer a Friend” functionality. The first HTML editor creates the email that will be sent to the person being referred. The Fields drop-down list under the first editor contains merge fields that can be utilized in the email message.


EMAIL

Field Description: Enter the text which will be sent in an email to the person designated by the Applicant / website Viewer.



INSTRUCTIONS

Field Description: Enter instructions for this web page. We recommend explaining the purpose of this page and displaying a copy of the email text which will be sent.


Applicant View: This message appears at the top of the page before submitting the details of the sender and person sending.

THANK YOU

Field Description: Enter a message of thanks. We recommend also putting a link back to another page in the website so the Applicant can continue his/her search.


Applicant View: Sees this when the email has been sent.


(Example of how the Refer A Friend Page looks from the Applicant’s View.)


ONLINE APPLICATION TAB

The Online Application Tab allows the Administrator to configure the online application(s) for the Applicants to fill out when applying.

This page allows the Administrator to develop online applications. The Online Application Tab has a dependency relationship with the Self Service Tab. The Career Portal allows the Administrator to select the order of the pages using the Wizard Page fields as well as put some requirements to the page itself (Example – how many educational experiences are required, is the resume required, etc…). However, the Self Service Tab is where the Administrator configures what fields will be displayed.

Various application templates can be developed here and then applied to each requisition as needed. For example – if some positions require security clearance information and some do not; the Administrator can make an application for those types of positions and use the default application for all others. To create a template, click on the New link on the Template field line.

Give the Template a name that will easily identity it and click Save Changes when done.


Once the template is created, select it in the Template field from the drop-down list. The page will refresh so that the Administrator can create the application and > or maintain it as needed. Click Save Changes when done. After all necessary application templates are created in the Careers Portal; the Administrator can select the appropriate template to use in the Requisition File > Main Page in the Template field.

There are many pages to select and use in the online application. With each page, there is a chance to edit the instructions and set certain requirements depending on the page.

CONTACT INFORMATION PAGE

Field Description: This page displays items from multiple areas in Cyber Recruiter. The details which are controlled by the page: Parse from Resume : Set this to Yes to start the online application with a formatted

resume. This field is not available unless the Admin > Links > Pre-Defined Links > Advanced Import is enabled.

Include Referral Source : Choosing Yes or Required will make the question entered in the text box display on the website. The drop-down on the website will pull from the


Referral Source list. Include Desired Salary : Choosing Yes or Required will make the question entered in the

text box display on the website. This will be an option text box. Include Position Desired : Choosing Yes or Required will make the question entered in the

text box display on the website when someone does not select a current opening. The drop-down on the website will pull from the Position Desired list.

Applicant Status : Enter the status which this applicant should be once completing this page. Recommendation: Incomplete.

Validate Email : Set to Yes to provide another field which will verify the email address entered is the same. Recommendation: set this to Yes to ensure the email address entered is correct.

User View: Sees the results of this page inside Cyber Recruiter. The Contact Information will display on the Applicant File > Demographics Page, all other information collected will appear on the Applicant File > Application Page.

Applicant View: If parsing is set to Yes, Applicants are asked to submit a formatted resume to start the process. Otherwise, they start with the detail page and see the message listed at the top, followed by any contact information requested. The next section displays the standard questions set in the Contact Information page, followed by any questions marked as Pubic in the Admin > Page Builder > Applicant > Application Questions section. The final section of this page displays any requisition specific question set and marked as Public inside the Requisition File > Req Questions Page.

RESUME

Field Description: This page displays a text box to submit a text resume and a browse box to upload a resume. This page does not display if the Parsing feature is set to YES. Text Resume Available : Set this to Yes to display a text box for the applicant to enter in a

text resume. Text Resume Required : Set this to Yes to require the text box be completed before

moving to the next page. Resume Text Minimum Length : Enter the minimum length of the text resume can be

before moving to the next page. Resume Upload Available : Set this to Yes to display a browse option to upload a resume. Resume Upload Required : Set this to Yes to require the uploaded resume before moving

to the next page. User View: Sees the results of this page inside Cyber Recruiter in the Applicant File > Resume Page and for any link to the resume. Applicant View: Sees a page to submit his/her resume.

COVER LETTER

Field Description: This page displays a text box to submit a cover letter. Cover Letter Text Minimum Length : Enter the minimum length of the cover letter before

it will be accepted and allow the applicant to move on.

User View: Sees the results of this page inside in the Applicant File > Resume Page.

Applicant View: Sees a page to submit his/her cover letter.

EDUCATION

Field Description: This page collects education information from the applicant. The page is designed to allow for unlimited number of records and only requires the applicant to press Add to enter more detail. Required Records : Enter the minimum number of records which must be entered prior


to moving to the next page.

User View: Sees this information in Applicant File > Experience Page > Education Tab

Applicant View: Sees a page requesting educational information. If Parsing is set to yes, this information will already be extracted and the Applicant should verify the information.

SKILLS

Field Description: This page collects skills information from the applicant. The page is designed to allow for unlimited number of records and only requires the applicant to press Add to enter more detail.

User View: The User will see this information in Applicant File > Experience Page > Skills TabApplicant View: Sees a page requesting skills information. If Parsing is set to yes, this information is extracted and the Applicant should verify the information. Additionally, if the Skills Category code table is being used the Applicant can filter the Skills list based on this field.

PREVIOUS EMPLOYMENT

Field Description: This page collects employment information from the applicant. The page is designed to allow for unlimited number of records and only requires the applicant to press Add to enter more detail. - Required Records : Enter the minimum number of records which must be entered prior


User View: The User will see this information in Applicant File > Experience Page > Previous Employment

Applicant View: Sees a page requesting employment information. If Parsing is set to yes, this information will already be extracted and the Applicant should verify the information.

MILITARY HISTORY

Field Description: This page collects military history information from the applicant. The page is designed to allow for unlimited number of records and only requires the applicant to press Add to enter more detail.

User View: Sees this information in Applicant File > Experience Page > Military HistoryApplicant View: Sees a page requesting military history information.

SECURITY CLEARANCES

Field Description: This page collects security clearance information from the applicant. The page is designed to allow for unlimited number of records and only requires the applicant to press Add to enter more detail.

User View: Sees this information in Applicant File > Experience Page > Security Clearance

Applicant View: Sees a page requesting security clearance information.

ATTACHMENTS

Field Description: This page collects additional attachments which are in an electronic format from the Applicant.

User View: Sees this field in the Applicant File > Attachments Page.

Applicant View: Sees a page requesting additional electronic documents to be uploaded to his/her file.

REFERENCES

Field Description: This page collects professional references from the applicant. The page is designed to allow for unlimited number of records and only requires the applicant to press Add to enter more detail. Required Records : Enter the minimum number of records which must be entered prior


User View: Sees this field in the Applicant File > References Page.


Applicant View: Sees a page requesting reference information.

ADDITIONAL INFORMATION

Field Description: This page collects additional notes from the applicant based on a question which is posted. The instructions for the page should detail what the provided text box should be used for. Note Type : Select from the drop-down which note this information should be associated

with in the Applicant’s file.

User View: Sees this field in the Applicant File > Notes Page.

Applicant View: Sees a page requesting additional information and a text box which will allow him/her to respond.

PERSONAL INFORMATION

Field Description: This page collects personal information for EEO and/or AAP reporting.

User View: Sees this field in the Applicant File > Demographics Page > EEO Section.

Applicant View: Sees a page requesting personal information. Recommendation: Be sure to enter an explanation of why this information is being requested and that by not pressing the NEXT button the previous information will not be directed to a reviewer.

APPLICANT AGREEMENT

Field Description: This page will display an applicant agreement for the applicant to review and sign-off on before the entire application is sent to a reviewer. Require Exact Name : If check marked, this requires the exact name used on the Contact

Information page to entered into the text box for the signature.

User View: If the agreement is signed, the User will see this field in the Applicant File > Application Page.

Applicant View: Sees a page displaying the agreement and a text box to sign at the bottom. The applicant does not have the ability to disagree.

THANK YOU PAGE

Field Description: This page displays a message of Thank You to the applicant upon completing the application process. Recommendation: Display information related to logging into the Self Service system to encourage applicants to apply for other jobs.

User View: Login information can be found on the Applicant File > Application Page

Applicant View: Sees a ‘Thank You’ page to conclude the process.


DUPLICATE CHECKINGThe Click here to edit the ‘Duplicate Applicant’ message link allows the Administrator to enter the standard message Applicants will see if they attempt to go through the online application process more than once. It should contain a message that will redirect them to the Self Service Portal to apply for additional jobs, update their resume, etc… The drop-down list at the bottom provides the ability to add shortcut links to this page to the Self Service Portal or any other place in the website as determined by the organization. Click the Save Changes button to complete the page.


SELF SERVICE TAB

The Self Service Tab has two functionalities allowing Users and Applicants/Employees to maintain Applicant/Employee information with ease. The layout which is displayed is in the same order which appears to the Applicant/Employee upon logging into the Self Service module. The checkmarks displayed quickly show the administrator which pages will be displayed for the Applicant View or the Employee View. Clicking on the pencil will allow the administrator to edit the settings for each page.


PAGE DEFINITIONS (ALPHABETICAL)

Below is a list of all the pages available for use in the Self Service module. Some of these pages maybe be nested in another page name.

ADDITIONAL INFORMATION

Page Purpose: Captures a note from the Applicant/Employee

User View: Seen in Applicant File > Notes Page

Applicant/Employee View: Individual can enter a note either with the application and/or in the Self Service when the page is available.

APPLICANT AGREEMENT

Page Purpose: Stores the agreement which will print on the Print App report and captures a signature from the Applicant/Employee

User View: Signature and Date Fields are stored in Applicant File > Application Page. The agreement wording is seen on the Print App Report.

Applicant/Employee View: Individual can review the agreement and sign it if necessary and/or available.

APPLICATION QUESTIONS

Page Purpose: Displays questions asked of all applicants

User View: Sees in Applicant File > Application Page

Applicant/Employee View: Individual can update application questions as needed.

ATTACHMENTS

Page Purpose: Captures additional electronic documents from the Applicant/Employee

User View : Sees in Applicant File > Attachments PageApplicant/Employee View: Individual can upload additional electronic documents when available.

BROWSE OPEN JOBS

Page Purpose: Allows Applicant/Employee to browse openings and apply to additional positions

User View : Sees in Applicant File > Activity Page > Attached Reqs Tabs

Applicant View: Individual can browse openings flagged to post to Both or Corporate and submit interest in a new position.

Employee View: Individual can browse openings flagged to post to Internal/Both and submit interest in a new position. Individual can also submit referral to positions posted as Both.

CONTACT INFORMATION

Page Purpose: Captures demographic information

User View: Sees in Applicant File > Demographics Page

Applicant/Employee View: Individual can update contact information.

CONTACT US

Page Purpose: Displays contact information for the organization

User View: This information is not displayed for the User.

Applicant/Employee View: Individual can read how to contact the HR group if there are questions.

COVER LETTER

Page Purpose: Captures a text cover letter from the Applicant/Employee

User View: Sees in Applicant File > Resume Page > Cover Letter Tab

Applicant/Employee View: Individual can update his/her cover letter.


CUSTOM LINKS

Page Purpose: Allow the Administrator to create additional links in the Self Service Portal to other web pages not specific to Cyber Recruiter.

User View: Not shown unless set up

Applicant/Employee View: Not shown unless set up

EDUCATION

Page Purpose: Captures educational information

User View: Sees in Applicant File > Experience Page > Education TabApplicant/Employee View: Individual can update his/her education.

EMPLOYEE REFERRAL

Page Purpose: Stores the settings for the employee referral system which allows Employees to submit referrals (open position or just a general referral).

User View: Sees in Applicant File > Referral Page

Employee View: Individual will see a link on the Job Description page to submit a referral. He/she will also see a page called Referral where he/she can view the applicants who were previously submitted and submit additional people.

FORGOT LOGIN EMAIL

Page Purpose: Stores the text for the email which is sent if someone requests new login information via email.


Applicant/Employee View: Applicant will get an email with the User Name and Password to use for logging into the Self Service Portal.

GENERAL PAGE

Page Purpose: Stores the settings and messages to be used on the Home page.


Applicant/Employee View: Individual will see a welcome page and the list of position he/she has applied for.

LOGIN PAGE

Page Purpose: Stores the settings for the text box which appears above the login information and what happens if the login information cannot be verified.


Applicant/Employee View: Individual will see instructions for logging into the system and/or a message if the information doesn’t match what is inside Cyber Recruiter.

MILITARY HISTORY PAGE

Page Purpose: Captures military information

User View: Sees in Applicant File > Experience Page > Military History Tab

Applicant/Employee View: Individual can update military history information.

MISCELLANEOUS

Page Purpose: Captures other information about the Applicant/Employee

User View: Applicant File > App Details PageApplicant/Employee View: Individual can submit additional information upon request.

NEW POSITION NOTIFICATION

Page Purpose: Turns on the ability for applicants/employees to receive email notification of when a new positions opens in the company that fits the criteria specified in the job alert (Ex: Job Category, Department, Location, etc…)


Applicant/Employee View: Individuals can specify the kind of job alerts they desire and they will receive an email notification when the job becomes available. Page Purpose: Allows the Administrator to specify a logical scheme for passwords generated by the system for the Applicant/Employee


PASSWORD GENERATION


Applicant/Employee View: This information will come over on the Thank You page or in the email if the Forgotten Login Email is generated.

PASSWORD RETRIEVAL

Page Purpose: Stores the settings for the page which will allow an Applicant/Employee to retrieve login information without an email address.


Applicant/Employee View: Individual will see a page asking for specific information about him/her prior to making the password information available.

PERSONAL INFORMATION

Page Purpose: Captures personal information to be used for EEO and/or AAP reporting.

User View: Sees in Applicant File > Demographics Page > EEO Tab

Applicant/Employee View: Individual can update personal information.

PREVIOUS EMPLOYMENT

Page Purpose: Captures previous employment information

User View: Sees in Applicant File > Experience Page > Previous Employment TabApplicant/Employee View: Individual can update employment information.

REFERENCES

Page Purpose: Captures reference information.

User View: Sees in Applicant File > References Page

Applicant/Employee View: Individual can update references

REQUISITION QUESTIONS

Page Purpose: Activates the ability to ask requisition specific questions when an Applicant/Employee applies for a position inside the Self Service Portal.

User View: Sees in Applicant File > Application PageApplicant/Employee View: Individual will be prompted with additional questions, as assigned, based on the job his/her applies for in the Self Service Portal.

RESUME

Page Purpose: Captures a text and/or formatted resume

User View: Sees in Applicant File > Resume Page > Resume Tab

Applicant/Employee View: Individual can update his/her resume

SKILLS

Page Purpose: Captures skills

User View: Sees in Applicant File > Experience Page > Skills TabApplicant/Employee View: Individual can update his/her skill list

SECURITY CLEARANCE

Page Purpose: Captures Security Clearance information

User View: Sees in Applicant File > Experience Page > Security Clearance Tab

Applicant/Employee View: Individual can update information on security clearances


(Example: The Self Service Portal from the Applicant/Employee View)


PAGE SETTINGS – SELF SERVICE & ONLINE APPLICATION

First, this tab assists in configuration the look and feel of the online application. It has a dependency with the Online Application Tab for the pages that contain fields. If the page contain fields, then the corresponding option in this tab is where the Administrator will determine what fields to display as well as which ones are required.

Second, this tab configures what Applicants/Employees see and use when in the Self Service Center.

Each option in the Self Service Tab can be utilized in the Self Service Center for Applicants/Employees as desired. Each option contains different pieces of information but the top section of most sections looks something like the illustration below. The top section is specific to the Self Service only and how it should be displayed to Applicants/Employees when the link is turned on for them.

TITLEField Description: Enter a caption to have the page display a different title on the Self Service Portal left-hand navigation

AVAILABLE FOR APPLICANTS?

Field Description: Set to YES to make this page viewable for Applicants. (Anyone who does NOT have an Overall Status = HIRED)

ACCESS FOR APPLICANTS?

Field Description: Select what the Applicant can do on this page. View (only see information), Add Only (can add records but not change anything, or Update (can edit and delete information).


AVAILABLE FOR EMPLOYEES?

Field Description: Set to YES to make this page viewable for Employee. (Anyone with the Overall Status = HIRED)

ACCESS FOR EMPLOYEES?

Field Description: Select what the Employee can do on this page. View (only see information), Add Only (can add records but not change anything, or Update (can edit and delete information).

TEXT BOX(S)Field Description: Type instructions for the page and/or action to be taken. These instructions are displayed to the Applicant/Employee when they are on this page in the Self Service.

LIST OF FIELDS TO DISPLAY

Field Description: Highlight the fields which to display on in the Self Service as well as on the online application.

LIST OF REQUIRED FIELDS

Field Description: Highlight the fields which should be required before this record will be accepted and written to the database.

The fields at the bottom (when available) are field settings for both the online application and the Self Service. Pages that cross both the Online Application and Self Service include: Contact Information, Education, Military History, Personal Information, Previous Employee, References and Security Clearance.


MAIN PAGE

This page is designed to combine all options / pages which are present in the Self Service module that are displayed to the Applicant/Employee upon logging in.

GENERAL TAB

WIDTHField Description: Used to set the width of the page displayed for the Online Application and the Self Service system. Recommendation: 400 is the absolute smallest to go and 500 is a more practical minimum.

LOGIN FIELDField Description: Choose which field will be used as the Login field for the Self Service Portal. The three choices are Email Address, Applicant ID and Custom Login field. Selecting Custom Login will post a “Login” field on the Contact Information page.

SHOW JOBS ALREADY

Field Description: Set to YES to allow Applicants/Employees to see jobs for which he/she previously applied. Three pieces of information will be posted in a table format related to this information – Job Title, Application Date and Position Status.


ATTACHEDUser View: This field is not displayed to the User

Applicant/Employee View: Shows all the jobs this person has applied to.

WITHDRAW FROM

POSITIONS

Field Description: Set to YES to allow Applicants/Employees to remove themselves from consideration for a position. Set to OPEN ONLY to allow Applicants/Employees to remove themselves from consideration for a position that is Open Only.

User View: Users will see the status changed to WITHDRAWN if this option is used.

Applicant/Employee View: Sees a hyperlink to Withdraw next to a position.

SELF SERVICE LINK

Field Description: This path connects the Careers Portal and Self Service Portal. If this path is incorrect, the Online Application will not work.

COLUMN CAPTIONS

Field Description: Enter in the titles to display for the column headings for job which the Applicant/Employee has already applied.


Applicant/Employee View: Sees the captions as column headers

SELF SERVICE HOME PAGE

MESSAGE BOX

Field Description: Enter the message applicants and employees read upon entering the Self Service Center. User View: This field is not displayed to the UserApplicant/Employee View: Sees the message upon entering the Self Service Center.

APPLICANT ALREADY

APPLIED TO A POSITION

MESSAGE BOX

Field Description: Enter the message applicants and employees read if applying to a position they have already applied to previously.


Applicant/Employee View: Sees the message if the applicant or employee applies to a position he or she has applied.

ERROR MESSAGE

WHEN ERROR ON SERVER

OCCURS

Field Description: Error messages that displays when there is an error with the server and the applicant is either applying via the careers website (Contact Info Page) or from the Self Service to another position.


Applicant/Employee View: Sees the message if there is an error and they are applying to a new position via the website or self service.

LOGIN PAGE & FORGOT LOGIN TAB


LOGIN FAILS

Field Description: Message that displays when an Applicant or Employee enters invalid login combination


Applicant/Employee View: Sees this message when it happens

SELF SERVICE LOGIN PAGE

Field Description: Message that displays on the Self Service Center Login Page


Applicant/Employee View: Sees this message when it happens

FORGOT LOGIN EMAIL

Field Description: Email received when request login information to be sent


Applicant/Employee View: Receives this email when requested

DUPLICATE EMAIL ADDRESS

Field Description: Message that displays when Applicant/Employee is trying to enter his/her email address to have the email sent and the email address entered is attached to more than one Applicant File in the system.


Applicant/Employee View: Sees this message when a duplicate is found and should be instructed to contact the organization to further assistance.

PASSWORD GENERATION & PASSWORD RETRIEVAL TAB


The Password Generation allows for logic in the password generated for the Self Service Portal. This option allows the Administrator to determine what logic (if any) should apply to the password that is generated for each Applicant entered in Cyber Recruiter. The drop-down list at the bottom of the page contains the available variables that can be used in the scheme. If nothing is entered here, Cyber Recruiter will default to random alpha/numeric passwords. NOTE: It is strongly suggested that if a coding scheme is entered, a random variable is used to ensure unique passwords.

The Password Retrieval allows the Administrator to post out a page where Applicants / Employees can retrieve a password and user login information without needing an email address.

ALLOWField Description: A check in this box displays the page on the website


Applicant/Employee View: Sees a link at the bottom - ‘No Email Address? Click Here’

FIELDS

Field Description: Checkmark fields used to verify the information for this individual.


Applicant/Employee View: Sees a message and the fields provided to enter information for verification. (Note: If the Birth City, Favorite Color and/or Pet Name are select, turn these on in the Admin > Website > Career Portal > Online Application Tab > Contact Info Page > Edit for the Applicant to supply with the initial online application.)


(Example: The Password Retrieval Screen from the Applicant/Employee View)

BROWSE OPEN JOBS TAB

The ‘Browse Open Reqs’ Page provides Applicants/Employees an opportunity to apply to additional jobs. The available options are similar to the ones in Admin > Website > Careers > Job Browsing/Description Tab and Actions Tab.







Field Description: Set to YES to make this page viewable for Employee. (Anyone with the Overall Status = HIRED). Set to REFERAL ONLY to make this page viewable to Employees for the purpose of submitting referrals only, not to apply.



MAX JOBS

Field Description: Specify how many jobs an applicant/employee can apply to. Press the Edit button to enter a message which will appear if the applicant exceeds this limit.


Applicant/Employee View: This field is not displayed to the Applicant.

PER …

Field Description: Specify the number of days for which the Max Jobs applies. For example, if the applicant can only apply to 3 jobs in 6 months, put 180 in the Per… field.


Applicant/Employee View: This field is not displayed to the Applicant.

HTML EDITOR

Field Description: Instructions and/or words to show with the page


Applicant/Employee View: When Applicants/Employees click on the link to view this page from the Self Service Portal, they will see the wording at the top of the page as indicated here.

FIELDS

Field Description: There are up to four (4) fields of requisition information that can be pulled from the Requisition File > Main Page to post here to give more information about the position.


Applicant/Employee View: When Applicants/Employees click on the link to view this page from the Self Service Portal, they will see the fields selected set by the Caption labels given.


JOB DESCRIPTION

Field Description: These fields allow for the Administrator to include a full job description for positions posted in the Self Service. It pulls the information from the Requisition File > Job Description Page and/or Notes Page.


Applicant/Employee View: See job description, from the Self Service Portal, they will see information selected here.

ADD TO WHICH INBOX

Field Description: Check mark one, two or all three options related to the Inbox settings. ‘Recruiter’ will direct the information to the Inbox of the Recruiter, ‘Supervisors’ will direct the information to the Inbox of the Hiring Manager and ‘Other’ allows the Administrator to select a specific person to direct the information to outside the roles of a requisition.


Applicant/Employee View: This field is not displayed.

STOP IF UNACCEPTABLE

Field Description: Check mark to NOT put the information into the designated Inbox if the applicant answers questions unacceptably. The questions must be set up in the Page Builder section prior to this setting functioning.




DIRECT TO WHICH PERSON

Field Description: Check mark one or both options related to the automatic routing. ‘Recruiter’ will send the Routing email to the Recruiter of the position the applicant applied to, ‘Supervisors’ will send the Routing email to the Hiring Manager of the position the person applied to



ROUTING EDIT LINKS

Field Description: Click on the edit links to further set what will be displayed and allowed in the routing email. Allow Responses from Email : Will display the list of Applicant Status for this recipient to

select from and update the system. Email Responses back to Sender : Will send an email back to the Recruiter of the response

selected. Update Req Status : Will update the Status of this position for the applicant as well as

capture the response. Routing should come from: Drop-down list to select who routings should come from

when. The options are Recruiter, Supervisor, or Online User. Recommendation: Only activate this setting for either the Recruiter or the Manager, not both.







ADD TO OTHER INBOXES

Field Description: Checkmark and press the Edit box to specify a user who is not connected to the requisition to be notified.

User View: This field is not displayed


SEND ACKNOWLEDGE

MENT

Field Description: Checkmark to send the email and then press Edit to compose the information which will be sent to the Applicant after he/she submits his/her interest in a position.


Applicant/Employee View: Receive an email acknowledging his/her submission.

SEND EMAIL TO A PARTICULAR

USER

Field Description: Checkmark to send the email to a particular User then press Edit to compose the information which will be sent to the User after an Applicant submits his/her interest in a position. Click on the Recipients link to select the particular User(s).

User View: The designated User receives an email acknowledging the Applicant submission.



REQ QUESTIONS TAB

TITLEField Description: Enter a caption to have the page display a different title on the Self Service Portal left-hand navigation






Field Description: Set to YES to make this page viewable for Employee. (Anyone with the Overall Status = HIRED)



TEXT BOX(S)Field Description: Type instructions for the page and/or action to be taken. These instructions are displayed to the Applicant/Employee when they are on this page in the Self Service.


ADDITIONAL INFO OPTION

The Additional Info Page provides Applicants/Employees the opportunity to add specific information requested by the organization as needed. The unique field/setting on this page is the Note Type. This field defines what Note Type to list this information under in the Applicant File when it is necessary to collect additional information.

CUSTOM LINKS PAGE

The Custom Links Page contains the necessary links for Applicants > Employees use as needed.

This page allows the Administrator to determine what custom links should be available to the Applicants > Employees on the Custom Links Page in the Self Service Portal. To add a custom link, click the Add button.


LINK NAME

Field Description: This field displays the Link Name wherever the link is located.


Applicant/Employee View: This name appears on the left-hand menu as a new page available to the individual.

LINK PAGEField Description: This field contains the actual URL that is needed to make this link work.



OPEN IN NEW WINDOW

Field Description: This Yes/No setting determines whether the link will open in a new Internet Explorer window or in the existing window (replacing the Self Service Portal).



AVAILABLE TO

Field Description: Select Employees, Applicants or Both to grant access to this page based on the status of the individual.




EMPLOYEE REFERRAL PAGEThe Employee Referral Page contains all the setup for the Employee Referral feature.

GENERAL TABThe General Tab sets the tone for the Employee Referral feature. It decides who should track Employee Referrals in the Cyber Recruiter program, as well as what kind of referrals are allowed along with the payout feature.

ENABLED

Field Description: Setting this to YES will display this Portal in the Self Service system.


Employee View: Turning on this page activates two sections of the Self Service Portal. The first section is a page called “Referral” which will appear for Employees on the left-hand menu. The second section is a hyperlink on the Job Description page called “Submit Referral”.

SECURITY

Field Description: Click on this link and highlight the users who should have access to the Employee Referral information inside Cyber Recruiter.

User View: Turning on this page activates three items in Cyber Recruiter. The first item is a page which tracks all employee referral information. This page is accessed under Applicant > Employee Referral. The second item is a page in the Applicant File called Employee Referred. The third item is a task which will appear on the Home Page for bonuses to be paid.

Employee View: This field is not displayed to the Employee.

SEND EMAIL Field Description: Set this option to YES and press the EDIT link to create an email which will be directed to the potential applicant which can include the job description and a link back to the website for the applicant to apply.



Employee View: This field is not displayed to the Employee.

ALLOW REFERRALS TO

SPECIFIC POSITIONS

Field Description: This option allows Employees to submit referrals to a position in the Self Service Portal.


Employee View: With this option, the Employees see a ‘Submit Referral’ link when reviewing positions in the Self Service on the Job Description Page.

ALLOW REFERRALS WITHOUT

REQUIRING A POSITION

Field Description: Allows Employees to submit referrals in general, not to a position.

User View: the field is not displayed to the User.

Employee View: With this option, the Employees will be able to submit referrals through the Referral link in the Self Service.

INSTRUCTIONS FOR THE

EMPLOYEE REFERRAL PAGE

Field Description: This option allows the Administrator to provide instructions for the Employees on how to submit the referrals.

User View: the field is not displayed to the User.

Employee View: With this option, the Employees will be able to see the instructions when they click on the Referrals link in the Self Service.

(Example: Job Description Page and Left-Menu from the Employee View)


DUPLICATE TABThe Duplicate Tab contains the message the Employees should see when they submit an Applicant that is already in the database and being considered.


NOTE INSTRUCTIONS TABThe Note Instructions Tab allows for instructions on additional information needed. This can be as general as additional notes or more direct information like ‘What do you think this candidate is a good fit for the position?’


FIELDS TABThe Fields Tab allows the Administrator to select what fields should show on the Employee Referral Form and which fields are required.


ACTIONS TABThe Actions Tab determines what should happen after the Employee Referral is submitted. An email to Referral can be sent, an email to the Recruiter and/or Hiring Manager as well as an email to someone else of the Administrator’s choice. Click the Edit links to write the email template.

(Example: Employee Referral Submission Form from the Employee View)

Once the submission is complete, the employee can use the Referral Page to review the information, submit this person to another position or add a submission without attaching a job.

(Example: Referral Page from the Employee View)


NEW POSITION NOTIFICATION PAGE

The New Position Notification Page allows Applicants applies to set up email notifications of new positions that become available with the organization.

This page allows the Administrator to determine who has access to the Job Agent link on the Self Service website. If an Applicant/Employee sets up a Job Agent, it expires after the days entered in the Notification expire after field. The bottom of page determines the fields available to set up the Job Agent. The trigger for the alert will be setting the position to ‘Open’ and posted externally.


(Example of the New Position Email)


ACTION TAB

The Action Tab determines what processes happen when Applicants apply as well as complete the online application process.

INBOX OPTIONS

ADD TO WHICH INBOX

Field Description: Check mark one, two or all three options related to the Inbox settings. ‘Recruiter’ will direct the information to the Inbox of the Recruiter, ‘Supervisors’ will direct the information to the Inbox of the Hiring Manager and ‘Other’ allows the Administrator to select a specific person to direct the information to outside the roles of a requisition.



RECIPIENTS

Field Description: Click on the link for Recipients to determine which user to direct information to. Highlight one or multiple people.



ONLY IF NOT APPLYING TO A

POSITION

Field Description: Check mark this option if the designated person should only receive information for people not applying to specific requisitions.








SELECT PAGE DROP-DOWN

Field Description: Use the drop-down list to determine when this action should occur. After Contact Info will make this action occur after the first page of the online application is completed. Thank You page will make this action once the applicant reaches the Thank You page (typically the last page of the application)




ROUTING OPTIONS

DIRECT TO WHICH PERSON

Field Description: Check mark one or both options related to the automatic routing. ‘Recruiter’ will send the Routing email to the Recruiter of the position the applicant applied to, ‘Supervisors’ will send the Routing email to the Hiring Manager of the position the applicant applied to



EDIT LINKS Field Description: Click on the edit links to further set what will be displayed and allowed in the routing email. Allow Responses from Email : Will display the list of Applicant Status for this recipient to

select from and update the system. Email Responses back to Sender : Will send an email back to the Recruiter of the

response selected. Update Req Status : Will update the Status of this position for the applicant as well as

capture the response. Recommendation: Only activate this setting for either the Recruiter or the Manager, not both.

Routing should come from: Drop-down list to select who routings should come from when. The options are Recruiter, Supervisor, or Online User.












ADDITIONAL OPTIONS

SEND ACKNOWLEDGEMENT

Field Description: Checkmark to send the email and click Edit to compose the email sent to the Applicant after he/she submits his/her interest in a position.


Applicant View: Applicant will receive an email acknowledging his/her submission.

EMAIL A PARTICULAR USER

Field Description: Checkmark to send the email to a person (user or non-user) and then press Edit to compose the information which will be sent to the person each time an applicant applies. Click on the Recipients link to specify which individuals should


receive this email.

User View: User specified will receive an email.


CHANGE APPLICANT STATUS

Field Description: Select which status (Overall and Requisition Specific) the applicant should be once the application is complete.

User View: The result of this field is viewable as the Overall Status or on the Applicant File > Activity Page > Attached Reqs TabApplicant View: This field is not displayed to the Applicant.





IF ANSWERED QUESTIONS

UNACCEPTABLY, CHANGE TO...

Field Description: If the Applicant answers a question unacceptably, then the Applicant’s status for that requisition will change to the status indicated here.

User View: Will see the updated status with either on the Requisition File > Applicants Page or the Applicant File > Activity Page > Assigned Reqs Tab


ALLOW ENCRYPTED URL

Field Description: This field allows for links from external sites to access the Cyber Recruiter web pages. This should be set to Yes, if any job posting to job boards is performed.



BENEFITS TAB

The Benefits Tab ties to the Benefits link on the Intro Page. When the link is on the Intro Page, any benefits listed here will display to the Applicants.


This page allows the Administrator to set up the organization’s benefits that Applicants should see when coming to the corporate website in this HTML editor.


E-OFFER PROCESS

The E-Offer Process is a webpage which allows and Applicant to view his/her Offer Letter from a PDF on a web page and then he/she can accept or deny the offer. This portal has set up which must be set in both the Website section and the Page Builder section. The following instructions are the recommended way of setting this process up.

WEBSITE SETUP

In the Admin > Website > E-Offer Process Page, specify the details which will enable the website to function and appear professional to anyone to receives and E-Offer.

HEADER

Field Description: Enter a title for the page


Applicant/Employee View: Field appears as the header for the page after the applicant clicks on the link to view the offer.

OVERALL STATUS

Field Description: Choose which status the Applicant Overall Status should change to upon acceptance of this offer (if desired).

User View: Seen in Applicant File > Header, Applicant File > Status/History will be updated.

Applicant/Employee View: This is not displayed to the Applicant/Employee.

REQ STATUS

Field Description: Choose which status the Applicant Status for this position should change to upon acceptance of this offer (if desired).

User View: Seen in Applicant File > Activity > Attached Reqs

Applicant/Employee View: This is not displayed to the Applicant/Employee.

MESSAGE ON E- Field Description: Displays instructions to the Applicant/Employee on how to use the page.


OFFER PAGEUser View: This field is not displayed to the User

Applicant/Employee View: Instructions are seen under the Header for the page

MESSAGE WHEN

ACCEPTED

Field Description: Compose a message to appear when the Accept Button is pressed.


Applicant/Employee View: After clicking accept, this message will appear

MESSAGE WHEN DENIED

Field Description: Compose a message to appear when the Declined Button is pressed.


Applicant/Employee View: After clicking declined, this message will appear

(Example: The E-Offer Page from the Applicant/Employee View)

CUSTOM EMAIL SETUPIn the Admin > Page Builder > Correspondence Templates > Custom Template Page, select to edit the template for the Offer Letter Email Template. If one is not created, please ADD a record instead of editing it.


Use the drop-down list for Fields to find the corresponding merge fields for an Offer Letter. There are merge fields to be used for any requisition – which start with Position – and there are field to be used related to the Position for an Offer. Ensure that the merge fields are related to the Offer and not just a Position. This may require replacing fields which were previously in use and updating the template with new merge fields. To display the link to the E-Offer Page, find the Offer Letter Link in the Fields drop-down list and ADD this field where it should appear in the email.

(Example: The E-Offer Email from the Applicant/Employee View)


QUICK FIND

Admin > CodeAdmin > Job BoardsAdmin > Links > Custom LinksAdmin > Links > Pre-Defined Admin > Logs > Email LogAdmin > Logs > Error LogAdmin > Logs > Search LogAdmin > Page Builder > Applicant > Applicant PopupAdmin > Page Builder > Applicant > Application QuestionsAdmin > Page Builder > Applicant > InboxAdmin > Page Builder > Applicant > Interview Evaluation FormAdmin > Page Builder > Applicant > MiscellaneousAdmin > Page Builder > Applicant > New Hire Process Admin > Page Builder > Applicant > Offer Approval FormAdmin > Page Builder > Applicant > Reference QuestionsAdmin > Page Builder > Requisition > Create Req Form > Wizard Initial Page TabAdmin > Page Builder > Requisition > Create Req Form > Wizard Layout TabAdmin > Page Builder > Requisition > Create Req Form > Req Auto Code Generation TabAdmin > Page Builder > Requisition > Create Req Form > Auto Email TabAdmin > Page Builder > Requisition > Create Req Form > Custom Page TabAdmin > Page Builder > Requisition > MiscellaneousAdmin > Page Builder > Requisition > Print Req FormAdmin > Page Builder > Requisition > Requisition ListAdmin > Page Builder > Requisition > Requisition PopupAdmin > Page Builder > Requisition > Requisition QuestionsAdmin > Page Builder > Correspondence Templates > Custom TemplatesAdmin > Page Builder > Correspondence Templates > Standard TemplatesAdmin > Page Builder > Correspondence Templates > Available AttachmentsAdmin > Processes > Copy Code TableAdmin > Processes > Find Possible DuplicatesAdmin > Processes > Import ApplicantsAdmin > Processes > Import Applicants/Connected ReqsAdmin > Processes > Import Code TableAdmin > Processes > Import RequisitionsAdmin > Processes > Import UsersAdmin > Processes > Mass Delete ApplicantAdmin > Processes > Skill CatalogAdmin > Security > Current User StatisticsAdmin > Security > GroupsAdmin > Security > Login HistoryAdmin > Security > Password RulesAdmin > Security > Reset Passwords Admin > Security > UsersAdmin > System SetupAdmin > Website > Agency Portal


Admin > Website > Career PortalAdmin > Website > E-Offer Process


APPENDIX A – APPLICANT RANKING CODE TABLE

Cyber Recruiter includes a feature that allows each User to rank or “grade” Applicants very quickly and easily. For example, Hiring Managers can rank every applicant routed to them on a scale of 1 – 5, 5 being best, 1 being worst. This document outlines how the entire process works.

CREATING RATINGS OR GRADESThe first step is to set up the rating scale in Cyber Recruiter in Admin > Codes > Applicant Ranking Codes. Add all possible rankings that should be available (Example 1, 2, 3, 4, 5 or A, B, C, D, E).

RANKING APPLICANTSSet up the Admin > Page Builder > Applicant > Inbox to have one of the columns equal User Ranking. Click Save Changes when done. Cyber Recruiter Users can enter the ranking of his/her choice from the Inbox in the User Ranking column as needed. Click the Submit button to have the rating apply.

VIEWING APPLICANT RATINGSSince Applicant ratings are per User, each User could rate an Applicant differently. To view all ratings, run the Reports > Applicant Reports > General > Applicant Rankings by Applicant Report or Applicant Rankings by User to achieve the information needed. Click Next to set the filtering criteria followed by Preview to review the report. If a Cyber Recruiter User has not yet given an Applicant a rating, that User’s name will not appear on the report.


APPENDIX B – APPLICANT STATUSES

Generally, the role ‘Recruiters’ can see all statuses involved in the recruiting process whereas Hiring Managers can only see

necessary statuses for them to use with the routing email. When a routing is sent to a Hiring Manager, Users will want the

email status choices to be appropriate choices the Hiring Manager should use).

This code table is tracks Applicants through your recruiting process. There are three (3) ways this code table is used in the

recruiting process in Cyber Recruiter.

Applicant Status per Requisition (Most Common Purpose)

This is the most common purpose and use of this code table. Administrator will spend time considering all the phases with

the Visibility Software Consultant that need to be documented and recorded per requisition. For example, an Applicant

could be considered for several positions but based on the Applicant’s qualifications; he/she could have the status of

Request Phone Screen, Request Interview and/or More Qualified Candidates… As the Applicant move through the

recruiting process for each requisition, the statuses will change to indicate forward movement and/or if the Applicant

process has stopped. Typically the Recruiters are the ones who will be maintaining Applicant statuses. Suggested statuses

are listed below to help get Administrator’s started.

Routing Response Applicant Status (2nd Common Purpose)

This is another common practice for statuses. Once all the phases are established, the Administrator can select a handful of

statuses made available to the Hiring Manager for purpose of their input and evaluation of the Applicant’s qualifications.

The statuses used for this purpose pull from the same field that the Recruiter manage and it is a choice of the Recruiter at

the time the routing is sent to allow the Hiring Manager’s response to the Applicant’s Qualifications to update the

Applicant’s status for that requisition. Suggested statuses are listed below for consideration of what a Hiring Manager

might need.

Overall Applicant Status (Important but not Updated as often)

This field though pulled from the Applicant Status Code table is actually a different and separate field from the one that is

used to track the progress of the Applicant through each requisition. This field is used to indicate classify each person as an

Applicant or an Employee. Any code starting with HIRED will be seen as an Employee. Thus any other code denotes an

Applicant. Typically there are not many Overall Statuses because you are really one or the other. However, typically there

a few Overall Statuses that can be used to help differentiate between Applicants that most find helpful. Suggested Statuses

are listed below for consideration of what common Overall Statuses are.


Evaluator:4A-Interview Requested4A-Phone Screen RequestedD-Does Not Meet Min Education QualificationsD-Does Not Meet Min Experience QualificationsD-More Qualified Applicants

Hiring Manager:4A-Interview Requested4A-Phone Screen RequestedD-Does Not Meet Min Education QualificationsD-Does Not Meet Min Experience QualificationsD-More Qualified Applicants

Recruiter:0-Incomplete1-Applicant Added by Agent1-Applicant Added by Recruiter1-Applicant Added Online2-Qualified Applicant3-Routed to Hiring Manager4B-Interview Scheduled4C-Interview Complete4C-Phone Screen Completed

5A-Offer Requested5B-Offer Approved6A-Offer Extended6B-Offer Accepted6B-Offer Rejected7A-Background Check Requested7B-Background Check Pending7C-Background Check Completed8-Hired9-Previous EmployeeD-Applicant WithdrewD-Does Not Meet Min Education QualificationsD-Does Not Meet Min Experience QualificationsD-More Qualified ApplicantsRequisition Cancelled

Overall Status:0-Imcomplete1-Applicant Added by Agent1-Applicant Added by Recruiter1-Applicant Added by Online7A-Background Check Requested8-Hired9-Previous Employee


APPENDIX C – CUSTOMIZED AREAS > ADMIN OPTIONS

SYSTEM SETUP:1. General Tab:

a. Applicant Duplicate Field – Unless specified during the implementation of Cyber Recruiter, custom applications do NOT use this searching criterion for duplicates. Custom applications will use by default email address when Applicants apply through the website. However, adding Applicants manually through Applicants > Add Applicants (From Clipboard or From File) will use this field.

b. Print Req Form – This field is allows the organization to enter their own custom created ‘Print Requisition’ form by entering the name of the HTML/ASP page here. To have Visibility Software do this, a cost will incur.

PAGE BUILDER:1. Applicant > Miscellaneous: The fields at the top of the page (NOT the misc fields) are ones that can be used on a

custom application as needed. These fields would have been set up during the implementation of Cyber Recruiter to work a certain way.

2. Requisition: Create Req Form > Custom Page Tab – This field is allows the organization

to enter their own custom created ‘Requisition Form’ by entering the name of the HTML > ASP page. Entering something here will ignore the first two (2)


Field Description: If the organization has a customized application, any changes to this section should be consulted with Visibility Software through Tech Support first. This sections should have fields turned on (Enter the data label as it should read) /off (leave the field blank) as determined during the implementation.User View: These fields appear in the Applicant File > Application Page.Applicant View: These fields will appear in the Online Application > Contact Information Page as programmed during the implementation.

FIELD ANSWER TYPES

REFERRAL SOURCEDrop-Down List - Populated from the Admin > Codes Table – Referral Source

POSITION DESIREDDrop-Down List - Populated from the Admin > Codes Table – Position Desired

OVER 18 Always Yes > No

US WORK STATUSDrop-Down List – Populated from the Admin > Codes Table – US Work Status

DATE AVAILABLE Always Open Text Field

SALARY EXPECTATIONS Always Yes > No

WILLING TO RELOCATE Always Yes > No

DESIRED LOCATION Always Open Text Field

TRAVEL 2 components: a yes > no and an Open Text Field

FELONY 2 components: a yes > no and an Open Text Field

PREVIOUSLY EMPLOYED Always Yes > No

tabs – Wizard Page 1 and Wizard Layout. To have Visibility Software create a custom requisition form, a cost will incur.

CODES:


US WORK STATUS CODES

Field Description: This code table is used to capture various United States statuses (Citizen, Green Card, Visa, etc…) and populates the US Work Status drop-down list in the Applicant File > Application Page. (NOTE: This is a custom application field – not applicable for organizations that use the Admin > Website > Careers Portal). User View: This field is located Applicant’s File > Experience Page > Education Tab.


APPENDIX D – ADDITIONAL INTERFACES

Certain sections of Cyber Recruiter require addition integration and/or additional contracts to use. Currently, these areas include the Advanced Import and TalentHook. This section details the steps needed to activate this integration.

ADVANCED IMPORT

The Advanced Import feature of Cyber Recruiter allows resumes to be imported into the system from various file formats and will bring in more information than the Basic Import of Cyber Recruiter. This feature can be used as part of the online application process or to manually bring in resumes from inside Cyber Recruiter. The Advanced Import feature is purchased in blocks of 1000 resumes. To purchases blocks of resumes please contact Visibility Software directly at (800) 914-9594.

ENABLING ADVANCED IMPORT

Before Users can begin importing resumes using the Advanced Import feature, the functionality must first be enabled in Cyber Recruiter. In order to enable Advanced Import feature, go to Admin > Links > Pre-Defined > Advanced Import and the following page defaults.

Step 1 – Turn on this FeatureTurning on the feature will add “Advanced Import” to the Applicant drop-down list. Set the Enabled field to YES and then select (highlight) the Users who should see this option.


Step 2 – Determine to Include Skills and/or EducationIf the skill codes and/or education codes included with this feature should be used in addition to the codes listed in the Cyber Recruiter system, check the box for each. If new codes should be added to the skills code table and/or education code table, check the secondary boxes.

Step 3 – Enter the Activation CodeWhen the correct activation code is entered and saved on this page, a date displays at the bottom. This date indicates how long the activation code is valid.

USING ADVANCED IMPORT

Advanced Import works like the basic import feature in Cyber Recruiter. Users can bring in resumes from documents (from file) or from text (from clipboard). If files are uploaded that cannot be read by Cyber Recruiter, the text format of the resume and the information parsed will be stored in Cyber Recruiter but the formatted resume will not be viewable. This option can also be activated for the online application to allow applicants to start the application process with a resume instead of manually keying in information.

RECRUITER: USING THE ADVANCED IMPORTStep 1 – Determine Type of Resume

From File: Use this option if the resume is in a formatted version (Word, PDF, etc.). Find the file on the computer hard drive or network drive using the Browse button. Remember that if the file type cannot be read by Cyber Recruiter (Word Perfect for example) the formatted resume will not be viewable from within Cyber Recruiter.

From Clipboard: Use the option if the resume if the text of the resume was copied into the Clipboard of the computer. In the text box, press Ctrl V to paste the text of the resume.

Step 2 – Process the ResumePress the Process button to bring the resume into Cyber Recruiter and have it read for Demographics, Education, Previous Employment, Skills, etc.


Step 3 – Verify Parsed Information

Once the file is imported, review the information for accuracy and make any changes that are needed.

Step 4 – Enter Cyber Recruiter Information

Field PurposeRequisition Attach this applicant to a requisition in the systemStatus Give the applicant a status for the system. (Used in reporting and to find the applicant later)Application Date Enter the date the applicant send in his/her resume or the date he/she was entered into the

system. (Used in reporting and to find the applicant later)Referral Source Identify where this applicant was found or where the applicant found out about the

organization / job. Position Desired Identify what type of position this applicant is interested in. This is NOT a requisition inside

the system but is the type of position the applicant is interested in. (used for reporting and searching)

Add to Inbox Add the Applicant file to the User’s Cyber Recruiter inbox.

Step 5 – Send an EmailSend an email to the potential applicant, if desired, to get more information, qualify the person, etc. Press Skip This Step to complete the process without sending the applicant an email. This email can be set up as a template (not blank as shown below) via the Admin / Page Builder section. For more details, please see the Admin Manual.


APPLICANT: USING THE ADVANCED IMPORTThe only step needed to activate this for the website is to turn on the option inside the Online Application.

1. Go to Admin > Website > Career Portal > Online Application Tab2. Click the ‘Edit’ icon next to the Contact Information Page3. Change the drop-down for the Parsing Field from ‘No’/‘Blank’ to ‘Yes’4. Click Save Changes icon5. Repeat steps 3 – 5 for any other application templates as needed.

The Cyber Recruiter Advanced Import Utility allows you to import a folder full of documents of any type directly into your existing Cyber Recruiter SQL Database. Before using this utility, you must have an account open with Visibility Software. Please call Visibility Software at 800-914-9594 to purchase advanced import credits and receive your company-specific setup codes.

BULK IMPORTING UTIITY

The Cyber Recruiter Advanced Import Utility allows you to import a folder full of documents of any type directly into your existing Cyber Recruiter SQL Database. Before using this utility, you must have an account open with Visibility Software. Please call Visibility Software at 800-914-9594 to purchase advanced import credits and receive your company-specific setup codes.

INSTALLING THE UTILITY


1. Verify that the .NET Framework 2.0 is installed on the machine you intend to run the utility from. This utility can be run on the server or from a client’s workstation. No matter where the utility is run from, however, that machine must be able to connect to the Cyber Recruiter SQL Server.

2. Create an empty folder somewhere on your hard drive to hold the utility. Download and unzip the file http://www.visibilitysoftware.com/crupdates/crupgrades70/advimportsov.zip into that folder. If prompted for a user name and password please contact Visibility Software technical support for this information.

3. To run the utility, double-click the file CRAdvSov.exe in that folder. The following screen appears. Login using a valid SQL login for your Cyber Recruiter database on your SQL Server. Your IT staff may need to provide this information.

USING THE UTILITY

Once you are logged in, click the Setup button. The following page appears. Enter the two pieces of information on this page. If you do not know this information, contact Visibility Software at 800-914-9594.

Once you have entered this information, click OK.

On the main page, click the Browse button and browse to the folder where you resumes are stored.


http://www.visibilitysoftware.com/crupdates/crupgrades70/advimportsov.zip

Next, choose the Application Date, Status and Referral Source you’d like these resumes to be imported with. If you’d like to simultaneously attach all of the imported resumes to a particular requisition, choose it in the Requisition drop-down.

Click Process to actually import the entire folder of resumes.

Once complete, if any errors were encountered a screen will appear with the details of those errors. If this screen does not appear, it means no errors were encountered. If the error page appears and any of the errors are not obvious, contact Visibility Software.

ADVANCED IMPORT FIELDS

The Advanced Import is an optional feature that allows advanced parsing of resumes into Cyber Recruiter. Detailed below is a more in-depth listing on what happens when a resume is imported through this link.

Imported Applicant Fields


The following fields are parsed from the resume:


- First Name- Last Name- Middle Name- Home Phone Number- Cell Phone Number- Fax Number

- Address Line 1- City- State- Zip- Email Address- Text Resum

Imported SkillsThe advanced import tool has an awesome skills list which is also considered when parsing resumes. If a skill on the list is found in the resume, it is populated in the Applicant File > Experience Page > Skills Tab and it is populated in the Admin >Codes > Skills Code Table for future use. There is a setting in the Admin > Links > Pre- Defined Links > Advanced Applicant Import to turn this Skills feature on/off. If the Include Skills checkbox is selected the Skills feature is turned on for parsing, if the checkbox is left empty this Skills feature is turned off. (Note: it will add the skill but will not add the years or comments to the skills).

Imported Educational ExperienceThe following fields are parsed into the Applicant File as available on the resume:- School- Degree- Major- Address

- City- State of School- Note (Education History)

Imported Previous Employment ExperienceThe following fields are parsed into the Applicant File as available on the resume:- Employer Name- Job Title- Start Date- End Date- Responsibilities

- Address- City- State- Zip

Imported ReferencesThe following fields are parsed into the Applicant File as available on the resume:- Reference Name- Job Title- Address- City- State

- Zip- Phone- Email- Relation

Imported Military HistoryThe following fields are into the Applicant File as available on the resume:- Branch- Rank- Start Date- End Date- Note (Area of Expertise)

Imported LicensesTo have licenses parsed into the Applicant File, first create a skill code in Cyber Recruiter called LICENSE with the description of “License”. Then when the resume is parsed, for each license found, the LICENSE skills is added with a note to provide the name of the license and the expiration date.

TALENTHOOK

TalentHook is a revolutionary resume search tool that allows you to simultaneously search hundreds of Internet resume sources—in a matter of seconds. By automatically sifting through the payboards, freeboards, and independent sites across the open web, TalentHook saves the Internet recruiter countless hours of wasted time. An account with TalentHook is required to use this service. For account information please contact your TalentHook representative directly.

INSTALLING1. The client needs to make sure the Self Service Portal has been updated and that the client Cyber Recruiter version

is 6.4.11 or later.2. Install Talenthook on the recruiter's machine. TalentHook is a client-side application.

3. Launch TalentHook

4. Choose to do a search type of Pay Board Search.5. Press Next

6. Scroll to the end of the listed of sources, Cyber Recruiter will be listed. 7. Check mark Cyber Recruiter.

8. The first time a search is performed the system will ask for valid Cyber Recruiter login user id, password, and URL. The URL will be http://www.CLIENTURL/thimport.aspx. The link will be different for every client based on their URL but it will be their self-service site and the page will always be THImport.aspx

a. Example: www.visibilitysoftware.com/careers/THSearch.aspx

http://www.CLIENTURL/thimport.aspx

EXPORTING TO CYBER RECRUITER

Cyber Recruiter must be version 6.4.11 or higher.1. Login to TalentHook2. Find an applicant

3. Right click the applicant record 4. Choose Export to ATS

5. On the page that appears, enter a valid Cyber Recruiter login user id, password, and URL. The URL will be

http://www.CLIENTURL/thsearch.aspx . The link will be different for every client based on their URL but it will be their self-service site and the page will always be THSearch.aspx

http://www.CLIENTURL/thsearch.aspx

APPENDIX E –ADDITIONAL COMPANY SETTINGS

ADDING A LOGO TO THE LOGIN PAGE (This option will require assistance from the company's IT team).

To have the logo appear in the lower left-hand corner of the Cyber Recruiter Login Page (Default.aspx), replace the file VisibilitySoftwareDefault.jpg in the \Images directory of the Cyber Recruiter root folder on the web server. Cyber Recruiter will always look for that file to put on the login page. Replace it with a file containing the desired image for that page. The custom image should be 300 pixels wide by 75 pixels tall. The default background color for Cyber Recruiter is GhostWhite, RGB(248,248,255), Hex (#F8F8FF).

ADDING A LOGO TO THE TITLE BAR

(This option will require the assistance from the company's IT team).

To have a custom logo appear in the upper left-hand corner above the Main Menu Bar throughout Cyber Recruiter, complete the following instructions:

1. Create the desired image needed. It must be exactly 360 pixels long by 30 pixels high. The default background color for Cyber Recruiter is GhostWhite, RGB(248,248,255), Hex (#F8F8FF)2. The image must be named CRCustomLogo.jpg3. The image must be placed in the \Images folder of the Cyber Recruiter root folder on the web server. In a default installation, this would be the C:\Program Files\Visibility Software\Cyber Recruiter\Images folder.

As long as this CRCustomLogo.jpg file exists in the \Images folder it will appear in the upper left-hand corner of every page. If this file does not exist, the company name (as entered under Admin > System Setup > Company Field) will appear as plain text.

USING ACTIVE DIRECTORY ‘SINGLE SIGN-ON’

This is a multi step process which will allow the network to use Active Directory to pass login information into Cyber Recruiter so a user does not have to log into Cyber Recruiter once logged into the network.

STEP 1: ENABLE THE SETTING

From the Admin > System Setup page, set the field for ‘Enabled Single Sign-On’ to Yes.

After the field is enabled, click on the caption for the field to set up additional items relate to the Active Directory server.

The LDAP Server field NEEDS the information like: LDAP://1.1.1.1 (where LDAP is in all CAPS). The User ID should be one that is an admin account.

blocked::ldap://1.1.1.1/

STEP 2: CONFIGURE USERSBecause this feature connects the users of Cyber Recruiter to a master list of users, the user list in Cyber Recruiter must match the user list stored in LDAP Server.

NEW USERS

When adding new users, the User ID field is a hyperlink. Clicking on the hyperlink will allow the Admin to pull from the LDAP a user ID; this will connect the two systems.

EXISTING USERS

For any existing user, the user account will need to be modified and the User ID will need to be manually changed to match what is currently in the list of user on the LDAP Server.

STEP 3: CHANGE IIS SETTING

In IIS, on the server, the setting for Anonymous Access to the Cyber Recruiter site must be turned off. This will required that every person who plans to use Cyber Recruiter be logged in to your local network. If your Cyber Recruiter is available via a public URL and you would like your users to be able to access Cyber Recruiter either while logged in to your network, or over the Internet from home, you must create a second virtual directory in IIS that points to the same Cyber Recruiter installation folder. For that second virtual direction, be sure that Anonymous Access is NOT turned off. Inform your users that when accessing Cyber Recruiter from work (when logged in to your network), hit the first URL, when accessing it externally, hit the second URL.

STEP 4: MODIFY NTFS PERMISSIONS

On the server, give the ‘Authenticated Users’ account ‘Modify’ access to the Cyber Recruiter installation folder.

APPENDIX F – IMPORT CODE TABLE KEY

Use these codes with Admin > Processes > Import Code Tables or Copy Code Tables and the option Other (Enter at Right). Enter the code not the data label.

Data Label CodeCodes - App Form Type FACodes - App Note Type NTCodes - App Status Codes STCodes - Country CYCodes - Degrees DGCodes - EEO Classes EECodes - Ethnic Origins ETCodes - Level 1 O1Codes - Level 2 O2Codes - Level 3 O3Codes - Level 4 O4Codes - Level 5 O5Codes - Majors MJCodes – Misc Fields – Applicants A1 thru A20Codes – Misc Fields - Requisitions R1 thru R20Codes - Position Desired PDCodes - Referral Categories RFCCodes - Referral Sources RFCodes - Req Cost Codes RCCodes - Req Form Type FRCodes - Req Note Type N2Codes - Req Status Codes RSCodes - Req Types RTCodes - Schools SLCodes - Security Clearance Agency Code SECAGCodes - Security Clearance Type Code SECTYPECodes - Skill Categories SKCATCodes - Skills SKCodes - State SCCodes - US Work Status USWSCodes – Why Open Codes WOJob Boards - CareerBuilder-Country CBCYJob Boards - CareerBuilder-Employee Type CBEETYPEJob Boards - CareerBuilder-Industry Code CBINDJob Boards - CareerBuilder-Job Type CBJTJob Boards - Dice-Tax Term DICETTJob Boards - HotJobs-City HJCITYJob Boards - HotJobs-Country HJCYJob Boards - HotJobs-Experience Code HJEXPJob Boards - HotJobs-Function Code HJFUNCJob Boards - HotJobs-Hire Type HJHTJob Boards - HotJobs-Industry Code HJIND

Job Boards - Monster-City MONCITYJob Boards - Monster-Country MONCYJob Boards - Monster-Job Category MONJCJob Boards – Monster-Job Level MONJLJob Boards – Monster-Salary Type MONSTJob Boards – Monster-Industries MONINDJob Boards – Monster-Occupation MONOCCLinks - ADP-Company ADPCOLinks - ADP-Data Control 1 ADPDC1Links - ADP-Data Control 2 ADPDC2Links - ADP-Data Control 3 ADPDC3Links - ADP-Data Control 4 ADPDC4Links - ADP-Employment Type ADPETLinks - ADP-Federal Marital Status ADPFEDMARLinks - ADP-Home Department ADPDEPTLinks - ADP-Local Tax Code ADPLTAXLinks - ADP-Location ADPLOCLinks - ADP-Pay Frequency ADPPFLinks - ADP-Rate Type ADPRTLinks - ADP-State Marital Status ADPSTMARLinks - ADP-State Unemployment ADPSUILinks - Costpoint 5.0/6.0-Employee Class DTKEECLSLinks - Costpoint 5.0/6.0-General Labor Category DTKGLCLinks - Costpoint 5.0/6.0-Home Org DTKORGLinks - Costpoint 5.0/6.0-Job Titles DTKJTLinks - Costpoint 5.0/6.0-Labor Group DTKLGRLinks - Costpoint 5.0/6.0-Labor Location DTKLABLOCLinks - Costpoint 5.0/6.0-Leave Cycle DTKLEAVELinks - Costpoint 5.0/6.0-Locator DTKLCTRLinks - Costpoint 5.0/6.0-Pay Types DTKPAYTYPELinks - Costpoint 5.0/6.0-Reason DTKREASLinks - Costpoint 5.0/6.0-Security Org ID DTKSECORGLinks - Costpoint 5.0/6.0-Timesheet Cycle DTKTSCYCLinks - Costpoint 5.0/6.0-Visa Type DTKVISALinks - Costpoint 5.0/6.0-Workers Comp DTKWKCOMPLinks - Costpoint 6.0-PLC Codes DTKPLCLinks – Great Plains-Employee Class GPECLinks – Great Plains-Employment Type GPETLinks – Great Plains-Division GPDIVLinks – Great Plains-Department GPDEPTLinks – Great Plains-Location GPLOCLinks – Great Plains-Supervisor Code GPSUPLinks – Great Plains-Job Title GPJTLinks - GSC Premier-Department GCSDEPTLinks - GSC Premier-Division GCSDIVLinks - GSC Premier-Employee Type GCSEMPTYPE

Links - GSC Premier-Fed Filing Status GCSFFILELinks - GSC Premier-Labor Category GCSLABCATLinks - GSC Premier-OBS Number GCSOBSLinks - GSC Premier-Pay Frequency GCSPFLinks - GSC Premier-Rate Type GCSRTLinks - GSC Premier-State Filing Status GCSSSFILELinks - HR Office-Division HRODIVLinks - HR Office-Department HRODEPTLinks - HR Office-Location HROLOCLinks - HR Office-Employee Status HROEMPSTATLinks - HR Office-Company HROCOMPLinks - HR Office-Job Title HROJTLinks - HR-XML-Shift Code XMLSHIFTLinks - HR-XML-Employment Level XMLLEVEL

APPENDIX G – IMPORT USERS TABLE KEYWhen trying to import Users using the spreadsheet and Admin > Processes > Import User Tables here is a list of codes that are hard coded to be certain values.

1. AppFind Status = Default for App Finda. Field will have the status code for the

Applicant Status which should be highlighted

2. AppFind Sort = Default Order for the App Finda. APPDATE = Application Dateb. NAME = Applicant’s Name

3. AppFindRange = Default for the Applicant Rangea. 1D = Last dayb. 2D = Last 2 daysc. 3D = Last 3 daysd. 5D = Last 5 dayse. 2W = Last 2 weeksf. 3W = Last 3 weeksg. 1M = Last monthh. 2M = Last 2 monthsi. 3M = Last 3 monthsj. 4M = Last 4 monthsk. 6M = Last 6 monthsl. 1Y = Last yearm. 2Y = Last 2 yearsn. ALL = Forever

4. HomePage = Default for the logging ina. HOME = Home Pageb. INBOX = Inboxc. REQ = Req Listd. RD = Open Activities

5. SearchTypea. 0 = No Searchesb. 1 = Databasec. 2 = Resumed. 3 = Database & Resumee. 4 = Cyberf. 5 = Database & Cyberg. 6 = Resume & Cyberh. 7 = All Searches

6. Time Zone: a. ATLANTIC b. EASTERN c. CENTRAL d. MOUNTAIN e. PACFIC f. ALASKA g. HAWAI I

7. Outlook Version: a. 97 b. 2000 c. 2003 d. 2007+

8. Everything else is either not able to be imported or is Y/N