SilkRoad Recruiting Hiring Manager User Guide - Microsoftsilkroadtraining.blob.core.windows.net/client-guides/recruiting... · SilkRoad Recruiting Hiring Manager User Guide Version

SilkRoad Recruiting Hiring Manager User Guide

Version 2018.1

Copyright © 2018 SilkRoad Technology, Inc. All rights reserved.

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SilkRoad Recruiting Hiring Manager User Guide Version 2018.1 1

Contents Getting started ................................................................................................................................ 4

About this guide ............................................................................................................................. 4 SilkRoad Recruiting overview ....................................................................................................... 4 Navigation bar ............................................................................................................................... 4 Log in ............................................................................................................................................. 5

Log out ....................................................................................................................................... 5 Reset password ......................................................................................................................... 5

Your profile .................................................................................................................................... 5 Supported browsers and mobile device support ........................................................................... 6 Technical support .......................................................................................................................... 6

Dealing with jobs ............................................................................................................................ 7 Track My Jobs page ...................................................................................................................... 7 View (track) my jobs ...................................................................................................................... 9 Job Posting Details page .............................................................................................................. 9 View job details ............................................................................................................................. 9 Resumes ..................................................................................................................................... 10

Resume search ........................................................................................................................ 10 Search for a resume ................................................................................................................. 10 Save resume searches ............................................................................................................ 11 Select columns for search results ............................................................................................ 11

Candidate Resume Profile page (job applicant) ......................................................................... 12 View candidate profiles from the Job Tracking page .................................................................. 12

Interview requests ........................................................................................................................ 13 Interview requests ....................................................................................................................... 13 Interview Requests page ............................................................................................................. 13 Reply to an interview request via email notification .................................................................... 15 Add interview schedule to your MS Outlook or Lotus Notes calendar ........................................ 15 Respond to interview request via the system interface ............................................................... 16 Edit interview feedback ............................................................................................................... 16 Remove completed interview requests ....................................................................................... 17 Change Interview Request page ................................................................................................. 18 Reschedule an interview request ................................................................................................ 18

Review requests ........................................................................................................................... 19 Review Requests page ............................................................................................................... 19


Review requests .......................................................................................................................... 20 Receiving a review request email notification ............................................................................. 20 Evaluation ranking ....................................................................................................................... 20

Manage Candidate's Ranking page ......................................................................................... 21 Rank a candidate ..................................................................................................................... 21

Complete a review request ......................................................................................................... 22 Remove completed review requests ........................................................................................... 23 Process review requests without completing review ................................................................... 23

Managing requisitions.................................................................................................................. 24 Requisitions ................................................................................................................................. 24 Manage Requisitions page .......................................................................................................... 24 Create Requisition page .............................................................................................................. 26 Create a new requisition ............................................................................................................. 30 Requisition approval paths .......................................................................................................... 30 Create an approval path .............................................................................................................. 32 Add a new requisition .................................................................................................................. 33 Access Approvals Details page ................................................................................................... 33 Requisition Approvals page ........................................................................................................ 34 Edit requisition ............................................................................................................................. 38

Shared hiring stages .................................................................................................................... 39 Shared hiring stages overview .................................................................................................... 39 My Hiring Stages page ................................................................................................................ 40 Navigate candidate lists .............................................................................................................. 41 Candidate record display ............................................................................................................ 41

Folders ........................................................................................................................................... 45 Folders overview ......................................................................................................................... 45 Edit/Create Search Folder page .................................................................................................. 46 Create a search folder ................................................................................................................. 47 Saved searches ........................................................................................................................... 47

My Reports .................................................................................................................................... 50 My Reports page ......................................................................................................................... 50 Run a My Report ......................................................................................................................... 50

Appendix A - Custom electronic forms (eForms) ..................................................................... 52 eForms overview ......................................................................................................................... 52

Collect eForms from candidates using email ........................................................................... 52


Collect eForms from candidates up front ................................................................................. 53 Managing collected eForms ........................................................................................................ 53

View collected eForms ............................................................................................................. 53 Download collected eForms ..................................................................................................... 53 Edit collected eForms ............................................................................................................... 53

Appendix B - Using SilkRoad Recruiting’s text editor .............................................................. 55 Text editor overview .................................................................................................................... 55 HTML formatting tips ................................................................................................................... 56

Appendix C - Recruiting teams ................................................................................................... 58 Feature description ...................................................................................................................... 58 New Jobs page ............................................................................................................................ 58 Defining and saving searches ..................................................................................................... 59 Configurable columns.................................................................................................................. 60 New Candidate Resumes page .................................................................................................. 62

Defining and saving searches .................................................................................................. 62 Configurable columns .............................................................................................................. 63 Resumes page column descriptions ........................................................................................ 64

Appendix D - EmployeeReferrals.com integration .................................................................... 66 Service activation on OpenAdmin ............................................................................................... 67 EmployeeReferrals.com jobs ...................................................................................................... 67 EmployeeReferrals.com active job feed ...................................................................................... 68

Glossary of Terms ........................................................................................................................ 70


Getting started In this section About this guide ................................................................. 4 SilkRoad Recruiting overview ............................................... 4 Navigation bar ................................................................... 4 Log in ............................................................................... 5 Your profile ....................................................................... 5 Supported browsers and mobile device support ...................... 6 Technical support ............................................................... 6

About this guide This guide describes SilkRoad Recruiting. It is intended for hiring managers who are responsible for performing hiring-related tasks.

SilkRoad Recruiting overview SilkRoad Recruiting allows recruiters, hiring managers, and human resources personnel to focus on core recruiting activities while minimizing costs and administrative processing. Effective candidate tracking and reporting tools allow managers to carefully control referral agencies, reduce fees, and increase the quality of each hire.

With SilkRoad Recruiting you can:

• Practice intelligent recruiting

• Lower recruiting costs

• Work smarter and more efficiently

• Streamline workflows

Navigation bar


As a hiring manager, your navigation bar shows Review & Interview menu options. Using these options, you can track jobs, manage interview and review requests, manage requisitions, view shared hiring stages, and search for candidates.

Log in 1. Navigate to your SilkRoad Recruiting instance.

2. Log on using your user name and password. (Password is case sensitive.)

Note: If you attempt to log in five times consecutively with an incorrect user name or password, you will be locked out for five minutes. You can then try to log in again. If you are unable to log in, use the Forgot your password link to reset your password.

3. Click Login.

Log out • Use the Log Out link (top of the interface) to close your SilkRoad Recruiting

session.

Note: After 59 minutes of inactivity, you are logged out automatically.

Reset password 1. From login page, click Forgot your password? link.

2. On the Forgot your password page, type a full name, user name, and company name.

3. Click Submit.

A system-generated email is sent and provides a link to reset your password.

Your profile Click My Account to review and make changes (if needed) to your general profile information, location details, and contact login information. Configure the location information according to your preference. The language and regional settings define the preferred website language and are used for date and time formats.

Note: Your defined language and regional settings preference takes precedence. If no match is found, then the site default is used.

If a candidate needs to update their profile email address via the Edit Profile link, they are prompted to Verify Password prior to updating their profile information. The candidate must enter their current password to change and save their new email address. Once the password has been provided, the updated email address is saved, and the candidate can log in to their profile.


Supported browsers and mobile device support You can find information about supported browsers and mobile device support in release notes. Release notes are available on this website: https://engagementcenter.silkroad.com.

Technical support For technical assistance for any of our solutions, contact our support staff at:

Email: [email protected] Web: https://engagementcenter.silkroad.com


Dealing with jobs In this section Track My Jobs page ............................................................ 7 View (track) my jobs .......................................................... 9 Job Posting Details page ..................................................... 9 View job details.................................................................. 9 Resumes ..........................................................................10 Candidate Resume Profile page (job applicant) .....................12 View candidate profiles from the Job Tracking page ...............12

Track My Jobs page

The Track My Jobs page displays a list of all open (active) job postings to which the Hiring Manager is assigned. Once a job is closed, it becomes inactive and is accessible by clicking on the View Closed Jobs link at the top right corner of the table.

Note: The Track My Jobs functionality may be removed on a per company account basis at the discretion of your SilkRoad Recruiting customer administrator.

Column Descriptions:

• Job Title/Tracking Code—the job title as it is defined internally to your organization along with the tracking code (unique identifier) for the job.

• Assigned Recruiter—the individual responsible for managing the recruitment process for the job.

• Total Resumes—displays the number of resumes associated with the job. Clicking on the number in this column displays the list of candidates. Depending on your assigned permissions in SilkRoad Recruiting, this column may not be accessible.

Note: The Total Resumes column may be hidden. Contact your SilkRoad Recruiting customer administrator if you are not able to view this column.


• Review Requests—displays the number of review requests and the number of completed requests (in parenthesis). Clicking on the number in the left column displays the list of candidates sent to you for review.

• Interview Requests—displays the number of interview requests and the number of completed interviews (in parenthesis). Clicking on the number in the left column will display the list of candidates sent to you for interviewing.

• Job Status—indicates if the job is actively being recruited for and controls which company applicant interfaces the job will be posted to.

Note: The Job Status field does not control posting to 3rd party internet Job Boards.

Normal–Int./Ext. Applicants—allows for internal and external candidate submissions. The job posting will appear on the public/external and internal/intranet applicant interfaces. In addition, the job is available to Fee Agencies if any Fee Agencies are selected on the Department Information screen of the job posting process.

On Hold—the job is not currently being recruited for. If a job is created with an on-hold status, the job will not be posted to any public or internal interface.

Note: If a job is created with a status other than ‘on-hold’ and posted to one or more 3rd party Job Boards (i.e. Monster, Career Builder, etc.) and then placed on-hold after posting, the job will not be pulled from the 3rd party job boards.

Internal—only internal candidate submissions are being accepted for the position. If SilkRoad Recruiting is hosting your company’s internal/intranet applicant interface, the job will appear on this interface only.

External—only external candidate submissions are being accepted for the position. If SilkRoad Recruiting is hosting your company’s public/external applicant interface, the job will appear on this interface only. The job will also be available to Fee Agencies if any Fee Agencies are selected on the Department Information screen of the job posting process.

Executive—the job is not being displayed to the public but other methods are being utilized to recruit for the job. This status allows you to display the job to Fee Agencies on the public/external applicant interface without allowing either internal or public applicants to view the job.

Waiting Approval—the job is not yet approved but the recruiting organization has begun efforts to recruit for the opening. The job will not be posted to any public or internal interface.

• Post Date/Days Old—displays the date the job was posted in SilkRoad Recruiting and the number of days that have elapsed since it was originally posted.


• Farthest Stage (Not Shared)—indicates how close the job is to being filled based on what stage of the hiring process the farthest candidate has reached. For instance, if there are 5 candidates being considered for the opening and 2 are undergoing an initial review by the recruiter, 2 are being interviewed and 1 has had an offer extended, the farthest stage would be "Offer Extended."

• Workflow—displays the name of the workflow associated with the listed job.

Note: Click any column heading to sort the listings in ascending order. Clicking the column heading a second time will sort in reverse order.

View (track) my jobs • Select Track My Jobs from the Navigation bar under Review & Interview.

The Track My Jobs page (page 7) opens.

Job Posting Details page

View job details 1. From the Navigation bar under Review and Interview, click Track My Jobs.

2. Click on the job title you would like more information about.

The Job Posting details (page 9) page opens.

3. Click Return to return to the Track My Jobs page.


Resumes Recruiters, recruiting managers, and hiring managers use the Resumes page to search for candidates using keyword searches as well as basic or advanced filters. Search results can also be sorted based on their relevance to a particular job posting.

Resume search Resume searching is easy and flexible. You can create, manage, and save specific resume searches. Search features include:

• 20+ Filters

• Boolean Search Logic

• Saved Searches

• Recent Searches

• Add/Remove Columns for Search Results

Recent Searches Recent Searches tab shows your last 10 most recent searches—unless those searches originated from the Basic Searches or My Searches tab.

This new tab is helpful in scenarios where you may get logged out of the system due to inactivity, loss of an internet connection, and so on. Once you return to the search page, you won’t have to start over with configuring the search.

The names of these searches in the drop-down contains the date/time and the first 47 characters of the filters used, so it will be easy to determine which previously started search to continue with. When you point the cursor at the search name, the entire list of selected search filter names is shown.

Search for a resume 1. From the navigation menu, click Resumes.

The Resume page opens.

2. From the Filters section, click Edit Search.

3. Enter information into one or more of the following filters to narrow your search:

• Keywords

• Candidate Name

• Email Address

• Primary Phone No

• Enter Date

• Job Posting

• Current Stage

http://silkroadtraining.blob.core.windows.net/client-guides/recruiting/Boolean%20Search%20Quick%20Guide.pdf


• Assignees

• Recruiter

• Recruiting Manager

• Hiring Manager

• Duplicated by

• Sort By

4. Click Apply Filters.

Save resume searches 1. Click Save Search As to save the search filter.

The Save this search window opens.

2. Type the name for the search.

3. Select the Yes check box for Make Default to have the search be your default search.

4. Click Save.

The search appears under My Searches.

Select columns for search results 1. Click the Columns tab at the bottom of the Filters section.

2. Click the Available Columns to move to the Selected Columns.

3. From the Selected Columns, drag and drop the columns to change the order of the columns.

4. Click x of any column you do not want to include in the results.

5. Click Apply.


Candidate Resume Profile page (job applicant)

View candidate profiles from the Job Tracking page 1. From the Navigation bar under Review and Interview, click Track My Jobs.

2. Click the number in the Resume column to view a list of candidates.

The Resumes page opens.

3. Click the name of the candidate to view his/her profile.

4. The Candidate Resume Profile (page 12) page opens.


Interview requests In this section Interview requests ............................................................13 Interview Requests page ....................................................13 Reply to an interview request via email notification ...............15 Add interview schedule to your MS Outlook or Lotus Notes calendar ...........................................................................15 Respond to interview request via the system interface ...........16 Edit interview feedback ......................................................16 Remove completed interview requests .................................17 Change Interview Request page ..........................................18 Reschedule an interview request .........................................18

Interview requests Interview requests are requests from a recruiter to provide feedback on a candidate interview. Providing interview feedback directly through SilkRoad Recruiting ensures all feedback is tracked as part of the candidate’s record, is reportable, and is shared with the individuals who need access to the data.

Interview Requests page Interview requests are requests from a recruiter to provide feedback on a candidate interview. Providing interview feedback directly through SilkRoad Recruiting ensures all feedback is tracked as part of the candidate’s record, is reportable, and is shared with the individuals who need access to the data.

The Interview Requests page contains a listing of ALL your scheduled and completed interviews requests.

Only interview requests associated with active jobs are displayed. Once a job is closed, any pending/completed interview records associated with that job are removed from this page.

Column Descriptions

• Job Score—displays a value based on a comparison of the candidate resume and job posting. Job score algorithm measures the top 100 most used words (excluding stop words like "the, and, but, etc.") from the job title, job description, skills and experience, and then counts how many of the candidate's resume's top 100 words match. A higher score indicates a closer match between candidate and job.


• Request Status—indicates the status of the interview appointment. Clicking on the Pending link allows you to Accept or Decline the appointment. Accepting the appointment updates the Request Status to Accepted. Declining the appointment removes the request from the page. Either selection notifies the Recruiter via an automatic email.

• Candidate/Location—the full name of the candidate and his/her City/State/Country of residence. Clicking on the name of the candidate will start the interview feedback process.

• Requester—the full name of the Recruiter who created the interview request.

• Job Title—the internal job title and the tracking code (in parenthesis) for the opening. Click on the job title to display a description of the job.

• Date Requested—the date/time the interview request was initiated.

• Interview Info—the scheduled date/time/location and duration of the interview.

• Date Completed—the date the interview was completed. If the interview has not been completed yet, this column will be blank.

• Evaluation—the Interview Evaluation value selected by the interviewer upon interview completion. If the interview has not been completed yet, this column will be blank.

• CQE—displays the candidate’s CQE (Candidate Qualification Engine) score as a decimal. The maximum score for any candidate is 1.00 (or 100%). The evaluation column is calculated as Total # points candidate received / Total # points available.


Reply to an interview request via email notification Candidate Interview requests are sent by a Recruiter or Recruiting Manager. The interviewer receives an Interview Request notification via email. This email notification includes the proposed interview schedule, an Accept and Decline link, and an iCalendar (.ics) and vCalendar (.vcs) attachment for updating appointment calendars.

Accepting an Interview Request: In the body of the Interview Request email message, click the Accept link to accept the schedule of the interview. The Recruiter is notified automatically.

Declining an Interview Request: In the body of the Interview Request email message, click the Decline link to decline the schedule of the interview. The Recruiter is notified automatically. If you do not accept the interview request, the candidate will not appear in your Pending Interviews list in the SilkRoad Recruiting Inbox.

Note: Accepting or declining appointments using the email message automatically updates the Interview Requests page with the appointment status.

Add interview schedule to your MS Outlook or Lotus Notes calendar For Microsoft Outlook 2000 and later:

1. Double-click the attached iCalendar (*.ics) file.

2. Choose the Open button to open the calendar appointment.

3. Review the content of the appointment.


4. Select Save and Close to store the appointment on your Outlook calendar.

Note: Microsoft Outlook 98/2000 users can follow the same instructions as above but should use the .vcs file attachment rather than the .ics file.

For Lotus Notes (all versions):

1. Right-click the attached iCalendar (*.ics) file and then choose View.

2. Click Import All. A new broadcast email message is added to your Inbox.

3. Open the new message.

4. Click Respond.

5. On the confirmation pop-up, click Accept to store the appointment in your Lotus Notes calendar.

Note: iCalendar instructions also appear in the content of the Interview Request notification email sent to the interviewer via SilkRoad Recruiting.

Respond to interview request via the system interface You can accept or decline an interview request directly from the SilkRoad Recruiting Interview Requests page.

1. Expand the Review and Interview menu.

2. Click Interview Requests

3. Click the Pending link for the interview request you want to update

4. Click OK to accept the interview request or Cancel to decline the interview request

An acceptance or rejection email is automatically generated and sent to the requester (Recruiter). The Request Status is updated.

Edit interview feedback 1. Expand the Review and Interview menu.

2. Click Interview Requests page.

3. Click a candidate's name.

4. Click the Actions drop-down list, select Complete Interview.

The Complete Interview page opens in a new browser window. The previous interview evaluation is displayed above the Select an Evaluation drop-down.

5. Select a new evaluation value and enter any optional comments.

Note: It is important to include accurate details that support your evaluation of the candidate. You may choose to decline or send the candidate onto the next steps.


6. Click Submit.

A new email message is sent automatically to the recruiter who requested the review. A new comment is also recorded in the History tab of the Candidate Profile.

Remove completed interview requests 1. Click Interview Request page.

2. Select Remove from the Actions drop-down list.

3. Click OK to remove.

Note: Removing an interview request from the Interview Request page does not remove any data from SilkRoad Recruiting or the recruiter’s view.


Change Interview Request page

Use this page to make changes to the interview.

Reschedule an interview request 1. From the Interview Request page, select Reschedule from the Actions drop-down

list.

The Change Interview Request (page 18) page opens.

2. Change the date, interview time, location, and so on.

3. Click the calendar icon and select a date to update the interview date.

4. (If applicable) To update the Interview schedule yourself, click the Check to update interview schedule check box. Otherwise leave it unchecked so the requester (recruiter) updates the interview schedule.

5. Click Send Email.

If you opted to update the interview schedule yourself, an email notification is sent to the recruiter. If you opted to request the recruiter updates the interview schedule, an email notification is sent with your requested changes.


Review requests In this section Review Requests page .......................................................19 Review requests ................................................................20 Receiving a review request email notification ........................20 Evaluation ranking.............................................................20 Complete a review request .................................................22 Remove completed review requests .....................................23 Process review requests without completing review ...............23

Review Requests page The Review Requests page contains a listing of ALL pending and completed resume review requests sent to you by a Recruiter or Recruiting Manager. Use the drop-down at the top of the page to display completed or incomplete reviews exclusively.

Note: Only review requests associated with currently active jobs are displayed. Once a job is closed, any pending/completed review request records associated with that job are removed from this page.



Note: Your SilkRoad Recruiting account may display N/A for the job score, as this is an optional account configuration.

• Candidate/Location—displays the full name of the candidate and his/her City/State/Country of residence. Clicking on the name of the candidate will start the Review Feedback process.

• Requester—displays the full name of the user who sent the review request.


• Job Title—displays the internal job title and the tracking code (in parenthesis) for the opening. Clicking on the Job Title displays a description of the job.

• Date Requested—displays the date/time the review request was initiated.

• Date Completed—displays the date/time the review was completed. If the review has not been completed yet, this column will be blank.

• Evaluation—displays the Review Evaluation value selected by the reviewer upon review completion. If the review has not been completed yet, this column will be blank.

• CQE—displays the candidate’s CQE (Candidate Qualification Engine) score as a decimal. The maximum score for any candidate is 1.00 (or 100%). The evaluation column is calculated as Total # points candidate received / Total # points available.

Review requests Review requests are sent via email from a recruiter to a hiring manager to collect feedback about a candidate’s resume. Providing review feedback directly through SilkRoad Recruiting ensures all feedback is tracked as part of the candidate’s record, reportable, and shared with the individuals who need access to the data.

Receiving a review request email notification Candidate Resume Review request emails are sent to a hiring manager by a recruiter. The email includes the name of the candidate, the job title, the candidate's resume, and a link to SilkRoad Recruiting login page. Click the SilkRoad Recruiting login link and then enter your username and password to access SilkRoad Recruiting.

Evaluation ranking Ranking criteria are used to provide general feedback about a candidate’s ability to perform for your organization and scored on a 1 to 5 scale. Ranking criteria are general (not job specific). If you provide ranking criteria feedback during the candidate review process, you can edit your ranking criteria feedback at any time.


Manage Candidate's Ranking page

Use this page to rank a candidate.

Rank a candidate 1. From the navigation bar under Review and Interview, click Review Requests.

2. Select the candidate.

The Candidate Resume Profile (page 12) page opens.

3. From the Action drop-down list, select Rank Candidate.

The Manage Candidate's Ranking (page 21) page opens.


4. For each respective ranking criteria, select the ranking value from the following options:

• Excellent – worth 5 points

• Good – worth 4 points

• Average – worth 3 points

• Below – worth 2 points

• Poor – worth 1 point

5. Enter comments beneath each criterion to further elaborate on the ranking selection.

Note: All possible criteria do not need to be acknowledged. You can choose to only select criteria that pertain to a specific instance.

6. Click Set Ranking to store the values and calculate the ranking score. SilkRoad Recruiting will calculate the average of all the selected values. If multiple users have ranked a candidate, SilkRoad Recruiting will incorporate those numbers into the calculation. The Ranking Score is visible in the Evaluations tab of the Candidate Profile page.

Complete a review request 1. From the Navigation bar under Review and Interview, click Review Requests.

2. Click the name of the candidate.

3. Review the feedback you provided by clicking on the Evaluation tab. If you want to make changes, click View Evaluations.

Additional Action Item Options:

• Rank Candidate—use this action to rank a candidate’s ability to perform for your organization. Candidates are scored on a 1 to 5 scale. Ranking criteria are general (not job specific).

• Add Comment—use this action if you want to comment on the candidate. The Add Comment function should be used in situations where you want to record feedback but do not want to send that feedback to the Recruiter immediately.

• Print Profile—select the Print Profile action from the drop down to print a hard copy of the candidate profile. The output, by default, includes the candidate data from the top portion of the profile screen and the data from the candidate’s Resume/CV tab.

• Download this Profile—the candidate profile can be downloaded out of the SilkRoad Recruiting system to your local computer in an HTML file format. To do so, select the Download this Profile action. SilkRoad Recruiting generates an HTML file of the candidate profile for you to save and share outside of the SilkRoad Recruiting system. SilkRoad Recruiting will not track any actions taken on a downloaded file.

4. To complete the review process and notify the requester, select the Complete Review option from the Action menu.


5. Select an evaluation from the drop-down list. Optionally enter a comment.

6. Click Submit. This allows you to complete the review process and notify the requester. When you click the Submit button, your review evaluation and comment is sent via email to the requester (Recruiter) who sent you the review request. It is also recorded in the candidate History tab as a comment in the profile.

Note: Responses to screening questions collected from a direct resume submission and collected by interviewers are visible in the Job Related and Interview areas of the Evaluations tab.

Remove completed review requests You can remove any review requests that have been completed from the Review Requests screen.

1. From the Navigation bar under Review and Interview, click Review Requests.

2. Select Completed Reviews from the drop-down list. This provides you with a list of reviews that have been completed.

3. Select the check box to the left of the review request(s) you wish to remove.

4. Click the Remove Selected button.

Note: Removing a review request does not remove any data from SilkRoad Recruiting or the Recruiter’s view.

Process review requests without completing review Note: Occasionally you might not want to complete a review such as when a job is

placed on hold or canceled.

1. Select the check box to the left of the review request.

2. Click Process Without Review.

If you use this method to complete the review, the current date and time is inserted in the Date Completed column. The Evaluation column remains blank.

Note: Permission to process requests without review may not be an available option. Enabling this function is at the discretion of your SilkRoad Recruiting customer administrator.


Managing requisitions In this section Requisitions ......................................................................24 Manage Requisitions page ..................................................24 Create Requisition page .....................................................26 Create a new requisition ....................................................30 Requisition approval paths .................................................30 Create an approval path .....................................................32 Add a new requisition ........................................................33 Access Approvals Details page ............................................33 Requisition Approvals page .................................................34 Edit requisition ..................................................................38

Requisitions A requisition is a job that has not yet been approved for posting. After it has been submitted and approved, it becomes a job posting.

Not all job postings begin as requisitions. Job postings can be created without going through the requisition approval process. This type of posting is done directly by a recruiter or recruiting manager and cannot be done by a hiring manager.

Note: Contact your SilkRoad Recruiting customer administrator for information about your requisition and job posting creation and approval process.

Manage Requisitions page

Use this page to manage requisitions. All pending requisitions are listed here. This page provides top-level information regarding the requisitions that you have in your queue.



Approval Status—the approval status column indicates the status of each requisition. A green circle indicates that the requisition has been approved and is ready to be posted. A yellow circle indicates that the approval process has been initiated but is not yet complete. A red circle indicates that one or more approvers have rejected the requisition. A value of "N/A" indicates that no approval path has been defined.

Action—depending on an individual’s user role and the Approval Status of the requisition, different Action options will be available in the drop-down list. The edit option will take the user to the Edit Requisition screen.

Edit—the edit option is available to Recruiting Managers, Recruiters and Hiring Managers (if they are the assigned Requisition Administrator) at any point in the process. Clicking the Edit link will display the Requisition Details screen.

Requisition (Tracking Code)/Location (Location Code)—displays the internal requisition title and its unique tracking code if one has been assigned to it, as well the name of the location and its location code.

Note: The system does not automatically assign a tracking code until the requisition becomes a job posting. The only time the tracking code is populated on the Manage Requisitions page is when a user enters a tracking code. If the requisition is associated with a specific location within your organization, then the name and associated code for that location displays as well.

Requisition Owners—displays the names of the users who are associated with different aspects of the requisition.

Requested by—the name of the individual that initiated the requisition.

Admin by—the name of the individual responsible for the administration of the approval process for the requisition.

To Be Posted by—the name of the individual responsible for posting the requisition as an open position once it is ready to post.

Dates—displays the date the requisition was created in SilkRoad Recruiting, as well as the most recent date at which any changes were applied to the requisition.


Create Requisition page

Requisition Administration

Requisition Creator—the user creating the requisition. This is a read-only field that cannot be edited.

Requisition Administrator—the individual responsible for sending out approval requests and editing/updating the requisition. If the Requisition Creator defines a Requisition Administrator other than him/herself, the requisition will be forwarded to the selected Requisition Administrator when the requisition is saved. A Requisition Administrator can be a Recruiter, Recruiting Manager, an Administrator or the Hiring Manager that created the requisition.

Job Creator—the individual responsible for posting the requisition once it has been approved. If there is no approval path on a requisition, the creator of the requisition has the ability to forward the requisition directly to the chosen Job Creator by using the Save & Post button after filling out the requisition creation form.

If there is an approval path, the requisition will be provided to the Requisition Administrator to complete the approval process. Once the approval process is complete, the Requisition Administrator forwards the requisition to the Job Creator by


using the Save & Post button at the bottom of the requisition form. A Job Creator can be a Recruiter, Recruiting Manager or an Administrator.

Requisition Information

Job Template—job templates are pre-defined job data sets. Selecting a template will populate the job form with data from the job template. Templates are created and administered by Recruiting Managers and/or Administrators.

Note: Once you begin typing, a list of associated values, that contain the letters typed, display.

Hiring Workflow—select a hiring workflow. The workflow contains the specific hiring stages relevant to the hiring process/position. It is necessary to contact your System Administrator to make changes to a hiring workflow.

Note: When a Job or Requisition is tied to a template, the template hiring workflow takes precedence.

Note: Depending on company specific hiring processes, you will have one or more hiring workflows to choose from.

Internal Job Title—the title of the job that is displayed to users of SilkRoad Recruiting.

Posted Job Title—the title of the job that is displayed to applicants. If this field is left blank, the Internal Job Title will be displayed to applicants.

Tracking Code—this field represents your requisition number or Job ID value. If you do not enter a code, SilkRoad Recruiting will generate one for you when the requisition becomes a Job Posting.

Note: SilkRoad Recruiting does not generate a tracking code in a sequential sequence. For example, if you enter a tracking code of "1," the next job you enter will not automatically be assigned a tracking code of "2." If your organization is interested in having sequential tracking code values generated automatically by the system, contact SilkRoad Customer Care Center.

Number of Positions—the number of candidates that are needed to fill the job.

Position Type—select the type of position (Full Time/Regular, Part-Time, etc.). This value will display to applicants.

Job Level—choose the level for the job (Internship, Entry Level, Mid-Career, Executive, etc.). This field is used to route the job when posting to 3rd party internet Job Boards.

Duration (if not Full-Time/Regular)—this is the expected length of the assignment. This field is only used when posting to some 3rd party Job Boards. It is not posted to SilkRoad Recruiting-hosted internal and external job listings sites.


Expected Start Date—enter the desired start date for a candidate. This field is only used when posting to some 3rd party Job Boards. It is not posted to SilkRoad Recruiting-hosted internal and external job listings sites.

Job Location Code—select a Job Location Code. A location code will populate the City, State, Zip and Country fields. (These location codes are administered by your Administrator). Once you begin typing, a list of acceptable values display. If the Job Location Code values do not appear in your SilkRoad Recruiting instance, it is because your Administrator has not configured any locations.

Country*—select the country the job is based in.

City*—the city the job is based in. If this is a regional position, input the closest metropolitan area or your company’s home base. Indicate, in the job description, that the position is regional.

State—the state the job is based in. If this is a regional position, input your company’s home base and then indicate, in the job description, that the position is regional.

Zip/Postal Code*—the postal code the job is based in. If this is a regional position, input your company’s home base zip code and then indicate, in the job description, that the position is regional.

Note: Since US EEO and compliance laws do not apply internationally, if the country selected is anything other than United States on the job profile, the compliance section will not appear and candidates will not be asked to complete the EEO criteria.

Compliance

EEOC Job Category—the EEO-1 category the job type falls under.

EEO Group—the EEO Group is a sub-level to the EEO-1 Job Category. Customers may optionally associate their own EEO Groups under the categories. These groups are optional and can only be created by Recruiting Managers or Administrators.

Position Requirements

Travel—select the amount of travel required to perform the job. This field is only used when posting to some 3rd party Job Boards. It is not posted to SilkRoad Recruiting-hosted internal and external job listings sites.

Per Diem Included?—select whether or not the position offers a per diem allowance. This field is only used when posting to some 3rd party Job Boards. It is not posted to SilkRoad Recruiting-hosted internal and external job listings sites.

Salary Minimum—the minimum offered salary for the job. Any value entered will display to applicants, unless your SilkRoad Recruiting administrator has opted for the optional configuration to not display salary information on job descriptions on your career site.


Salary Maximum—the maximum offered salary for the job. Any value entered will display to applicants, unless your SilkRoad Recruiting administrator has opted for the optional configuration to not display salary information on job descriptions on your career site.

Salary Type—select a salary type. This is the frequency in which the job salary is paid.

Salary Currency—select the international currency in which the job salary is paid.

Level of Education—select the minimum acceptable level of education. This field is only used when posting to some 3rd party Job Boards. It is not posted to SilkRoad Recruiting-hosted internal and external job listings sites.

Years of Experience—input the number of years of experience required to perform the job. This field is only used when posting to some 3rd party Job Boards. It is not posted to SilkRoad Recruiting-hosted internal and external job listings sites.

Budgeting Details

Department—choose the Department the job should be associated with. Once you begin typing, a list of acceptable values display. The Department name can be displayed on the job listings for internal applicants.

Budgeted Salary—enter the salary budgeted for this position. This information is not shown to applicants.

Budgeted Currency—select the international currency in which the job salary is paid. This information is not shown to applicants.

Budgeted Quarter—enter the quarter that the salary was budgeted in. This information is not shown to applicants.

Budgeted Year—enter the year that the salary was budgeted in. This information is not shown to applicants.

EmployeeReferrals.com

List On EmployeeReferrals.com - select Yes of No.

Referral Bonus - enter the referral bonus amount.

Keywords - enter keywords to include in searches.

Negative Keywords - enter negative keywords to exclude from searches.

Hot Job - select Yes of No to include in the hot job category.

Description/Skills


Note: SilkRoad Recruiting’s text editor allows users the ability to quickly and easily create job descriptions and enter required skills and experience. See Appendix B—Using SilkRoad Recruiting’s Text Editor for additional information on using SilkRoad Recruiting’s HTML editor.

Job Description—the description of the job. There is no character limit on this field. The job description field will accept HTML tags for advanced text formatting.

Required Skills—list the required skills for the job. There is no character limit on this field. The Required Skills field will accept HTML tags for advanced text formatting.

Required Experience—enter any required experience for this position. There is no character limit on this field. The Required Experience field will accept HTML tags for advanced text formatting.

Internal Fields

Skills Candidate Should Possess—enter any notes about the skills required to perform the job. Only SilkRoad Recruiting users will be able to view the internal skills. Applicants cannot view the contents of this field.

Notes on Position—enter any notes about the job. Only SilkRoad Recruiting users will be able to view the internal notes. Applicants cannot view the contents of this field.

Custom Fields

Depending on your company’s specific configuration, there may be custom fields at the bottom of the form. If there are, fill out all custom fields completely. SilkRoad Recruiting does not maintain formal documentation regarding the definitions of customer defined custom fields. For more information about the purpose of a specific custom field, contact your administrator.

Create a new requisition 1. From the Navigation bar under Review and Interview, select Manage

Requisitions.

2. Click Add.

The Create Requisition (page 26) page opens.

3. Enter information for the requisition, review and approval.

4. Depending on the approval process, click Save or Save and Route for Approval.

Requisition approval paths When a requisition is being created, the requisition creator or administrator defines who is to review and provide approval. After creating the requisition, an approval


request email is sent to reviewer(s). This email includes requisition details, names and approval statuses of other approvers, and an Approve and Reject link.

If a reviewer clicks the:

• Approve link, the reviewer’s approval status value for the requisition is updated to Approved, approval date is recorded, and an email notification is sent to the person who is selected as the requisition administrator on the requisition.

• Reject link, the reviewer’s approval status value is updated to Rejected With Reason and the reviewer is prompted to send a reason for rejection via email back to the person who is selected as the requisition administrator on the requisition.

After the responses have been received, the requisition administrator can edit the requisition and resubmit it to the reviewers for approval. After the approval status of all reviewers is set to Approved, the job creator can post the requisition.

Requisition Review Process

Requisition approval paths may be defined as sequential or non-sequential.

Sequential Review

A sequential approval process differs from a non-sequential approval process in that the sending of the approval request emails, is to an extent, automated. During the creation of a requisition, the user defines which individuals need to review the requisition and provide approval. To set the approval path as sequential, the creator of the requisition will need to check the Review In Sequence check box. To initiate the process, the creator will click the Email Reviewer 1 button. This will send an approval request via email to reviewer 1.

When the first reviewer receives the message and clicks on the Approve link in the email, the reviewer’s approval status value is updated to Approved, the approval date is recorded and an email notification is sent to the person who is selected as the Requisition Administrator on the requisition. In addition, an approval request is sent via email to the next reviewer in sequence (reviewer 2).

If the first reviewer clicks on the Reject link, the reviewer’s approval status value is updated to Rejected With Reason and the reviewer is prompted to send a reason for rejection back to the person who is selected as the Requisition Administrator on the requisition. In this case, based on the reviewer’s rejection, the next reviewer in the sequence is not sent a message and the review process is suspended until the reason for the rejection is addressed.

Once the Requisition Administrator receives the rejection notification, he/she can log in to SilkRoad Recruiting to update the requisition and re-send the approval request to the reviewer who rejected it.

Alternately, the Requisition Administrator can manually update the approval status of a rejected requisition to Approved. If the approval manager uses this alternate method, he/she can then click the Email Reviewer button for the next reviewer in the approval path. If each reviewer along the approval path clicks Approved, then


SilkRoad Recruiting will continue emailing approval requests to the reviewers in sequence until approval statuses are set to Approved.

Once the last reviewer’s approval status is set to approved, SilkRoad Recruiting will send a notification to the Job Creator indicating that the requisition is ready to be posted. If a Job Creator has not been defined, the Requisition Administrator will need to select one for a job posting to be created from the requisition.

Review Non-Sequential

In a Non-Sequential review, the Requisition Administrator is responsible for triggering the approval requests. The Requisition Administrator can use the Email All button to send approval requests to every reviewer at the same time or he/she can use the Email Reviewer buttons to manually send requests to individual reviewers, one at a time.

When a reviewer approves a requisition via the Approve link in the approval request email, the system does NOT trigger an email to the next reviewer in the chain if the review is defined as Non-Sequential. The Requisition Administrator must submit the next review request manually unless the Email All option was initially used.

Defining Reviewers and Approval Paths

By default, up to six reviewers can be defined for each requisition. This means that six levels of approval are supported. If your organization needs more review levels than this, contact your SilkRoad Recruiting customer administrator about having further levels of review added.

Note: Before starting the process it is important to determine how many levels of approval are necessary. In addition, the first level of approval is defined as Reviewer No. 1. He/she is the first recipient of the requisition approval request. The second level of approval should be defined as Reviewer No.2, and so forth.

Note: If your company maintains an approval list, you must select the Reviewer from the drop down menu. The reviewer information is pre-filled with the reviewer information provided from the approval list. If the reviewer is not in the drop down you must submit an updated reviewer list to SilkRoad Customer Care Center.

Create an approval path 1. Type in the reviewer’s First and Last Name or select the reviewer from the drop-

down list.

2. Type in the reviewer’s Email address.

3. The Last Sent Date field will be automatically populated by SilkRoad Recruiting when an approval request is sent. Leave this field blank.

4. Type in the Approver’s Title (job title). This information is optional.

5. Type in the Reviewer’s Phone Number. This information is optional.


6. Enter the Reviewer’s Department. This information is optional.

7. The approval status will be populated by the system when an approval request is sent. It can also be updated manually by the Requisition Administrator or a Recruiting Manager if desired.

• The Approval Status is set to Waiting for Response if no action has been taken.

• The Approval Status is set to Pending Prior Approval if the previous reviewer in the chain has not yet approved the requisition.

• The Approval Status is set to Approved if the reviewer has approved the requisition via the Approve link in the approval request email.

• The Approval Status is set to Rejected with Reason if the reviewer has rejected the requisition via the Reject link in the approval request email.

• The Approval Status is only set to Approved with Changes if the Requisition Administrator has manually updated to the Approval Status field.

8. The Date Approved field will be populated by the system when an approval response is captured. It can also be updated manually if desired.

9. Enter any Notes or Comments. If the Approval Status is manually updated to Rejected With Reason or Approved With Changes, the user will need to key the reason or changes into this field.

Note: Approval Request emails are sent from SilkRoad Recruiting in real-time. Any delay in receipt of an Approval Request email could be due to internet traffic, high email server load or network traffic. Any of these causes should never persist for more than 24 hours.

Add a new requisition 1. From the navigation bar under Jobs/Reqs, click Manage Requisitions.

The Manage Requisitions page opens.

2. To create a new requisition click Add.

The Create Requisition page opens.

3. Enter the requisition details.

4. If EmployeeReferrals.com integration has been enabled, a section labeled EmployeeReferrals.com will be available.

5. To continue onto the approval details page, click Save and Route for Approval.

Access Approvals Details page 1. From the navigation bar under Job Postings, click Manage Requisitions.

The Manage Requisitions (page 24) page opens.

2. Click the Actions drop-down then click Approval Details.

The Requisition Approvals settings (page 34) page opens.


Requisition Approvals page

• Up to 10 approvers can be selected per requisition

• Approvers available to search and select are system users with requisition approval permission

• Type at least 2 letters in the Approvers field for users with approval permission to populate.

• Requisition Administrator defaults to the user creating the requisition and can be edited

• Click Review in Sequence if requisition approvals need to be completed in sequential order.

• Send Approval Emails is selected by default.

• Save to route for approval to the selected approvers.

• Job Title hyperlink directs you back to the Edit Requisition details page.

• The Return link will take you back to the Manage Requisitions page.


Review In Sequence - When a Requisition Approval has been designated to Review in Sequence, approvers can be added then arranged in any order by clicking the up/down arrow, then dragging and dropping them in the order needed. The approval number will reflect the order of the approvers.

When all the approvers have been added and the requisition is ready to be routed for approval, click Save. The Send Approval Emails check box is selected by default, emails will immediately be sent upon save.

You can unselect the Send Approval Emails check box in the event you want to retain the approvers and make additional changes. This will ensure no emails are distributed until you are ready to route the requisition for approval.

By removing the Send Approval Emails and clicking Save, the first approver will show a status of Email Not Sent and all proceeding approvers will have a status of Pending Prior Approval. To kick off the approval emails you can select the Action drop-down next to the first approver and click Send Email or you may select Edit in the Requisition Approval Settings area which will have the Send Approval Emails check box selected. Simply click Save to kick off the emails.

Upon the emails being initiated, the first approver in the approval flow will indicate Email Sent and the Status will show Waiting for Response. All proceeding approvers will have a status of Pending Prior Approval.

Until the prior approver with the status of Waiting for Response Approves the requisition, the Action buttons will not be available for the remaining approvers.


User No Longer has Approval Permissions - If a user has been added as an approver on a requisition and no longer has Requisition Approver permissions, a warning message will be presented at the top of the Approval Details page as an alert that user permissions have changed. That user will need to be removed before the requisition can move forward with the approval process.

The approver without requisition approval permissions will be displayed in the list of Approvers however will not be displayed in the Approver selection area (grey area). To update the requisition approvals you will need to click the ‘Save’ button which will remove the invalid approver.

Note: If Approval Emails have already been distributed and an approver has lost approval permissions, there is no way to stop the approver from clicking the links provided in the approval email.

Requisition Approval Settings: Anytime updates are made to the Requisition Approval Settings, you must click Save in order for the changes to be retained.

Requisition Approval Actions: In the event an approver is unable to respond via the approval email and has corresponded through other means, the requisition approval can be updated manually. The Action button next to each approver allows you to:

Edit the approval – Opens the Approval Details window where you can:

1. Select a Date the Approver provided an approval response other than what is captured automatically

2. Update the Status of the approval in the event the approver is unable to do so

3. Provide Notes/Comments as to the reason the approval is being updated manually

4. Upon completing the manual entries, click Save.

Upon saving the manual entries, you will be taken back to the Requisition Approval page. The changes saved will now be reflected for the approver(s).

• The Status of the approver(s) will reflect the status that was selected

• The Date Responded column displays the date selected


• The Last Updated column reflects the date the changes were made

• Notes/Comments entered are accessible in the View hyperlink.

Send Email – When the approval status is Waiting for Response, there are two reasons you will use this action:

• Requisition Approval Settings were saved however the Send Approval Emails was not selected.

• The user needs to resend an approval email to a particular approver that is Waiting for Response.

If an approver has a status of Approved, you will be unable to send an email again and presented with a warning message.

If an approver has a status of Rejected with Reason, you will be unable to send an email again and presented with a warning message.

Approval Statuses

With the new Requisition Approvals feature, statuses have changed just slightly and control which actions will be available.

• Pending Prior Approval is no longer available to select when manually updating the status of a requisition. The status will be reflected in the Status column for an approver and cannot be manually moved to this status.

• Email Sent will be reflected in the Status column of an approver to indicate that the approval email has been sent however this is not a status for selection when manually updating an approver’s status.

When a requisition is manually updated, there is no history retained that it was manually updated. As a best practice, if you manually update an approval, you should make a note as to why you are manually changing the status of an approval.

Note: If a requisition has been approved or rejected by a user and the user is removed, the history of that approver is not saved. This is not new with the approval management feature.

Requisitions created using the legacy spreadsheet approvers - Requisitions created in the legacy requisition approval process will retain the approvers and their statuses when the new approval management feature is enabled. However, once the new feature is enabled some actions may not be available based upon the approval type (review in sequence or not) and the status of each approver.

From the Manage Requisition page when you select the action Approval Details for reqs created in the legacy format, the Requisition Approvals page will not be the same as with reqs created using the new approval feature.

• The Edit option is not available to view the Requisition Approval Settings (grey box).


• The Action menu will be available next to each approver (depending on review in sequence or not) and you will only have Remove All Approvers button. This button will be used in the event the approval process has stalled for some reason and a new approval needs to be restarted for that requisition.

Note: Job Template Approval Workflows

Administrator and Recruiting Manager users with permissions to manage Job Templates have the ability to define approval workflow groups at the job template level. Upon defining these workflows, users creating new requisitions by selecting a job template with an associated approval workflow will not have to manually select approvers on the approval details page. Once the requisition details have been completed and the user continues to the Approval Details page, the approvers will be prepopulated.

If your requisition approval workflows are not populating automatically, contact your system administrator to review this option.

Edit requisition 1. From the navigation bar under Review & Interview click Manage Requisitions.

The Manage Requisitions (page 24) page opens.

2. Click the Actions drop-down then click Edit.

The Edit Requisition page opens.

3. Make any changes necessary and then click one of the following:

a. Save will save the requisition details and direct user to the Manage Requisitions page.

b. Save and Route for Approval - will save the requisition updates and then route users to the new Requisition Approvals page.

c. Clone - will create a copy of the requisition.

d. Delete - will delete the requisition.


Shared hiring stages In this section Shared hiring stages overview ............................................39 My Hiring Stages page .......................................................40 Navigate candidate lists .....................................................41 Candidate record display ....................................................41

Shared hiring stages overview Hiring managers use shared hiring stages to browse and search for candidates who are not in consideration for a current opening. This is an optional feature. If you do not see Shared Hiring Stages as an option on the navigation bar, your administrator has not enabled it.

Shared hiring stages include Talent Pool, Open Prospect, and Archives.

Note: Stage names are standard system labels and can be renamed by your SilkRoad Recruiting customer administrator. Changing the name of a stage does not change its function.

• The Talent Pool stage contains candidates who have submitted a resume in the

past but were not a fit for the job opening they applied. The candidates are still considered viable for future employment.

• The Open Prospects stage contains those candidates who submitted a resume without selecting a specific job opening and are therefore available for anyone to consider for an open position.

• The Archives stage contains those candidates whom a recruiter has deemed inappropriate for employment at your organization.


My Hiring Stages page

Note: SilkRoad Recruiting lists 25 candidates per page. If more than 25

candidates are associated with the shared hiring stage, you can page through the resumes by using the page arrow links above the candidate list or type in a page number and then push the Enter key on your keyboard.

Note: Use the Workflows drop-down list to select a specific workflow to view. To view all workflows, associated shared hiring stages and candidates, select All.



• Candidate, Location, Source—displays the full name of the candidate, his/her City/State/Country of residence as well as the source of his/her resume. Clicking on the name of the candidate displays the individual record.

• Enter Date, Last Modified—the date the candidate entered SilkRoad Recruiting. The last modified date indicates when the last update was made to the candidate record.

• Job, Tracking Code, Assigned Recruiter Job Location, Location Code—displays the internal job title and the tracking code for the job, as well as the first initial and last name of the recruiter assigned to the job and the location information for the position.

• Evaluation / Fail Flag—displays the candidate’s CQE (Candidate Qualification Engine) score as a decimal. The maximum score for any candidate is 1.00 (or 100%). The evaluation column is calculated as Total # points candidate received / Total # points available. The fail flag column indicates whether any of the candidate questions were answered in such a way that they tripped a fail response to a yes/no or multiple choice formatted question.


• Disposition—displays the disposition value which is used to indicate why a candidate has been rejected for future reporting purposes. These values are assigned by recruiters.

• Qualified—indicates if an applicant is qualified or not qualified for the position they are associated with. Those candidates deemed qualified can be marked as such by a recruiter for reporting purposes.

Note: For more information about the content of the Evaluation and Fail Flag columns, refer to the Candidate Qualification Engine Guide which can be downloaded via the SilkRoad Customer Support site at http://support.silkroad.com.

Navigate candidate lists 1. From the Navigation bar under Review and Interview, click Shared Hiring

Stages.

2. Under Shared Hiring Stages, click on a hiring stage to view a list of candidates within the selected stage.

The My Hiring Stages (page 40) page opens.

Tip: Use the Return link to return to the Shared Hiring Stages page.

Candidate record display The following information is available in the candidate record:

• The top section of the candidate’s record includes the individual’s calculated Job Score, the Qualified indicator, the Source of the candidate’s resume, the name of the recruiter responsible for filling the position and the hiring workflow.

• The half-circle on the left edge of the record, when colored in red, is a visual indicator that there might be a duplicate profile in the system. This indicates that the candidate is in the system more than once and may be associated with multiple positions. If the half-circle is grayed out, then the candidate does not have a duplicate profile.

• The main contact information (name, address, email and primary phone number) and the position this candidate is being tracked for.


• Clicking the candidate email address allows you to open up an email message window and correspond with the candidate. Clicking the job title will take you to a listing of the details associated with the position. However, you will need to be the assigned Hiring Manager for this job to be able to view the job details.

Note: Duplicates are checked based on the candidate’s name, email and telephone number. Depending on your SilkRoad Recruiting account configuration for duplicate checking, if any or all of these values are the same as another record in SilkRoad Recruiting, the duplicate notification will appear.

Action Items

Above the Candidate’s name is a drop-down menu of action items. Here you are able to add comments to the candidate’s record, print a copy of the candidate’s record or download a copy of the candidate’s profile to save.

Note: If a candidate is not associated with a job, the workflow column will show "No Associated Workflow".


Available Action Items:

• Add a Comment—you can add a free form comment to a candidate record at any time. Selecting this action will prompt a separate browser window to pop-up in which you can type in any comments you wish to make on the candidate record. Other users are not notified when you enter comments, therefore comments should not be used if you are trying to communicate immediate feedback to a recruiter. All comments are tracked in the tab labeled History.

• Print Profile—selecting this action will send the candidate record to your printer so you can have a hardcopy. The output will contain the summary information of the candidate, the candidate resume, the history of events and comments, as well as any evaluations and pre-screening questions and answers.

• Download this Profile—selecting this action will create an HTML file copy of the candidate record that you can save to your local system.

• Send To Folder - this action allows you to send the candidate to one of the folders that are accessible to you.

Candidate Profile Tabs

The lower section of the candidate profile screen displays key data regarding the candidate which is displayed as a tabbed layout.

Note: The Profile Tabs in your interface may include an eForm tab.

Candidate Profile Tab Details:

• Summary—provides details regarding the candidate’s education, availability, employment preferences and general eligibility.

• Employee - if the candidate you are viewing is a current employee at your company, the employee's details will be displayed here under this tab. This tab does not display if the candidate is not a current employee.

• Resume / CV—contains a single data field with the same name, Resume/CV. Whether the candidate has submitted a resume to your organization directly or has been sourced by a recruiter, the resume is parsed into this field.

• Attachments—files that are attached to this candidate record by a recruiter can be accessed in this tab. In addition, resumes created by the candidate during the initial submission or by a recruiter while importing a candidate are also stored here.

• Evaluations—this tab maintains the candidate’s Evaluation Ranking Criteria score as well as questions, answers and scores associated with the CQE (Candidate Qualification Engine) prescreening engine. The CQE Evaluation Score provides a percentile grade indicating how a candidate responded to yes/no and multiple choice formatted questions.

The Failed CQE Question will display a "Yes" if the candidate provided an answer that disqualifies him or her from being considered. A "No" displays if all responses are in


line with acceptable answers to questions. A "N/A" value displays if the position does not have any associated questions or the candidate came from a source in which the questions were not presented (for example, a manually imported candidate profile).

Responses to screening questions collected from a direct resume submission and collected by interviewers are visible in the Job Related and Interview areas of the Evaluations tab.

• Activity Status—content is not displayed to Hiring Managers. For Recruiters and Recruiting Managers, it displays a list of activities the candidate might need to complete as part of their application,

• History—displays a complete audit trail of actions and updates performed to the candidate record as well as any comments, resume reviews and/or interview feedback.

A drop-down in the upper left corner of the History screen allows filtering between history, comments or both. Information is sorted by date, starting with the most recent item. In addition, you are able to edit and delete comments you created.


Folders In this section Folders overview ...............................................................45 Edit/Create Search Folder page ...........................................46 Create a search folder ........................................................47 Saved searches .................................................................47

Folders overview Folders (also called search folders) are a user-defined folder system that allows you to store search criteria and search results and share candidate data. Folders can be marked as private or shared.

• Private folders are specific to the user who is logged in. Each user can define his or her set of private search folders.

• Shared folders are not specific to an individual user. Permissions may be applied to the shared folder to control access.

Note: Shared folders are an optional feature for hiring managers. If you do not have the Folders link on your navigation bar, your administrator has not enabled it.

Folder—the top level containers for saved searches and resume groups.

Saved Search—a set of search parameters saved for later use.

Scheduled Search—a saved search scheduled to run every night, with several notification options.

Saved Resume Group—a specific list of resumes grouped together for any reason to allow easy sharing of candidate short-lists.


Edit/Create Search Folder page

Shared user permissions can be defined as:

• View/Execute Contents—allows a user to see the shared search folder and its contents. The user can run the searches and view resume groups residing in the search folder.

• View/Execute/Add/Change Contents—allows a user to see the shared search folder and its contents. The user can run the searches and view resume groups residing in the search folder. In addition, the user can save searches and groups to that folder. The user cannot edit the contents if it is owned by someone else.


• View/Execute/Add/Change Contents, Edit Folder Definition—allows a user to see the shared search folder and view its contents. The user can run the searches saved in the search folder and view resume groups. In addition, the user can save his/her searches and groups to that folder and change the folder name. The user cannot edit the folder contents if that content is owned by someone else.

Create a search folder 1. From the Navigation bar under Review and Interview, click Folders.

2. Click New Folder or New Shared Folder.

The Edit Create Search Folder (page 46) page opens.

3. Enter a folder name and description. For shared folders, using the < and > to add users to the list of users able to access the folder.

4. Click Save to create the new search folder.

Note: My Folders creates a private folder while Shared Folders creates a folder accessible to multiple users.

Note: Clicking Edit, next to any of the search folders on the Folders screen, allows you to edit the name and/or description of the folder. Permission limitations apply. A previously created folder can also be deleted from the edit screen.

Note: Deleting a folder also deletes all its contents, including saved searches and resume groups. Deleting a resume group is not the same as deleting a resume. The candidates shown in a resume group are pointers to candidate records and not the actual candidate records.

Saved searches The criteria of a search can be saved into a folder for future use and/or defined to run on a scheduled basis.

Save a search

1. From the Navigation bar click Candidate Search.

The Candidate Search page displays.

2. Select your search criteria and click Find if performing a basic search, or click Perform Advanced Search at the bottom of the page if you are performing an advanced search. The Candidate Search Results page displays the applicant results.

3. Click the Save Search link at the top of the screen. A new browser window will open for you to save the search criteria.


4. Using the drop-down list, select a folder from the Available Folder drop-down list and enter a name for the saved search criteria.

5. Click Save Criteria.

Executing a Saved Search

1. From the Navigation bar click Folders.

2. Click the folder name that holds the saved search.

3. Click the search name to perform the search.

Note: To change the name of the search or delete the search, click on the edit link to the right of the search name.

Saving Search Results

The results of a search can be saved to a search folder from the search result screen by clicking on Save Results link at the top of the page.

1. Click the Save Results link at the top of the screen.

2. Select a folder and define a name for your search results.

3. Click Save Results.

Resume Groups

Resume groups are created when a list of search results are saved or when a scheduled search runs. Resume groups inherit the permissions of the search folder


that the group resides in so they may be private or shared. The creator of the resume group is known as the group owner.

Resume groups contain references to candidate profiles, not the candidate profiles themselves. Each row in a resume group is a pointer to a candidate profile.

Clicking Edit next to a group name allows you to copy the group to another folder that you have permissions to. Ownership of a group can be given to another user by editing the group and selecting a different user from the owner drop down. Only the group owner may reassign ownership of a group to another user.

Viewing a Resume Group

To access the contents of a resume group, click on the name of the group. Available options and functionality are determined by your permissions specified in the group folder.

• You can set a search flag for each of the candidates listed on the results page. This is simply a visual indicator that allows you to give each candidate on this search results page a personal ranking. If you are doing this in a shared folder, other users can view & modify this ranking. The ranking can be anything from 0 to 5 stars. You set the flag by simply clicking on the star that you would like to rank the candidate with, i.e. if you want to rank the candidate with 3 stars, you simply click on the 3rd star. You can easily remove the ranking by clicking on the icon in front of the first star.

There are two batch actions that can be performed on one or more candidate references within a group.

Select candidate references for batch actions by placing a check in the check box to the left of the candidate name.

• Remove From Folder—Selecting this option simply removes the selected candidates from the folder. It does NOT send them to the recycle bin, therefore these candidates will still be available in the system.

• Send To Folder—Selecting this option provides the ability to send the selected candidate(s) to a different private or shared folder.


My Reports In this section My Reports page ...............................................................50 Run a My Report ...............................................................50

My Reports page

My Reports page shows all the standard, pre-written reports you can access and run. Each report is listed along with a description. Clicking on the Report Name launches a new window where you can enter filtering information. Filters help you get a report just the way you want it. The format filter determines the file format of the report output.

Tip: If you want to manipulate report data after it's generated, select MS Excel format. Other report options are HTML, CSV, or XML.

If you click a report name and a new window does not launch, you may have a pop-up blocker installed, which prevents the new window from opening. To resolve, add the *.silkroad.com domain as a permitted site in your pop-up blocker’s configuration.

If you need to archive a report for later use, save it to a local or network drive. There is no report storage capability within SilkRoad Recruiting.

Run a My Report 1. From the Navigation bar under Review and Interview, click My Reports.

2. Click on the Report Name link.


3. Enter the necessary information to run the report. Certain reports may require that a user enter a date range or other report parameters.

4. Using the drop-down list select the report format. If you want to view the report on screen, choose HTML.

Note: Any report on the My Reports screen can be exported as MS Excel, HTML, CSV or XML file format.

5. Click Run Report.


Appendix A - Custom electronic forms (eForms) In this section eForms overview ...............................................................52 Managing collected eForms .................................................53

eForms overview As a separately purchased module, you can collect additional forms from candidates online. Those forms can be sent and attached to the candidate profile and stored in SilkRoad Recruiting. Common examples of eForms include employment applications, background check consent forms, and disclosure releases.

Two collection methods:

• Forms are collected as part of the candidate’s initial resume submission to open job postings via a customer hosted job listings page

• Forms are collected as a later step in the recruiting process via an email request to the candidate

Note: eForms are collected by recruiters or recruiting managers. As a hiring manager, you can view collected eForms through a candidate’s profile.

Collect eForms from candidates using email Customized electronic forms are most often collected from candidates as a later activity in the recruiting process by sending out a request for the form(s) to be completed and returned using the SilkRoad Recruiting CCE Correspondence email feature. Recruiters can send a request to up to 25 candidates at a time.

1. From any candidate list, select the check box next to the candidate(s) you want to email.

2. From the Perform Recruiting Activity drop-down, select CCE Correspondence.

The CCE message page opens.

3. Define the eForm request message. Enter a message or select a pre-defined message template.

Tip: The <eForm> merge field link MUST be inserted into the body of your message so that candidate(s) have the link to your eForm embedded in their message. If you are collecting multiple forms, then additional eForms are shown.

4. Click Send Email.


Candidates who receive the email can click the hyperlink in the message to view the online eForm in their web browser. The candidate must complete the form in one sitting, as the form cannot be saved and reopened for completion at a later time.

After candidate completes the eForm, the recruiter who requested the eForm(s) receives an email notification, indicating the forms have been completed and returned.

Collect eForms from candidates up front Customized electronic forms can be configured to be collected initially from external or internal candidates through the SilkRoad Recruiting hosted job listing page. The custom eForm is built into the standard SilkRoad Recruiting resume submission process and automatically attached to the candidate's profile when it enters the SilkRoad Recruiting system.

Managing collected eForms

If you are using the eForm module, eForms tab is available on a candidate's profile.

The collected eForm is stored in SilkRoad Recruiting as a separate HTML file attachment.

View collected eForms • Click the View link.

You can review the full form submission, print a hard copy, or download the HTML eForm for use outside of the system.

Download collected eForms • Click the Download link.

You can download and save the HTML eForm for use outside of the system.

Edit collected eForms Recruiters click the Create Modified eForm link to create a copy of the completed eForm. You can modify the copy while keeping the original intact.

Note: Editing collected eForms is available or not based on settings configured for your organization.

1. From the Candidate Resume Profile page, select the eForms tab.

2. Click the Create Modified eForm link.


The completed eForm window opens.

3. Make the necessary modifications to the eForm and submit the updates.

A copy of the modified eForm is saved and associated with the candidate.


Appendix B - Using SilkRoad Recruiting’s text editor In this section Text editor overview ..........................................................55 HTML formatting tips .........................................................56

Text editor overview Users (with permissions) can use the HTML text editor to create emails to send to recipients.

Here is a sample screen:

Additional information:

• After changing message content, click Save Template to implement your changes.

• Use the insert text option to insert text from a Word document. The insert text option removes any extra formatting that might cause formatting problems or cause text to display incorrectly.


• To use the Insert Image feature, type in the image URL. For example, to include an image from your company’s website, view the image properties and include the URL in the Image URL field instead of uploading an image to SilkRoad Recruiting. After you have entered the URL (or address), the image is displayed in the Preview window.

HTML formatting tips You can use the following HTML tags within the Job Description, Required Skills, and Required Experience sections of the Job and Requisition Create/Edit forms. You can also use along with any tags created using the built-in HTML Editor tool.

This HTML tag: Does this:

 Bolds text that follows

 Ends bold text

 Breaks to the next line

 Adds a line of white space

<UL> Starts an unordered (bulleted) list

</UL> Ends unordered (bulleted) list

 Italicizes the following text

 Ends italicized text

Examples

HTML tag As entered in Job Description

Result seen by applicant

 Recruitthe best talent.

Recruit the best talent.

 Come work for the best company We are dedicated to growing talent.

Come work for the best company We are dedicated to growing talent.

 Come work for the best company We are dedicated to growing talent.

Come work for the best company

We are dedicated to growing talent.


HTML tag As entered in Job Description

Result seen by applicant

<UL> <LI>

<LI> </UL>

Come work for the best company <UL> <LI> We grow talent

<LI>We have great benefits </UL> Call Us!

Come work for the best company

We grow talent

We have great benefits

Call us!

 

Come work for the best company!

Come work for the best company!


Appendix C - Recruiting teams In this section Feature description ............................................................58 New Jobs page ..................................................................58 Defining and saving searches ..............................................59 Configurable columns ........................................................60 New Candidate Resumes page ............................................62

Feature description The Recruiting Teams and Jobs page are configurable features that are disabled by default. If enabled, you have these features in the ATS:

• My Groups tab is added in My Account area for administrators, recruiting managers, and recruiters to create their own personal and/or shared (depending on role permissions) template of team members

• When creating a new job or editing an existing one, Recruiting Team field is available for selection of team members

• Jobs link is available in the navigation bar for recruiting managers, recruiters, and hiring managers

• On Jobs Results page, you can navigate to a new Resumes page

New Jobs page

Use this page to view all your jobs (and candidates associated to those jobs). To access, from the navigation bar, click Recruit>Jobs.

Note: Recruiting managers and recruiters using Advanced Search from the Jobs dashboard are directed to this page by default.

On this page, you can:

• Search for a job using various filters to limit the search


• Click Columns to add or remove columns

• Change a job's status by clicking a job in the Job Status column. On the pop-up window, select a new status and click Apply.

Note: Recruiter, Job and Candidate dashboards have NOT been updated to incorporate the new Recruiting Teams functionality.

Defining and saving searches The Jobs search page has these default basic searches, which cannot be deleted:

• Jobs - All jobs you have access to view through assignment or location permission

• My Open Jobs - All open jobs assigned to you as a recruiting user or team member

• My Filled Jobs - All jobs with at least one candidate residing in the hired hiring stage that were assigned in some capacity to the recruiting user

Edit Search

You can add additional search filters. Select Edit Search (top of the Jobs search page). For search filters containing a type writer icon, you must type at least two characters to receive available selections.

Individual and shared groups can be searched in the Recruiter, Hiring Manager, Recruiting Manager, Recruiting Team and Assignee filters. If a user selects a group in the Recruiting Manager, Recruiter or Hiring Manager field, only users of that group with roles applicable to the field will be returned. (i.e. the Recruiting Manager field will only populate members of that group with a Recruiting Manager role). If a user filters on the Assignee field, results will be returned regardless of user role.

You have four options for sorting the results on the new Jobs page. By default the results are sorted by Posting Date (newest to oldest).

Saved searches

Saved Searches include the following:

• Two Basic Searches (These system basic searches cannot be deleted.)

• Resumes – All resumes the logged in user has access to

• Today’s Resumes – New resumes entered for present day

• My Searches (User-defined saved searches)

• Saved Searches can be edited and then saved again with new criteria


• Saved Searches can be deleted

Company Location filter adheres to a user’s specific location associations. Up to 30 locations can be selected for one search. When not used, all jobs associated to the logged in user, regardless of assigned profile locations, are shown.

Tip: Jobs created without a company location code cannot be searched using the Location filter. Leave the Company Location filter blank to view jobs with a generic location.

After entering criteria in the search filters, click Apply Filters so that results appear.

To clear search results, click Clear Filters and then click Apply Filters.

Once a new search has been defined, you can save the search by clicking Save Search As. The new search is added to My Searches and it can be accessed and used again.

If new filters are applied to a Saved Search, you can save the changes to the existing search or as a new search.

Configurable columns You can configure your column view based upon specific recruiting needs. Once a column view has been defined, the view carries through all your job searches.

Configurable columns include four columns shown by default. You can add more columns then save the column view to a specific search.

To configure a column view:

1. Click Columns.

2. From the Available Columns drag and drop the columns to Selected Columns. Columns selected will be displayed on the job search results page.

3. Click Apply.


Configurable columns

Job Title – Displays the Job Title

Tracking Code – Displays Tracking code for the job

Location - Job Location

Resumes - The Resumes column displays the number of resumes associated with that job. Clicking on the number in this column will display the Resumes’ page. Depending on your assigned permissions in SilkRoad Recruiting, this column may not be accessible.

Note: The Total Resumes column may be hidden based upon client site configurations. Contact your SilkRoad Recruiting customer administrator if you are not able to view this column.

Review and Interview Requests (only applies to the Hiring Manager role) - The Review and Interview Requests columns display, for the Hiring Manager, the number of requests and the number of completed requests (0/0). These numbers are just a visual indicator of the requests. To take action on these requests, the user will need to select the Review Requests or Interview Requests links from the left navigation menu.

Assignees – The Assignees filter returns results for the primary Recruiter, Recruiting Manager, Hiring Manager and Recruiting Team members associated to the job.

Job Status – The Job Status displays if the job is actively being recruited for and controls which company applicant interfaces the job will be posted to.

Post Date - Displays the date the job was posted in SilkRoad Recruiting.

Farthest Stage – The Farthest stage indicates how close the job is to being filled based on what stage of the hiring process the farthest candidate has reached. For instance, if there are five candidates being considered for the opening and two are undergoing an initial review by the recruiter, two are being interviewed and one has had an offer extended, the farthest stage would be Offer Extended.

Workflow – Displays the hiring workflow associated with the job.

Note: Configurable column views are not utilized when performing a quick Job search or Advanced Search. Users that want to maintain a specific column view for jobs should search for jobs using the Jobs link as opposed to using the quick Jobs search or Advanced Search links.


New Candidate Resumes page When selecting a resume count on the new Jobs page, the user will be taken to the Resumes candidate search page containing candidate resumes and search filters.

The Resumes results page displays the search filters that have been established and carried over from the Jobs page when selecting to view resumes associated to a specific job.

Candidate search results are based upon the user being the associated primary Recruiting Manager, Recruiter or assigned as a Recruiting Team member. The default search results sort by Candidate first name in ascending order.

Defining and saving searches Two Basic Searches are provided out of the box. You can define your own search criteria within the filters area and then save the search to the ‘My Searches’ folder. Saving searches will provide you a quick and easy way to return to a search without having to redefine search filters all over again. In addition, you can configure your column view based upon your individual recruiting needs and save the view within a specific search.

• Two Basic Searches - (These system basic searches cannot be deleted.)

• Resumes – All resumes the logged in user has access to

• Today’s Resumes – New resumes entered for present day

• My Searches (User defined saved searches)

• Saved Searches can be edited and then saved again with new criteria

• Saved Searches can be deleted

You can add additional search filters. Select Edit Search (top of the Resumes search page). For search filters containing a type writer icon, you must type at least two characters to receive available selections.

Individual and shared groups can be searched in the Recruiter, Hiring Manager, Recruiting Manager, Recruiting Team and Assignee filters. If a user selects a Group in the Recruiting Manager, Recruiter or Hiring Manager field, only users of that group with roles applicable to the field will be returned. (i.e. the Recruiting Manager field will only populate members of that group with a Recruiting Manager role). Assignees filter will return results for Recruiting Manager, Recruiter, Hiring Manager or Recruiting Team Members.

After entering criteria in the search filters, click Apply Filters so that results appear.

To clear search results, click Clear Filters and then click Apply Filters.

Once a new search has been defined, you can save the search by clicking Save Search As. The new search is added to My Searches and it can be accessed and used again.


If new filters are applied to a Saved Search, you can save the changes to the existing search or as a new search.

Configurable columns Columns – Four columns are shown by default. You can add more columns then save the column view to a specific search.

You can configure your column view based upon your specific recruiting needs. Once your column view has been defined, you can save the view within a specific search.

To configure a column view:

1. Click Columns.

2. From the Available Columns drag and drop the columns to Selected Columns. Columns selected will be displayed on the resume search results page.

3. Click Apply.


Resumes page column descriptions Job Score – Displays a percentile value based on a conceptual content comparison of the candidate resume and the job posting. A higher percent score indicates a closer match between the candidate and the posted job

Note: Job Score is an optional configuration. The Job Score column will not be displayed for customers that have this feature disabled.

Candidate – Displays the full name of the candidate and his/her City/State/Country of residence and source. Clicking on the name of the candidate will take the user to the candidate’s profile page starting the review process.

Dates – Displays the Enter Date (the date the candidate applied for the job) and the Last Modified date.

Current Stage – Displays the Current Stage the candidate’s application resides in.

Evaluation – Displays the Review Evaluation value selected by the reviewer upon review completion. If the review is not completed, this column will display N/A.

Fail Flag – Displays a Yes or No depending on the candidate’s response to a flagged question.

Disposition – If the candidate has not been hired for the position, the disposition is used to indicate why the candidate was not selected. These values are set by Recruiters and Recruiting Managers.

Assessment Score – If the candidate completed an assessment, the score shows in this column.

Note: This column is only available if your company has assessment configured and at least one score is stored in your database.

Note: Sorting works for assessment scores that are integers or text only—not a combination of both if the score is above 10.

Qualified – Displays if an applicant has been deemed qualified or not qualified for the associated position.

Based upon the user’s current role permissions, the Resumes page provides Recruiting Team members (Recruiters and Recruiting Managers) the ability to move one or more candidates through the hiring workflow via the Change Hiring Stage drop-down.

When a Recruiter user selects Change Job Association for a candidate’s profile, only jobs available to that user will be displayed.

Recruiting Managers and Recruiters can also batch process candidates from the available menu options on the new Resumes page. New warning messages will appear alerting the user of Eligible and Ineligible Resume actions for the batch activity the user is looking to perform.


Change Hiring Stage: Users cannot perform this activity on candidates in the Offer or Hired stages.

When a user applies a filter on a multiple Job Postings, the Change Hiring Stage action is no longer available. This is due to different hiring workflows can be associated to the jobs that have been selected.

Change Job Association: Candidates in the Offer or Hired stages are not eligible to change job association from this screen.

Perform Recruiting Activity: Users cannot perform batch activities on candidates in the Hired stage from this screen.

From within the new Resumes page, Recruiting Managers and Recruiters can select to view individual candidate profiles. You can perform actions within the candidate’s profile based upon current role permissions today.


Appendix D - EmployeeReferrals.com integration EmployeeReferrals.com is a leader in employee referral services. The SilkRoad Recruiting and EmployeeReferrals.com partnership provides employees a comprehensive, social referral program. Employeereferrals.com engages employees to join their company’s recruiting efforts, which provides a higher percentage of successful hires. ER.com has an in-depth analytic tool to track engagements, referrals, and hires.

SilkRoad Recruiting and EmployeeReferrals.com partnership offers the following benefits.

Benefit Description

Employee engagement Empowers organizations to engage employees with an Employee Referral program. Customized employee emails or texts highlight jobs related to an employee's skillset, location, or by hot (high priority) job openings. Employees no longer have to check open jobs on the career portal or set up job alerts.

Candidate matching and recommendation engine

Sync with various social networks to see which connections of yours match job openings. Matching algorithm uses criteria like job title, job description, and positive/negative keywords established in job posting. Suggested best fit matches for available jobs are shared with the employee. Employee controls if they would like to refer this person by sending a personal message with the job’s apply URL.

Gamification Employees earn rewards (such as gift cards) based on referral activity.

Auto sharing Automatically share active job openings on employee social feeds. Analytics also available. Powerful way to extend social reach and create employee brand ambassadors.

Mobile offering Make referrals via email, social, text, or phone call.

Predictive Analytics Provides detailed company data showing employee and recruiter participation rates, company's social reach, referrals made, views, applicants, hires by source, leader boards, and so on.

Increased referrals Increase your quality of candidates and hires while reducing fill time and hiring costs.

If you are interested in using EmployeeReferrals.com, contact ER.com’s sales team at [email protected].


In this section Service activation on OpenAdmin ........................................67 EmployeeReferrals.com jobs ...............................................67 EmployeeReferrals.com active job feed ................................68

Service activation on OpenAdmin Once you have established a contract with EmployeeReferrals.com, your client administrator must contact SilkRoad Support to have the integration enabled.

EmployeeReferrals.com jobs After the integration is enabled, users with access to manage Jobs and Requisitions see EmployeeReferrals.com section on the following pages:

• Create Requisition

• Edit Requisition

• Clone Requisition

• Job Posting Details – Post Requisition

• Create Job posting

• Edit Job posting

• Clone Job posting

This section contains the following fields:

• List on EmployeeReferrals.com – Field defaults to Yes for all new requisitions and jobs. Yes indicates the job is to be included in the jobs export file that is sent to EmployeeReferrals.com to be posted on their site. Existing requisitions and jobs are set to No but can be changed at any time.

• Referral Bonus – Required if List on EmployeeReferrals.com field is set to Yes. No need to enter referral amount that will be paid to the referring employee once that person’s referral has been hired. If you select No for the List on EmployeeReferrals.com option, the field is not required (the red asterisk disappears), and the default referral amount will be 0.00.

• Referral Points – Companies can take advantage of EmployeeReferrals.com gamification option by entering referral points into this field. The amount of points the company wants to award for a given job will be completely up to them. The default amount of referral points is “0”.

• Keywords – Keywords help an employee to rank their connections for a specific job. For example, if a job is looking for a web developer, then keywords such as ‘Java, Spring’ help to push connections to the top of the list of the employees matches.


• Negative Keywords - Negative Keywords help to exclude false positive matches from the employee’s list of matches. For example, a negative keyword of ‘Coffee’ for a job with keywords of ‘Java, Spring' could be added, because the user wouldn’t want people who work in a coffee shop and serve java to show up in the list of web developers.

Note: All keywords and negative keywords can be phrases or single words. Each keyword and/or negative keyword should be separated by a comma

• Hot Job – Selecting YES will make the job ‘featured’ on the EmployeeReferrals.com site, as well as give it a higher priority in social postings. In addition, featured hot jobs are included in emails to employees.

EmployeeReferrals.com active job feed SilkRoad Recruiting sends ER.com a nightly feed that includes only customers who have the feature enabled in OpenAdmin. The file contains active jobs that have been denoted to be included in a campaign (Yes to List on EmployeeReferrals.com).

Job details provided in the xml file: • Company ID – Company ID that is associated to the client SilkRoad Recruiting

account

• Company Name – Company name as it is stored in CentralAdmin

• Company Domain – SilkRoad Recruiting company domain

• Job ID – The unique Job ID that has been associated to the specific job being sent over to EmployeeReferrals.com.

• Life Suite ID – Life Suite ID associated to the client’s Recruiting account

• Job Title – The title of the job that is being sent to EmployeeReferrals.com.

• Job Description – The job description that has been entered in SilkRoad Recruiting being sent to EmployeeReferrals.com.

• Job Category – Job category associated to the job within SilkRoad Recruiting.

• Referral Bonus – The referral bonus that has been entered within SilkRoad Recruiting, which is what the referrer will receive upon his referral being hired for the job.

• Referral Points – Clients have the option to add a gamification to the referral process. They can assign referral points in addition to the referral bonus or instead of a referral bonus. Employees can then trade in those points for rewards that have been selected by their employer.

• Keywords – Keywords entered for the specific job (if they chose to do so) in SilkRoad Recruiting. These Keywords help an employee rank their connections for a specific job.

• Negative Keywords – Negative keywords entered for the specific job (if they chose to do so) in SilkRoad Recruiting. These Negative Keywords help to exclude false positive matches for employees list of matching connections.


• Is Hot Job? – The hot job flag makes the job ‘Featured’ on EmployeeReferrals.com site.

• Job Owner’s First & Last Name – First & last name of the Recruiting user who has been designated the job owner in SilkRoad Recruiting.

• Job Owner’s Email Address – Email address associated to the job owner.

• Apply URL(s) – A list of all the SilkRoad Apply URLs of specific jobs, depending on how many career portals the job is listed on. EmployeeReferrals.com will select the first one they find in this list.

• Job Location – City, state, zip code & country, identifying where this job is located.

• Required Skills

• Required Experience

• Currency

Candidate Details provided in the xml file: • Company ID – Company ID that is associated to the clients’ SilkRoad Recruiting

account.

• Company Name – Company name the way it is stored in CentralAdmin.

• Company Domain – SilkRoad Recruiting customer domain name.

• Job ID – Unique Job ID associated with the specific job being sent over to EmployeeReferrals.com.

• Job Title – This is the job title of the job that is being sent over to EmployeeReferrals.com.

• Tracking Code– This is the unique SilkRoad tracking code associated to the job that is being sent over to EmployeeReferrals.com.

• Candidate First Name – This is the first name of the candidate who has been referred to the job.

• Candidate Last Name – Candidate’s last name referred to the job.

• Candidate Full Name – Candidate full name referred to the job.

• Candidate Email – Candidate’s email address referred to the job.

• Candidate Phone – Candidate’s phone number referred to the job.

• Resume ID – Resume ID that is automatically assigned to the candidate upon profile creation in SilkRoad Recruiting.

• Hire Date – The date the candidate was moved into the HIRED stage in SilkRoad Recruiting.

• Start Date – Date the candidate will begin working for the company.

• Stage – Stage the candidate currently resides in.

• Stage ID – ID associated to the stage the candidate currently resides in.


Glossary of Terms Administrator

A user with the administrator user role.

Applicant Interface

A web-based interface by which an applicant can apply for a job. Applicant Interfaces are built and hosted by SilkRoad. Internet Job Boards, such as CareerBuilder, Dice or Monster are not considered Applicant Interfaces for the purposes of this manual.

Applicant

A job seeker.

Candidate

A record in SilkRoad Recruiting representing a job seeker.

CCE

Candidate Correspondence Engine. An email communication tool that uses Email templates to ease the process of communicating with candidates.

CQE

Candidate Qualification Engine. A series of tools designed to assist in the screening of candidates.

eForm

A customized form that is presented to an applicant to collect additional information.

Executive/Reports

A user with the executive user role.

Hiring Manager

A user with the hiring manager user role.

Hybrid Hiring Manager

A user with the recruiter role where certain permissions are disabled, namely the ability to post/edit jobs. This role is primary used in organizations that want to provide their hiring managers with a greater ability to manage candidates themselves.


Job

A record representing an opening that has been approved. Once a requisition has been approved, a user takes action to change the requisition into a job. Candidates can only be tracked against jobs, not requisitions.

Recruiter

A user with the recruiter user role.

Recruiting Manager

A user with the recruiting manager user role.

Requisition

A record representing an opening that has not been approved. Once a requisition has been approved, a user takes action to change the requisition into a job.

User Role

A set of permissions governing a user's access levels.

User

An employee or contractor who has a license to the SilkRoad Recruiting software and who accesses the software for the purpose of managing or reporting on candidates and/or job data.

Workflow

A workflow contains the specific hiring stages relevant to the hiring process/position. Depending on company specific hiring processes, you will have one or more hiring workflows to choose from.

Documents

SilkRoad Recruiting Hiring Manager User Guide - Microsoftsilkroadtraining.blob.core.windows.net/client-guides/recruiting... · SilkRoad Recruiting Hiring Manager User Guide Version