· Web viewAdmin > Links 152. Custom Links 152. Pre-Defined 156. Admin > Processes 158. Mass Delete Applicants 158. Find Possible Duplicates 159. Import Code Tables 161. Import

ADMINISTRATOR GUIDE

CYBER RECRUITER VERSION 6.8

OCTOBER 2008

Visibility Software Cyber Recruiter v 6.8 Admin Guide (last updated 10/2008) 1

TABLE OF CONTENTSCyber Recruiter Admin Overview.............................................................................................6Cyber Recruiter Admin Functions...........................................................................................11

Admin > System Setup....................................................................................................................11

General Tab........................................................................................................................................................11Org Titles Tab.....................................................................................................................................................16

Admin > Page Builder > Applicant...................................................................................................17

Applicant > Inbox...............................................................................................................................................17Applicant > Applicant Detail...............................................................................................................................25Applicant > Application Questions.....................................................................................................................28Applicant > Reference Questions.......................................................................................................................34Applicant > Interview Eval Questions.................................................................................................................37Applicant > Offer Approval Questions................................................................................................................42Applicant > New Hire Process............................................................................................................................47

Admin > Page Builder > Requisition.................................................................................................50

Requisition > Requisition List.............................................................................................................................50Requisition > Requisition Detail.........................................................................................................................54Requisition > Create Req Form...........................................................................................................................59

Wizard Page 1 Tab..........................................................................................................................................59Wizard Layout Tab.........................................................................................................................................64Req Code Generation Tab..............................................................................................................................87Auto Emails Tab.............................................................................................................................................90Custom Page Tab...........................................................................................................................................90

Requisition > Print Req Form.............................................................................................................................91Requisition > Requisition Questions...................................................................................................................96

Admin > Page Builder > Correspondence Templates......................................................................102

Admin > Codes..............................................................................................................................111

Applicant Status Codes.....................................................................................................................................111Applicant Ranking Codes..................................................................................................................................112EEO Class Codes...............................................................................................................................................112Ethnic Origin Codes..........................................................................................................................................113Education.........................................................................................................................................................113Security Clearance Codes.................................................................................................................................114Misc Codes- Applicant......................................................................................................................................115


Misc Codes-Requisitions..................................................................................................................................115Note Type Codes – Applicant...........................................................................................................................116Note Type Codes – Requisition........................................................................................................................116Attachment Type Codes...................................................................................................................................117Job Boards Codes.............................................................................................................................................118Organization Level Codes.................................................................................................................................118Position Desired Codes....................................................................................................................................118Referral Source Codes......................................................................................................................................119Req Cost Codes................................................................................................................................................120Req Type Codes................................................................................................................................................120Req Functional Titles Codes.............................................................................................................................121Req Status Codes.............................................................................................................................................121Req FT/PT Codes..............................................................................................................................................122Salary Grades Codes.........................................................................................................................................123Skills Codes.......................................................................................................................................................124State Codes......................................................................................................................................................124Country Codes..................................................................................................................................................124Why Open Codes..............................................................................................................................................125US Work Status Codes......................................................................................................................................125Employee Referral Relationship Codes............................................................................................................125

Admin > Security...........................................................................................................................127

Groups.............................................................................................................................................................127Users................................................................................................................................................................136Password Rules................................................................................................................................................148Login History....................................................................................................................................................148Reset Passwords..............................................................................................................................................150

Admin > Links...............................................................................................................................152

Custom Links....................................................................................................................................................152Pre-Defined......................................................................................................................................................156

Admin > Processes........................................................................................................................158

Mass Delete Applicants....................................................................................................................................158Find Possible Duplicates...................................................................................................................................159Import Code Tables..........................................................................................................................................161Import Applicants.............................................................................................................................................163Import Requisitions..........................................................................................................................................165Import Applicants/Connected Reqs.................................................................................................................168Import Users....................................................................................................................................................172Copy Code Table..............................................................................................................................................174Skill Catalog......................................................................................................................................................175

Admin > Job Boards......................................................................................................................178

Admin > Logs................................................................................................................................179

Email Log..........................................................................................................................................................179Error Log..........................................................................................................................................................181Search Log (OFCCP Requirement)....................................................................................................................182


Admin > Website > Careers Portal.................................................................................................184

Overview > Dependencies................................................................................................................................184Intro Page Tab..................................................................................................................................................186

Search Box Setup.........................................................................................................................................189Hot Jobs Setup.............................................................................................................................................192

Job Browsing Tab.............................................................................................................................................195

Single Page – Complete................................................................................................................................197Single Page – Table.......................................................................................................................................199Grouped Page – Complete...........................................................................................................................202Grouped Page – Table..................................................................................................................................207

Job Description Tab..........................................................................................................................................211

Refer A Friend Setup....................................................................................................................................214

Online Application Tab.....................................................................................................................................217

Contact Information Page............................................................................................................................219Resume........................................................................................................................................................220Cover Letter.................................................................................................................................................220Education.....................................................................................................................................................221Skills.............................................................................................................................................................222Previous Employment..................................................................................................................................222Military History............................................................................................................................................222Security Clearances......................................................................................................................................223Attachments.................................................................................................................................................223References...................................................................................................................................................223Additional Information.................................................................................................................................223Personal Information...................................................................................................................................225Applicant Agreement...................................................................................................................................225Thank You Page............................................................................................................................................225Duplicate Checking.......................................................................................................................................227

Action Tab........................................................................................................................................................228

Inbox Options...............................................................................................................................................228Routing Options...........................................................................................................................................230Additional Options.......................................................................................................................................232

Benefits Tab.....................................................................................................................................................234

Admin > Website > Self Service Portal...........................................................................................235

Overview..........................................................................................................................................................235Standard Page Settings.....................................................................................................................................242Page Specific Settings.......................................................................................................................................244

Additional Info Page.....................................................................................................................................244‘Browse Open Reqs’ Page.............................................................................................................................246Custom Links Page.......................................................................................................................................252Employee Referral Page...............................................................................................................................253


New Position Notification Page....................................................................................................................261Password Generation Page..........................................................................................................................263Password Retrieval Page..............................................................................................................................263

Admin > Website > E-Offer Process...............................................................................................266

Website Setup..................................................................................................................................................266Custom Email Setup.........................................................................................................................................268

Admin > Website > Agency Portal.................................................................................................270

Setup Page.......................................................................................................................................................270Agencies Page..................................................................................................................................................276Emails Page......................................................................................................................................................281Actions Page.....................................................................................................................................................283Instructions Page..............................................................................................................................................287

Quick Find............................................................................................................................294Appendix A – Adding Company Logo....................................................................................296Appendix B – Applicant Statuses..........................................................................................297Appendix C – Applicant Ranking Explained..........................................................................299Appendix D – Import Code Table Key...................................................................................301Appendix E – Import Users Table Key...................................................................................307Appendix F – Customized Areas > Admin Options.................................................................310Appendix G – Additional Integration....................................................................................313

Advanced Import..........................................................................................................................313

Enabling Advanced Import...............................................................................................................................313Setting Security................................................................................................................................................314Using Advanced Import....................................................................................................................................314Advanced Import Fields...................................................................................................................................318Creating the Advanced Import Utility...............................................................................................................320

TalentHook...................................................................................................................................323

Installing...........................................................................................................................................................323Exporting to Cyber Recruiter............................................................................................................................328


CYBER RECRUITER ADMIN OVERVIEW

The purpose of this Administration manual is to provide full details and information about Cyber Recruiter’s Administration area. The information is broken down in a table format (see below) to give Users – field name, the purpose of the field and where to find both by User View and Applicant View.

Field Name

Description and Purpose of the Field

Cyber Recruiter User View

Applicant View

System Setup

This is where general information about the system is located and will apply throughout all of Cyber Recruiter.

General Tab – Company contact Information, Cyber Recruiter link, & company-wide information

Org Titles – Labels the Organizational levels in the company

Page Builder

This is where certain Cyber Recruiter Pages can be set up as well as all Questions for each step of the process.

Applicant

Inbox – Determines what columns display for the Recruiter > Hiring Manager Inboxes

Applicant Detail – Establishes labels for Applicant standard > miscellaneous fields

Application Questions – Holds questions for the Application & allows the ability to group

Reference Questions – Holds questions for Reference Checks

Interview Eval Questions – Holds questions to ask the Interviewer of the Interviewee

Offer Approval Questions – Holds questions for the Offer Approval Process with ability to group

Process New Hire – Establishes a process to hire Applicants

Requisition

Requisition List – Decides what columns display for the Requisition List

Requisition Detail – Establishes labels for Requisition standard > miscellaneous fields


Create Req Form – Establishes the create Requisition process for the Users

Print Req Form – Establishes what the printed Requisition file should look like

Requisition Questions – Holds questions for the Requisition & allows the ability to group them

Correspondence Templates

Custom Templates – Holds various email > letter templates for Applicant corresponding

Standard Templates – Holds various emails templates for User corresponding

Available Attachments – Hold various attachments that could be sent to Applicants

Code Tables

This is where all the User-defined code tables in Cyber Recruiter are housed.

Applicant Status Codes – Retains all Applicant status available

Applicant Ranking Codes – Retains all ranking > filtering criteria available for Applicant scoring

EEO Class Codes – Retains all standard EEO Classification Codes available

Ethnic Origins Codes – Retains all available ethnic codes desired for tracking purposes

Education – Retains Education, Degree, and Major codes for drop-down lists (as needed)

Security Clearance – Retains all available Clearance Types and Agencies (as needed)

Misc – Retains all Applicant > Requisition misc fields being used as drop-down (as needed)

Note Type Codes – Retains all Applicant > Requisition note types and templates available

Attachment Type Codes – Retains all Applicant > Requisition attachment code types

Job Boards – Retains all setup and field mapping information needed for job board links

Organization – Retains all available information for each organizational level

Position Desired Codes – Retains all the available codes for the desired position field

Referral Source – Retains all the Referral Source Categories > Codes available

Req Cost Codes – Retains all descriptive cost codes available for tracking purposes

Req Type Codes – Retains all requisition position type code available

Req Functional Titles – Retains all descriptive functional title codes to interface with Deltek

Req Status Codes – Retains all requisition status codes available

Req FT > PT Codes – Retains all available codes for the FT/PT drop-down list


Salary Grades – Retains all the available salary grades if it is a drop-down list feature

Skills – Retains all the Skills Categories > Code available

State Codes – Retains all the state codes available

Country Codes – Retains all the country codes available

Why Open Codes – Retains all the available reasons for a requisition to be open

Us Work Status Codes – Retains all the available US work status codes (custom apps only)

Security

This is where User Groups > Users are set up with the appropriate security permission within Cyber Recruiter. Additionally, Login History and the ability to Reset Passwords and > or set Password Rules.

Users – Sets up the User accounts with specific and group security permissions

Groups – Defines the User groups in the system with set security permissions at a group level

Password Rules – Determines length and characters > numbers that make up the passwords

Login History – Keeps a history of all successful > unsuccessful Cyber Recruiter log in attempts

Reset Passwords – Provides the ability to reset all User passwords simultaneously

Links

This is where custom links (User-defined) and pre-defined links (integration with certain systems) are located.

Custom Links – Provides the ability to add in custom links to Cyber Recruiter

Pre-Defined – Provides the ability to integrate a link to optional services

Processes

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

Mass Delete Applicants – Provides the ability to delete large groups of Applicant simultaneously

Find Possible Duplicates – Provides the ability to find & delete duplicate Applicants as needed

Import Code Tables – Provides the ability to import ASCII text files of code into the code tables

Import Applicants – Provides the ability to import Excel files of Applicant information

Import Requisitions – Provides the ability to import Excel files of Requisition information

Import Users – Provides the ability to import Excel files of User Login information


Copy Code Table – Provides the ability to copy code from one table to another

Skill Catalog – Provides the ability to parse resumes with selected skills.

Job Boards

This is where integration between the job boards and Cyber Recruiter is set up.

Logs

This is where abbreviated email and error logs are recorded.

Email Logs – Records all emails generated in Cyber Recruiter by User

Error Logs – Records all errors generated in the Cyber Recruiter system

Search Logs – Records all searches performed through Applicant Searching

Website

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

Careers – Ability to create > maintain the Career Pages & Online Application.

Self Service – Ability to display application information to Applicants > Employees as well as applying to other opportunities.

E-Offer – Ability to create web pages for the Applicant to sign electronically when accepting a position with the company.

Agency Portal – Ability to set up web pages for third party vendors to assist in the recruiting process.


CYBER RECRUITER ADMIN FUNCTIONS

All Cyber Recruiter setup options are located under the Admin menu off of the Main Menu Bar. The Admin login allows access to the Admin menu. If Users do not have security access to perform administrative functions in Cyber Recruiter, the Admin menu will not display.

ADMIN > SYSTEM SETUP

GENERAL TAB

The General Tab of Admin > System Setup is illustrated below.


Company Name

Field Description: This field lists the Company Name where ever it is used in the system. To have the Company Name displayed in the upper left hand corner of the system, please read Appendix A for more assistance.

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

Applicant View: When the merge field is used, the Company name will default in various email correspondences and on the Careers section of the website.

Primary Contact

Field Description: Primary Administrator as determined during the Cyber Recruiter implementation process.

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

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

Link

Field Description: The URL accesses Cyber Recruiter. The link connects the automatic generated emails to Cyber Recruiter. (Note: ‘http://’ must be included for this feature to work). Click the help button next to the field to obtain more assistance.

User View: The field is not displayed to the User other than what they will see in the Address Bar.

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

Max Search Results

Field Description: Indicates the total number of search results allowed before the User is forced to redefine the search. Click the help button next to the field to obtain more assistance.

User View: This field applies to:

- Find Applicant

- Find Requisition

- Applicant Searching



App Duplicate Checking

Field Description: This multi-option pick list determines the Applicant duplicate checking method(s) in the Cyber Recruiter database. NOTE: Each option selected is enforced separately. Meaning that if it is selected to have First and Last Name as well as Email as the options, whatever scenario the system finds first (NOT both together) prompt the duplicate check message.

User View: It applies to:

- Main Menu Bar > Applicant > Add Applicant option

- Applicants entered from website (Careers Portal)

- Main Menu Bar > Applicant > Employee Referral > Add Applicant.

If a duplicate is found, Users can keep > delete the newly added Applicant.

Applicant View: If Applicants try to apply and the duplicate check finds them already in the system, they will receive a message alerting them to that fact. The message Applicants receive can be created in Admin > Website > Careers > Online Application Tab > Duplicate Message.

Print Req Page

Field Description: This field is typically left blank so that the default Print Req Form can be utilized in Admin > Page Builder > Requisition > Print Req Form. Click the help button next to the field to obtain more assistance.

User View: The Print Req Page is found in the Requisition File.


Require Password on

emails

Field Description: This field turns on the requirement for users who receive emails from Cyber Recruiter to enter a password prior to responding via HTML links.

User View: Users will be required to enter a password on emails generated from Cyber Recruiter that require an action (Example: Requisition Approvals, Interviews, Routings, Offer Approvals, etc…)

Applicant View: This field is not displayed to the Applicant

SMTP Server Field Description: Enter the computer name or IP address of a functioning SMTP Server on


network. This server allows email relaying from the Cyber Recruiter web server. Click the help button next to the field to obtain more assistance on this field.

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


Default ‘From’ Email

Field Description: The Email Address entered here is used as the system’s default email address with automatically sent emails. Click the help button next to the field to obtain more assistance.


Applicant View: For Example – Applicant’s who apply via the website can receive an automated ‘Thank You’ email and it will look like it comes from this email address.

Version

Field Description: This ‘Read-only’ field displays the current version of Cyber Recruiter SQL database. As upgrades are done, this version number will change.

User View: This version number displays on the Login Page and in the Help > About section. When dealing with Tech Support, you might need this number.


Update Report Writer Views

Field Description: This link updates the tables and fields available for use in the Report Writer. Recommendation would be to click on this link with each version release and/or when prompted to by Tech Support.

NOTE: That when you click this link because of an upgrade or new release indicating changes or additions to fields/tables, a SQL statement query also needs to be run in order for the Report Writer to update appropriately. Follow these instructions:

1. Login to Cyber Recruiter2. Change the Address Line URL:

From: http://www.visibilitysoftware.com/cyberrecruiter/Main.apsx To:http://www.visibilitysoftware.com/cyberrecruiter/Reporting/rs.aspx

3. Click the Update Schema link4. Log out and Log back in5. Go to the Report Writer and see if that made a difference.


http://www.visibilitysoftware.com/cyberrecruiter/Reporting/rs.aspx

http://www.visibilitysoftware.com/cyberrecruiter/Main.apsx



Use drop-down for Schools?

Field Description: This Yes > No radio button determines whether the Schools field should be a drop-down list or an open text box. Selecting Yes, applies the drop-down feature, which can be populated from Admin > Code > Education > School Codes. Click the help button next to the field to obtain more assistance.

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

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

Use drop-down for Degrees?

Field Description: This Yes > No radio button determines whether the Degrees field should be a drop-down box or an open text box. Selecting Yes, applies the drop-down feature, which can be populated from Admin > Code > Education > Degree Codes. Click the help button next to the field to obtain more assistance.



Use drop-down for Majors?

Field Description: This Yes > No radio button determines whether the Majors field should be a drop-down box or an open text box. Selecting Yes, applies the drop-down feature, which can be populated from Admin > Code > Education > Major Codes. Click the help button next to the field to obtain more assistance.



ORG TITLES TAB

The Org Titles Tab of Admin > System Setup is illustrated below.


Org Level Fields

Field Description: These fields correspond to levels of the organization. Levels can be in a hierarchal order; represent different functions > areas of the organization > recruiting process; or match levels in a shared HR system to keep consistency with New Hire transfers. After the titles are entered here, code tables for each become available in Admin > Codes > Organization Codes where the Administrator can populate them and security can be tied to these levels in Admin > Security > User Profiles

User View : Levels have a high profile in Cyber Recruiter:

- Creating Requisition Files

- Finding a Requisition

- Reporting

Applicant View: These fields are only displayed to the Applicant if they are selected as fields that should show with the open position.

Depends On

Field Description: These drop-down options allow for a company to link together the organizational level. For example, if only two departments (IT and HR) are in Alexandria and the rest of the departments are in Reston, a company can make department dependent on location (designated by putting a 1 in the drop-down list). For each location chosen a different department list will appear. Additional setup is needed to link the organizational levels together under Admin > Codes

User View: Users will see this connection on the Requisition > Create Req Process and on the Requisition File > Main Page.

Applicant View: Applicants will not be aware of this connection


ADMIN > PAGE BUILDER > APPLICANT

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

The first section, Applicant contains: Inbox, Applicant Detail, Application Questions, Reference Questions, Interview Evaluation Questions and Offer Approval Questions.

APPLICANT > INBOX

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


Drop-Down List

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



Recruiter Inbox Column 1-7

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

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


Hiring Manager Column 1-7

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

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


Drop-Down Option What is does…

Application Date Date applied / entered into Cyber Recruiter

Current Status Overall Applicant Status

Resume Link to open the Resume

Notes Link to the Applicant File > Notes Page


Add Note Link to add a Note on the Applicant File > Notes Page

Routings Link to the Applicant File > Activity Page > Routings Tab

Routing Stats Link to the Applicant File > Activity Page > Routings Tab. This field displays two numbers 2/1. The first number is the total of routings for the Applicant whereas the second number is the number of unanswered routings.

Correspondence Link to the Applicant File > Correspondences Page

Send Email Link to the Applicant File > Correspondences Page > Launching the start of an Email Template

Interviews Link to the Applicant File > Activity Page > Interviews Tab

Experience Link to the Applicant File > Experience Page > Skill Tab

History Link to the Applicant File > Status/History Page

Application Link to the Applicant File > Application Page

Web Requisition Link to the Requisition File > Main Page > General Tab. This field only displays one (1) requisition and it is the one the Applicant first applied to via the website.

Assigned Reqs Link to the Applicant File > Activity Page > Assigned Reqs Tab

Offers Link to the Applicant File > Activity Page > Offers Tab

References Link to the Applicant File > References Page

Position Desired Lists the value for the Position Desired field (Applicant File > Application Page)

Referral Source Lists the value for the Referral Source field (Applicant File > Application Page)

Desired Salary Lists the value for the Desired Salary field (Applicant File > Application Page)


Primary Phone Depending on the Primary Phone field setting, this column lists the value entered for the home, work or cell phone number field (Applicant File > Demographics Page > Demographics Tab)

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

Attachments Link to the Applicant File > Attachments Page

Security Clearance Link to the Applicant File > Experience Page > Security Clearance Tab

Military History Link to the Applicant File > Experience Page > Military History Tab

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

Custom If Visibility Software creates a custom page, the link can be a shortcut in the Inbox as needed. Contact Tech Support for assistance with this as it will require IT assistance from the client end as well.

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

Request Offer Link to add an offer on the Applicant File > Activity Page > Offer Tab.

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

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

Attached Req (Code: Desc)

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


Attached Req (Code: Status)

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

Attached Req (Desc: Status)

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

Attached Req (Code: Assigned Date)

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

Attached Req (Desc: Assigned Date)

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

Last Assigned Date The last time the Applicant applied or was considered for a requisition.

Applicant # Assigned Applicant number by Cyber Recruiter

User Ranking Drop-down list of Rankings as setup in Admin > Codes > Applicant Ranking Codes. Review Appendix C for more information on what Applicant Ranking does.

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

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

STATUS ACTION OPTIONS


Should the applicant be

deleted …

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

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


If the applicant has a Web … recruiter

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



If the applicant has a Web … supervisor

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



When a User changes …

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



When a User changes … overall

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




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


APPLICANT > APPLICANT DETAIL

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

Drop-Down List




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


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

User View: When these fields are activated they appear in the Applicant File > Application Page for Cyber Recruiter Users

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

Fields Answer Types

Referral Source

Drop-Down List - Populated from the Admin > Codes Table – Referral Source

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

Salary ExpectationsAlways Open Text Field – Admin > Group > Security – turns this

off for specific User Groups

Misc Menu Title

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

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


20 Miscellaneous Fields

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


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

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

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


APPLICANT > APPLICATION QUESTIONS

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


Text Box

Field Description: Enter the desired question here

User View: If the question is not Hidden, the User can see it in the Applicant File > Application Page

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

Order

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

User View: If the question is not Hidden, the User will see the questions in order on the Applicant File > Application Page

Applicant View: If the question is made Public, the Applicant will see the questions in the order indicate here with the Online Application > Contact Information Page.

Group

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

User View: The User can see the group in the Applicant File > Application Page


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


User View: The User will see the available Answer Types in the Applicant File > Application Page

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

Checkboxes

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



Public Makes the question available to the Applicant online

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

Hidden

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

If the Answer Type is Drop-Down, click on the hyperlink to enter the drop-down answers.


Drop-Down Value

Field Description: Enter the desired answer here

User View: This answer selected by the Applicant will default on the Applicant File > Application Page.

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

Acceptable?

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

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


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

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



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


APPLICANT > REFERENCE QUESTIONS

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

Text Box


User View: the User can see it in the Applicant File > References Page



Order

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

User View: The User will see the questions in order on the Applicant File > References Page


Group

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

User View: The User will see the groups displayed on the Applicant File > References Page


Answer Type

User View: The User can see the group in the Applicant File > Application Page



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


APPLICANT > INTERVIEW EVAL QUESTIONS

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

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


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

Text Box


User View: the User can see it in the Applicant File > Activity Page > Invite Tab > Edit Button per Interviewer


Order


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


Answer Type

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

User View: The User will see the available Answer Types in the Applicant File > Activity Page > Invite Tab > Edit Button


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


accordingly) are answered.

User View: The user does not see this field.

Applicant View: The applicant does not see this field.

“Hidden”

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

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


If the Answer Type is Drop-Down, click on the hyperlink to enter the drop-down answers.


Drop-Down Value


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


Acceptable?

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



Filter Value

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

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



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


APPLICANT > OFFER APPROVAL QUESTIONS

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


Text Box


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


Order


User View: The User will see the questions in order on the Applicant File > Activity Page > Offer Approvals Tab > Add or Edit Button


Group

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

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


Answer Type


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


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

User View: When ‘Hidden’ is selected, the User will not see the question on the Applicant


File > Activity Page > Offer Approvals Tab > Add or Edit Button


Required Forces the User to fill out the question

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

Instructions

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

User View: The User will see the instructions on the Applicant File > Activity Page > Offer Approvals Tab > Add or Edit Button.



Caption > Users

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

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


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


APPLICANT > NEW HIRE PROCESS

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

IMPORTANT NOTE: Many of the emails in this process replace custom email templates or pages previously used. It is recommended that after the setup is complete, the old items be inactivated or designated that they are not longer to be used for consistency sake. Additionally, if the HR Product is going to be turned on through this process, the Administrator might consider turning it off for Users to add Applicants outside of this process.

This page allows the Administrator to decide whether a New Hire Process is needed or not. Set the Enabled field to YES to turn this process on and select all Users who should have access by highlighting their names (Note: Hold the CTRL key to select more than one User).

Select all steps of the process by checking the checkbox located at the beginning of each step

Step Action


Find Applicant Required Step – Allows Users to find the right Applicant

Choose Requisition Required Step – Allows Users to find the right Requisition

Review Req/Status Allows Users to review all other Applicants assigned to the position. Allows Users to change the status for the requisition, remove the Applicants from the inbox and send an email that the Position is Filled.

Review Demographics Allows Users to review the Contact Information, EEO and Resume

Send Internal Emails Sends an Email to the those internal who need to help setup the New Employee (Examples: IT Department, Training Manager, etc)

Send Employee Emails Sends an Email to the organization in an effort to welcome the New Employee

Send ‘New Employee’ Email Send an email to the New Employee welcoming them to the organization

Transfer to HR Product Launches the HR/Payroll system selected

Email to Unhired Applicants Sends an email to all other Applicants considered for the position that the position is filled

Email to Internal Recipients Sends an email to those employees who will need to help setup the New Hire

Email to Current Employees Sends an email to the organization letting them know a little bit about the New Hire

Email to New Hire Sends an email to the New Hire welcoming him/her to the organization


ADMIN > PAGE BUILDER > REQUISITION

The Page Builder section is split into three (3) sections: Applicant, Requisition, & Correspondence Templates.

The second section, Requisition contains: Requisition List, Requisition Details, Create Req Form, and Requisition Questions.

REQUISITION > REQUISITION LIST

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

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




Recruiter Inbox Column 1-7

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

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


Drop-Down Option What is does… Can Sort?

Status Current Requisition Status (Requisition File > Main Page > General Tab)

Yes

Req Type Lists the value for Req Type field (Requisition File > Main Page > General Tab)

Yes

Open Date Lists the value for Open Date field (Requisition File > Main Page > General Tab)

Yes

Date Needed Lists the value for Date Needed field (Requisition File > Main Page > General Tab)

Yes

Supervisor Lists the value for Supervisor field (Requisition File > Main Page > General Tab)

Org Fields (1-5) Lists the value for the Org Title fields (Requisition File > Main Page > General Tab)

Yes

Salary Grade Lists the value for Salary Grade field (Requisition File > Main Page > Job Info Tab)

Yes

From Salary Lists the value for From Salary field (Requisition File > Main Page > Job Info Tab)

Yes


To Salary Lists the value for To Salary field (Requisition File > Main Page > Job Info Tab)

Yes

Recruiter Lists the value for Recruiter field (Requisition File > Main Page > General Tab)

Yes

Assigned Apps Link to the Requisition File > Assigned Apps Page. Displays the total number of Applicants attached to the Requisition.

Yes

Why Open Lists the value for Why Open field (Requisition File > Main Page > General Tab)

Yes

FT/PT Lists the value for FT/PT field (Requisition File > Main Page > General Tab)

Yes

Attachments Link to the Requisition File > Attachments Page Yes

Posted Lists the value for Posted field (Requisition File > Main Page > General Tab)

Yes

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

Yes

Applicants Added Today

Link to the Requisition File > Assigned Apps Page. Displays the total number of Applicants applied today but when clicked will show all Applicants attached the Requisition.

Yes

# Routing Lists the total number of Routings for the Applicant. Yes

Days Open Total number of days between the Open Date and the Status Date of the first Applicant Hired for the Requisition

Yes

Last Approved Displays the Date the Last Approver answered Yes

First Approved Displays the Date the First Approver answered Yes

Hire Date Lists the value the most current Hire Date (Requisition File > Assigned Applicant Page)

Yes


Applicant Hired Lists the first Applicant Hired for the Requisition Yes

Days between Approval & Open

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

Yes

Original Openings Lists the value for Openings field (Requisition File > Main Page > General Tab)

Yes

Number Hired Total number of Applicants hired for the Requisition Yes

Openings Left Calculation of the Number of Openings Field minus the Number of Applicants Hired for the Position

Yes

Post Until Lists the value for the Post Until field (Requisition File > Main Page > General Tab)

Yes

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


REQUISITION > REQUISITION DETAIL

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

Drop-Down List




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

User View: When these fields are activated they appear in the Requisition File > Main Page for Cyber Recruiter Users

Applicant View: When these fields are activated and selected in the Admin > Website > Careers > Job Browsing and Job Description Page, they appear with the Job Posting > Job Description.


Fields Answer Types

CodePulls from the setup in the Admin > Page Builder > Requisition > Create Req Form > Req Code Scheme. Most of the time is Auto-generates based on this setup.

Title Always Open Text Field

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

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

Salary From Always Open Text Field

Salary To Always Open Text Field

Direct Always Yes > No

Date Needed

Always Open Text Field

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

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

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

Filled Date Always Open Text Field

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

Exempt Always Yes > No


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

Functional Title

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

Full Time > Part Time

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

Misc Menu Title

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

User View: The title will be the Page name will be listed as the second tab on the Main Page of the Requisition File (Examples: Add’l Req Info or Req Details). If no title is placed here in this field, the default will be Misc Page


20 Miscellaneous Fields

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

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

Applicant View: If the Admin > Website > Careers > Job Browsing or Job Description Tab has these fields selected, the Applicants will see selected fields with the Job Posting and > or the Job Description.


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

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

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


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


REQUISITION > CREATE REQ FORM

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

WIZARD PAGE 1 TAB

Drop-Down List




Title Field Description: Title of the requisition form (For Example: Opportunities, New Need, or etc…)

User View: the User can see it from the Main Menu Bar > Requisition > Create Requisition option – first page of the ‘Create Requisition’ process.



Instructions

Field Description: This field allows the Administrator to give directions > message that should default on this page.

User View: The User will see the instructions under the Title on first page of the ‘Create Requisition’ process.


Type in Manually

Field Description: This checkbox allows Users to go through the full ‘Create Requisition’ process as set up in this section of Page Builder. Check the box and give this option a name in the Caption field. If the Caption field is left blank, the Type in Manually data label is used. IMPORTANT NOTE: If none of the three (3) options to create a requisition are selected, the default will be to create from scratch bypassing this page.

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


Create From Template

Field Description: This checkbox allows Users to select from a list of pre-established templates for the purpose of creating this new requisition. Check the box and give this option a name in the Caption field next to it. (Note: Templates need to be set up prior to using this option). If the Caption field is left blank, the Create From Template data label is used.



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




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

Copy Attachments

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

User View: The User only is able to use this function when he/she has the option of copying existing requisitions.


Copy Skills/Education Requirements

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



Copy Notes Field Description: This checkbox allows all listed notes to be copied over to a new


requisition opportunity when this option is selected.



Requisition Questions

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

1. Copy Req Questions – this will copy over all questions associated with the requisition

2. Use Standard Req Questions – This will copy over only the default requisitions questions. The ones set to automatically add with all new requisitions

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



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


WIZARD LAYOUT TAB

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

Organization Page

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

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

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

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



Instructions


User View: The User will see the instructions under the Title on the page


Checkboxes

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

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



Main Page

The Main Page allows the Administrator to determine how requisition information will be captured on the requisition form which will be passed to the Main Page or the Notes page of the Requisition.

Title

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

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


Instructions


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



Add Row

Field Description: This link allows the Administrator to put fields on the page

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


Add Long Question

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

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


Add Note

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

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


Add Line

Field Description: This link allows the Administrator to add lines to this page as a formatting feature.

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


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


Visible

Field Description: This Yes > No setting determines whether this field should be visible on the requisition form. Selecting Yes means it will be seen.

Why would an Administrator create a field and not make it visible on the requisition form? The Admin can set up fields to default specific values in a requisition file. If certain fields always hold the same information, entering the values here for those fields will cut down on inputting the values later. If those fields are not applicable to the requisition form, make them not visible.

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


Enabled or disable

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

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


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

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



Field

Field Description: This drop-down list provides all available fields to put on the requisition form.

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


Required

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

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


Default

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

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



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

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


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

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


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


Job Description Page

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

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

Title

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

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


Instructions


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


Add Note Field Description: This link allows the Administrator to add a note box to this page. The note box defaults in the information into the Requisition File > Notes Page. (Note: This


option works in conjunction with Admin > Codes > Note Types > Requisition code table. Thus that table needs to be populated prior to using this feature).

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


Edit each of the four (4) tabs to make them apply in the requisition form as needed. Click on the green-circled E at the beginning of the desired line.

Visible?

Field Description: This Yes/No setting determines whether the field should be visible on the requisition form. Selecting Yes means it will be seen.

Why would an Administrator create a field and not make it visible on the requisition form? The Admin can set up fields to default specific values in a requisition file. If certain fields always hold the same information, entering the values here for those fields will cut down on inputting the values later. If those fields are not applicable to the requisition form, make them not visible.

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


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


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


Required?

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

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


Order

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

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


Instructions

Field Description: This field allows the Administrator to give directions > message of the type of requisition information that should be entered at this point of the ‘Create Requisition’ process.




Click the Add Note link to add a note to this page. Once the note is added, click the green-circled E at the beginning of the note line to create the note properties.

Enabled or disable

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

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



Caption

Field Description: This field allows the Administrator to give the fields a label as the Users should read them.

User View: The User see Enabled fields on this page of the ‘Create Requisition’ process when this page is used.


Note Type

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

User View: The User will see Enabled note boxes on this page of the ‘Create Requisition’ process when this page is used


Required

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

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


Default

Field Description: This field gives the Administrator the ability to default choices or prompts to consider.

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


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


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


Requisition Question Page

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

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

Title


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


Instructions




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


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


Attachments Page

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

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

Title




Instructions




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


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


Approvals Page

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

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

Title




Email Type Field Description: This field provides three (3) different options for emailing the Approvers:

- Automatically email first approver – this setting will email the first approver when the requisition form is completed;

- do NOT email anybody – this setting will not send an email automatically to the approvers when the requisition form is completed, manual direction is needed with this option;

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

User View: The User not see these options rather use the method of approval method


decided here.


Instructions




Approver enabled or disabled?

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



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


User View: The field will help the User to know which Approver he > she should select for each level.


Default #

Field Description: This field decides what order the Approver field should default.

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


Can change the number?

Field Description: This field determines whether this Approver order can change. Selecting YES means it will updateable and NO means the field will be grayed out on the requisition form.

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


Default approver

Field Description: This field allows a User’s name to default into the Approver field.

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


Drop-down choice Field Description: This drop-down list decides which group of Users should default into this Approver field.

- All Users will default all Users in the system.

- Hiring Managers or Recruiters will default those who are flagged as

- Hiring Manager or Recruiter in the Admin > Security > User settings.

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


User View: The User will see the appropriate list of Approvers for each level.


Show users from which group? (if

applicable)

Field Description: Works in conjunction with the previous field option – Users in certain security group. Allows Users to determine which security group(s) to pull for this Approver field.

User View: The User will see the appropriate list of Approvers for each level.


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

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


Confirmation Page

To edit the Confirmation Page, click the edit link.

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

REQ CODE GENERATION TAB


Automatically generate requisition

codes?

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

- No: allow Users to manually enter the requisition code

- Yes, but only for recruiters or Yes, but only for hiring managers: automatically generates a code based on coding scheme field below when a User is flagged as the option selected in the Admin > Security > User setting.

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



Last Number Used

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



Last Group Number Used

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



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

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



Truncate ReqType and Organization

Levels to…

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



Pad number with zeros to a total

length of …

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



FURTHER UNDERSTANDING VARIABLES

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

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

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

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

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

Example:

Using the screen print above, the code scheme equals a 4-digit year: Org Level 1 - Next Group number for that combination. If the User creates a requisition for the Marketing Department the code produced is 2006:MAR-1. Marketing is shortened to Mar because the truncating feature is set to 3. If the User creates another requisition


for the Human Resources Department, the code produced is 2006:HUM-1. The numbering started over because the {NextGroup#} counts for each group. If the {Next#} was used instead the requisition numbers would be 2006:MAR-1 and 2006:HUM-2.

AUTO EMAILS TAB

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

CUSTOM PAGE TAB

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


REQUISITION > PRINT REQ FORM

The Print Req Form menu item of Admin > Page Builder allows the Administrator to configure the requisition form as it should look in a printed layout.

This page allows the Administrator to decide what kind of information should be included in the print requisition form. To select the kind of information that should be displayed on this page, use the drop-down list at the top of the page and click the Go button to place the item on the page. The User will see this when they click on the Print Req from the Requisition File and the Applicant will not see this page.

Add RowAdds the words [empty] ( ). The Administrator clicks on the words to configure the fields using a list of available requisition fields.

Add Note

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


Add Line Add a solid black line

Add Assigned ApplicantsAdd the words Assigned Apps and will insert Applicants listed on the Requisition File > Assigned Apps Page

Add ApproversAdd the words Approvers and will insert Approvers listed on the Requisition File > Approvers Page

Add CostsAdd the words Costs and will insert Cost Items listed on the Requisition File > Costs Page

Add AttachmentsAdd the words Attachments and will insert Attachments listed on the Requisition File > Attachments Page

Add RequirementsAdd the words Requirements and will insert Requisition Requirements listed on the Requisition File > Req Requirements Page

Add Req QuestionsAdd the words Req Questions and will insert Questions listed on the Requisition File > Req Questions Page

Add Req HistoryAdd the words Req History and will insert History listed on the Requisition File > History Page

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

Caption

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

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



Field

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

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


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

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


Caption

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

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


Note Type

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

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



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


REQUISITION > REQUISITION QUESTIONS

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

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

Code

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



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


User View: the User will see the Group Name in a few places:

- Requisition File > Requisition Questions – if turned on

- Create Req > Requisition Question Page – if turned on

- Applicant File > Application Page > Requisition Questions – if turned on


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


Text Box


User View: This User can see this question in the Applicant File > Application Page & Requisition File > Req Questions

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

Checkboxes

Field Description: These checkboxes determine how the questions should act.

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



Automatically add this

question to the new req

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

Public Makes the question available to the Applicant.

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

Answer Type


User View: The User will see the available Answer Types in the Applicant File > Application Page

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


Default Order

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

User View: The User will see the questions in order on the Applicant File > Application Page & Requisition File > Req Questions Page

Applicant View: If the question is made Public, the Applicant will see the questions in the order indicate here with the Online Application > Contact Info Page.

Default Group

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

User View: The User can see the group in the Applicant File > Application Page & Requisition File > Req Questions Page


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


Drop-Down Value


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


Acceptable?

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

User View: User does not see this field, only the affects of the field


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

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


requisition.


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


ADMIN > PAGE BUILDER > CORRESPONDENCE TEMPLATES

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

Custom Templates: User-Defined email > letter templates for messaging with Applicants

Standard Templates: Standard email templates for messaging with Users of the system (One Email Template for communicating with Applicants)

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


Name

Field Description: Enter the desired Email Template name here.

User View: The User can see this available Email Template:

- Requisition File > Assigned Apps Page > Email Button

- Applicant File > Correspondence Page > Email

- Applicant > Search Applicant Results

- Applicant > Find Applicant Results

- Inbox

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

Subject

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

User View: The User will see the Subject at the time of sending > reviewing the Email Template.

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

Text

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

User View: The User will see the text at the time of reviewing the Email Template.

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

Fields

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

User View: The User will see merge fields filled in with values at the time of sending the Email

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

Attachments Field Description: This list contains all the available attachments possible. (Hold down CRTL


key to select more than one attachment). Attachments are populated in Admin > Page Builder > Correspondence Template > Available Attachments.

User View: The User can see the attachments already selected with the Email Template and > or change > add them as necessary when sending it.

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

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

Name Field Description: Enter the desired Letter Template name here.


User View: The User can see this available Letter Template in the Applicant File > Correspondence Page > Email


Fields


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


Text

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

User View: The User will see the text at the time of reviewing the Letter Template.

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

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


Template When it is Used

Routing Email Routing an Applicant(s) to other User(s)

Routing Reminder When User(s) have not responded to the first routing

Interview Request Email Setting up an interview with User(s)

Interview Request Reminder Email When User(s) have not responded to the first invitation

Interview Cancellation Email When User(s) cancel an accepted interview

New Requisition Email When Auto Email is used for newly created requisitions this email is sent

Requisition Approval Email When new requisitions are sent to Approver(s)

Requisition Status Email (Supervisor) Sent to the Supervisor of requisition as each approval level is completed

Requisition Status Email (Recruiter) Sent to the Recruiter of requisition as each approval level is completed

Offer Approval Email When offer approval terms are sent to Approver(s)

Offer Approval Reminder When Approver(s) have not responded to the offer terms

Offer Approval Status Email (Supervisor) Sent to the Supervisor of requisition as each approval level is completed

Offer Approval Status Email (Recruiter) Sent to the Recruiter of requisition as each approval level is completed

Applicant Status Change Email Depending on set up, User(s) can be notified when statuses change

New Applicant Email Email to New Applicants

Reset User Password Email Email the Users of the system when the Password is reset


Subject

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

User View: The User will see the Subject line when he > she receives the email.

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

Fields


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


Text

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

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

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


Click here to import the Standard Text

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

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

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

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

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

- Requisition File > Assigned Apps Page > Email Button

- Applicant File > Correspondence Page > Email

- Applicant > Search Applicant Results


- Applicant > Find Applicant Results

- Inbox



ADMIN > CODES

The Admin > Codes menu item holds the user-defined code tables in Cyber Recruiter.

Most of the code tables have the same look and feel but some are more complex. Once Administrator enters a code table, a shortcut drop-down list at the top of the page becomes available to easily access the other Code tables. Some code tables have nested code tables. If the Administrator is in a nested code table, then shortcut drop-down list contains all the nested code tables. Thus, there is built in logic to this shortcut providing appropriate options depending on where the Administrator is.

APPLICANT STATUS CODES

Field Description: This code table contains different statuses an Applicant can achieve throughout the recruiting process. It populates the Applicant Status fields throughout Cyber Recruiter. Specific Users can be assigned to each status to ensure an email notification when an Applicant’s status is updated. (NOTE: This code table has three tiers, review Appendix B for more information).

User View: The User will see the Applicant Status in many places in the system. Different statuses might default for the Overall Status verse a Status for a Requisition. It all depends on how the Administrator sets up the codes and how the organization wants to utilize the


statuses in the recruiting process. Other places:

- Applicant > Find Applicant

- Applicant > Search Applicants

- Applicant > Add Applicants

- Reports > Applicants > General & AAP

- Applicant File & Requisition File

- Req List > Action Column Option

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

APPLICANT RANKING CODES

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

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


EEO CLASS CODESField Description: This code table contains standard EEO Classification Codes and populates the EEO Class field (AAP codes can be added here too.). To activate field:

- Admin > Page Builder > Requisition > Requisition Detail – enter the data label for the field as the Users should see it.

- If the EEO information is entered at the time the requisition is created, then add it to the Create Req Form process.

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

- Lastly, add to the Print Req Form as needed.


User View: When this code table is used, the User sees the EEO field on the Requisition File > Main Page.


ETHNIC ORIGIN CODES

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

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

Applicant View: The Applicant will see this field with the Online Application > EEO Page or in the Self Service Portal > EEO Page when it is used.

EDUCATION

Hint: Degrees & Majors are used as

drop-down lists that tie to database

searching.

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

User View: The User will see this field on the Applicant File > Experience Page > Education Tab. Whether it is a drop-down or open text field, the field will display when the Education Tab is available for the User.

Applicant View: The Applicant will see this field as either an open-text box or a drop-down list with the Online Application > Education Page when this page of the Application is used and in the Self Service Portal > Education Page when used.

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




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



SECURITY CLEARANCE

CODES

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

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

Applicant View: Applicants can provide information to the organization when the page is included with the online application in Admin > Website > Careers > Online Application Tab > Security Clearance Page or Self Service Portal > Security Clearance Page.

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

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

Applicant View: Applicants can provide information to the organization when the page is included with the online application in Admin > Website > Careers > Online Application Tab > Security Clearance Page or Self Service Portal > Security Clearance Page.

MISC CODES- APPLICANT

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


User View: The User will see this field in the Applicant File > Miscellaneous Page when used.

Applicant View: The Applicant will see this field in the Self Service Portal > Misc Page when used.

MISC CODES-REQUISITIONS

Field Description: This code table contains options that are appropriate to a User-Defined miscellaneous field. To activate a Misc field:

- Admin > Page Builder > Requisition > Requisition Detail – enter the data label for the field as the Users should see it in one of the twenty (20) misc field options. Check the checkbox should the field have a code table which is populated here.

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


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

User View: The User will see this field in the Requisition File > Main Page > Miscellaneous Tab when used.

Applicant View: The Applicant will see this field with the posting for the requisition as needed and set up by the Administrator.

NOTE TYPE CODES –

APPLICANT

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

User View: The User can see the available note types in the Applicant File > Notes Tab when used.


Applicant Note Templates – Allows the Administrator to create commonly used notes into template forms. Helps to reduce time by making standard note templates (Example: Called and Left Message).


User View: The User can see the available note templates in the Applicant File > Notes Tab when used. Place cursor in the body of the notes section and Right-Click. Any and all available templates default for consideration.


NOTE TYPE CODES –

REQUISITION

Requisition Note Type Codes > Field Description: Indicates the types of notes available. This table populates the Note Type drop-down list. To activate this field:

- Admin > Security > User > Available Notes Tab and Group Security to see Notes

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


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

- Lastly, If Applicants should see information with the Job Description, add it to the Admin > Website > Careers > Job Description Page > Job Description Area > Add

User View: The User can see the available note types in the Requisition File > Notes Tab when used.

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

Requisition Note Templates – Allows the Administrator to create commonly used notes into template forms. Helps to reduce time by making standard note templates (Example: Requisition On Hold).

User View: The User can see the available note templates in the Requisition File > Notes Tab when used. Place cursor in the body of the notes section and Right-Click. Any and all available templates default for consideration.



ATTACHMENT TYPE CODES

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

User View: The User will see this field in the Applicant File > Attachment Tab when available.

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

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

User View: The User will see this field in the Requisition File > Attachment Tab when available.


JOB BOARDS CODES

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

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


ORGANIZATION LEVEL CODES

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

User View: The User will see the Organizational Levels:

- Reports > Requisition Reports


- Requisition > Find Requisition

- Requisition List (when used as a column)

- Requisition File > Main Page

Applicant View: This field is displayed with the Website > Job Browsing or Job Description Pages when selected as a field to display information.

POSITION DESIRED CODES

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

- Admin > Page Builder > Applicant > Applicant Detail – enter the data label for the field as the Users should see it.

- If the Position Desired field should be entered at the time the online application is being entered, turn it on in: Admin > Website > Careers > Online Application Tab > Contact Information Page > Edit.

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

- Applicant > Applicant Search > Database Search > Position Desired

- Reports > Applicants > Filter Box on Position Desired

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

REFERRAL SOURCE CODES

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

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

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

Referral Source Codes > Field Description: This code table is used to capture the various ways an Applicant found out about the open position for tracking purposes and is assigned


to a referral source category. It populates the Referral Source drop-down list. To activate this field:

- Admin > Page Builder > Applicant > Applicant Detail – enter the data label for the field as the Users should see it.

- If the Referral Source field should be entered at the time the online application is being entered, turn it on in: Admin > Website > Careers > Online Application Tab > Contact Information Page > Edit.

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

- Applicant > Applicant Search > Database Search > Referral Source

- Reports > Applicants > Filter Box on Referral Source

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

REQ COST CODES

Field Description: This code table contains descriptive codes used to track where money is being spent while recruiting for an open requisition (Hotel, Airfare, Food, Ads, etc…) and it populates the Cost Item drop-down list To activate this field:

- Admin > Security > Group > Requisition Tab > Costs to view > update > add only


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


REQ TYPE CODESField Description: Descriptive Codes used to indicate the type of requisition position (IT, Finance, Executive, etc.) and it populates the Type drop-down list. To activate this field:


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

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


Correspondence > Standard Template > Requisition Approval Email.


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

o Add it to the Admin > Website > Careers > Job Description Tab as a column to see the information with the job description

o To Group – go to the Job Browsing Tab; select one of the ‘Group’ layouts and Save Changes. Click on the Edit and select the Job Category > Type as the Grouping feature.

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

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

REQ FUNCTIONAL TITLES CODES

Field Description: Descriptive codes used to identify requisition functional titles and it populates the Functional Title drop-down list. To activate this field:


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



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


REQ STATUS CODES

Field Description: Descriptive codes used to indicate the requisition’s status and it populates the Status drop-down list. (Template status – can be used when creating new requisition to designate requisition templates). To activate this field:



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




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

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

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

REQ FT/PT CODES

Field Description: Descriptive codes that become available when creating a new requisition (Full Time, Part Time, Temporary, Contractor, etc.) and it populates the FT/PT drop-down box. To activate this field:


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



- (Template status – can be used when creating new requisition to designate requisition templates).



- Add it to the Admin > Website > Careers > Job Description Tab & Job Browsing Tab as a column to see the information with the job description

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


SALARY GRADES CODES

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

- Admin > Page Builder > Requisition > Requisition Detail – enter the data label for the field as the Users should see it (turn on the Max and Min Salary fields if necessary as well).

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



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


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



SKILLS CODES Skill Categories > Field Description: This code table is used to categorize skill codes and needs to be created before skill codes. (Example: A skills category of Language can contain


Spanish, Italian, Japanese, etc. as the skills).

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

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

Skill Codes > Field Description: This code table is contains skills a company wants to track and the skills are assigned to a skills category. It populates the Skills drop-down list. To activate this field:

- If User Groups should see skills, Admin > Security > Group > Applicant Tab > Skills field – add-only > view > update.

- Lastly, If Applicants should enter their skills on the application, Admin > Website > Careers > Online Application Tab > Skills Page as a page of the application.

User View: Users will see this field in the Applicant File > Experience Page > Skills Tab and Requisition File > Req Requirement Tab for searching as well as the Applicants > Search Applicant > Database Search > Skills

Applicant View: The skills are made available to with the Online Application > Skills Page when selected to capture information this information.

STATE CODES

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

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

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

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

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

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


when selected as a field to capture information.

WHY OPEN CODES

Field Description: This code table explains why a position is open and it populates the Reason Open drop-down list. To activate this field:


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





US WORK STATUS CODES

This is a custom field. See Appendix F for more information about this field.

EMPLOYEE REFERRAL

RELATIONSHIP CODES

Field Description: This code table is used in conjunction with the Employee Referral Portal and populates the Employee Referral Relationship drop-down list. To activate this field: Admin > Website > Self Service > Employee Referral > Enabled field = YES

User View: After filling out the form, Users will see the field in the Applicant > Employee Referral in the details of the referral.

Employee View: This field is located on the Employee Referral Form filled out by the Employees. Employees will browse open positions (or go to the Referral Page in the Self Service system and press Add) and the field will be shown on the Referral Form.


ADMIN > SECURITY

GROUPS

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

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


To edit a Group’s permissions, click on the green-circled E at the beginning of the Group line.

Group Security – Applicant Tab

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

None: Users are not be able to see this page at all

View-Only: Users are able to see the page but will not be able to change anything

Updated: Users are able to see and change the page


Add Only: Acts like View-Only status but allows Users to only add information to the page

Owned Only: Users are able to see and change only his/her own activities

Fields Applicant File

Applicant Demographics Applicant File > Demographics Page > Demographics Section

Applicant Resume Applicant File > Resume Page

Applicant EEO Info Applicant File > Demographics Page > EEO Section

Applicant Status > History Applicant File > Status > History Page

Applicant Application Applicant File > Application Page

Applicant Correspondence Applicant File > Correspondence Page

Applicant Education Applicant File > Experience Page > Education Tab

Applicant Skills Applicant File > Experience Page > Skills Tab

Applicant Previous Employers Applicant File > Experience Page > Previous Employment Tab

Applicant Military History Applicant File > Experience Page > Military History Tab

Applicant Employee Referral Applicant > Employee Referral Section

Applicant Routing Applicant File > Activity Page > Routing Tab

Applicant Invites Applicant File > Activity Page > Invites Tab

Applicant Notes Applicant File > Notes Page

Applicant Misc Applicant File > Miscellaneous Page

Applicant Assigned Reqs Applicant File > Activity Page > Assigned Reqs Tab


Applicant Offers Applicant File > Activity Page > Offer Approval Tab

Applicant References Applicant File > References Page

App Attachments Applicant File > Attachments Page

Security Clearance Applicant File > Experience Page > Security Clearance Tab

Self Service Login Applicant File > Application Page

Interview Calendar Home Page > Interview Calendar Link

Interview Calendar Reminders Home Page > Interview Calendar Link > Email Reminders

(Example: Left-hand menu are the available Pages in the Applicant File for this Group)

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


Fields Overall Field Function

Can Add Applicants Manually? Turns on the Main Menu Bar > Applicants > Add Applicant > From Clipboard option

Can Import Applicants? Turns on the Main Menu Bar > Applicants > Add Applicant > From File option

Can Delete Applicants? Turns on the ability to delete Applicants from Cyber Recruiter

Can Export Applicant Data? Turns on the Main Menu Bar > Reports > Export Data to Excel > Applicant Tables

Desired Salary Turns on the Desired Salary field in Applicant File > Application Page

Can Change Status? Turns on the ability to change the Applicant’s status in Cyber Recruiter

Can Print Application? Turns on the link in Applicant File > Print Application Link

Can Run Applicant Reports? Turns on the Main Menu Bar > Reports > Applicant Reports > General option

Can Run AAP Reports? Turns on the Main Menu Bar > Reports > Applicant Reports > Affirmative Action options

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


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

None: Users will not be able to see this page at all

View-Only: Users will be able to see the page but will not be able to change anything

Updated: Users will be able to see and change the page

Add Only: Acts like View-Only status but allows Users to only add information to the page


Fields Requisition File

Main Req Info Requisition File > Main Page

Job Description Requisition File > Job Description Page

Req Notes Requisition File > Notes Page

Req Costs Requisition File > Costs Page

Req Questions Requisition File > Req Questions Page

Assigned Apps Requisition File > Assigned Apps Page

Req Skills Requirements Requisition File > Req Requirements Page > Skills Section

Req Education Requirements Requisition File > Req Requirements page > Education Section

Req Approvals Requisition File > Approvals Page

Req History Requisition File > History Page

Req Attachments Requisition File > Attachments Page

Salary Range Requisition File > Main Page > Salary Fields

Salary Grade Requisition File > Main Page > Salary Grade Field


(Example: Left-hand menu are the available Pages in the Requisition File for this Group)

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


Can Change Status? Turns on the ability to change the Requisition Status in Cyber Recruiter

Can Add Req? Turns on the Main Menu Bar > Requisition > Create Requisition option

Can Copy Req? Turns on the Shortcut Req List > Copy option

Can Change Req Code? Turns on the ability to change the requisition coding scheme from the Req List

Can Delete Req? Turns on the ability to delete Requisitions from Cyber Recruiter

Can Run Applicant Reports? Turns on the Main Menu Bar > Reports > Requisition Reports

Can Export Req Data? Turns on the Main Menu Bar > Reports > Export Data to Excel > Requisition Tables

Field Available for Export When the ‘Can Export Req Data?’ field is set to YES; then select the appropriate requisition information to export for this group.


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


View Reports? Allows the User to view any reports which have been created

Design Reports? Allows the User to create new reports

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


Feedback Allows the User to submit enhancement suggestions to Visibility Software

Tech Support Allows the User to access the Tech Support Portal

User Manuals Allows the User to access the Guides and Manuals for Cyber Recruiter


Newsletters Allows the User to access the Visibility Software Newsletters

About Cyber Recruiter Allows the User to read detailed information about the End User License

USERS

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

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

The checkbox at the top of the page Show active users only will only display those Users who are active in the system. Users who have the Account Disabled checkbox selected on the General Tab will not show up here in this list. Additionally, use the Find text box to quickly locate an established User listed here. Text searches are based on the exactly matching either the User Name or User ID based on what is entered in the text box. This search does partial searching as well. If multiple options are found, a list will appear for the User to location the exact record from the search.

The Copy link allows Users to copy a certain User’s permissions to create a new User with similar permissions.


To edit a User’s permissions, click on the green-circled E at the beginning of the User line.

User ID

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

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

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


User View: The User name defaults in many places throughout Cyber Recruiter:

- Welcome Banner

- Recruiter > Hiring Manager fields

- Routings > Invites > Offer Approvals > Requisition Approvals

- Correspondence Emails > Letters

Initials

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

User View: This field will be seen with the requisition codes when used as part of the coding scheme.

Email

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

User View: The User will see his > her email as it is made available through the use of merge fields in emails.

Time Zone

Field Description: Sets the Time Zone for the User should the organization have Users in different states/countries. This helps to set the correct time zone for emails that have time stamps like the Interview Request Emails that have the vcalendar attachments.

User View: STOPPED

Outlook Version

Field Description: Sets the version of Outlook for the User. If the organization does not use Outlook, leave this field blank.

User View: STOPPED

Password > Confirm

Password

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

User View: The User will see the Password field at the Login stage of Cyber Recruiter.


Security Group

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


Available Searches

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

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

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

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

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

User must change

password

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

User View: The User will enter Cyber Recruiter with the Login information provided, this field is selected and the User will be prompted to enter a new password before logging into Cyber Recruiter.

Account Disabled

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

- Create Req process - Manager/ Recruiter

- Create Req process > Approval Screen

- Inbox drop-down list

- Route To

- Interview For

- Send Note To


- Add To Do For

- Offer Approver


Recruiter?

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

- Admin > Codes > Applicant Status – Recruiters can all Statuses as set up here

- Admin > Page Builder > Applicant > Inbox – Recruiters see the Inbox as set up

- Any option that indicates ‘Recruiters’ in Admin will pull Users with this setting.

User View: The User will only see Statuses, an Inbox, and options that are turned on for ‘Recruiters’ such as the Open Activities link off the Home Page.

Hiring Manager?

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

- Admin > Codes > Applicant Status – Hiring Managers can see all Statuses as set up here

- Admin > Page Builder > Applicant > Inbox – Hiring Managers can see the Inbox as set up

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

User View: The User will only see Statuses, an Inbox, and options that are turned on for ‘Hiring Manager

Evaluator?

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

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

Can see other inboxes?

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


will be able to see all Inboxes.

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

Can perform Admin

functions?

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

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

User can see ALL requisitions

Field Description: This radio button allows the User to see all Requisitions entered in Cyber Recruiter.

User View: The User will see all requisitions – Home Page > Requisition List > Find Requisition > Reports etc…



User can ONLY see…

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

** Please see below to restrict and expand security based on these checkboxes > organizational levels. **

User View: The User will see the approved requisitions – Home Page > Requisition List > Find Requisition > Reports etc…


Checkboxes

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



Org Levels

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



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

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


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

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

User can see ALL Applicants

Field Description: This radio button allows the User to see all Applicants entered in Cyber Recruiter.

User View: The User will see all Applicants – Home Page > Inbox > Find Applicants > Search Applicants > Reports etc…


User can ONLY see…

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




Checkboxes

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



Advanced Criteria

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




Applicant Notes

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

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


Req Notes

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

User View: The User will see all Requisition Note Types indicated here in the Requisition File > Notes Page.

Applicant View: If available the Applicant will see Requisition Notes with the Job Descriptions. To make this available to Applicants – Admin > Website > Careers > Job Description Tab > Job Description Area > Add

Offer Notes

Field Description: This checkbox puts a checkbox on the Applicant File > Notes Page to allow Users to see all notes created during the offer approval process (Applicant File > Activity Page > Offer Approval Tab). Typically this should be turned on for the Recruiters in the system, it might not be as necessary for Supervisors > Hiring Managers. It helps to consolidate all notes for easy management.

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


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


management.

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


Invite Notes

Field Description: This checkbox puts a checkbox on the Applicant File > Notes Page to allow Users to see all notes created during the invites process (Applicant File > Activity Page > Invites Tab). Typically this should be turned on for the Recruiters in the system, it might not be as necessary for Supervisors > Hiring Managers. It helps to consolidate all notes for easy management.

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


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

User View: The User will see all Links as turned on for him > her here.



PASSWORD RULES

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

Minimum Length

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

User View: Users will have to enter the minimum length on the initial Cyber Recruiter Login page as it applies here.


Minimum Numbers

Field Description: This field determines the minimum numbers required for a legitimate password.

User View: Users will have to enter the minimum numbers on the initial Cyber Recruiter Login page as it applies here.


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

LOGIN HISTORY

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


Purge Login History

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

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


Successful or Unsuccessful

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



User Drop-Down List

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




RESET PASSWORDS

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

Users

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



Email new password to all

users

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

User View: The User will receive an email if his > her name is selected here



Make users change their password …

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

User View: The User will be prompted the next time he > she logs in to change the password.


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


ADMIN > LINKS

CUSTOM LINKS

The Custom Links menu item of Admin > Links allows the ability to embed shortcut links (to other pages in Cyber Recruiter), websites, and or documents as necessary.

For example, perhaps it would be helpful to Users to have shortcuts on the Home Page to have quick access to activities they perform often, like creating a new requisition.

Link Group Name

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

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



Suggested Custom Links from Visibility Software:

Your To Do List UserToDo.aspx Shows all To-Do Items and allows you to reassign and > or reschedule as necessary

Create Requisition CreateReq.aspx Shortcut to create a requisition should the Requisition Option from the Main Menu Bar be turned off for Users.

Link Name

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

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


Location

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




Link Page

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



Open in New Window

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



Choose the users who

should have

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




PRE-DEFINED

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

HR Management Solutions (Full details available in the HR/Payroll Guide):

- Abra

- ADP Payroll

- Deltek CostPoint 5.0 or 6.0

- Deltek Vision

- Deltek GCS Premiere

- Great Plains

- HROffice

- HR-XML

3rd Party Integration

- EBI Background Screening (Full details available in the Background Screening Guide)

- Kroll Background Checking (Full details available in the Background Screening Guide)

- Applicant Advanced Import (Full details available in the Appendix G)

- TalentHook (Full details available in the Appendix G, no set up in Admin required)

.



ADMIN > PROCESSES

MASS DELETE APPLICANTS

The Mass Delete Applicants menu item of Admin > Processes allows the ability to delete a large group of Applicants simultaneously. This process CANNOT be undone nor does it confirm deletions. However, it will indicate the number of Applicants deleted after the process is completed.

Use this option carefully. Visibility Software recommends your IT team doing a backup of the SQL database first. If your system is hosted by VS, then please let us know and we can assist. Typical use for this feature is to purge ‘Incomplete’ Applicants so that they don’t clog up the system. Other uses, consider doing with Visibility Software’s Tech Support and/or the help of the organization’s IT team.

Calendar Date Field

Field Description: This field allows for a date range, deleting all Applicants on or before this date.




Based on …

Field Description: These two radio buttons determine the kind of date that should be used to purge Applicants.

- Original Application Date – the date the Applicant submitted an application.

- Last Assign Date – the most current date the Applicant assigned > submitted to a requisition.



Applicant Statuses

Field Description: This drop-down list provides the various statuses available to refine the mass deletion. (Hold the CRTL key to select more than one status). If a status is not selected, then all Applicants on or before the date entered will be deleted. If no status and no date are selected, all Applicants will be deleted.



FIND POSSIBLE DUPLICATES

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

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


Drop-Down List

Field Description: This field contains the available methods to find duplicate Applicants.



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

Drop-Down List

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



IMPORT CODE TABLES

The Import Code Tables menu item of Admin > Processes allows the ability to import ASCII text files of code into any the Cyber Recruiter code tables.


The file must be a .csv file with only two columns: first column represents the Code and the second column represents the Description. (Note: Neither column can have commas in them BUT they the columns will need to be separated by commas.)

Example 1 – Code (Number) and Description (Options the User will see)

Example 2 – Code (Alpha Codes) and Description (Options the User will see)

Browse Field Description: This button allows Users to find the ASCII text file on a computer hard drive or network. (Note: the specific instructions listed are necessary for successful importation of


codes; otherwise all codes might not make it in the database.)



Drop-Down List

Field Description: This drop-down list contains all the available code tables the ASCII Text file can be imported.



Open Text Field

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



IMPORT APPLICANTS

The Import Applicant menu item of Admin > Processes allows the ability to import an Excel spreadsheet of Applicant data into the main Applicant table (Applicant). The spreadsheet file can be saved to the computer under any title but the worksheet where the information is listed in the spreadsheet needs to be default name, Sheet1. The worksheet titles are at the bottom of the page and they look like tabs. We recommend not importing more than 1000 records at a time.


Sample of how the Import Applicant information should look

Use the COLUMNS to hold the type of necessary information and the ROWS to hold the all the same Applicant information for each Applicant and/or Employee. Understanding the types of information needed helps in building the spreadsheet. The Data Dictionary can help to understand the types of fields used to hold information in Cyber Recruiter better.

In the example:

Last Name, First Name, and Email Address are open text fields in Cyber Recruiter. Thus, anything can be listed here and that makes sense because Applicant names and email addresses are so different and unique.

Application Date field is a date field and the format is MM/DD/YYYY or MM/DD/YY (Cyber Recruiter can convert a two-digit year to the four-digit as long as it is ‘19’ or ‘20’). It cannot hold a time stamp with it. If when exporting Applicants from a current system into a spreadsheet, a time stamp is placed on it, that will need to be removed.

Overall Status and Referral Source are code tables in Cyber Recruiter. Therefore, the information in these columns needs to match the code NOT the description in the code tables. Example, EMPREF is the code for Employee Referral. That is needed in this column and it is necessary for the code to be capitalized because all codes are capitalized in Cyber Recruiter. Again, if when exporting Applicants from a current system into spreadsheet and information says ‘Employee Referral’ in this column, just do an Edit > Replace All to EMPREF. Review the code tables to see how the codes are listed for fields that are code tables.

IMPORTANT NOTES: When modifying a spreadsheet, be sure to delete ROWS that are not needed instead of doing Edit – Clear Contents. The import will recognize those blank ROWS as blank Applicant information and create a record for it. Additionally if the Application Date is not included or the information in the field is not in date form the default date will look blank but will equal is 1/1/1900 so that the Applicant can be found in an Applicant Search when Date Range equals ‘Forever’.


Use the field lists on the left hand side to Add >> the fields to the right hand side that are in the spreadsheet created to import the Applicants. Be sure the fields are listed on the right hand side in the same order the COLUMNS in the spreadsheet are listed use the Move Up and Move Down buttons to rearrange the fields as necessary. If one too many fields are listed on the right hand side use the << Remove button to take the field off. Note that there are four (4) required fields to do the import as well. Once all the fields are selected on the right hand side and they match the order of the fields on the spreadsheet choose a Duplicate check method and click the Next >> button.

Left-hand List

Field Description: The list on the left hand side is the list of available field which can be used to import information about Applicants.



Right-hand List

Field Description: The list on the right hand side is the ordered list of fields which Cyber Recruiter will use to compare against the excel spreadsheet.




Duplicate check method

Field Description: This drop-down option allows the user to check the spreadsheet for duplicates against the existing system. The options are First Name, Last Name or Email Address.



Browse to the file to import and press Import to bring the file into the system.

IMPORT REQUISITIONS

The Import Requisition menu item of Admin > Processes allows the ability to import an Excel spreadsheet of Requisition data into the main Requisition table (Requisition). The spreadsheet file can be saved to the computer under any title but the worksheet where the information is listed in the spreadsheet needs to be default name, Sheet1. The worksheet titles are at the bottom of the page and they look like tabs. We recommend not importing more than 1000 records at a time.


Sample of how the Import Requisition information should look

Use the COLUMNS to hold the type of necessary information and the ROWS to hold the all the same Requisition information for each Requisition. Understanding the types of information needed helps in building the spreadsheet. The Data Dictionary can help to understand the types of fields used to hold information in Cyber Recruiter better.

In the example:

Req Code and Req Title are open text fields in Cyber Recruiter. Thus, anything can be listed here and that makes sense because Requisitions codes and titles are unique to each organization.

Open Date field is a date field and the format is MM/DD/YYYY or MM/DD/YY (Cyber Recruiter can convert a two-digit year to the four-digit as long as it is ‘19’ or ‘20’). It cannot hold a time stamp with it. If when exporting Applicants from a current system into a spreadsheet, a time stamp is placed on it, that will need to be removed.

Status, Org Level 1 and FT/PT are code tables in Cyber Recruiter. Therefore, the information in these columns needs to match the code NOT the description in the code tables. Example, O is the code for Open. That is needed in this column and it necessary for the code to be capitalized because all codes are capitalized in Cyber Recruiter. Again, if when exporting Requisition from a current system into spreadsheet and information says ‘Open’ or ‘Active’ in this column, just do an Edit > Replace All to O. Review the code tables to see how the codes are listed for fields that are code tables.

IMPORTANT NOTE: When modifying a spreadsheet, be sure to delete ROWS that are not needed instead of doing Edit – Clear Contents. The import will recognize those blank ROWS as blank Requisition information and create a record for it.


Use the field lists on the left hand side to Add >> the fields to the right hand side that are in the spreadsheet created to import the Requisitions. Be sure the fields are listed on the right hand side in the same order the COLUMNS in the spreadsheet are listed use the Move Up and Move Down buttons to rearrange the fields as necessary. If one too many fields are listed on the right hand side use the << Remove button to take the field off. Note that there are four (4) required fields to do the import as well. Once all the fields are selected on the right hand side and they match the order of the fields on the spreadsheet, click the Next >> button.

Left-hand List

Field Description: The list on the left hand side is the list of available field which can be used to import information about Requisitions.



Right-hand List






IMPORT APPLICANTS/CONNECTED REQS

The Import Applicants/Connected Reqs menu item of Admin > Processes allows the ability to import an Excel spreadsheet of data connect the Applicants and Requisitions in database together. The spreadsheet file can be saved to the computer under any title but the worksheet where the information is listed in the spreadsheet needs to be default name, Sheet1. The worksheet titles are at the bottom of the page and they look like tabs. We recommend not importing more than 1000 records at a time.

Sample of how the Import Applicant/Requisition information should look

Use the COLUMNS to hold the type of necessary information and the ROWS to hold the all the same Applicant information for each Applicant. Understanding the types of information needed helps in building the spreadsheet. The Data Dictionary can help to understand the types of fields used to hold information in Cyber Recruiter better.


In the example:

Email (Column A) is the unique Applicant identifier and needs to be the first column in the spreadsheet. Other options for unique Applicant identifiers are Applicant Number, SSN and Misc Fields. This cannot be a new email for a new Applicant that needs to go into the system. Use the Import Applicant process for adding new Applicants, rather Applicants listed in the spreadsheet need to be already entered into the system.

Requisition Code (Column B) is a pre-determined and Applicant Status per Requisition (Column D) is a code tables in Cyber Recruiter.

o Requisition Code – This cannot be a requisition code for a new requisition that needs to go into the system. Use the Import Requisition process for adding new requisition, rather requisitions listed in the spreadsheet need to be already entered into the system.

o Applicant Status per Requisition – Since the Administrator is able to make Applicant Statuses as needed, this is a user defined code table. Thus the information in this COLUMN needs to be the Applicant Status code NOT the description, depending on how the Administrator entered the code.

IMPORTANT NOTE: When modifying a spreadsheet, be sure to delete ROWS that are not needed instead of doing Edit – Clear Contents. The import will recognize those blank ROWS as blank User information and create a record for it.

Use the field lists on the left hand side to Add >> the fields to the right hand side that are in the spreadsheet connect Applicants to Requisitions. Be sure the fields are listed on the right hand side in the same order the COLUMNS in the spreadsheet are listed use the Move Up and Move Down buttons to rearrange the fields as necessary. If one too many fields are listed on the right hand side use the << Remove button to take the field off.


Note that all fields in this import are recommended. Once all the fields are selected on the right hand side and they match the order of the fields on the spreadsheet, click the Next >> button.

Left-hand List

Field Description: The list on the left hand side is the list of available field which can be used connect the Applicants to Requisitions.



Right-hand List






IMPORT USERS

The Import Users menu item of Admin > Processes allows the ability to import an Excel spreadsheet of User data into the main User table (Logins). The spreadsheet file can be saved to the computer under any title but the worksheet where the information is listed in the spreadsheet needs to be default name, Sheet1. The worksheet titles are at the bottom of the page and they look like tabs. We recommend not importing more than 1000 records at a time. Use Appendix E for more assistance.

Sample of how the Import User information should look

Use the COLUMNS to hold the type of necessary information and the ROWS to hold the all the same User information for each User. Understanding the types of information needed helps in building the spreadsheet. The Data Dictionary can help to understand the types of fields used to hold information in Cyber Recruiter better.

In the example:

User ID, Username and Email are open text fields in Cyber Recruiter. Thus, anything can be listed here and that makes sense because this kind of information would be unique to each person and organization.

Security Group, Available Searches and Recruiter (Y/N) etc… are code tables in Cyber Recruiter. Unlike code table’s example seen in the Applicant and Requisition section, some of these code tables are user defined and some are hard coded to work a certain way in Cyber Recruiter.

o Security Groups – Since the Administrator is able to make security groups as needed, this is a user defined code table. Thus the information in this COLUMN needs to be the security group code NOT the description, depending on how the Administrator entered the code.

o Available Searches and Recruiter (Y/N) – These code tables the Administrator does not get to define; rather they are hard coded to work a certain way in the system. Example, the Recruiter field is a radio button with option for YES or NO. The code records a checked option as Y or N in the background. Therefore, for this COLUMN the Y or N code is needed and it necessary for the code to be capitalized because all codes are capitalized in Cyber Recruiter.

IMPORTANT NOTE: When modifying a spreadsheet, be sure to delete ROWS that are not needed instead of doing Edit – Clear Contents. The import will recognize those blank ROWS as blank User information and create a record for it.


Use the field lists on the left hand side to Add >> the fields to the right hand side that are in the spreadsheet created to import the Users. Be sure the fields are listed on the right hand side in the same order the COLUMNS in the spreadsheet are listed use the Move Up and Move Down buttons to rearrange the fields as necessary. If one too many fields are listed on the right hand side use the << Remove button to take the field off. Note that there are four (4) required fields to do the import as well. Once all the fields are selected on the right hand side and they match the order of the fields on the spreadsheet, click the Next >> button.

Left-hand List

Field Description: The list on the left hand side is the list of available field which can be used to import information about Users.



Right-hand List






COPY CODE TABLE

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

Copy codes from…

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




To…

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



Open Text Fields

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



SKILL CATALOG

The Skill Catalog menu item of Admin > Processes allows the ability to compare cut & pasted resumes against the selected skills here. If matches are found, it will place the skills in the Applicant File > Experience Page > Skills Tab. Use the Status and Date Range criteria to refine the process. Leaving these fields blank will consider all.


Skill

Field Description: This drop-down list contains all the available Cyber Recruiter skills from Admin > Codes > Skills > Skill Codes. (Note: Hold CTRL key down to select more than one skill.) The skills selected will search the text resumes in Applicant Files to see if there is a match. If there is a match, the selected skills will default on the Applicant File > Experience Page > Skills Tab.

This should be done if the organization is using Applicant > Search Applicants > Database or Cyber Search with Skills. Only Applicants with skills listed on the Applicant File > Experience Page > Skills Tab will be considered in these types of searches.



Status

Field Description: This drop-down list contains all the available Applicant statuses that can be used to refine the search.




Date Range

Field Description: This drop-down list contains all the available date ranges that can be used to refine the search.



If an Applicant’s resume contains the selected skills (or synonyms) the skills will be added to the Applicant File > Experience Page > Skills Tab. If the Applicant already has the skill it will not be added again. Once the Skill Catalog Process is complete, an email notification will be sent to Administrator identifying giving some statistics about the selected skills and the number of Applicants who had these skills added.


ADMIN > JOB BOARDS

The Job Boards menu item of Admin contains a list of optional Job Boards to which Cyber Recruiter can interface. A complete detail on the setup and functionality of the following interfaces is available in the Job Board Guide.:

- CareerBuilder

- DICE

- eQuest

- HotJobs

- Monster


ADMIN > LOGS

EMAIL LOG

The Email Log menu item of Admin > Logs records and displays an abbreviated version of every email generated by Cyber Recruiter. Clicking on the Detail link displays the email in full. The Purge Email Log button deletes all email logs on or before a specified date. (Use the drop-down list as a shortcut to the Error Log).

Purge Email Log

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



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


ERROR LOG

The Error Log menu item of Admin > Logs records and displays an abbreviated version of every error generated by Cyber Recruiter. The Purge button deletes all email logs on or before a specified date. The Email button sends an email to Visibility Software’s Technical Support team all errors listed here. (Use the drop-down list as a shortcut to the Email Log).

Purge

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



Email

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




SEARCH LOG (OFCCP REQUIREMENT)

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

Purge Search Log

Field Description: Purge all searches from a specified date range.



Master Report Link (Upper

Right Corner)

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



Individual report (With Each Search)

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




Enabled Search Logging

Field Description: This field decides whether to make the requisitions available with the search. If this field = YES, a drop-down list of the available requisitions in the system is available to select from when conducting a search. If this field = NO, the drop-down list and comment field do not appear. Organizations who need to OFCCP complaint will want to turn this field on here.



Require a Req for all searches

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



Allow Note Substitute

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

User View: If selected, the User sees the text box option.



ADMIN > WEBSITE > CAREERS PORTAL

The Careers Portal is maintained and configured within Cyber Recruiter’s Admin section. The Careers Portal assists the Administrator in configuring their web pages (career pages and online application pages). For the career pages, the Administrator can determine if an introduction page is needed, how to browse for open employment opportunities, what the job description should look like, and how to display shortcut links to other career pages. For the online application pages, The Administrator can configure the order of the pages needed as well as the automated processes that should happen after Applicants complete the online application process

To access the Careers Portal, click on the Admin option off of the Main Menu Bar. Scroll down and click on Website > Careers.

OVERVIEW > DEPENDENCIES

This section introduces the pieces of the Careers Portal along with terminology clarification.

Intro Tab – This Tab sets up initial careers pages in which Applicants will start their career search on the corporate website.

- Hot Jobs Link – this section will pull a summary view of a requisition if the requisition is flagged accordingly on the Requisition File > Main Page

- Search Link – various fields are available here to pull requisition information out to the website for searching. Thus, if a field is selected here, it is a good idea to make sure that field is filled in with the Requisition File > Main Page prior to it posting to the Website. Building that check into the process will help.

Job Browsing Tab – This Tab determines how to layout the job opportunities and what information should be available to Applicants.

- Layout Section – various fields are available here to pull requisition information out to the website for the job posting. Thus, if a field is selected here, it is a good idea to make sure that


field is filled in with the Requisition File > Main Page prior to it posting to the Website. Building that check into the process will help.

- Posting Section – These settings are set in the Requisitions File > Main Page for each Requisition. If the values in each Requisition File do not equal this combination, then the Requisition will not pull to the Website.

Job Description Tab – This Tab determine the information included with the actual job description as well as the ability to refer to a friend

- Fields Section - various fields are available here to pull requisition information out to the website for the job description. Thus, if a field is selected here, it is a good idea to make sure that field is filled in with the Requisition File > Main Page prior to it posting to the Website. Building that check into the process will help.

- Job Description Section – various fields > tabs are available here to pull out the job description to the website. Thus, if a field > tab is selected here, it is a good idea to make sure that field is filled in with the Requisition File > Job Description Page and > or Notes Page prior to it posting to the Website. Building that check into the process will help

Online Application Tab – This Tab determines the pages of the online application, which pages to pull from the Self Service Portal.

- Contact Information Page – When turning on the three (3) fields at the top of the page, make sure they are turned on in Admin > Page Builder > Applicant > Applicant Detail

- Contact Information Page – When using Parsing as the starting point for the application, Advanced Parsing must be turned on in Admin > Links > Pre-Defined Links > Advanced Parsing

- Various Pages – If the pages selected to capture Applicant information have fields (Example – Contact Information Page – should capture First Name, Last Name, Address, etc…) then make sure those the desired fields are turned on in Admin > Website > Self Service.

Action – This Tab determines who should be notified when Applicants apply to the system and whether to send an automated Thank You email when Applicants complete the online application.

- Recruiter > Supervisor – any option that indicates ‘Recruiter’ and/or ‘Supervisor’ requires that a Recruiter and/or Supervisor be named for each requisition in the Requisition File > Main Page. Thus, it is a good idea to make sure these fields are filled in prior to posting the job to the website. Building that check in to the process will help.

Benefits – This Tab determines what benefits information should display on the website if > when the Benefits link is applied to the website.

- Dependencies: NONE


When working the Careers Portal it is important to note that the Administrator needs to wait until the page finishes loading before clicking on anything in this portal. If something is clicked before the page finishes loading, the Administrator might freeze the portal and will need to refresh the page before continuing.

Additionally, the Save Changes button is a global ‘Save Changes’ for the portal. It does not differentiate between tabs therefore Cyber Recruiter cannot remember what Tab the Administrator was on before clicking the Save Changes button. As a default, the Administrator will be taken back to the Intro Page Tab at the beginning of this portal. However, if the Administrator makes a change in one of the ‘Edit’ areas and ‘Save Changes’, Cyber Recruiter will take the Administrator to main page of that tab. In this regard, Cyber Recruiter can remember what Tab the Administrator was working.

INTRO PAGE TAB

The Intro Page Tab allows the Administrator to design the initial page of the organization’s careers section.

The Intro Page Tab is designed to be a launching point for the rest of the website. Making this page active (selecting YES) will allow the Administrator to create a welcome message for the careers section of the corporate website and provide direction to the applicants. The drop-down list at the bottom contains various links that can be placed on this page to act as shortcuts to other places in the careers section. Altogether, these this page and links will make up the full careers section of the corporate website.


Available Links

Link to Corporate Benefits – Link to view Benefits

Link to Self Service Login – Link to enter the Applicant Self Service Center

Link to First Careers Page – Link to Browse Open Positions

Link to First Page of Application – Link to the first page of the Online Application

Link to ‘Hot Jobs’ – Link to screen of featured jobs (additional setup needed)

Search Box – Displays a search option on the Intro page (additional setup needed)

Keyword Search – Displays an open text box to do keyword searching on requisitions

Company Name – Merge field to bring in the Company Name from Admin > System Setup

Link Properties

{CareersLink:Job Opportunities}

Code (CareersLink) – Contains hard coded direction of where the link should take Applicants when clicked. This should NOT be modified.

User-Defined Data Label (Job Opportunities) – the actual hyperlink as Applicants will see it


(Example of Intro Page from the Applicant’s View)


SEARCH BOX SETUP

The Search Box is a tool available on the Intro Page which allows the Administrator to set up pre-determined searching options which allow the Applicants to look for jobs not necessarily how the company has decided to organize them. For example, if the company website just lists all the jobs in a table, the search box would allow the applicant to narrow down the list by selecting only feature about the job which interests him/her. To set up the search box tool, first set up the details by clicking on the Search Box Setup link on the Intro Page. Select where this link should show on the Intro Page and place the Search Box link in the text as it should appear for the applicant.

Search Field Drop-down

Field Description: Fields from the Main Page of the requisition file which can be used to perform searches


Applicant View: Applicant will see the results from this selection. For example, if Location is chosen, the Locations listed in the system will be displayed on the Intro Page Search Box.

Search Field Field Description: Specify what this field should be called on the Intro Page Search Box.


Caption


Applicant View: Applicant will see the caption entered at the top of the search box. This field tells the Applicant what the list is related to in the Requisition.

Visible Fields Drop-down

Field Description: Fields from the Main Page of the requisition file which will appear when the Applicant selects to view this position.


Applicant View: Once an applicant runs the search, these are the fields which will be displayed so the Applicant can get more details on the job.

Visible Fields Caption

Field Description: Specify what this field should be called on the Job Summary page.


Applicant View: Applicant will see the caption entered next to the field results in the Job Summary.

Job Description Drop-down

Field Description: Select which text boxes from the Requisition File > Job Description Page should be used for a short (250 character) preview of the Job. Applicants will be able to view the whole description by clicking on the Job Title.


Applicant View: Applicant will see a short description on the Summary page before looking further into the full job description.


(Example of Search Box from the Applicant’s View)

(Example of Search Results from the Applicant’s View)


HOT JOBS SETUP

The Hot Jobs Section is a way for an organization to make Applicants aware of specific jobs in a centralized location. This section references back to the Requisition File > Main Page to determine which job should post to this area. To set up the Hot Jobs section, first set up the details by clicking on the Hot Jobs Setup link on the Intro Page. Then select where this link should show on the Intro Page and place the HotJobs link in the text as it should appear for the applicant. Finally, review currently open requisitions and change the field HotJobs from blank or N to Yes.

Text Box

Field Description: Type in the message which should appear on the top of this page instructing the Applicant as to how to use this page.


Applicant View: Applicant will see this message listed above the Featured Jobs.

Links Field Description: Use the drop-down list for links to place hyperlinks to other pages of


the website on the Hot Jobs page (these same links are used on the Intro Page)


Applicant View: Applicant will see the name of the hyperlink and be re-directed to that page.




Applicant View: Once an applicant runs the search, these are the fields which will be displayed so the Applicant can get more details on the job.










(Example of Hot Jobs Link on the Intro Page from the Applicant’s View)

(Example of Hot Jobs Results from the Applicant’s View)


JOB BROWSING TAB

The Job Browsing Tab allows the Administrator to configure the layout for the open career opportunities.

This page allows the Administrator to determine how open positions (requisitions) should post to the career page.

Method

Field Description: Select how the jobs should be displayed – see below for further descriptions on how each selection will appear.


Applicant View: Applicant will see the results of the selection here.

Status

Field Description: This box references back to the Requisition File > Main Page Status field and compares all the requisitions to the selections highlighted to determine which job should be posted to the website.



And/Or Field Description: We recommend always selecting AND for this drop-down list. If OR is selected the two lists will expand the options posted to the website instead of limiting


the options.



Posted

Field Description: This box references back to the Requisition File > Main Page Posted field and compares all the requisitions to the selections highlighted to determine which job should be posted to the website.




SINGLE PAGE – COMPLETE

The Single Page – Complete option lists the positions in alphabetical order of Job Title, one after another.

Text Box Field Description: Type in the message which should appear on the top of this page instructing the Applicant as to how to use this page.


Applicant View: Applicant will see this message listed above the Job Summary.





Applicant View: These are the fields which will be displayed so the Applicant can get more details on the job.









(Example of the Single Page – Complete layout from the Applicant’s View)


SINGLE PAGE – TABLE

The Single Page – Table option lists the positions in a table format, which defaults to listing the positions in alphabetical order based on of Job Title.

Text Box Field Description: Type in the message which should appear on the top of this page instructing the Applicant as to how to use this page.


Applicant View: Applicant will see this message listed above the Table of Jobs.


Field Description: Fields from the Main Page of the requisition file which will appear as table headings.


Applicant View: These are the fields which will be displayed so the Applicant can get more details on the job. The column heading can be sorted.



Field Description: Specify what the column of information should be called.


Applicant View: Applicant will see the caption at the top of the column.

(Example of the Single Page – Table layout from the Applicant’s View)


GROUPED PAGE – COMPLETE

The Group Page – Complete option lists open employment opportunities in two levels: first by group(s) and then by listing the positions one after another.

Text Box Field Description: Type in the message which should appear on the top of this page instructing the Applicant as to how to use this page. If grouping by an organizational


level, the merge field {OrgDesc} can be entered into this text box to display information from the Codes section specific to this group level.


Applicant View: Applicant will see this message listed above the Job Summary.




Applicant View: These are the fields which will be displayed so the Applicant can get more details on the job.









Group by Field Description: Select the field from Requisition File > Main Page which should be used as the first grouping level. Pressing Edit next to the field will provide a text box where instructions for the page can be entered.



Applicant View: The Applicant will see the results of the section. For example, if Location is selected the Applicant will see a list of locations. The text box will be seen above the list for this group.

Secondary Grouping

Field Description: Select the field from Requisition File > Main Page which should be used as the second grouping level. Pressing Edit next to the field will provide a text box where instructions for the page can be entered. . If grouping by an organizational level, the merge field {OrgDesc} can be entered into this text box to display information from the Codes section specific to this group level.



Display Number

Field Description: Select Yes to display the number, select not to display the number.


Applicant View: If Yes is selected, the applicant will see a number in parenthesis next to the grouping specifying how many jobs are posted for that grouping.

Display if No Openings

Field Description: Select Yes to always display the group, regardless of openings. We recommend setting Display Number to Yes if this option is set to Yes.


Applicant View: Applicant will always see the grouping regardless if there are openings for that group or not.

Center? Field Description: Selecting Yes will make the group appears in the center of the page instead of Left Justified.


Applicant View: Applicant will see the result of this setting.


(Example of the Grouped Page – Complete from the Applicant’s View)

(Example of the Grouped Page – Complete from the Applicant’s View)


GROUPED PAGE – TABLE

The Group Page – Table option lists open employment opportunities in two levels: first by a group feature and then by listing the positions in a table format, which defaults to listing the positions in alphabetical order based on of Job Title.

Text Box Field Description: Type in the message which should appear on the top of this page instructing the Applicant as to how to use this page. If grouping by an organizational level, the merge field {OrgDesc} can be entered into this text box to display information from the Codes section specific to this group level.



Applicant View: Applicant will see this message listed above the Table of Jobs.


Field Description: Fields from the Main Page of the requisition file which will appear as table headings.




Field Description: Specify what the column of information should be called.



Group by Field Description: Select the field from Requisition File > Main Page which should be used as the first grouping level. Pressing Edit next to the field will provide a text box where instructions for the page can be entered.



Secondary Grouping

Field Description: Select the field from Requisition File > Main Page which should be used as the second grouping level. Pressing Edit next to the field will provide a text box where instructions for the page can be entered. . If grouping by an organizational level, the merge field {OrgDesc} can be entered into this text box to display information from the Codes section specific to this group level.

User View: This field is not displayed to the User



Display Number

Field Description: Select Yes to display the number, select not to display the number.


Applicant View: If Yes is selected, the applicant will see a number in parenthesis next to the grouping specifying how many jobs are posted for that grouping.

Display if No Openings

Field Description: Select Yes to always display the group, regardless of openings. We recommend setting Display Number to Yes if this option is set to Yes.


Applicant View: Applicant will always see the grouping regardless if there are openings for that group or not.

Center? Field Description: Selecting Yes will make the group appears in the center of the page instead of Left Justified.




(Example of how the Grouped Page – Table first level looks to Applicants).

(Example of how the Grouped Page – Table second level looks to Applicants).


JOB DESCRIPTION TAB

The Job Description Tab allows Cyber Recruiter the Administrator to configure the job description page, as Applicants should the full job description listing.

Job Title View Field Description: Select how the Job Title information should be shown on the top of the Job Description page. Req Code will display only the Code associated with this requisition; Req Description will display only the Title; Code: Description will display both the code and the description.




Field Description: Fields from the Main Page of the requisition file which will appear as detail information in the Job Description.



Visible Fields Field Description: Specify what the column of information should be called.


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


Apply Now Field Description: Enter text if something other than Apply Now should show on the button at the bottom of the page for the applicant to begin the online application.



Refer A Friend Field Description: Set this option to Yes, if an applicant should be able to send the Job Description to another person. This information will not be recorded into Cyber Recruiter and additional setup is required (see below).


Applicant View: If set to Yes, Applicant will see another button which says Refer A Friend.

Job Description Field Description: Job Description Section allows the Administrator to determine what tab(s) from the Requisition File > Job Description Page should be used for the full job description. Click the Add button to add a tab > note or the Edit button to modify what is there


Applicant View: Applicant will see the result of this setting. Sections will be broken up by the Title (if entered) and the Instructions (if entered). Otherwise, the job description will simply flow from one text section to another.

Text Box Field Description: Type in the message which should appear on the top of this page instructing the Applicant as to how to use this page. We recommend placing any EEO notations and/or links back to other pages of the careers site in this text box.



Applicant View: Applicant will see this message listed above the Job Description

(Example of how the Job Description Page looks from the Applicant’s View.)


REFER A FRIEND SETUP

The Refer A Friend Section is unique page which will allow the viewer of the careers site to send this job description to someone else. The information does not get written into Cyber Recruiter and this should not be used as an Employee Referral since the information does not get passed on to the HR staff. To set up the page, first set up the details by clicking on the Refer A Friend Edit link on the Job Description Page. Then change the setting to Yes on the Job Description Page.

This page allows the Administrator to configure the “Refer a Friend” functionality. The first HTML editor creates the email that will be sent to the person being referred. The Fields drop-down list under the first editor contains merge fields that can be utilized in the email message.


Email Field Description: Enter the text which will be sent in an email to the person designated by the Applicant / website Viewer.



Instructions Field Description: Enter instructions for this web page. We recommend explaining the purpose of this page and displaying a copy of the email text which will be sent.



Applicant View: This message will appear on the top of the page before submitting the details of the sender and person sending.

Thank You Field Description: Enter a message of thanks. We recommend also putting a link back to another page in the website so the Applicant can continue his/her search.


Applicant View: Applicant will see this when the email has been sent.

(Example of how the Refer A Friend Page looks from the Applicant’s View.)


ONLINE APPLICATION TAB

The Online Application Tab allows the Administrator to configure the online application(s) for the Applicants to fill out when applying.

This page allows the Administrator to develop online applications. The Online Application Tab has a dependency relationship with the Self Service Portal. The Career Portal allows the Administrator to select the order of the pages using the Wizard Page fields as well as put some requirements to the page itself (Example – how many educational experiences are required, is the resume required, etc…). However, the Self Service Portal is where the Administrator configures what fields will be displayed.

Various application templates can be developed here and then applied to each requisition as needed. For example – if some positions require security clearance information and some do not; the Administrator can make an application for those types of positions and use the default application for all others. To create a template, click on the New link on the Template field line.


Give the Template a name that will easily identity it and click Save Changes when done.

Once the template is created, select it in the Template field from the drop-down list. The page will refresh so that the Administrator can create the application and > or maintain it as needed. Click Save Changes when done. After all necessary application templates are created in the Careers Portal; the Administrator can select the appropriate template to use in the Requisition File > Main Page in the Template field.

There are many pages to select and use in the online application. With each page, there is a chance to edit the instructions and set certain requirements depending on the page.


CONTACT INFORMATION PAGE

Field Description: This page will display items from multiple areas in Cyber Recruiter. The details which are controlled by the page:

Parse from Resume : Set this to Yes to start the online application with a formatted resume. This field is not available unless the Admin > Links > Pre-Defined Links > Advanced Import is enabled.

Include Referral Source : Choosing Yes or Required will make the question entered in the text box display on the website. The drop-down on the website will pull from the Referral Source list.

Include Desired Salary : Choosing Yes or Required will make the question entered in the text box display on the website. This will be an option text box.

Include Position Desired : Choosing Yes or Required will make the question entered in the text box display on the website when someone does not select a current opening. The drop-down on the website will pull from the Position Desired list.

Applicant Status : Enter the status which this applicant should be once completing this page. Recommendation: Incomplete.

Validate Email : Set to Yes to provide another field which will verify the email address entered is the same. Recommendation: set this to Yes to ensure the email address entered is correct.

User View: The user will see the results of this page inside Cyber Recruiter. The Contact Information will display on the Applicant File > Demographics Page, all other information collected will appear on the Applicant File > Application Page.

Applicant View: If parsing is set to Yes, the Applicant will be asked to submit a formatted resume to start the process. Otherwise, the Applicant will start with the detail page and see the message listed at the top, followed by any contact information requested. The next section will display the standard questions set in the Contact Information page, followed by any questions marked as Pubic in the Admin > Page Builder > Applicant > Application Questions section. The final section of this page displays any requisition specific question set and marked as Public inside the Requisition File > Req Questions Page.

RESUMEField Description: This page will display a text box to submit a text resume and a browse box to upload a resume. This page will not be displayed if the Parsing feature is set to yes.

Text Resume Available : Set this to Yes to display a text box for the applicant to enter in a text resume.


Text Resume Required : Set this to Yes to require the text box be completed before moving to the next page.

Resume Text Minimum Length : Enter the minimum length of the text resume can be before moving to the next page.

Resume Upload Available : Set this to Yes to display a browse option to upload a resume.

Resume Upload Required : Set this to Yes to require the uploaded resume before moving to the next page.

User View: The user will see the results of this page inside Cyber Recruiter in the Applicant File > Resume Page and for any link to the resume.

Applicant View: Applicant will see a page to submit his/her resume.

COVER LETTER

Field Description: This page will display a text box to submit a cover letter.

Cover Letter Text Minimum Length : Enter the minimum length of the cover letter before it will be accepted and allow the applicant to move on.

User View: The user will see the results of this page inside Cyber Recruiter in the Applicant File > Resume Page.

Applicant View: Applicant will see a page to submit his/her cover letter.

EDUCATION

Field Description: This page will collect education information from the applicant. The page is designed to allow for unlimited number of records and only requires the applicant to press Add to enter more detail.

Required Records : Enter the minimum number of records which must be entered prior to moving to the next page.

User View: The User will see this information in Applicant File > Experience Page > Education

Applicant View: The Applicant will see a page requesting educational information. If Parsing is set to yes, this information will already be extracted and the Applicant should verify the information.


SKILLS

Field Description: This page will collect skills information from the applicant. The page is designed to allow for unlimited number of records and only requires the applicant to press Add to enter more detail.

User View: The User will see this information in Applicant File > Experience Page > Skills Tab

Applicant View: The Applicant will see a page requesting skills information. If Parsing is set to yes, this information will already be extracted and the Applicant should verify the information. Additionally, if the Skills Category code table is being used the Applicant can filter the Skills list based on this field.

PREVIOUS EMPLOYMENT

Field Description: This page will collect employment information from the applicant. The page is designed to allow for unlimited number of records and only requires the applicant to press Add to enter more detail.

- Required Records : Enter the minimum number of records which must be entered prior to moving to the next page.

User View: The User will see this information in Applicant File > Experience Page > Previous Employment

Applicant View: The Applicant will see a page requesting employment information. If Parsing is set to yes, this information will already be extracted and the Applicant should verify the information.

MILITARY HISTORY

Field Description: This page will collect military history information from the applicant. The page is designed to allow for unlimited number of records and only requires the applicant to press Add to enter more detail.

User View: The User will see this information in Applicant File > Experience Page > Military History

Applicant View: The Applicant will see a page requesting military history information.

SECURITY Field Description: This page will collect security clearance information from the applicant. The page is designed to allow for unlimited number of records and only


CLEARANCES

requires the applicant to press Add to enter more detail.

User View: The User will see this information in Applicant File > Experience Page > Security Clearance

Applicant View: The Applicant will see a page requesting security clearance information.

ATTACHMENTS

Field Description: This page will collect additional attachments which are in an electronic format from the Applicant.

User View: The User will see this field in the Applicant File > Attachments Page.

Applicant View: Applicant will see a page requesting additional electronic documents be uploaded to his/her file.

REFERENCES

Field Description: This page will collect professional references from the applicant. The page is designed to allow for unlimited number of records and only requires the applicant to press Add to enter more detail.

Required Records : Enter the minimum number of records which must be entered prior to moving to the next page.

User View: The User will see this field in the Applicant File > References Page.

Applicant View: Applicant will see a page requesting reference information.

ADDITIONAL INFORMATION

Field Description: This page will collect additional notes from the applicant based on a question which is posted. The instructions for the page should detail what the provided text box should be used for.

Note Type : Select from the drop-down which note this information should be associated with in the Applicant’s file.

User View: The User will see this field in the Applicant File > Notes Page.

Applicant View: Applicant will see a page requesting additional information and a text box which will allow him/her to respond.


PERSONAL INFORMATION

Field Description: This page will collect personal information to be used for EEO and/or AAP reporting.

User View: The User will see this field in the Applicant File > Demographics Page > EEO Section.

Applicant View: Applicant will see a page requesting personal information to be used for EEO reporting. Recommendation: Be sure to enter an explanation of why this information is being requested and that by not pressing the NEXT button the previous information will not be directed to a reviewer.

APPLICANT AGREEMENT

Field Description: This page will display an applicant agreement for the applicant to review and sign-off on before the entire application is sent to a reviewer.

Require Exact Name : If check marked, this requires the exact name used on the Contact Information page to entered into the text box for the signature.

User View: If the agreement is signed, the User will see this field in the Applicant File > Application Page.

Applicant View: Applicant will see a page displaying the agreement and a text box to sign at the bottom. The applicant does not have the ability to disagree.

THANK YOU PAGE

Field Description: This page displays a message of Thank You to the applicant upon completing the application process. Recommendation: Display information related to logging into the Self Service system to encourage applicants to apply for other jobs.

User View: Login information can be found on the Applicant File > Application Page

Applicant View: Applicant will see a page of Thank You and gain login information for the Self Service system.





DUPLICATE CHECKING

The Click here to edit the ‘Duplicate Applicant’ message link allows the Administrator to enter the standard message Applicants will see if they attempt to go through the online application process more than once. It should contain a message that will redirect them to the Self Service Portal to apply for additional jobs, update their resume, etc… The drop-down list at the bottom provides the ability to add shortcut links to this page to the Self


Service Portal or any other place in the website as determined by the organization. Click the Save Changes button to complete the page.

ACTION TAB

The Action Tab determines what processes happen when Applicants apply as well as complete the online application process.

INBOX OPTIONS

Add to Which Inbox

Field Description: Check mark one, two or all three options related to the Inbox settings. ‘Recruiter’ will direct the information to the Inbox of the Recruiter, ‘Supervisors’ will direct the information to the Inbox of the Hiring Manager and ‘Other’ allows the Administrator to select a specific person to direct the information to outside the roles of a requisition.




Recipients

Field Description: Click on the link for Recipients to determine which user to direct information to. Highlight one or multiple people.



Only if not applying to a

position

Field Description: Check mark this option if the designated person should only receive information for people not applying to specific requisitions.



Stop if Unacceptable

Field Description: Check mark to NOT put the information into the designated Inbox if the applicant answers questions unacceptably. The questions must be set up in the Page Builder section prior to this setting functioning.



Select Page Drop-down

Field Description: Use the drop-down list to determine when this action should occur. After Contact Info will make this action occur after the first page of the online application is completed. Thank You page will make this action once the applicant reaches the Thank You page (typically the last page of the application)




ROUTING OPTIONS

Direct to Which Person

Field Description: Check mark one or both options related to the automatic routing. ‘Recruiter’ will send the Routing email to the Recruiter of the position the applicant applied to, ‘Supervisors’ will send the Routing email to the Hiring Manager of the position the applicant applied to



Edit Links Field Description: Click on the edit links to further set what will be displayed and allowed in the routing email.

Allow Responses from Email : Will display the list of Applicant Status for this recipient to select from and update the system.


Email Responses back to Sender : Will send an email back to the Recruiter of the response selected.

Update Req Status : Will update the Status of this position for the applicant as well as capture the response. Recommendation: Only activate this setting for either the Recruiter or the Manager, not both.

Routing should come from: Drop-down list to select who routings should come from when. The options are Recruiter, Supervisor, or Online User.












ADDITIONAL OPTIONS

Send Acknowledgement

Field Description: Checkmark to send the email and then press Edit to compose the information which will be sent to the Applicant after he/she submits his/her interest in a position.


Applicant View: Applicant will receive an email acknowledging his/her submission.

Email a particular user Field Description: Checkmark to send the email to a person (user or non-user) and then press Edit to compose the information which will be sent to the person each time an applicant applies. Click on the Recipients link to specify which individuals should receive this email.

User View: User specified will receive an email.



Change Applicant Status

Field Description: Select which status (Overall and Requisition Specific) the applicant should be once the application is complete.

User View: The result of this field is viewable as the Overall Status or on the Applicant File > Activity Page > Attached Reqs Tab






If answered questions unacceptably, change

to...

Field Description: If the Applicant answers a question unacceptably, then the Applicant’s status for that requisition will change to the status indicated here.

User View: Will see the updated status with either on the Requisition File > Assigned Apps Page or the Applicant File > Activity Page > Assigned Reqs Tab


Allow Encrypted URL

Field Description: This field allows for links from external sites to access the Cyber Recruiter web pages. This should be set to Yes, if any job posting to job boards is performed.




BENEFITS TAB

The Benefits Tab ties to the Benefits link on the Intro Page. When the link is on the Intro Page, any benefits listed here will display to the Applicants.

This page allows the Administrator to set up the organization’s benefits that Applicants should see when coming to the corporate website in this HTML editor.


ADMIN > WEBSITE > SELF SERVICE PORTAL

The Self Service Portal is maintained and configured within Cyber Recruiter’s Admin section. The Self Service Portal has two functionalities allowing Users and Applicants/Employees to maintain Applicant/Employee information with ease. The first functionality of the Self Service Portal is to configure the desired pages for the online application. This functionality works in conjunction with the Careers Portal. The second functionality of the Self Service Portal is to configure the pages for Applicants/Employees to use when they enter the Self Service link on the corporate website to apply to additional positions and/or complete various pieces of application information.

To access the Self Service Portal, click on Main Menu Bar > Admin > Website > Self Service.

OVERVIEW

The following pages can be displayed in the Self Service Portal for Applicants or Employees to submitted and/or review information.

Additional Information Page Purpose: Captures a note from the Applicant/Employee

User View: Applicant File > Notes Page

Applicant/Employee View: Individual can enter a note either with the


application and/or in the Self Service when the page is available.

Applicant Agreement Page Purpose: Stores the agreement which will print on the Print App report and captures a signature from the Applicant/Employee

User View: Signature and Date Fields are stored in Applicant File > Application Page. The agreement wording is seen on the Print App Report.

Applicant/Employee View: Individual can review the agreement and sign it if necessary and/or available.

Application Questions Page Purpose: Displays questions asked of all applicants

User View: Applicant File > Application Page

Applicant/Employee View: Individual can update application questions as needed.

Attachments Page Purpose: Captures additional electronic documents from the Applicant/Employee

User View : Applicant File > Attachments Page

Applicant/Employee View: Individual can upload additional electronic documents when available.

Browse Open Reqs Page Purpose: Allows Applicant/Employee to browse openings and apply to additional positions

User View : Applicant File > Activity Page > Attached Reqs Tabs

Applicant View: Individual can browse openings flagged to post to Both or Corporate and submit interest in a new position.

Employee View: Individual can browse openings flagged to post to Internal or Both and submit interest in a new position. Individual can also submit


referral to positions posted as Both.

Contact Information Page Purpose: Captures demographic information

User View: Applicant File > Demographics Page

Applicant/Employee View: Individual can update contact information.

Contact Us Page Purpose: Displays contact information for the organization

User View: This information is not displayed for the User.

Applicant/Employee View: Individual can read how to contact the HR group if there are questions.

Cover Letter Page Purpose: Captures a text cover letter from the Applicant/Employee

User View: Applicant File > Resume Page > Cover Letter Tab

Applicant/Employee View: Individual can update his/her cover letter.

Custom Links Page Purpose: Allow the Administrator to create additional links in the Self Service Portal to other web pages not specific to Cyber Recruiter.

User View: Not shown unless set up

Applicant/Employee View: Not shown unless set up

Education Page Purpose: Captures educational information

User View: Applicant File > Experience Page > Education Tab

Applicant/Employee View: Individual can update his/her education.

Employee Referral Page Purpose: Stores the settings for the employee referral system which allows Employees to submit referrals (open position or just a general


referral).

User View: Applicant File > Referral Page

Employee View: Individual will see a link on the Job Description page to submit a referral. He/she will also see a page called Referral where he/she can view the applicants who were previously submitted and submit additional people.

Forgot Login Email Page Purpose: Stores the text for the email which is sent if someone requests new login information via email.


Applicant/Employee View: Applicant will get an email with the User Name and Password to use for logging into the Self Service Portal.

General Page Page Purpose: Stores the settings and messages to be used on the Home page.


Applicant/Employee View: Individual will see a welcome page and the list of position he/she has applied for.

Login Page Page Purpose: Stores the settings for the text box which appears above the login information and what happens if the login information cannot be verified.


Applicant/Employee View: Individual will see instructions for logging into the system and/or a message if the information doesn’t match what is inside Cyber Recruiter.

Military History Page Page Purpose: Captures military information


User View: Applicant File > Experience Page > Military History Tab

Applicant/Employee View: Individual can update military history information.

Miscellaneous Page Purpose: Captures other information about the Applicant/Employee

User View: Applicant File > App Details Page

Applicant/Employee View: Individual can submit additional information upon request.

Password Generation Page Purpose: Allows the Administrator to specify a logical scheme for passwords generated by the system for the Applicant/Employee


Applicant/Employee View: This information will come over on the Thank You page or in the email if the Forgotten Login Email is generated.

Password Retrieval Page Purpose: Stores the settings for the page which will allow an Applicant/Employee to retrieve login information without an email address.


Applicant/Employee View: Individual will see a page asking for specific information about him/her prior to making the password information available.

Personal Information Page Purpose: Captures personal information to be used for EEO and/or AAP reporting.

User View: Applicant File > Demographics Page > EEO Tab

Applicant/Employee View: Individual can update personal information.

Previous Employment Page Purpose: Captures previous employment information


User View: Applicant File > Experience Page > Previous Employment Tab

Applicant/Employee View: Individual can update employment information.

References Page Purpose: Captures reference information.

User View: Applicant File > References Page

Applicant/Employee View: Individual can update references

Requisition Questions Page Purpose: Activates the ability to ask requisition specific questions when an Applicant/Employee applies for a position inside the Self Service Portal.

User View: Applicant File > Application Page

Applicant/Employee View: Individual will be prompted with additional questions, as assigned, based on the job his/her applies for in the Self Service Portal.

Resume Page Purpose: Captures a text and/or formatted resume

User View: Applicant File > Resume Page > Resume Tab

Applicant/Employee View: Individual can update his/her resume

Skills Page Purpose: Captures skills

User View: Applicant File > Experience Page > Skills Tab

Applicant/Employee View: Individual can update his/her skill list

Security Clearance Page Purpose: Captures Security Clearance information


User View: Applicant File > Experience Page > Security Clearance Tab

Applicant/Employee View: Individual can update information on security clearances

(Example: The Self Service Portal from the Applicant/Employee View)

STANDARD PAGE SETTINGS

Each page in the Self Service Portal tracks unique information; however, each page has some items which are also universal. Standard page settings include Contact Information, Education, Military History, Personal Information, Previous Employee, References and Security Clearance,


Page Drop-downField Description: Use for navigation to other page in the Self Service Portal.

TitleField Description: Enter a caption to have the page display a different title on the Self Service Portal left-hand navigation

Available for Applicants?Field Description: Set to YES to make this page viewable for Applicants. (Anyone who does NOT have an Overall Status = HIRED)

Access for Applicants?Field Description: Select what the Applicant can do on this page. View (only see information), Add Only (can add records but not change anything, or Update (can edit and delete information).


Available for Employees?Field Description: Set to YES to make this page viewable for Employee. (Anyone with the Overall Status = HIRED)

Access for Employees?Field Description: Select what the Employee can do on this page. View (only see information), Add Only (can add records but not change anything, or Update (can edit and delete information).

Text Box(s)Field Description: Type instructions for the page and/or action to be taken. These instructions are displayed to the Applicant/Employee when they are on this page in the Self Service.

List of Fields to DisplayField Description: Highlight the fields which to display on in the Self Service as well as on the online application.

List of Required FieldsField Description: Highlight the fields which should be required before this record will be accepted and written to the database.

PAGE SPECIFIC SETTINGS

Most of the page in the Self Service Portal are designed the same way and allow the Administrator to turn the page on both the Applicant and Employees as well as select the level of security the page as well as the instructions/fields that should show. However, there are exceptions to the rules such that some of the page has act a little be differently in order to provide maximum functionality.

ADDITIONAL INFO PAGE

The Additional Info Page provides Applicants/Employees the opportunity to add specific information requested by the organization as needed. The unique field/setting on this page is the Note Type. This field defines what Note Type to list this information under in the Applicant File when it is necessary to collect additional information.



‘BROWSE OPEN REQS’ PAGE

The ‘Browse Open Reqs’ Page provides Applicants/Employees an opportunity to apply to additional jobs. The available options are similar to the ones in Admin > Website > Careers > Job Description Tab and Actions Tab.

Available for Applicants?Field Description: Set to YES to make this page viewable for Applicants. (Anyone who does NOT have an Overall Status = HIRED)

Access for Applicants?Field Description: Select what the Applicant can do on this page. View (only see information), Add Only (can add records but not change anything, or Update (can edit and delete information).

Available for Employees?Field Description: Set to YES to make this page viewable for Employee. (Anyone with the Overall Status = HIRED). Set to REFERAL ONLY to make this page viewable to Employees for the purpose of submitting referrals only, not to apply.


Access for Employees?Field Description: Select what the Employee can do on this page. View (only see information), Add Only (can add records but not change anything, or Update (can edit and delete information).

Max Jobs

Field Description: Specify how many jobs an applicant/employee can apply to. Press the Edit button to enter a message which will appear if the applicant exceeds this limit.


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

Per …

Field Description: Specify the number of days for which the Max Jobs applies. For example, if the applicant can only apply to 3 jobs in 6 months, put 180 in the Per… field.



HTML Editor

Field Description: Instructions and/or words to show with the page


Applicant/Employee View: When Applicants/Employees click on the link to view this page from the Self Service Portal, they will see the wording at the top of the page as indicated here.

Fields

Field Description: There are up to four (4) fields of requisition information that can be pulled from the Requisition File > Main Page to post here to give more information about the position.


Applicant/Employee View: When Applicants/Employees click on the link to view this page from the Self Service Portal, they will see the fields selected set by the Caption labels given.


Job Description

Field Description: These fields allow for the Administrator to include a full job description for positions posted in the Self Service. It pulls the information from the Requisition File > Job Description Page and/or Notes Page.


Applicant/Employee View: When Applicants/Employees click on a position to see job description, from the Self Service Portal, they will see information selected here.

Add to Which Inbox Field Description: Check mark one, two or all three options related to the Inbox


settings. ‘Recruiter’ will direct the information to the Inbox of the Recruiter, ‘Supervisors’ will direct the information to the Inbox of the Hiring Manager and ‘Other’ allows the Administrator to select a specific person to direct the information to outside the roles of a requisition.






Applicant/Employee View: This field is not displayed.

Direct to Which Person

Field Description: Check mark one or both options related to the automatic routing. ‘Recruiter’ will send the Routing email to the Recruiter of the position the applicant applied to, ‘Supervisors’ will send the Routing email to the Hiring Manager of the position the person applied to



Routing Edit Links Field Description: Click on the edit links to further set what will be displayed and allowed in the routing email.


Email Responses back to Sender : Will send an email back to the Recruiter of the response selected.

Update Req Status : Will update the Status of this position for the applicant as well as capture the response.

Routing should come from: Drop-down list to select who routings should come from when. The options are Recruiter, Supervisor, or Online User.


Recommendation: Only activate this setting for either the Recruiter or the Manager, not both.







Add to Other Inboxes

Field Description: Checkmark and press the Edit box to specify a user who is not connected to the requisition to be notified.

User View: This field is not displayed

Applicant/Employee View: This field is not displayed

Send Acknowledgement

Field Description: Checkmark to send the email and then press Edit to compose the information which will be sent to the Applicant after he/she submits his/her interest in a position.


Applicant/Employee View: Applicant/Employee will receive an email acknowledging his/her submission.

Send email to a particular user

Field Description: Checkmark to send the email to a particular User then press Edit to compose the information which will be sent to the User after an Applicant submits his/her interest in a position. Click on the Recipients link to select the particular User(s).

User View: The designated User will receive an email acknowledging the


Applicant submission.



CUSTOM LINKS PAGE

The Custom Links Page contains the necessary links for Applicants > Employees use as needed.

This page allows the Administrator to determine what custom links should be available to the Applicants > Employees on the Custom Links Page in the Self Service Portal. To add a custom link, click the Add button.

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


Applicant/Employee View: This name will appear on the left-hand menu as a new page


available to the individual.

Link Page

Field Description: This field contains the actual URL that is needed to make this link work.



Open in New Window

Field Description: This Yes > No setting determines whether the link will open in a new Internet Explorer window or in the existing window (replacing the Self Service Portal).



Available to

Field Description: Select Employees, Applicants or Both to grant access to this page based on the status of the individual.



EMPLOYEE REFERRAL PAGE

The Employee Referral Page contains all the setup for the Employee Referral feature.

General Tab

The General Tab sets the tone for the Employee Referral feature. It decides who should track Employee Referrals in the Cyber Recruiter program, as well as what kind of referrals are allowed along with the payout feature.


Enabled

Field Description: Setting this to YES will display this Portal in the Self Service system.


Employee View: Turning on this page activates two sections of the Self Service Portal. The first section is a page called “Referral” which will appear for Employees on the left-hand menu. The second section is a hyperlink on the Job Description page called “Submit Referral”.

Security

Field Description: Click on this link and highlight the users who should have access to the Employee Referral information inside Cyber Recruiter.

User View: Turning on this page activates three items in Cyber Recruiter. The first item is a page which tracks all employee referral information. This page is accessed under Applicant > Employee Referral. The second item is a page in the Applicant File called Employee Referred. The third item is a task which will appear on the Home Page for bonuses to be paid.

Employee View: This field is not displayed to the Employee

Send Email Field Description: Set this option to YES and press the EDIT link to create an email


which will be directed to the potential applicant which can include the job description and a link back to the website for the applicant to apply.


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

Allow referrals to specific positions

Field Description: This option allows Employees to submit referrals to a position in the Self Service Portal.


Employee View: With this option, the Employees see a ‘Submit Referral’ link when reviewing positions in the Self Service on the Job Description Page.

Allow referrals WITHOUT requiring a

position

Field Description: This option allows Employees to submit referrals in general and not to a position.

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

Employee View: With this option, the Employees will be able to submit referrals through the Referral link in the Self Service.

Instructions for the Employee Referral Page

Field Description: This option allows the Administrator to provide instructions for the Employees on how to submit the referrals.

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

Employee View: With this option, the Employees will be able to see the instructions when they click on the Referrals link in the Self Service.


(Example: Job Description Page and Left-Menu from the Employee View)

Duplicate Tab

The Duplicate Tab contains the message the Employees should see when they submit an Applicant that is already in the database and being considered.


Note Instructions Tab

The Note Instructions Tab allows for instructions on additional information needed. This can be as general as additional notes or more direct information like ‘What do you think this candidate is a good fit for the position?’

Fields Tab

The Fields Tab allows the Administrator to select what fields should show on the Employee Referral Form and which fields are required.


Actions Tab

The Actions Tab determines what should happen after the Employee Referral is submitted. An email to Referral can be sent, an email to the Recruiter and/or Hiring Manager as well as an email to someone else of the Administrator’s choice. Click the Edit links to write the email template.


(Example: Employee Referral Submission Form from the Employee View)

Once the submission is complete, the employee can use the Referral Page to review the information, submit this person to another position or add a submission without attaching a job.

(Example: Referral Page from the Employee View)

General Page

The General Page contains general settings for the Self Service system.


WidthField Description: Used to set the width of the page displayed for the Online Application and the Self Service system.

Login FieldField Description: Choose which field will be used as the Login field for the Self Service Portal. The three choices are Email Address, Applicant ID and Custom Login field. Selecting Custom Login will post a “Login” field on the Contact Information page.

Show Jobs Already

Attached

Field Description: Set to YES to allow Applicants/Employees to see jobs for which he/she previously applied. Three pieces of information will be posted in a table format related to this information – Job Title, Application Date and Position Status.


Applicant/Employee View: Will show all the jobs this person has applied to.

Withdraw from Positions

Field Description: Set to YES to allow Applicants/Employees to remove themselves from consideration for a position. Set to OPEN ONLY to allow Applicants/Employees to remove themselves from consideration for a position that is Open Only.

User View: Users will see the status changed to WITHDRAWN if this option is used.

Applicant/Employee View: Applicants/Employees will see a hyperlink to Withdraw next to a position.


Self Service Link

Field Description: This path connects the Careers Portal and Self Service Portal. If this path is incorrect, the Online Application will not work.

Column Captions

Field Description: Enter in the titles to display for the column headings for job which the Applicant/Employee has already applied.


Applicant/Employee View: Sees the captions as column headers

NEW POSITION NOTIFICATION PAGE

The New Position Notification Page allows Applicants applies to set up email notifications of new positions that become available with the organization.


This page allows the Administrator to determine who has access to the Job Agent link on the Self Service website. If an Applicant/Employee sets up a Job Agent, it expires after the days entered in the Notification expire after field. The bottom of page determines the fields available to set up the Job Agent. The trigger for the alert will be setting the position to ‘Open’ and posted externally.


(Example of the New Position Email)

PASSWORD GENERATION PAGE

The Password Generation Page allows for logic in the password generated for the Self Service Portal.

This page allows the Administrator to determine what logic (if any) should apply to the password that is generated for each Applicant entered in Cyber Recruiter. The drop-down list at the bottom of the page contains the available variables that can be used in the scheme. If nothing is entered here, Cyber Recruiter will default to random alpha/numeric passwords.

PASSWORD RETRIEVAL PAGE

The Password Retrieval Page allows the Administrator to post out a page where Applicants / Employees can retrieve a password and user login information without needing an email address.


Allow

Field Description: A check in this box displays the page on the website


Applicant/Employee View: A new link will appear under the email address box which says ‘No Email Address? Click Here’

Fields

Field Description: Checkmark which fields should be used to verify the information for this individual.


Applicant/Employee View: Individual will see a message and the fields provided to enter information for verification. (NOTE: if the Birth City, Favorite Color and/or Pet Name are select, be sure to turn these on in the Admin > Website > Careers > Online Application Tab > Contact Info Page > Edit for the Applicant to supply the information with the initial online application.


(Example: The Password Retrieval Screen from the Applicant/Employee View)


ADMIN > WEBSITE > E-OFFER PROCESS

The E-Offer Process is a webpage which allows and Applicant to view his/her Offer Letter from a PDF on a web page and then he/she can accept or deny the offer. This portal has set up which must be set in both the Website section and the Page Builder section. The following instructions are the recommended way of setting this process up.

WEBSITE SETUP

In the Admin > Website > E-Offer Process Page, specify the details which will enable the website to function and appear professional to anyone to receives and E-Offer.

Header Field Description: Enter a title for the page



Applicant/Employee View: Field appears as the header for the page after the applicant clicks on the link to view the offer.

Overall Status

Field Description: Choose which status the Applicant Overall Status should change to upon acceptance of this offer (if desired).

User View: Applicant File > Header, Applicant File > Status/History will be updated.

Applicant/Employee View: This is not displayed to the Applicant/Employee.

Req Status

Field Description: Choose which status the Applicant Status for this position should change to upon acceptance of this offer (if desired).

User View: Applicant File > Activity > Attached Reqs

Applicant/Employee View: This is not displayed to the Applicant/Employee.

Message on E-Offer Page

Field Description: Enter instructions to display to the Applicant/Employee on how to use the page.


Applicant/Employee View: Instructions are seen under the Header for the page

Message when accepted

Field Description: Compose a message to appear when the Accept Button is pressed.


Applicant/Employee View: After pressing accept, this message will appear

Message when denied

Field Description: Compose a message to appear when the Declined Button is pressed.


Applicant/Employee View: After pressing declined, this message will appear


(Example: The E-Offer Page from the Applicant/Employee View)

CUSTOM EMAIL SETUP

In the Admin > Page Builder > Correspondence Templates > Custom Template Page, select to edit the template for the Offer Letter Email Template. If one is not created, please ADD a record instead of editing it.


Use the drop-down list for Fields to find the corresponding merge fields for an Offer Letter. There are merge fields to be used for any requisition – which start with Position – and there are field to be used related to the Position for an Offer. Ensure that the merge fields are related to the Offer and not just a Position. This may require replacing fields which were previously in use and updating the template with new merge fields. To display the link to the E-Offer Page, find the Offer Letter Link in the Fields drop-down list and ADD this field where it should appear in the email.

(Example: The E-Offer Email from the Applicant/Employee View)


ADMIN > WEBSITE > AGENCY PORTAL

The Agency Portal provides staffing agencies access to submit Applicant information online to the organization. Agencies can be set up with multiple contacts and each contact can have access to this portal. Designate the jobs the agencies should post Applicants to and then agencies can submit basic contact information, resume and add a note as needed.

When Applicant information is submitted to the system, an Applicant file is created and added to the requisition. The Referral Source field is flagged as being submitted by the agency and a new page is added to the Applicant File > to track which agency and which contact at that agency submitted this applicant.

IMPORTANT NOTE: This is a separate web page and to use it will require a new page be designed - either by Visibility Software or internally (reference the Installation Guide; section to create a web page).

SETUP PAGE

The Setup Page of the Admin > Website > Agency Portal is where the Administrator sets some general permissions and layout for use of the portal.

Enabled

Field Description: When this field is set to YES, the Agency Portal is active and all those highlighted in the User column will be able to submit jobs to agencies.


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


Total Width

Field Description: This field decides the pixel width of the website agencies use to submit Applicants



View Previous Submissions

Field Description: When set to YES, the agencies will have a link available to them to see Applicants they have submitted in the past.


Agency User View: The agencies will have a link they can click to see all Applicants they have submitted in the previously

Advanced Parsing

Field Description: When set to YES, resumes will parse out into the rest of the application the agencies submit.



Agency Portal URL

Field Description: The website link the agencies use to submit Applicants


Agency User View: This is the link they will use to access the Agency Portal.

Users

Field Description: Users selected here will be able to submit jobs to agencies

User View: Will see Requisition File > Agency Portal Page to submit jobs




Field Description: Fields from the Requisition File > Main Page can be selected here to display information about the position.






Agency User View: Agency Users will see the caption entered next to the field results in the Job Summary.


Field

Field Description: drop-down list of the available job description sections that could show. Note: Make sure the fields being pulled here are ones that have information in them (could make mirror it with the corporate website).



Order

Field Description: If there are multiple sections of job description sections this helps to indicate which order to display the information



Title

Field Description: What this section of the job description should be called.


Agency User View: For each section of job description information added, this title is what will head the section.

Instructions Field Description: If certain information should always default with this section of job description information, enter it here.



Agency User View: For each section of job description information added that has additional information listed here will show under the title to the section.

List of Fields to DisplayField Description: Highlight the fields which to display on in the Self Service as well as on the online application.

List of Required FieldsField Description: Highlight the fields which should be required before this record will be accepted and written to the database.

Include Application Questions

Field Description: check the box if application questions should be filled in at the time the agency submits the Applicant.

Include Requisition Questions

Field Description: check the box if requisition questions should be filled in at the time the agency submits the Applicant.


Duplicate Checking

Field Description: This multi-option pick list determines the Applicant duplicate checking method(s) in the Cyber Recruiter database. NOTE: Each option selected is enforced separately. Meaning that if it is selected to have First and Last Name as well as Email as the options, whatever scenario the system finds first (NOT both together) prompt the duplicate check message.

Send Email …

Field Description: This checkbox allows an email to be sent to a User in the system, the Recruiter, the Supervisor and/or someone else who is not listed in the system when a duplicate Applicant is attempted. If the checkbox is selected, click the Edit link to pick who should be notified to ensure a clean database.

Minimum Length

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


Agency User View: Agency Users will have to enter the minimum length on the initial Cyber Recruiter Login page as it applies here


Minimum Numbers

Field Description: This field determines the minimum numbers required for a legitimate password.


Agency User View: Agency Users will have to enter the minimum numbers on the initial Cyber Recruiter Login page as it applies here.

AGENCIES PAGE

The Agencies Page of the Admin > Website > Agency Portal allows the Administrator to enter the agencies who should have access to the portal along with the users for each agency. This is also where the Administrator disables agencies and users that are not longer working with the organization.

This page displays all the Agencies entered for the organization. The Hide Disabled checkbox show active and inactive Agency accounts as the Administrator needs to review them. Click the Add link to populate this page (the Edit page will prompt the Administrator with the same information):


Agency Name

Field Description: The name of the Agency

User View: This field is visible on the Requisition File > Agency Portal Page

Agency User View: This field is visible when using the Agency Name Merge field in emails and/or page in the Portal.

Address 1

Field Description: The street address and/or mailing address of the agency


Agency User View: This field is visible when using the Agency Address 1 Merge field in emails and/or page in the Portal.

Address 2

Field Description: The street address and/or mailing address of the agency


Agency User View: This field is visible when using the Agency Address 2 Merge field in emails and/or page in the Portal.

City

Field Description: The city of the agency


Agency User View: This field is visible when using the Agency City Merge field in emails and/or page in the Portal.

State

Field Description: The state of the agency


Agency User View: This field is visible when using the Agency State Merge field in emails and/or page in the Portal.

Zip Field Description: The zip code of the agency



Agency User View: This field is visible when using the Agency Zip Merge field in emails and/or page in the Portal.

Disabled

Field Description: When this box is checked, the Agency Account is disabled and does not have access to the portal anymore.



This page displays all the Agency Users entered. The Hide Disabled checkbox show active and inactive Agency User accounts as the Administrator needs to review them. Click the Add link to populate this page (the Edit page will prompt the Administrator with the same information):


User ID

Field Description: This is the login ID the Agency User will need to use to log into the portal

User View: This field is not displayed to the User unless through emails.

Agency User View: This login ID the Agency User will use to login to the portal and is visible when using the Agency User ID Merge field in emails and/or page in Portal.

First Name

Field Description: The Agency User’s first name.

User View: This field is not displayed to the User unless through emails.

Agency User View: This field is visible when using the Agency User First Name Merge field in emails and/or page in the Portal.

Last Name

Field Description: The Agency User’s last name.

User View: This field is not displayed to the User unless through emails

Agency User View: This field is visible when using the Agency User Last Name Merge field in emails and/or page in the Portal.

Email Field Description: The Agency User’s email address



Agency User View: This field is used to send emails to the Agency User and is visible when using the Agency User’s Email Merge field in emails and/or page in the Portal.

Phone

Field Description: The Agency User’s phone number


Agency User View: This field is visible when using the Agency User Phone Merge field in emails and/or page in the Portal.

Password

Field Description: The Agency User’s password


Agency User View: This field is the password used to login to the portal and is visible when using the Agency User Password Merge field in emails and/or page in the Portal.

Disabled

Field Description: When this box is checked, the Agency User is disabled and does not have access to the portal anymore.



If the password needs to be reset because the Agency User cannot login or as a security process, the Administrator decides to reset the password, click on Reset to do so. Click Send if a welcome email should be sent to new Agency Users. The Return to Agency link takes the Administrator to the previous page where all the agencies are listed.


EMAILS PAGE

The Email Page of the Admin > Website > Agency Portal is where the Administrator can set up the email templates for some particular emails that are generated at different points in the process.

The Welcome Email is initial email that welcomes new agencies to working with the organization. It should give the agency the information it needs to access the Agency Portal website and any other information/instructions they need.

The New Position Email is the email that agencies will receive when a new positions is open and is sent to an Agency to help recruit for it.


The Forgot Login Email is what the Agency Users will receive when they click on the Login Page link to have their Login information resent to them.

ACTIONS PAGE

The Actions Page of the Admin > Website > Agency Portal is where the Administrator can decide what actions should take place when an Agency User submits an Applicant to review.


Add to Which Inbox

Field Description: Check mark one, two or all three options related to the Inbox settings. ‘Recruiter’ will direct the information to the Inbox of the Recruiter, ‘Supervisors’ will direct the information to the Inbox of the Hiring Manager and ‘Other’ allows the Administrator to select a specific person to direct the information to outside the roles of a requisition.

User View: This field is not displayed to the User but Users will see Applicants in their Inbox as indicated for this field.

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

Recipients

Field Description: Click on the link for Recipients to determine which User should have the Applicant in the Inbox when the last option ‘Other’ is checked.

User View: This field is not displayed to the User but Users selected here will have Applicants in their Inboxes as indicated for this field.



Route applicant to …

Field Description: Check mark one or both options related to the automatic routing. ‘Recruiter’ will send the Routing email to the Recruiter of the position the applicant applied to, ‘Supervisors’ will send the Routing email to the Hiring Manager of the position the applicant applied to

User View: This field is not displayed to the User but Users will receive a routing email as indicated in this field.


Edit Link

Field Description: Click on the edit links to further set what will be displayed and allowed in the routing email.


Email Responses back to Sender : Will send an email back to the Recruiter or Hiring Manager of the response selected.

Update Req Status : Will update the Status of this position for the applicant as well as capture the response. Recommendation: Only activate this setting for either the Recruiter or the Manager, not both.

Routing should come from : Who it should like the routing is coming from. The options are Recruiter, Supervisor or Default Online User.




Send the agency user an email

Field Description: Check the box to send a confirmation email to the Agency User about receiving the Applicant submission the first time. Click the Edit link to compose the email which will be sent.


Agency User View: This field is not displayed to the Agency User rather the Agency User will receive this email when the box is checked.

Send the agency user an email when

referred for a new job

Field Description: Check the box to send a confirmation email to the Agency User about receiving the Applicant submission for additional positions (not the first time this Applicant was submitted). Click the Edit link to compose the email which will be sent.


Agency User View: This field is not displayed to the Agency User rather the Agency User will receive this email when the box is checked.

Email particular users

Field Description: Check the box to send the email to a person (User or non-User) when an Applicant has been submitted. Click the Edit link to compose the email which will be sent to the person each time an Applicant is submitted. Click on the


Recipients link to specify which individuals should receive this email.

User View: User specified will receive an email.


Change applicant status to…

Field Description: Select which status (Overall and Requisition Specific) the Applicant should have upon an Agency submitting an Applicant.

User View: The result of this field is viewable as the Overall Status or on the Applicant File > Activity Page > Attached Reqs Tab

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

Add Note …

Field Description: This field indicates what Note Type to use to capture additional information from the Agency User.

User View: This field will display in the Applicant File > Notes Page if/when the Agency User has entered additional information.

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

INSTRUCTIONS PAGE

The Instructions Page in the Admin > Website > Agency Portal allows the Administrator to set up necessary parts of the process for the Agency to use when submitting an Applicant.


Login Tab

The Login Tab in the Admin > Website > Agency Portal > Instructions allows the Administrator to provide a message to the Agency Users at the Login screen of the Agency Portal.

Home Tab

The Home Tab of the Admin > Website > Agency Portal > Instructions allows the Administrator to provide a message to the Agency Users who login to the Portal. Depending on the setup on the Setup Page, Agency Users may or may not have a link available to them to review past submissions.


(Example of Agency Portal Home Page)

Contact Info Tab

The Contact Info Tab of the Admin > Website > Agency Portal > Instructions allows the Administrator to provide a message to the Agency Users who login to the Portal.


(Example of Agency Portal Contact Info)


Resume Tab

The Resume Tab of the Admin > Website > Agency Portal > Instructions allows the Administrator to provide a message to the Agency Users who login to the Portal.

Note Tab

The Note Tab of the Admin > Website > Agency Portal > Instructions allows the Administrator to provide a message to the Agency Users who login to the Portal.


Login Failed Tab

The Login Failed Tab of the Admin > Website > Agency Portal > Instructions allows the Administrator to provide a message to the Agency Users who login to the Portal.

(Example of the Login Failed Page)

Thank You Tab

The Thank You Tab of the Admin > Website > Agency Portal > Instructions allows the Administrator to provide a message to the Agency Users who login to the Portal.


Dup App Tab

The Dup App Tab of the Admin > Website > Agency Portal > Instructions allows the Administrator to provide a message to the Agency Users who enter a duplicate Applicant.


QUICK FIND

Admin > System Setup

Admin > Page Builder > Applicant > Inbox

Admin > Page Builder > Applicant > Applicant Detail

Admin > Page Builder > Applicant > Application Questions

Admin > Page Builder > Applicant > Reference Questions

Admin > Page Builder > Applicant > Interview Eval Questions

Admin > Page Builder > Applicant > Offer Approval Questions

Admin > Page Builder > Applicant > New Hire Process

Admin > Page Builder > Requisition > Requisition List

Admin > Page Builder > Requisition > Requisition Detail

Admin > Page Builder > Requisition > Create Req Form

Admin > Page Builder > Requisition > Create Req Form > Wizard Initial Page Tab

Admin > Page Builder > Requisition > Create Req Form > Wizard Layout Tab

Admin > Page Builder > Requisition > Create Req Form > Req Auto Code Generation Tab

Admin > Page Builder > Requisition > Create Req Form > Auto Email Tab

Admin > Page Builder > Requisition > Create Req Form > Custom Page Tab

Admin > Page Builder > Requisition > Req Questions

Admin > Page Builder > Correspondence Templates > Custom Templates

Admin > Page Builder > Correspondence Templates > Standard Templates

Admin > Page Builder > Correspondence Templates > Available Attachments

Admin > Code

Admin > Security > Groups

Admin > Security > Users

Admin > Security > Password Rules

Admin > Security > Login History

Admin > Security > Reset Passwords


Admin > Links > Custom Links

Admin > Links > Pre-Defined

Admin > Processes > Mass Delete Applicant

Admin > Processes > Find Possible Duplicates

Admin > Processes > Import Code Table

Admin > Processes > Import Applicants

Admin > Processes > Import Requisitions

Admin > Processes > Import Users

Admin > Processes > Copy Code

Admin > Processes > Skill Catalog

Admin > Job Boards

Admin > Logs > Email Log

Admin > Logs > Error Log

Admin > Logs > Search Log

Admin > Website > Career Portal

Admin > Website > Self Service

Admin > Website > E-Offer Process

Admin > Website > Agency Portal


APPENDIX A – ADDING COMPANY LOGO

Login Page Logo(This option will require assistance from the company's IT team).

To have the logo appear in the lower left-hand corner of the Cyber Recruiter Login Page (Default.aspx), replace the file VisibilitySoftwareDefault.jpg in the \Images directory of the Cyber Recruiter root folder on the web server. Cyber Recruiter will always look for that file to put on the login page. Replace it with a file containing the desired image for that page. The custom image should be 300 pixels wide by 75 pixels tall. The default background color for Cyber Recruiter is GhostWhite, RGB(248,248,255), Hex (#F8F8FF).

Title Bar Logo(This option will require the assistance from the company's IT team).

To have a custom logo appear in the upper left-hand corner above the Main Menu Bar throughout Cyber Recruiter, complete the following instructions:

1. Create the desired image needed. It must be exactly 360 pixels long by 30 pixels high. The default background color for Cyber Recruiter is GhostWhite, RGB(248,248,255), Hex (#F8F8FF)

2. The image must be named CRCustomLogo.jpg

3. The image must be placed in the \Images folder of the Cyber Recruiter root folder on the web server. In a default installation, this would be the C:\Program Files\Visibility Software\Cyber Recruiter\Images folder.

As long as this CRCustomLogo.jpg file exists in the \Images folder it will appear in the upper left-hand corner of every page. If this file does not exist, the company name (as entered under Admin > System Setup > Company Field) will appear as plain text.

APPENDIX B – APPLICANT STATUSES


Generally, Recruiters can see all statuses, but Hiring Managers can only see necessary statuses for them to use. When a routing is sent to a Hiring Manager, Users will want the email status choices to be appropriate choices the Hiring Manager should use).

This code table is tracks Applicants through your recruiting process. There are three (3) levels of the recruiting process in Cyber Recruiter.

Highest Level (Level 3) – Overall Applicant Status

This level indicates the Applicant’s overall status in your recruiting process. It is used to mark significant milestones and therefore will not change often. To make a status available for use at this level, make sure to check it as an Overall Status.

Middle Level (Level 2) – Requisition Applicant Status

This level indicates the Applicant’s status for a particular requisition. It will change more often than the Overall Status because this level marks the Applicant progress through the recruiting process. Typically Recruiters are the ones who will be tracking Applicants through the recruiting process for each requisition thus they should have access to main statuses of the process. To make the status available for use for Recruiters, make sure the Recruiter checkbox is selected.

Lowest Level (Level 1) – Routing Response Applicant Status

This level allows for certain Applicant Statuses to be used as responses about the how the Applicant fits qualifications for those who are the recipients of the Applicant routings. Typically, the Hiring Manager is the one who will be providing responses about Applicant resumes and > or applications. Thus, they would be the one using this level. If your organization only has one Hiring Manager, the option to update the 2nd level will be available with his > her response is available. If your organization usually routes to more than one Hiring Manager, this option is not available because the responses would overwrite each other. To make the status available for Hiring Managers, make sure the Hiring Manager checkbox is selected.



Statuses Overall Status (Highest Level)

Requisition (Middle Level)

Response

(Lowest Level)

Incomplete ü ü

New Applicant ü ü

Web Applicant ü ü

Qualified Applicant ü

Phone Screen ü ü

Request Interview ü ü

No Match ü ü ü

Offer Expected ü ü

Offer Rejected ü

Hired ü ü

APPENDIX C – APPLICANT RANKING EXPLAINED

Cyber Recruiter includes a feature that allows each User to rank or “grade” Applicants very quickly and easily. For example, Hiring Managers can rank every applicant routed to them on a scale of 1 – 5, 5 being best, 1 being worst. This document outlines how the entire process works.

Creating Ratings or GradesThe first step is to set up the rating scale in Cyber Recruiter in Admin > Codes > Applicant Ranking Codes. Add all possible rankings that should be available (Example 1, 2, 3, 4, 5 or A,B,C,D,E).

Ranking ApplicantsSet up the Admin > Page Builder > Inbox to have one of the columns equal User Ranking. Click Save Changes when done. Cyber Recruiter Users can enter the ranking of his/her choice from the Inbox in the User Ranking column as needed. Click the Submit button to have the rating apply.

Viewing Applicant RatingsSince Applicant ratings are per User, each User could rate an Applicant differently. To view all ratings, run the Reports > Applicant Reports > General > Applicant Rankings by Applicant Report or Applicant Rankings by User to achieve the information needed. Click Next to set the filtering criteria followed by Preview to review the report. If a Cyber Recruiter User has not yet given an Applicant a rating, that User’s name will not appear on the report.



APPENDIX D – IMPORT CODE TABLE KEY

Use these codes with Admin > Processes > Import Code Tables or Copy Code Tables and the option Other (Enter at Right). Enter the code not the data label.

Data Label Code

Codes - App Form Type FA

Codes - App Note Type NT

Codes - App Status Codes ST

Codes - Country CY

Codes - Degrees DG

Codes - EEO Classes EE

Codes - Ethnic Origins ET

Codes - Level 1 O1

Codes - Level 2 O2

Codes - Level 3 O3

Codes - Level 4 O4

Codes - Level 5 O5

Codes - Majors MJ

Codes – Misc Fields – Applicants A1 thru A20

Codes – Misc Fields - Requisitions R1 thru R20

Codes - Position Desired PD


Codes - Referral Categories RFC

Codes - Referral Sources RF

Codes - Req Cost Codes RC

Codes - Req Form Type FR

Codes - Req Note Type N2

Codes - Req Status Codes RS

Codes - Req Types RT

Codes - Schools SL

Codes - Security Clearance Agency Code SECAG

Codes - Security Clearance Type Code SECTYPE

Codes - Skill Categories SKCAT

Codes - Skills SK

Codes - State SC

Codes - US Work Status USWS

Codes – Why Open Codes WO

Job Boards - CareerBuilder-Country CBCY

Job Boards - CareerBuilder-Employee Type CBEETYPE

Job Boards - CareerBuilder-Industry Code CBIND


Job Boards - CareerBuilder-Job Type CBJT

Job Boards - Dice-Tax Term DICETT

Job Boards - HotJobs-City HJCITY

Job Boards - HotJobs-Country HJCY

Job Boards - HotJobs-Experience Code HJEXP

Job Boards - HotJobs-Function Code HJFUNC

Job Boards - HotJobs-Hire Type HJHT

Job Boards - HotJobs-Industry Code HJIND

Job Boards - Monster-City MONCITY

Job Boards - Monster-Country MONCY

Job Boards - Monster-Job Category MONJC

Job Boards – Monster-Job Level MONJL

Job Boards – Monster-Salary Type MONST

Job Boards – Monster-Industries MONIND

Job Boards – Monster-Occupation MONOCC

Links - ADP-Company ADPCO

Links - ADP-Data Control 1 ADPDC1





Links - ADP-Employment Type ADPET

Links - ADP-Federal Marital Status ADPFEDMAR

Links - ADP-Home Department ADPDEPT

Links - ADP-Local Tax Code ADPLTAX

Links - ADP-Location ADPLOC

Links - ADP-Pay Frequency ADPPF

Links - ADP-Rate Type ADPRT

Links - ADP-State Marital Status ADPSTMAR

Links - ADP-State Unemployment ADPSUI

Links - Costpoint 5.0/6.0-Employee Class DTKEECLS

Links - Costpoint 5.0/6.0-General Labor Category DTKGLC

Links - Costpoint 5.0/6.0-Home Org DTKORG

Links - Costpoint 5.0/6.0-Job Titles DTKJT

Links - Costpoint 5.0/6.0-Labor Group DTKLGR

Links - Costpoint 5.0/6.0-Labor Location DTKLABLOC

Links - Costpoint 5.0/6.0-Leave Cycle DTKLEAVE


Links - Costpoint 5.0/6.0-Locator DTKLCTR

Links - Costpoint 5.0/6.0-Pay Types DTKPAYTYPE

Links - Costpoint 5.0/6.0-Reason DTKREAS

Links - Costpoint 5.0/6.0-Security Org ID DTKSECORG

Links - Costpoint 5.0/6.0-Timesheet Cycle DTKTSCYC

Links - Costpoint 5.0/6.0-Visa Type DTKVISA

Links - Costpoint 5.0/6.0-Workers Comp DTKWKCOMP

Links - Costpoint 6.0-PLC Codes DTKPLC

Links – Great Plains-Employee Class GPEC

Links – Great Plains-Employment Type GPET

Links – Great Plains-Division GPDIV

Links – Great Plains-Department GPDEPT

Links – Great Plains-Location GPLOC

Links – Great Plains-Supervisor Code GPSUP

Links – Great Plains-Job Title GPJT

Links - GSC Premier-Department GCSDEPT

Links - GSC Premier-Division GCSDIV

Links - GSC Premier-Employee Type GCSEMPTYPE


Links - GSC Premier-Fed Filing Status GCSFFILE

Links - GSC Premier-Labor Category GCSLABCAT

Links - GSC Premier-OBS Number GCSOBS

Links - GSC Premier-Pay Frequency GCSPF

Links - GSC Premier-Rate Type GCSRT

Links - GSC Premier-State Filing Status GCSSSFILE

Links - HR Office-Division HRODIV

Links - HR Office-Department HRODEPT

Links - HR Office-Location HROLOC

Links - HR Office-Employee Status HROEMPSTAT

Links - HR Office-Company HROCOMP

Links - HR Office-Job Title HROJT

Links - HR-XML-Shift Code XMLSHIFT

Links - HR-XML-Employment Level XMLLEVEL


APPENDIX E – IMPORT USERS TABLE KEY

When trying to import Users using the spreadsheet and Admin > Processes > Import User Tables here is a list of codes that are hard coded to be certain values. Therefore, if any of these fields are used with

1. ReqDef = Defaults for the Req List

a. 10000* /CODE (Open Reqs) – Recommended

b. There are five things that can be checkmarked and the number will turn on or off the checkmark.

i. 1 = Checkmarked

ii. 0 = Not checkmarked

iii. First Position = Open

iv. Second Position = Closed

v. Third Position = On Hold

vi. Fourth Position = I am Recruiter

vii. Fifth Position = I am Supervisor

viii. Space between * and / = Req Code for the drop-down list

c. So, if you wanted to make sure that you had Open Reqs and Needs Approval items set in the default, the code would be 10000*N/CODE

2. AppFind Status = Default for App Find

a. Field will have the status code for the Applicant Status which should be highlighted

3. AppFind Sort = Default Order for the App Find

a. APPDATE = Application Date

b. NAME = Appliant's Name

4. AppFindRange = Default for the Applicant Range

a. 1D = Last day

b. 2D = Last 2 days

c. 3D = Last 3 days

d. 5D = Last 5 days


e. 2W = Last 2 weeks

f. 3W = Last 3 weeks

g. 1M = Last month

h. 2M = Last 2 months

i. 3M = Last 3 months

j. 4M = Last 4 months

k. 6M = Last 6 months

l. 1Y = Last year

m. 2Y = Last 2 years

n. ALL = Forever

5. HomePage = Default for the Home Page

a. HOME = Home Page

b. INBOX = Inbox

c. REQ = Req List

d. RD = Open Activities

6. Default Report Viewer

a. PDF = Adobe PDF

b. ACTIVEX

c. HTML

7. SearchType

a. 0 = No Searches

b. 1 = Database

c. 2 = Resume

d. 3 = Database & Resume

e. 4 = Cyber


f. 5 = Database & Cyber

g. 6 = Resume & Cyber

h. 7 = All Searches

8. Evaluator:

a. Y

b. N

9. Time Zone:

a. ATLANTIC

b. EASTERN

c. CENTRAL

d. MOUNTAIN

e. PACFIC

f. ALASKA

g. HAWAI

10. Outlook Version:

a. 97

b. 2000

c. 2003

d. 2007+

11. Everything else is either not able to be imported or is Y/N


APPENDIX F – CUSTOMIZED AREAS > ADMIN OPTIONS

System Setup

1. General Tab:

a. Applicant Duplicate Field – Unless specified during the implementation of Cyber Recruiter, custom applications search for duplicates based email address when Applicants apply through the website. Adding Applicants manually will use this field.

b. Print Req Form – This field is allows the organization to enter their own custom created ‘Print Requisition’ form by entering the name of the HTML/ASP page here. To have Visibility Software do this, a cost will incur.

2. Page Builder > Applicant:

a. Applicant > Applicant Detail – the fields at the top of the page (NOT the misc fields) are ones that can be used on a custom application as needed. These fields would have been set up during the implementation of Cyber Recruiter to work a certain way.


3. Page Builder > Requisition: Create Req Form > Custom Page Tab – This field is allows the organization to enter their own custom created


Field Description: If the organization has a customized application, any changes to this section should be consulted with Visibility Software through Tech Support first. This sections should have fields turned on (Enter the data label as it should read) /off (leave the field blank) as determined during the implementation.

User View: These fields appear in the Applicant File > Application Page.

Applicant View: These fields will appear in the Online Application > Contact Information Page as programmed during the implementation.

Field Answer Types

Referral SourceDrop-Down List - Populated from the Admin > Codes Table – Referral Source

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

Over 18 Always Yes > No

Us Work StatusDrop-Down List – Populated from the Admin > Codes Table – US Work Status

Date Available Always Open Text Field

Salary Expectations Always Yes > No

Willing to Relocate Always Yes > No

Desired Location Always Open Text Field

Travel 2 components: a yes > no and an Open Text Field

Felony 2 components: a yes > no and an Open Text Field

Previously Employed Always Yes > No

‘Requisition Form’ by entering the name of the HTML > ASP page. Entering something here will ignore the first two (2) tabs – Wizard Page 1 and Wizard Layout. To have Visibility Software create a custom requisition form, a cost will incur.

4. Codes:

US Work Status Codes

Field Description: This code table is used to capture various United States statuses (Citizen, Green Card, Visa, etc…) and populates the US Work Status drop-down list in the Applicant File > Application Page. (NOTE: This is a custom application field – not applicable for organizations that use the Admin > Website > Careers Portal).

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



APPENDIX G – ADDITIONAL INTEGRATION

Certain sections of Cyber Recruiter require addition integration and/or additional contracts to use. Currently, these areas include the Advanced Import, Kroll Background Checking, and TalentHook. This section details the steps needed to activate this integration.

ADVANCED IMPORT

The Advanced Import feature of Cyber Recruiter allows resumes to be imported into the system from various file formats and will bring in more information than the Basic Import of Cyber Recruiter. This feature can be used as part of the online application process or to manually bring in resumes from inside Cyber Recruiter. The Advanced Import feature is purchased in blocks of 1000 resumes. To purchases blocks of resumes please contact Visibility Software directly at (800) 914-9594.

ENABLING ADVANCED IMPORT

Before Users can begin importing resumes using the Advanced Import feature, the functionality must first be enabled in Cyber Recruiter. In order to enable Advanced Import feature, go to Admin > Links > Pre-Defined > Advanced Import and the following page defaults.

Step 1 – Turn on this Feature

Turning on the feature will add “Advanced Import” to the Applicant drop-down list

Step 2 – Enter Number of Resumes Purchased

Enter the number of resumes purchased by the organization. The ‘Parses Completed’ will be updated when the resumes are processed.

Step 3 – Enter Unique Identifier


Customer #, did, pid and cid will be issued directly from Visibility Software. If this information is not completed or is completed incorrectly, the information from the resume will not be re-directed to Cyber Recruiter.

Step 4 – Include Skills

If ‘Include Skills’ is checked the resume will be read for skills based on a global database. If a skill is found that is not currently in the Cyber Recruiter Codes section, it will be add automatically.

SETTING SECURITY

Highlight the Cyber Recruiter Users, using the listing on the right, who should have access to the Abra-specific functions in Cyber Recruiter. To highlight multiple people, use the Ctrl key.

USING ADVANCED IMPORT

Advanced Import works like the basic import feature in Cyber Recruiter. Users can bring in resumes from documents (from file) or from text (from clipboard). If files are uploaded that cannot be read by Cyber Recruiter, the text format of the resume and the information parsed will be stored in Cyber Recruiter but the formatted resume will not be viewable. This option can also be activated for the online application to allow applicants to start the application process with a resume instead of manually keying in information.

Inside Cyber Recruiter

Step 1 – Determine Type of Resume

From File: Use this option if the resume is in a formatted version (Word, PDF, etc.). Find the file on the computer hard drive or network drive using the Browse button. Remember that if the file type cannot be read by Cyber Recruiter (Word Perfect for example) the formatted resume will not be viewable from within Cyber Recruiter.

From Clipboard: Use the option if the resume if the text of the resume was copied into the Clipboard of the computer. In the text box, press Ctrl V to paste the text of the resume.


Step 2 – Process the Resume

Press the Process button to bring the resume into Cyber Recruiter and have it read for Demographics, Education, Previous Employment, Skills, etc.

Step 3 – Verify Information

Once the file is imported, review the information for accuracy and make any changes that are needed.

Step 4 – Enter Cyber Recruiter Information

Field Purpose

Requisition Attach this applicant to a requisition in the system

Status Give the applicant a status for the system. (Used in reporting and to find the applicant later)

Application Date Enter the date the applicant send in his/her resume or the date he/she was entered into the system. (Used in reporting and to find the applicant later)

Referral Source Identify where this applicant was found or where the applicant found out about the organization / job.

Position Desired Identify what type of position this applicant is interested in. This is NOT a requisition inside the system but is the type of position the applicant is interested in. (used for reporting and searching)

Add to Inbox Add the Applicant file to the User’s Cyber Recruiter inbox.


Step 5 – Send an Email

Send an email to the potential applicant, if desired, to get more information, qualify the person, etc. Press Skip This Step to complete the process without sending the applicant an email. This email can be set up as a template (not blank as shown below) via the Admin / Page Builder section. For more details, please see the Admin Manual.

Via Online Application

The only step needed to activate this for the website is to turn on the option inside the Online Application.

1. Go to Admin > Website > Careers

2. Select the Online Application Tab

3. Press ‘Edit’ next to the Contact Information page

4. Change the drop-down for ‘Parsing’ from No or Blank to Yes

5. Press Save Changes

6. Repeat steps 3 – 5 for any other application templates as needed.

Via Batch Resume Import

1. Make sure that the .NET Framework 1.1 is installed on the user's machine

2. Make sure that there is connectivity to the SQL server, wherever it is, and know a user ID and password for it. (Note: it won’t be the same as any CR login.)

3. Download and unzip http://www.visibilitysoftware.com/crupdates/CRAdvancedImport.zip into an empty folder on their machine


http://www.visibilitysoftware.com/crupdates/CRAdvancedImport.zip

4. Double-click CRAdvImportDocs.exe in that folder

5. Login using your SQL Connection info

6. Click Setup and enter your unique identifier codes given (located in Admin > Links > Pre-Defined Links > Advanced Import

7. Browse to your folder, choose whether you want to create a random PIN, choose a status, referral source, and req if necessary and click process.

ADVANCED IMPORT FIELDS

The Advanced Import is an optional feature that allows advanced parsing of resumes into Cyber Recruiter. Detailed below is a more in-depth listing on what happens when a resume is imported through this link.

Imported Applicant Fields

The following fields are parsed from the resume:

- First Name - Last Name


- Middle Name

- Home Phone Number

- Cell Phone Number

- Fax Number

- Address Line 1

- City

- State

- Zip

- Email Address

- Text Resume

Imported Skills

The advanced import tool has an awesome skills list which is also considered when parsing resumes. If a skill on the list is found in the resume, it is populated in the Applicant File > Experience Page > Skills Tab and it is populated in the Admin >Codes > Skills Code Table for future use. There is a setting in the Admin > Links > Pre- Defined Links > Advanced Applicant Import to turn this Skills feature on/off. If the Include Skills checkbox is selected the Skills feature is turned on for parsing, if the checkbox is left empty this Skills feature is turned off. (Note: it will add the skill but will not add the years or comments to the skills).

Imported Educational Experience

The following fields are parsed into the Applicant File as available on the resume:

- School

- Degree

- Major

- Address

- City

- State of School

- Note (Education History)

Imported Previous Employment Experience


- Employer Name

- Job Title

- Start Date

- End Date

- Responsibilities

- Address

- City

- State

- Zip

Imported References



- Reference Name

- Job Title

- Address

- City

- State

- Zip

- Phone

- Email

- Relation

Imported Military History

The following fields are into the Applicant File as available on the resume:

- Branch

- Rank

- Start Date

- End Date

- Note (Area of Expertise)

Imported Licenses

To have licenses parsed into the Applicant File, first create a skill code in Cyber Recruiter called LICENSE with the description of “License”. Then when the resume is parsed, for each license found, the LICENSE skills is added with a note to provide the name of the license and the expiration date.

CREATING THE ADVANCED IMPORT UTILITY

The Cyber Recruiter Advanced Import Utility allows the Administrator to import a folder full of documents of any type directly into your existing Cyber Recruiter SQL Database. Before using this utility, you must have an account open with Visibility Software to pay for a pre-determined number of resume parsing credits.

Installing the Utility

1. Verify that the .NET Framework 1.1 is installed on the machine you intend to run the utility from. This utility can be run on the server or from a client’s workstation. No matter where the utility is run from, however, that machine must be able to connect to the Cyber Recruiter SQL Server.

2. Create an empty folder somewhere on your hard drive to hold the utility. Download and unzip the file http://www.visibilitysoftware.com/crupdates/CRAdvImportDocs.zip into that folder.


http://www.visibilitysoftware.com/crupdates/CRAdvImportDocs.zip

3. To run the utility, double-click the file CRAdvImportDocs.exe in that folder. The following screen appears. Login using a valid SQL login for your Cyber Recruiter database on your SQL Server. Your IT staff may need to provide this information.

Using the Utility

Once you are logged in, click the Setup button. The following page appears. Enter the four pieces of information on this page. If you do not know this information, contact Visibility Software at 800-914-9594.

Once you have entered this information, click OK. On the main page, click the Browse button and browse to the folder where you resumes are stored. Next, choose the Status and Referral Source you’d like these resumes to be imported with. If you’d like to simultaneously attach all of the imported resumes to a particular requisition, choose it in the Requisition drop-down. If you check the Create PIN? checkbox, a random 6-digit password will be created for each applicant. Click Process to actually import the entire folder of resumes.


Once complete, if any errors were encountered a screen will appear with the details of those errors. If this screen does not appear, it means no errors were encountered. If the error page appears and any of the errors are not obvious, contact Visibility Software.


TALENTHOOK

TalentHook is a revolutionary resume search tool that allows you to simultaneously search hundreds of Internet resume sources—in a matter of seconds. By automatically sifting through the payboards, freeboards, and independent sites across the open web, TalentHook saves the Internet recruiter countless hours of wasted time. An account with TalentHook is required to use this service. For account information please contact your TalentHook representative directly.

INSTALLING

1. The client needs to make sure the Self Service Portal has been updated and that the client Cyber Recruiter version is 6.4.11 or later.

2. Install Talenthook on the recruiter's machine. TalentHook is a client-side application.

3. Launch TalentHook


4. Choose to do a search type of Pay Board Search.

5. Press Next


6. Scroll to the end of the listed of sources, Cyber Recruiter will be listed.

7. Check mark Cyber Recruiter.


8. The first time a search is performed the system will ask for valid Cyber Recruiter login user id, password, and URL. The URL will be http://www.CLIENTURL/thimport.aspx. The link will be different for every client based on their URL but it will be their self-service site and the page will always be THImport.aspx

a. Example: www.visibilitysoftware.com/careers/THSearch.aspx


http://www.CLIENTURL/thimport.aspx


EXPORTING TO CYBER RECRUITER

Cyber Recruiter must be version 6.4.11 or higher.

1. Login to TalentHook

2. Find an applicant

3. Right click the applicant record

4. Choose Export to ATS


5. On the page that appears, enter a valid Cyber Recruiter login user id, password, and URL. The URL will be http://www.CLIENTURL/thsearch.aspx . The link will be different for every client based on their URL but it will be their self-service site and the page will always be THSearch.aspx


http://www.CLIENTURL/thsearch.aspx