CIPHR iRECRUIT VERSION 3An introduction to the new and improved features and

functions introduced with v3 of Ciphr iRecruit

RECRUITER PORTAL IMPROVED FUNCTIONRe-organisation of workflow menu (standard)

• Withdrawn and rejected folders separated from active folders

Usability improvements (standard)

• Warning on tabbing away/closing without saving changes

• Improved navigation – change view always available

• ‘Breadcrumb labels’ on each page

• Employment type filter in vacancy view

• Spell checking and formatting in the vacancy record and

communications templates.

Powergrid improvements (standard)

• Powergrid on all summary pages

• Reset powergrid and ungroup button

• Multi-level sort order

• Downloading icons from powergrid to excel – clear text

RECRUITER PORTAL IMPROVED FUNCTIONImproved administration (standard)

• Ability for super users to remove owners

• Simplification of management of super-user profiles

• Bulk download of CVs

• Follow up folder

• Ability to edit and delete notes in application manager

• Transfer application to new vacancy function

• Re-publish from closed only publishes to specified targets

Additional communications (standard)

• Auto-emails now visible in history

• Ability to email rejected and withdrawn candidates

• Send communications to partially applied candidates

History log on line manager record (standard)

• Records which candidates have been forwarded to each partner

RECRUITER PORTAL IMPROVED FUNCTIONHighlighting related applications (standard – can be configured with client specific definitions)

• Applications from the same candidate for different posts

• Applications sharing same candidate name but applying for different posts

• Applications sharing same candidate name and applying for same post

Improved behaviour at login (standard)

• User ID locked automatically for 15 minutes following three failed login attempts

• Consistent message on logon failure

• Forgotten password function unlocks account

• Forgotten password now sends randomly generated password

Improved Talent Manager (standard when Talent Manager is installed)

• Ability to search talent pool only

• Bulk email of talent pool

RECRUITER PORTAL IMPROVED FUNCTIONCommunication templates management (standard)

• Support for creating email, letter1 and SMS2 templates

• Copy and preview function

• Merge fields rationalised

Listed in alphabetical order

Consistent merge field naming

• Ability to associate templates with employment types

Letter templates management (optional)

• Ability to create letter templates

• Ability to store and print letters as part of workflow or as independent

action

1 Letters add-on must be enabled

2 SMS add-on must be enabled

RECRUITER PORTAL NEW FUNCTIONSSMS function (optional – may require additional configuration)

• Automatic interview/event reminders

• Ability to send ad-hoc SMS messages

Vacancy authorisation* (optional)

• Vacancy can only be published once authorised via authorisation process

Edit and delete notes in Application Manager (standard)

Delegation (standard)

• Ability to delegate responsibilities when on leave

References (optional – will require amendments to application form and may require additional config)

• Ability to request references

Assumes candidate is asked to supply references at application)

* Requires Line Manager Module

RECRUITER PORTAL NEW FUNCTIONSArchive applications and vacancies (standard)

• Users can remove applications, candidates and vacancies from everyday view

• Includes bulk action option

• Bulk archive of partially applied applications

• ‘Resets’ candidate registration (when candidate has no live applications)

CANDIDATE PORTAL GENERAL IMPROVEMENTSMy messages (standard)

• Better layout

• Specific to each application

• New messages folder in Recruiter Portal

Candidate two-way communications (standard)

• Candidates can reply to messages from the Candidate Portal

• Messages stored in history log in recruiter portal

• Record highlighting and ‘New messages’ filter for easy viewing

• Improved layout of candidate portal messages page

CANDIDATE PORTAL NEW FUNCTIONSApplication form enhancements (optional– requires configuration)

• Question related help text

• Spell check and formatting in white box questions in application form

• Word count in application form

• Candidate unable to complete application once vacancy is closed

• Save and complete section

• Highlighting sections as completed, in progress and not started

• Enhanced application form logic

Decision tree questions

Conditional questions

Application form flags (optional – requires configuration)

• Warning flags for concerns with application

• Information flags for highlighting candidate considerations

IMPROVEMENTS TO OTHER PORTALSHiring Manager improvements (standard)

• Feedback notification now at interview and subsequent stages

Agency Management (standard when Agency Manager is installed)

• Email agents on closing vacancies

REORGANISATION OF WORKFLOW MENUMeans fewer clicks to reach required view

SPELL CHECK/FORMAT IN VACANCY RECORDEnables better formatting of vacancy advert.

TRANSFERRING AN APPLICATIONA new ‘transfer’ button is enabled.

NB, this replaces the ‘vacancy applied for ‘ field in the application record, update info. tab. This field is no longer available.

User clicks on ‘transfer’ to be presented with a list of vacancies to which the application can be transferred.

User is asked to confirm the transfer

User is prompted to send a communication to the candidate.

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REFERENCES RECEIVED COLUMN

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Application record history is updated to record transfer action.

SEND COMMUNICATIONSIt is now possible to send communications to candidates in the talent pool, both from within the application manager and as a bulk action.

NB this function is also available for withdrawn and rejected applications,.

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MANAGING RELATED APPLICATIONSA new column is visible in the application view powergrid. When the system finds a match the application row is highlighted and a code indicating the nature of the match is displayed in the new column.

Matches highlighted are:

• Candidate match• Name Match• Name and vacancy match• Candidate match in archive

When a match is found, users can view and compare applications using a new ‘view duplicates’ button in the application record.

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AMENDMENTS TO PAGE NAMES & FUNCTIONEmail/Template Management is renamed ‘Communication Template Management’.

Breadcrumb is also changed to read ‘Super User Functions > Document Template Management.

‘Add email template’ button becomes ‘Add Template’ button

User hovers over ‘Add template’ to display specific template type buttons. User clicks on button for the template they wish to create.

NB The SMS template button is only visible when SMS has been enabled

NB When letter function is requited, users are required to download an ActiveX control to their PC.

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EMAIL TEMPLATES BY EMPLOYMENT TYPENew field of ‘employment type is added to email template.

User selects an employment type from the list to which to associate the email. This list should include ‘All’ and ‘Default’ options to cater for email templates that do not need to be associated with a particular employment type.

‘All’ should be the default and will result in the template being displayed irrespective of employment type associated with the application being emailed

‘Default’ will result in the template being displayed UNLESS there is a template for the employment type with which the application is associated.

All and Default should be 1st and 2nd options in the dropdown respectively with employment types listed alphabetically thereafter.

If recipient is NOT ‘candidate’ then the employment type becomes NON-editable and will default back to ‘All’ irrespective of any selection made. When employment type is NOT candidate, this field will be greyed out.

On clicking save, the system will NOT validate that the event and employment type selections are compatible and on preview the system will NOT make validate the merge fields selected.

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IMPROVEMENTS TO EMAIL TEMPLATENew function to enable users to select and copy contents of a template into a new one.

User selects a template name from the dropdown list. List shows only templates of appropriate type (e.g. email templates if creating a new email template). User then clicks in ‘copy’ to copy the contents.

Round arrow clears contents of the template.

The event list now only display events that are configured to allow communications. If possible, event names should be consistent so that they appear in logically in alphabetical order.

Merge fields now shown in alphabetical order with only one merge field for each field.

The cursor now changes to a hand when user hovers over merge fields to indicate that they are active.

Addition of a spell checker and minimal formatting.

Save and close button should be replaced with separate ‘Save’ and ‘Close’ buttons.

Preview option is added to enable user to preview the email as it will appear when used by end users. It will pick up predefined values stored against each merge field. See list on page xx).

Bcc field – this contains an email address or merge field to allow email to be copied to another address

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NEW LETTER TEMPLATESSuper users can now create letter templates.

Letter template has copy function to enable users to copy existing letter templates.

Event list only lists relevant events in alphabetical order

Merge fields are displayed in alphabetical order and Mouse icon changes to a hand when user hovers over a merge field in the list.

Letters can also be associated with specific employment types.

Extended formatting options allow users to format the letter template.

Letter template also have separate save, preview and close buttons.

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SMS TEMPLATEIt is now possible for users to create SMS templates

NB SMS must be enabled for these templates to be visible

SMS template too have copy function to enable users to copy existing SMS templates.

Event lists relevant events in alphabetical order

Merge fields displayed in alphabetical order. Mouse icon now changes to a hand when user hovers over a merge field in the list.

Employment type field allows users to associate templates with employment types

Separate save, preview and close buttons

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RETAIN POWERGRID PLACE ON SAVE CHANGES

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TEMPLATE LIST FILTERED BY EMPLOYMENT TYPE

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1 When user is prompted to select a template during a mail/email action – for example when inviting a candidate to interview, the list of available templates will now be filtered by employment type.

So in this example, the list displayed to the recruiter would be all templates (either letter or email) for the event ‘Invite to 1st’ interview where the employment type is either ‘all’ or ‘Permanent’.

SEARCH TALENT POOLUsers are now able to search the talent pool only for applications by user name.

Search CV function now also has a search talent pool only function.

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DATE ADDED TO ‘ TALENT POOL INTRODUCED ’When an application is added to the talent pool a new column in the application view powergrid is populated with the date. The user is therefore able to see how current is the application for such purposes and marketing or approaching for a new vacancy.

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ENABLING SMS IN THE VACANCYA new section is added to the vacancy record where recruiters indicate what SMS options they wish to enable for the vacancy.

Choices are:

• Allow ad-hoc SMS messages• Allow automatic interview reminders

When SMS is enabled, the candidate will be asked to indicate whether they are happy to be contacted via SMS when completing their application form or vacancy monitor request

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SMS TEMPLATES & SENDING SMS MESSAGESWhen SMS is enabled, super-users are able to create SMS message templates which are associated with events as with other template formats..

The option to send an SMS message is added to the select communications dialog box.

When the user selects ‘SMS’ they are presented with a list of available SMS templates. The user selects, edits and saves as usual.

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CREATE VACANCY FROM LINE MANAGER PORTAL

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A new ‘Request Vacancy’ button is available to line managers in the line manager portal.

Clicking on this buttons opens a new vacancy template form (simplified with just the information required from the Line Manager).

The vacancy details now contains fields where the line manager can outline reasons for the vacancy..

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CREATE A VACANCY CONT ...Line Manager is now able to submit the vacancy for authorisation by clicking on submit.

On submission, vacancy status is updated to pre-authorised and is no longer editable in the Line Manager Portal

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VACANCY AUTHORISATION IN RECRUITER PORTALWith vacancy authorisation enabled, the vacancy workflow stages are updated to include the following:

• Pre-authorised – when the vacancy is first created

• Authorisation requested – when the recruiter has requested approval for a vacancy from a line manager (Line Manager Portal is required)

• Authorised – when the vacancy has been authorised. NB A vacancy cannot be published until it is in the authorised stage.

• Not authorised – the vacancy has not been approved.

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Please select a manager

Authorise

REQUEST AUTHORISATION – RECRUITER PORTALRecruiter has the option when a vacancy is in the pre-authorised state to:

• Request authorisation• Authorise• Not authorise

User clicks on ‘Request Authorisation’, selects a line manager from the dropdown list displayed. On clicking ‘Confirm’ the user is prompted to send a notification email to the line manager concerned. The vacancy is now in the ‘Authorisation requested’ stage.

If the user instead clicks ‘authorise’ they are prompted to complete a comment and confirm their action. The vacancy is now authorised.

Alternatively, the recruiter may choose not to authorise the vacancy by clicking on ‘Do not authorise. On confirming this action, the vacancy is moved to the ‘Not authorised’ stage.

In all cases, the status in the line manager is also updated.

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REQUEST AUTH – HIRING MANAGER PORTALWhen ‘request authorisation option is selected, the line manager to whom the request has been sent is now able to see the vacancy in their line manager portal.

The authorising manager clicks on either ‘Authorise’ or Do not Authorise’ and adds comments as required.

The stage in the line manager and recruiter portals is updated as appropriate.

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REVIEWING ACTION AND NOTESComments added by recruiters and line managers when authorising/not authorising a vacancy are visible in the line manager portal.

Line Manager clicks on notes icon to view the comments left.

Comments

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SETTING DELEGATION FROM REC MGR PAGESuper user sets delegation against each responsibility by clicking new ‘Delegate’ button.

Super users selects recruiter to whom to delegate responsibility

System confirms when delegation is set.

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DELEGATION ENABLED REMINDERWhen delegation is set for any of their responsibilities, the user will presented with a dialog box each time they log in.

This dialog box simply informs the user of their responsibilities status. If they continue to log in they will still be able to see all the applications for which they have responsibility.

Once all delegations have been turned off, this dialog box no longer appears on login.

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TURNING OFF DELEGATION – REC MGR PAGEWhen delegation is enabled, the name of the person to whom responsibility has been assigned is listed.

Super user clicks on the cancel delegation button to turn off delegation.

Super user is presented with a confirmation message and then with confirmation that delegation has been turned off.

On completion of cancel delegate action, the inbox of the recruiter to whom the recruiter’s responsibilities had been delegated is no longer populated with the temporarily owned applications.. These applications are removed from the stand-ins inbox. In addition, they will no longer see any new applications that are subsequently submitted.

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REFEREES TABA new tab is displayed in the application manager when this function is enabled.

This tab lists the referees listed by the candidate in their application form.

Reference Status drop down list is used to indicate whether a reference has been received.

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REFERENCE REQUEST ACTIONRequest references workflow dependent action is visible in Offered and Offer accepted stages. User clicks button and is prompted to send a communication.

User selects the template associated with the referee to whom they wish to send request.

The number of templates will equate to the number of references requested. Default is three.

Request action and associated email sent is logged in history tab.

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REFERENCES RECEIVED COLUMNA new application view ‘References’ powergrid column is enabled.

When references have been requested, the ‘references requested’ icon is displayed.

When the recruiter has had a response from all referees, as indicated by completion of the references received fields in the references tab, the ‘references requested’ icon is updated to a ‘references received’ icon.

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ARCHIVING AN APPLICATIONA new ‘archive’ button is available from the application manager.

This action is also available as a bulk action.

User clicks on ‘archive and is presented with a confirmation message.

On confirming the action, the application status is updated to ‘archived’.

The archived application is no longer visible in any of the following portals:

• Recruiter Portal• Line Manager Portal• Candidate Portal• Agency Portal

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ARCHIVING A VACANCYA new archive action is available within the vacancy.

The user clicks on this button to be presented with a confirmation message.

On confirming the action, the vacancy is archived and its status updated.

The vacancy is no longer visible in any of the following portals;

• Recruiter Portal• Line Manager Portal

NB. Since the vacancy must be closed before it can be archived it will already have been removed from the agency and candidate portals.

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ARCHIVING A VACANCY – ADDITIONAL RULESA vacancy cannot be archived unless it is closed, filled or withdrawn.

A vacancy cannot be archived if any of its associated applications have not been archived or alternatively have not been added to the talent pool.

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LINK BETWEEN LIVE & ARCHIVED APPLICATIONSIf a candidate has more than one application, one or more of which have been archived, a user is able to view the archived application via the ‘view archives’ button.

From application view powergrid, the user is able to determine that the candidate has previously submitted an application which has been archived.

From the application manager, the user can list any archived applications, Clicking on the list will open the archive application.

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NEW LAYOUT ON CANDIDATE PORTALMy Messages is now presented with three links to:

My received messages – messages sent to the candidate via the recruiter portal

My sent messages – messages the candidate has sent to the recruitment team via the candidate portal

Create new message – page where candidates can create and send messages to the recruitment team.

Messages listed are now associated with the application the candidate is currently viewing.

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MESSAGES LISTED WITH EXPAND OPTIONMessages are now presented in title summary format, listed in chronological order with most recent at the top.

User can expand the summary view to display the complete message.

New ‘reply to’ button allows candidate to reply to messages sent.

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RECRUITER PORTAL VIEWWhen new messages arrive from candidates into the Recruiter Portal they are displayed in a new ‘New Messages’ folder.

In addition, they are displayed in bold in the stage folder until the application record is opened

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VIEW MESSAGE FROM HISTORY LOGUsers are able to view messages received in the application record history log.

Users click on ‘view ‘ to display the message received.

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APPLICATION FORM FLAGSQuestions within the application form can now be set to trigger ‘warning flags’ and ‘information flags’ which are visible to the recruiters upon submission of the application.

Recruiters are able to view the application record to determine the reason for the flags being raised

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LINE MANAGER COLUMN ICON AMENDMENTSNo feedback from line manager in application record

Line manager feedback received – viewed

Line manager feedback received – not viewed

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