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Other Requisition Detail Tools

KEY TOPICS:

  • View (and Edit) Forms associated with the Requisition
  • Stay Current, with the Requisition Calendar
    • Add an Appointment
  • Track Requisition History
  • Record Notes (and Tasks) in the Requisition
    • Add a Note
  • Show Appointments, History, or Notes for all Requisitions
  • Export History/Notes to Excel

Use More Tools to Enhance Requisition Content

In support of Requisition worklfow, balanceTRAK offers additional tools to schedule Appointments, store Documents, jot down Notes, and View Requisition History. These tools are outlined below.

View (and Edit) Forms associated with the Requisition

Once the Requisition is established, the Requisition detail provides access to the Forms tab,. Each Form (e.g., Prescreener, Application) is shown as a bar within the tab, organized, as applicable, by columns for:

  • External
  • Internal

To access each Form's toolbar, click the Expand icon within each Form's bar. Based on each user's permissions (and whether a Form has been locked because a Job Seeker has applied), the toolbar will contain the following icons for working with the particular Form:

  • [View] — View a PDF of the Form (and print, if needed)
  • [Edit] — Modify an existing Form, and make form changes
  • [Delete] — Remove a Form (and click [OK] to confirm the deletion)
  • [History] — Follow a quick link to the Form's Template's editing History
  • % [Scoring] — Create a Scoring Scheme that will assign values to applicant responses
  • [Settings] — Follow a quick link to the underlying Form Template's Settings

Stay Current, with the Requisition Calendar

The Requisition detail > Calendar tab displays any an Outlook-compatible calendar to help you keep track of Requisition-related events.

Note: Typical Appointments may include a status meeting, the last day of work for the outgoing incumbent, or the scheduled day(s) for interviews. A Closed Requisition will not display Events to the Calendar.

Add an Appointment

On the Calendar tab, click the Add Appointment icon, located on the left side, below the menu header. In the Edit Appointment menu:

  1. Select dates on the provided Calendar to indicate Start and End Dates
  2. Enter a Description
  3. Search for and select Recipients

Then, from a pre-populated menu of system users, use check boxes to: Select the People to Include for this Event. By default, the user creating the Event is checked. Using a checkbox, determine whether to: Send participants a notification e-mail. When the entries are complete, select [Save].

Track Requisition History

The History tab records the system activities associated with the Requisition. Each History record lists:

  • Date
  • Email (of user associated with the action)
  • Description

In preserving the Requisition's History, balanceTRAK automatically records — and time stamps — key activities, such as data entry/deletion, completion of required activities, approvals, and status. System Notes cannot be deleted.

Add a Note to the Requisition

As the job opening is posted, Job Seekers apply, and decisions are made, Notes can be added to the Requisition. In table format, Notes are automatically labeled with the Date of entry and the author's Email (Address). Because Notes may serve as a reminder for necessary follow-up activity, the Note can be designated as a Task and a Due Date recorded.

After selecting the Notes tab from the Requisition detail header:

  1. Click the Add New icon, located at the top of the window.
  2. Enter text for the Note in the provided field.
  3. If desired, toggle the Task button to the active position. Then, insert a Due Date, using a two-digit month, two-digit day, and four-digit year.
  4. Finally, click [Save]. Tasks will also display on the Home page Dashboard's To Do list.

To return to the Notes tab without recording the Note, select the [Discard] button.

To the left of each record on the Notes table, icons are available to [Edit] or [Delete] a record. In addition, each Tasks is labeled with a Flag icon.

Show Appointments, History, or Notes for all Requisitions

Export History/Notes to Excel

Click the [Export to Excel] icon, located at the top of the History or Notes tab. The History/Notes appear in a new window, suitable for printing or saving.