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Assemble Job Seeker Forms

BEGIN HERE:

KEY TOPICS:

  • Use the Forms Menu
    • Add a Form to a Requisition
    • Overview of the Forms Table
    • Assign Separate Forms for Internal and External Applicants
    • Set the Default Application
    • Edit the Job Posting Form Options
  • Create a Job Description
    • Preview the Job Description
    • Import Job Descriptions
    • Edit an Existing Job Description
  • Manage Sources for a Requisition
    • Track a Source (and Assign Cost)
    • View Web Form Links
    • About Auto-Post
  • Other Requisition Detail Tools
  • Start (or Participate in) the Approval Process

Develop Requisition Content

Use the Forms Menu

Add a Form to a Requisition

BEFORE YOU BEGIN: A set of organization-specific Form Templates (e.g., PRESCREENER, NON-EXEMPT APPLICATION) will have been stored in balanceTRAK, during Implementation, for your use in Requisitions. Next, each Requisition must be associated with a PRESCREENER or an APPLICATION when it is created. Refer to: Add a Requisition / About Requisitions and Default Forms.

To include additional Forms with the Requisition, click the [Plus Sign] in the Forms table header. From the Add Forms window, select: Template Type and Form Name. If a Scoring Scheme was previously added for the template, select it from the Select Scoring Scheme drop-down (or it may be added later, as described below at: Forms Menu Icons).

Select the appropriate options to create either a PRESCREENER or an APPLICATION. To use this form on the Job Posting page, check the box for: Use on Job Posting page. Click [Add] to complete the process.

Overview of the Forms Table

Added Forms —List— Once populated, the Review Requisition detail / Forms table is organized by the following columns:

  • Name
  • Form Type
  • Form to Follow — Where applicable, a Form will be listed. To change it, click the [Form Name].
  • Job Posting Page — A Check mark indicates whether the Form is being used on a Job Posting page. If your organization differentiates between Internal and External applicant Forms, that will be indicated.

Notes: Once a Requisition is live and Accepting Applications, access to Add or Edit a form may be disabled by the system. Contact the Administrator for more information.

Any Form added to a Requisition for a particular Job Code becomes a default for that Job Code. Any new Requisition for the same Job Code will contain the same Form(s).

Cross-reference: If you are an Administrator, see: Client Settings / Job Seekers / Set Form Permissions.

Forms TableForm Icons — The Forms menutable includes the following icons:

  • [PDF] — View a PDF version of the Form in a new window.
  • [Edit Form] — Modify an existing Form, and make form changes.
  • [Delete] — Remove a Form. (And click [OK] to confirm the deletion.)
  • [Add Scoring Scheme] — Create a Scoring Scheme that will assign values to applicant responses.
  • [Edit Scoring Scheme] — Edit an existing Scoring Scheme.

Note: Regular balanceTRAK users may select an existing Scoring Scheme from the provided menu and apply it to the current Requisition.

Cross-reference: If you are an Administrator and would like to create a new Scoring Scheme or edit one, see: Scoring Schemes.

Assign Separate Forms for Internal and External Applicants

First, make sure the Forms you wish to use have been added to the Requisition (using the steps outlined above at: Add a Form to a Requisition). From the Forms header, select the [Edit] button. The Job Posting Form window displays. Check the box: Use separate forms for internal and external job seekers. The window will expand, displaying two columns, Internal and External. Using the provided radio buttons, match the appropriate Form to each column. Then review the: Message to Show Internal/External Job Seekers. Click [Save].

Note: The message is the Question that will route the Job Seeker to the appropriate Form. If the job seeker answers “Yes", he/she will be taken to the internal APPLICATION; If the answer is “No", the Job Seeker will be taken to the external PRESCREENER or APPLICATION.

Set the Default APPLICATION

(For employers using supplemental APPLICATIONS)

Because balanceTRAK associates the most recently completed APPLICATION with a Job Seeker, the system needs to know which one of the multiple APPLICATIONS is the default.

Click the [Default Application] button, which is found in the Forms menu header. From the display form Names, select the appropriate APPLICATION. You may also select the option to: Use the system default behavior for choosing the latest Application. Click [Save].

The selected default APPLICATION will be accessible when you:

  • Review the applicant on the Job Seekers page, using the application [Application] icon.
  • Comparing Job Seekers, using the [View Job Seekers] button on the Job Seekers page.

If an applicant completes other APPLICATIONS, those will be available in the Job Seeker details, but will not be associated with the above processes.

Cross-reference: To add a form to the list, see the instructions above: Add a Form to a Requistion.

Edit the Job Posting Form Options

Choose the [Edit] icon from the Forms header to open the Job Posting Form menu. The menu will list any existing APPLICATIONS that you may associate with the Job Posting page. Choose an existing APPLICATION, or select:

  • Do not show this requisition on the Job Posting page.
  • Use separate forms for internal and external job seekers. (Then, use the radio buttons to match an existing form to either Internal or External. Optionally, enter a message to display for the Job Seekers.)

Click [Save].

Create a Job Description

Click the [Edit] icon from the Job Description header. Then, from the Edit Job Description menu, click on the [Plus Sign] in the Description/Job Summary header bar to open a drop-down menu of Sections (e.g., Required Skills, Responsibilities). Each selected Section title will appear as a subhead in the completed Job Description for viewing by applicants.

For each Section, enter and format the appropriate text into the provided text editor, using the available word processing tools. Options for saving Job Description Sections are detailed next.

Preview the Job Description

Click the [Preview] button in the Job Description footer to view the Job Description as it will appear to the Job Seeker.

Save a Job Description (or Save changes to a Job Description)

For each Job Description Section, choose an option for how additions or changes should apply — Save Job Description Changes to:

  • This requisition and the default job description for [job code] (standard setting) — Updates to the current job description will also be applied to the default job description and all new requisitions for the job code. (The default job description is stored with the Job Code Reference table.)
  • This requisition only — Updates will be limited to the current job description.
  • This requisition, the default job description and all open or pending requisitions that use this Job Code — Updates to the current job description will also be applied to open or pending requisitions for the same job code.

Click [Save] after working in each section.

Revert Current Job Description to the Job Code’s Default

(When available) To remove any edits made to the current Job Description and restore it to the Job Code’s default, click the [Revert to Default] button.

Import a Job Description for the Requisition (and Job Code)

Select the [Edit the Job Description] button to open the editor. Then select the [Import] button from the menu footer in any Job Description section. This will direct you to the wizard for importing a default job description for the Job Code.

  1. Browse and locate the file on your computer. Then click the [Next] button.
  2. The Identify Section Headers menu displays. By default, the drop-downs will display every paragraph identified in the document.

    • Navigate to the bottom of the page for [Apply Filter] tools, which can be used to reduce the list of data recognized for import. Here, identify how Section headers are formatted, either bold, italicized, or by font size (value).

    • From the Identify Section Headers menu, check the box for each of the balanceTRAK Sections to include. Choose matches for each one from the corresponding Section Header and Next Section Header drop-downs.

    • [Next].

    The system identifies the beginning and end of each Section, using these selections. The end of the one Section is typically, but not always, the beginning of the next. Beginning of Document and the End of Document tags are also available.

  3. The Overwrite Options menu displays.

    • Check the box to overwrite (erase and replace)# the previous default job description with the imported one. (Job descriptions stored within existing requisitions will not be changed.)

    • Click the [Import] button.

  4. The Review Requisition detail displays, with the imported Job Description.

Cross-reference: An Administrator may import multiple default Job Descriptions. See: Special Tools by Reference Table / Import Job Descriptions.

Edit an Existing Job Description

Click the [Edit] icon, located on the right side of the Job Description header. Make any changes, following the applicable instructions provided above to: Create a Job Description.

Manage Sources for a Requisition

Keep a record of external recruitment sites on the Review Requisition Detail by navigating to the Sources table, where Sources are displayed by Name Auto-Post (on or off), Cost, and Tracking Code.

Track a Source (and Assign Cost)

Add a Source — Click on the [Plus Sign] on the right of the Sources menu bar to open a list of Sources that available in your balanceTRAK Implementation. Select one or more Sources by using the checkboxes; then click [Save].

Delete a Source — To remove a Sources record, click the [Delete] button, which is located to the left of each entry.

Assign (and Edit) Cost (Where available) — Click the Assign link, and enter one. If a prior Cost entry has been made and is editable, click the entry to change it. When finished, select [Save].

View Web Form Links

Click [Expand] to view associated Web-page Forms (e.g., PRESCREENER, APPLICATION). To view the Web Form as the Job Seeker would see it, select the corresponding Web address entry.

Cross-reference: A form is linked to a Web page when it is created or edited; see: Add a Requisition / About Requisitions and Default Forms.

About Auto-Post

If Auto-Post is enabled for one or more Sources, this is indicated by a [Check mark] under the corresponding column. A Requisition will automatically be posted to the Web, based on the Requisition status that designates it as open. To turn off Auto-Post for a Requisition, click the [Check mark].

“Manual” posting to the URL may be required for some Sources. If so, an appropriate actions menu will appear in the Review Requisition detail. Follow the prompts as indicated to post the Requisition on line.

Note: Available Sources for selection (and related functions) are determined during Implementation and managed at the Administrative-level, based on the job board's functionality and the integration.

Cross reference: If you are an Administrator, refer to: Client Settings.