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Preview, Edit, Export the Job Description

KEY TOPICS:

  • Preview the Job Description
    • Print the Job Description
  • Edit an Existing Long Job Description
    • Save the Job Description (and Apply Changes)
    • Revert Job Description to Job Code Default
    • Export a Job Description
  • Import a Job Description from Word (System permissions required)

Manage the Job Description in an Existing Requisition

As a required Requisition component, the Job Description is typically populated in the Add New Requisition wizard. However, this content can be revisited in the Requisition detail, on the Job Description tab. Within this tab, the Job Description and Job Posting Text display as sub-tabs for Long Description and Short Description, respectively.

Note: For content that is displayed on an external job board, there may be a time delay before updates appear. Please consult the on-line provider for more information.

Preview the Job Description

After displaying the Requisition detail and navigating to the Job Description tab, access the Full Description or Short Description sub-tab (for those using the Grid Job Posting Style on the Job Posting page, as necessary.

Select the Preview icon from the header toolbar. The Job Description will display in a new window.

Edit an Existing Long 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.

Save a Job Description (and Apply Changes)

Important Note: As managed by your balanceTRAK Administrator, role-based permissions control Job Description integrity at both the account-wide and Requisition levels: Some users may not have permission to edit Job Descriptions, while others may be limited to making edits at the Requisition level.

If edits are made to the Job Description, scroll to the bottom of the window. Then, select the appropriate option (after reading the descriptions below) —

Save Job Description Changes to:

  • This requisition only — The saved changes will be limited to the current Job Description.
  • This requisition and the default job description for [Job Code] — (Default setting) Any updates saved locally will also be applied to the default Job Description (as stored with the Job Code Reference table). This means the updated Job Description will be available for selection when a new Requisition is created.

OR

  • This requisition, the default job description and all open or pending requisitions that use this Job Code — In addition to being saved locally, the updates will apply to the default Job Description and any Open or Pending Requisitions for the same Job Code.

Revert Job Description to Job Code 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.

Export a Job Description

Both theShort Description and the Long Job Description can be exported for use outside of balanceTRAK. From the upper toolbar on the Job Description tab, select the Export icon. Then follow the browser's prompts to save or open the PDF file.

Import a Job Description from Word (System permissions required)

BEFORE YOU BEGIN:

  • Become familiar with the instructions below.
  • Set up the incoming Word document with Section headers that correspond to available balanceTRAK Sections. (These Sections can be reviewed on the Job Description tab.)
  • Format all Section headers with the same style (e.g., bold or italic).
  • If the Job Posting page will be designed in the Grid view, add a Section for "Job Posting Text." This text will act as a "teaser" line for the full Job Description.

When the file is ready, initiate the process by clicking the Import icon in the header toolbar. Follow the Import wizard to perform the following tasks:

  1. Upload File(s) — [Browse] and locate the document on your computer. Click [Next].
  2. Identify Section Headers — Check off each Section to include. Then choose matches from the incoming file for each one from the corresponding Section Header and Next Section Header drop-downs.

    Note: 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.

    • On the Filters menu, identify how Section headers in the document are formatted, either bold, italicized, or by font size (value). Click the [Apply Filter] button.

    Press [Next].

  3. Choose Overwrite Options — Select one of the following options for saving the imported Job Description to:

    • This requisition and the default job description
    • This requisition only
    • This requisition, the default job description and all open or pending requisitions that use this job code

    Quick Tip: Save options are defined above, at: Save the Job Description (and Apply Changes).

    Click the [Import] button.

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