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Assemble Job Seeker Forms

BEGIN HERE: Add a Requisition

KEY TOPICS:

  • Review and Update Requisition Information
    • Overview of the Requisitions Information Toolbar
    • Assign Status
  • Use the Forms Menu
    • Add a Form to a Requisition
    • Overview of Forms Menu Icons
    • Edit the Job Posting Form Options
  • Add Sources and View Links
  • Create a Job Description
  • Other Requisitions Tools

Related Topics:

Complete Requisition Components

Review and Update Requisition Information Menu

Once the Requisition has been added to the Requisitions list, click the [Review] icon to enter the Review Requisition detail. Here, information entered when the Requisition was added can be reviewed, and additional information can be added to build the Requisition.

Overview of the Requisition Information Toolbar

  • [Edit Information] — The Edit Requisition Information menu opens. Update the entries, as necessary.
  • [Send Email] — The Send Mail menu opens. Compose an email, and select recipients.
  • [Copy Requisition] — The Copy Requisition menu displays the current Business Unit Code, Job Code, and (Requisition) Status; or other options can be chosen. Then select whether to also copy the Job Seekers and their statuses to the new Requisition.

Assign Status

Quick Tip: View the Requisitions graph and accompanying Requisition Status table on the Home page Dashboard for cumulative totals.

If the Requisition Status has been made available for revision, that entry will appear as a link. Click the link. From the Status drop-down, choose the appropriate option. Click [Save] to apply changes.

Important Cautions: If a Requisition has not been approved in the system, and the user attempts to change the Status to one indicating approval, a warning message will appear. Click [OK] to verify the change, or [Cancel] it.

By default, a job posting goes live when the Status of Accepting Applications is displayed and the Requisition has at least one form assigned.

BALANCEbTRAK / may also not allow a Requisition to be Closed, until all associated Job Seekers have been given a Final status that is defined by the Administrator.

Note: For more information, refer to: System Tools—General>Requisition Statuses and Administrative Settings—Manage Reference Tables.

Use the Forms Menu

Add a Form to a Requisition

Each Requisition is associated with an APPLICATION and/or PRESCREENER form when it is created. Refer to: About Requisitions and Default Forms.

Other forms may be added, and separate forms can be associated with particular groups of candidates (e.g., for Internal versus External candidates), using URLs when posting a job.

Add a form by clicking the green plus sign [Plus Sign] in the Forms header bar to open the Add Forms window. Select a Template Type and Form Name. If a Scoring Scheme was previously added for the template, select it from the Select Scoring Scheme drop-down. For more information on Scoring Schemes, see: Administrative Settings– Manage Scoring Scheme.

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.

The Forms table lists forms by Name and Form Type. The table’s third column indicates the Application to Follow Prescreener, where applicable. The table also indicates via a green check mark green [Check Mark] whether the Form is being used on a Job Posting page.

Notes: Once a Requisition is live and Accepting Applications, access to Add or Edit a form may be disabled by the system. Contact the system administrator for more information, and see: System Tools—Job Seeker>Set Form Permissions.

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).

Overview of Forms Menu Icons

The Forms menu 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.

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 multiple APPLICATIONS is the default. This 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.

Click the application [Default Application] button. From the list of forms, select the default form to show as the latest form completed. You may also select the option to: Use the system default behavior for choosing the latest Application. Click [Save].

To add a form to the list, see: Form Template List Tools.

Edit the Job Posting Form Options

Choose the [Edit] icon from the Forms menu header to open the Job Posting Form menu. The menu will list any existing APPLICATIONS that you may associates 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 add [Add] icon to create a Job Description for the Requisition. The Edit Job Description menu opens; click on the [Plus Sign] in the Description/Job Summary header bar to open a drop-down list of topical areas (e.g., Required Skills). Each selected area will appear as a subhead in the completed Job Description for viewing by applicants.

Enter and format the appropriate text into the provided text editor, using the available word processing tools. Options for saving sections of the Job Description are detailed next.

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

For each section of the Job Description, 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 add [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. a. 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). b. 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. c. Click [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 section. Beginning of Document and the End of Document tags are also available.

3.The Overwrite Options menu displays.

a.Check the box to overwrite (erase and replace)# the previous default job description with the imported one.

  1. Job descriptions stored within existing requisitions will not be changed.

b. Click the Import button.

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

Edit a Job Description

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

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

Add Sources and View Links*

Keep a record of external recruitment Sources, and view related online Links where Job Seekers complete the APPLICATION, PRESCREENER, and other forms.

Click on the expand [Expand] triangle for a Source to view the associated Web links. To view a Link (as the Job Seeker would see it), select the corresponding Web address entry.

Click on the add [Plus Sign] on the right of the Sources menu bar to add a Source. Select one or more Sources by using the checkboxes on the Add Sources menu; then click [Save]. To remove a Sources record, click on delete [Delete], an icon to the left of each entry.

Note: A form is linked to a Web page when it is created or edited; see: About Requisitions and Default Forms.

Where available, the user may Assign a Cost to the Source. If no entry has been made, click the Assign link, and enter one. If an editable Cost entry has been made, click the entry to change it. When finished, select [Save].

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 online, based on the requisition status used in your organization to designate it as open. To turn off auto posting 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 online.

  • Note: Available Sources and related functions are determined by the system administrator, based on the job board's functionality and the integration. For information, refer to: Client Settings>Integrations.

Add a Document to a Requisition

First, [Add] a Requisition, or click the edit [Edit] icon for an existing one to open the Requisition detail. Navigate to the Documents menu.

Click on the add [Plus Sign], located on the right of the Documents menu bar. The Upload Documents menu appears. Provide a Description; then Select a File, using the [Browse] function. Click [Upload] to add the file to the Documents list by File Name and Description.

Submit a Requisition for Approval and Select Approvers

An Approval Process menu appears in the Review Requisition detail after the Requisition is created, if the system has been configured with this function.

Scroll down to the Approval Process menu; click on [Submit for Approval]. An approval process menu opens, identified by the Requisition number. Select a New process (with system permission only), or use an Existing one.

Note: For more on how the Approval Process is configured, refer to: System Tools—General: Requisition Statuses.

balanceTRAK users who meet these system permissions will be listed in the Available Approvers box on the left-hand side:

  • Permission granted to approve Requisitions for posting.
  • User access granted under the Business Unit Code for the current Requisition.

Drag and drop one or more users from Available Approvers to Selected Approvers, the field on the right side. Reorder multiple Selected Approvers by dragging and dropping them above or below each other; this determines the order of approval.

To reuse the Approval Process, click checkbox Save this process for later use, and provide a Process Name.

Note: For information on how to make the Approval Process active in the Existing drop-down the next time a balanceTRAK user enters the Requisition, see: Make an Existing Approval Process Active/Inactive under Administrative Settings.

Click [Save] to initiate the process. An email will be sent to Selected Approvers in order, and the Approval Process menu will appear when the approver enters the Review Requisition detail.

If an approver rejects the Pending Requisition, the submitter can select [Resubmit] after making the necessary Requisition changes.