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User Guide

The Recruitment solutions allows for keeping track of Positions and Candidates. To help organize and automate recruitment processes you can easily define custom recruitment workflows. These workflows cosist of a sequence of steps. For each step there's a person responsible for performing it, e.g. interviewing a candidate. When a recruitment workflow is run for a candidate, the app helps recruiters and interviewers collect results and decisions related to the candidate. Information collected during the recruitment workflow can be stored with the candidate.

To get started you need to define at least one position and one recruitment workflow. Then you can start entering candidates associated to the position and running recruitment workflows.

Defining positions

You can define positions in the “Positions” list. You can use folders to organize positions according to your needs. On the ribbon at the “Items” tab you'll find three new buttons labeled “Manage” that help work with positions.

recruitment-manage-positions.png

Closing a position

When a position is no longer available you can close the position. To close a position:
  1. Select an open position to close in the list view (check the check box at the begining of the row)
  2. Click on “Close Position” button
  3. Confirm closing of the position in the dialog
"Closed on" date will be set to today.

Reopening a position

When a position is closed you can reopen it later. To open a position:
  1. Select a closed position to open in the list view (check the check box at the begining of the row)
  2. Click on “Open Position” button
  3. Confirm opening of the position in the dialog
"Closed on" date will be reset and the position is open again.

Note that to see close positions you may need to switch the list to the "Archived positions" view.

Copying a position

You can copy any position at any time to create a new similar position. To copy a position:
  1. Select a position to copy in the list view (check the check box at the begining of the row)
  2. Click on “Copy Position” button
  3. Confirm copying of the position in the dialog
  4. Perform any changes to the copied position

Defining workflows

You can define custom workflows for each position in “Workflows” list. Before defining a workflow at least one position has to be defined.

To define a workflow:
  1. Go to the root of “Workflows” list
  2. Click on “New Item” / “Workflow” menu item
  3. Write a unique name for the new workflow
  4. Select a position and a task list from drop down list boxes
  5. Click on “Save” button

To define workflow steps:
  1. Go to the root of “Workflows” list
  2. Open the workflow definition (just click on the workflow's name)
  3. From “New Item” menu select a type of workflow step (e.g. Interview Workflow Step) to be added into the workflow
  4. Fill at least all mandatory fields
    • The "Task Owner" is the person responsible for actually performing the given workflow step, e.g. interviewing a candidate, performing a reference call, etc.
    • Be careful with selecting “Result Content Type” field value and “Task Content Type” field value. Each workflow step has its own result content type and task content type. If you want to use your custom content types, you can choose them instead of default ones.
    • If you don’t choose a result content type, no result will be added to candidate’s folder after the respective task is completed.
    • If you uncheck “Send Email Notification” check box, no notification will be sent to the owner of the task.
    • If you check “Cancel if No Hire” check box and result of the task will be “No Hire”, the workflow will be completed immediately.
  5. Click on “Save” button
  6. Repeat steps 3 to 5 until you have your workflow setup.

NOTE: The last step of each workflow has to be “Final Decision Workflow Step”. Use this step as last step only. When this step is executed, the workflow ends.
Your workflow could look like this:

recruitment-workflow-sample.png
You can use arrows for moving each step up or down in the workflow.

Entering candidates

To create a candidate:
  1. Go to the “Candiates” list.
  2. Click on “New Item” / “Candidate” menu item
  3. Fill at least all mandatory fields
    • Use the “Load Defaults” button to pre-fill values of some fields from the selected position.
  4. Click on “Save” button

Note that you can freely organize candidates into folders.

If you just click on last name of a candidate, their card will be opened. If you click on “Open” button, the history of the respective recruitment process will be opened. There is mix of manual actions and actions from workflow. At any time you can go to this view and use “New Item” menu and add an action. Also, you can add attachments to each action.

To attach a CV to a candidate do the following:
  1. Go to the“Candidates” list and locate the candidate
  2. Click on their last name
  3. Click on “Open” button
  4. Click on “New Item” / “CV Document” menu item
  5. Select type of document and its language
  6. Click on “Attach File” button and attach a file. You can attach as many files as you need.
  7. Click on “Save” button

Running recruitment workflows

Running a recruitment workflow for a candidate helps drive the process, delegate tasks and To run HR workflow on a candidate:
  1. Go to the“Candidates” list and locate the candidate
  2. Select a candidate in the list view (check the check box at the begining of the row)
  3. Click on “Start HR Workflow” button in the ribbon
  4. Confirm start of the workflow in the dialog

The workflow is now started with all its steps. You can check workflow status in “HR Workflow” field in this list view. After clicking on the link in this field, you will be redirect to workflow status, tasks and history.

Note: Modifying a workflow has no effect on currently running workflows.

Completing workflow tasks

To complete a workflow task:
  1. Open a task (from “Tasks” list or “Workflow status” page)
  2. Edit this task
  3. Fill all mandatory fields
  4. Select a result in “Result” field

If a result content type was selected for this step, the information will be recorded into the candidate’s folder in “Candidates” list.

Terminating a recruitment workflow upon "No Hire" result

Each workflow step can be marked as “Cancel if No Hire”. If you complete the task of this kind and select “No Hire” as the result of the task, the workflow will be ended immediately.

Final decision workflow step

If the task corresponding to a “Final Decision Workflow Step” is completed, the workflow will be ended immediately and the result from this task will be set as the hiring result of the candidate. You can see this result on the card of the candidate.

Use this workflow step wisely and as the last step of a workflow only.

Manualy cancelling a recruitment workflow

There are situations in which you need to cancel the running recruitment workflow. You can cancel a recruitment workflow anytime by manually creating one of the following result items in a candidate folder:
  • “Candidate Decision Result” item
  • “Final Decision Result” item

Candidate's decision

When a candidate tells you he's no longer interested in the position go to the candidate‘s folder and create a new “Candidate Decision Result” item with “No Hire” result. The workflow will be cancelled and candidate’s result will be set to “No Hire”.

Internal decision

When you at any time for any reasons decide to either hire or not hire a given candidate go to the candidate‘s folder and create a new “Final Decision Result” item and choose the result. The workflow will be cancelled and candidate’s result will be set to the specified value.

Hiring statistics

Use “HR Workflow Statistics” web part to show statistics from workflows. You can select a workflow to show and type of statistics.

In Progress
This type of statistics shows numbers of all candidates that are currently in the pipeline, summed for each workflow step.

Finished
This type of statistics shows numbers of all candidates that were processed in the past. No matter if the final result was “Hire” or “No Hire”.


Last edited Jun 22, 2011 at 11:32 PM by boldbrick, version 5

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