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 Entry of External Applications

Purpose

As a recruiter or employee of an agency, you use this process to enter external applications that you have received by e-mail or on paper.

You enter the candidate’s data and his or her application and assign them to an application group or a publication using a reference code . You only enter the minimum amount of information in a data record for each candidate. You upload all other information in the form of attachments (e-mails, scanned documents).

Once you have saved the information, the system checks on the basis of certain candidate data whether the candidate you have entered is already registered in the Talent Warehouse. If this is the case, you can assign the application entered manually to the candidate already entered in the system. In this way, you avoid multiple creation of the candidate.

Note Note

A special authorization is required for this check. This is stored in the authorization profile for the Data Typist role. If you do not have this authorization, then a new candidate is created each time for each application.

End of the note.

If the candidate has not been stored in the Talent Warehouse up until now, the system creates the following objects after saving the data entered:

  • A candidate whose profile has the status Blocked . In this way, the candidate cannot be found when performing a search within the Talent Warehouse.

  • A link ( candidacy ) between the candidate and the requisition or application group with the status In Process , corresponding to the relevant reference code.

  • An application with the status In Process

    Note Note

    Using a workflow, candidates are informed of the receipt of their applications (see also Workflow After Status Changes to E-Recruiting Objects ).

    End of the note.

Using the Overview function, you obtain a list of all applications that you have already entered. You can use the list to subsequently change any data entered. You can recall the entry screen by selecting an entry and choosing the Change function. Alternatively, if you want to make changes to the candidate data, you can also call the Candidate Profile function and make the changes in the profile maintenance screen.

Note Note

If you subsequently change the reference code, the system automatically creates a new application using a workflow and deletes the previous application from the incorrect reference code (see Workflow After Data Entry Error ).

End of the note.

Process Flow

  1. You receive a paper or e-mail application.

  2. You choose Enter External Application .

  3. You enter the Reference Code that the candidate specified in his or her application. If the application does not contain a reference code (for example, unsolicited applications), you assign an appropriate Application Group . The system then provides the reference code that is stored for this application group.

  4. You enter the data for the candidate and the application.

  5. If required, you enter the Application Source .

    1. If you are a recruiter, you indicate whether this is an employee referral or if the application comes from an agency. If necessary, you enter the name of the employee who referred the applicant, or you enter the agency from which you received the application.

    2. If you are an employee of an agency, you enter the agency. If you are a member of a user list assigned to the agency, the system automatically assigns the agency (see Maintaining Agencies of Third-Party Providers ).

  6. You supplement the data with documents that you upload as attachments. You scan the paper application, curriculum vitae, and other documents and save these together with the data entered.

  7. You decide whether or not the candidate is suitable.

    • If the candidate is not suitable, you assign the status Rejected and justify this by specifying a status reason. The system automatically sends a notification of rejection to the candidate.

    • If the candidate is suitable, you assign the status In Process . The application can then be processed further by the support team that is assigned to the corresponding requisition or application group. The system automatically sends a confirmation of receipt to the candidate.

  8. You save your entries.

  9. If you have the relevant authorization, the system checks whether the candidate is already registered in the Talent Warehouse, based on the first name, last name, and e-mail address. If the candidate is registered, then you can assign the entered application to this candidate or create a new candidate.

Result

You have entered the application of an external candidate in the E-Recruiting system and assigned it to a requisition or application group. The members of the relevant support team can now access this application. The candidate was informed about the receipt of the application.

If necessary, you have rejected the application and the candidate was informed of this.