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 entered the name and the e-mail address, the system checks whether the candidate you 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. This avoids creating the candidate more than once.

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

In Customizing, you can specify additional criteria to be used when checking the candidate for an existing registration. You enter this criteria in the Customizing activity BAdI: Determine External Candidates That Match a Search Pattern.

If the candidate has not previously been stored in the Talent Warehouse, 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.

●      An assignment of the candidate to the requisition or application group with the status In Process, corresponding to the relevant reference code

●      An application with the status In Process

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

If you want to make changes to the candidate data, you can call the Candidate Profile and make the changes in the profile maintenance screen.

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).

Process Flow

...

...

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

       2.      In the services of your work overview, you choose the Create External Application service under Manual Application Management. The Create External Application dialog box appears.

       3.      In the upper area of the view, you enter the required candidate data and then choose the Duplicate Check pushbutton.

       4.      The system uses the data entered to check whether the data matches a candidate who is already registered in the Talent Warehouse. If the candidate is registered, you can assign the entered application to this candidate or create a new candidate.

If you assign the application to the existing candidate, the system fills all other input fields with the data of this candidate, saves this data, and assigns the application to this candidate.

If necessary, you can overwrite the prepopulated fields with more up-to-date candidate data.

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

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

If your company uses Resume Parsing, you can parse the resume and thus prepopulate many input fields with data.

       7.      If required, you enter the Application Source.

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

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

       8.      You supplement the data with documents that you upload as attachments. To do so, you scan in the paper application, resume, and references, for example.

       9.      You save your entries.

   10.      The system creates a candidate, assignment, and application. In the case of the assignment to an existing candidate, the system does not 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.