CareerPortal7 CareerPortal - Administrative Guide overview Welcome to CareerPortal, your organization’s complete solution for managing the recruiting and hiring process

CareerPortalAdministrative Guide

CareerPortal

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CareerPortal - Administrative Guide

ContentsOverview .................................................................................................................................. 7

Prerequisites ....................................................................................................................................................... 7

Navigate CareerPortal ............................................................................................................. 9

Move through CareerPortal ........................................................................................................................... 9Search within CareerPortal ............................................................................................................................ 9Enter Full Screen Mode ................................................................................................................................... 9Speed Up Your Navigation Using the Sidebar ......................................................................................10Log Out of CareerPortal ................................................................................................................................11

Log In to CareerPortal ........................................................................................................... 13

Access the Admin Login Page ....................................................................................................................13Reset Your Password ......................................................................................................................................14

Explore the Dashboard ......................................................................................................... 19

Use the Dashboard to Access Administrative Features .....................................................................19Use the Dashboard to Access Your Messages and Workflow ..........................................................20

Unread Messages .....................................................................................................................................20Posted Jobs Approval Queue ..............................................................................................................21Interview Rating Queue ........................................................................................................................21

Update Your Profile ............................................................................................................... 23

Update Profile Settings .................................................................................................................................23Confirm Your Email Address .................................................................................................................25

Update Profile Questions .............................................................................................................................26

Check Messages ..................................................................................................................... 29

Mark Messages as Read or Muted .............................................................................................................30

Discover Admin Tools ............................................................................................................ 31

Set Configuration Settings ................................................................................................... 33

Edit a Configuration Setting ........................................................................................................................34Add or Edit an Image on the Home Page ...............................................................................................35

Manage Coop Settings .......................................................................................................... 37

Add a New Coop ..............................................................................................................................................38Edit a Coop Setting .........................................................................................................................................38Delete a Coop Setting ...................................................................................................................................39

Control Content with Content Management ....................................................................... 41

Edit Content ......................................................................................................................................................41

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Preview Your Content ..................................................................................................................................42Publish Your Content ...................................................................................................................................43

Add Users ............................................................................................................................. 45

Add a User ........................................................................................................................................................45Mark an External User as an Internal User ............................................................................................47Edit a User ........................................................................................................................................................47Delete a User ...................................................................................................................................................48View User Profiles ..........................................................................................................................................48

Link a User to a Group ......................................................................................................... 49

Create a User Group Link ............................................................................................................................49Delete a User Group Link ............................................................................................................................50

Post a Job Overview ............................................................................................................ 51

Add Job Positions ................................................................................................................ 53

Add a Job Position ........................................................................................................................................53Add a Job Using the Add New Position Window........................................................................53

Edit a Job Position .........................................................................................................................................54Delete a Job Position ...................................................................................................................................56

Add Departments ................................................................................................................ 57

Add a Department ........................................................................................................................................57Add a Department Using the Department Details Window ..................................................57

Edit a Department ........................................................................................................................................58Delete a Department ...................................................................................................................................59

Link a Job Position to a Department .................................................................................. 61

Create a Job Position Department Link ................................................................................................61Delete a Job Position Department Link ................................................................................................62

Add Job Requirements ........................................................................................................ 63

Add a Job Requirement ..............................................................................................................................63Add a Job Requirement Using the Requirements Page ...........................................................63

Edit a Job Requirement ...............................................................................................................................64Delete a Job Requirement .........................................................................................................................65

Link a Job Position to a Job Requirement.......................................................................... 67

Create a Job Position Requirement Link ...............................................................................................67Delete a Job Requirements Link ..............................................................................................................68

Add Forms ............................................................................................................................ 69

Add a Form ......................................................................................................................................................69

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Edit a form .........................................................................................................................................................70Delete a form ....................................................................................................................................................71

Link a Job Position to a Form ................................................................................................ 73

Create a Job Position Form Link .................................................................................................................73Delete a Position Form Link .........................................................................................................................74

Add Core Questions ............................................................................................................... 75

Add a Core Question ......................................................................................................................................75Question tab ..............................................................................................................................................76Validation tab ............................................................................................................................................77

Edit a Core Question ......................................................................................................................................78Inactivate a Core Question ..........................................................................................................................79Activate a Core Question ..............................................................................................................................79

Add Reference Requests ....................................................................................................... 81

Edit Reference Request Configuration Settings ...................................................................................81Create a References Form ............................................................................................................................83Add Core Questions to the References Form ........................................................................................84Select the References Form when Posting a Job .................................................................................86Send Reference Requests .............................................................................................................................86

Understand Workflow ........................................................................................................... 89

Job Approval Workflow Overview ............................................................................................................89Interview Workflow Overview ....................................................................................................................90

Add a Job Approval Workflow .............................................................................................. 91

Add a New Job Approval Workflow ..........................................................................................................91Edit a Workflow ................................................................................................................................................93Delete a Job Approval Workflow ...............................................................................................................93

Add an Interview Workflow .................................................................................................. 95

Add a New Interview Workflow .................................................................................................................95Edit an Interview Workflow .........................................................................................................................97Delete an Interview Workflow ....................................................................................................................97

Post a Job (Step-by-Step) ...................................................................................................... 99

Step 1 - Position ...............................................................................................................................................99Step 2 - Requirements .................................................................................................................................101Step 3 - Add Questions ...............................................................................................................................102

Assign Forms ...........................................................................................................................................102Add Custom Questions ........................................................................................................................103Activate or Inactivate a Custom Question ....................................................................................106Delete a Custom Question .................................................................................................................106

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Step 4 - Share (Sharing Options) .............................................................................................................106Job Approval Workflow tab ................................................................................................................107Sharing tab ...............................................................................................................................................107Interview Workflow tab .......................................................................................................................108

Submit the Job ...............................................................................................................................................110

Approve or Deny a Job Post ................................................................................................ 111

Approve a Job Post .......................................................................................................................................112Deny a Job Post..............................................................................................................................................114Resubmit a Job Post .....................................................................................................................................115

View Your Job Approval History ......................................................................................... 117

View Posted and Shared Jobs ............................................................................................. 119

Edit or Delete a Job Post ..................................................................................................... 121

Edit a Job Post ................................................................................................................................................121Delete a Job Post ...........................................................................................................................................122

Search and Save Jobs .......................................................................................................... 123

Search Jobs ......................................................................................................................................................123Save Your Search ...........................................................................................................................................123View Saved Searches ....................................................................................................................................124Delete Saved Searches ................................................................................................................................125

Search and Save Applicants ................................................................................................ 127

Refine Your Applicant Search ....................................................................................................................128View Applicant Details ................................................................................................................................129Send Reference Requests ...........................................................................................................................130Save an Applicant Search ...........................................................................................................................131View Saved Applicant Searches ...............................................................................................................132Delete Saved Applicant Searches ............................................................................................................132

Rate an Applicant ................................................................................................................ 133

To Rate an Applicant: ...................................................................................................................................133View Your Interview Rating History ........................................................................................................134View an Applicant's Interview Rating History .....................................................................................135

View an Applicant's Interview History Using the Dashboard ................................................135View an Applicant's Interview History Using the Applicant Watch Page ..........................136View an Applicant's Interview History Using the Interview Rating Queue Page ............136

Hire an Applicant ................................................................................................................. 139

Search Hired Applicants ...................................................................................................... 141

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Refine Your Hired Applicant Search ..................................................................................................... 142View Hired Applicant Details ................................................................................................................. 143

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overviewWelcome to CareerPortal, your organization’s complete solution for managing the recruiting and hiring process.

CareerPortal provides an easy-to-use, lightweight employment system that allows you to recruit new employees, track applicants, easily manage settings, send messages, control work and interview flows, and much more.

The CareerPortal Administrative Guide provides a deep dive into CareerPortal’s key administrative features using process orientated use-cases that illustrate how to perform administrative tasks within CareerPortal so that you can Bring in the Best™. Let’s get started.

Prerequisites

This guide assumes that you are a CareerPortal administrative user and are using at least CareerPortal Version 0.16.

Checklist Overview

The following steps are covered in this guide:

� Navigate CareerPortal. � Link a job position to a department. � Log in to CareerPortal. � Add job requirements. � Explore the dashboard. � Link a job position to a job

requirement. � Update your profile. � Add forms. � Check messages. � Link a job position to a form. � Discover admin tools. � Add core questions. � Set configuration settings. � Add Reference requests. � Manage coop settings. � Understand workflow. � Control content with content

management. � Add a job approval workflow.

� Add users. � Add an interview workflow. � Link a User to a group. � Post a job (step-by-step). � Post a job overview. � Approve or deny a job post. � Add job positions. � View your job approval history. � Add departments. � View posted and shared jobs.

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� Edit or delete a job post. � Rate an applicant. � Search and save jobs. � Hire an applicant. � Search and save applicants. � Search hired applicants.

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navigate CareerPortalNavigating and searching for information has never been easier. CareerPortal’s intuitive design allows you to quickly find what you are looking for. Here are a few quick tips to get you started.

Move through CareerPortal

CareerPortal makes it easy to get around. You can:

z Go to the home page from anywhere within CareerPortal by clicking CareerPortal in the top left corner.

z Click < and > or the page number at the bottom of pages to view the next or previous page.

z Click Λ on the bottom right of the page to jump to the top of the page.

z Use the sidebar for easy navigation.

Search within CareerPortal

CareerPortal provides many ways to search for information. These include:

z Pages with search fields that dynamically search for information.

z Grids that can be sorted by clicking on a column’s heading.

z Grids that provide dynamic search fields or drop-down menus within columns to filter your search.

Enter Full Screen Mode

CareerPortal also provides a full screen mode for easy searching and reading. To enter full screen mode:

1. Click your user name at the top right corner. A drop-down menu will appear.

2. Click Full Screen. Your screen will enter full screen mode.

3. Press ESC to exit full screen mode.

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Speed Up Your Navigation Using the Sidebar

The CareerPortal sidebar provides a fast and easy way to quickly navigate through CareerPortal. The sidebar is always located on the left side of each page when your web browser screen is maximized. The CareerPortal sidebar dynamically hides and moves to the top of your screen when your web browser screen is not maximized. To access the sidebar:

1. On the left side of the screen, click on any section to go to that section when your web browser screen is maximized.

2. Click the four horizontal lines to the right of your user name to access the hidden sidebar when your web browser is not maximized.

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Log Out of CareerPortal

1. Click your user name at the top right corner. A drop-down menu will appear.

2. Select Log Out. A confirmation page will appear prompting you to continue.

3. Click Yes. Logoff. to log out of CareerPortal, or click No. Stay logged in. to remain logged in to CareerPortal.

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log in to CareerPortalCareerPortal has two different log in pages. One is for non-administrative users, and the second is for administrators. Always use the administrative log in page to log in to CareerPortal as an administrator.

Access the Admin Login Page

There are two ways to access the Admin Login page:

� Go to the bottom of the CareerPortal home page, and click Admin Login.

� Click Login on the CareerPortal home page. Click Admin Login at the bottom of the Login page.

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1. On the Admin Login page, type your user name and password in the UserName and Password fields.

2. Click the coop drop-down menu, and select the coop that you want to sign in to. This option may vary.

3. Click Remember me if you want your browser to remember your user credentials. This is not recommended if you share a computer.

4. Click Always use Admin Login if you only want to log in as an administrator for now on.

Using this option will only present the Admin Login page when logging in to CareerPortal.

5. Click Login.

6. The Dashboard page is displayed by default.

Reset Your Password

We all forget our password from time-to-time, and CareerPortal makes it simple to reset your password. You will use the Login page to reset your password. To reset your password:

1. Go to the CareerPortal home page.

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2. Click Login to go to the Login page.

3. Under Forgot your password, click Reset Password to go to the Reset Your Password page.

4. Type either your user name in the Username field or your email address in the Email field.

Your email address is the one used to create your account.

5. Click I’m not a robot.

6. Click Continue.

If you remember your password at any point during this process, click here under Do you remember your Password.

7. The Reset Your Password page will prompt you for your security question answer. Type your security question answer in the Answer field.

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Your security question and security question answer were created when you signed up for your account. If you did not set up your account, then another CareerPortal administrator is needed to reset your password.

8. Click Continue.

9. The Reset Your Password page will prompt you for a new password. Type your new password in the New Password field.

10. Retype your new password in the Confirm Password field.

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11. Click Reset Password & Login. Your dashboard is displayed.

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exPlore the DashboarDThe CareerPortal Dashboard provides an all access view into your organization's applicant search and job posts while also providing another means to easily navigate within CareerPortal. The Dashboard is divided into four tiles and three sections that either navigate you to other CareerPortal pages, provide data from other CareerPortal pages, or allow you to perform administrative functions.

CareerPortal has two different dashboards. The Dashboard page is used for administrative work such as posting jobs, searching for applicants, and interviewing applicants. The Job Dashboard page is your personal dashboard for your own career search. See the CareerPortal User Guide for more information on using the Job Dashboard.

Use the Dashboard to Access Administrative Features

The Dashboard page is displayed by default when you log in to CareerPortal. Like the sidebar, the dashboard is used to quickly go to important administrative pages. These pages are represented by the four tiles at the top of the Dashboard page.

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z The Current Posted Jobs tile displays the number of jobs that you have posted or have been shared with you. Click VIEW MORE to go to the Posted Jobs page.

z The Applications tile displays the number of applications that have been submitted for jobs you have posted. Click VIEW MORE to go to the Search Applicants page.

z Click VIEW MORE in the Applicant Watch tile to go to the Applicant Watch page.

z Click VIEW MORE in the Messages tile to go to your inbox on the Messages page.

Use the Dashboard to Access Your Messages and Workflow

The Dashboard page also comprises three sections that provide an overview of your workflow and unread messages. The Unread Messages section displays your unread messages from potential applicants on job posts. The Posted Jobs Approval Queue and the Interview Rating Queue are important components to administrative workflow. Each workflow is covered in detail in "Understand Workflow" on page 89.

Unread Messages

The Unread Messages section displays all of your unread messages.

1. Click on an unread message to read it.

2. Click See All Records to go to your inbox on the Messages page.

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Posted Jobs Approval Queue

The Posted Jobs Approval Queue allows you to view your job approval workflow. A job approval workflow is part of the job posting process where selected users approve or deny a job posting before it is made available to applicants. Job posts that need your approval are listed in a grid in this section. The actual job approval or denial is performed on the Job Detail page.

1. Click View to go to the Job Detail page.

2. Click History to view your past job approval entries.

3. Click Previous or Next to browse through your job post list.

See "Approve or Deny a Job Post" on page 111 for more information on how to approve or deny a job post.

Interview Rating Queue

The Interview Rating Queue is an important component in the interview process. It is also a part of the job posting process. An interview rating queue is used to rate applicants during the varying stages of the interview process. The actual interview rating is performed using the Applicant Detail page.

1. Click View to go to the Applicant Detail page to review or rate the applicant.

2. Click History to view an applicant's interview rating

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3. Click Previous or Next to browse through your interview rating queue.

See "Rate an Applicant" on page 133 for more information on how to rate an applicant using the Interview Rating Queue page.

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UPDate YoUr ProfileCareerPortal makes updating your profile simple by using a two-tier system that includes profile settings and profile questions. Profile settings comprise your personal information, and profile questions comprise specific organizational questions or needs common to all applicants and positions. CareerPortal's flexibility allows you to update your profile at anytime including when applying for a position.

Click on My Profile on the CareerPortal sidebar to update your profile.

The My Profile page comprises two tiled links that take you to the Profile Settings page and the Profile Questions page.

Update Profile Settings

The need to update your profile may stem from many reasons such as a new phone number, a change of address, or a name change. It is a best practice to verify that your profile settings are correct if your account was created for you.

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1. Click Profile Settings on the My Profile page to go to the Profile Settings page. All fields can be edited on the Profile Settings page. Update your profile where needed.

2. Leave the Password and Confirm Passwords fields blank if you do not want to change your current password. Otherwise, type your new password into the Password and the Confirm Password fields.

3. Click Email Confirmation if your email address has not been confirmed.

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4. Under Account Recovery, type a hint question in the Security Question field. This question will be used to reset your password should you forget it.

5. Type your hint question response into the Security Answer field.

6. Click Save to save your changes and return to the My Profile page.

7. Click Cancel to cancel your changes and return to the My Profile page.

Confirm Your Email Address

Confirming your email address is an added measure of security. Your confirmed email address will always be associated with your CareerPortal account ensuring that CareerPortal only sends information to the confirmed email address in your profile.

If you change your email address, do not forget to confirm it to associate your CareerPortal account with your new email address. Some administrative features are not available until your email address is confirmed.

You can confirm your email address using the My Profile Settings page. To confirm your email address:

1. Click Email Confirmation on the Profile Settings page to go to the Email Confirmation page.

2. On the Email Confirmation page, click Send a New Key to send an email confirmation email message to your email address. A confirmation message is displayed.

3. Click OK.

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When you receive your email confirmation message from CareerPortal:

4. Click Confirm Email Address in the email message. The CareerPortal Login page is displayed.

5. Log in to CareerPortal using your user name and password. The Email Confirmation page is displayed.

6. The Email Confirmation page displays a message stating whether your email address has been confirmed or not.

7. Check your spam folder if you do not receive your email confirmation. The email confirmation message is from [email protected]. The subject is: CareerPortal Confirmation Email.

8. Click My Profile on the sidebar to return to the My Profile page.

Update Profile Questions

Profile questions will vary from organization to organization and are governed by core questions that are created using the Core Questions page and the Add/Edit a Core Question window. Core questions comprise questions that can be both universal and specific to an organization and the organization's different job positions. See "Add Core Questions" on page 75 to learn how to create core questions.

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1. Click Profile Questions on the My Profile page to go to the Profile Questions page.

2. Click Previous or Next to browse through the organization's core questions.

3. Update your personal and professional information where needed.

4. Click Submit to save your profile questions and return to the My Profile page.

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CheCk MessagesCareerPortal provides all users with an inbox. The inbox is your direct line of communication with applicants who ask questions about job positions. Your inbox is accessible in three ways:

z Click Messages on the sidebar.

z Click the Messages tile on your Dashboard

z Click a message in the Unread Messages section on your Dashboard.

Using your inbox is similar to using an email program. Unread messages are displayed by default. You can sort your messages by clicking on a column's heading, and you can search your messages using the Search field.

Messages can be marked as read or muted. Muted messages are messages that you no longer want to receive notifications on. Rather than deleting a message, CareerPortal provides the option to mute a message.

Messages are grouped into threads by position. A message thread is made up of different posts between your organization and an applicant asking questions about a job post.

Here are a few tips on using your inbox:

1. Click Records under Inbox to select the number of message threads to display.

2. Click View to read all posts within a message thread.

3. Click Reply to reply to a message post.

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4. Click Unread to view all of your unread messages. The number of unread messages is displayed in parenthesis.

5. Click All to view all messages in your inbox.

Mark Messages as Read or Muted

Messages must be manually marked as read or muted. To mark a message as read or muted:

1. Click View to open the message thread.

2. In the Read or Mute field, click to mark the message as read or muted.

3. Click in the Read or Mute field to mark a message as unread or unmuted.

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DisCover aDMin toolsCareerPortal can be easily configured to meet your organization's need. From creating job posts to managing dynamic content throughout the application, CareerPortal gives you the freedom and flexibility to make it your own.

The Admin Tools page is your landing page for all CareerPortal administrative tools. The Admin Tools page comprises links to all administrative tools.

Click Admin Tools on the sidebar to go to the Admin Tools page.

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The following admin tools are available:

z Configuration Settings - Manage application-wide settings (Super Admin only).

z Coop Settings - Manage multiple coops or districts (Super Admin only).

z Users - Create or edit users.

z User/Group Link - Link users to user permission groups.

z Departments - Create or edit departments for varying job positions.

z Job Positions - Create or edit your organization's job positions.

z Position/Department Link - Link job positions with the their respective departments.

z Requirements - Create or edit job requirements (Super Admin only).

z Job/Requirements Link - Link job requirements to job positions.

z Form Management - Create or edit forms (groups of core questions) for varying job positions.

z Core Questions - Create or edit organizational and job specific application question.

z Position/Form Link - Link job positions to job specific forms.

z Job Approval Workflow - Create or edit a job approval workflow for each job post.

z Interview Workflow - Create an interview workflow for each job post.

z Content Management - Manage dynamic content.

On the Admin Tools page:

1. Click any one of the admin tools to begin configuring CareerPortal.

2. Click Admin Tools on any of the admin tools' pages to return to the Admin Tools page.

The next three sections show you how to configure three important CareerPortal settings using the Configuration Settings, the Coop Settings, and the Content Management pages.

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set ConfigUration settingsThe Configuration Settings page allows you to edit application-wide settings. Some information may already be filled in as a part of the installation process. As these are system-wide settings, it is only possible to edit a configuration setting. Before editing a configuration setting, ensure that you understand the setting's function.

Columns can be sorted by clicking on a column’s heading. You can also search for keywords using the Search field.

There are a few configuration settings that should be edited or checked for accuracy. These include:

z CLIENT SIDE - The name(s) of the district(s) in your CareerPortal instance.

z CoopLabel - The name of your coop if you manage multiple districts.

z FooterAboutUs - Information about your organization on the home page.

z FooterContact-CityStateZip - Your organization's city, state, and zip code.

z FooterContact-Email - Your organization's email address.

z FooterContact-Phone - Your phone number(s).

z FooterContact-StreetAddress - Your organization's address.

z ReferenceRequestText - The text that is sent to an applicant's references when requesting references.

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Edit a Configuration Setting

Editing is facilitated using the Edit Configuration Settings pop-up window. Required fields are marked with a red asterisk (*).

1. Click Configuration Settings on the Admin Tools page to go to the Configuration Settings page.

2. Click Records to select the number of configuration settings to display.

3. Find the configuration setting that you want to edit, and click Edit to open the Edit Configuration Settings pop-up window.

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4. Type your edit(s) into the Name, Value, and Description fields.

z The Name field displays the configuration setting’s name. This field is maintained by CareerPortal developers and should not change.

z In the Value field, type your organization's value for this configuration setting.

z In the Description field, type a description for the configuration setting.

5. Click Update to save your settings, or click Cancel to return to the Configuration Settings page.

Add or Edit an Image on the Home Page

Career Portal allows you to customize the image(s) displayed on the home page. To do so:

1. Click Configuration Settings on the Admin Tools page to go to the Configuration Settings page.

2. Click Add Images. An image upload section will appear including images already uploaded to the application.

z Read the dimension information.

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3. Click Please select image upload type, and select Logo or Main Image.

4. Click the landing field to open your computer’s file explorer.

You can also drag your image onto the landing field.

5. Click Click to Refresh Previews to preview your new image in the preview section.

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Manage CooP settingsCoop settings allow you to manage multiple districts or coops. If you do not manage multiple districts or coops, ensure that your district or coop is listed in the grid on this page. Coop settings are managed using the Coop Settings page.

The Coop Settings page's title and its link on the Admin Tools page will dynamically change to the value typed in the CoopLabel field located on the Configuration Settings page.

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Add a New Coop

Adding a new coop is facilitated using the Add New District pop-up window. Required fields are marked with a red asterisk (*). To add a new coop:

1. Click Coop Settings on the Admin Tools page to go to the Coop Settings page.

2. Click Records to select the number of coops to display.

3. Click Add New+ to open the Add New District pop-up window.

4. In the Name field, type the district's name.

5. Click the Active field to indicated whether the district is active.

6. In the Email Domains field, type the email domain(s) that are associated with the district in a comma-separated list.

7. Click Save, or click Cancel to return to the Coop Settings page.

Edit a Coop Setting

To edit a coop setting:

1. Click Edit to open the Add New District pop-up window.

2. Type your edits into the Name, Active, and Email Domains fields.

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3. Click Save to save your edit, or click Cancel to return to the Coop Settings page.

Delete a Coop Setting

To delete a coop setting:

1. Find the coop setting that you want to delete, and click Delete to delete. A confirmation message is displayed prompting you to continue.

2. Click OK to delete the coop setting, or click Cancel to return to the Coop Settings page.

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Control Content with Content ManageMentCareerPortal allows you to change content using predefined content sections throughout the application. One edit is all that it takes to change all predefined content sections. Managing your content sections is facilitated using the Content Management page.

Content sections can be added to multiple pages. Each content section is identified by a Content ID that allows all pages with a particular Content ID to display the same information. All content section edits, deletions, or additions are made using the Content Management page.

At this time, the only content section available is on the home page.

Edit Content

1. Click Content Management on the Admin Tools page to go to the Content Management page.

2. Click Edit Content to go to the Edit Content Management page.

The Edit Content Management page provides tools for formatting your text such as bold, italic, and underline; ordered and unordered lists; image insertion; and HTML markup.

Only the Content field can be edited on the Edit Content Management page.

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3. Type your new or updated information into the Content field.

4. Click Save to save your edit, or click Cancel to return to the Content Management page.

Preview Your Content

You can preview your content as it will appear within CareerPortal before you publish it. The Preview field allows you to see your content in three states:

z With Changes -- View new content before it is published.

z Current -- View content that is currently published.

z With Previous Content -- View content published before the current iteration.

1. To preview your content in one of the three states, click Preview and select With Changes, Current, or With Previous Content.

The CareerPortal home page will open in a new window.

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2. Go to the pages that have the specific content section to preview its information.

Publish Your Content

The Publish field is used to publish your content. The Publish field allows you to publish and to rollback your content. Rolling back your content will republish the previous iteration of your content.

To publish or rollback content, click Publish and select Publish Content or Rollback Content.

Use the Display field to hide your content sections. Click to show the content section,

or click to hide it.

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aDD UsersCareerPortal users and groups are a primary component of CareerPortal. Users comprise both administrative and non-administrative users. Groups comprise CareerPortal's rights (permission level) groups. Users' roles within CareerPortal are defined by the group(s) that they belong to. In CareerPortal, users are linked to groups that define their role(s) and rights.

Users are added to CareerPortal in two ways. An administrator can add a user using the Users or Users Groups Link pages, or users can add themselves by signing up for a CareerPortal account.

Groups can only be edited by CareerPortal developers.

Add a User

Adding a CareerPortal user is facilitated using the Add Edit Users page. The Add Edit Users page is accessed from the Users page or the Users Groups Link page.

1. Click Users or User/Group Link on the Admin tools page to go to the Users page or the Users Groups Page.

2. Click Records to select the number of users to display on the Users page, or click Records to select the number of linked users and groups to display on the Users Groups link page.

3. Click Add New + on the Users page or Add User + on the Users Groups Link page to go to the Add Edit Users page.

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4. Type the new user’s information into the appropriate fields on the Add Edit Users page.

5. Click Save.

The Users Groups Link page opens when a new user is saved.

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6. Click Cancel to return to the Admin Tools page.

Mark an External User as an Internal User

When non-administrative users create their CareerPortal account, they will often use an email address whose email domain value is different from that specified in the Email Domains field on the Coop Settings page. CareerPortal marks all users whose email address domains are different as an external user. If a user is no longer an external user and is now an internal user, then that user must be marked as an internal user. CareerPortal offers several ways to mark an external user as an internal user.

z Non-administrative users can update their email address using the Profile Settings page. Non-administrative users can then confirm the email address whose email domain now matches the Email Domains field on the Coop Settings page.

z CareerPortal administrators can use the Add Edit Users page to update users' email addresses. Non-administrative users can then confirm their email address using the Profile Settings page.

z A CareerPortal administrator can click the Local User Override field on the Add Edit Users page to override the Email Domains field value on the Coop Settings page allowing users to keep their original email addresses and still be considered an internal user.

Edit a User

Editing a user is facilitated using the Add Edit Users page. To do so:

1. Find the user whose account you want to edit on the Users page.

2. Click Edit to go to the Add Edit Users page.

3. Type your edit(s) into the appropriate fields.

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4. Click Save to save your edit(s), or click Cancel to return to the Admin Tools page.

Delete a User

1. Find the user whose account you want to delete on the Users page.

2. Click Delete. A confirmation message is displayed prompting you to continue.

3. Click OK to delete the user, or click Cancel to return to the Users page.

View User Profiles

Use the Search Applicants page to view all user profiles, including those who have not applied for a job position.

1. Go to the Search Applicants page.

2. In the Position field, select User Profile. All CareerPortal account users with user profile data are displayed.

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link a User to a groUPCareerPortal rights (permissions) are a based on a grouping system that links users to specific permission level groups. A list of all users is displayed in a grid on the Users page. The Users Groups Link page is used to link users to groups. A list of linked users and groups is displayed on the Users Groups Link page. Use the Create Links section to create links between users and groups. Linked users and groups are displayed under Linked Values.

Create a User Group Link

1. Click User/Group Link on the Admin Tools page to go to the Users Groups Link page.

2. Click Records to select the number of linked users and groups to display.

3. Click the Users and Groups fields to search the drop-down menus for users and groups.

The Users and Groups fields are also auto-suggest fields. Type a user name or a group name into the auto-suggest field to dynamically search for users or groups.

4. In the Users field, select a user to link a group to.

5. In the Groups field, select a group to link a user to.

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6. To remove a selected user or group, click x on the user or group name, or press BACKSPACE.

7. Click Link to link the user to the group.

8. Click Clear All to simultaneously clear both fields.

9. Click Cancel to cancel.

10. Click Add User + to add a new user using the Add Edit Users page.

Delete a User Group Link

1. On the Users Groups Link page under Linked Values, find the linked user and group whose link you want to delete.


3. Click OK to delete the link, or click Cancel to return to the Users Groups Link page.

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Post a Job overviewCareerPortal simplifies the job posting process by providing a modular framework that is not only flexible, but also highly configurable. The framework's pieces are:

z Job Positions

z Departments

z Job Requirements

z Job Position and Department Links

z Job Positions and Job Requirements Links

z Forms

z Core Questions

z Job Position and Form Links

z Job Approval Workflow

z Interview Workflow

Each piece of this framework simplifies the job posting process as all are both dependent and independent of each other. CareerPortal's flexibility allows an organization to use all, a part, or none of this framework.

The next sections cover each piece of the framework ending with posting a job and how this framework simplifies that process. See "Post a Job (Step-by-Step)" on page 99 to learn how to post a job.

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aDD Job PositionsThe first step in posting a job is choosing the job and its description. The Job Positions page allows you to add, edit, and delete job positions and their descriptions. All jobs created on the Job Positions page appear on the Post a Job page when creating a job post.

Add a Job Position

Adding a job position is facilitated using the Add New Position pop-up window. A job position is made of two fields--Position Name and Description.

Add a Job Using the Add New Position Window

1. Click Job Positions on the Admin Tools page to go to the Job Positions page.

2. Click Records to select the number of job positions to display.

3. Click Add New + to open the Add New Position pop-up window.

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4. Type the job position's title in the Position Title field.

5. Type the job description in the Position Description field.

The Add New Position pop-up window provides basic text formatting.

6. Click Add Position to save the job position, or click Cancel to return to the Job Positions page.

Edit a Job Position


2. Find the job position that you want to edit and click Edit. The job position will enter edit mode.

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3. Click Description to edit the description.

z Click to save your description edit, or click to return the description to its saved status.

4. Click Position Name to edit the job position's title.

z Click to save your position name edit, or click to return to the position name to its saved status.

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5. Click Save to save your edit, or click Cancel to return the job position to its saved status.

Delete a Job Position


2. Find the job position that you want to delete, and click Delete. A confirmation message will display prompting you to continue.

3. Click OK to delete the job positions, or click Cancel to return to the Job Positions page.

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aDD DePartMentsThe second step in posting a job is choosing the department that the job position belongs to. A job position can only belong to one department. Job positions and departments are linked together like users and groups are linked together. Before linking a job position to a department, departments have to added.

Add a Department

Adding a department is facilitated using the Department Details pop-up window. A department is made of three fields--Name, Description, and Display Group.

Add a Department Using the Department Details Window

1. Click Departments on the Admin Tools page to go to the Departments page.

2. Click Records to select the number of departments to display.

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3. Click Add New + to open the Department Details pop-up window. Required fields are marked with a red asterisk (*).

4. Type the department's title in the Department Name field.

5. Type the department's description in the Department Description field.

6. Type the department's display group in the Display Group field.

A display group is used to index departments into larger groups (e.g., Biology and Physics may belong to the Sciences display group).

7. Type the department's display order in the Display Order field.

The display order is the order that the department will appear in drop-down menus throughout CareerPortal. This field allows you to override CareerPortal's default alphabetical ordering.

8. Click Save Department to save the department, or click Cancel to return to the Departments page.

Edit a Department


2. Find the department that you want to edit, and click to open the Department Details pop-up window.

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4. Click Save Department to save your edit(s), or click Cancel to return to the Departments page.

Delete a Department


2. Find the department that you want to delete, and click . A confirmation message will display prompting you to continue.

3. Click OK to delete the department, or click Cancel to return to the Departments page.

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link a Job Position to a DePartMentJob positions are linked to departments using the Position Department Link page. A job position can be linked to only one department. Use the Create Links section to create links between job positions and departments. Linked job positions and departments are displayed under Linked Values.

Create a Job Position Department Link

1. Click Position/Department Link on the Admin Tools page to go to the Position Department Link page.

2. Click Records to select the number of linked job positions and departments to display.

3. Click the Positions and Departments fields to search the drop-down menus for job positions and departments.

The Positions field is an auto-suggest field. Type a job position name in the auto-suggest field to dynamically search for job positions.

4. In the Positions field, select a job position to link a department to.

5. In the Departments field, select a department to link a job position to.

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6. To remove a selected job position, click x on the job position name, or press BACKSPACE.

7. Click Link to link the job position to the department.


Delete a Job Position Department Link

1. On the Position Department Link page under Linked Values, find the linked job position and department whose link you want to delete.

2. Click . A confirmation message is displayed prompting you to continue.

3. Click OK to delete the link, or click Cancel to return to the Position Department Link page.

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aDD Job reqUireMentsJob requirements can be added and linked to specific job positions allowing you to further define a job position. Job requirements comprise requirements specific to a job position such as a type of certification or years of experience.

Add a Job Requirement

Adding a job requirement is facilitated using the Requirements Details pop-up window. A job requirement is made of two fields--Requirement Name and Description.

Add a Job Requirement Using the Requirements Page

1. Click Requirements on the Admin Tools page to go to the Requirements page.

2. Click Records to select the number of job requirements to display.

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3. Click Add New + to open the Requirement Details pop-up window. Required fields are marked with a red asterisk (*).

4. Type the requirement's name in the Requirement Name field.

5. Type the requirement's description in the Requirement Description field.

6. Click Save Requirement to save the requirement, or click Cancel to return to the Requirements page.

Edit a Job Requirement


2. Find the requirement that you want to edit, and click to open the Requirement Details pop-up window.


4. Click Save Requirement to save your edit(s), or click Cancel to return to the Requirements page.

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Delete a Job Requirement


2. Find the requirement that you want to delete, and click . A confirmation message will display prompting you continue.

3. Click OK to delete the requirement, or click Cancel to return to the Requirements page.

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link a Job Position to a Job reqUireMentJob positions are linked to job requirements using the Job Requirements Link page. A job position can have multiple requirements. Linking a job position to job requirement(s) ensures that there is uniformity in your organization's job posts. Use the Create Links section to create links between job positions and job requirements. Linked job positions and job requirements are displayed under Linked Values.

Create a Job Position Requirement Link

1. Click Job/Requirements Link on the Admin Tools page to go to the Job Requirements Link page.

2. Click Records to select the number of linked job positions and job requirements to display.

3. Click the Job Positions and Requirements fields to search the drop-down menus for job positions and requirements.

The Job Positions and Requirements fields are also auto-suggest fields. Type a job position name or a requirement in the auto-suggest field to dynamically search for job positions or requirements.

4. In the Job Positions field, select a job position to link a requirement to.

5. In the Requirements field, select a requirement to link a job position to.

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6. To remove a selected job position or requirement, click x on the job position or department name, or press BACKSPACE.

7. Click Link to link the job position to the requirement.


Delete a Job Requirements Link

1. On the Job Requirements Link page under Linked Values, find the linked job position and requirement whose link you want to delete.


3. Click OK to delete the link, or click Cancel to return to the Job Requirements Link page.

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aDD forMsCareerPortal uses forms as an indexing tool to categorize core questions. When a core question is created, it is assigned a form to index it. Core questions can then be associated with specific job positions by linking those job positions to specific forms. See "Add Core Questions" on page 75 for more information on core questions.

Add a Form

Forms are added using the Add New Form window. A form is made up of three fields--Form Name, Description, and Default. To add a new form:

1. Click Form Management on the Admin Tools page to go to the Form Management page.

2. Click Records to select the number of forms to display.

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3. Click Add New + to open the Add New Form window. Required fields are marked with a red asterisk (*).

4. Type the form's name in the Form Name field.

5. Type the form's description in the Description field.

6. Click Default if the form is a default form.

7. Click Save to save the form, or click Cancel to close the Add New Form window and return to the Form Management page.

Edit a form


2. Find the form that you want to edit, and click Edit to open the Add New Form window.


4. Click Update to save your edit(s), or click Cancel to close the Add New Form window and return to the Form Management page.

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Delete a form


2. Find the form that you want to delete, and click Delete. A confirmation page will display prompting you to continue.

3. Click Delete to delete the form, or click Cancel to return the row to its saved status.

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link a Job Position to a forMForms are linked to job positions using the Position Form Link page. Linking a job position to a form ensures that each job type has a core set of questions that pertain to that job (e.g., an administrative position and a teaching position may have similar organizational core questions, but there may also be a set of core questions that are specific to each position). Use the Create Links section to create links between job positions and forms. Linked job positions and forms are displayed under Linked Values.

Create a Job Position Form Link

1. Click Position/Form Link on the Admin Tools page to go to the Position Form Link page.

2. Click Records to select the number of linked job positions and forms to display.

3. Click the Positions and Forms fields to search the drop-down menus for job positions and forms.

The Positions and Forms fields are also auto-suggest fields. Type a job position name or a form name in the auto-suggest field to dynamically search for positions or forms.

4. In the Positions field, select a job position to link a form to.

5. In the Forms field, select a form to link a job position to.

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6. To remove a selected job position or form, click x on the job position or form name, or press BACKSPACE.

7. Click Link to link the job position to the form.

8. Click Clear All to simultaneously clear both the Positions and Forms fields.


Delete a Position Form Link

1. On the Position Form Link page under Linked Values, find the linked job position and form whose link you want to delete.


3. Click OK to delete the link, or click Cancel to return to the Position Form Link page.

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aDD Core qUestionsCore questions are questions that all applicants answer. Core questions are a way to standardize questions according to job position. To accomplish this, core questions are associated with forms that are linked to job positions.

As core questions are common to all applicants, core questions are also the same questions that applicants answer on their Profile Questions page. Examples of core questions may include general information such as contact information, references, and resume upload. Core questions can also be organization specific and cover topics such as fingerprinting or industry certification.

Add a Core Question

Adding a core question is facilitated using the Add/Edit a Core Question window. The fields on the Core Questions page correspond to the fields on the Add/Edit a Core Question pop-up window.

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1. Click Core Questions on the Admin Tools page to go to the Core Questions page.

2. Click Records to select the number of core questions to display.

3. Click Add New + to open the Add/Edit a Core Question pop-up window. Required fields are marked with a red asterisk (*).

The Add/Edit a Core Question pop-up window has two tabs--Question and Validation. The Question tab opens by default.

Question tab

4. Click the Question Status field and select Inactive, Active, or Private.

z Inactive means that the core question is not available to applicants.

z Active means that the core question is available to applicants.

z Private means that the core question is only available to its creator.

5. In the Form field, select a form to associate the core question with.

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6. Type the core question in the Question field.

7. In the Data Label field, type a unique question identifier (e.g., FirstName, LastName, Address).

This step may seem redundant; however, as core questions grow in complexity, data labels are a quick way to search core questions.

8. Click the Start Date field and choose a start date.

9. Type a group heading in the Group Heading field.

A group heading is another way to index core questions.

10. In the Positions field, indicate whether this core question applies to all or only specific job positions.

11. In the Form Type Element field, indicate how the applicant must answer the question (e.g., text, check boxes, or uploads).

Validation tab

The Validation tab is used to choose how CareerPortal validates a user's answers. More than one validation type can be chosen.

12. Click the validation type(s) that you want to use for the core question.

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13. Click Save Question to save the core question, or click Cancel to return to the Core Questions page.

14. Click and drag questions, using the numbered cells on the left, to reorder them.

Edit a Core Question

Use the Add/Edit a Core Question pop-up window to edit a core question.

1. Click Core Questions on the Admin Tools page to go to the Core Questions page.

2. Find the core question that you want to edit, and click to open the Add/Edit a Core Question pop-up window.


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4. Click Save Question to save your edit(s), or click Cancel to return to the Core Questions page.

Inactivate a Core Question

Core Questions cannot be deleted. Rather than deleting a core question, CareerPortal allows you to mark a question as inactive.

1. Click Core Questions on the Admin Tools page.

2. Find the core question that you want to inactivate, and click . A confirmation message will display asking if you want to mark the core question as inactive.

3. Click OK to mark the core question as inactive, or click Cancel to return to the Core Questions page.

Activate a Core Question

Use the Add/Edit a Core Question pop-up window to activate a core question.

1. Click on Core Questions on the Admin Tools page.

2. Find the inactive core question that you want to activate.

3. Click to open the Add/Edit a Core Question pop-up window.

4. Click Question Status and select Active.

5. Click Save Question to activate the question, or click Cancel to return to the Core Questions page.

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aDD referenCe reqUestsCareerPortal allows you to choose when to request an applicant’s references using the reference request feature. The reference request feature uses a combination of configuration settings, forms, and core questions. On the applicant side, an applicant is asked to provide the names and email addresses of at least three references. On the hiring side, you can choose when to request those references with the click of a button.

Review "Set Configuration Settings" on page 33, "Add Forms" on page 69, and "Add Core Questions" on page 75 if you do not know how to edit configuration settings or create forms and core questions.

Edit Reference Request Configuration Settings

The first step in setting up the reference request feature is to ensure that the ReferenceRequestText configuration setting is correct. This configuration setting is used to customize the text within the reference request. To do so:

1. Go to the Configuration Settings page.

2. Locate the ReferenceRequestText configuration setting.

The ReferenceRequestText configuration setting allows you to customize the message that is sent to the applicant’s references provided on the application. The message uses placeholders for values found in the applicant’s application (e.g., [RecipientName], [ApplicantName], and [PositionName]).

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3. Click Edit to edit the ReferenceRequestText configuration setting. The Edit Configuration Settings pop-up window is displayed. Required fields are marked with a red asterisk (*).

z Type your edits in to the Value field.

z Click Update to update the configuration setting, or click Cancel to return to the Configuration Settings page.

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Create a References Form

The second step in setting up the reference request feature is to create at least one form titled References. You can create multiple reference forms for different job position classifications (e.g., References-Full-Time or References-Part-Time). To do so:

1. Go to the Form Management page.

NOTE:

Type References in to the Search field to check whether your CareerPortal instance has a References form.

» If a References form has already been created on your CareerPortal instance, you can use that form for the reference request feature.

» Inactivate all core questions associated with the existing References form.

» Click Edit to retitle the existing References form, if needed.

2. Click Add New+ to add a new form. The Add New Form pop-up window is displayed. Required fields are marked with a red asterisk (*).

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z Type References in the Form Name field.

z Type a form description in the Form Description field.

z Click Save, or click Cancel to return to the Form Management page.

NOTE:

You may have more than one References form.

Add Core Questions to the References Form

The third step in setting up the reference request feature includes adding core questions that are associated with the References form. This is performed using the Add/Edit Core Questions pop-up window and associating the core question with the References form. The Add/Edit Core Questions pop-up window also allows you to further customize the position(s) that a References form is associated with (e.g., an English References form that is specific to all English positions or to only a certain type of English position). To do so:

1. Go to the Core Questions page.

2. Click Add New + to add a core question. The Add/Edit a Core Question pop-up window is displayed. Required fields are marked with a red asterisk (*).

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NOTE:

» Specific to the reference request feature:

» In the Form field, select the References form to associate with the core question.

» In the Positions field, select whether this core question is for all positions or only for specific positions.

» In the Form Type Element field, select Text Area. Simple "Yes/No" questions are not allowed.

3. Click Save Question to save your question, or click Cancel to return to the Core Questions page.

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Select the References Form when Posting a Job

The reference request feature allows you to select the References form to use during the Post a Job process. This step is found under Step 3 - Add Questions in the Post a Job process.

To add the reference request feature to a job post, under References, select the correct References form and the number of references to ask for on the job application. See "Post a Job (Step-by-Step)" on page 99 for more information.

Send Reference Requests

The reference request feature allows you to choose when to request an applicant’s references. Doing so streamlines your applicant search by allowing to you only ask for references for applicants you are interested in. To do so:

1. Go to the applicant’s Applicant Detail page.

2. Click Request References to send the applicant’s references the email message generated by the ReferenceRequestText configuration setting.

All core questions that are associated with the References form are sent to the applicant’s references via an encrypted link that is rendered inoperable once the reference has submitted his or her responses. All reference responses are appended to the applicant’s application and are viewable on the applicant’s Applicant Detail page.

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UnDerstanD workflowIn CareerPortal, workflow is used to define two different administrative actions. The first is called job approval workflow, and the second, interview workflow. Both types of workflow can be defined prior to posting a job or while posting a job. See "Step 4 - Share (Sharing Options)" on page 106 for more information.

Job Approval Workflow Overview

A job approval workflow is made up of employees that must review and agree to a job post before it is available to applicants. The number of different job of approval workflows and the number of employees in a job approval workflow is governed by organizational policy. CareerPortal Administrators can access their Posted Jobs Approval Queue from the dashboard.

All job posts in the Posted Jobs Approval Queue are in need of an approval or a denial. Once a job post is approved or denied, it is removed from the Posted Jobs Approval Queue. The actual approval or denial is performed using the Job Detail page. See "Approve or Deny a Job Post" on page 111 for more information.

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A job approval workflow can be created during the job posting process or by using the Add Edit Workflow page. The Add Edit Workflow page is only accessible from the Workflow page. See "Add a Job Approval Workflow" on page 91 for more information on adding a job approval workflow.

Interview Workflow Overview

An interview workflow is made up of employees who are a part of the interview process. An interview workflow defines what part of the interview process an employee will participate in (e.g., first interview, second interview, etc.). An interview workflow allows the interviewer to rate a candidate as well as take interview notes that can be shared with others in the interview workflow. CareerPortal administrators can access their Interview Rating Queue from the dashboard. See "Rate an Applicant" on page 133 for more information.

An interview workflow can be created during the job posting process or by using the Add/Edit Interview Workflow page. The Add/Edit Interview Workflow page is only accessible from the Interview Workflow page. See "Add an Interview Workflow" on page 95 for more information on adding an interview workflow.

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aDD a Job aPProval workflowCareerPortal simplifies the job posting process by adding a job approval workflow option to the process. A job approval workflow is made up of employees who must approve a job post before it is available to applicants. A job approval workflow serves many functions such as ensuring that a job post is in alignment with your organization's policies and that the post is free of errors.

A job approval workflow can be created and adjusted during the job posting process. CareerPortal allows you to create predefined job approval workflows based on job type. This ensures that the correct members of your organization are involved in the job posting process.

Add a New Job Approval Workflow

Adding a new job approval workflow is facilitated using the Add Edit Workflow page. The Add Edit Workflow page is only accessible from the Workflow page.

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1. Click Job Approval Workflow on the Admin Tools page to go to the Workflow page.

2. Click Records to select the number of job approval workflows to display.

3. Click Add New + to go to the Add Edit Workflow page. Required fields are marked with a red asterisk (*).

4. Under Add/Edit Workflow, type a new job approval workflow name in the Workflow Name field.

5. Under Adjust Users in Workflow, select users from the Available Users field to add to the job approval workflow.

z Click user's name to move that user to the Selected Users field.

z Click user's name to remove a user from the Selected Users field.

z You can move users up and down the workflow order until you are satisfied with the order.

6. Click Save & Continue to save the workflow and return to the Workflow page.

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7. Click Cancel to return to the Workflow page.

8. Click Job Approval Workflow to return to the Workflow page.

Edit a Workflow

Use the Add Edit Workflow page to edit a job approval workflow.


2. Find the job approval workflow that you want to edit on the Workflow page.

3. Click Edit to go to the Add Edit Workflow page.

4. Type your edit(s) into the appropriate field.

5. Click Save & Continue to save your edit(s), or click Cancel to return to the Workflow page.

6. Click Job Approval Workflow to return to the Workflow page.

Delete a Job Approval Workflow


2. Find the job approval workflow that you want to delete.

3. Click Delete. A confirmation message will display prompting you to continue.

4. Click OK to delete the job approval workflow, or click Cancel to return to the Workflow page.

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aDD an interview workflowCareerPortal helps simplify the interview process by providing an interview workflow. An interview workflow is made up of employees who will participate in the interview process for a particular job post.

An interview workflow can be created and adjusted during the job posting process. CareerPortal allows you to create predefined interview workflows based on job type. This ensures that the correct members of your organization are involved in the interview process.

Add a New Interview Workflow

Adding a new interview workflow is facilitated using the Add/Edit Interview Workflow page. The Add/Edit Interview Workflow page is only accessible from the Interview Workflow page.

1. Click Interview Workflow on the Admin Tools page to go to the Interview Workflow page.

2. Click Records to select the number of interview workflows to display.

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3. Click Add New + to go to the Add/Edit Interview Workflow page. Required fields are marked with a red asterisk (*).

4. Under Add/Edit Interview Workflow, type a new interview workflow name in the Workflow Name field.

5. Under Adjust Interview Steps, type a new step name in the Step Name field (e.g., Interview One, Interview Two, or Administrator's Interview).

6. Click Interviewer and select users to include in the interview workflow.

7. Click Add New Step to add another workflow interviewer.

Each workflow interviewer is assigned to a step name. For example, if there are three interviewers during an applicant's first interview, then there will be three separate steps titled Interview One. This allows an administrator to adjust a step by adding or removing a workflow interviewer.

The new interview workflow will display under Current Steps.

8. Continue to add workflow interviewers until the interview workflow is complete.

9. Click Λ or V to adjust the interview workflow.

10. Click Delete to remove a workflow interviewer.

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11. Click Save & Continue to save the workflow and return to the Interview Workflow page.

12. Click Cancel to return to the Interview Workflow page.

13. Click Interview Workflow to return to the Interview Workflow page.

Edit an Interview Workflow

Use the Add/Edit Interview Workflow page to edit an interview workflow.


2. Find the interview workflow that you want to edit.

3. Click Edit to go to the Add/Edit Interview Workflow page.


5. Click Save & Continue to save your edit(s), or click Cancel to return to the Interview Workflow page.

6. Click Interview Workflow to return to the Interview Workflow page.

Delete an Interview Workflow


2. Find the interview workflow that you want to delete.


4. Click OK to delete the interview workflow, or click Cancel to return to the Interview Workflow page.

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Post a Job (steP-bY-steP)Posting a job is a four-step process using the Post Job Wizard that walks you through each step. The previous sections have illustrated the preparatory steps for the major components of CareerPortal's job posting framework. This section is a step-by-step walk through the four-step job posting process.

Click Post a Job on the CareerPortal sidebar to open the Post Job Wizard. Required fields are marked with a red asterisk (*).

Step 1 - Position

The first step involves defining the position, department, name/headline, the job description, the number of open positions, whether this job should be visible immediately upon posting, and whether the job post is for both external and internal applicants.

Under Enter the Position Name and Description:

1. Click Position and select the job position. Positions created using the Job Positions page will display. If the job that you want to create a posting for is not displayed, ensure that the position has been added to the Job Positions page. See "Add Job Positions" on page 53.

2. Click Department and select the department. Departments created using the Departments page will display. If a specific department is not displayed, ensure that the department has been created on the Departments page. See "Add Departments" on page 57.

3. In the Name/Headline field, type a name or headline to advertise this job post.

4. In the From and To Dates field, click to open the calendar.

z Click on the job post's beginning and ending dates.

z Click Apply.

5. In the Description field, type the job description. The Description field will display the job position description created using the Job Position page.

Edit the job description in the Description field, if needed.

6. Type the number of open positions available for this type of job post in the Open Positions field. Optionally, you may add a reference number in the Reference Number field.

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7. Click Internal Only if the job is only for employees or internal users.

8. Click Hidden if you do not want the job post to be visible when you post the position. This field can be used to hide or show a job posting at any time.

9. Click Public if the job posting is for both internal and external candidates; otherwise, the job will only be for internal candidates.

10. Click Continue to proceed to Step 2.

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Step 2 - Requirements

The second step is selecting job requirements. Job requirements that were linked to a job position using the Job Requirements Link page will appear in the Selected Requirements field. You may select more job requirements from the Available Requirements field under Grouped Options.

If needed job requirements are not displayed, ensure that the requirements have been added to the Requirements page. Only job requirements on the Requirements page will display in this step. See "Add Job Requirements" on page 63.

1. Under Requirements, select the job requirements specific to the job position and your organization.

2. Click a requirement in the Available Requirements field to select it.

3. Click a requirement in the Selected Requirements field to remove it.

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4. Click Continue to proceed to Step 3, or click Back to return to Step 1.

Step 3 - Add Questions

The third step in the job posting process is to assign forms and add job specific custom questions. Forms are groups of core questions that can be assigned to specific job types.

Assign Forms

Under Assign Forms, select form(s) whose core questions should appear on the job application.

z Click Please select a form to see a list of available forms. If the form that you are looking for does not display, ensure that it has been added to the Form Management page. See "Add Forms" on page 69.

z Selected forms will appear under Assigned Forms List.

Add a Reference Request

Under References, select the References form to be used with this job post as well as the number of references to ask for on the job application. See "Add Reference Requests" on page 81 to learn more about the reference request feature.

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Add Custom Questions

Custom questions are questions that are specific to the job post. Custom questions are added using the Add a Custom Question pop-up window. Under Review Current Questions, click Add New Custom Question + to open the Add a Custom Question pop-up window.

The Add a Custom Question pop-up window has two tabs--Question and Validation. The Question tab opens by default. Required fields are marked with a red asterisk (*).

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Question tab

1. Click the Question Status field and select Inactive, Active, or Private.

z Inactive means that the custom question cannot be chosen.

z Active means that the custom question can be used.

z Private means that the custom question is only available to whomever wrote it.

2. Type the custom question in the Question field.

3. In the Data Label field, type a unique question identifier (e.g., FirstName, LastName, Address).

This step may seem redundant; however, as custom questions grow in complexity, data labels are a quick way to find custom questions.

4. Type a group heading in the Group Heading field.

A group heading is another way to index custom questions.

5. In the Form Type Element field, indicate how the applicant must answer the question (e.g., text, check boxes, or uploads).

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Validation tab

The Validation tab is used to choose how CareerPortal validates a user's answers. More than one validation type can be chosen.

6. Click the validation type(s) that you want to use for the custom question.

7. Click Save Question to save the custom question, or click Cancel to return to the Post Job Wizard.

8. Click Custom Questions to see the job post's custom questions.

9. Click Λ or V to move a custom question up or down the grid.

Edit a Custom Question

Use the Add a Custom Question pop-up window to edit a custom question.


2. Find the custom question that you want to edit, and click Edit to open the Add a Custom Question pop-up window.

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4. Click Save Question to save your edit(s), or click Cancel to return to the Post Job Wizard.

Activate or Inactivate a Custom Question

Rather than deleting a custom question, CareerPortal allows you to mark a question as inactive. You can activate it at a later time.


2. Find the custom question that you want to activate or inactivate, and click Edit. To open the Add a Custom Question pop-up window.

3. In the Question Status field, select Active or Inactive.

4. Click Save Question to mark the custom question as inactive, or click Cancel to return to the Post Job Wizard.

Delete a Custom Question

1. Click on Custom Questions to see the job post's custom questions.

2. Find the custom question that you want to delete.


4. Click OK to delete the custom question, or click Cancel to return to the Post Job Wizard.

Click Continue to proceed to Step 4, or click Back to return to Step 2.

Step 4 - Share (Sharing Options)

The final step in the job posting process involves selecting a job approval workflow, sharing the job post with others, and selecting an interview workflow.

Three tabs are used to set the job post's job approval workflow, sharing options, and interview workflow.

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Job Approval Workflow tab

A job approval workflow allows you to choose users who must review and approve of a job post before it is available to applicants.

1. In the Select Job Approval Workflow field, select the workflow that will approve the job post.

If the needed job approval workflow is not displayed, ensure that the job approval workflow has been added using the Workflow page. Only job approval workflows on the Workflow page will display in this step. See "Add a Job Approval Workflow" on page 91.

Alternately, you can select users to add to the job approval workflow in the Available Users field under Adjust Users in Workflow.

z Click a user's name to move the user to or from the Selected Users field.

Sharing tab

The Sharing tab allows you to set user privileges to edit, delete, or view the job post by selecting Edit, Delete, or View.

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1. Under Select Users and Rights to Share this Job Posting, select users to share the job post with.

2. Select Edit, Delete, or View to set a user's privileges for the job post.

Users who are part of the job approval workflow are automatically given view permissions.

Interview Workflow tab

The Interview Workflow tab allows you to assign users to particular steps of the interview process. If the needed interview workflow is not displayed, ensure that the interview workflow has been added using the Interview Workflow page. Only interview workflows on the Interview Workflow page will display in this step. See "Add an Interview Workflow" on page 95.

In the Select Interview Workflow field, select an interview workflow.

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Alternately, you can create an interview workflow under Adjust Interview Steps.

1. In the Step Name field, type the interview process step.

2. In the Interviewer field, select the user's name to assign to this step.

3. Click Add New Step. Continue to add users to the interview workflow until complete.

4. The interview workflow will display under Current Steps.

5. Click Delete to remove an interview workflow step.

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Submit the Job

When all steps are complete, you are now ready to submit the job post. If you are ready to make the job public, make sure you have selected Public or Internal Only in Step 1 - Position. This can always be changed by editing the job post. When you are ready to submit the job post:

Click Submit to post the job.

z A message indicating that the job was successfully submitted is displayed.

z An email message is sent to those who have access to the job post.

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aPProve or DenY a Job PostAfter a job post has been submitted, members of the job approval queue must review the job post before it is made available to applicants. An approver can approve or deny the job post. The actual job post approval or denial is performed using the Job Detail page. To review, approve, or deny a job post:

1. Log in to CareerPortal using your administrative account. Your administrative dashboard will display.

2. Find the Posted Jobs Approval Queue section.

Job posts that need your approval are listed in a grid in this section.

The grid displays the following columns:

z Position is the job post title.

z Department is the department associated with the job position.

z Status displays the job post's status within the job approval queue.

z Assigned displays your user name.

z Date Created displays the date and time the job post was created.

3. Click View to go to the Job Detail page.

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The Job Detail page displays all of the job post's information.

4. Review the job post and determine whether this job post should be approved or denied.

Approve a Job Post

1. Under Select Status, click Select and choose Approved.

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2. Click Update Status. A confirmation message will display.

3. Click OK.

The job post's approved status, the date stamp, and the timestamp are displayed.

4. Click GO BACK to return to the dashboard. The approved job post is removed from your job approval queue.

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Deny a Job Post

1. Under Select Status, click Select and choose Denied. The Enter Comments field will display.

2. Type the reason for denying the job post in the Enter Comments field.

3. Click Update Status. A confirmation message will display.

4. Click OK.

The job post's denied status, the date stamp, the timestamp, and your comments are displayed.

5. Click GO BACK to return to the dashboard. The denied job post is removed from your job approval queue.

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Resubmit a Job Post

When a job post is denied, it can be resubmitted for approval when your organization is ready to repost it. To resubmit a job post:

1. Click Posted Jobs on the sidebar.

The Posted Jobs page displays jobs that you have created and jobs posts that have been shared with you.

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2. Find the job whose job post you want to resubmit.

3. Click View to go to the job post's Job Detail page.

4. Click Resubmit on the Job Detail page to resubmit the job post.

The job post is resubmitted and must go through the job approval process again.

The job post will reappear in your jobs approval queue.

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view YoUr Job aPProval historYYour job approval history is available for your review. To view your job approval history:

1. Log in to CareerPortal using your administrative account. The dashboard will display.

2. Find the Posted Jobs Approval Queue section.

Job posts that need your approval are listed in a grid in this section.

3. Click History on any of the job posts in your job approval queue. The Posted Job Approval History window will open displaying all of the job posts that you have approved or denied.

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4. Click View Job Posting to read the job post.

5. Click Cancel to return to the dashboard.

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view PosteD anD shareD JobsJob posts that you have posted or have been shared with you are available on the Posted Jobs page.


2. Click Posted Jobs on the sidebar to go to the Posted Jobs page.

Jobs that are incomplete, not submitted, or have been edited and not resubmitted are highlighted in pink.

3. Find the job post that you want to review.

Jobs that have been shared with you will inherit their edit and delete properties from Step 4 -Share of the job posting process. See "Sharing tab" on page 107 for more information.

4. Click View to go to the job post's Job Detail page.

5. Click GO BACK to return to the Posted Jobs page.

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eDit or Delete a Job PostEditing and deleting a job post is facilitated using the Posted Jobs page. In order to edit or delete a job post, you must have posted the job or have edit or delete permissions. See "Sharing tab" on page 107 for more information.

Edit a Job Post

Editing a job post involves using the Post Job Wizard. Doing so will resubmit the job post, thereby invoking the job approval process. To edit a job post:



3. Find the job post that you want to edit.

4. Click Edit. A disclaimer message is displayed.

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5. Click OK to open the Post Job Wizard, or click Cancel to remain on the Posted Jobs page.

6. Type your edit(s) into the Post Job Wizard. See "Post a Job (Step-by-Step)" on page 99 for information on how to use the Post Job Wizard.

7. Click Submit to submit your edit(s) and return to the Posted Jobs page.

Delete a Job Post



3. Find the job post that you want to delete.

4. Click Delete. A confirmation message will appear prompting you to continue.

5. Click OK to delete the job post, or click Cancel to return to the Posted Jobs page.

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searCh anD save JobsCareerPortal allows you to search through all posted jobs and save your search parameters. Saving search parameters and not search results allows newer jobs that fit your search parameters to display.

Search Jobs


2. Click Search Jobs on the sidebar to go to the Search Jobs page.

3. Click Records to select the number job positions to display.

4. A list of all posted jobs is displayed in a grid on this page. Set your search parameters using the grid's search fields and the drop-down menu or the Search field.

Save Your Search

1. Click Save Search when you have set your search parameters. The Save Search pop-up window is displayed.

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2. Type a name for the saved search in the Name this search field.

3. Click Save to save your search, or click Close to return to the Search Jobs page.

View Saved Searches

Use the Saved Searches page to view your saved searches. To do so:


2. Click Saved Searches on the sidebar to go to the Saved Searches page.

3. Click Records to select the number saved searches to display.

4. Click View to open your saved search results on the Posted Jobs page.

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Delete Saved Searches


2. Click Saved Searches on the sidebar to go to the Saved Searches page.

3. Click . A confirmation message will display prompting you to continue.

4. Click OK to delete the saved search, or click Cancel to return to the Saved Searches page.

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searCh anD save aPPliCantsCareerPortal uses its intuitive design to make searching for applicants an efficient process that includes saving your applicant search parameters to find all applicants who meet your search criteria.

Use the Search Applicants page to search for applicants. You can access the Search Applicants page in two ways. The first way to go to the Search Applicants page is to:


2. Click Search Applicants on the sidebar to go to the Search Applicants page.

3. Click Records to select the number of applicants to display.

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The second way to go to the Search Applicants page is to:



3. Click View Applicants to go to the Search Applicants page.

A list of all job positions with applicants is displayed in a grid on the Search Applicants page.

NOTE:

Select User Profile in the Position field to view all CareerPortal user profiles, including those who have not applied for a job position.

Refine Your Applicant Search

Refining your applicant search has never been easier. On the Search Applicants page, you can:

1. Use the Search field or the drop-down menu and search fields in the grid's columns.

2. Change the columns that are displayed in the grid.

z Click Change Columns.

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z Click the fields that you want to display on the grid.

3. Filter your applicant search using forms.

z Click the drop-down menu under Applicants and select the form that you want to use to refine your applicant search.

View Applicant Details

CareerPortal allows you to easily view an applicant's details using the Applicant Detail page. To view an applicant's details:


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2. Go to the Search Applicants page using one of the two methods described above.

3. Perform your applicant search.

4. Find the applicant whose details you want to view.

5. Click View to go to the Applicant Detail page. The applicant's details are displayed.

The Applicant Detail page is also used to hire an applicant, rate an applicant, and request references for the applicant. See "Hire an Applicant" on page 139, "Rate an Applicant" on page 133, and "Add Reference Requests" on page 81 for more information.

6. Click Print Detail to print the applicant's Applicant Detail page information.

7. Click Go Back to return to the Search Applicants page.

Send Reference Requests

The reference request feature allows you to choose when to request an applicant’s references. Doing so streamlines your applicant search by allowing to you only ask for references for applicants you are interested in. To do so:

1. Go to the applicant’s Applicant Detail page.

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2. Click Request References to send the applicant’s references the email message generated by the ReferenceRequestText configuration setting.

All core questions that are associated with the References form are sent to the applicant’s references via an encrypted link that is rendered inoperable once the reference has submitted his or her responses. All reference responses are appended to the applicant’s application and are viewable on the applicant’s Applicant Detail page.

Save an Applicant Search

1. Click Save Search when you have set your search parameters. The Applicant Search - Save pop-up window is displayed.

2. Type a name for the saved applicant search in the Please provide a search name field.

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3. Click Save Search to save your applicant search, or click Cancel to return to the Search Applicants page.

View Saved Applicant Searches

Use the Applicant Watch page to view your saved applicant searches. To do so:


2. Click Applicant Watch on the sidebar to go to the Applicant Watch page.

3. Click Records to select the number of saved applicant searches to display.

4. Click View to open your saved applicant search results on the Search Applicants page.

Delete Saved Applicant Searches



3. Click . A confirmation message will display prompting you to continue.

4. Click OK to delete the saved applicant search, or click Cancel to return to the Applicant Watch page.

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rate an aPPliCantRating an applicant has never been easier. CareerPortal allows you to quickly rate an applicant as well as add notes that are viewable to all involved in the interview process. Applicants whose interview process you are a part of are listed on your dashboard under Interview Rating Queue.

An applicant is rated using the Applicant Detail page. The Applicant Detail page gives quick access to the applicant's application answers and personal information. There are three ways to go to the Applicant Detail page:

� Click View under Interview Rating Queue on your dashboard to go to the Applicant Detail page.

� Click History under Interview Rating Queue on your dashboard. The Interview Rating History window will display. Click View Applicant to go to the Applicant Detail page.

� Click Search Applicants on the sidebar to go to the Search Applicants page. Locate the applicant that you are rating, and click View to go to the Applicant Detail page.

To Rate an Applicant:

1. Hover over the five-star rating scale, and click on the appropriate rating.

2. Type interview comments in the Enter Comments field.

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3. Click Save Rating.

Your rating becomes a part of the applicant's interview history and is displayed on the applicant's Applicant Detail page.

View Your Interview Rating History

1. To view your interview rating history, click See All Records under Interview Rating Queue on the dashboard to go to the Interview Rating Queue page.

2. Applicants in your interview rating queue are under Interview Rating Queue.

3. Applicants that you have rated are under Interview Rating History.

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View an Applicant's Interview Rating History

There are three ways to access an applicant's interview rating history by using the dashboard, by using the Applicant Watch page, and by using the Interview Rating Queue page.

View an Applicant's Interview History Using the Dashboard

1. To view an applicant's interview rating history, click See All Records under Interview Rating Queue on the dashboard to go to the Interview Rating Queue page.

2. Locate the Applicant under Interview Rating History.

3. Click History. The Interview Rating History pop-up window is displayed.

4. Click View Applicant to go to the applicant's Applicant Detail page.

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View an Applicant's Interview History Using the Applicant Watch Page

Viewing an applicant's interview rating history using the Applicant Watch page is only available if the applicant has not been hired. To do so:


2. Find the applicant whose interview rating history you want to view.

3. Click View to go to the applicant's Applicant Detail page.

View an Applicant's Interview History Using the Interview Rating Queue Page

Viewing an applicant's interview rating history using the Interview Rating Queue page is only available if the applicant has not been hired. To do so:

1. Click See All Records under Interview Rating Queue on the dashboard to go to the Interview Rating Queue page.

2. Click View to go to the applicant's Applicant Detail page.

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hire an aPPliCantThe culmination of job posting and applicant searching is the hiring of the applicant who best fits your organization's need. CareerPortal makes hiring an applicant not only efficient, but also simple. Once an applicant has successfully completed the application and interview processes, the next step is to hire the applicant.

When an applicant is hired, CareerPortal marks the applicant as hired in the database. From that point, your organization's Human Resources' processes take over. The Applicant Detail page is used to hire an applicant. To hire an applicant:


2. Go to the applicant's Applicant Detail page using one of three ways described in the previous section.

3. Find the applicant that you want to hire.

4. Click Hire Applicant.

CareerPortal will mark the applicant as hired in the database.

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searCh hireD aPPliCantsCareerPortal allows you to search through hired applicants using the Search Hired page. The Search Hired page works similarly to the Search Applicants page. To search for a hired applicant:

1. Log in to CareerPortal using your administrative account. The dashboard is displayed.

2. Click Search Hired on the CareerPortal sidebar to go to the Search Hired page.

3. Click Records to select the number of hired applicants to display.

A list of all hired applicants is displayed in a grid on the Search Hired page.

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Refine Your Hired Applicant Search

Refining your hired applicant search has never been easier. On the Search Hired page, you can:

1. Use the Search field or the drop-down menu and search fields in the grid's columns.

2. Change the columns that are displayed in the grid.

z Click Change Columns.

z Click the field that you want to display on the grid.

3. Filter your hired applicant search using forms.

z Click the drop-down menu under Applicants and select the form that you want to use to refine your hired applicant search.

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View Hired Applicant Details

CareerPortal allow you to easily view a hired applicant's details using the Applicant Detail page. To view a hired applicant's details:

1. Log in to CareerPortal using your administrative account. The dashboard is displayed.

2. Click Search Hired on the CareerPortal sidebar.

3. Perform your hired applicant search.

4. Find the hired applicant whose details you want to view.

5. Click View to go to the Applicant Detail page. The applicant's details are displayed.

The Applicant Detail page is also used to hire an applicant and rate an applicant. See "Hire an Applicant" on page 139 and "Rate an Applicant" on page 133 for more information.

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Documents

CareerPortal7 CareerPortal - Administrative Guide overview Welcome to CareerPortal, your organization’s complete solution for managing the recruiting and hiring process