Romeo Arpagaus | St. Gallen | 2011

humanresourcesolutions

Update umantis Recruiting June 2011

New functions

Update to the stable version on Monday, 13th of June 2011

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Explanation of icons

The two icons below are used in all update communication. The meaning of them is as follows:

Some of the functions have to be activated or shown to be used. They are marked with the cogwheel, which stands for adjustment.

For some of the functions, it is required that the administrator performs adjustment. These functions are additionally marked with the lightning.

Within the update communication, most of the functions are effective directly for all users without administrator work. These innovations are not marked with an icon.

(The screenshots are just in draft version)

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Table of contents

General innovations (p.4)Innovations for recruiters (p.7)Innovations for line managers and the new committee member role (p.23)Innovations for administrators (p.28)

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General innovations

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Improvement of the accessibility

In order to simplify the work for users with limited vision, the focus field hasbeen emphasised in terms of colour. Furthermore the administrator canback up fields with speed dial keys. The field can then be accessed via the following key combination: (<Shift> + <Alt> + <defined character>).

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«Remember search» function

After a conversion of the overview tables in order to improve the loadingtime, it is not possible to directly copy the address (URL) of the filtered overview after a search (e.g. for the use in assistants) or to use it as afavourite. For this the «Remember search» link will appear underneath the«Search» button after every search. Via this link the that way filtered page can be added to the favourites of the browser or the address can be copied.The new bookmark icon at the top right stands for this function.

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Innovations for recruiters

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Additional options when copying a vacancy

When copying a vacancy it is now possible to define within the first step if the responsibilities and the persons authorised to approve shall also be copied.

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Vacancy overview with more contents to select from

Various user-defined fields are now shown directly within the jobs overviewand therefore spare you clicks and valuable time. Verify which information is important to you and within the adjustment mode position the desired columns on display. Please bear in mind that successive boxes within tables can be connected by using a separator of your choice. That way you can make sure that your overviews don't become too wide.

https://recruitingapp-ID.umantis.com/Recruiting/Vacancies

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All applicant documents at a glance

The display of all documents on the application dossier is a small but nice modification when handling applicants' documents. Less clicks and a better overview are guaranteed.

Top idea from umantis labs:http://umantis-labs.bm.ideascale.com/a/dtd/26701-2548

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New search for «My staffing requests»

A search link has been added to the main page. It shows how many staffing requests are assigned to me.

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Standard text choice for the advertisement

In order to provide different standard texts for job advertisements, a simple and a multiple selection field for any kind of text block is now available. The texts appear directly before the contact data within the standard advertisements, and can also be used within your HTML advertisementlayout. For the setup, please go to the selection lists under the settings andfill the two according lists (user-defined lists External publication 1 and 2)with the desired contents.

Sponsored by:

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Advertisement layouts are now shown pre-filtered

The amount of possible advertisement layouts is now pre-filtered accordingto language and range of application within the selection lists. Within the«Internal English publication», for example, only layouts are provided where «English» and «Internal publication» was entered. That wayaccidentally made selections can be reduced and the clarity increased. With the aid of a check box on the respective branch office it is now possible totake over the standard advertisement layout selected there. This can be done directly via the publication using Unio, Publiconnect or Prospectiveand without having to explicitly save it.

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Enlargement for publication via agency

Instead of a fixed e-mail address when advertising via job platforms, one can now also enter any variable, e.g. [Unternehmen.Bemerkung], as target address at a job platform. That way each branch office can work together with an own agency when it comes to job advertisements, without havingto activate different job platforms. In addition a new area containing special information on the advertisement via agencies exists.

Sponsored by:

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Relative search for «Archived since»

Now it is possible to relatively search for applications that were archived acertain number of days ago. That way it is easier to directly save the search as a favourite.

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Applicants without application are automatically deleted

When deleting an application the complete applicant profile (applicant access) is deleted if the applicant has no active application or no set up jobsubscription.

Therefore applicants without application don't have to be deleted separately. The «Persons without application» overview has been convertedto an overview of job subscribers.

All applicant profiles without subscription or application are automatically deleted in the days after the update.

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Templates can be deactivated

If in future you select an e-mail template in order to send an e-mail, you then only have the active templates to select from. Thus, you don't necessarily have to delete them to remove them from the selection. You can deactivate them and reactivate them later, if required. The same applies for print and letter templates.

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Find variables easier

The new variable finding function shows you all variables in the corresponding place of the solution. If required, activate this function at the communication templates, the imports and exports, the system e-mails andthe HTML templates. Easily and comfortably click through umantis thenand collect the desired variables.

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Multiple search for vacancy status now possible

Instead of a dropdown, a multiple selection for vacancy status is now available in the job search.

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Status can now be edited and deleted

Application and vacancy status can now be edited subsequently. This conduces to clear reports and faulty insertions can be corrected, too.

Top idea from umantis labs:http://umantis-labs.bm.ideascale.com/a/dtd/22395-2548

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Master data sheet for employee to be employed

A master data sheet can be activated for applicants to be employed underneath their existing applicant access. The future employee can implement his or her master data via this function. This data can then either be taken over by the HR administration from umantis directly or exported from umantis for the further processing.

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Employee interface to SAP Business ByDesign

An add-on (with costs) of the company all4one enables the standardised master data exchange of an applicant to be employed with SAP BusinessByDesign. It can be purchased at umantis directly or via the SAP store.

Thereby the master data of an applicant to be employed is sent to the HRadministration or directly to the leading employee data system at the pushof a button.

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Innovations for line managers and the new committee member role

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Expansion of the staffing request

The staffing request has been expanded by some fields. As of now the«Application type» (dropdown) and typical «Queries about application»(check box) can be entered. The requests can be structured and arranged better via these two choice boxes. Please fill in the contents of these lists atthe selection lists in the settings.

Furthermore, advertisement texts and questions can be registered alreadyat the time of the request. In return, the edit ability of the questions by superiors has been withdrawn because the comparability of the answers is made impossible if questions can be changed during the application process.

Newly, the staffing request can be recorded on the basis of a new vacancy. In doing so, all existing data is entered immediately.

Sponsored by:

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Confirmation for approved vacancy

Once the approval process is completed, the line manager in charge(besides the recruiter) is informed by system e-mail. The additional system e-mail template can be found in the default settings under the system e-mails tab.

Top idea from umantis labs: http://umantis-labs.bm.ideascale.com/a/dtd/25864-2548

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Recruiter's comment in application overviews

Within the evaluations, the recruiter's comments (in addition to the linemanagers' evaluations and comments) are now shown in the application overviews.

Top idea from umantis labs:http://umantis-labs.bm.ideascale.com/a/dtd/26194-2548http://umantis-labs.bm.ideascale.com/a/dtd/21187-2548

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Access to applications for committees

Via the new committee member user role, it is possible to grant several committee members, e.g. the staff association, access to a selected numberof applications in a very efficient way. You can find further information inthe online help.

Sponsored by:

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Innovations for administrators

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New variables for the advertisement

Variables for the brief description of the advertisement and the two new selection lists are now available, too. The variables can only be used inconnection with a vacancy within an advertisement.

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External design footer now adjustable

When designing the external appearance, it is possible to set the footer(similar to the header settings) in order to, for example, integrate company details or similar links.

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RSS feeds

Under analysis you can create as many RSS feeds as you want and define the contents via SQL. Within the update an example feed will be provided which issues the 15 most current job advertisements of your job market.

You can provide this feed on your homepage, for example.

For further information on RSS feeds: http://de.wikipedia.org/wiki/RSS

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Private policy fallback

Within umantis, the private policy of the respective branch office is uploaded the vacancy is assigned to. If for some reason, no private policyhas been deposited for a branch office, the head office's private policy will in future be shown in the respective language.

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Search for user-defined fields

Now you can also search for your user-defined fields within the advanced search of the job overview and the application overview.

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More precise setting of assistants possible

For each step it is possible to define when an assistant shall become active,that is when it can be directly accessed. For example, step 4 can only be accessed if the user has reached step 3.

That way a process can be steered even stronger. This can make sense incertain cases.

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More possibilities on the main page

Extend you main page by integrating attractive evaluations or other desired elements from the WWW. The following pages have received 4 further containers for any contents: https://recruitingapp-ID.umantis.com/ (Main page for recruiters) https://recruitingapp-ID.umantis.com/SelfServicehttps://recruitingapp-ID.umantis.com/SelfServiceLinehttps://recruitingapp-ID.umantis.com/SelfServiceBoardPlease use the adjustment mode to change the pages.

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Customise your login page

You can also customise the login page labels now. Options such as «Your user name» or «Your e-mail address» are now possible on every login screen.

https://recruitingapp-ID.umantis.com/Loginhttps://recruitingapp-ID.umantis.com/SelfService/MyProfile/Loginhttps://recruitingapp-ID.umantis.com/SelfServiceLine/MyProfile/Loginhttps://recruitingapp-ID.umantis.com/SelfServiceBoard/MyProfile/Login

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Check for uniqueness possible on different text fields

This extension can be very useful. It should be applied with caution and in atargetted way. This feature turns out to be practical if e.g. vacancy numbers are to be assigned. In order to activate this feature there, please use theumantis adjustment mode (area: error correction) in the respective entry masks.

Sponsored by:

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Adjust number of entries and standard sorting in overviews

In the adjustment mode of all overviews it is possible to define how many entries shall be shown and according to which column the table shall be sorted when called up for the first time.

The answering time of an overview changes with the number of shown entries. Therefore we recommend to reduce the number of entries where only few entries usually are of interest anyway.

Top idea from umantis labs:http://umantis-labs.bm.ideascale.com/a/dtd/9708-2548

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Protocol of all text adjustments

Starting from this update, all adjustments to the application carried out byan administrator via the adjustment mode will be written in a protocol.That way it is possible to verify where a changed field description originates from or who showed or hided a column or a field and when this was done.

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We hope you enjoy the new functions of umantis!