Creating applicant entries
Menu paths
- Modules ? HRM ? Entry ? HRM ? Applicant
- Modules ? HRM ? Reports ? People ? Applicants
Introduction
On this page, you can create applicant entries. Once created, you can modify the details of the entries, and delete the entries from the system. For more information, see Modifying applicant
entries.
Roles and rights
To create applicant entries, function right 85 – Allows to create employees is required.
By default, users with the HR or HR assistant role have this function right.
Note:
- For more details on function rights, go to Modules ? System ? Setup ? Security ? Function rights.
- For more details on roles, go to Modules ? System ? Setup ? Security ? Roles.
What version are you using?
The information in this document is applicable to product update 259 and higher. If you have versions lower than this, certain features explained here will not be applicable.
How do I create applicants?
- From Modules ? HRM ? Reports ? People ? Applicants, click New to display the Applicant: New page. The Applicant: New page is displayed immediately via this menu path:
Modules ? HRM ? Entry ? HRM ? Applicant.
- Under the General section at Last name, type the last name of the applicant.
- On the HRM: Job group - New page, type the code of the job group at Code.
- Under the Preferences section at Vacancy, type or select the vacancy ID to define the vacancy this applicant has applied for.
The message "Synchronize: Vacancy - Data?" will be displayed.
- Click OK to synchronize the data. The information at Cost centre, Physical location, Job title, and Focus will then be filled with information taken from the vacancy card.
- Under the Address section, fill in the address of the applicant at Address, Address 2, Postcode, and City.
- Click Save. To save this entry and create another entry immediately, click Save + New instead.
Keep in mind:
- All fields with the "!" icon are mandatory.
- If you have defined the request type under the Applicant section in the HRM general or division settings, a request with the request type defined will be sent to the appropriate person(s) to approve, realize, and/or process the request when the applicant entry is saved. This process is depending on the settings defined in the Workflow module. For more information, see Creating and modifying request types – General tab. Once the request is in the final stage
and the background job has been performed, the status of the applicant will change from Inactive to Active.
Buttons
Close
Click this to exit.
Save
Click this to save the entry for the applicant.
Save + New
Click this to save the entry for the applicant and create another entry.
Icon
Customise
Click Customise at the title bar to customize the fields or sections. You can add or remove existing criteria based on your preferences by selecting or clearing the relevant check boxes. Click Save to save the settings, Reset to clear the selections, Advanced to define more settings, or Close to exit. Take note of the following sections/fields:
Mandatory column
This column is available once the Advanced button is clicked. Select the check boxes in this column to make the fields mandatory. For example, select the First name check box if you want the first name of the applicant to be mandatory. Otherwise, the applicant entry cannot be saved.
Person column
This column is available once the Advanced button is clicked. Select the check boxes in the column to make the fields available for the user to view and/or modify the information.
Manager column
This column is available once the Advanced button is clicked. Select the check boxes in this column to make the fields available for the manager of the particular applicant to view and/or edit the information.
Function rights column
This column is available once the Advanced button is clicked. You can select function rights for the fields. Function rights are created at Modules ? System ? Setup ? Security ? Function rights.. For more information, see Creating function rights.
Security level column
This column is available once the Advanced button is clicked. Type the security level to specify which person with the entered security level and above will be able to view the field.
Fields
General section
First name
Type the first name of the applicant.
Middle name
Type the middle name of the applicant.
Last name
Type the last name of the applicant.
Maiden name
Type the maiden name of the applicant.
Title
Select the title of the applicant. The gender of the applicant that corresponds with the title selected will automatically be filled at Gender.
Rating
Select the rating of the applicant. This rating is used to rate the performance of the applicant.
Gender
Select the gender of the applicant. If the gender is not known during the entry, select Unknown.
Date of birth
Type the date of birth of the applicant.
Preference section
Vacancy
Type or select the vacancy ID of the applicant. When you have selected a vacancy, a message “Synchronize: Vacancy – Data?” will be displayed. If you click OK, information of the vacancy will be transferred to the Preference and Note sections of the applicant entry. Click Cancel if you do not want the vacancy information to be transferred to the applicant entry.
Note: In the advanced competency mode, the active competency profile of the selected vacancy will be automatically copied to the applicant. If the vacancy does not have any competency profile, upon saving the applicant, the system will prompt the message, “No competence profile found for this applicant. Create new one?” Click Yes to create the competency profile. Otherwise, click No.
Division
Select the division of the applicant. Once you have selected a division, you can view the details of the division by clicking the name of the division displayed. For more information, see Viewing division cards.
Cost centre
Type or select the cost center code of the applicant. Once you have selected a cost center, you can view the details of the cost center by clicking the name of the cost center displayed next to the box. For more information, see Viewing cost center cards.
Physical location
This displays the physical location defined at Vacancy. To edit, type, or select a different physical location. The physical location refers to the physical site such as the city, building, or floor where the person will be based.
Note: If you have defined the physical location before selecting a vacancy, the information will be overwritten.
Job title
Type or select the job title code of the applicant.
Focus
Type or select the job group code of the applicant. This job group code refers to the job focus of the applicant.
Job description
Select a document to be linked to this entry.
Application phase
Select the application phase of the applicant. The options available for selection are dependent on the applicant phases defined for the selected division. For more information, see Creating and modifying divisions. If the application phases for the division are not defined, the applicant phases defined in the general settings will be available. For more information, see Defining HRM general settings.
Free fields section
The fields displayed in this section are dependent on the free fields defined for the division selected at Division.
Note: This section is available if you have defined the free fields and customized the layout to include the free fields. For more information on defining free fields, see Overview of free fields.
Internet
Type the website address to define a particular page on the Internet.
More information about vacancy section
Reference
Select the reference of the vacancy for the applicant. In the first drop-down box, select the available medium. The options available are existing media created on the vacancy card under the Attachment section. In the second drop-down box, select the document that is attached to the selected medium in the first drop-down box.
Internet
Type the website address to define a particular page on the Internet.
Homepage
Type the website address to define a related homepage on the Internet.
Address section
Address / Number
Type the first line address and unit number of the applicant.
Address 2
Type the second line of the address of the applicant.
Postcode
Type the postcode of the applicant.
State / City
Type or select the state and type the city where the applicant is from.
Country
Type or select the country where the applicant is located. For more information on countries, see Overview of countries.
Phone (Office)
Type the office phone number of the applicant.
Phone
Type the phone number of the applicant.
Mobile
Type the mobile phone number of the applicant.
E-mail
Type the e-mail address of the applicant.
Attachment section
Attachment
Type the name of the attachment in the box next to 
. Click to display more boxes if you want to attach more than one file to the entry.
Browse
Click this to search for the file that you want to attach to the entry.
Note section
Type additional note about the applicant entry in the box provided.
Timestamp
Click this to put a timestamp in the box.
Full screen
Click this to maximize the screen of the box.
Related documents
| Main Category: |
Support Product Know How |
Document Type: |
Online help main |
| Category: |
On-line help files |
Security level: |
All - 0 |
| Sub category: |
Details |
Document ID: |
15.938.938 |
| Assortment: |
Exact Synergy Enterprise
|
Date: |
07-07-2017 |
| Release: |
|
Attachment: |
|
| Disclaimer |