Recruit update - November 2019

This release includes a wealth of new features and enhancements to warm you up as the weather starts getting colder. Coming to a screen near you from towards the end of November.

This includes:

• Link your Enterprise Adobe Sign account to Recruit to allow you to send documents out for digital signing via your existing Adobe Sign account from within Recruit
• Super users able to reassign requisitions or to more easily approve requisitions on behalf of other users when required, e.g. if they are on holiday
• Improved and simpler configuration options for blind screening

And much, much more...

Read on to experience the full shindig.

General

Improved flexibility and functionality related to "blind screening"
A number of enhancements have been made to improve our support for blind screening. This involves screening processes where the people doing the screening do not have visibility of candidate names, gender, etc. in order to support a more objective screening process.

The enhancements include:

• Any pop-up page in the Screening or Interview sections may now be configured to not display candidate names at the top. Previously, this could only be configured for an entire section.
• When the candidate name is hidden, the top navigation is also now no longer displayed as standard. Previously, it could be possible for users to navigate to a different page and view candidate data they shouldn't be able to see.
• Multiple candidate printable views - previously only one printable view was configurable. For example, the printable view used for blind screening can include only the information relevant to screening and not names, etc.

Micro-service migration
As part of the ongoing integration project to move to Azure hosting, the following micro-services may now be switched to use the new Azure versions:

• PDF generator
• Virus checker
• Word mail merge

Clients should notice no differences if switched over, although the new PDF generator does handle a more restricted list of document file types, whilst supporting PDF conversion of some .doc documents which were previously not supported, e.g. where the file may have been created by an application other than Microsoft Word.

Backoffice

Link your Kallidus Recruit system to your Adobe Sign account
This release introduces an integration with Adobe Sign. If you already have an Adobe Sign Enterprise account, you can simply link this to your Kallidus Recruit system.

Once linked, create Word mail merge templates which include Adobe Sign signature or other fields to send documents out for signature by users, contacts and candidates.

All activity that happens within Adobe Sign may be viewed within the candidate's Timeline in Recruit.

There are two options:

• Get a document signed by a Candidate only
• Get a document signed by a user or contact within your company first, then by the candidate

Click here for detailed information on this. 

Super users may now always approve requisitions, even if awaiting approval by other users
As Super users have the ability to login as other users, they already had the ability to approve requisitions on behalf of other users by using the "Login as this user" feature, e.g. if someone had gone on holiday and a requisition needed to be progressed.

We have now made this quicker and easier by simply allowing Super users to always be able to action all requisitions. The buttons at the bottom of the requisition form will now therefore always be visible to any Super users, so they are no longer required to login as a different user first when they need to action a requisition on another user's behalf for any reason.

Super users may now reassign requisitions
For requisition workflows which involve requisitions being assigned to specific named users for approval, Super users now have a new function which will allow a requisition to be quickly assigned to a different user if required. This can be used, for example, if the originally assigned user is on holiday and the Super user is not comfortable to or not authorised to approve on the absent user's behalf.

The function is available in the requisition action context menu (down arrow icon or right click on a requisition) and will only appear for a requisition which is currently assigned to a specific user.

The list of users returned in the Reassign requisition search will also only show users with the authority to action the requisition at the stage it is being sent to - i.e. users who have been assigned the relevant user role and/or relevant user classification matching the requisition in their user set-up. If no users appear, Super users may add new or edit existing users as required to allow a user to be selected.

Improvements to timelines to make the status of comms clearer to users
Comms which have been sent, but which have not actually left the system, e.g because something went wrong or due to a selected standard time delay, will now be more clearly indicated on Timeline pages.

An email has a time delay will be indicated as "Scheduled", rather than "Sent" without needing to expand the full timeline entry. Similarly, any comms with a "Failed" status will also now be visible without needing to expand the full timeline entry.

For comms which is scheduled, but not yet actually sent, expanding a timeline entry will now display further information indicating the date and time when the message is expected to actually be sent.

View number of submitted and unsubmitted applications on Person list page in Advanced view mode
Previously, the number of applications a candidate had started or submitted was only available on the Person timeline page and on a Person tile in Simple view mode. This data may now also be added as columns in Advanced view mode by selecting either or both of the following new columns:

• SubmittedCandidateCount
• UnsubmittedCandidateCount

Timeline entries for emails sent to a user about multiple candidates
Timeline entries associated with emails sent about multiple candidates will no longer display other candidates' names.

Improvements to ensure users don't try to assign candidates to invalid interview series
If the filter to restrict a list of interview slots to the correct series was removed, the system could previously suggest that a candidate had been assigned to a slot in an invalid series. When assigning interview slots, the filter applied is now the Candidate, rather than the series. This means that if the filter is subsequently removed, then a slot can no longer be selected for the previously selected candidate.

Order of Interview series is now configurable
The order in which different Interview series appear on the Interviews tab dashboard may now be specified.

Improvements to import/update task audit counts
If a Candidate import file contained any rows with no data, but which inadvertently included a column with a blank space, the source counts in the data transfer task audit list would include these in the counts of candidates. This was misleading when compared with the counts of successes, failures and/or duplicates. Rows with no actual valid data will now be ignored.

Title column no longer required for Candidate imports
Previously, the "Title" column was required to be in the import CSV file, even if no actual data was included or available. This column may now be entirely excluded if there is no data to import.

User list page status counts now support user classifiers
Where a user classifier is selected in a User list page view and the column is configured to support filtering of the data, the counts in the left menu will now update as expected.

Deleted users now excluded from requisition "Can be approved by" lists
Deleted users were previously included in the lists of users who could approve requisitions on requisition list pages and timelines. They are now explicitly excluded. Note that deleted users are still included if a requisition is assigned to a specific user though.

User deletion is now audited
When a super user deleted another user, this is now captured in the deleted user's timeline. This will allow clients to identify who has deleted a user when required.

Improvement to Failed comms page for failed SMS
For failed SMS, this page will now display the name of the candidate the message was sent to and the identity the message was sent from. This will make it far easier to identify the problem and to allow important messages to be resent to the relevant candidate once the issue has been corrected.

New merge fields for identity field data associated with users assigned to vacancies
It is now possible to include merge fields in comms templates which will merge in data included in identity fields for users who are assigned to vacancies, e.g. Telephone number or Email signature. Previously, only identity field data associated with the identity selected as the "Send from" field could be used, with only the Name and Email address fields being available for Vacancy user role fields.

Interview slot custom text fields now also displayed when scheduling manually
For clients who have custom fields configured for interview slots, these fields were only available when adding slots on the Interviews tab and were not displayed when scheduling candidates manually using a Scheduling pop-up page. The fields displayed in both places will now be consistent.

Navigation no longer displayed on User-facing Talent bank and Registration of interest pop-ups
Previously, it was possible for users to navigate to other pages within the User pop-up form section, e.g View candidate file, Offer, e.g. after talent banking a candidate. This was a particular problem for clients requiring more restricted access for their Hiring Managers.

These pages therefore no longer include any navigation to other pages as standard and may only be accessed directly from the Person or Candidate list page context menu or when talent banking a candidate or person.

Email template self-service - lists of processes which use a particular email template
When editing emails used multiple times in a process, each applicable process will now only be listed once.

Improved roll-back support for incomplete slot allocation processing
Under certain circumstances, it was possible for not all stages and actions of the processes which run when a candidate selects or is assigned to a slot to run. This could result in some candidate issues, e.g. candidate assigned to slot, but not moved to the scheduled folder; or vice-versa.

Improvements have been made such that when any kind of issue occurs, the entire process should now roll-back, allowing for a re-try, with candidates not being assigned to a slot, sent any comms or moved to a different status unless all stages of the process run successfully.

User portal

Order of requisition actions is now configurable
The order in which the requisition actions appear at the bottom of the requisition form, e.g Approve, Reject, is now fully configurable.

Candidate portal

Improvements to ordering options of items in list-based fields
Previously, the lists of options for fields driven from system Classifiers could not be manually ordered. In addition, the order of items in list-based fields was always ordered the same as the English order, regardless of which language a candidate was applying in.

To illustrate the problem, imagine a list of counties ordered alphabetically in English where "Germany" is in the correct place amongst other countries beginning with "G". That same list in German would have "Deutschland" instead, but in the same order position and beginning with "D", which was obviously harder for candidates to find and select.

The system now supports manual custom ordering of both classifiers and application form lists, where a specific order of items may be specified regardless of language. Alternatively, the order of items in lists may also be configured to be alphabetical and this will now apply, regardless of language. So, using the example above "Deutschland" would be correctly displayed in amongst the other countries beginning with "D" in German, but with the "G"s in English.

Ordering of interview slots
Lists of interview slots in the Candidate portal will now be correctly ordered by both date and time.

LinkedIn sign-in / register updated
This functionality has been updated in line with changes made by LinkedIn.

Additional standard fields now included in the Google Tag Manager data layer
Vacancy Id and Candidate Guid are now included in the data layer to support clients who require more detailed data to be captured with their Google Tag Manager implementations.

Agency portal

Cache reset automatically on login
Due to a cache for performance reasons, new vacancies would only appear in the Agency portal after a short period of time if an Agent was already logged in. Logging out and in again will now refresh the cache straight away if an Agent wishes to gain immediate access to a new vacancy they have just been invited to, e.g. if on the phone to a Recruiter at the time.

System Builder

Change to configuration to hide candidate name from the top of a pop-up
Previously, this was configured against an entire section - System Pages > User Portal > Forms, where either the Screening or Telephone Interview sections could be configured to not display the candidate name. This was limiting as usually, hiding the name wasn't required for all pages in a section.

In addition, where users could navigate to pages in other sections, it could be possible to view the candidate's name on a different page.

Hiding the name and the navigation is therefore now all combined and configured on a specific page, as shown below (Edit icon) for a page in the Screening or Telephone interview sections.

Changes to list ordering for Application form lists and Classifiers
Manual ordering of items is now supported for classifier lists. A new function is also now available to enforce alphabetical ordering of both classifier and application form lists, wherever that list is displayed to users or candidates and regardless of which language a user is viewing the system in.

Important things to note about this change:

• All existing classifiers will be defaulted to have the new option selected on upgrade
• Newly added classifiers will also default to have the new option selected, so classifiers will behave as before as standard. The new option will need to be unselected if manual ordering is required.
• Manual ordering remains the default for Application form lists, so the new option will not be selected on any existing application form lists or any newly added lists as standard. The new option will need to be selected to turn on alphabetical ordering.
• Alphabetical ordering will be selected manually as part of the upgrade in any existing multi-lingual systems for any obvious relevant fields driven from Application form lists, e.g. Countries.

KEY POINT: The order that classifier items appear in within System Builder is now important if the new "Is Ordered Alphabetically" option is NOT selected, as items will no longer be automatically ordered alphabetically in English either.

Ordering Interview series
The order in which Interview series are dragged into within the configuration will now be reflected within the Backoffice.

Type selection now enforced for HTML controls
It was previously possible to not select a type for an HTML control, which would cause issues when publishing systems. The type selection is now enforced.

Order of requisition actions is now configurable
The order in which the requisition actions are configured in a Requisition stage, e.g Approve, Reject, will now be reflected within the requisition forms displayed in the User portal/Backoffice.

Updates to printable view configuration
The product now supports multiple printable views, so there are changes to the configuration page in this area.

Firstly, the printable view which is to be used as the standard default for the Print / View application form action should now be selected where indicated below:

Secondly, to create or edit printable views, click the "Printable views" link shown above the "Generate" button above, rather than the buttons which used to be displayed at the bottom of the above page (System pages > Applications > Printable View).

A list of all available printable views will be displayed as shown below. This will include internal, external and agency versions if different from the default, as well as associated similar pages, such as the Candidate export data printable view.

The following functionality is available, as per other form page sections in System Builder:

• Add - type in a page name in the box and click "Add page" to add a new printable view, which may then be used as a candidate action or a PDF action
• Delete - delete an existing printable view
• Edit - Edit an existing printable view
• Copy - copy an existing printable view and tweak it to create a new one, e.g. just remove the candidate name fields to create a blind screening version of the default existing printable view
• Change order - change the order in which the printable views are displayed (suggest the default one always be at the top)

Invite to interview series by type process action may now be used
Although not required as the "Invite to interview series" action does the same thing, the "Invite to interview series by type" process action will now also work as expected if it is used in a process.

New field mapping configuration available for CV parsing functionality
Where CV parsing is enabled, the following parsed fields may now also be mapped to fields on a client's application form:

Languages list, including the following mapped field options:

• Comments
• Language Code ISO 639-1 two character code is preferred, but not required
• Read level
• Speak level
• Write level

Referees list, including the following mapped field options:

• Reference (1 or more)
• Comments
• Contact Method
• Fax
• Internet Email Address
• Mobile
• Postal Address
• Country Code Must conform to ISO 3166 Representation of Countries (+ UK for GB).
  Delivery Address
• Address Line
• Building Number
• Post Office Box
• Street Name
• Unit
• Municipality
• Postal Code
• Region
• Telephone
• Person Name
• Affix
• Family Name
• Formatted Name
• Given Name
• Middle Name
• Preferred Given Name
• Position Title

Vacancy Poster and Indeed integration updates
A few changes have been made to the above integrations to make the set-up of new clients simpler:

• The config now defaults to auto-add new users for new clients, so the Technical team will no longer need to be asked to make this change whenever a new Vacancy Poster client is added.
• The following fields will now be set as read-only as standard when posting to Vacancy Poster - Skills required, Keywords, Qualifications required, Screening questions (as advised by Vacancy Poster)
• The Salary field will now be included as standard in the Indeed feed and will display whatever field or text is configured for the "Salary" field in the Marketplace feed