Add Submission

The Add Submission page enables you to add an applicant to a requisition to which they did not apply. You can also create applicants that do not already exist in the Applicant Bank and upload their resume. Further, you can select users from the Applicant Bank to be considered for the requisition.

A recruiter is emailed a resume from someone he would like to include as an applicant for a requisition. He can submit the applicant via the Add Submission page.

To access the Add Submission page, go to Recruit > Manage Job Requisitions > Snapshot. Then, click Add Submission in the All Submissions panel. Note: The Add Submission link only displays if a requisition is in an Open or Open Pending Re-approval status.

PERMISSION NAME PERMISSION DESCRIPTION CATEGORY
Requisition: Manage Grants ability to access and manage all requisitions regardless of ownership (constraints permitting). This permission also grants read-only access to the Applicant Review tab when creating or editing a job requisition. This permission can be constrained by OU, User's OU, and Grade. Recruiting
Requisition: Owner

Enables owner to access requisitions and applicants for requisitions for which they are an owner. This permission also grants read-only access to video interviews that are completed by applicants via HireVue. For portals with Referral Suite enabled, this permission also enables requisition owners to edit the referral source on the Applicant Profile page. This permission cannot be constrained.

Note: This is a dynamically assigned permission that is not available in Security Role Administration. If the user is removed as an owner, the permission is revoked for the associated requisition. This permission cannot be manually assigned. Also, if a user has both the permission necessary to manage requisitions and be a requisition owner, the constraints of the Requisition: Manage permission overrule those of the Requisition: Owner permission. For requisition owners that do not also have permission to manage requisitions, only certain fields are editable when editing a requisition.

Recruiting

Requisition owners that do not have the permission necessary to manage requisitions can only add submissions to a job requisition for which they are an owner.

The Job Details link at the top of the page allows for quick access to the job description and job qualifications for the requisition. Clicking the link opens the Job Details pop-up. The pop-up displays the requisition's internal and external job description, minimum qualifications, and ideal qualifications.

  • For portals with multiple languages enabled, this displays in the user's language if available. If the user's language is not available, then this displays in the language of the user who defined it.

    • Note: The fields on the pop-up are not editable from the pop-up.

    In the Add Existing Applicants section, you can search the Applicant Bank for candidates to add to the requisition. Or, you can add any user in the portal by using the Employee link.

    To add an applicant from the Applicant Bank:

    1. Click Applicant Bank. This opens the Select Employee pop-up. Only applicants within the Applicant Bank are available to select. Note: Archived applicants and merged applicants are not available to select.See Compliance Enablement Preferences.
    2. Locate the applicant and click Add.

    The applicant's name displays in the Add Candidates table on the Select Employee pop-up. You can remove the applicant by clicking the Remove icon to the left of the applicant's name.

    To add a user:

    1. Click Employee. This opens the Select Employee pop-up.
    2. Select the user and click Add.

    The user's name displays in the Add Candidates table. You can remove the user by clicking the trash can icon to the left of the user's name.

    The Add As section enables you to define how the submission is added to the requisition. Select New Submission to add the candidate as a new submission. Or, select Applicant to add the submission as an applicant to Manage Candidates or Manage Applicants, which places the candidate into the first status in the status workflow.

    Note: If Skip New Submission Status is enabled by the administrator in Requisition and Applicant Preferences, then the New Submission option is disabled when adding applicants on the Add Submission page. The Applicant option is then selected by default.

    The following options are available in the Send Email To section:

    • Potential Applicant(s) - Check the box to trigger the Add Applicant email to be sent to the applicant when Create and Submit to Requisition is clicked. The email includes a link that allows the applicant to apply to the requisition. When the applicant clicks the link and opens the login page, their email address is pre-populated in the Username field. If the applicant already has a profile on the site, they can enter their password and access the requisition. If the applicant does not have a profile, the applicant will need to create a password.Note to administrators: When creating the Add Applicant email, the PASSWORD.RESET.URL tag must be included in order to direct applicants, who do not have a profile on the career site, to the password creation page. This page prompts the applicant to define a password.
    • Requisition Owner(s) - Check the box to trigger the Add Applicant email to be sent to all owners of the requisition.

    Once all required data has been provided, click Submit to Requisition.

    Note: If the user is already an applicant for the requisition, they cannot be added. An error message displays when you click Submit to Requisition, indicating the user is already an applicant.

    Note: If Archive applicant data after a period of inactivity is configured by the administrator in Compliance Enablement Preferences, then the period of inactivity for applicants added to a requisition begins when Submit to Requisition is clicked.

    The Source option allows you to select the source for an applicant who is being manually added to the requisition.

    To select the source:

    1. Click the Source drop-down. The only source options that are available to select are the sources that have been created in Applicant Sources. Other sources, such as a specific career site or job board, are not available to select.
    2. Select the source.
    3. Click Submit to requisition.

    Note: Requisition owners can also change an applicant's source on the Applicant Profile page. For portals with Referral Suite or recruiting agencies, the source can be changed on the Applicant Profile page to a referral or a recruiting agency.

    • Kathy the Recruiter needs to add a new applicant to a requisition but does not want her source to be added manually. Kathy wants to be able to specify another source name when adding this applicant to the requisition.
    • Billy the Recruiter is navigating on the Applicant Profile page and notices that an applicant has an incorrect source. Billy needs a quick way to change the source.

    In the Create New Applicant section, you can create a new applicant to add to the requisition. You can also determine whether to submit the applicant as a new submission or as an applicant.

    In the Contact Information section, enter the following contact details for the applicant:

    • Prefix - Accepts up to 10 characters.
    • First Name - This is a required field; accepts up to 200 characters.
    • Middle Name - Accepts up to 200 characters.
    • Last Name - This is a required field; accepts up to 200 characters.
    • Suffix - Accepts up to 10 characters.
    • Phone - Accepts up to 30 characters.
    • Email Address - This is a required field; accepts up to 120 characters. The email address entered must be valid and cannot be the same as another applicant's in the Applicant Bank.
    • Address Line 1 - This field accepts up to 110 characters.
    • Address Line 2 - This field accepts up to 110 characters.
    • City - This field accepts up to 35 characters.
    • State/Province - This field accepts up to 30 characters.
    • ZIP/Postal Code - This field accepts up to 20 characters.
    • Country - This field displays a drop-down of countries from which to select.

    Note: For internal applicants, the fields are pre-populated from the user record, if available.

    In the Resume/CV section, complete the following for the applicant:

    • Title - Enter a title for the document, up to 30 characters.
    • File Path - This is a required field. Add a resume/CV by clicking Browse, and then locate and select the file to upload. The file path displays in the Browse field. The character limit for the file name is 50 characters.

    The Add As section enables you to define how the submission is added to the requisition. Select New Submission to add the candidate as a new submission. Select Applicant to add the submission as an applicant to Manage Candidates or Manage Applicants, which places the candidate into the first status in the status workflow.

    The following options are available in the Send Email To section:

    • Potential Applicant(s) - Check the box to trigger the Add Applicant email to be sent to the applicant when Create and Submit to Requisition is clicked. The email includes a link that allows the applicant to apply to the requisition. When the applicant clicks the link and opens the login page, their email address is pre-populated in the Username field. If the applicant already has a profile on the site, they can enter their password and access the requisition. Note to administrators: When creating the Add Applicant email, the PASSWORD.RESET.URL tag must be included in order to direct applicants, who do not have a profile on the career site, to the password creation page. This page prompts the applicant to define a password.
    • Requisition Owner(s) - Check the box to trigger the Add Applicant email to be sent to all owners of the requisition.

    Once all required data has been entered, click Create and Submit to Requisition. This creates a user record for the applicant. The user's email address will be their username, and an 8-character alphanumeric password is automatically generated for them.

    Note: If the person you are adding is already a user in the portal, they cannot be added. An error message displays when you click Create and Submit Candidate, indicating the user is already in the system. You can still add the applicant to the requisition by using the Add Existing Applicants feature, which is detailed above.

    Note: If Anonymize applicant data after a period of inactivity is configured by the administrator in Compliance Enablement Preferences, then the period of inactivity for applicants added to a requisition begins when Submit to Requisition is clicked.See Compliance Enablement Preferences.

    Clicking Back at the bottom of the Add Submission page returns you to the Requisition Snapshot page without committing any changes.

    Adding a submission on the Add Submission page generates an event on the History tab of the Applicant Profile page. The following are the possible events and their details:

    Event Details User Date and Time
    Applicant Status Changed

    From: [blank]

    To: [first status in status workflow]

    		 [user who added the submission] [date and time submission was added]
    Application Received Source: "Added Manually" This field is blank until the submission submits their application. At that point, the column displays the submission's name. This field is blank until the submission submits their application. At that point, the column displays the date and time the application was received.
    Document Attached ; when clicked, the document opens in the associated software [user that added the document] [date and time the document was added]
    Email Sent [title of email trigger] [user that added the submission] [date and time the submission was added]