New Submissions

On the New Submissions page, you can review new applications for all of your requisitions and determine whether to advance or pass on an applicant. Advancing an applicant moves them into the next phase of the applicant workflow; passing removes them from the applicant pool. You can also access the Applicant Profile page, which provides detailed applicant information that can help inform your decision about which applicants to move into the next phase of the applicant process.

To access the New Submissions page, go to Recruit > Manage Requisition. On the Manage Job Requisitions page, locate the requisition for which you would like to view new submissions. From there, click the linked number of submissions in the New Submissions column.

Job Details

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.

    View New Submissions for Requisition

    The View New Submissions for Requisition drop-down allows you to quickly access all requisitions for which you are an owner or to which you have access so that you can more efficiently process new submissions.

    The drop-down displays all requisitions for which you are an owner or to which you have access. The requisitions display in order of lowest to highest requisition ID.

    To view the new submissions for a specific requisition, select the requisition from the drop-down. This updates the New Submissions page to show all new submissions for that requisition.

    Search

    You can search for applicants using the search fields. To search for an applicant:

    1. Enter the applicant name in the Name field. Both full and partial names can be searched. There is no character limit. Note: When the Anonymize personal applicant data for New Submissions option is selected in Compliance Enablement Preferences for a Location organizational unit (OU), the Search by Name functionality is gray and disabled. Users cannot type into the text box.
    2. Click the submission type drop-down to filter the submission results by applications that were submitted internally and/or externally.
    3. Click the Source drop-down to select the source from which the applicant applied. Referral and Other are default sources. All other sources in the list are the sources through which candidates applied for the requisition. For example, if all candidates apply through CareerBuilder, then only CareerBuilder, Referral, and Other are listed as sources.
    4. Click the Search Applicant Flags filter to select the applicant flag by which the filter the results. Recruiters can filter the page by potential duplicate applicants to provide a faster way to complete various batch actions for duplicates. Note: This filter only displays if at least one flag is available for the recruiter to view.
    5. The Potential Duplicate Applicant flag is system-defined and displays for applicants who are defined as duplicates.

      The Merged Duplicate Applicants flag displays in the applicant flag filter if the Auto-Merge Duplicates option is selected by the administrator in Requisition and Applicant Preferences. If the flag is available, then applicants who have been automatically flagged by the system with the Merged Duplicate Applicants flag can be searched using the applicant flag filter. Note: Even if the flag is not available for searching, the Merged Duplicate Applicants flag still appears in the Applicant Flags column for applicants who have been flagged with this flag. The Merged Duplicate Applicants flag does not display for anonymous applicants. Applicants who have been merged are no longer listed on the New Submissions page. Their applicant profile can only be accessed from the Applicant Profile page of the target profile.

      The additional flags that display in the filter are dependent upon the visibility settings for each flag, which are defined by the administrator in Applicant Flag Preferences.

    6. Click the Search icon.
    7. The search results display in the Submissions table. Note: The results that display are dependent upon your permission constraints.

    Display Number of Applicants

    The Display field allows recruiters to display up to 100 applicants at a time in the New Submissions table. Viewing a larger number of applicants per page enables recruiters to batch process more applicants at a time. From the Display field, recruiters can select the number of applicants to display per page. The following increments are available:

    • 10
    • 20
    • 50
    • 100

    The applicants that display on the page can be batch processed or selected individually to advance or pass.

    New Submissions Table

    The New Submissions table displays all applicants in a New Submission status for the requisition, with a default sort order of most to least recently submitted. Up to 20 records display per page.

    The following columns display in the New Submissions table:

    Feature Description
    Name

    This column displays the applicant's name as a link. The column is sortable by last name. Clicking the applicant's name opens the Applicant Profile page on which you can view additional details about the applicant. Note: If you navigate to the Applicant Profile page after modifying the position criteria, changes to the position criteria are not saved upon returning to the New Submissions page.

    Anonymous Applicants Note: When the Anonymize personal applicant data for New Submissions option is selected in Compliance Enablement Preferences for a Location OU, the value in the Name column for applicants in a New Submission status is replaced with the applicant's requisition number and applicant ID. The applicant ID is scrambled so that the applicant remains anonymous. Users can still sort the table using the Name column.

    Applicant Feed This column displays the Applicant Feedback icon . Clicking the icon opens the Applicant Feed page, from which you can view an applicant's entire history of events and comments from the most recent 20 requisitions related to the applicant. This allows recruiters to only have to access one page in order to view this data.
    Applicant Flags

    This column displays the applicant flags that are defined for the applicant. This column is not sortable. Hover over the flag to view the name of the flag.

    Click the flag to view the flag details. This opens the Application Flag pop-up that displays the flag name and description. The user who added the flag also displays, as well as the date on which the flag was added. For portals with multiple languages enabled, the name and description display in the viewing user's language, if available.

    The Potential Duplicate Applicant flag displays for applicants who are defined as duplicates.

    Resume/CV

    You can view the applicant's resume by clicking the Resume icon . The resume opens in the format in which the applicant submitted it. For resumes that are typed or pasted into the Write or Paste a Resume/CV field during the application process, clicking the Resume icon opens a pop-up that displays the resume data. For pasted resumes, the resume data appears in the original format in which the applicant pasted it. For resumes submitted by internal users using their Career Center resume, clicking the Resume icon opens the resume as a PDF.

    If the applicant applied using a LinkedIn profile, you can view the profile by clicking the LinkedIn icon .

    For applicants who applied using their Seek profile, a Seek icon displays. Click the icon to view the applicant's profile.

    Anonymous Applicants Note: When the Anonymize personal applicant data for New Submissions option is selected in Compliance Enablement Preferences for a Location OU, the resume data is made anonymous when the Resume/CV icon is clicked if the resume is attached as a separate document, manually entered, or from LinkedIn. Users can open or save the anonymous resume data. All personal data is removed from the resume.

    Type This column indicates whether a submission is internal or external.
    Source

    This column displays the source from which the applicant applied to the requisition.

    For applications that originated from a mobile device from a mobile device, the Source column displays a mobile icon to the right of the career site source name.

    For applicants who submit their application via Connect With Us, the source will display as [Career Site Name].

    Ideal Matching Criteria (Edit)

    This column dynamically displays the number of criteria associated with the position for which the applicant matches, as well as the match percentage. The percentage is calculated by dividing the number of matching attributes with the number of attributes for the position. The match percentage displays as both a number and color:

    • Red = 0-32%
    • Yellow = 33-65%
    • Green = 66-100%
    Edit Criteria

    The ideal matching criteria can be edited by clicking the Edit link to the right of the Ideal Matching Criteria column name. Clicking the Edit link opens the Ideal Matching Criteria pop-up, which enables you to view all attributes for the position as defined in Position Management, as well as edit or delete attributes to filter the submissions. This feature is especially helpful when narrowing down a broad list of applicants that have similar attributes. Note: Users must have the permission to edit matching criteria in order for the Edit link to display.

    The Ideal Matching Criteria pop-up displays the following information and options:

    FeatureDescription
    Add CriteriaClicking the Add Criteria icon enables you to add attributes to further define the criteria. Note: Adding an attribute does not impact Position Management. Further, attributes added here are not saved once you exit the New Submissions page. See the Attributes section on the Create Position OU page in Online Help for more information about adding attributes.
    EditClick the Edit icon to edit the attribute. Changes to the attributes control an applicant's match percentage in the Matching Criteria column in the Submissions table. Note: Editing an attribute does not impact Position Management. Further, edits are not saved once you exit the New Submissions page. See the Attributes section on the Create Position OU page in Online Help for more information about editing attributes.
    DeleteClick the Delete icon to delete the attribute.
    AttributeDisplays the attribute and its value(s).
    Importance

    Click the Importance drop-down to change the importance for the attribute. The following Importance options are available:

    • Low
    • Average
    • High
    ResetClick the Reset button to returns the criteria to the default criteria for the position associated with the requisition.
    CancelClick the Cancel button to cancel the criteria changes. This closes the pop-up and returns you to the New Submissions page.
    SaveClick the Save button to save the criteria changes. This closes the pop-up and returns you to the New Submissions page.

    Note: Users must have permission to edit matching criteria in order for the Edit link to display.

    Note: Changing the criteria on the New Submissions page does not impact the position in Position Management.

    Information Icon

    Clicking the Information icon opens a pop-up of the position criteria. A green checkmark next to an attribute indicates a match. A red warning icon next to an attribute indicates the applicant does not match the attribute. The position's attributes are matched against the applicant's resume.

    Total Pre-Screening Score This column displays the applicant's total pre-screening score, which can help recruiters see how well an applicant scored compared to other applicants. The score displays the total score out of the total possible score and also shows the score as a percentage.
    Assessment

    The Assessment column displays the applicant's assessment score, as well as the result in parentheses to the right of the score. The column only displays for recruiters who have permission to view assessment results. In addition, the column only displays for external assessments and not competency assessments. This column is sortable.

    If a score is not available for the applicant, then "N/A" displays in the column, and a result does not display.

    If assessment details are available from the assessment provider, then the score displays as a link. Clicking the link opens the assessment in the provider's assessment application. This allows the recruiter to view the assessment and the applicant's responses.

    If the assessment is configured by the provider not to display a numeric score, then "Complete" displays as a link for completed assessments. Clicking the link opens the assessment in the provider's assessment application.

    For portals with an integration with SHL, the column displays the applicant's score, as well as "Recommend" or "Not Recommend." Applicants who pass the assessment are recommended. Applicants who fail the assessment are not recommended. If the assessment is in progress but not yet completed, the column displays "Assigned." If score is not available but the applicant completed the assessment, then "Completed" displays.

    Note: The SHL Assessment Integration feature is controlled by backend settings that are disabled by default. To enable this functionality, contact Global Product Support.

    Group Summary Report

    Recruiters can view a summary report of the results for all applicants. Clicking the View All link below the column name opens the report in the assessment application. The report displays all applicants who have completed the assessment. The report may include applicants who have a partially completed application or have been dispositioned. The link only displays if at least one applicant has completed an assessment.

    Note: The View All link is hidden in the SHL Assessment column on the Manage Applicants page for parent requisitions that have at least one Related Requisitions (Apply to Multiple Jobs). The link also does not display for the associated Related Requisitions (Apply to Multiple Jobs).

    Submitted This column displays the date on which the submission was submitted to the requisition. The date does not necessarily reflect the date on which an application was submitted; it reflects the date on which the submission was added to the New Submissions page.
    Application

    This column indicates whether an application has been submitted for the requisition. If an application has been submitted, the column displays "Complete." If an application has not been submitted, the column displays "Incomplete."

    For completed applications, a document displays to the left of "Complete." Clicking the icon opens the submission's application. See View Application as PDF.

    This column enables you to determine which submissions to move forward in the application process (Advance icon ) and which submissions not to move forward (Pass icon ). Clicking the Advance or Pass icon in the applicant row prepares the individual submission for processing. Clicking the Advance or Pass icon a second time deselects the icon. See Process Submissions for more information about processing applicants.

    The column header icons act as a Select All, enabling you to select all submissions to advance or pass with one click.

    Once selected, the Advance and Pass icons remain selected if you navigate to the Applicant Profile page or across multiple pages of new submissions within the requisition.

    Note: Advancing a submission indicates that the applicant meets the minimum qualifications for the job. Passing on a submission indicates that the submission does not meet the minimum qualifications for the job.

    Note: If a submission is advanced but the application is immediately placed into a Closed status, then the submission is not considered an applicant. The submission will never have a status other than Closed.

    Advance Submission with Incomplete Application

    If enabled in Compliance Enablement Preferences, an Incomplete Application Warning pop-up appears when attempting to advance a submission that does not have a completed application. Clicking Next triggers the pop-up if at least one of the submissions being advanced does not have a completed application.

    Resume/CV Review

    The Resume/CV Review option displays in the last column of the New Submissions table. This option allows recruiters to view the resume/CV for a group of applicants, rather than having to view each applicant's resume/CV on an individual basis.

    Clicking the Resume/CV Review option opens the Resume/CV Review page. The Resume/CV Review page lists all of the applicants that appear on the currently open page of the New Submissions table. Recruiters can click through the resume/CV of each applicant.

    Note: Viewing the resume/CV for more than 20 applicants may be significantly slower than viewing the resume/CV for fewer applicants at a time. It is recommended that the Display field is set to 20 or fewer applicants to improve processing time.

    Archived Applicants

    Applicants can be archived in the Applicant Tracking System. When an applicant is archived, their name no longer displays on the New Submissions page, and their associated data is hidden.

    The following occurs on the New Submissions page when an applicant is archived:

    • Archived applicants cannot be searched in the Name filter.
    • "Archived" displays in the Name & Contact column in place of the applicant's name and contact information.
    • The Submitted column displays the date on which the submission was added to the job requisition, which is current functionality that is unchanged for archived applicants.
    • The Application column displays "Complete" or "Incomplete," which is current functionality that is unchanged for archived applicants.
    • All other columns are blank.

    Note: Archived applicants cannot be advanced or passed, so they cannot be processed on the Process Submissions page.

    Back/Next

    The Back button returns you to the Manage Job Requisitions page, clearing any unprocessed modifications to the New Submissions page.

    The Next button takes you to the Process Submissions page. Note: To access the Process Submissions page, at least one applicant must be selected as either Advance or Pass.