Offer Letter Preferences

Offer Letter Preferences enable administrators to configure settings for the Offer Letter Management functionality. The preferences are configured by Location Organizational Unit (OU), thus all settings that are configured on the page will only apply to the Location OU that is selected when accessing the preferences page.

To access Offer Letter Preferences, go to Admin > Tools > Recruit > Offer Letter Preferences.

PERMISSION NAME PERMISSION DESCRIPTION CATEGORY
Offer Letter Preferences - Manage Grants ability to access and manage Offer Letter Preferences. This permission cannot be constrained. This is an administrator permission. Recruiting Administration

Rachel the Recruiter is based in the United States but creates offer letters for requisitions in Germany, Australia, England, and Spain. When Rachel writes an offer for Germany, she only wants to see the offer letter templates and offer letter custom fields that apply to her vacancies in Germany. The Recruiting Administrator updates the Offer Letter Preferences page for the Germany Location OU. Now, when Rachel creates offer letters for requisitions in Germany, she will only see the templates and fields that have been configured for Germany.

Fields

The Fields panel displays all default offer letter fields and also enables administrators to add and remove custom offer letter fields. The default fields can be activated or inactivated but cannot be deleted. Default fields display in the order in which they appear on the Offer Details panel of the Applicant Profile page.

In addition, the Fields panel displays the offer letter custom fields that have been added to the table. Custom fields display in the order in which they are added to the table. See the Add Offer Letter Custom Field section below for information about adding custom fields to the Fields table.

Add Offer Letter Custom Field

Offer letter custom fields can be added from the Fields panel. The custom fields that are available are defined by the administrator in Custom Field Administration.

To add a custom field:

  1. Click the Add icon in the Fields panel header. This opens the Select Custom Field pop-up.
  2. Select an offer letter custom field from the list. Only active fields display. Once the field is selected, the pop-up closes and the field displays at the bottom of the Fields table.
  3. Click Submit at the bottom of the Offer Letter Preferences page. If the changes to the Fields table are not submitted, then the offer letter custom fields that are added to the table will not be available when configuring offer letters or offer letter templates.

Fields Table

The following information displays in the table:

  • Name - This column displays the name of the field.
  • Type - This column displays the field type.
  • Field - This column indicates whether the field is default or custom. Fields that are defined as Default are system-defined fields that cannot be edited or removed. Fields that are defined as Custom are created and configured by the administrator in Custom Field Administration.
  • Tag - This column displays the tag defined for the field. For users without permission to access Custom Field Administration, the Fields panel is a beneficial resource as it allows them to view the tag associated with an offer letter custom field.

    • Note: A tag does not display for the Source default field.

  • Active - This column displays the active status of the default fields. Check or uncheck the Active box to activate or inactivate the field. Active fields display on the Offer Details panel of the Applicant Profile page when creating and editing offer letters and are also available for use in offer letter templates. Inactive fields are not available when creating and editing offer letters.

    • The active status of the following default fields cannot be modified, as the fields are hardcoded and only display based on the wage type selection:

    • Hourly Rate
    • Labor Hours
    • Salary

    For custom offer letter fields, the active status does not display in Offer Letter Preferences. The active status is managed by the administrator in Custom Field Administration.

  • Required - This column enables recruiters to mark default and custom fields as required. When the Required box is checked, the offer letter cannot be submitted unless the field is completed on the offer letter. This helps to make sure important information is never missed on an offer letter by including fields that are required to be completed when creating the offer.
  • Custom Fields - If a custom field is marked as required, then users will need to meet the availability criteria for the field in an offer letter. If a user does not meet the availability, then a message will appear when the users tries to submit the offer, indicating that the user needs to contact their system administrator to have the availability for the field changed to include the user.
    1. An admin at Imec Inc. is creating a new offer letter template for the France office.
    2. He would like to make sure that their custom field "Company Car" is required for the France location because all workers in France are bus drivers.
    3. He accesses Offer Letter Preferences and searches for the France location.
    4. He locates the custom field "Company Car" and marks it as required.
    5. He saves these configuration, and from now on, all future offer letters for the France location will include this field.
    1. A recruiter at Imec Inc. does not have availability to the custom field "Company Car" because Imec Inc. does not want all recruiters to provide applicants with cars in their offer letter.
    2. He is creating an offer letter for an employee who is at the France location.
    3. He searches for “France” in the Location OU section of the offer letter in the applicant's profile.
    4. He will not be able to generate the offer letter and will see a disclaimer that indicates he needs to request that a system administrator update the field’s availability to include him. He will not be able to see any fields on the offer letter.
    1. A recruiter at Imec Inc. has availability to the custom field "Company Car."
    2. She is creating an offer letter for an employee who is at the France location.
    3. She searches for “France” in the Location OU section of the offer letter in the applicant's profile.
    4. She will see "Company Car" as an offer letter field.
  • Options - For custom offer letter fields, a Remove option is available. Click the Remove icon to delete the custom field from the table.

    • The field can be added back to the table, provided that the field is active. See the Add Offer Letter Custom Field section below for information about adding custom fields to the Fields table.

    Note: Removing the field from the table does not remove the field from Custom Field Administration.

    There are no options available for default offer letter fields.

Pay Cycles

The Pay Cycles panel enables administrators to define the pay cycle types that are available to select in the Pay Cycle field, which appears in the following areas:

  • Offer Letter Management Templates
  • Offer Letter step in Requisition Templates
  • Offer Letter step in Manage Job Requisitions
  • Offer Details section in the Offer Letter status section of the Applicant Profile page

Create Pay Cycle

To create a pay cycle:

  1. Click the plus icon to the right of the Pay Cycles header. This opens the Add Pay Cycle pop-up.
  2. Enter a pay cycle name in the Name field, up to 50 characters.
  3. Click Save. This adds the pay cycle to the Pay Cycles table.

Pay Cycles Table

Pay cycles appear in the Pay Cycles table in alphabetical order and are not sortable. The following information appears for each pay cycle:

  • Name - This column displays the pay cycle name.
  • Active - This column displays the pay cycle's active status. Pay cycles are active by default. To inactivate a pay cycle, uncheck the Active box. When inactivated, the pay cycle is no longer available for users to select. If a pay cycle is in use when inactivated, the pay cycle persists for offer letters that are using the pay cycle at the time it is inactivated.
  • Options - The following options are available in the Options column:
    • Edit - Click the Edit icon to edit the pay cycle name. Note: Changes to the name affect both current and future offer letters. For this reason, edits should only be made to correct spelling errors. Avoid making edits that change the meaning of the pay cycle.
    • Remove - Click the trash can icon to delete a pay cycle. Only pay cycles that have not been used in an offer letter can be removed.
    • Translate - For portals with multiple languages enabled, localize the name by clicking the Translate icon . For internal users, the name appears in their display language. If the name is not available in a user's display language, the name appears in the language of the creator. Note: The default language is the language entered at the time of creation.

Bonuses

The Bonuses panel enables administrators to define the bonus types that are available to select in the Offer Letter Bonus field.

Add Bonus

To add a bonus:

  1. Click the plus icon to the right of the Bonuses header. This opens the Add Bonus pop-up.
  2. Enter a bonus name in the Name field, up to 50 characters.
  3. Click Save. This adds the bonus to the Bonuses table.

Bonuses Table

Bonuses appear in the Bonuses table in alphabetical order and are not sortable. The following information appears for each bonus:

  • Name - This column displays the bonus name.
  • Active - This column displays the active status of the bonus. Bonuses are active by default. To inactivate a bonus, uncheck the Active box. When inactivated, the bonus is no longer available to select in the Offer Letter Bonus field. If a bonus is in use when inactivated, the bonus persists for offer letters that are using the bonus at the time it is inactivated.
  • Options - The following options are available in the Options column:
    • Edit - Click the Edit icon to edit the bonus name. Note: Changes to the name affect both current and future offer letters. For this reason, edits should only be made to correct spelling errors. Avoid making edits that change the meaning of the bonus.
    • Remove - Click the trash can icon to delete a bonus. Only bonuses that have not been used in an offer letter can be removed.
    • Translate - For portals with multiple languages enabled, localize the name by clicking the Translate icon . For internal users, the name appears in their display language. If the name is not available in a user's display language, the name appears in the language of the creator. Note: The default language is the language entered at the time of creation.

Response Methods

The Response Methods panel enables administrators to define the response methods that are available to select in the Response Method field on the Record Candidate Response pop-up. The pop-up appears in the Offer Letter panel on the Applicant Profile page when the Record Response button is clicked in the Candidate Response column. Best Practice: Because Response Method is a required field on the Record Candidate Response pop-up, it is a best practice to create common, standard response methods in Offer Letter Preferences. If no response methods are created, then only the default response method is available, which may not accurately reflect the method the candidate used to respond to the offer letter.

Default Response Method

Candidate Profile is the default response method. This response method is used when a candidate accepts or denies an offer letter from their My Profile page. This method cannot be inactivated or removed.

Create Response Method

To create a response method:

  1. Click the plus icon to the right of the Response Methods header. This opens the Add Response Method pop-up.
  2. Enter a response method name in the Name field, up to 50 characters.
  3. Click Save. This adds the response method to the Response Methods table.

Response Methods Table

Response methods appear in the Response Methods table in alphabetical order and are not sortable. The following information appears for each response method:

  • Name - This column displays the response method name.
  • Active - This column displays the active status of the response method. Response methods are active by default. To inactivate a response method, uncheck the Active box. When inactivated, the response method is no longer available for users to select. If a response method is in use when inactivated, the response method persists for offer letters that are using the response method at the time it is inactivated.
  • Options - The following options are available in the Options column:
    • Edit - Click the Edit icon to edit the response method name. Note: Changes to the name affect both current and future offer letters. For this reason, edits should only be made to correct spelling errors. Avoid making edits that change the meaning of the response method.
    • Remove - Click the trash can icon to delete a response method. Only response methods that have not been used in an offer letter can be removed.
    • Translate - For portals with multiple languages enabled, localize the name by clicking the Translate icon . For internal users, the name appears in their display language. If the name is not available in a user's display language, the name appears in the language of the creator. Note: The default language is the language entered at the time of creation.

Decline Reasons

The Decline Reasons panel enables administrators to define the reasons available for candidates to select when declining an offer via their candidate profile.

Create Decline Reason

To create a decline reason:

  1. Click the plus icon to the right of the Decline Reasons header. This opens the Add Decline Reason pop-up.
  2. Enter a reason name in the Name field, up to 50 characters.
  3. Click Save. This adds the reason to the Decline Reasons table.

Decline Reasons Table

Reasons appear in the Decline Reasons panel in alphabetical order and are not sortable. The following information appears for each decline reason:

  • Name - This column displays the decline reason name.
  • Available for Candidate Use - This column enables administrators to select whether the decline reason appears for candidates when indicating their reason for declining an offer. This option is only available if the Active box is selected in the Active column.
  • Active - This column displays the active status of the decline reason. Reasons are active by default. To inactivate a reason, uncheck the Active box. When inactivated, the reason is no longer available for candidates to select. If a reason is in use when inactivated, the reason persists for offer letters that are using the reason at the time it is inactivated.
  • Options - The following options are available in the Options column:
    • Edit - Click the Edit icon to edit the decline reason name. Note: Changes to the name affect both current and future offer letters. For this reason, edits should only be made to correct spelling errors. Avoid making edits that change the meaning of the reason.
    • Remove - Click the trash can icon to delete a decline reason. Only reasons that have not been used in an offer letter can be removed.
    • Translate - For portals with multiple languages enabled, localize the name by clicking the Translate icon . For internal users, the name appears in their display language. If the name is not available in a user's display language, the name appears in the language of the creator. Note: The default language is the language entered at the time of creation.

Candidate Acceptance

The Candidate Acceptance panel enables administrators to define the method candidates can use to accept an offer letter. The following acceptance options are available:

  • Electronic signature - This option is selected by default and enables candidates to accept an offer letter via electronic signature.
  • Upload signed document - This option enables candidates to accept an offer letter by uploading a signed copy of the offer letter.
  • Message - For both acceptance methods, the administrator can enter the acceptance terms to which the candidate is agreeing by signing the offer either electronically or via an uploaded document. The character limit is 250.

    • For portals with multiple languages enabled, localize the message by clicking the Translate icon. For internal users, the message appears in their display language. If the message is not available in a user's display language, the message appears in the language of the creator. Note: The default language is the language entered at the time of creation.

Overwrite Settings

Select this option to overwrite custom settings for child division OUs. If you overwrite custom settings for child division OUs, the selected settings are applied to both new and existing child OUs. Any previously customized child OUs are updated with the selected settings.

  • If there are no customizations to the child OU, then the parent OU customizations are applied to all child OUs.
  • Overwrite custom settings checkbox setting
    • If this option is selected, all child OU customizations are deleted from the database, which means the parent OU customizations will be applied to new and existing child OUs.
    • If this option is unselected, all existing child OU customizations will remain unchanged, and any new child OUs will inherit the parent OU customizations by default.
  • If a child OU has been customized to display any widgets, then regardless of the parent OU customizations, the child OU customizations are applied.
  • If a child OU has been customized to hide all widgets, then parent OU customizations will take precedence and will be applied.

Submit/Cancel

Once all preferences are set, click Submit. Preference settings are not saved until you click Submit.

Or, click Cancel to cancel the changes to the preferences.