Requisition Template - Create - Application Workflow Tab

The Application Workflow tab of the requisition template enables the administrator to define the application workflow. An application workflow defines the application experience a job applicant has when applying for a job. Separate workflows can be created for external and internal applicants, or the internal applicant workflow can be an exact copy of the external applicant workflow.

For portals with the Agency Portal functionality enabled, a Recruiting Agency tab also displays. This tab enables administrators to create a separate application workflow for a recruiting agency's users.

Templates are added to Position organizational units (OU), which are found on the Manage Position page. Multiple templates can be added to each Position OU.

To access requisition templates, go to Admin > Tools > Recruit > Requisition Templates. Then, click the Manage Requisition Template icon in the Options column for the Position organizational unit (OU). This opens the Requisition Templates page for a Position OU for which at least one template has been created.

Note: If the Manage Requisition Template icon is gray , this means a requisition template has not yet been created for the Position OU. Clicking the icon when it is gray opens a blank requisition template to create for the Position OU. Once the template is saved, you are redirected to the Requisition Templates page.

PERMISSION NAME PERMISSION DESCRIPTION CATEGORY
Requisition Template – Application Workflow Template - Manage Grants ability to set and edit Application Workflow Templates when editing Requisition Templates. This permission can be constrained by OU and User’s OU. This is an administrator permission. Recruiting Administration
Requisition Template - Manage Grants ability to access and view Requisition Templates. This permission cannot be constrained. This is an administrator permission. Recruiting Administration
OU Hierarchy - Manage Grants ability to create and update/edit organizational units. This permission grants access to all OU types, both standard and custom. This permission can be constrained by OU and User's OU. This is an administrator permission. Core Administration

For administrators without the permission needed to manage the Application Workflow step, the Application Workflow step is read-only.

External Applicant

The External Applicant tab is the default tab that opens when viewing the Application Workflow step. This tab enables administrators to create an applicant workflow that is specific to external applicants.

Create Applicant Workflow

When setting the application workflow, there are three approaches that can be taken:

  1. Configure a custom application workflow without using an existing application workflow template. See Create Application Workflow Template.
  2. Select an existing application workflow template. Note: Templates are created in Application Workflow Templates. This populates the template below. If the selected template is later modified via the Application Workflow Template page, then those changes are automatically applied to this Job Requisition Template.
  3. Select an existing application workflow and make modifications. Any modifications that are made to the template do not affect the original application workflow template. The changes only apply to the job requisition template you are creating. If the selected template is later modified via the Application Workflow Template page, then those changes only affect the template in Application Workflow Templates. See Create Application Workflow Template.

To select an existing application workflow template, from the Select Template drop-down list, select the appropriate template and click Apply. This populates the template below. When selecting the template, for portals with multiple languages enabled, the template name displays in the user's language if available. If the user's language is not available, then the name displays in the language of the administrator who created the template. Note: If you are building a new workflow, and then you select a template from the drop-down list and click Apply, the workflow you were building is lost.

When selecting an existing application workflow template, the availability of templates is dependent upon the constraints of the template creator. When an administrator creates an application workflow template, only users within the template creator's permission constraints for managing application workflow templates have access to the template.

Edit Translated Values

For portals with multiple languages enabled, when configuring the application workflow, the translated values can be edited or deleted. This allows administrators to customize the workflow. This also applies to the Internal Applicant and Recruiting Agency tabs and custom workflows.

Internal Applicant

The Internal Applicant tab enables administrators to create an application workflow that is specific to internal applicants. See the Create Applicant Workflow section in the External Applicant section above for information on creating an application workflow.

Administrators can also choose to clone the external workflow by selecting the Clone External Applicant Workflow option. A warning pop-up opens, indicating that checking the clone option erases any existing configurations on the Internal Workflow tab and replaces them with the configurations from the External Workflow tab. The option is checked by default. For portals with multiple languages enabled, translated values are copied when cloning the external application workflow.

If the clone option is unchecked, then the external workflow configurations remain but can be edited, and items can be deleted.

Recruiting Agency

The Recruiting Agency tab enables you to create the workflow that is completed by the recruiters associated with a recruiting agency. Creating a recruiting agency workflow is similar to creating an external and internal workflow. However, the following action items are not available for recruiting agency workflows:

  • Competency Assessment
  • External Assessment
  • Training

When selecting a template for the workflow, the only templates that are available to select are templates that do not contain a Competency Assessment, External Assessment, or Training action item. This is because recruiters do not complete assessments or training items for the applicants they submit.

Currently, all agency applications appear in the Standard workflow, even if they are mobile-friendly supported.

See the Create Applicant Workflow section in the External Applicant section above for more information about building an application workflow.

Preview

At the bottom of the template structure, click Preview to preview the application workflow. This opens the preview in a pop-up, allowing the administrator to preview the navigation bar, content, and progress bar.

For action items that have no content preview available, "Preview Unavailable" is displayed in the preview.

For portals with multiple languages enabled, any translated fields display in the preview in the language of the administrator, if the administrator's language is available. If the administrator's language is not available, then the preview displays in the language of the administrator who created the application workflow.

Note: When previewing application workflows that include an integration action item, the step displays the action item title and instructions, as well as an inactive Launch button.

Note: When previewing application workflows that include an integration and/or Note action item in the Submit Application section, the number of steps within the section displays in the upper-right corner of the preview page.

Compliance Questions

When previewing the template, the Compliance Questions section displays all compliance questions, regardless of the settings in Compliance Enablement Preferences. This is because the questions that appear for the applicant are dependent upon the preference settings for the associated location OU.

Veteran Status Question

The following options appear:

  • Part 60-250 - This option is selected by default. The following values are available to select:
    • I am a veteran of the Vietnam era.
    • I am a special disabled veteran.
    • I am a recently separated veteran.
    • I am an other protected veteran.
    • I am not a veteran.
    • Decline to Specify.
  • Part 60-300 - The following values are available to select:
    • I am a disabled veteran.
    • I am a recently separated veteran.
    • I am an other protected veteran.
    • I am an Armed Forces service medal veteran.
    • I am not a veteran.
    • Decline to Specify.

Disability Question

The following options appear:

  • I have a disability and would like to be considered under the affirmative action program.
  • I do not have a disability or would not like to be considered under the affirmative action program.
  • Decline to Specify.

Note: The Veteran Status options relate to disabled veterans, veterans of the Vietnam Era, recently separated veterans, other protected veterans, and armed forces service medal veterans.

After configuring the application workflow, click Save to validate and save the template.