Requisition Template - Create - General Tab

The Manage Field Visibility option displays in the top-right corner of the page. This option enables administrators to select the standard and custom fields that they would like to hide on the job requisition. The purpose of hiding fields is to ensure that the requisition only includes fields that are relevant to the position.

Hiding fields is not required.

To hide fields:

1. Click the Manage Field Visibility option . This opens the Manage Field Visibility pop-up. The pop-up lists all of the standard and custom fields that can be hidden. By default, all fields and sections are visible.

2. Uncheck the box in the Visible on Requisition column for the fields and sections that you would like to hide.
3. Click Done.

The fields that were hidden will still display on the requisition template and are identified by a Field Hidden on Requisition icon to the left of the field name to indicate that the field is hidden. You can still enter a value in a hidden field, but the value will not be visible to recruiters.

Once the template is saved, the hidden fields will not appear on newly created requisitions that use the template.

Fields that Can Be Hidden

The following fields can be hidden on the General tab of the template. The fields that are available to you are dependent upon your permissions and portal settings.

EEO Category Field

The EEO Category field can be hidden. However, the visibility is dependent upon the settings you configure in Compliance Enablement Preferences and is not available to hide in the Manage Field Visibility pop-up.

Impact to Existing Requisitions

Existing requisitions are not impacted by this enhancement. If field visibility settings are changed on the requisition template that is being used by an existing requisition, the template's field visibility settings are not changed on the existing requisition.

This is also true for requisitions that are in a Draft status at the time of implementation of this enhancement.

EEO Category Exception

If the visibility of the EEO Category field is changed after a requisition is created, the new settings will be applied when a requisition is edited. For example, a requisition was created for a Location Organizational Unit (OU) where the EEO Category field was visible. If the preference for the Location OU is updated to make the field not visible for the location, then when the requisition is edited, the EEO Category field will no longer be visible and any previously entered values will be removed.

Note: The EEO Category field only appears on the template and requisition if the Record EEO option is enabled in Compliance Enablement Preferences and the relevant OU is selected. Also, if the Require OFCCP Compliance Enablement functionality box is checked in Compliance Enablement Preferences, then the EEO Category field cannot be hidden.

Impact to Standard and Custom Reports

Any fields that are not populated via the requisition template or requisition will be blank in reporting.

• Even if a field is hidden on the requisition, any populated values will still be accessible in reporting.
• If a user has permission to view requisition fields in reporting, they will be able to see values.

Field Level Access

If a field is configured as hidden on a template, it will not be visible on the requisition. If the field is visible on the requisition, existing Field Level Access settings will be applied.

Copy Requisition Template

When copying a template that has hidden fields, the hidden fields settings will be copied.

Enter the following information:

• Job Title - This is a read-only field that displays the position OU that corresponds to the template.
• Template Title - Enter a title for the template. There is no character limit. This is a required field. If multiple languages are enabled for your portal, select the Translate icon to translate the field into other available languages.
• Template Description - Enter a description for the template. There is no character limit. This is a required field. If multiple languages are enabled for your portal, select the Translate icon to translate the field into other available languages.
• Active - Check or uncheck the box to activate or inactivate the template. When creating or copying a template, this box is checked by default. This is not a required field, but if the template is not active, it cannot be used by recruiters to create job requisitions.

• Display Job Title - In this field, enter the job title that is displayed to potential applicants in the job ad. The character limit for this field is 100. If multiple languages are enabled for your portal, select the Translate icon to translate the field into other available languages.
  • Use Case: Sometimes an organization has a different naming convention for its jobs that is not appropriate when publishing to an external site (e.g., a job title with a job code or job number). A job title that is less specific is more appropriate for a job ad.
• Division - Click the field to select the division that is associated with the position, if applicable.
• Location - Click the field to select the location that is associated with the position, if applicable. If the location has a defined facility address, it appears below the location. The facility address can be edited by clicking the Edit icon to the right of the address. Note: Modifying the facility address does not modify or define any address that is defined for the location OU.
• Address - Displays the physical address of the location indicated in the Location field.
• Grade - This field enables administrators to limit access to the template by Grade OU. Only one Grade OU can be defined for the template. Defining a Grade OU is not required.

To define the Grade OU, click the Select icon in the Grade field. This opens the Grade OU pop-up. Select the Grade OU. This closes the pop-up and adds the Grade OU to the Grade field.

Note: The Grade field is read-only for users who do not have permission to view Grade OUs. The field does not display for portals that do not have Grade OUs enabled.

• Cost Center - This field allows you to select a cost center for the requisition template. This is not a required field.
• Contact Phone - In this field, enter the phone number that will be used as the internal contact for the job requisition. This phone number does not display to applicants.
• EEO Category - From the drop-down list, select the appropriate equal employment opportunity category for the position.

Note: This option is always visible on the requisition template. However, the visibility of this field on the requisition depends on which OU is selected when creating the requisition, and whether the Record EEO preference is checked for that OU [Note: Compliance Enablement Preferences may be tied to Location, Division, or Position]. If a requisition is created from a template that has an EEO Category value, but the Location [or other OU] does not have the Record EEO preference checked, then EEO Category will not appear on the requisition and no EEO Category value will be saved to the requisition.

• Employment Type - From the drop-down list, select the appropriate employment type. The available employment types are defined in Requisition Preferences. After selecting the employment type, select whether the requisition is a full time or part time position, using the radio buttons.
• Currency - From the drop-down list, select the currency in which the job is compensated. This information can be used in reporting, but not posting.
• Compensation - Note: This option is only available if there are active compensation types defined in Requisition Preferences.
  • Compensation - From the drop-down list, select the appropriate compensation type for the job requisition (e.g., hourly, salary, contract). This information can be included when posting to an external job board as well as when reporting on the status of job requisitions. The options that are available are defined in Requisition Preferences.
  • Range - In the two text fields, enter the potential compensation range for the position. This indicates the potential compensation an applicant can receive if they are selected for the position. The lower range value is entered in the first field and the higher range value is entered in the second field.
• Referral Bonus - In this field, define the default value for the referral bonus by entering a positive whole number. Commas and up to two decimal places are accepted. This is not a required field and only appears if Referral Suite is enabled in the portal. Note: The currency is determined by the value in the Currency field.
• [Custom Field Name] - Any Requisition custom fields that are created for the Position OU may be available on the requisition template. The custom fields that appear on the template are created in Custom Field Administration and are selected in Requisition and Applicant Preferences. The custom fields are not required on the template page, regardless of the Required setting in Custom Field Administration.

If a field has been defined by the administrator as read-only in Requisition and Applicant Preferences, then "Read Only" displays in parentheses to the right of the field name. The value in the field can be modified on the requisition template, but it cannot be modified in job requisitions or requisition requests.

If a value for the custom field has been configured by the administrator for the Position OU in Manage Organizational Unit Hierarchy, then the value displays on the requisition template.

Language

This field displays for portals with multiple languages enabled and allows you to localize the internal and external description and the minimum qualifications. To localize the fields, select the language from the drop-down, and then enter the translated text into the fields.

To translate the fields into additional languages, select a different language from the drop-down and enter the translated text into the fields.

Note: The Ideal Qualifications section is defined by the administrator when configuring the Position OU and is therefore not localizable from the requisition template.

The Hiring Team panel displays all users that are associated with the requisition. There are three types of users that can be associated with a requisition: primary owner, owners, and reviewers. In addition, a hiring manager can be selected.

Primary Owner

This field displays the user who is defined as the primary owner of the requisition. This is a required field that cannot be left blank. By default, this field is populated with the requisition creator. The primary owner can be changed by selecting a different user.

Note: The approval workflow for requisition templates is associated with the user defined in the Primary Owner field.

To select a different primary owner:

1. Click the Remove icon in the Primary Owner field. This enables the Select icon .
2. Click the Select icon in the Primary Owner field. This opens the Select Primary Owner pop-up.
3. Select a user from the list. This closes the pop-up and populates the Primary Owner field with the selected user. The user who was previously listed as the primary owner is now included as an owner in the Owner(s) field.

Edit Primary Owner Field

When editing a requisition template, the Primary Owner field can only be modified when the template is in a Draft or Open status. The field cannot be modified when the template is in one of the following statuses:

• Cancelled
• Closed
• Denied
• Open - Pending Re-Approval
• Pending Approval

Requisition Owners

Job requisitions are required to have at least one requisition owner. When a job requisition is created from this template, the selected co-owners are pre-populated on the job requisition form.

Which users are available for selection is determined by the constraints applied to the permission needed to manage requisition templates. The user who is defined as the primary owner cannot also be defined as an owner in the Owner(s) field.

If a user who is listed as an owner in the Owner(s) field is added as the primary owner in the Primary Owner field, then the user is automatically removed from the Owner(s) field.

Requisition owners are dynamically assigned the permission to be an owner of the associated requisition.

To add a requisition owner:

1. Click Add Owner(s). This opens the Select User pop-up.
2. Select one or more users.
3. Click Done. This adds the user to the Requisition Owners section.

Applicant Reviewers

Hiring Manager

The hiring manager is considered a reviewer and is dynamically assigned the permission to review requisitions. The hiring manager is also sent any emails that are configured with "Hiring Manager" as a recipient. This is not a required field. Requisition templates can only have one hiring manager.

To add a hiring manager:

1. Click Add Hiring Manager. This opens the Select User pop-up.
2. Select one or more users.
3. Click Done. This adds the hiring manager to the Applicant Reviewers section.

Reviewers

Reviewers are dynamically assigned the permission to review requisitions that apply to the associated requisition.

To add an applicant reviewer:

1. Click Add Reviewer(s). This opens the Select User pop-up.
2. Select one or more users.
3. Click Done. This adds the reviewer to the Applicant Reviewers section.

Applicant Interviewers

Interviewers can be configured as part of the hiring team. Interviewers selected in the Applicant Interviewer(s) section within the hiring team are in turn available for selection on the Applicant Review tab for any applicant status that is designated as a status type of Interview. The selected interviewers can review all applicants that are in the associated interview status type.

From the Applicant Interviewer(s) section, administrators can add and remove interviewers, as well as create a list of interviewers by copying the list of applicant reviewers. The Applicant Interviewer(s) section is not required.

Note: When editing a requisition template, changes made to the Applicant Interviewer(s) section do not apply to job requisitions that use the template.

Copy Applicant Reviewers

The Copy from Applicant Reviewers icon in the Applicant Reviewers section provides a one-click option to quickly create a list of interviewers by copying the applicant reviewers and hiring manager. Clicking the icon adds the applicant reviewers and hiring manager to the Applicant Interviewers section. The icon only displays for users who have permission to edit interviewers.

If interviewers have already been defined in the Applicant Interviewers section, then clicking the Copy from Applicant Reviewers icon overwrites the existing interviewers without warning.

Note: If there are no applicant reviewers defined, then clicking the Copy from Applicant Reviewers icon has no functionality.

Add Interviewers

To add interviewers:

1. Click the Add Interviewer(s) link. This opens the Select User pop-up.
2. Select one or more users. The users that are available to select are based on the constraints applied to the permission to edit interviewers.
3. Click Add. This adds the users to the Applicant Interviewer(s) section.

Interviewers are listed in the order in which they are added.

Note: The Add Interviewer(s) link only displays for users who have permission to edit interviewers. For users who do not have permission to edit interviewers, the list of interviewers displays but cannot be modified.

Remove User

Requisition owners, the hiring manager, applicant reviewers, and interviewers can be removed by clicking the trash can icon to the left of the user's name.

Note: Requisition templates must have at least one requisition owner.

Note: If an interviewer is removed from a requisition template that is associated with a job requisition, the interviewer is not removed from the job requisition.

Information Pop-Up

Additional information appears for owners, the hiring manager, reviewers, and interviewers by hovering over the user's name. An information pop-up appears, displaying the following information about the user:

• Photo; shadow image displays if no photo is available
• Name
• Position title
• Phone number
• Email address link

The Attachments section enables administrators to attach up to 10 documents to the template. When using the template for job requisitions, the documents appear in the Attachments section on the job requisition and can be deleted by the user.

It is important to note that all users with permission to access the requisition template can add, delete, view, and download any associated attachments.

Add Attachment

In the Attachments panel, up to 10 documents can be added. The ability to add attachments is available to all users who have permission to access requisition templates.

To add an attachment:

1. Click Add Attachment. This opens the Upload Attachment pop-up.
2. Enter a title for the attachment in the Title field, up to 99 characters. This is a required field.
3. Browse for and select the file to upload. The field accepts a maximum file size of 5MB and the following file types: .doc, .docx, .xls, .xlsx, and .pdf. Once a file is selected, Browse changes to Upload.
4. Click Upload. This uploads the attachment.
5. Click Save. This adds the attachment to the Attachments table. Or, click Cancel to cancel adding the attachment.

Once the maximum of 10 attachments has been reached, clicking the Add Attachment link opens the Attachment Limit Reached pop-up. This pop-up indicates that at least one document must be removed before additional documents can be added.

Attachments Table

The Attachments table displays all attachments that have been uploaded to the template. The table is sorted in order of the most recently to least recently attached document.

The following information displays for each attachment in the table:

• Document Title - This column displays the title of the document.
• Upload User - This column displays the full name and user ID of the user who uploaded the document.
• Upload Date - This column displays the date on which the document was uploaded.
• Options - The following options are available in the Options column:
  • View Attachment - Click the View Attachment icon to open the document. Uploaded documents open in the format in which the document was attached, such as .pdf or .docx. The ability to view attachments is available for all users who have access to the requisition template.
  • Delete Attachment - Click the trash can icon to delete the attachment. This opens the Confirm Delete pop-up. Click Continue to delete the attachment permanently. Or, click Cancel to cancel the delete action. Note: The Delete icon appears for all users who have permission to manage or view requisition templates.

The Approvals section enables administrators to set the approval workflow for the job requisition. Administrators can determine which approval steps are included in the approval workflow as well as whether the approval steps occur at the same time or in a certain order.

To add an approver to the approval workflow, click the plus icon to the right of the Approvals heading. The Select Approvers pop-up appears. The available approval options are:

• Manager - This is the job requisition primary owner's manager. This option can only be selected once as an approval requirement.
• Next Level Manager - This is the job requisition owner's indirect manager. This option can be selected multiple times, as multiple indirect managers can be included.
• Corporation Approver - This is the person defined as the approver in the Corporation Approver field on the Requisition Preferences page.
• Hiring Manager - This is the person defined as the Hiring Manager on the Requisition Preferences page for the job requisition owner's OU. This option can only be selected once as an approval requirement.
• User - This allows the administrator to select a specific user in the approval process. This option can be selected multiple times, as multiple users can be included.

After selecting the appropriate approvers, click Done in the pop-up. The selected approvers are added to the Approvals section. All approval steps are required to approve the requisition form.

The administrator can define the order of approvals. In the text box to the left of the approval step, enter the sequence in which the approval steps should occur. The step with the sequence number of "1" occurs first, followed by 2, 3, 4, etc. The approval process will follow the sequence defined here. For example, Approver #2 does not receive an approval request until Approver #1 has approved.

If multiple steps are given the same sequence number, then those two approval steps occur concurrently. All steps can occur sequentially, concurrently, or a combination of both where some steps occur sequentially and others occur concurrently. When there are concurrent approval steps, if one of the concurrent approvers denies the request, then the job requisition is denied even though the other approvers have not yet responded. The remaining approvers' request remains and their responses are recorded even though it has no impact.

If a User approval step is added, click the User field to select a specific user. The selected user will receive the job requisition approval request.

For User approval steps only, the administrator has the option of adding a secondary approver to the approval step by clicking the plus icon to the right of the User field. When a secondary approver is added to the approval step, a second User field appears to the right of the first User field, separated by "OR." This indicates that either of the two users can approve the job requisition. Both users specified in the approval step receive the approval request at the same time, but only one of them is required to approve the request. As soon as one of the users approve or deny the request, then the other user's response has no impact on the approval status of the job requisition. Even though only the response that is submitted first impacts the approval, both responses are recorded.

Administrators can remove any approval step from the workflow by clicking the Delete icon to the left of the approval step.

The Status List section determines the statuses through which a job applicant progresses in the process of applying for a job. In this section, determine the status list by adding and removing statuses from the list, reordering the list, and making certain statuses required. The Closed and Hired statuses appear in the status list by default.

While the default status list is used for the template, the status list is dynamically updated as changes are made to the default status list. If the status list for the template is modified and the template is saved, the status list is no longer dynamically updated as changes are made to the default status list. Note: The default status list is defined from the Default Status List page.See Define Default Status List.

For portals with the auto assignment/progression/disposition functionality enabled (via Feature Activation Preferences), the Status List section will include Auto Assign Pre-Employment Verification, Auto Progression, and Auto Disposition columns. These options let you auto-assign pre-employment verifications, as well as set auto-progression and auto-disposition for statuses.