Creating a job application process

A job application process includes these elements:
  • Final Steps Messages: general information regarding the program.
  • Tasks: all of the tasks that are available to candidates who are applying to the position.
  • Reminders: Pre-configured methods that are used to determine the date that email reminders are sent.
  • Automations: emails that are sent to candidates upon the application start or completion of the program, and reminders based on the details of the application process.
  1. Select Talent Acquisition > Application Setup > Application Processes.
  2. Click Create.
  3. In the main area, specify this information:
    Application Process
    Specify the name of the application process.
    Description
    Specify a brief description of the application process.
    Active
    Select this option to make the application process available in the system.
    Use As Default
    Select this option to the application process as the default process for the organization. Application processes can also be defaulted at the position level.
  4. Click the Final Step Messages tab.
  5. In the Submit Application Message area, specify this information:
    Final Step Display Text
    Specify the heading that the candidate sees in the final step of the job application.
    Hide Source For Internal Candidate
    Specify to hide the Source fields that are shown in the last step in the application process from internal candidates.
    Hide Source For External Candidates
    Specify to hide the Source fields that are shown in the last step in the application process from external candidates.
    Type
    Specify Rich Text or Content then specify the message that the candidate sees in the last task of the job application.
    • With rich text, you specify the completion message text in the Text field that is beneath the Type field when you select Text. You can use text variables.
    • With content, you select a pre-defined message in the Content field that is beneath the Type field when you select Content. You can use text variables and images, like logos or banners.
  6. In the Completion Message area, specify this information:
    Final Step Display Text
    Specify the heading that the candidate sees after the job application has been submitted.
  7. In the Internal Candidates area, specify these fields for internal candidates:
    Type
    Specify Rich Text or Content then specify the message that the candidate sees in the last task of the job application.
    • With rich text, you specify the completion message text in the Text field that is beneath the Type field when you select Text. You can use text variables.
    • With content, you select a pre-defined message in the Content field that is beneath the Type field when you select Content. You can use text variables and images, like logos or banners.
  8. In the External Candidates area, specify the fields for external candidates.
  9. In the Links area, specify these fields:
    Display "My Applications" Link
    Select this option to enable the link. In the Display Text field, specify the link label.
    Display "Job Listings" Link
    Select this option to enable the link. In the Display Text field, specify the link label. Then specify the job search types for internal and external job searches.
  10. Click the Tasks tab.
  11. Add one or more tasks from the task library.
    1. Click Helper List. If you want to create a new task that is not in the library, click Create.

      See Tasks in configurable job application processes.

    2. Select one or more tasks to add to the application program. When the tasks are added to the application program, they are sequenced according to the order in which you selected them. You can change the display order as described in the next step.
    3. Click Attach Application Task.
    4. Click Close.
    5. To change the display order, specify a number for each task, 1 being the task that is displayed at the top of the list. When you save the program, the tasks are shown in the order that you specified.
    6. Click Save.
  12. Click the Reminders tab.
  13. Specify this information:
    Reminder 1 Date
    Specify a calculation method that is used to determine the date that the first reminder is sent.
    1. Click Search in the field.
    2. Select an item from the library.
    3. Click OK.
    Reminder 2 Date
    Specify a calculation method that is used to determine the date that the second reminder is sent.
    1. Click Search in the field.
    2. Select an item from the library.
    3. Click OK.
  14. Click Save. Now you can configure tasks and automations.
  15. Click the Automations tab.
  16. Click Create.
  17. Specify this information
    Run Upon
    Specify the trigger that runs the application process.
    Run Order
    When the task includes more than one automated action, specify this automation's place in the sequence of automations. Run order is not tracked separately for entering tasks and leaving tasks. As a best practice, customers should set up actions for entering a task with their run order and then actions for leaving the task with a distinct run order. If the run orders for entering a task and leaving a task are intermixed, then the logic to use the actions processes all entering task actions in their run order when a candidate enters the task, and then processes all leaving task actions in the run order when a candidate leaves the task.
    Email Template
    Specify an email template from the library that is sent to applicants who are eligible for the application process. Click Search in the field, select a template, and click OK. You can also create an email template here.
    Eligibility Group
    You can limit the availability of the application process to a group of users. Click Search in the field, select a group, and click OK.
  18. Click Save.