Ce71 Recruiter Guide

CORPORATE EDITION RECRUITER GUIDE/7.1

TA B L E O F C O N T E N T S RECRUITER

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A B O U T VU R V . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1 PRODUCT OVERVIEW . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1 DATABASE . . . . . . . . . . . . . SEARCHING . . . . . . . . . . . . PRODUCTIVITY SOFTWARE . . WEB BASED COLLABORATION

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S Y S T E M R E Q U I R E M E N TS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2 BROWSER CACHE SETTINGS COOKIE SETTINGS . . . . . . . SECURITY SETTINGS . . . . . SUPPORTED BROWSERS . . . TRUSTED SITES . . . . . . . . HELPFUL HINTS . . . . . . . .

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2 2 3 3 4 4

Menu Items (Internet Explorer) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .4 Shortcut Keys . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .5 General Rules . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .5 Translation Note . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .7 Internationalization Note . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .7

LOG IN . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7

TOOLS ....................................................... 9 MY DESKTOP . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9 Top Horizontal Bar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .9 Left Navigational Bar (Navbar) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .10 Bottom Horizontal Bar (Quick Access Bar) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .11 Refreshing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .11 Desktop Configurator Icon. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .11 Desktop Layout . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .12 Label Align. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .13 Select Style . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .14 Attach Content. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .14

CANDIDATES BY STAGE . . . . . . . . COMPANY RESOURCES . . . . . . . . . COMPANY BULLETINS . . . . . . . . . . MY RECURRING REQUISITIONS . . . CANDIDATES ON MY REQUISITIONS . REQUISITIONS AWAITING APPROVAL REQUISITION EXPIRATIONS . . . . . . AUTOSPOT . . . . . . . . . . . . . . . . QUICK STATISTICS . . . . . . . . . . . BACKGROUND CHECKS . . . . . . . . . REQ INTERVIEWS . . . . . . . . . . . . MY INTERVIEWS . . . . . . . . . . . . . EVENT SCHEDULER . . . . . . . . . . . JOB LAUNCHER . . . . . . . . . . . . . .

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15 16 16 16 17 17 18 18 18 19 19 19 19 20

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Configurable Columns . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .20

M Y S E T U P . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20 P E R S O N A L E M A I L T E M P L A T E S . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20 Top Toolbar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .21 Bottom Toolbar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .22

P E R S O N A L P R O F I L E . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23 P E R S O N A L S K I N . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23

D E P A R T M E N T S / M A N A G E R S . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25 D E PA R T M E N T P R O F I L E S . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25 Demographics . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .25 Sections . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .25

H I R I N G M A N A G E R P R O F I L E S . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26 A D D A H I R I N G M A N A G E R . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26 From the Navbar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .26 From a Department Profile . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .28 Menu . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .28 Sections . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .28

T A K E A C T I O N O N H I R I N G M A N A G E R S . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29 S E A R C H F O R D E PA R T M E N T A N D H I R I N G M A N A G E R P R O F I L E S

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Q U I C K S E A R C H . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31 A D V A N C E D S E A R C H . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31 D E P A R T M E N T / H I R I N G M A N A G E R S E A R C H R E S U L T S . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32

REQUISITIONS

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A D D I N G R E Q U I S I T I O N P R O F I L E S . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33 A D D A N E V E N T T O A R E Q U I S I T I O N . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36 Adding an Interview to an Event . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .36

A D D A R E Q U I S I T I O N T O A J O B B O A R D . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37 V I E W I N G R E Q U I S I T I O N P R O F I L E S . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38 Demographics . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .39 Menu . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .39 Sections . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .40

SEARCH REQUISITION PROFILES

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Q U I C K S E A R C H . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42 A D V A N C E D S E A R C H . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42 Saved Searches . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .43

C O N C E P T S E A R C H . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43 R E Q U I S I T I O N S E A R C H R E S U L T S . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44

C A N D I D A T E S . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45 A D D I N G C A N D I D A T E S . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45 C A N D I D A T E / E M P L O Y E E C R E A T E D P R O F I L E S . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45 M A N U A L L Y A D D E D C A N D I D A T E P R O F I L E S . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45

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AUTOMATICALLY ADDED BATCH UPLOAD . . . . . SCAN TO WEB . . . . . . EMAIL READER . . . . . .

CANDIDATE . . . . . . . . . . . . . . . . . . . . . . . .

PROFILES . . . . . . . . . . . . . . . . . . . . .

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46 47 48 48

Resume in the body of an Email . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .49 Attachments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .49 Candidate List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .49

VIEW CANDIDATE PROFILES

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Demographics . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .50 Menu . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .50 Candidate Profile Actions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .51

SEARCH CANDIDATE PROFILES

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Q U I C K S E A R C H . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53 Match Candidates to Requisitions by Skills. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .54

A D V A N C E D S E A R C H . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54 Radius Search . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .54 Save This Search . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .55 Concept Search. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .55 Saved Searches . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .56 Boolean Search . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .56

A U T O S P O T . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56 C A N D I D A T E S E A R C H R E S U L T S . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57 Take Action Menu . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .57

A T TA C H I N G C A N D I D A T E S T O R E Q U I S I T I O N S

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F R O M A R E Q U I S I T I O N P R O F I L E . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59 F R O M A C A N D I D A T E P R O F I L E . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60 F R O M A C A N D I D A T E C A R T . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61 TA K I N G A C T I O N O N A C A N D I D A T E

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C A N D I D A T E L I S T P A G E . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 62 R E Q U I S I T I O N P R O F I L E . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 62 C A N D I D A T E P R O F I L E . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63

W O R K F L O W . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64 S TA G E S

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ADDED TO REQUISITION SCREENING . . . . . . . . SEND TO MANAGER . . . INTERVIEWING . . . . . . OFFERS . . . . . . . . . . . HIRED . . . . . . . . . . . . DISQUALIFIED . . . . . . . ACTIVITIES

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I N D I V I D U A L & M A S S A C T I V I T I E S . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 77 A N Y T I M E & R E Q U I S I T I O N - R E L A T E D A C T I V I T I E S . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 78

M Y P L A N N E R . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 79

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ACTIVITIES

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M Y TA S K S . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 79

MY UTILITIES

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I M P O R T / E X P O R T . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 81 B A T C H D O C U M E N T U P L O A D . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 81 R E P O R TS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 82 A D H O C R E P O R T S . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 85 D U P L I C A T E S E A R C H A N D M E R G E . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 86 R E F E R R A L M A N A G E M E N T . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 87 All Referrals . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .88 Approval Status . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .89 Payment Approval . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .90 Payment Submitted . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .90 Pending Referrals . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .91

K N O W L E D G E B A S E . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 91

A S S E S S M E N T S . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 93

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RECRUITER This document offers recruiters an in-depth look at the Corporate Edition (CE) user interface and innovative tools, and is intended to assist a user in efficiently utilizing the product’s features.

A b o u t Vu r v It’s all about the people. Vurv (www.Vurv.com) is passionate in the belief that people are the key differentiator for building a successful business. Our workforce management software and services are used by more than 500 companies worldwide – including several Fortune 100 companies - to acquire, develop and retain the best people for their organizations. Vurv helps companies create a powerful and strategic human resources function – one that drives companies to succeed.

Product Overview CE is designed to fully automate every step of even the most complex recruiting process. This enterprise recruiting software solution utilizes revolutionary technology to improve the quality of hire, streamline hiring processes, and significantly reduce the time and costs associated with hiring all types of workers. CE is 100% web based software and requires only an internet connection and a standard browser for access. Below are a few more details about the Vurv technology.

DATABASE The Vurv database is a collection of candidate, recruiter, and company data organized and arranged for reliable storage and recall. This SQL database supports hundreds of thousands of records without losing data and/or suffering performance degradation.

SEARCHING Vurv understands that recruiters have different search styles. With this in mind, we provide an assortment of search tools from the basic quick search, to the powerful and comprehensive advanced search. Advanced searching includes Engenium’s Semetric, a conceptual search engine capable of finding highly relevant documents regardless of structure, content, or length. These unique and robust queries move far beyond simple keyword queries by inferring the meaning of words based on the context in which they are used. Not only are conceptual relationships measured between words, but also the theme of an entire document is considered to return the most relevant matches available - all with very little effort on the user’s end.

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PRODUCTIVITY SOFTWARE Vurv software provides personal planners, to-do lists, forecasts, and reports that allow users to focus more energy on the acquisition of qualified candidates.

WEB BASED COLLABORATION Through the website integration, users can work with candidates to provide the most up-to-date information. Candidates can log into career portals to create and update their own resumes, and apply to open job positions.

S y s t e m R e q u i r e m e n ts Vurv Technology uses the Internet to transfer user information through pages created with Cold Fusion MX. Several factors may influence the speed and delivery of this information to the end user. NOTE: FOR OPTIMAL PERFORMANCE, IT IS RECOMMENDED THAT ONLY ONE APPLICATION SESSION BE ACTIVE AT A TIME.

BROWSER CACHE SETTINGS To experience optimal site performance, the Internet browser cache settings must be established. Cache, pronounced Cash, is space on your hard drive that allows for speedy web page loading. In essence, the web page is actually stored on the computer for later use. The browser needs to look for the newest versions every time a Vurv page is visited, which is actually a computer setting. If this setting is not configured to check for newer versions of the page, it will seem as though the new information did not save because the cache is displaying an older version of a page. To Update Your Cache Settings: 1. Open a web browser 2. Click the Tools drop-down menu. 3. Select Internet Options. 4. Click Settings and select the Every visit to the page radio button. 5. Click OK.

COOKIE SETTINGS A cookie is a collection of information, usually including a username and the current date and time, stored on a computer used mainly by websites to identify recurring users. An important factor when accessing the Vurv Technology site is to ensure that cookies are enabled to track personal activities. Because different Internet browsers are available, we’ve provided steps for enabling cookies for both Netscape and Internet Explorer browsers. To Enable Cookies Using Netscape: 1. Click the Edit drop-down menu. 2. Click Preferences and then Advanced.

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3. In the Cookies area of the window, click either Accept all cookies or Accept only cookies that get sent back to the originating server. 4. Click OK. To Enable Cookies Using Internet Explorer (Versions Prior to IE 6.0): 1. Click the Tools drop-down menu. 2. Click Internet Options. 3. Click Security. 4. Click Default Level and drag the slider to Medium. 5. Click OK. To Enable Cookies Internet Explorer (Version 6.0 and Greater): 1. Click the Tools drop-down menu. 2. Click Internet Options. 3. In the Internet Options dialog box, choose the Privacy tab and drag the slider to Low. 4. Click OK and restart Internet Explorer.

SECURITY SETTINGS In addition to Browser Settings, to ensure the AJAX code is functioning properly, the following steps should be followed to verify the appropriate security setting is active: 1. Select Internet Options from the Tools drop-down menu at the top of an open browser. The Internet Options page appears. 2. Click the Security tab. 3. Click Custom Level… The Security Settings page appears. 4. Make sure Enable is selected for Binary and Script Behaviors. 5. Click OK. 6. Click OK.

SUPPORTED BROWSERS Vurv Technology uses the most current browser technology available to provide the most robust and rich web based product on the market today. You can maximize the performance of the Vurv Technology site by installing and using the most current Microsoft Internet Explorer Browser. The most recent version of Microsoft Internet Explorer is recommended. Navigate to www.microsoft.com/ downloads for a free upgrade, as older versions of web browsers may not support some of the features used in the Vurv Technology. For example, frames and style sheets are used significantly and must be supported by the selected browser when accessing the Vurv Technology site.

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NOTE: POP-UPS SHOULD BE ALLOWED (ENABLED) IN THE BROWSER, AS THE VURV TECHNOLOGY SITE USES POP-UP WINDOWS FOR FUNCTIONALITY. HOWEVER, IF YOUR POP-UP BLOCKER ALLOWS TRUSTED SITES TO BE LISTED, LIST THE VURV TECHNOLOGY SITE, AS IT WILL NOT LAUNCH POP-UP ADS.

TR U S T E D S I T E S A trusted site is a URL you trust will not damage your computer. By listing a site as a trusted site, you are notifying the browser that any time this site tries to launch pages or download files to your computer that it may proceed without notifying you of the action. In order for certain functionality within Vurv to work properly, it is suggested to list your Vurv site as a trusted site. To List Vurv as a Trusted Site within Internet Explorer: 1. Copy the URL or address for your site from the browser address line. 2. Click the Tools drop-down menu and select Internet Options. 3. Choose the Security tab. 4. Click Trusted Sites in the Web content zone area and click Sites... to edit the site list. 5. Paste the URL into the Add this Web Site to the zone: field, and click Add. 6. Click OK to return to the Internet Options dialog box. 7. Click OK to save the changes and leave the Internet Options dialog box. NOTE: IF YOUR NETWORK HAS A FIREWALL CONFIGURED, IT IS POSSIBLE THAT ITS SETTINGS WILL OVERRIDE ANY BROWSER SETTINGS, CAUSING CERTAIN FUNCTIONALITY WITHIN VURV TO FAIL. PLEASE CONTACT YOUR NETWORK ADMINISTRATOR IF SUCH ISSUES ARISE.

HELPFUL HINTS Utilizing the following options can assist in efficiently navigating the Vurv site: Menu Items (Internet Explorer) Many useful tools are accessible through the drop-down menus located at the top of an Internet Explorer browser. The following are the tools commonly used to assist in navigating within the Vurv site: Menu/Selection

Option

File New Window

Opens a new browser window.

Print

Presents options that allow you to print the contents of the active browser window,

Send Page by Email...

Launches your default email application and inserts the active browser page into the composition area of an email.

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Menu/Selection

Option

Edit Select All

Selects everything displayed on the active browser window.

Copy

Copies any selected information on the active browser to the clipboard.

Paste

Pastes any copied information on the clipboard into an active field.

Find

Allows a word search on the active browser window to be conducted.

View Refresh

Updates the active browser window with any changes.

Text Size

Sets the font size for each page within Internet Explorer.

Shortcut Keys Below are keyboard shortcuts that correspond with menu selections that can make navigating within the Vurv site more efficient. Shortcut

Action

Ctrl + N

Opens a new window.

Ctrl + P

Prints current page.

Ctrl + W

Closes current page.

Tab

Moves forward between links or fields.

Enter

Activates a highlighted link.

Up Arrow

Scrolls up a page.

Down Arrow

Scrolls down a page.

Shift Tab

Moves backward through tabs or fields.

F5

Refreshes the active browser page.

F11

Toggles between full screen and normal view.

Ctrl + X

Cuts selected text.

Ctrl + C

Copies selected text.

Ctrl + V

Pastes copied text.

Ctrl + A

Selects all text.

Ctrl + F

Searches for a word within an active window.

General Rules Frequently, web browsers ask if you want them to remember your password, which may be appealing for convenience reasons; however, this is a major breach of security because anyone who uses your computer may have access to any confidential information via an Internet browser. Therefore, it is recommended that you always answer NO if asked this question.

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• One of the limitations with web browser technologies is that there is no auto save function; therefore, it is important to click Save if any information is added or changed on a page. • Do not share your password with anyone, or save your password where it can be accessed by someone else.

Item

Rule

Pound (#) Sign

When sending emails from the Vurv, avoid using the pound (#) sign, as it is a programmed prompt that pulls fields out of the site.

Wildcard (%) Sign

Vurv has a wildcard symbol of the percent sign (%) that enables you to search the database using partial spelling. Examples of its use are listed below: jo% in the Quick Search input box will return last names like Jones, Johnson, Jonesboro, etc. %ann in the Quick Search input box will return first names like Ann, Maryann, Leann, etc. This example would not have returned Suzanne or Roseanne due to the e at the end. To return those results, you need to enter %ann%.

Tab Between Fields

Quickly advance between fields by pressing the Tab key on your keyboard. Should you need to regress to the previous field you can use the Shift and Tab keys in combination.

Open New Windows

Right-click your mouse over a link and choose Open in New Window to open information in a new window. This will prevent you from losing your place. For example, when you have performed a job search and have many results returned, you may want to open each job title in a separate window.

Back and Forward Buttons

The back and forward buttons located in the Standard Buttons Bar of Internet Explorer allow you to navigate forward and backwards through previously visited pages.

Field Types

Some field types and field type actions within Vurv resemble common field types and some are unique.

Date Field

When Calendar is clicked, a date can be easily selected for the Date field.

Numeric Field

Does not support currency symbols ($) or commas as entries.

Text Field

Supports all character entries.

Drop-Down Menus

Click the arrow to the right of the box to view the available selections.

Time Field

When Clock is clicked, a time can be easily selected for the Time field.

Multi-Select DropDown

Similar to drop-down menu, click the arrow to display the available selections; however, you can hold the Shift or Ctrl key on your keyboard to choose more that one selection for the field.

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Tr a n s la t io n N o t e On certain pages within the site, the Translate feature is available. When selected, this feature pre-populates fields from the page on which it was accessed, and allows you to submit the information for translation into any available active language. Internationalization Note If the Vurv site has international use, certain Windows settings are necessary for information to appear on the computer in a desired language. These settings are located in the Regional and Language Options area of the Windows Control Panel. To Access the Control Panel: 1. Click Start from the bottom task bar. 2. Click Control Panel. The Control Panel appears. 3. Double-click the Regional and Language Options icon. The Regional and Language Options dialogue box appears. 4. Click the Languages tab. 5. Select the box to the left of the Install files for complex script and right-to-left languages (including Thai) option. A drive space warning appears. 6. Click OK on the warning if there is sufficient drive space on the computer. 7. Select the box to the left of the Install file for East Asian languages option. A drive space warning appears. 8. Click OK on the warning if there is sufficient drive space on the computer. The selected files are installed on the computer and are effective once the computer is restarted.

Log In After obtaining the URL for the Vurv website and appropriate access credentials, a user is ready to log in to the system.

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To Log In to Vurv: 1. Open a web browser. 2. Enter the website URL in the Address field and click Go. The Vurv system login screen appears. 3. Click Human Resources Login. 4. Enter the assigned login name and password. 5. Click Login. In some cases a user may be prompted with a question for the browser to save the login password. For security purposes, Vurv recommends that users answer NO to this question.

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TO O L S This section of the user guide shows you the importance of the Vurv tools. It describes how to view and manage areas on My Desktop, and configure components in My Setup.

My Desktop My Desktop allows users to organize candidate and requisition information. Only those requisitions for which you are the Primary recruiter display in sections on My Desktop. The area displayed on My Desktop is configurable from the Desktop Configurator, which allows the user to display only relevant information. To p H o r i z o n ta l B a r The horizontal bar at the top of your screen provides quick access to the candidate cart and logging out of Vurv. The horizontal bar features are: Top Horizontal

Action

Option Clear

When candidates are in your cart, Clear removes all candidates in your cart or the candidates selected from the drop down menu.

Candidate Cart Drop Down Menu

When candidates are in your cart, the Menu displays all candidates in your cart by clicking Go.

Logout

Logs you out of the Vurv system.

Candidate Cart

The candidate cart stores candidates on which you plan to take action at a later time. To Add a Candidate to the Cart: 1. From a candidate profile, select Send to Candidate Cart from the Take Action drop-down list. 2. Click Send. The candidate is added to the cart.

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To View candidates in the cart: 1. Click View All from the candidate cart drop-down list. 2. Click Go. The Candidate List of all candidates in the cart appears and the following actions can be performed: • • • •

Clicking a candidate’s name displays its profile. Clicking Edit to the left of a candidate’s name allows the profile to be changed. Actions can be selected from the Take Action drop-down list and performed on a candidate. A concept search performed to match the candidates to requisitions in the system.

To Delete candidates from the cart: 1. Click Clear to the left of the candidate cart drop-down list. All candidates in the cart are deleted from the cart. -Or1. From the Candidate List, click the box to the left of the candidate(s) to be deleted. 2. Select Remove from Candidate Cart from the Take Action drop-down list. 3. Click Send. The candidate(s) is/are deleted from the cart. L e ft N a v i g a t i o n a l B a r ( N a v b a r ) The vertical navigation bar on the left-hand side of your screen (also referred to as the navbar), allows you to quickly navigate through your Tools, Candidates, Requisitions, and Managers. The navbar contains the following sections: Navbar Option

Action

Tools

Allows access to your personal and site settings. My Desktop - Directs you to areas to manage your requisitions and candidates. Utilities - Directs you to additional tools and reports. My Planner - Opens your daily planner to view and take action on your scheduled activities. My Setup - Allows you to configure your Profile, Personal Email Templates, and Personal Skin.

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Navbar Option

Action

Candidates

Provides quick access to candidates. New - Add a new candidate. Auto Profile - Automatically creates a candidate profile from a pasted resume. Advanced Search - Search candidate profiles. Quick Search - Select a category from the drop-down list, enter search criteria, and click Go. Check the Mine option to return candidates who are only assigned to you.

Requisitions

Provides quick access to requisitions. New Requisition – Add a new requisition. Advanced Search - Searches existing requisitions. Quick Search - Select a category from the drop-down list, enter search criteria, and click Go. Check the Mine option to return requisitions who are only assigned to you.

Managers

Provides quick access to managers, departments, and requisitions. New Manager - Add a new manager. Advanced Search - Search for departments and managers. Quick Search - Select a category from the drop-down list, enter search criteria, and click Go.

B o t t o m Ho r i zo n ta l B a r ( Q u i c k A c c e s s B a r ) The horizontal navigational bar, referred to as the Quick Access Bar, is located at the bottom of your screen allows you to quickly access your last 10 Candidate, Manager, and Requisition profiles, your Folders and Saved Searches, and all Open Requisitions in the database.

Clicking Refresh updates the Quick Access Bar to display any new information. R e f r e s h in g Vurv allows each navigational bar to be refreshed without having to refresh the entire page. To refresh the top and vertical navbars and the main (center) page: 1. Right-click your mouse within that area and click Refresh. 2. Click Refresh in the lower left corner of any page to refresh the bottom quick access bar. Vurv recommends that you use these methods to refresh your screen instead of clicking the refresh button on your browser or pressing F5 on your keyboard, which returns you to the My Desktop page. Desktop Configurator Icon The desktop configurator icon allows users to define the appearance of My Desktop.

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To Configure My Desktop: 1. Click the Desktop Configurator Icon. The Desktop Configurator appears. While some columns and rows appear by default, users can configure a maximum of two columns and an infinite number of rows. The four areas of the configurator that determine which information is displayed on My Desktop and how it is displayed are: • • • •

Desktop Layout Label Align Select Style Attach Content

Desktop Layout The Desktop Layout area allows users to add, remove, and organize the rows and columns that appear on My Desktop. Any configurations made within the Desktop Configurator are not active until the user clicks Save Desktop. In the event an incorrect or unintentional configuration is made, the user can click Default to return the Desktop Configurator to its default settings. To Add a row: 1. Click + Row from the Desktop Layout area. 2. Scroll to the bottom of the list to view the new row. The row is added and appears at the very end of the list. Once a row is added, by default two columns are in the row. These columns can be merged in the row or the row can be deleted via the Desktop Layout area. To Merge Columns in a row: 1. Click once on the new row. Both columns in the row are selected. 2. Click + Column Span - from the Desktop Layout area. The columns in the row are merged into one. Just as they can be merged in a row, columns can also be split in a row. To Split Columns in a row: 1. Click the desired row. 2. Click + Column Span - from the Desktop Layout area. The column in the row is split into two.

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To Delete a row: 1. Click the row to remove from the Desktop Configurator. 2. Click - Row from the Desktop Layout area. The row is removed. A user can delete as many rows as needed or desired, but the Desktop Configurator will always have at least one row. NOTE: A ROW DOES NOT HAVE TO BE SELECTED TO BE REMOVED. CLICKING - ROW WITHOUT SELECTING A ROW DELETES THE EXISTING ROW AT THE BOTTOM OF THE LIST.

Because only two columns can exist in the Desktop Configurator, if a column already exists, the add column button is disabled, as illustrated in the figure to the right. At the same time, if only one column exists, the add column button is available. To Delete a column: 1. Without selecting any rows, click - Column from the Desktop Layout area. The column is deleted and the add column button is enabled. The add column button is enabled when only one column exists in the Desktop Configurator. To Add a column: 1. Click + Column from the Desktop Layout area. A column is added at the top of the page; regardless of whether a row was selected or not. When two columns exist in the Desktop Configurator, the add column button is disabled. Once the desktop layout has been completed, the user can align the labels that appear atop the rows on My Desktop. Label Align To Configure the row Label Alignment: 1. Click the Expand arrows to the top right portion of the Label Align heading. The Label Align area expands and the Desktop Layout area collapses. By default, the labels are aligned to the top left of section rows. The options available for label alignment are Left, Center, and Right. 2. Click the radio button for the desired label alignment. 3. Click Save Desktop to secure the label alignment configuration. To re-position the labels in their original alignment, click Default.

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After configuring the labels, the user can choose a row heading style for My Desktop. S e l e c t Sty l e To Configure the row Style: 1. Click the Expand arrows to the top right portion of the Select Style heading. The Select Style area expands and the Label Align area collapses. Classic Vurv is selected by default, but users have the option of changing the style from Classic Vurv to Windows. 2. Click the radio button for the desired style. 3. Click Save Desktop to secure the style configuration. Selecting and saving a style in the Desktop Configurator not only determines the appearance of row headings in My Desktop, but the row headings for every major page in CE. Once the desktop layout, label alignment, and style have been configured, the user can attach content to the rows. Attaching content in the Desktop Configurator determines exactly which candidate, company, and requisition information will be shown in which rows. A t ta c h C o n t e n t To Attach Content to a row: 1. Click the Expand arrows on the top right portion of the Attach Content heading. The Attach Content list expands and the Select Style area collapses. The pre-defined content list allows a user to drag a content title to a row. Because default rows are initially defined in the Desktop Configurator, not all content is available. Any content with an orange draggable icon to the right of it can be dragged to a row. The following pre-defined content is available to configure the desktop: Content Title

Description

Company Resources

Displays embedded URL links for frequently viewed websites controlled by the system administrator.

Company Bulletins

Displays messages posted by the administrator, such as system updates.

My Recurring Requisitions

Displays requisitions with a status of Recurring.

My Open Requisitions

Displays open requisitions assigned to the recruiter.

Requisitions Awaiting Approval

Displays requisitions awaiting approval.

Requisition Expirations

Displays requisitions that are due to expire on a career portal as defined in the Portal Posting section of a requisition.

Auto Spot

Allows a recruiter to add an Auto Spot search and displays its results based on the search criteria.

Quick Statistics

Displays on-the-spot statistics of requisitions and candidates.

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Content Title

Description

Background Checks

Displays the status of active background checks. Information only appears in this row if the system is configured to perform background checks.

Job Launcher

Provides quick access to launch and review requisitions to be posted to a third party Job Launcher, such as DataFrenzy or Job Viper. Information only appears in this row if the system is configured to integrate with a job launcher service and the recruiter has permission to use the job launcher.

Req Interviews

Displays the count of all interviews on your open requisitions. Information only appears in this row if the system is configured to utilize the functionality to create and manage interviews.

My Interviews

Displays the status of all of interviews assigned to you.

Candidates By Stage

Pie or graph that illustrates the number of candidates by stage on recruiters’ open requisitions.

Event Scheduler

Displays all events in the system. Information only appears in this row if the system is configured to use the event scheduler.

Delegate Access

Allows a recruiter to log into the hiring manager workbench as a delegate for a manager.

2. Place the mouse over the draggable icon of a content title. The mouse pointer becomes a “Vurv Flyers” icon, which indicates the draggable icon is selected. 3. With the “Flying Men” displaying, click the left mouse button and drag the content title to a row. If a title is dragged from the attach content list to a row with an existing title, the existing title is replaced with the title that was dragged from the content list. The replaced title appears in the attach content list with the draggable icon. 4. Once all changes are made to the layout, click Save Desktop to secure any changes. NOTE: CLICKING DEFAULT RESTORES YOUR DESKTOP TO ITS ORIGINAL CONFIGURATION, NOT THE LAST CONFIGURATION SAVED.

C A N D I D A T E S B Y ST A G E This section displays a pie chart breaking down the total candidates that you currently have on your open requisitions by stage. You can click any slice of the pie chart to display a list of candidates across all of your open requisitions in a particular stage.

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To Change the graph options: 1. Click Change Graph Settings. 2. Select a Graph Type from the graph type drop-down list. 3. Choose to Yes or No to display the graph’s legend. 4. Select the stage(s) to display in the graph type. 5. Click Change Graph. The graph refreshes and displays the graph based on the selected choices; however, a recruiter logging in for the first time or who has no candidates assigned to an open requisition will not see this graph.

COMPANY RESOURCES Defined by the site administrator, this section displays links to external websites that are used for hiring resources. Clicking the links listed here launches the link in a new browser window.

COMPANY BULLETINS Based on your permissions, this section allows you to view and add important messages that are posted by the site administrator. To Add a new bulletin: 1. Click Add Bulletin. 2. Select the dates you want the bulletin to display. 3. Select whom you would like to view the bulletin. 4. Select the appropriate type of bulletin. 5. Input the text you want to display. 6. Click Add Bulletin. To Edit a bulletin: 1. Click the bulletin link. 2. Make any desired changes (only the person who created the bulletin can edit the bulletin). 3. Click Bulletin. To Delete a bulletin: 1. Click the bulletin link. 2. Click Delete.

MY RECURRING REQUISITIONS This section displays all requisitions that have a status of Recurring. Some of the basic columns displayed in this section are listed below: Column Label

Details

Job Title

Quick access to the requisition profile by clicking on the job title.

Department

Quick access to the department to which the requisition is attached.

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Column Label

Details

Hiring Manager

Quick access to the associated hiring manager.

Status

Displays the current status of a requisition.

Internal Requisition #

Displays the internal requisition number (if one is assigned).

Candidate Count

Displays how many candidates are attached to your requisitions.

Requisition ID

Displays the ID corresponding to the requisition.

NOTE: CLICKING CHANGE COLUMN HEADING ALLOWS YOU TO DEFINE AND ORGANIZE THE COLUMNS THAT WILL DISPLAY IN THIS SECTION.

CANDIDATES

ON

MY REQUISITIONS

This section displays all of your open requisitions by default and allows you to filter the requisitions by their status from the drop down list on the left of the section. Some of the basic columns displayed in this section are listed in the table below: Column Label

Details

Job Title

Quick access to the requisition profile by clicking on the job title.

Department

Quick access to the department to which the requisition is attached.

Hiring Manager

Quick access to the associated hiring manager.

Status

Displays a requisition’s current status.

Requisition Type

Lists the requisition Type that was selected when the requisition was created.

Openings

Lists the number of openings on a requisitions.

NOTE: CLICKING CHANGE COLUMN HEADING ALLOWS YOU TO DEFINE AND ORGANIZE THE COLUMNS THAT WILL DISPLAY IN THIS SECTION.

REQUISITIONS AWAITING AP P RO VA L This section displays any requisitions assigned to you that are pending approval. Some of the information in this section includes the job title, department, hiring manager, and number of openings. NOTE: CLICKING CHANGE COLUMN HEADING ALLOWS YOU TO DEFINE AND ORGANIZE THE COLUMNS THAT WILL DISPLAY IN THIS SECTION.

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REQUISITION EXPIRATIONS This section displays all requisitions that are due to expire from a career site. Click on the requisition to review or edit the profile. The time limit for expiration is controlled by the Administrator of the site. No automatic action or status changes occur on expired requisitions.

A U T O SP O T This section displays all of your currently saved autospot searches. Autospot searches are discussed in detail beginning on page 55 of this document. The functionality for columns in this section are defined as follows: Column Header

Details

Saved Search Name

The name of the autospot search. Click the name to view or edit your existing search criteria for that autospot search.

Requisition

Displays the requisition from which the autospot search was created. Click the requisition to view its profile.

Matched

This number represents the total number of candidates for that AutoSpot search based on your defined search criteria.

Auto Email

Click Y for the saved search to be Emailed each night as it finds new candidates matching your search criteria. Click N to turn off the automatic Email notifications.

Action

Click Delete to eliminate this saved search or Add Auto Spot to add a new autospot search.

Q U I C K ST A T I S T I C S This section displays all new candidates and new, filled, and open requisitions within a given time frame. It displays information based on recruiters and allows you to compare counts among recruiters. The total percentage is calculated based on repeating decimals. For example, 4 out of 9 is.4444444... To utilize this section: 1. Select the appropriate statistic you want to view from the left-hand drop down menu. The selections available are New Candidates, New Requisitions, Filled Requisitions, and Open Requisitions. 2. Select the time frame you want the statistics to display. The selections available are Today, which represents the current day, This Week, which represents Sun-

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day through Saturday, This Month, which represents the current month, and This Year, which represents the current calendar year. For example, if this feature were set to run Today, it would only return one day of data. If the feature were set to run This Week, it would return data from the first day of the week (Sunday) through the current day. 3. Click Go. 4. Click a number hyperlink to display the appropriate list of the selected statistic.

BACKGROUND CHECKS This section displays the background check activity that has taken place on candidates. The candidate, date the background check results were received, status, and results are displayed in this area. To create a background check, the candidate must first have given permission for the background check to be performed and the Administrator must have given permission to you (the recruiter) to perform background checks. Background check activity is initiated from the candidate profile. NOTE: THIS FEATURE IS AVAILABLE ONLY IF THE SYSTEM IS SET UP TO ALLOW FOR BACKGROUND CHECKS WITHIN VURV.

REQ INTERVIEWS This section displays the requisitions that have interviews assigned to them with a complete count of the interviews and their status. Clicking on a job title displays the requisition profile and clicking a department name displays the department profile.

MY INTERVIEWS This section displays all interviews assigned to you. Clicking Interview Workbench displays the interview workbench, which is discussed in detail in the “Interviewing” section of this document. Clicking a requisition displays the requisition profile and clicking on a number in this section displays the Interview Workbench and the candidate(s) associated with that number, as shown in the illustration to the right.

EVENT SCHEDULER This section displays scheduled events in the system of which you are listed as a primary

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or co-recruiter. Adding and managing events on the event scheduler are discussed in detail in the Requisitions section of this document. NOTE: THIS FEATURE IS AVAILABLE ONLY IF THE SYSTEM IS SET UP TO PERFORM COMPLEX INTERVIEWS.

JOB LAUNCHER If a recruiter is authorized to launch requisitions to job boards, this section displays the requisitions that need to be launched to one or more job boards. Launching requisitions to job boards is discussed in details in the Requisitions section of this document. Configurable Columns In Vurv, many areas allow for column configuration in the event that you desire to view information in a different format. Examples of those can be seen on the My Desktop. By clicking Change Column Heading, you can choose which columns you want to display and sort them in a specific order. On the Change Column Headings page, place or remove check marks to choose which columns you want displayed. Click the arrows to move columns up or down the sort order. Column headings listed in top to bottom order are displayed left to right within the page. When you are finished selecting and ordering the field options, click Save. Saved changes will become your default view for the area you have modified. NOTE: DUE TO WIDTH CONSTRAINTS, THERE MAY BE A MAXIMUM NUMBER OF COLUMNS THAT CAN BE DISPLAYED IN SOME AREAS. IN SUCH CASES, YOU WILL BE PROMPTED TO ADJUST THE NUMBER OF SELECTED COLUMNS.

My Setup My Setup allows you to define personal Email Templates, update your Personal Profile and customize your desktop skin.

P E R S O N A L E M A I L TE M P L A T E S Vurv allows you to maintain a library of Email templates to use within the system that only you can see. To Add an Email template: 1. Click Personal Email Templates from the administration page. 2. Click Add Email Template to the right of the type of template to be created, such as candidate.

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The titles on the left of the page indicate for whom the Email template is created. 3. Enter a Title for the Email template. 4. Choose a Language for the template. 5. Enter the Email template message. While adding content to the Email template, you can use any of the buttons in the toolbar pictured below to format the body of the Email: To p To o l b a r • Cut (scissors icon): Allows you to cut selected text from the body of the Email template message. • Copy (2 pieces of paper icon): Allows you to copy the selected text so it can be pasted in another place of the Email template message. You must paste any cut or copied text before you cut or copy another text selection. Otherwise, you will lose the originally copied text. • Paste (clipboard icon): This feature allows text to be pasted into a template. You can paste the same item as many times as you wish until you copy something else to the clipboard. Due to formatting limitations, it is not recommended to paste text from other applications, such as Microsoft Word. • Check Spelling (check mark with ABC): Allows you to run a spelling check on the text within the box. NOTE: YOU WILL BE PROMPTED TO PERFORM A ONE TIME DOWNLOAD OF THE SOFTWARE TO CHECK SPELLING THE FIRST TIME YOU CLICK THIS BUTTON. PLEASE FOLLOW ALL OF THE PROMPTS TO RUN AND DOWNLOAD THE SOFTWARE IN ORDER FOR THIS TO BE AVAILABLE. • Decrease Indent (lines with arrow pointing left): Allows you to decrease the indent of the current line. • Indent (lines with arrow pointing right): Allows you to increase the indent of the current line. • Undo (left pointing arrow icon): Allows you to undo the last action that you may have done. You can click this more than once to undo more than one action. • Redo (right pointing arrow icon): Allows you to redo the last action that you may have undone. You can click this more than once to redo more than one action. • Find (binoculars): Allows you to find a word or phrase within the body of the Email. It allows for you to match the case of the word. It also allows you to search for the whole word or a part of the word. • Replace (A and B with arrows): Allows you to find a word or phrase and replace it with another word or phrase. It offers the same options listed above to match case or to match the whole word. • Select All (box with a box within it): Allows you to select all items within the message area. • Remove Format (eraser icon): Allows you to remove all formatting from the selected text in the message area. • Bold (B): Allows you to bold selected text. • Italic (I): Allows you to italicize selected text. • Underline (U): Allows you to underline selected text. • Subscript (X2): Allows you to make selected text a subscript in relation to other text. • Superscript (X2): Allows you to make selected text superscript in relation to other text. • Numbered List (list with numbers): Allows you to create a numbered list with the selected text. • Bullets (list of bullets): Allows you to create a bulleted list with the selected text.

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• Insert/Edit Link (globe with a chain link): Allows you to insert a hyperlink into the message area. It also allows the user to edit a hyperlink within the message area. • Remove Link (globe with a broken chain link): Allows you to remove a hyperlink from the message area. NOTE: TO HAVE THE EMAIL AUTOMATICALLY USE THE FIELDS LISTED TO THE RIGHT OF THE TEXT BOX, YOU MUST ENCLOSE THE FIELD WITH THE TAG . THIS IS HOW THE SYSTEM RECOGNIZES THE FIELDS AND AUTO-POPULATES THE INFORMATION INTO THE EMAIL.

B o t t o m To o l b a r • Insert Image (yellow card with a mountain on it): Allows you to insert an image into the body of the Email. • Insert Table (picture of a grid): Allows you to insert a table into the body of the Email. • Insert Horizontal line (line between lines of text): Allows you to insert a horizontal line in the body of the Email. • Universal Keyboard (hand pointing to a keyboard): Allows you to use the universal keyboard to insert characters from other languages in the message area. This feature appears as a separate window and allows for the user to preview the text in the top area of the window. The user can switch between languages with the buttons above the keyboard. Once the text is entered, clicking OK will insert the text into the body of the Email. • Align Left (left aligned lines): Allows you to align the text to the left side of the area. • Center (center aligned lines): Allows you to align the text to the center of the area. • Align Right (right aligned lines): Allows you to align the text to the right side of the area. • Font Face Drop Down List: Allows you to choose the font face for text you have selected in the Email template message area. • Font Size Drop Down List: Allows you to choose the font size for text you have selected in the Email template message area. • Font (T with a multi-colored block): Allows you to choose a color for all selected text or text that you are preparing to enter. • Background (bucket with a multi-colored block): Allows you to choose a color for the background of the area. • Special Characters (block with symbols): Allows you to insert special characters into the Email template where your cursor is located. Click on the special character and it will be inserted and the window will automatically close. Click on Close if you wish to close the window without inserting a character.

6. Click Save. To Edit an Email template: 1. Click the template title to modify an Email template. 2. Make any desired changes. 3. Click Save. To Delete an Email template: 1. Click Delete Template to the right of the template that you want to remove. 2. Click OK to confirm that you want to remove the Email template.

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PERSONAL PROFILE This section allows you to update your personal profile. To Edit your personal profile: 1. Click Personal Profile from the Administration page. 2. Click Edit. 3. Complete the Personal Profile Settings, which consist of the following information fields: Item

Description

Full Name

Edit your full name.

Initials

Edit your initials.

Login

Your login information displays in the field, which can be changed.

New Password / Confirm Password

To change your password, enter the new password in the New Password and Retype New Password fields.

Email Address

Enter or edit your Email address.

Email Reader Access

Select one or more Email Reader; however, if the site administrator has already selected an Email Reader, it would be indicated here.

Language

Specifies which language you are using.

Country

Specifies which country you are using.

Time Zone

Specifies which time zone you are using.

Email Signature

Type the Email signature that you would like at the bottom of Emails sent from Vurv. Use the text control icons to format the Email signature. Hold your mouse over the text control icons for a description of each.

Candidate Update

Specifies if you will receive e-mail notification if any candidate logs into the candidate portal and applies to one of your active requisitions.

Notification Auto-Confirm Interviews

Choose to automatically confirm interviews assigned to you.

Notify Outlook of

Choose to notify Microsoft Outlook on all interview confirmations.

Interview Mac User

Choose to indicate if you use a Mac computer, which disables any feature that is not Mac compatible, such as the Active Edit feature in Email templates.

4. Click Save.

PERSONAL SKIN This option allows you to change your skin (the way Vurv looks in your browser). To Change your Skin: 1. Click Personal Skin from the Administration page, 2. Select the desired skin from the drop-down list. In some cases, only one skin is available.

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3. Click Activate. Your screen refreshes and the My Desktop page displays with the new skin.

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DEPARTMENTS/MANAGERS This section explains how to search for, view, and take action on department and hiring manager profiles.

D e pa r t m e n t P r o f i l e s In the Department/Hiring Manager Advanced Search screen, you can look up the department by department name and click the “Search” button. To View a department profile: 1. Click Advanced Search in the Managers area on the left navbar. 2. Select a department name from the drop-down list. 3. Complete the first and last name fields. 4. Click Search. Demographics The top section of the department profile displays basic department information such as the department name and website to which the department is associated. The following additional information is below the basic information: • ID Number. • Who created the profile and the date it was created. • Who updated the profile and the date it was updated.

S e c t io n s The following sections are located on the department profile: Section

Content

Description

Displays a description of the department, which is defined by the site administrator.

Managers

Displays any managers affiliated with the department, and allows new managers to be added.

Requisitions

Displays the requisitions associated with the Department, which can be filtered by the department’s Status.

The following actions can be taken from the Department Profile: Profile Option

Action and Steps

Add Manager

Add a new hiring manager to this department.

Take Action Drop-Down List

Send mass Emails containing general information or candidates in your cart to hiring managers within this department.

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Profile Option

Action and Steps

Hiring Manager Name Links

Click to review, edit, or delete a hiring manager profile.

Job Title Links

Review or edit requisition profiles by clicking the job title link.

Hiring Manager Profiles Hiring Manager profiles are added to your database either from the left navbar, or from a department profile:

ADD

A

HIRING MANAGER

Fr o m t h e N a v b a r To Add a Manager from the Navbar: 1. Click New Manager under the Managers section of the navbar. The Department Selection page appears. 2. Enter the first letter of the department name. 3. Click Go. 4. Click a department from the list. The Hiring Manager Add page appears. 5. Complete the sections of the hiring manager profile. • Basic Information – Manager’s demographic and organizational information.

The Email Address field is extremely important to the requisition and offer approval process, and should be completed. If the hiring manager is a licensed user, choose Yes next to Active (Licensed) and complete the listed fields to granted permissions to the manager: Item

Description

Login

Create a login ID for the manager.

Password

Create a password for the manager that can only be reset by the Administrator. The password must be based on the configuration defined in the Password Complexity section.

Select Role

Assign the manager to a role, which determines their permissions as configured in the Security - Roles section. Some roles automatically grant access to all available permissions.

Select Permissions

Choose any permissions for the manager IN ADDITION to the user’s role based access.

Store Desktop

Select this feature to grant the hiring manager access to the Desktop page on the Hiring Manager Workbench.

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Item

Description

Requisitions Approve

Allows the manager to approve requisitions.

Reports View

Allows the manager to view reports. Click Show Extended Permissions to select the reports the manager can access.

Requisitions Add

Allows the manager to add requisitions.

Candidate Search Basic

Allows the manager to perform a basic candidate search.

Candidate Search Concept

Allows the manager to perform a candidate concept search.

Activities Add

Allows the manager to add activities to a candidate from a requisition profile.

Offer Approve

Allows the manager to approve offers.

Interview Accept

Allows the manager to accept interviews when they are selected as an interviewer.

Interview Schedule

Allows the manager to schedule interviews for candidates.

Interview Complete

Allows the manager to mark interviews as complete.

Aloha Checklist

If the site is integrated with Aloha, this permission allows the manager to manage the Aloha Checklist that appears on a candidate’s profile.

Timesheet Assignments

If the site is integrated with Beyond, this permission allows the manager to regulate employee timesheets.

Offer Create

Allows the manager to create offers.

Interview Evaluation

Allows the manager to skip the interview evaluation form.

Mac User

Indicates if the manager is a Mac user, which disables any feature that is not Mac compatible, such as the Active Edit feature in Email templates.

Notify Delegates Only

If selected, Emails that are meant for the manager go to the delegate(s) instead.

Delegates

A delegate is user that may be a Manager, Employee, or Human Resources system user (recruiter), chosen to perform functions on behalf of the manager. A maximum of five delegates can be added for a manager. To Add a delegate: 1. Click the name pick list, choose a user type, and click Search. More than one user type can be selected. 2. Select a user from the list. The users name is entered into a delegate field and their permissions are listed. By default, a delegate has the same permissions as the delegating manager; therefore, a delegate cannot have any permissions that the delegating manager does not have. However, the recruiter can configure the permissions to grant less access than the delegating manager.

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3. Click the box to the left of a permission to de-select it. Click Uncheck All to de-select all permissions. Clicking Hide Permissions collapses the permissions list. While delegates can be added from this page, the hiring manager to whom they are added can manage the delegate’s access from the Preferences section in the Hiring Manager Workbench. To Delete a delegate: 1. Click the trashcan icon to the right of the delegate name. NOTE: MULTIPLE DEPARTMENTS (CHOSEN ONE AT A TIME) CAN BE SELECTED FROM THE DEPARTMENT PICK LIST. • Telephone Numbers – Contact phone numbers. • Recruiter Specification – Primary recruiter and co-recruiter name(s).

2. . Complete the Hiring Manager Add page. 3. Click Save. F r o m a D e pa r t m e n t P r o f i l e To Add a Hiring Manager from a Department profile: 1. Click Add Manager from the Managers section tab. 2. Complete the appropriate fields on the Hiring Manager Add profile. 3. Click Save. Menu The menu on a hiring manager’s profile offers two functions. Menu Link

Action

Show Map

When selected, a Mapquest page appears to indicate the manager’s geographic location.

Email Req Link

Sends the hiring manager an Email with a link that allows them to create a requisition.

S e c t io n s The following sections are located on the hiring manager profile with corresponding functions. Section

Function

Direct Reports

Displays any existing direct reports for the hiring manager with the ability to add additional direct reports (which are other hiring managers in the system). A direct report can be reassigned by editing their profile and choosing a different department, and/or a different ‘Reports To’ hiring manager.

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Section

Function

Delegates

Displays any existing delegates the hiring manager has authorized to perform functions on their behalf with the ability to add additional delegates, up to a maximum of five. Refer to page 26 for the steps involved with adding and managing delegates.

Requisitions

Displays Requisitions associated with the hiring manager. Provides the ability to add a new requisition or to edit, copy, or delete existing requisitions. Candidate matches can also be performed via the requisition profile.

Activity History

Displays all non-requisition-related activities recruiters have performed on this hiring manager. Activities can also be added to or deleted from this section.

Interviews

Displays a count of all interviews for this hiring manager based on the requisition and the status of the interview.

Recruiter Specification

Displays the Recruiter and the Co-Recruiters assigned to the hiring manager.

NOTE: WHILE HIRING MANAGERS CAN CREATE REQUISITIONS FOR THE DEPARTMENTS DISPLAYED ON THEIR PROFILE, THERE MAY BE ADDITIONAL DEPARTMENTS FOR WHICH THEY CAN ALSO CREATE REQUISITIONS. THIS OCCURS WHEN ONE OF THE DEPARTMENTS DISPLAYED ON THE PROFILE IS A ‘PARENT’ DEPARTMENT.

TA K E A C T I O N

ON

HIRING MANAGERS

When a hiring manager is added to the database, its profile can be viewed and actions taken on the sections in the profile. Actions can be taken on either one manager or multiple managers at a time. To Take Action on one manager from the profile: 1. Click the arrow on the Take Action drop-down menu. 2. Select an activity from the list. 3. Click Go. The Email template for the selected activity appears with the hiring manager’s name in the To field. 4. Enter a Subject for the Email. 5. Draft and format the Email message. 6. Select any system or upload any new Attachment(s), if appropriate. 7. Click Send to transmit the Email to the hiring manager. The Email is sent and the action is recorded as an activity in the Activity History section of the hiring manager’s profile.

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To Add an Activity to a manager: 1. Click Add Activity from the Activity History section of the profile. 2. Select an activity from the drop-down list. The Action Workflow page appears. 3. Complete the required and desired fields for the activity. 4. Click Save. The activity Date, Time, Category, and Note appears in the Activity History section of the manager’s profile. Clicking a Note name opens the activity, and clicking the trashcan to the right of a note removes it from the section. To Take Action on multiple managers: 1. From a hiring manager’s profile, click the Department Name. The Department Profile appears, which displays all the hiring managers in the department. 2. Click the box to the left of the hiring managers on which you want to take action. 3. Select an action from the Take Action drop-down list. The actions available are the same as those available in the list to take action for one manager; however, the SEND CANDIDATES FROM CART section of the list allows you to add candidates that are not on a requisition to one or more hiring managers. 4. Click Go. The Email template for the selected activity appears with the name(s) of the selected hiring manager in the To field. 5. Enter a Subject for the Email. The name(s) of any candidate(s) that were in your cart are listed in the Email. 6. Draft and format the Email message. 7. Select any system or upload any new Attachment(s), if appropriate. 8. Select an Assessment, if appropriate. 9. Click Send to transmit the Email to the hiring manager(s).

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S e a r c h f o r D e pa r t m e n t a n d H i r i n g M a n a g e r P r o f i l e s QUICK SEARCH Quick Searches are performed on short or defined search criteria from the navbar. Quick Search consists of a drop-down list that display search categories and a free text box that allows you to enter the actual search criteria. To display more results, use the wildcard (%) with the search criteria. Search Type

Action

Department

Searches for departments and hiring managers by department name.

Last Name

Searches for all hiring managers based on the last name entered in the free text field.

First Name

Searches for all hiring managers based on the first name entered in the free text field.

Full Name

Searches for all hiring managers based upon the full name entered in the free text field.

City

Searches for hiring managers located in the city entered in the free text field.

State

Searches for hiring managers located in the state entered in the free text field.

ADVANCED SEARCH This type of search gives you the power to get more detailed with your search criteria. Advanced searching allows you to search based on demographic information and activities involving departments or hiring managers. As with the quick search, more results can be displayed by using the wildcard (%) with the search criteria.

The advanced search feature is used to define criteria for multiple fields or for a more detailed search.

Field Selection

Action

Choices Drop Down Menus

Select a search choice from any of the desired drop down menus.

Free Text Fields

Enter exactly what you wish to search upon in the free text fields. Using the wildcard for this field for the search helps to display more results.

Pop-Up Data Selector

Select a choice by clicking on the link next to the free text field and then select your choice from the pop up screen (this applies to calendar or clock items).

NOTE: FOR SOME FIELDS, SUCH AS WORKBENCH ROLE, CHOOSING AN OPTION OF -NONE- PROVIDES A LIST OF HIRING MANAGERS FOR WHOM THIS INFORMATION IS MISSING.

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D E P A R T M E N T /H I R I N G M A N A G E R S E A R C H R E S U L T S If conducting a search on departments and hiring managers, the default display list is sorted by the Department (if that heading is chosen to display) to list hiring managers grouped within those departments. Clicking on any of the column headings will allow you to sort the column by that value. Clicking Change Column Heading allows you to configure how the columns are displayed. Clicking the Department name displays the department profile. Clicking the hiring manager’s name displays the hiring manager’s profile. NOTE: THE ‘D’ TO THE LEFT OF A HIRING MANAGER’S NAME INDICATES THAT PERSON IS A DELEGATE FOR ANOTHER HIRING MANAGER.

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REQUISITIONS This section explains how to enter requisition information into the database to create a requisition profile. It guides you through viewing and taking action on the requisition profile. This section also describes how you search for a specific requisition.

Adding Requisition Profiles In Vurv, you can add requisition profiles from the navbar and from the hiring manager profile. To Add a requisition from the Navbar: 1. Click New Requisition in the Requisitions section. The Hiring Manager Selection page appears. 2. Enter the letter that begins the hiring manager’s name (or the wildcard character (%)). 3. Click Go. A list of Hiring Manager names matching the entered character appears (or all hiring managers appear). 4. Click a manager’s name. The Department selection page appears. 5. Enter a letter that begins the department’s name (or the wildcard character (%)). 6. Click Go. The Create Requisition page appears with the Department and Hiring Manager fields completed. 7. Complete the fields on the Create Requisition page. Fields with an asterisk (*) are required to save any entries on this page. NOTE: WHILE REQUIRED AND/OR READ-ONLY FIELDS ON THIS PAGE VARY BASED ON WHAT THE SITE ADMINISTRATOR DEFINES, THE FIELD SELECTIONS AVAILABLE MAY VARY BASED ON SYSTEM SETTINGS.

Field Label

Description

Position Title*

The internal job title for the company employee portal. Clicking the data selector to the right of the field allows you to choose a job position, which may pre-populate certain fields on the page.

Marketing Title*

Assigns a title for the Career Opportunities page of your candidate portal.

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Field Label

Description

Status*

Notes the current status of the requisition.

Posting Available*

Choose who can view/apply to the requisition: • HR Only - Only recruiters and hiring managers can view the requisition. • Internal Only - Only employees can view and apply to the requisition through the company employee portal(s). • Public Only - Only candidates accessing the candidate portal(s) of your website can view/apply to the requisition. • All Areas - Both employees and candidates can view and apply to the requisition.

Type*

Associates the requisition to a budget type.

Employee Referral*

Indicates if the requisition is eligible for employee referral.

Post to Job Launcher

If a job board is selected, when the requisition is saved, the Job Launcher posting page appears and allows you to enter information needed to post to a third party job launcher service, such as DataFrenzy. This field is only visible if the site is using the Job Launcher feature.

Full or Part Time*

Indicates whether the position is a full or part time position.

Employment Type*

Indicates the position type.

Priority*

Assign the priority for the requisition. If you select Hot, the requisition is posted on the home career page of your company website.

# of Openings

Enter the number of openings for this position. It is set to 1 by default.

Job Grade

Displays the job grades created by the site administrator that represent the different salary/wage options.

Job Code

The letters or numbers used by your company to identify the job title as configured by the site administrator.

Job Posting Category

Identifies the requisition job category, which is typically used by candidates to search for jobs.

EEO Code

This is the EEO Code which corresponds with this position. This is required for EEOC reporting.

Department

Displays the name of the selected department for that requisition, which is also a link to that department’s profile.

Hiring Manager

Displays the name of the hiring manager for that requisition, which is also a link to that hiring manager profile. Clicking the pick list icon to the right of this field allows the Hiring Manager on the requisition to be changed.

Vendor Approved

Determine if the requisition is vendor approved. Vendor approved requisitions are also managed in Beyond if the Vurv site is integrated with the Beyond application.

Internal Requisition #

While rarely used, this number is used as a reference for the recruiting team.

Primary Location*

Select the primary location for this requisition, which is typically used by candidates to search for jobs.

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Field Label

Description

Supervisory

Select yes to indicate this requisition is a supervisory position. The candidate that is hired for this requisition would supervise others. Enter the number of direct reports this position will have in the box next to Number of direct reports.

Number of Direct Reports

Indicates the number of direct reports this requisition requires.

Percent of Travel Required

Select the percentage of traveling required for the requisition. This list is logically sorted and is defined by the administrator.

FLSA Status

Select exempt or non-exempt according to the Fair Labor Standards Act, which is configured by the site administrator.

Confidential

Choosing Yes will designate this position as a Confidential requisition. This will hide this requisition from view to recruiters who do not have permission to create and view confidential requisitions. This field will not be visible if you do not have permission to create confidential requisitions.

External Job Description

A job description that displays on the candidate portal page of your website, which is configured by the site administrator.

Internal Job Description

A job description that displays on the employee portal page of your website, which is configured by the site administrator.

Interview Team Members

Enter hiring managers or recruiters that will interview candidates applying to this requisition.

Recommended Compensation

Wage and compensation information, which defaults from what is configured for Job Grade.

Recruiter Specification

Choose a primary recruiter and co-recruiter(s). The list provided displays only active recruiters in the system.

Contractor Rate Information

Indicate the contract submittal rate if the requisition is for a temporary or contractor employment type. This information is applicable if the site is integrated with the Beyond application.

8. Click Route for Approval and select approvers (if applicable) or click Save as Draft to save the requisition as a draft and route it for approval at a later date. If the site administrator does not turn on the requisition approvers component, Save & Open appears in place of Route for Approval. To Add a Requisition from a Hiring Manager profile: 1. Click Add Requisition. The Create Requisition page displays. 2. Complete the Create Requisition page as you would if you were creating the requisition from the navbar. By adding the requisition from the hiring manager profile, the page automatically populates the active hiring manager and the hiring manager’s active department. NOTE: A REQUISITION CAN ALSO BE CREATED BY A HIRING MANAGER.

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ADD

AN EVENT TO A

REQUISITION

Only events with no interviews or current interviews display in the Event Scheduler section. From this section you can add, edit, or delete scheduled events. To Add an event: 1. Click Add an Event from the Event Scheduler section on My Desktop. The Create Event page displays. 2. Complete the fields for the event. Required fields are indicated in red and with an asterisk. 3. Click Save. The Event Profile page displays, which has multiple options for managing the event. Once candidates are added to an event, the event profile displays the candidates in the Roster section of the page. This section shows the names of the candidates attending the event to participate in any scheduled group or individual interviews. In order for candidates to be scheduled for an interview at the event, you need to add the interviews and attach at least one requisition to the event. Adding an Interview to an Event There are two types of interviews, Group and Individual. A group interview is designed to have multiple candidates meet with a recruiter, and an individual interview is designed to have candidates meet one-on-one with a recruiter. To Add an Interview: 1. Click Add Group Interview or Add Individual Interview. 2. Complete the required interview Date, Start Time, End Time (for individual interviews) and Number of Slots fields. 3. Click Save. The event profile displays the interviews in the Interview Schedule section. You can now add a requisition to the interview. If you want candidates to schedule themselves for this event, you need to attach a requisition to the event. To Add a Requisition to an event: 1. Click Add Requisition from the Requisition Information section of the event profile.

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2. Click the requisition you want to use and it appears in the Requisition Information section. You can click the requisition to view its profile and remove a requisition from the event by clicking the trashcan icon to the right of the requisition. When a candidate applies through the career portal to the requisition attached to this event, they can schedule themselves for the event with the condition that they successfully complete and pass any applicable assessment on the requisition. If all possible slots are filled for each interview, the candidate can choose to be placed on a wait list. You can also schedule candidates to interviews from the Roster section of the event profile. To Add a Candidate to an event: 1. Click Schedule an Applicant for this Event. This will launch a separate page where you can search for candidates. 2. Click the desired candidate in the list. 3. Choose the interview time for the candidate. If you choose an interview time that has no available slots, you will place the candidate on a wait list for the interview. 4. Click Save. The candidate is placed in the Roster section on the event profile. You can click on any candidate name to go to the candidate’s profile, sort the candidates in the list by clicking on the Last Name or First Name headings, send mass Emails to the candidates in the Roster area by checking the candidates in the list, and remove a candidate at any time from an interview by clicking the trashcan icon to the right of the candidate. If you remove a candidate from an interview and other candidates are wait listed for the same interview slot, the first candidate in the wait list for that slot will automatically move up to occupy the vacancy and is removed from the wait list.

ADD

A

REQUISITION

TO A

JOB BOARD

If a Job Launcher is selected for the Post To Job Launcher field, you can define job information for the selected Job Launcher.

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To Add a Job Launcher for a requisition: 1. Click Edit Profile in the Menu for an existing requisition (or from the Create Requisition page of a new requisition). 2. In addition to completing all required fields for the requisition, select a Job Launcher for the Post To Job Launcher field. 3. Click Save. The Job Launcher Information page appears. 4. Complete all required and any other desired fields in the Basic Information section of the page. 5. Select the Premium Job Board(s) to which the requisition is posted. 6. Click the Calendar to choose the Start and End dates that you want the job posted to the selected job board(s). 7. Click Save. To Launch a requisition: 1. Click Launch to the right of the requisition you want to send to a job board posting system, such as DataFrenzy. 2. Click Launch Pad to select multiple requisitions to launch at a time. To view a requisition profile, click on the job title. To view a department profile, click the department name. To view a Hiring Manager profile, click the Hiring Manager name. NOTE: THIS SECTION IS ONLY VISIBLE TO USERS AUTHORIZED TO LAUNCH REQUISITIONS TO JOB BOARDS.

Vi e w i n g R e q u i s i t i o n P r o f i l e s Requisitions are most commonly located and viewed from My Desktop. Requisitions can also be viewed by clicking the title of the requisition profile in any screen where it is visible, or searching for a requisition from the Open Requisitions selection on the bottom quick access bar or the Requisitions Search area in the left navbar.

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Demographics The first section of the requisition profile, referred to as the demographics, displays basic requisition information such as the title, requisition type, and the hiring manager. The following additional information is included in the demographics section of the profile: • • • • • • • •

Requisition category Number of openings Requisition status Location Requisition ID # Recruiter’s name Who created the profile and the date it was created Who updated the profile and the date it was updated.

Menu The menu to the right of the screen offers functions for editing, copying, and deleting the requisition profile. Those and the links below are described in the following table: Menu Link

Action

Edit Profile

Make changes to the requisition profile. The system records the date of your update, which is used by the career portals when performing a search on open requisitions.

Copy Profile

Copies the requisition to create a duplicate. The duplicate can be edited before it is saved.

Delete Profile

Deletes the requisition profile, which is irreversible. Role permissions may or may not allow you to use this option.

Candidate Concept Match

Compares the current requisition profile to all candidate profiles in the database and lists, by rank, all candidates best qualified for the requisition. This option may not be available in certain languages.

Candidate Skill Match

Runs an Advanced Search and selects the skills listed on the requisition profile to return all matching candidate profiles in the database. This search can be saved as an Autospot, which displays on the desktop with a link to the requisition.

Edit Job Launcher Info

Allows job launcher information, such as the Job Title, Job Description, and desired Premium Job Boards, to be edited.

EEOC Snap Shot

This link will only appear if enabled by your administrator. The feature summarizes candidate searches performed on the requisition, displays the search results page(s), and displays the candidate(s) reviewed. Only candidate profiles accessed by clicking the candidate’s name on the search list will appear as the number reviewed. Candidates that are reviewed from the take action drop down on the search list will be excluded from the reviewed count.

View Applicant Flow Log

Displays a log of all candidates that are currently on the requisition.

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NOTE: THE OPTION TO PERFORM A CONCEPT MATCH MAY NOT BE AVAILABLE IN ALL LANGUAGES.

S e c t io n s A requisition profile is also comprised of sections that display candidate-related information. These sections are configured by the site administrator to appear on the page and can be accessed quickly from the View Sections menu. Section Candidates (Links)

Candidates (Take Action Menu)

Function • Search within these Candidates – Perform a Candidate Concept Search on the candidates currently listed on the requisition. • Change Column Heading - Allows you to determine the columns that appear in this section, and the order in which they appear. • Check All On All Pages and Check All On This Page - Selects all candidates listed on the current and any other page. • Uncheck All – De-selects all candidates. • Stage, Name, Last Activity and Date – Click the category title to sort candidates by these fields. • Filter - Filter the view to display or hide candidates in specific stages. • Candidate Name Links – Click the candidate’s name to view the candidate profile. • Add activity - Add an activity to a candidate. Clicking this link allows you to choose and perform an activity for a candidate. Activities associated with profiles, such as Extend Offer and Hire/Place, appear as hyperlinks in this section. Clicking these hyperlinks displays the profile page. • View history – View a candidate’s activity history. This link allows you to view all history for a candidate on a requisition. It indicates the user who performed the action. Users may delete any activity by clicking the trashcan icon to the right of the activity. If you delete the only activity performed on a candidate, the candidate will revert to the stage they were in before deleting the activity. This drop-down list allows you to perform a number of different actions. The actions in the list will vary based on the site administrator’s configuration; however, some of the actions include: • Send candidates to your cart • Candidate comparison chart compares candidate answers on assessments. • Review Candidates will launch the checked candidates in a separate window for candidate profile review. • Export candidate information • Mass Print allows you to print the checked candidate’s resumes, assessments, and questionnaire information. Performing a mass activity will verify if the candidates selected have completed any required activities before the selected activity. This prevents the activity from being performed if a required activity is missing. An exception to this is performing a disqualifing activity.

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Section

Function

Offers

Displays information on offers made for the requisition and is visible only when an offer has been made. • Offer Status – displays the Offer Profile page when clicked. • Change – allows you to change this approver. • Re-send - allows you to re-send the approval Email to the approver. If the hiring manager is not a licensed (active) user in the system, a message will notify you of this and an Email will not be sent.

Requisition Approvals

Displays information for requisitions pending approval. The options available are determined by the permissions assigned to users by the site administrator: • Remove – allows you to remove the approver from the requisition. • Manually record approval – allows you to record an approval for the hiring manager. • Change – allows you to change this approver. • Re-send - allows you to re-send the approval Email to the approver. If the hiring manager is not a licensed (active) user in the system, a message will notify you of this and an Email will not be sent.

Requirements

Displays external and internal job descriptions along with links to allow for the recruiter to print the descriptions.

Interviews

Displays team members interviewing candidates for the requisition.

Skills

When turned on by the site administrator, skills are populated when the job template was created by the system administrator or can be added/edited here. Click Add/Edit (in either the Required or Nice to Have section) to select desired skills. If Required skills are selected, when you click the Candidate Skill Match link in the Menu section of the profile, the results will only display candidates that have those exact skills. The Nice to Have option finds candidates with similar skills.

Compensation

Details wage amount, currency, frequency and whether or not bonuses are included.

Requisition Details

Displays any notes relative to the requisition.

Contractor Rate Information

Displays any contractor rate information. This information is exclusive to temp/ contractor requisitions and can be managed in Beyond if the Vurv site is integrated with the Beyond application.

Distribution History

Displays information relative to a requisition being distributed to vendors.

Candidate Screening

Displays any assessments assigned to the requisition. Assessments are discussed in detail in the Assessments section of this document.

Expenses

Allows you to manage expenses incurred while screening and filling this position. Add Expense - Document any expenses incurred while recruiting for this requisition. All expenses listed in this section are to document true expenses for various forms of currency on the requisition (i.e. US Dollar, Mexican Peso, Swiss Francs, etc.).

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Section

Function

Portal Posting

Displays a listing of portals to which the requisition is posted. Public Only - Allows editing of candidate portals only. Internal Only - Allows editing of employee portals only. All Areas - Both candidate and employee portals can be edited. All portal postings can be edited independently of one another.

Search Requisition Profiles QUICK SEARCH Quick Search is a drop-down box that allows a search category to be selected and a search to be executed from the navbar. To Perform a quick search: 1. Select a search Category. Search Type

Action

Title

Search for requisitions based on the job title.

Description

Searches for words within a requisition’s description and also supports Boolean logic (i.e. search for product

AND manager and it displays all requisitions with both words of product and manager within their resume). Department

Searches for requisitions based on the department in which they are created.

Concept

Performs a search based upon a concept or synonyms. The system learns terms that are related to one another. For example, search for cars and the results include descriptions that relate to the automobile industry.

Requisition ID

Performs a search based upon the requisition ID number.

2. Enter search Criteria related to the selected category. 3. Click the arrows button to view any results matching the search criteria. NOTE: CHECKING THE MINE BOX RETURNS REQUISITIONS FOR WHICH YOU ARE THE RECRUITER.

Quick Search Tips: • Use lower case • Utilize the Wild Card (%) at the beginning, middle, or end of a letter or word.

ADVANCED SEARCH Advanced search is used to layer criteria field upon field for targeted searching. Almost every field that is being tracked on the requisition profile is available for searching, including active assessments being used on requisitions.

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To Perform an advanced search: 1. Click Advanced Search from the Requisitions section of the navbar. 2. Complete the fields on which you want to search to be performed. 3. Click Search. Saved Searches To Save your search: 1. Enter a name for your search under the Save Your Search section after you have defined your search criteria. 2. Click Save. To locate and run your saved search, select the name of your saved search from the Folders and Searches drop down menu in the bottom quick access bar or click on the name of the search under the Saved Searches section of the Requisition Advanced Search page. To delete a saved search, which is irreversible, click Advanced Search under the Requisition section of the navbar then click the trashcan icon to the right of the saved search under the Saved Searches section.

CONCEPT SEARCH Concept search provides functionality by electronically comparing one set of descriptive text with another. Using artificial intelligence, Vurv reads every resume, job description, and skill summary that is put into your database. This information is compared to all requisitions in your database, recognizes similarities between them, and displays the results. The concept search also uses and creates a synonym dictionary, so variations of words and takes related words into account when comparing records. Click the Concept Search link in the upper right side of the Requisition Advanced Search page. Concept searching can be used with other search fields such as: Field

Function

Search String

Paste or enter in concept information on which to search, such as a job description or a resume.

Required Words

Similar to Boolean Logic’s AND operator, returns requisitions with the required words in the external and internal job descriptions. Enter required words separated by a comma (,).

Excluded Words

Returns requisitions that do not have these words in the external or internal job descriptions. Enter excluded words separated by a comma (,).

Job Title

Returns requisitions that have the specified words in the job title.

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Field

Function

Department Name

Returns requisitions that are within the specified department.

City

Returns requisitions in the selected city.

State

Returns requisitions in the selected state or province.

Country

Returns requisitions in the selected country.

Recruiter

Returns requisitions where the person selected is the assigned recruiter for the requisition.

Status

Returns requisitions in the selected status.

Create Date

Returns requisitions created on a certain date, between two specific dates, or during a time frame selected from the drop-down list.

NOTE: THE MORE TEXT PROVIDED FOR A CONCEPT SEARCH, THE HIGHER THE CHANCES FOR SIGNIFICANT RESULTS.

REQUISITION SEARCH RESULTS After conducting a search on requisitions, the results list displays. The default sort order for the list is by the Job Title; however, clicking on any of the column headings allows you to sort the column by that value. In addition to sorting the columns in the results section, you can configure the section to display certain columns in a specified order. To Change the column headings: 1. Click Change Column Heading. 2. Click the box to the left of a column heading to require it to display in the results section. 3. Click a black up or down arrow in the Order column to move a column heading up or down in the list, which reflects how the column heading appears in the section. 4. Click Save. Clicking on a Job Title or its corresponding Req ID displays its requisition profile, clicking on the Hiring Manager name displays its profile, and clicking on the Department name displays the respective department profile. The results list can be configured via the change column headings function. The two actions available from the drop-down list are: • Change Hiring Manager on Marked Requisitions - Selecting requisitions and clicking Send with this option allows you to change the Hiring Manager on the selected requisitions, which is ideal if a Hiring Manager has left a department and all of the open requisitions for that Hiring Manager are now being managed by someone else in the department. • Send Candidates in your Cart to Marked Requisitions - When candidates are present in your cart, selecting this action and clicking Send attaches all candidates within your cart to the selected requisition(s).

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CANDIDATES The Candidates section of this guide shows you how to enter candidate information into the database and create a candidate profile. This section guides you through creating, viewing, searching for a profile, and taking actions on a candidate profile. Candidates can be added to the system through the following ways: • • • • •

Candidate or Employee Career Portal Manually Added Automatically Added Batch Upload Email Reader

Adding Candidates Candidate profiles are added to your database in one of the following ways:

C A N D I D A T E /E M P L O Y E E C R E A T E D P R O F I L E S A candidate can create and edit their own candidate profile by logging into the company career portal with their login and password.

MANUALLY ADDED CANDIDATE PROFILES You can manually build a candidate profile from the navbar. To Add candidates from the navbar: 1. Click New Profile in the Candidates section of the navbar. The Candidate Quick Check page appears. 2. Enter a First Name and Last Name for a candidate. Entering an Email address for the candidate is optional. 3. Click Check. This performs a duplicate candidate check. If a duplicate candidate exists in the system, the duplicate is returned in the results list, which allows you to view the profile and determine if this candidate is the same as the one you intend to add. 4. Click Add Anyway to add the new candidate if the candidate is not the same person as the duplicate. 5. Complete the Candidate Add page for the new candidate.

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The candidate profile is comprised of sections that may vary based on how this page is configured by the site administrator, but can include the following: Section/Tab

Description

Basic Information

Candidate’s demographic information.

Additional Information

Information that includes the users language, desired compensation, and availability.

Telephone Numbers

Contact phone numbers.

Additional Fields

Fields in which to add any additional information.

Resume

Candidate’s resume.

Summary

This is a brief summary of the candidate that is typically entered by the recruiter and not viewable by the candidate.

Availability

Days and times a candidate is available to work.

Recruiter Information

Recruiter/Co-recruiter name(s). If a recruiter’s personal preferences are configured to notify them when a candidate applies to a job, they receive an automatic Email that includes information about the position to which the candidate applied.

Future Access

Candidate’s password to access their profile from your company’s website.

6. Click any Save button. If any required field is left blank, a message box notifies the user of the blank field(s). NOTE: IF YOU CLICK SAVE AND DISCOVER AN ERROR, ALWAYS CLICK EDIT PROFILE IN THE MENU SECTION OF A CANDIDATE PROFILE TO EDIT THE RECORD. IF YOU CLICK BACK ON YOUR BROWSER, CLICK EDIT, CLICK SAVE, YOU WILL CREATE A DUPLICATE PROFILE.

AUTOMATICALLY ADDED CANDIDATE PROFILES Electronic resumes you obtain can be extracted and a candidate profile automatically created. To Automatically Create a candidate profile: 1. Click Auto Profile from the Candidates section of the navbar. The Automatic Candidate Profile Builder page appears. 2. Paste copied resume text into the Resume Paste section of the page. 3. Choose which phone number is to appear first and second in the profile. 4. Click Go. The Candidate Add page appears. It is recommended that the contact information is proofread for accuracy, as some information can be misapplied to fields in the profile.

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5. Complete the desired fields on the Candidate Add page. 6. Click Save.

BATCH UPLOAD Candidate profiles are created automatically when resumes are imported using the Batch Document Upload Tool in My Utilities. While this is a fast way to get many people into the system at once, it is recommended to import only 50 at a time. To Add Candidates via Batch Import: 1. Click My Utilities in the left navbar under Tools. 2. Click Batch Document Upload under the Import/Export section tab. 3. Click Yes in the security dialogue box to proceed. The Candidate Batch page appears. 4. Click +ADD > locate and select files. Hold the Ctrl key to select multiple files. 5. Click OK. 6. Select the phone types for the first and second numbers listed that are to be extracted. 7. Select a Candidate Status, the type and name of the Source (if applicable), the Recruiter’s Name, which defaults to the user currently logged in, and enter a name for the Folder to where the extracted document(s) is/are sent once it/they are extracted. 8. Click Extract. A confirmation page appears. 9. Click Upload to send the document(s) to the batch folder. The uploaded candidate(s) is/are displayed on the Candidate List page where they can be selected to be sent to a requisition, the candidate cart, a folder, or have other actions taken on them. A concept search can also be performed on the candidate(s). If a folder is created for the batch upload, the uploaded document(s) can be located by selecting Manage Candidate Folders from the Folders and Searches list in the bottom quick access bar. NOTE: FILES CONTAINING GRAPHICS, SECTIONS, TABLES, OR OTHER NON-TEXT ITEMS CANNOT BE UPLOADED THROUGH THE BATCH UPLOAD TOOL AND WILL BE SKIPPED.

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S C A N TO W E B Activated by the administrator, this feature gives you the option to integrate with any OCR (Optical Character Recognition) resume scanning software. The one we recommend is Abbyy FineReader version 7.0. This feature may not be available on all systems. To Use Scan to Web: 1. Click Scan to Web. 2. Click Launch Scanning Software, which launches the software on your system. This link is defined by the Administrator to point to your specific software. In order for this to launch properly, you must have Vurv as a trusted site on your computer. The Process Documents function is similar to the batch upload in that it allows you to upload files. The Administrator must define the location where the scanned files are stored. Also like the batch upload, you can upload up to 200 resumes at a time; however, it is recommended to import 50 at a time. The uploaded resumes are displayed on People Search Results page. To Process Documents: 1. Click the Process Documents link under the Scan To Web section. 2. A security box will pop up. Click Yes to proceed. 3. Browse for and add the desired document(s). 4. Complete the listed fields. 5. Click Process Scanned Resumes. 6. Click Upload. The uploaded people are displayed on People Search Results page. NOTE: SCAN TO WEB IS A SITE FEATURE THAT MAY NOT BE AVAILABLE IN ALL SITES.

EMAIL READER The Email Reader extracts resumes from standard Emails or Email attachments. It creates the candidate profile automatically and is coded specifically to extract resumes received from job boards including Monster, HotJobs, Dice, Headhunter, Brassring, Job.com, Net-temps, and Job Warehouse. If the job order/requisition I.D. number is placed in the subject line of the Email in a plain numerical format, the Email Reader automatically attaches the candidate profile to that requisition. Job boards such as Monster, allow you to enter the job order/requisition I.D. number in the Job Ref. Code field when submitting the requisition. The following are features of the Email Reader and some of its uses.

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Resume in the body of an Email For best results, when the resume is in the body of the Email, make sure the Email begins with the candidate’s name and address as shown in the example to the right. A t ta ch m e n ts The Email Reader extracts information in the following order: 1. Looks for attachments. 2. Looks for a link in the body of the Email. 3. Looks for the format of one of the specific job boards. 4. Looks for text in the body of Email. Therefore, if an Email is sent to the Email Reader and it has more than one attachment, it will create a candidate profile from the last attachment. It will also attach all of the attachments to the candidate profile along with the body of the Email in a.txt format (if “save Email as attachment” is set to Yes in My Setup/Email Reader). If an Email is sent with an attached resume and a cover letter in the body of the Email, a candidate profile is created from the attachment and the cover letter is attached to the profile. The Email Reader looks for the following information, but if unavailable, it will either use incorrect information or leave the field blank. • • • •

First and last name beginning with a capital letter. Street address endings such as: Court/Ct., Road/Rd., Street/St., Avenue/Ave. and Apartment number. City followed by a comma and a State. State followed by a Zip Code.

The Vurv Email Reader was designed for the Administrator to run the Email reader for you. Selecting a radio button for the desired time period refreshes the section with the information from the Email reader. The Email Reader section displays the following information: • Source - Where the Email originated (i.e. Email) or Email Reader if undetermined. • Requisition - The name of and a link to the requisition. This will be populated if the Email has the id number for the requisition in the subject line. No Requisition is listed if this was not the case. • Responses - The number of resumes from that source.

Candidate List You can view any candidate related to the number of responses in the Email Reader section. To View candidates: 1. Click the number under the Responses column. 2. Choose an action from the Take action menu and click Send. Click Edit next to the candidate’s name to edit the candidate profile information.

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NOTE: THE SITE ADMINISTRATOR MUST CONFIGURE AND ACTIVATE THIS FEATURE IN ORDER FOR CANDIDATES TO BE ADDED TO THE DATABASE VIA AN EMAIL READER.

Vi e w C a n d i d a t e P r o f i l e s Vurv displays the candidate profile directly after it has been created. Demographics The first section of the candidate profile is referred to as the demographics, which is where general information about the candidate’s personal information, such as name, address, contact numbers and Email address is located. The following additional information is below the contact information: • • • •

ID# Recruiter’s name (to Email the recruiter, click the name link) Displays the User who created the profile and the date it was created Displays the User who updated the profile and the date it was updated

NOTE: IF A CANDIDATE UPDATES OR CREATES HIS/HER OWN PROFILE, THE CREATED BY AND UPDATED BY FIELDS DISPLAY WEB USER.

Menu The menu to the right of the screen displays a number of functions for managing a candidate profile. If there is an integration with your site and ePredix, a link will be present to allow you to link to the ePredix site. Menu Option

Action

Edit Profile

Allows you to make changes or update the candidate profile.

Delete Profile

Users with the permissions to do so can delete a candidate profile, which removes the candidate from the system.

Show Similar

Compares the candidate profile to all pre-existing profiles in the database and ranks those that have similar resumes using concept searching.

Match to Open Reqs

Automatically compares the candidate profile to all requisitions in your database and ranks those that best suit that candidate. This is done by conceptually ranking the candidates to the job descriptions.

Add to my Reqs

Allows you to add a candidate to your requisitions only.

Add to an Open Req

Allows you to add a candidate to any open requisition.

Show Map

Displays a map on Mapquest to the address provided in the candidate’s profile.

ePredix

This link appears only if you have the link to ePredix for screening purposes if your systems is set up to integrate with ePredix. This shows the results of the ePredix questionnaire that the candidate took through your candidate portal.

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Candidate Profile Actions All sections of the candidate profile allow you to take individual actions on the candidate. These sections include demographic options, menu options, and section tabs. Option

Action/Steps

Add

Attach documents to the candidate profile: Click Add. Browse to the desired file, select and name the file, click Attach and then Close Window. The document name and the date it was attached appears, along with an icon to remove the document from the profile.

Take Action Menu

This menu allows you to send a candidate to your candidate cart, an Email, a letter, to a candidate folder, or for a background check.

The following sections within the candidate profile allow you to take a number of actions on the profile and for the candidate, which may vary from the items listed in the table below. Section Tab

Action

Req History

Displays all requisitions to which a candidate is associated, and their history with each of those positions. Clicking Add Activity opens a page that allows you to choose from a list of activities associated with the requisition.

Activities

Documents any type of correspondence or scheduled event in relation to the candidate. These non-requisition activities allow you the flexibility to create scheduled events or add events for historical purposes. To add an activity, click the Add Activity link. This launches a box which allows you to choose from a list of activities. The page refreshes to allow you to record information about the activity and to perform any actions associated with the activity.

Candidate Screening

Displays any assessments associated with the candidate. Clicking the title of an assessment displays the answers provided by the candidate on the assessment as well as scoring for positions that used scored assessments. You are able to complete an assessment for a candidate if it is labeled Still Needs to Take. Click on the title of the assessment to enter the answers. Once it is completed, click Submit and the assessment updates to Completed.

Skills

If populated on the candidate profile, this section populates any skills that were extracted during the Auto Profile, Email Reader, or Batch Upload processes. While the skills are added by the site administrator, this section allows you to add more skills, edit skill years and expertise level, or find requisitions that match the skills listed. The stars below the Level section indicate the years of experience for the competency. You may increase or decrease the stars (years) by clicking the double arrows.

Additional Information

Contains additional candidate information such as the referral history, desired compensation, and the candidate’s available date.

References

Documents all references the candidate supplies and allows you to track contact activity through the Add Reference link. You can also take actions on the references through Edit, Delete, and Make Candidate links available on each reference.

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Section Tab

Action

EEOC Information

If populated on the candidate profile, this section displays a candidate’s EEOC information. To record EEOC information for a candidate, click Edit and complete the information in the form for the candidate. To request the candidate view this form and voluntarily fill out this information, perform an activity requesting EEOC information in the Activities section. This section is not visible if you do not have permission to view EEOC information.

Additional Fields

Displays information that was input into the user defined fields for the candidate.

Candidate Expense

Documents any expenses that you may have accumulated while recruiting this candidate. Each expense lists the wage currency after the amount to denote an accurate amount of expense. To add an expense, click Add Expense.

Resume

Displays the candidate’s resume. Information should be in this field because it is used when performing a concept search.

Summary

Displays the candidate’s summary.

Availability

If the site administrator activates this feature in the site, this section displays the days and times a candidate is available to work.

Events

Displays all scheduled and wait listed event interview activities for the candidate. Clicking on the venue will bring you to the event profile. This is a part of the Event Scheduler functionality and may not be visible if the Event Scheduler functionality is not active in your system.

Questionnaires

Lists all of a candidate’s questionnaires that are to be completed by a recruiter, such as a prescreening questionnaire. A check to the left of the questionnaire indicates the questionnaire has been completed. Click on a questionnaire to reveal the answers to the questionnaire. Click Edit to modify the answers to the questionnaire. Required fields appear in red.

Background Checks

This section displays only if the system has background checks enabled. This section contains details and status of background checks.

Merge Activity

Tracks all candidate merge activity. Click on the date/time link of the merge and you can review the information which had been on the unsaved record as well as the kept record. This section is only visible if the candidate has been merged with another candidate record.

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Search Candidate Profiles QUICK SEARCH A Quick Search is performed on short or defined search criteria from the navbar that includes a free text box that allows you to type in the search terms after selecting one of the following search criteria in the drop down box. The options include: Search Criteria

Action

Last Name

Searches the candidate’s last name or partial last name. Note: If you are unsure of the spelling of a candidate’s last name, use the wild card. See the Wild Card section of this user guide.

First Name

Searches the candidate’s first name or partial first name. Note: If you are unsure of the spelling of a candidate’s first name, use the wild card. See the Wild Card section of this user guide.

Full Name

Searches the candidate’s full name and lists those with similar resumes by rank.

Candidate ID

Searches the candidate id field for a specific id. Note: Each candidate id is a unique number, so only one record will be returned each time it is run.

Resume

Searches for words within a candidate’s resume and also supports Boolean logic (refer to the next subsection) Example: Search for product

AND manager and it will display all candidates with both words of product and manager within their resume. CPA OR account will display candidates with a CPA or account in their resume. No Resume

Returns candidates that have the resume field blank.

Concept

The Advanced Search option also includes Engenium's Semetric, a conceptual search engine capable of finding highly relevant documents regardless of structure, content or length. These unique and robust queries move far beyond simple keyword queries by inferring the meaning of words based on the context in which they are used. Not only are conceptual relationships measured between words, but also the theme of an entire document is considered to return the most relevant matches available - all with very little effort on the user's end. This may not be available to users in some languages. Example: Search cars and it returns candidates that worked in the automobile industry and candidates with experience working on tires.

Today / Last 7, 14, 21, 30 days

Allows you to search for new candidates based on the date they were added. Example: Today

/ Last 7 / 14 / 21 / 30 days.

NOTE: CHECKING THE MINE BOX RETURNS CANDIDATES THAT HAVE YOUR NAME LISTED AS THE RECRUITER ON THE CANDIDATE PROFILE FOR ALL SEARCHES EXCEPT CONCEPT SEARCH.

Quick Search Tips: • Use lower case letters.

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• Utilize the Wild Card (%) at beginning, middle or end of a word. Example: %ski, m%ski, markow% for markowski.

M a t ch C a n d id a t e s t o R e q u i s it i o n s b y S k i l ls If the Skills feature is turned on by the site administrator, skills and expertise are populated when the information is extracted during the Auto Profile, Email Reader, or Batch Upload processes. The Skills section tab allows you to add more skills, edit the skills or find requisitions that match the skills listed in this section. Clicking Find Matching Requisitions displays the Requisition Advanced Search page. As you scroll down the page, you will notice that the skills section is populated with every skill selected; you may edit this section. This feature matches your candidate’s skills and any other criteria that you add in the Advanced Requisition Search page and displays a search results listing of requisitions, that requisitions hiring manager, department, status, the area in which is shows (ex: HR Only, Public, All Areas) and whether or not the Hiring Manager approved that requisition.

ADVANCED SEARCH Advanced search is used to layer criteria field upon field for targeted searching; you can use all the fields in conjunction with each other. The candidate advanced search defaults to the country of the location associated with your login. Please contact your Administrator if the advanced search page is not defaulting to your proper country. Also, this type of search will return a maximum of 1000 records to avoid system delays. Advanced Search

Action

Type Resume Searches

Vurv has already separated the Boolean operators. The first line is your AND operator, the second line is your OR operator, and the third line is your NOT operator, which when used, will not include the specified words. Separate each word or phrase in the fields with a comma (,).

Drop Down Menus

Select a search choice from any of the desired drop down menus.

Free Text Fields

Type in exactly what you wish to search upon in the free text fields.

Pop-Up Data Selector

Select a choice by clicking on the link next to the free text field and then select your choice from the pop up screen (this is for calendar or clock items).

NOTE: THE GO TO AIRS SEARCH STATION LINK MAY BE VISIBLE IN THE MENU AREA ON THIS PAGE FOR USERS WHO HAVE PERMISSION TO ACCESS AIRS.

Radius Search Vurv allows you to perform radius searches based upon a number of miles around the candidate’s city or zip code. Simply choose the number of miles, choose whether it is Zip Code or City, type in the value and click search. If you chose City and

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there is more than one city in the United States with that name, it will ask you to choose which state this city is in. This search will return a list of candidates within the miles defined for the location given. S a v e T h is S e a r c h Vurv allows you to save searches from the Advanced Search and Saved Searches page. To Save a search: 1. Indicate if the search will be an AutoSpot search. 2. Enter a Name for the search. 3. Indicate if you want to be notified via Email when a candidate meets the criteria in the saved search. 4. Indicate if this saved search is visible to all Vurv system users. 5. Click Save. Once a search is saved, it can be selected from the Folders and Searches drop-down list in the bottom quick access bar on the desktop. Concept Search Concept searching provides functionality that goes beyond the traditional keyword search by electronically comparing one set of descriptive text with another. Using Engenium artificial intelligence, Vurv reads every resume that is put into your database and compares it to all other resumes in your database and recognizes similarities between them to display your results. The results provided from a concept search returns the first 1000 records from the database sorted to return the closest match to the search as the first record listed. The concept search also uses and creates a synonym dictionary so that variations of words and related words are taken into account when comparing records. Click Concept Search in the upper right side of the Advanced Search and Saved Searches page, or click Concept Search these Candidates after performing an Advanced Search in order to rank the results of the Advanced Search. Concept searching can be used in conjunction with other search fields such as: • Required Words – Similar to Boolean Logic’s AND operator, will return candidates with the required words in their resume. Enter required words separated by a comma (,). • Excluded Words – Returns candidates that do not have these words in their resumes. Enter excluded words separated by a comma (,). • City – Returns candidates with the specified city on their profile. • State/Province – Returns candidates with the specified state or province on their profile. • Zip/Postal Code – Returns candidates with the specified zip or postal code on their profile. • Country – Returns candidates with the specified country on their profile. This will default to the country of the user.

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• • • • •

Recruiter – Returns candidates under the specified recruiter. Status – Returns candidates in the specified status. Current/Previous Employer or Title – Returns candidates with previous employer or title on their profile. Create Date – Returns candidates created on a certain date or between two specified dates. Available Date – Returns candidates that are available on a certain date or between two specified dates.

NOTE: THE MORE TEXT PROVIDED FOR A CONCEPT SEARCH, THE BETTER THE SEARCH PERFORMANCE. COPY AND PASTE AN ENTIRE RESUME OR JOB DESCRIPTION INTO THE CRITERIA INPUT BOX. THE CONCEPT SEARCH IS NOT AVAILABLE IN ALL LANGUAGES.

Saved Searches To Locate and Run your saved search: 1. Select a saved search from the Folders and Searches drop down menu in the bottom quick access bar. 2. Click the Right Arrow button. To Edit the saved search: 1. Click Advanced Search under the Candidates section of the navbar. 2. Scroll to the bottom of the page and click on the name of the saved search. 3. Make any changes to the saved search information. 4. Click Save. Boolean Search Vurv has all the basic Boolean operators for the resume searches. Boolean searching uses Boolean logic or Boolean operators to combine keywords to control the resulting matches. The Boolean search options are found on the Advanced Search page. The Boolean operators (AND/OR) are not casesensitive and allows you to narrow and broaden the results of your search. The Boolean operators are described below with examples: Operator

Action

AND

Use this operator to narrow your search results by requiring that documents retrieved include all your keywords. Example: If you type workplace

AND

privacy it finds documents that contain both of those words OR

Use this operator to broaden your search results by allowing documents retrieved to include any of your keywords. This technique is useful with synonyms such as

jacket or coat. Example: If you type workplace OR privacy it finds documents that contain one of those words.

A U T O SP O T An AutoSpot is a saved search that appears on My Desktop. Vurv runs this search automatically each night to check for new candidates that arrived in your database that meet the saved search criteria.

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To Add a new AutoSpot search from My Desktop: 1. Click Add AutoSpot from the AutoSpot section. The Advanced Search and Saved Searches page appears. 2. Define the search criteria. 3. Scroll to the bottom of the page and select Yes in the AutoSpot: field. The columns in the AutoSpot section have the following functionality. Column Header

Details

Saved Search Name

Click the search name to view and edit your existing search criteria.

Requisition

Click to view the requisition matching the autospot search criteria.

Matched

Click the number, which represents the total number of candidates for that AutoSpot search based on your defined search criteria, to view the results.

Auto Email

Click Y to be notified via Email each night when new candidates match your search criteria. Click N to turn off the automatic Email notifications.

Action

Click Delete to remove this saved search.

4. Enter a Name for the search. 5. Click Save.

CANDIDATE SEARCH RESULTS Ta k e A c t i o n M e n u After conducting a candidate search, regardless of type, you will be taken to a Candidate List page where you can change the columns that display the result information and perform actions to groups of candidates at one time. To Perform Group actions: 1. Place a check mark next to each candidate’s name that you would like to involve in the action or click Check All to select all candidates in the list. 2. Select an action to take from the Take Action drop down menu. Action

Description

Candidate Cart

Send selected candidate(s) to your candidate cart.

Review

Review selected candidate(s) profile(s) in a separate window without losing your search results page.

Requisition

Submit selected candidate(s) to a requisition. Select the requisition(s) you would like to submit the candidates to by placing a check mark next to the requisition title. You will be taken to the Confirmation page that informs you whether the candidates have been successfully submitted or if they are already on this requisition.

Any Time Activities

These activities can be performed at any stage when a candidate is active in the system.

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Action

Description

Send Email

Send mass Emails to multiple candidates. Place a check mark next to each candidate you would like to send an Email to, select the Email from the Take Action drop down, complete the Mass Email page, and click Send.

Folders

Create folders to keep special candidates together. Place a check mark next to each candidate you would like to add to a folder. Choose a specific folder or a New Candidate Folder from the Take Action drop down and click Send. If creating a new folder, you will be prompted to name the folder.

Create Labels

Create mailing labels from candidate’s information. Place a check mark next to each candidate you would like to make labels for, select the label size from the Take Action drop down, and click Send.

Export

Export all selected candidates’ basic contact information to a comma-delimited list. This is useful for mail merges or for importing records into programs such as Outlook as contact information.

Merge

Allows you to merge the checked candidates. By choosing this and clicking Go you are brought to the merge screen where you can compare the records and choose the information that you want to keep. Clicking Save after choosing the information that you will keep will bring you to the merged candidate profile.

Delete

With the appropriate permissions, this action allows you to delete the checked candidates. This action cannot be reversed.

3. Click Send. The Candidate List page also provides the following functions: • Check All – Click to place a check mark next to all candidates. • Uncheck All – Click to remove the check marks next to all candidates. • Change Column Heading - Click this to change the order your search results will display. • Edit – Click the Edit link next to a candidate to modify the candidate profile. • Sort by created date, city/state and status – Click the Created, City/State and Status links to sort candidates by that information. • Concept Search these Candidates - allows you to perform a concept search on the results of the previous search to rank the candidates based on the concept search criteria.

When you view a candidate profile from a search results list, you will be able to tab through the other candidate profiles without returning to the search results list by clicking the arrows which are at the top of the candidate profile. The left pointing arrow will allow you to go to the previous record, but it is not visible if you are on the first record of the series. The right pointing arrow will allow you to go to the next record, but it is not visible if you are on the last candidate of the series. In

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between the arrows, you will see the number of the candidate you are on out of the total candidates from the search results. You will also have a link Back to Search Results, which allows you to return to the main search results list without clicking the back button on the browser.

A t ta c h i n g C a n d i d a t e s t o R e q u i s i t i o n s Once you have located possible candidates, you can submit them to your requisition and then begin the hiring process. The three ways to attach a candidate to a requisition are: • From a Requisition Profile • From a Candidate Profile • From the Candidate Cart

FROM

A

REQUISITION PROFILE

When a requisition is created candidates can be added to the requisition by performing either a Candidate Concept or Candidate Skill Match. The Candidate Skill Match requires the site administrator to turn the Skills feature on in the system. To Match a candidate via Candidate Skill Match: 1. Click Candidate Skill Match from the Menu. The Advanced Search and Saved Searches page appears that allows you to select skills as search criteria to locate qualified candidates. 2. Select the skill criteria for the search by clicking the pick lists for skills that are Required and Nice to Have. 3. Click Search. The Candidate List page appears with any candidate results of the search. 4. Click the box to the left of the candidate(s) to add to the requisition. 5. Click Send to the right of the Take Action field. A confirmation page appears to indicate that the candidate(s) is/are added to the requisition. Once candidates have either been submitted or applied to your requisition they will appear on the Candidates section of the requisition profile.

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To Match a candidate via Candidate Concept Match: 1. Click Candidate Concept Search in the Menu. The Concept Search page appears with the job description pre-populated in the Search String field. 2. Complete any addition fields as search criteria. 3. Click the box to the right of Search only Candidates on the job to isolate the search to only candidates currently associated with the requisition. 4. Click Search. The Candidate List page appears with any candidate results of the search. 5. Click the box to the left of the candidate(s) to add to the requisition. 6. Click Send to the right of the Take Action field. A confirmation page appears to indicate that the candidate(s) is/are added to the requisition.

FROM

A

CANDIDATE PROFILE

When a candidate is created, a recruiter can add them to one of their requisitions or to any open requisition. To match a candidate to an open requisition: 1. Click Match to Open Reqs from the Menu. The Requisition Listing (Concept) page appears, listing all requisitions to which the candidate conceptually matches. 2. Click the box to the left of the requisition(s) to which you want to assign the candidate. 3. Verify that Send Candidates to Marked Requisitions is selected. 4. Click Send. A confirmation page appears to indicate that the candidate(s) is/are added to the requisition.

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To Add a candidate to a recruiter’s requisition: 1. Click Add to my Req from the Menu. The Requisition Listing (Assigned to Me) page appears, which lists all requisitions assign to the recruiter. 2. Click the box to the left of the requisition(s) to which you want to assign the candidate. 3. Verify that Send Checked Candidates to Marked Requisitions is selected. 4. Click Send. A confirmation page appears to indicate that the candidate(s) is/are added to the requisition. To Add a candidate to a any requisition: 1. Click Add to an Open Req from the Menu. The Requisition Listing (Open Orders) page appears, which lists all requisitions in the database. 2. Click the box to the left of the requisition(s) to which you want to assign the candidate. 3. Verify that Send Checked Candidates to Marked Requisitions is selected. 4. Click Send. A confirmation page appears to indicate that the candidate(s) is/are added to the requisition.

FROM

A

CANDIDATE CART

When a candidate is created and added to the candidate cart, they can be selected directly from the cart and added to a requisition, or they can be assigned to a requisition from the requisition profile. To Add a candidate to a requisition from the candidate cart: 1. Click the cart drop-down list. 2. Select a candidate. 3. Click Go. The Candidate List (Candidate Cart) page appears. 4. Select the box to the left of the candidate’s name. 5. Verify that Send to Requisitions is selected. 6. Click Send. The Requisition Listing page appears. 7. Click the box to the left of the requisition(s) to which you want to send the candidate. 8. Verify that Send Checked Candidates to Marked Requisitions is selected. 9. Click Send.

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A confirmation page appears to indicate that the candidate(s) is/are added to the requisition. To select a candidate from the candidate cart via a requisition: 1. From a requisition profile, click Add Candidate from Cart in the Menu. Any candidates in the cart are listed and added to the requisition. 2. Click Back to Requisition to verify that the candidates are added to the requisition.

Ta k i n g A c t i o n o n a C a n d i d a t e After a candidate has been added to the database, actions can be taken on them to move them through the hiring process. A number of actions can be taken on a candidate from the following three areas: • A Candidate List Page • A Requisition Profile • A Candidate Profile

CANDIDATE LIST PAGE After a search has been performed and candidates are ranked and listed on the candidate list page, one or more candidates can be selected and actions performed on them. To take action on a candidate from a candidate list page: 1. Check the box to the left of one or more candidates. 2. Choose an action from the Take Action field. The actions available are defined and configured by the site administrator. 3. Click Send.

REQUISITION PROFILE When a candidate is associated with a requisition, as with a candidate list page, one or more candidates can be selected and actions performed on them. To Take Action on a single candidate from a requisition profile: 1. Click Add Activity to the right of a candidate in the Candidate section of a requisition profile. The Activity Selection box appears. 2. Select an activity. 3. Click Go.

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To Take Action on multiple candidates from a requisition profile: 1. Check the box to the left of candidates on which you want to take action. Clicking Check All On This Page will select the box for all candidates on the current page. If there is more than one page of candidates, clicking Check All On All Pages selects the box for all candidates on all pages in the database. 2. Select an action in the Take Action drop-down list. 3. Click Go. To Rank candidates on a requisition profile: 1. Click Candidate Concept Search in the Menu. The Concept Searching for Candidates page appears. 2. Click the Search only Candidates on the Job box. 3. Click Search. The most common method of ranking candidates on a requisition is by clicking Search within these candidates, which allows you to perform a concept search on the candidates currently on the requisition.

CANDIDATE PROFILE When a candidate is added to the database and associated with one or more requisitions, actions can be taken from the candidate profile to progress the candidate through the hiring process. To take action on a candidate from a candidate profile. 1. Click the box the left of one or more requisitions in the Requisition History section. 2. Select a mass activity from the Take Action drop-down list. 3. Click Go.

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WORKFLOW This section intends to provide you with the basic process of creating a workflow within Vurv, which involves Stages and Activities that are executed on candidates at certain stages of the workflow. Because workflows vary, the information in this section is based on the default workflow.

Sta g e s While Vurv provides a default workflow, the site Administrator can configure the workflow for the system based on the organization’s needs. The typical hiring process involves the following activity stages: • • • • • • •

Added to Requisition Screening Send To Manager Interviewing Offer Hired Disqualified

The site administrator configures a workflow by defining activities within each of the activity categories that allows recruiters to choose and apply to a candidate on a requisition.

ADDED

TO

REQUISITION

When a candidate is associated with a requisition by either applying to a job via a career portal or added by a recruiter, their status in the hiring process is known as Added to Requisition. Activities configured by the site administrator for this stage, which typically include letters and notifications, are added to a candidate at this stage. To Add activities for a candidate from the requisition profile: 1. Click Add Activity to the right of the requisition to which the candidate has applied. The Activity Selection box appears. 2. Choose the activity to send an Email to the candidate with a description of the job to which they applied. 3. Click Go. The Action Workflow page appears. 4. Select the Candidate Email w/Job Description(s) Email template from the Pick Template drop-down list. 5. Enter a Subject in the Email. 6. Draft and format the Email content and select any attachments to include with the Email, if applicable. 7. Click Send.

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The Candidates section of the requisition refreshes to display the new stage and the columns in the requisition history section indicate date, category, and note information relative to the activity. In addition to the Candidate Email w/Job Description(s) activity, the following system activities are typically configured to execute when a candidate is added to a requisition. When the activities are executed they appear in the Last Activity column on the requisition: Activity

Function

Candidate Email w/Job Description

This activity generates an Email that you draft, format, and send to a candidate with a link of the job description.

Candidate Submitted

This activity is automatically generated by the system and records when candidates/employees submit a resume to a requisition via a career portal.

Thank You For Applying/Employee

This activity generates an Email that you draft, format, and send thanking an employee for applying to a requisition via a career portal.

User Added Cand/Emp to Req

This activity indicates when a candidate or employee is added to a requisition.

Candidate/Employee Applied

This activity indicates when a candidate or employee applies to a requisition.

Candidate/Employee Applied via Email Reader

This activity is automatically generated when a candidate or employee applies to a requisition through an Email Reader. In order for this activity to execute, it must be included in the workflow to which the requisition is associated.

Thank you for Creating Profile/Employee

This activity generates an Email that you draft, format, and send thanking an employee for creating/updating their profile in a career portal.

Thank you for Creating Profile/Candidate

This activity generates an Email that you draft, format, and send thanking a candidate for creating/updating their profile in a career portal.

Thank you for Applying/Employee

This activity generates an Email that you draft, format, and send thanking an employee for applying to a requisition from an employee portal.

SCREENING After a candidate is added to a requisition, activities can be selected to screen them for further consideration. To Add a Screening activity: 1. Click Add Activity for a candidate. The Activity Selection box appears. 2. Select Review Resume and click Go. The Action Workflow page for the activity appears.

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3. Complete the fields for the selected activity. Required fields are indicated in red. FIeld

Description

Date

Click Calendar to select a date the activity is to be completed.

Time

Click Clock to select a time the activity is to be completed.

Duration

Select the hours and/or minutes required to complete the activity.

Note

Enter any relevant notes for the activity.

Recruiter

This field defaults to your name, but can be changed by selecting any recruiter’s name from the drop-down list. Clicking Notify Outlook of activity sends a vCalendar attachment that can be added to the recipient’s Outlook calendar.

Hiring Manager

This field defaults to the manager’s name as indicated on the requisition and cannot be changed. Clicking Notify Outlook of activity places this activity on the manager’s planner.

Location

Enter any applicable location information for the activity.

4. Click Save. In addition to the Review Resume activity, the following activities are typically configured to execute when qualifying candidates for requisitions. When the activities are executed they appear in the Last Activity column on the requisition: Activity

Function

Call Candidate

This activity indicates that a recruiter has made a note to call a candidate.

Request Employment Application

This activity allows you to select an employment form that automatically generates an Email to a candidate with a link to complete the employment application, which is created by the site administrator. The candidate can click the link in the Email and complete the application.

Phone Screen

This activity indicates that a recruiter has conducted a phone screen with a candidate. When this activity executes, the candidate questionnaire is presented to the recruiter for completion.

SEND

TO

MANAGER

The only activity to be performed at this stage is to forward applicants to the hiring manager for review. The hiring manager receives the applicant’s information via Email and can either notify you if further action should be taken, can initiate actions themselves, or have a delegate perform actions on their behalf. To perform the Send To Manager activity for one candidate from a requisition: 1. Click Add Activity to the right of a candidate. The Activity Selection box appears.

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2. Select the Send To Manager Email activity. 3. Click Go. The Send To Manager Email template appears. 4. Edit the text of the Email and choose to send any attachments such as the candidate’s resume. This activity is recorded on the candidate and generates an Email to the hiring manager with the candidate’s resume in the body of the Email. The sent Email can be accessed by clicking View History to the right of the candidate in the Candidates section of the requisition profile. To perform the Send To Manager activity for multiple candidates from a requisition: 1. Select the box to the left of every candidate to be sent to the manager. 2. Select Send to Manager from the Take Action field. 3. Click Go. This action sends the selected candidates to the hiring manager in one Email. If there is no Email address for the hiring manager, you will be prompted to enter this information. To Update a hiring manager’s Email address: 1. Click the hiring manager’s name at the top of the requisition profile. 2. Click Edit Profile 3. Enter a valid Email address in the Email: field. 4. Click Save.

INTERVIEWING Vurv allows recruiters and hiring managers to participate in the interviewing process, which includes several options for scheduling interviews. The interviewing stage involves a number of activities, which may vary based on the how the site administrator configures this feature. Request Interview This activity allows you to request members of the interview team to schedule interviews at their convenience with the candidate. To Add the request interview activity: 1. Click Add Activity to the right of a candidate. The Activity Selection box appears. 2. Select the Request Interview activity. 3. Click Go. The Action Workflow page for the activity appears.

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4. Select the Interview Type, Duration, and determine if the Interviewer will receive an Email with the interview information. 5. Click Add Interviewer and choose an Interviewer. If more than one interviewer exists for the interview, as is the case with Panel interviews, the box under the interviewer’s name can be de-selected to exclude them from receiving the Email (if selected) containing the interview information. 6. Add any Interview Notes. 7. Click Save. Send Managers/Candidates Interview Info This activity sends the interviewer (manager) and candidate(s) time, date, and other information relative to the scheduled One-to-One interview(s). To Add the send managers/candidates interview info activity: 1. Click Add Activity to the right of a candidate. The Activity Selection box appears. 2. Select the Send Managers/Candidates Interview Info activity. 3. Click Go. The Action Workflow page for the activity appears. 4. Choose if the hiring manager and/or candidate will receive an Email with the interview information. 5. If necessary, click Add Interviewer and choose an Interviewer to add to the interviewing team. The recruiter associated with the requisition appears as an interviewer by default, but additional users can be added to the interview team. 6. Click Calendar and Clock to choose an interview date and time. 7. Define the interview Duration and enter the interview Location. 8. Add any Interview Notes. 9. Click Save. Send Managers/Candidates Panel Interview Info This activity sends the interviewer (manager) and candidate(s) time, date, and other information relative to the scheduled panel interview.

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To Add the send managers/candidates panel interview info activity: 1. Click Add Activity to the right of a candidate. The Activity Selection box appears. 2. Select the Send Managers/Candidates Panel Interview Info activity. 3. Click Go. The Action Workflow page for the activity appears. 4. Choose if the hiring manager and/or candidate will receive an Email with the interview information. 5. If necessary, click Add Interviewer and choose an Interviewer to add to the interviewing team. If more than one interviewer exists for the interview, the box beside the interviewer’s name can be deselected to exclude them from receiving the Email (if selected) containing the interview information. 6. Click Calendar and Clock to choose an interview date and time. 7. Define the interview Duration and enter the interview Location. 8. Add any Interview Notes. 9. Click Save. Propose Interview Times to Candidates This activity sends the candidate(s) blocks of time from which they can select an interview timeslot. These timeslots are also available for selection on career portals. To Add the propose interview times to candidates activity: 1. Click Add Activity to the right of a candidate. The Activity Selection box appears. 2. Select the Propose Interview Times to Candidates activity. 3. Click Go. The Action Workflow page for the activity appears. 4. Enter an interview Time Block Name and the duration of the interview. 5. Choose if candidate will receive an Email with the interview information. 6. Define Time Ranges for the interviews by clicking Calendar and Clock to choose the interview date and time block.

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7. Enter an interview Location. 8. Click Add New Time Range if more than one Time Block is needed. 9. Click Save. On a requisition and on My Desktop, the Interviews section is where the interviews can be tracked. By clicking the arrow next to your name, you can view your list of scheduled interviews with a status assigned to each. • Pending status indicates that the candidate is in a time block and has not chosen an interview time yet. • Scheduled status indicates that the candidate has chosen a time from a time block and is waiting for your confirmation. • Confirmed status indicates that the interview has been confirmed and you can either Complete or Reschedule interviews in this status. • Complete status indicates that the interview has been completed and it can be removed from this section; however, removing an interview from this section does not permanently delete it. Clicking the index card icon to the left of the interview displays the interview profile, where you can perform the aforementioned actions in addition to the option of deleting the interview. When completing an interview, you will have the option of skipping or completing the interview form.

Clicking the calendar icon under the Action column displays the Interview Planner page, which allows you to view the current interview activity for any Recruiter or Hiring Manager by filtering. You can view any day by clicking on the date in the calendar and enter an Email address in the Email Address field to send a copy of the planner to someone else. NOTE: THE STEPS DESCRIBED IN THE INTERVIEWS SECTION ONLY APPLY IF THE ROBUST INTERVIEW FUNCTIONALITY IS BEING UTILIZED BY YOUR SITE.

Clicking Interview Workbench from either the My Interviews section of My Desktop, or the Interviews section of a requisition profile displays the Interview Workbench. The Interview Workbench is divided into two sections: Interview Requests and Interviews, and allows you to view and manage your interviews. The Interview Requests section, which stores the request interview activities until you take action on them, offer three options for taking action on the candidates. • Decline the interview request - Check the candidates you wish to not interview, choose Decline Interview Request from the Take Action box, and click Go. • Assign candidates to a time block - Check the candidates you wish to send to a time

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block, choose Add to an Interview Time Block from the Take Action box, and click Go. • Schedule an interview directly from this section - Click Schedule to the right of a requested interview to expand the options for scheduling the interview, complete any necessary fields for the time, date, and location of the interview, and click Schedule.

The Interviews section stores the interviews for all your requisitions. This section functions in the same way as the Interviews section on the requisition profile functions with the exception that all interviews are grouped together based on the time blocks, where the Quick Scheduled section is a listing of all interviews that are not associated with time blocks. All interviews completed in this section are automatically removed from the list. NOTE: YOU CAN BE PART OF AN INTERVIEW TEAM FOR A REQUISITION ON WHICH YOU ARE NOT A RECRUITER.

Request Employment Application This activity allows you to select an employment form that automatically generates an Email to a candidate with a link to complete the employment application. The employment application is created by the site administrator. To Add the request employment application activity: 1. Click Add Activity to the right of a candidate. The Activity Selection box appears. 2. Select the Request Employment Application activity. 3. Click Go. The Action Workflow page for the activity appears. 4. Select Employment Application from the Employment Forms Type drop-down list. 5. Click Go. Request Diversity Information This activity automatically generates an Email to a candidate with a link to complete the EEO form. To Add the request diversity information activity: 1. Click Add Activity to the right of a candidate. The Activity Selection box appears. 2. Select the Request Diversity Information activity. 3. Click Go.

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Checked References (on Candidate Profile) This activity indicates that a candidate’s references have been verified. To Add the checked references (on candidate profile) activity: 1. Click Add Activity to the right of a candidate. The Activity Selection box appears. 2. Select the Checked References (on Candidate Profile) activity. 3. Click Go.

OFFERS The Offer Stage is the next stage in the hiring workflow. Once you have determined to make the candidate an offer, the following activities can be selected for a candidate: Activity

Function

Extend Offer

This activity allows you to enter details about the job offer, such as offer amount, bonus, and relocation information.

Create Offer Letter

This activity allows you to choose an offer letter template, which can be printed or Emailed from the system.

Extend Offer & Create Letter

Depending on internal business practices, Extend Offer and Create Offer Letter can be combined into one activity with the same results.

Create eOffer

If using the eOffer feature, this activity sends an Email to a candidate with a link that allows them to accept or decline the offer.

Rescind eOffer

If using the eOffer feature and an eOffer has been rescinded, this activity updates the eOffer status to Rescind.

Extend Offer To Add the Extend Offer activity: 1. Click Add Activity. The Activity Selection box appears. 2. Click Extend Offer. 3. Click Go. The Action Workflow page for the activity appears. 4. Complete the offer information. The Base Amount field has the compensation range from the requisition profile listed for reference to the right of the field. Once an activity of Offer Extended is added to a candidate profile, it initiates the offer approval process based off the values defined here. The request for approval will cycle through. This will allow

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you to document the offer information and confirm it with the hiring manager through a systemgenerated Email. 5. Choose the appropriate offer approver(s) from the Approver Selection section. The Manual field allows you to manually enter a valid Email address to request an approval. 6. Click Save. Once the hiring manager has verified the offer details and approved the offer, you can create an eOffer to the candidate. The eOffer activity provides an Email to the candidate with a link to a web interface where the candidate can access the offer letter and complete any necessary forms for the position. The candidate also has the option to accept or decline the offer from within the interface. Create Offer Letter To Add the Create Offer Letter activity: 1. Click Add Activity for the candidate to whom you want to send an offer letter. The Activity Selection box appears. 2. Choose Create Offer Letter. 3. Click Go. The Action Workflow page for the activity appears. 4. Select a letter template. 5. Draft and format the letter. 6. Click Create Letter. The generated offer letter is attached to the history of the candidate and can be seen through the View History link for the candidate on the requisition. Once you have generated the offer letter it is important to document if the candidate accepted or declined the offer. Should the candidate decline the offer, it is important to add an activity of Disqualified and document the reason why the candidate rejected the offer. You will also have an option to Offer Rescind in the event that you need to withdraw the offer from the candidate. If this activity is chosen, the Offers section of the requisition will update to reflect this change in the candidate’s status. Extend Offer & Create Letter To Add the extend offer & create letter activity: 1. Click Add Activity. The Activity Selection box appears. 2. Click Extend Offer & Create Letter. 3. Click Go.

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The Action Workflow page for the activity appears. 4. Enter a Base Amount that represents the salary. 5. Click Save. The Offer Approver Selection page appears. 6. Select the appropriate Approver(s) from the pick list(s). In some cases, a hiring manager representing a department can be selected as an approver. 7. Click Save. Create eOffer To Add the create eOffer activity: 1. Click Add Activity. The Activity Selection box appears. 2. Click Extend eOffer. 3. Click Go. The Action Workflow page for the activity appears. 4. Choose an eOffer Package and click Continue. Depending upon the settings of the eOffer package, you may be able to edit the content of the offer letter and the Email which is sent to the candidate. The following steps illustrate an eOffer package where the letter and the Email can be edited. 5. Choose a Letter Template, make any necessary changes to the body of the letter. You will have the same options to format the content of the letter as described for formatting Email templates in the Personal Email Templates section of this document. 6. Click View Letter when you have finished editing the body of the letter and you are ready to continue. This will display how the letter will appear to the candidate through the eOffer web interface.

You will have the option to either Continue or Cancel this Action. Continue allows you to edit the Email before it is sent. If the Email is not able to be edited, these buttons read Complete this Action and Cancel this Action. Complete this Action completes the eOffer and sends out the Email to the candidate. Cancel this Action cancels the creation of the letter.

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7. Clicking Continue button will bring you to the page where you can edit the Email that will be sent to the candidate. This page allows you to choose an Email Template for the Email to be sent. You have the same options to format the content of the Email and add attachments to this Email as described for formatting Email templates in the Personal Email Templates section of this document.

You will have the options to either Send Email and Complete this Action or Cancel this Action. Clicking Send Email and Complete this Action which completes the eOffer and sends out the Email to the candidate and returns to the requisition, and clicking Cancel this Action which cancels the creation of the Email.

Within the eOffer window, the candidate has the option to decline the offer. If the link to do this is clicked, the Offers section of the requisition updates to reflect this change in the candidate’s status. NOTE: THE SYSTEM DOES NOT ALLOW YOU TO CREATE AN EOFFER FOR A CANDIDATE WHO DOES NOT ALREADY HAVE AN OFFER EXTENDED OR HAS AN OFFER THAT IS PENDING APPROVAL.

In the event that your company is not using the eOffer activity, you may create an offer letter to send to the candidate.

HIRED When the candidate/employee accepts an offer, ensure that you move the candidate to the Hired stage by performing an activity of Hired/Accepted. This activity will cause several events to occur automatically. To Add the Hired activity: 1. Click Add Activity to the right of a candidate. The Activity Selection box appears. 2. Choose either Candidate Hired/ Accepted or Employee Hired/Accepted. 3. Click Go. The Candidate/Employee New Hire page appears.

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4. Click Calendar to defined the Hire Date, Start Date, and Estimated End Date (if applicable). 5. If previously defined, the Candidate’s/Employee’s Department, Manager, Location, and Base Amount is shown. 6. Click Save. The requisition status changes to Filled once all openings for the requisition are filled.

DISQUALIFIED Disqualifying candidates can be performed by selecting one of the below mass or individual activities: Activity

Function

Mass Disq - Not Min Qualified

This activity automatically updates the selected disqualified candidates with the ‘Other Candidate Selected’ disqualified reason.

Disq Cand/Email/Same Reason

This activity allows a recruiter to select a specific disqualified reason for one or more candidates and sends a disqualify Email to the candidate(s).

Disq Candidates/ Various Reasons/Send Email

This activity allows a recruiter to select various disqualified reasons for one or more candidates and sends a disqualify Email to the candidate(s).

Disq Candidates/Same Reason/Enter Call Notes

This activity allows a recruiter to select a specific disqualified reason for one or more candidates and prompts the recruiter to enter any notes.

Disq Candidates/ Various Reasons/Enter Call Notes

This activity allows a recruiter to select various disqualified reasons for one or more candidates and prompts the recruiter to enter any notes.

Disq/Internal Candidates/Enter Notes

This activity allows a recruiter to enter a disqualified reason when disqualifying an internal candidate.

Emp/Candidate Hired/ Withdraw

This activity allows a recruiter to enter a disqualified reason when an employee or candidate is hired and then withdraws.

Candidate Declines Interview

This activity allows a recruiter to enter a disqualified reason when a candidate declines an interview.

Manager Disqualified

This activity allows a recruiter or hiring manager to enter a disqualified reason when a manager disqualifies a candidate.

System Disqualified

This activity indicates that a candidate did not pass an assessment.

To Add a disqualify mass activity: 1. Place a check mark next to the disqualified candidate(s). 2. Choose Disqualified from the Take Action menu. 3. Click Go.

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The Action Workflow page for the activity appears. 4. Choose a reason for the disqualification from the list. 5. Click Save. The appropriate Email template displays and allows you to edit the Email to be sent to the candidate(s). This Email is also recorded in the candidate history. 6. Click Send to launch the Email and record it on the candidate’s history. Just as multiple candidates can be disqualified at once, you can disqualify candidates one at a time, which is ideal if there are different reasons for disqualifying candidates. To Add a disqualify activity for one candidate: 1. Click Add Activity. The Activity Selection box appears. 2. Choose Disqualified. The Action Workflow page for the activity appears. 3. Choose a Reason for the disqualification from the list. 4. Click Save. The appropriate Email template displays and allows you to edit the Email to be sent to the candidate(s). This Email is also recorded in the candidate history. 5. Click Send to launch the Email and record it on the candidate’s history.

Activities The actions taken on a candidate consist of activities that occur at different stages in the hiring process. While the activities and stages are configured by the site administrator, they are made available for you to select in drop-down lists.

INDIVIDUAL & MASS ACTIVITIES Individual activities are performed on one candidate, and typically advances a candidate to the next stage within the hiring process. Examples of individual activities include the screening and interviewing activities, such as Phone Screen and Schedule Panel Interview, respectively. Mass activities are designed to occur on more than one candidate at a time. In some cases, the mass activity requires you to provide some information to complete the activity. This will either loop through all of the candidates so you can provide different information for each candidate or bring you to one page where you can provide the information for all of the candidates at once. The mass activity provides a confirmation at the top of the page for the number of candidates about to have the action performed on them with an option to review the candidates. Examples of mass activities include sending an Email, Extending an Offer, or Sending candidates to the cart.

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NOTE: MASS ACTIVITIES ARE ACTIVITIES TYPICALLY USED TO TAKE ACTION ON MORE THAN ONE CANDIDATE AT A TIME.

A N Y T I M E & R E Q U I S I T I O N -R E L A T E D A C T I V I T I E S Any Time activities can be performed on a candidate without changing the candidate’s stage in the hiring process. Many of these activities, as well as some activities within your workflow, can be performed from the Take Action box as mass activities. Examples of anytime activities include the Disqualify and Termination activities, which can happen at any time during the hiring process. Requisition-Related activities are those that take place only when an action has occurred on a requisition, such as a candidate being added to a requisition. An example of a requisition-related activity is a letter being sent from a requisition.

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MY PLANNER The My Planner section of the navbar displays all planned events for daily and long-term tasks on one easily accessible page. The explanation of the features on this page follow the illustration.

Activities Activities display on the planner when either the site administrator configures an activity to show on your planner or if you add an activity to the planner. If a length of time is associated with the activity, then the time range is listed to the left of the activity. Certain activities, such as Call Candidate, are automatically added to your planner as a result of actions taken on candidates, managers, or requisitions. These activities will have links to the associated profile for this activity. To Add an activity to the planner: 1. Click Add Activity link. 2. Choose the type of activity you wish to add. 3. Click GO. This Activity Note page appears. 4. Complete the fields on the activity note page. 5. Click Save. To Edit an activity: 1. Click the activity you want to change. 2. Make any appropriate changes. 3. Click Save.

M y Ta s k s In addition to adding activities to your planner, you can also create tasks. To Add a task: 1. Click the New button under the My Tasks section. 2. Assign the date for this task by choosing a value from the calendar. Choose a time for this task by typing in a time value or choosing the time from the list provided when you click on the clock icon. These fields default to current date and time.

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3. Enter the task information into the Note field. 4. Click Add. To Complete a task: 1. Locate the task you want to complete in the My Tasks section. 2. Click the paper icon next to the task. This refreshes the planner page with the paper icon checked and the task crossed through. You can also complete a task by clicking it from the My Task section and clicking the paper icon next to the task in the task list. Click Purge Completed to remove any completed tasks.

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MY UTILITIES This section enables users to perform a number of actions that include uploading resumes, accessing reports, and merging duplicate profiles. To Access My Utilities: 1. Click My Utilities in the Tools section of the left navbar. The My Utilities page appears, which displays all the sections available for a recruiter to manage. The section tabs for My Utilities are listed in the table below followed by an explanation of each section. Section Tab

Details

Reports

Provides access to all the reports within Vurv.

Duplicate Search and Merge

Allows a user to search for candidates and merge a user with matching criteria from a specified creation date.

Referral Management

Allows the user to run employee referral reports based on pre-defined criteria.

Knowledgebase

Allows documents to be uploaded and shared with other system users.

Import/Export BATCH DOCUMENT UPLOAD Candidate profiles are created automatically when resumes are imported using the Batch Document Upload Tool. While this is a fast way to get many people into the system at once, it is recommended to only import 50 resumes at a time. To perform a Batch Upload: 1. Click My Utilities in the left navbar under Tools. 2. Click Batch Document Upload under the Import/Export section tab. 3. Click Yes in the security dialogue box to proceed. The Candidate Batch page appears. 4. Click +ADD > locate and select files. Hold the Ctrl key to select multiple files. 5. Click OK. 6. Select the phone types for the first and second numbers listed that are to be extracted.

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7. Select a Candidate Status, the type and name of the Source (if applicable), the Recruiter’s Name, which defaults to the user currently logged in, and enter a name for the Folder to where the extracted document(s) is sent once it/they are extracted. 8. Click Extract. A confirmation page appears. 9. Click Upload to send the document(s) to the batch folder. The uploaded candidate(s) is/are displayed on the Candidate List page where they can be selected to be sent to a requisition, the candidate cart, a folder, or have other actions taken on them. A concept search can also be performed on the candidate(s). If a folder is created for the batch upload, the uploaded document(s) can be located by selecting Manage Candidate Folders from the Folders and Searches list in the bottom quick access bar. NOTE: FILES CONTAINING GRAPHICS, SECTIONS, TABLES, OR OTHER NON-TEXT ITEMS CANNOT BE UPLOADED THROUGH THE BATCH UPLOAD TOOL AND WILL BE SKIPPED.

Repor ts This section allows you to view system or create ad hoc reports based on information within Vurv. All of the reporting functions are designed in a standard structure and only active system reports are available from the list. NOTE: IF YOU HAVE EEO PERMISSIONS ACTIVE ON YOUR LOGIN, YOU WILL ALSO HAVE ACTIVE EEO REPORTS AVAILABLE WITHIN THE LIST.

To Run a system report: 1. Select either the appropriate report from the drop down menu (i.e. Hires by Month) or click View Complete Report List & Descriptions to see all reports in the system.

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For users with permissions to view reports, the following reports are available for selection throughout the system: Reports

Details

Activities by Candidate

Lists all candidate activities.

Candidates By Source

Candidates are grouped by Department and Requisition and the number of candidates (hired and not hired) are indicated by source.

Hires By Month

Lists the candidates hired grouped by month.

Hires By Source

Lists the candidates hired grouped by source.

Hires By Vendor

Lists the candidates hired grouped by vendor.

Hires Pending Start

Shows new hires with a start date in the future.

Applicant Flow Log

Available from the requisition profile, this report is grouped by requisition job title and only contains information listed in the Master Report List. Clicking on the link in the Master Report List gives the user a message indicating the report needs to be launched from the requisition, via the View Applicant Flow Log link in the Menu. Use Export to Excel and delete the columns or hide the columns you do not need to print. Print from Microsoft Excel.

Applicant Flow Summary

Grouped by Requisition Job Title. Lists a total of candidates Not Hired vs. Hired per requisition, segmented by Gender and Ethnicity with the option of "Not Disclosed" reflecting candidates who have not completed the field on their profile. Disabled and Veteran reflect a total of people who chose "Yes" for the field.

EEO1 Report

Displays the grand totals of males and females and a total for each gender by ethnicity for each of the EEO job Categories. This is the standard EEO1 report and can be printed for EEO use.

Diversity Targets

Displays the Current Total Working Employees, Targets, Target Variance, New Hires This Month, New Hires This Year by Job Family.

Requisitions by EEO Job Category

Lists Requisitions grouped by Business Unit and EEO Job Category.

Requisitions By Location and EEO Category

Lists Requisitions grouped by Business Unit, Location and EEO Job Category.

Activities By Manager

Lists all activity history for hiring managers. Information is grouped by Hiring Manager.

Requisitions Stalled in Approval Chain

This report shows the requisitions that have an unlicensed approver in the approval chain.

Requisition Count By Recruiter

Summary report that displays the number of requisitions, number of hires, and number of candidates per recruiter.

Requisitions By Recruiter

Grouped by Recruiter. This report details by Recruiter the Requisition Job Title, Status, Status Date, Age, Department, Hiring Manager, Job Grade, Location, Full/ Part-time, Business Unit, (number of) Hired, and (number of) Candidates.

Recruiter Activity Summary

Summary report grouped by Recruiter that displays total number of activities by requisition.

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Reports

Details

Activity Summary By Type

Summary report showing the number of activities by activity type that were created for a specific time period.

Costs By Business Unit

Report displays Business Units and summarizes costs for a time period by Cost Type.

Costs By Department

Report displays Departments and summarizes costs for a time period by Cost Type.

Costs By Hiring Manager

Report displays hiring managers from the requisitions where costs exist and summarizes costs for a time period by Cost Type.

Costs By Recruiter

Report displays Recruiters and summarizes costs for a time period by Cost Type.

Cost Details - Cost Per Hire

This report is grouped by requisition and cost type and displays the Requisition, Cost Type, Number of Hires, Cost Amount, Cost Note, Cost From Date, Cost Thru Date, Cost Per Hire and Candidate (if a candidate was specifically noted on the cost).

Job Launcher Number of Candidates

This Job Launcher report displays the number of candidates sent to the job launcher. Clients that are using a job launcher to import candidates would already have data in this report.

Job Launcher Cost Per Launch

This Job Launcher report displays the cost per launch to the job launcher.

Job Launcher Cost Per Candidate

This Job Launcher report displays the cost of launching a job to the job launcher per candidate.

Print Open Requisitions

Creates a report that should be saved and imported into Word. The report can generate one page per requisition so it can be posted on a bulletin board.

Requisition Count By Department

Summary report showing count of Requisitions, number of candidates Hired and total number of Candidates on requisitions grouped by Department.

Requisitions By Department

Requisition list grouped by department.

Requisitions By Status

Requisition list grouped by status.

Time Per Stage

The period of time to advance a candidate through the stages of a placement.

Time to Hire

The period of time it took to hire a candidate.

Candidate List

Lists all candidates, interview date, interview time, interview type, status, date scheduled, phone, and Email address grouped by event.

Event List

When Event Scheduler is on in the site, this report lists the interview type and date, total number of slots, total number of confirmed slots, and total number of wait listed slots grouped by event.

Master Report Template

This is the Master Report Template for many of the reports in the system. This report template should be used to export data to Excel for further formatting. This report will not fit on one page when using the print icon.

2. Click Go. 3. Select the filtering criteria, such as Business Unit, Department, or Manager.

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4. Click Filter. No reports will display data until Filter is clicked, even if you choose no criteria for the report. The report formatting options available on the toolbar are: • Export to Excel: Allows the current report to be easily exported to Excel where it can be saved on the user’s computer and manipulated independent of the system. • Bar Graph: Allows the current report to be opened in another window as a bar graph. • Pie Chart: Allows the current report to be opened in another window as a pie chart. NOTE: THE BAR GRAPH AND THE PIE CHART ARE LIMITED IN THE NUMBER OF POINTS THEY CAN DISPLAY. A MESSAGE BOX WILL APPEAR IF THERE ARE TOO MANY DATA POINTS BASED ON THE SELECTED CRITERIA. • Print: Launches the current report as a text document in another window for printing. • Email Report: Allows you to Email the current report to anyone. You can choose the Hiring Manager or Recruiter from the list available at the right through the address book icon, or you can add your own contacts to the address book as well. You can choose to Email the report as an HTML or CSV attachment or as an embedded report in an Email template. Clicking on either of these will launch the attachment in a separate window for previewing before you send the Email. You can also upload an attachment in addition to the report. • Information: Opens up another window with the title and description of the current report. • Main List: Brings you to the main list of active reports which you have permission to use. • Filter: Refreshes the report to display the selected criteria at the top of the page.

You can also sort your report based on a field by clicking the heading which is a hyperlink above the data. Once clicked, an arrowhead will appear to indicate the direction of the sort.

AD HOC REPORTS In a case where none of the existing reports provides you with the information you need, you can create an ad hoc report. This process involves defining criteria by choosing, candidate, activity, hiring, requisition, and department information to create the report. To Create an ad hoc report: 1. Click Create your own ad hoc query. 2. Complete Step 1 by choosing the sections you want to use as reporting criteria. 3. Click Next. 4. Complete Step 2 by choosing the fields you wish to report upon from each section. 5. Click Next. 6. Complete Step 3 by completing the filter(s) for the section(s) selected in Step1. 7. Enter a name in the Saved Ad Hoc Queries section to save the query. 8. Click Create on Page to launch the results in the window, which returns a maximum of 1000 records. 9. Click Create in Excel to launch the results in a separate window and to save the results on your computer. This returns a maximum of 5000 records.

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If you have saved an Ad Hoc query, you will be able to run and edit the query from the Reports section on the My Utilities page by choosing the query from the My ad hoc queries drop down list and clicking Go. NOTE: AD HOC REPORTS ONLY GENERATE REPORTS ON STANDARD FIELDS, NOT USER DEFINED OR CUSTOMIZED FIELDS ADDED POST-IMPLEMENTATION.

To Edit a saved query: 1. Choose the query from the drop down list and click Edit. 2. Make any desired changes to the criteria. 3. Click Save. To Delete a saved query: 1. Choose the query from the drop down list and click the trashcan icon. 2. Click Go to Confirm that you want to delete the query.

Duplicate Search and Merge There are two ways to eliminate duplicate candidate profiles in Vurv: merging duplicate candidate via the View and merge candidates “Marked for Merge” link and executing a Duplicate Search and Merge. To merge candidates via Duplicate Merge Rules defined by the administrator: 1. Click View and merge candidates “Marked for Merge”. 2. Select the candidates you want to merge from the Duplicate Candidate List. 3. Click Merge. To merge candidates through a Duplicate Search and Merge: 1. Enter a date from which you would like it to search and select the desired search options in the Items to Check box. To click multiple options, hold down the Ctrl key and click the desired options. 2. Click Search. 3. Select the candidates you want to merge from the Duplicate Candidate List. 4. Click Merge. For both methods of merging candidates, after you have selected the candidates you want to merge: 1. Click the radio button beside the items that you would like to keep.

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2. Click Save. After saving your selection, the merged candidate’s profile displays in the Merge Activity section of the candidate’s profile. 3. Click on the date/time link of the merge to view the information you selected to be merged.

Referral Management The Employee Referral Program allows current employees to refer potential candidates for employment to the career portal. Vurv enables you to manage employee referral incentive payments through the Referral Management section, which is similar to the reporting tool. Referrals are added to the site through the Send Job to a Friend link on the job profile or via the ERP section of the employee portal, but are not limited to that requisition within the site. For a referral to become a candidate in the site, they must log in to the career portal and create a profile. They will be associated with any chosen requisitions automatically once the profile is created. The following referral reports are available via the referral management feature: Report

Description

All Referrals

This report lists all referrals submitted by employees for the defined date range. Payment Approved/Eligible status(es) can be updated from this report.

Approval Status

This report lists all referrals with an incentive approval status of Approved/Eligible. No action can be taken from this report.

Payment Approval

This report lists all of the candidates with an incentive approval status of Approved/ Eligible, have been hired, and have a start date of at least the number of days prior to the current date defined in the Referral Retention Terms. Referral Retention Terms are number of days a new hire must remain on the job before the referring employee is eligible for incentive payment. Referral Retention Terms are defined by the site administrator. Incentive payments are approved by clicking Hired next to the appropriate candidate.

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Report

Description

Payment Submitted

This report lists the referrals for whom a payment submission has been created within the filter date range. The candidate’s name appears as a link on the page, which can be clicked to view referral incentive approval information. A total amount of all submitted payments, based on the filtered criteria, is also displayed on this page.

Pending Referrals

This report lists individuals who have been referred by an employee, but have not logged into the site to create a candidate profile. No action can be taken on these referrals as they are not candidates.

To View Referral(s): 1. Choose a referral report from the drop-down list under the Referral Management tab in My Utilities. 2. Click Go. The chosen referral report page appears. 3. Enter filter criteria and click Filter. The updated report appears. NOTE: ONCE YOU HAVE RUN A REFERRAL MANAGEMENT REPORT FROM MY UTILITIES, A NEW REPORT CAN BE EXECUTED FROM THE CURRENT REPORT BY CHOOSING FROM THE DROP-DOWN MENU AND CLICKING GO.

A ll R e f e r r a l s This report lists all referrals created by an employee for the defined date range. Any names appearing as hyperlinks indicate that a profile exists for that candidate. To View/Complete a Referral: 1. Choose All Referrals from the drop-down list in the Referral Management section of My Utilities or the report drop-down menu on a current report page. 2. Click Go. The All Referrals report appears. 3. Type in a full name for Candidate to limit results. 4. Define a From and To date range.

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5. Click Filter. The updated report appears. 6. Click the candidate name link to approve or reject the referral incentive payment. The Employee Referral Program Approval page appears. If no previous approval status exists, you can update that status, otherwise, the previous approval information displays. The referred candidate’s profile can be viewed by clicking their full name in the candidate information section. 7. Choose an Approval Status for the incentive payment. 8. Choose the ERP Type if the referral incentive is approved or Ineligible Reason if it is rejected. 9. Type any appropriate Notes. 10. Click Submit. The status of the referral incentive is updated. When the candidate is hired to a requisition and completes 90 days of employment, they will be listed on the Payment Approval report that allows the referring employee to be paid a referral incentive. NOTE: UNLESS YOU HAVE THE APPROPRIATE PERMISSIONS TO DO SO, YOU WILL NOT BE ABLE TO APPROVE OR REJECT A REFERRAL INCENTIVE PAYMENT.

A p p r o v a l Sta t u s This report lists all employee referrals incentive payments with an approval status of Approved/ Eligible. No action can be taken from this report. To View an Approval Status: 1. Choose Approval Status from the drop-down list in the Referral Management section of My Utilities or the report drop-down menu on a current report page. 2. Click Go. The Approval Status report appears. 3. Type in a full name for Candidate to limit results. 4. Define a From and To date range. 5. Click Filter. The updated report appears.

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Payment Approval This report allows you to record the amount to be paid to the employee for the referral incentive and the amount is only able to be entered after the candidate remained on the job beyond the number of days defined in the Referral Retention Terms by the site administrator. To Record a Referral Incentive Payment Amount: 1. Choose Payment Approval from the drop-down list in the Referral Management section of My Utilities or the report drop-down menu on a current report page. 2. Click Go. The Payment Approval report appears. 3. Type in a full name for Candidate to limit results. 4. Define a From and To date range. 5. Click Filter. The updated report appears. 6. Click Hired next to the appropriate candidate. The Payment Form appears. 7. Enter the referral incentive amount. 8. Type any appropriate comments on the referral Payment Form. 9. Click Submit. Payment Submitted This report lists the referrals for whom a payment submission has been created within the filter date range. To View the Payment Submitted Report: 1. Choose Payment Submitted from the drop-down list in the Referral Management section of My Utilities or the report drop-down menu on a current report page. 2. Click Go. The Payment Submitted report appears. 3. Type in a full name for Candidate to limit results. 4. Define a From and To date range. 5. Click Filter. The updated report appears. To view the details of a referral, click the candidate’s name link.

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Pending Referrals This report lists individuals who have been referred by an employee, but have not logged into the site to create a candidate profile. No action can be taken from this report. To View the Pending Referrals Report: 1. Choose Pending Referrals from the drop-down list in the Referral Management section of My Utilities or the report drop-down menu on a current report page. 2. Click Go. The Pending Referrals report appears. 3. Type in a full name for Candidate to limit results. 4. Define a From and To date range. 5. Click Filter. The updated report appears.

KnowledgeBase KnowledgeBase allows you to upload documents and questions and answers that you need to share with other users in the system. It stores these items in the Engenium database, which also allows you to search through documents that other users have uploaded. When you find a document you need to use, you can save the document to your computer. To Add a Document: 1. Click Add Document. 2. Name the file and click Browse to find the file on your computer. 3. Choose a source for the document from a drop down list of sources. 4. Choose a category for the document from a drop down list of categories. The sources and categories are defined by the administrator. 5. Choose a rating for the document (the order in which it will be displayed). 6. Click Upload to upload the document to the system. To Add Q & A: 1. Click either the Add Q & A link from the Upload Knowledgebase Document page or from the Knowledgebase section of My Utilities. 2. Complete the Knowledgebase Q & A page.

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3. Click Upload if you uploaded a document. If you have several questions and answers which you wish to upload to the system, you can upload all of them at once. This is done by creating a document in a specific format where the question is on one line with “Q:” immediately before the question and the answer on the line below the question with “A:” immediately before the answer on the line. Once you have placed all of the questions and answers in this format within a document, you can then upload the document by using the options on the top half of the screen and leaving the options on the bottom half of the screen blank. -Or4. Create one question and answer at a time by leaving the top portion of the page blank, completing the bottom portion of the page, and clicking Save. To Perform a Knowledgebase Advanced search: 1. Click KnowledgeBase Advanced Search. 2. Enter search criteria in the Concept field. 3. Choose to narrow down your search by selecting criteria for Source, Category, and Rating. 4. Click Search. If you do not enter any criteria, you will receive a message informing you that you need to select criteria. NOTE: BECAUSE THE KNOWLEDGEBASE UTILIZES THE CONCEPT SEARCH TECHNOLOGY, THIS FEATURE WILL NOT BE AVAILABLE IN CERTAIN LANGUAGES.

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ASSESSMENTS Assessments, which are configured by the site administrator, can be added to requisitions to help qualify candidates. This section allows you to add candidate assessments to a requisition. As opposed to questionnaires, which are completed by recruiters (about candidates) as an activity in a workflow, assessments are tools recommended to score and weigh candidate's responses to direct questions that qualify them for specific open requisitions. To capture candidate's responses to additional free-text oriented questions, we recommend the use of other tools within the application, such as User Defined Fields (UDFs) . To Add an Existing assessment to a requisition: 1. Click Add Assessment from the Assessments section of a requisition. The Assessment Search page appears where you can search for an existing assessment that may be relevant to the requisition. 2. Select a Topic to search by or choose All. Entering a question or answer as search criteria can help locate a specific assessment. 3. Click Go. Any assessments matching the selected topic appear. If All was selected for the topic, a list of all active assessments appear. 4. Click Use this Assessment to use one of the existing assessments in the list. However, you will not be able to edit the assessment. If Clone this Assessment is selected, you can modify and rename the existing assessment without creating a new one. The Assessment Details page for the assessment appears and allows you to make any changes to the assessment. 5. Enter a Name for the assessment (if applicable). 6. Select one or more Countries for which the assessment is applicable. 7. Enter Opening Text for the assessment. 8. Designate if candidates or employees should see the assessment. 9. Select whether the assessment is shown on the calendar of events for qualified candidates. 10. Determine the passing score (available after the assessment has been weighted). 11. Enter Qualified Completion Text, which is text that appears to a candidate when they complete the assessment. 12. Enter Disqualified Completion Text, which is text that appears to a candidate if they are disqualified from a requisition based on their assessment score.

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13. Click Auto-Weight this Assessment. 14. The percentages and Question Weight for the assessment questions are weighted automatically. If Auto-Weight This Assessment is not selected, questions can be weighted manually by entering the question weight in the Question Weight field. Also, a selection can be made to disqualify a candidates if the incorrect answer is given for a question. 15. Click Save. 16. Click Return to Requisition from the Menu. The assessment is added to the requisition and can be selected for editing. When candidates complete the assessment, clicking Show Candidate Rankings displays how candidates who have completed the assessment rank among each other, and clicking Score Candidates displays the scores received by a candidate that may have completed the same assessment on a different requisition. To Create a New assessment: 1. Click Add Assessment from the Assessments section of a requisition. The Assessment Search page appears. 2. Click Add New Assessment from the Menu. The Requisition Assessment Details page appears. 3. Select a Topic to which the assessment will be associated. The topics available for selection are defined and configured by the site administrator. 4. Enter an Assessment Name. 5. Select one or more countries for which the assessment is applicable. 6. Enter Opening Text for the assessment. 7. Designate if candidates or employees should see the assessment. 8. Select whether the assessment is shown on the calendar of events for qualified candidates. 9. Determine the passing score (available after the assessment has been weighted). 10. Enter Qualified Completion Text, which is text that appears to a candidate when they complete the assessment. 11. Enter Disqualified Completion Text, which is text that appears to a candidate if they are disqualified from a requisition based on their assessment score. 12. Click Save. The assessment profile appears, which is where questions are added to an assessment, and assessments are edited and weighted. To Add questions to the assessment: 1. Click Add a Question to This Assessment from the menu.

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The Add a Question page appears and displays a list of topics that can be selected as criteria to search for existing questions. 2. Select a topic in the By Topic list. 3. Click Go. A list of existing questions for the selected topic appears. 4. Click a question from the list. The Update Answer page appears, and allows the answer to the selected question is defined. 5. Edit the existing answer(s) to the question and click Save Answer. If the answer does not require editing, click Done. The question is added to the assessment. -Or1. Click Add New Question at the top left portion of the Add a Question page. 2. Create a question and determine the question type. Based on the question type, different options are available to configure the answers. If the question is True/False, the Correct and Incorrect answers must be defined. A multi-select question, which is only available for multiple choice question types, allows more than one answer to be defined and the administrator to determine if a correct answer is required. 3. Click Go. 4. Define an answer for the question. 5. Click Save Answer to define additional answers or click Done if no additional answers are required. The assessment profile appears with the question added to the assessment. Clicking Edit Answers allows the answers to be changed and clicking Delete removes the question from the assessment. Once questions have been added to assessments, the assessment can be edited and weighted. To Edit an assessment: 1. Click Edit/Weight Assessment from the Menu. 2. Make any desired changes to the assessment. If the assessment is scored, a Passing Score can be selected and a selection made to show the score to the candidate. 3. Click Auto-Weight this Assessment.

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The percentages and Question Weight for the assessment questions are weighted automatically. If Auto-Weight This Assessment is not selected, questions can be weighted manually by entering the question weight in the Question Weight field. Also, a selection can be made to disqualify a candidates if the incorrect answer is given for a question. 4. Click Save. The Assessment Profile page updates to indicate the score required to pass the assessment. Clicking Return to Assessment List displays the assessment list where an assessment can be inactivated by clicking Active. To Delete an assessment: 1. Click Delete this Assessment from the Menu. 2. Click OK to confirm that the assessment is to be deleted. NOTE: AN ASSESSMENT ENTITLED “ERP ASSESSMENT” IS LISTED IN A TOPIC ENTITLED “EMPLOYEE REFERRAL PROGRAM”, AND IS A PART OF THE SYSTEM’S DEFAULT SETTINGS. IF THIS ASSESSMENT IS REMOVED OR RENAMED, NO QUALIFYING QUESTIONS ARE DISPLAYED TO THE EMPLOYEES THAT ACCESS THE REFERRAL PROGRAM SECTION OF AN EMPLOYEE CAREER PORTAL.

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