Performing Applicant and Profile Searches

Click to access the Recruiting Home Page.

Click to access the Browse Applicants Page.

Click to access the Saved Searches Page

Use the Search Applicants Page: Quick Search Tab to perform a basic database search that looks for selected values in specific applicant data fields. It does not search any job application fields.

Use the Search Applicants Page: Keyword Search Tab to search for applicants based on keywords that appear in the applicant's resume or job application

Use the Search Applicants Page: Advanced Search Tab to search for applicants using a broad set of search criteria fields, including general applicant data (such as the applicant type or status) and data in the job application.

Use the Search Applicants Page: Profile Match Tab to search for applicants, employees, job openings, and non-person profiles with profile data that matches a specified applicant, employee, job opening, or non-person profile.

This tab is visible only if the Allow Profile Utilization field on the Recruiting Installation - General Page is set to Yes.

Select this check box if you want to see only the applicants that are attached to job openings where you are either the originator or part of the hiring team. Applicants that you enter into the system are not considered your applicants unless they are associated with one of your job openings.

If the check box is not selected:

• Under standard applicant security, all applicants in the system are potential search results.

• Under enhanced applicant security, the only additional applicants that the user has access to are applicants who applied without a job opening.

  See Understanding Enhanced Applicant Security.

On the Quick Search tab, which is most useful for finding known applicants, this check box is initially deselected.

To search by name, enter a full or partial first name or last name.

Choose an applicant status to use as search criteria. The default value is the status identified as the default applicant status on the Status Area Page. As delivered, the default status is Active

Select Employee, External Applicant, or Non-Employee.

Non-employees are applicants who, although not current employees, already have data in the PeopleSoft HCM system.

To limit the search to applications that were received within a specific time frame, select one of these time frames: 010 - Today, 020 - Yesterday, 030 - Last 3 Days, 040 - Last Week, 050 - Last 2 Weeks, 060 - Last Month, 070 - Last Year,, or 080 - View All

Enter a date range for searching based on when an application was received.

When you enter a job opening ID, the search results include only applicants who are associated with that job opening.

For security reasons, the system does not allow users to prompt for applicant IDs. To search for an applicant using the applicant ID, type the ID into this field.

Click to run the search.

Click to restore the default search criteria. The system selects the Search My Applicants check box, restores the default value to the Applicant Status field, and clears all other fields.

Before performing a group action, use this check box to select the applicants to which the group action applies.

Displays the applicant’s name. Click the link to access the Manage Applicant Page.

Displays the applicant’s unique identifier.

Displays External Applicant, Employee, or Non-Employee.

Displays the applicant’s overall status (not the applicant’s disposition for any particular job opening).

Displays the applicant’s primary phone number, if one exists.

Displays the applicant’s primary email address, if one exists.

Displays the date of the applicant’s most recent application.

Displays the number of jobs that the applicant has applied for. The count does not include any applications in draft status such as unsubmitted applications that the applicant started in Candidate Gateway.

Click to display a menu of actions that you can perform for the applicant shown in the row. The following actions are available in this context:

• Add Applicant to List

• Change Applicant Status

• Forward Applicant

• Link Applicant to Job

• Send Correspondence

See Understanding Actions for Managing Applicants.

Use these links to select or deselect grid rows so that you can perform group actions on the selected rows.

Click to display a menu of group actions that you can perform for the selected applicants. The list of available group actions is the same as the list of actions that are available from the Actions menu for a single row.

To run a saved search, first select the search from this drop-down list box.

The list of available saved searches includes only keyword searches. The list includes public searches as well as private advanced searches that you created.

Click to run the saved search that you selected.

Enter any words or phases that you want the system to look for in applicant's resumes. The system searches for the keywords in the application data and in any attached resume file.

Click to view tips for constructing keyword searches. For example, the tips explain how to search for phrases and how to indicate whether you want to search for applications with all keywords or any keyword.

To limit the search to applications that were received within a specific time frame, select one of these time frames: Within Last Day, Within Last Week, Within Last Month, Within Last Year, and Anytime.

Click to perform the search.

Click to save your search criteria.

Click to restore the default search criteria. The system clears the Keywords field and sets the Application Received field to Anytime.

Displays a score that represents how closely the application matches your search criteria.

Displays the Employee Referral icon if the applicant was referred by an employee.

Click to open a new window that displays the Application Details Page, where you can review the applicant's complete job application.

Click to open a new window that displays the applicant's resume.

• If the resume is an attachment, the file opens in the new window.

• If the resume was entered into the Resume Text field in the application, the new window displays the Applicant Resume Page.

• If no resume exists for a particular applicant, then this column is blank.

If none of the applicants in the grid have resumes, the entire Resume column is hidden.

Click to access the Application Report Options Page, where you can choose report parameters and then generate an application details report.

Click to display a menu of actions that you can perform for the applicant shown in the row. The following actions are available in this context:

• Add Applicant to List

• Change Applicant Status

• Forward Applicant

• Link Applicant to Job

• Send Correspondence

See Understanding Actions for Managing Applicants.

Use these links to select or deselect grid rows so that you can perform group actions on the selected rows.

Click to display a menu of group actions that you can perform for the selected applicants. The list of available group actions is the same as the list of actions that are available from the Actions menu for a single row.

Click this button, which appears below the search results after you perform a search, to save the search results (not the search criteria) for auditing and statutory reporting purposes. When you save results for compliance, the results set cannot be deleted.

There is a setting on the Recruiting Installation - Jobs Page page that can force saving when the search criteria includes a job opening.

To run a saved search, first select the search from this drop-down list box.

The list of available saved searches includes only advanced searches. The list includes public searches as well as private advanced searches that you created.

Click to run the saved search that you selected.

Click to perform the search.

Click to save your search criteria.

Click to restore the default search criteria. For advanced searches, clicking this button sets the Find Applicants Matching field to All Search Criteria, selects all of the check boxes in the Applicant Type group box, and clears all other fields and check boxes.

Select this check box if you want to see only the applicants that are attached to job openings where you are either the originator or part of the hiring team. Applicants that you enter into the system are not considered your applicants unless they are associated with one of your job openings.

If the check box is not selected, the system looks at all applicants that match your search criteria, including applicants who applied without a job opening.

On the Advanced Search tab, which is most useful for finding applicants based on their qualifications, this check box is initially deselected.

Choose whether applicants must match All Search Criteria or Any Search Criteria. The default value is All Search Criteria.

Enter a date range for searching based on when an application was received.

Select a job family; the system searches for applications that list this job family.

Applicants who apply using Candidate Gateway cannot include job families in their applications. The only page where you can associate applications with job families is the Application Details Page .

Select a recruiting location; the system searches for applications that specify this location as either a first or second choice location.

Enter geographical search criteria; the system searches for applicants with addresses in the country, state, and city that you specify.

Select a referral source. The system limits the search results to applications that are associated with the specified source.

Select a referral subsource. The options in this field depend on the referral source that you selected.

Enter any words or phases that you want the system to look for in applicant's resumes. The system searches for the keywords in the application data and in any attached resume file.

Click to view tips for constructing keyword searches. For example, the tips explain how to search for phrases and how to indicate whether you want to search for applications with all keywords or any keyword.

Select the check boxes next to the types of applicants to include in the search. Options are:

• External Applicant

• Employee

• Non-Employee

By default, all three check boxes are selected.

Select the check boxes for any applicant statuses to be excluded from your search results.

Regardless of which check boxes you select, the search results include only applicants with the statuses that were included in the index based on settings on the Build Search Index Settings Page. For example, if the index includes only active applicants, but you attempt to search for inactive applicants by excluding all statuses other than Inactive, then the search results will be empty.

When you enter search criteria, you can optionally import profile-related search criteria from a profile that you choose. To do this, use the Profile Criteria From field to select the type of profile to use. The available options depend on the profile integration settings on the Recruiting Installation - General Page:

• Job Opening is always available.

• Profile (non-person profile) is available only if Allow Profile Utilization is set to Yes.

• Employee is available only if Person Profile Integration is set to Yes.

Depending on your selection, either the Job Opening ID, Employee ID, or Profile ID field appears so that you can identify a the specific profile to use.

This field appears only if you select Employee ID in the Profile Criteria From page.

Select an employee ID, and the system enters items from the employee's primary person profile into the profile-specific search criteria fields on this page.

Standard profile security applies, preventing users from selecting profiles unless they have security access to the profile.

This field appears only if you select Job Opening in the Profile Criteria From page.

Select a job opening ID, and the system enters items from the job opening's profile into the profile-specific search criteria fields on this page. This occurs regardless of whether profile utilization is activated on the Recruiting Installation - General page.

If the Enforce Search Save field on the Recruiting Installation - Jobs Page is set to Yes, then users are forced to save their search criteria any time they perform a search where a job opening ID is specified. Additionally, after saving the criteria and performing the search, the system displays a message reminding the user to save the search results using the Save for Compliance button at the bottom of the page.

Entering a job opening ID causes three additional check boxes appear immediately below the Job Opening ID field. Advanced Search tab. Use these check boxes to indicate how to use the job opening in the search.

This field appears only if you select Profile in the Profile Criteria From page.

Select a non-person profile, and the system enters items from the profile into the corresponding search criteria fields.

Select this check box to limit search results to applicants who are associated with the job opening.

Select this check box to search for employees whose applications list the job family to which the selected job belongs.

Applicants who apply using Candidate Gateway cannot include job families in their applications. The only page where you can associate applications with job families is the Application Details Page .

Select this check box to search applicant resumes for words that are in the primary job posting title.

Use this field to search for specific text in the Job Title and Employer Name fields of applicants' work experience records.

All fields after the Work Experience field correspond to profile content types that are used in Talent Acquisition Manger. If you selected a profile to use to prepopulate these fields (using the Job Opening ID field, the Employee ID field, or the Profile ID field), the system copies data from the source profile into the corresponding search criteria fields.

The profile content fields that appear are the ones that:

• Belong to the primary person profile type that you define on the Assign Profile Type Defaults Page in PeopleSoft Human Resources Manage Profiles.

• Are configured for use in recruiting on the Content Section Configuration – <Content Type> Page.

• Are configured for searching on the Content Section Page in the Profile Types component.

To run a saved search, first select the search from this drop-down list box.

The list of available saved searches includes only profile match searches. The list includes public searches as well as private advanced searches that you created.

Click to run the saved search that you selected.

Select the type of profile that you want to match: Applicant, Employee Job Opening , or Non Person. Non person profiles are the profiles associated with job codes and position numbers.

Employee is available only if the Person Profile Integration field on the Recruiting Installation - General Page

Enter the unique ID for the object that you want to match.

The label for this field depends on the type of object. For example, if you search based on a job opening, the label is With Job Opening ID.

For security reasons, you cannot prompt for applicant IDs; instead, you must manually enter the ID.

When selecting an employee ID, recruiting administrators can select any employee. Other users can select only their own employee ID and the employee IDs of their direct reports, if any.

If the Enforce Search Save field on the Recruiting Installation - Jobs Page is set to Yes, then users are forced to save their search criteria any time they perform a search where a job opening ID is specified. Additionally, after saving the criteria and performing the search, the system displays a message reminding the user to save the search results using the Save for Compliance button at the bottom of the page.

Select the type of profile that you are searching for: Applicants, Employees, Job Openings, or Non Persons

For example, if you are searching for employees that match a particular job opening, then select Employee

If you are matching a non-person profile, the only available options are Job Opening and Non Person.

Click to perform the search.

Click to save your search criteria.

Click to restore the default search criteria.

Before clicking the Compare button, use this check box to select the rows to include in the comparison.

If you searched for applicants, you also use this check box to select which applicants to include in a group action.

Displays a score that represents how closely the application matches your search criteria.

If you searched for employees with profiles similar to a specific job opening, or for job openings that are similar to a specific employee ID, the search results grid includes the Invite Application column. Click the icon in this column to send the employee an email invitation to apply for the job opening. The text of the email comes from the HRS_INVITE_APPLICATION generic template. Only employees for whom you have email addresses can be invited to apply.

Until the employee applies, there is no applicant record for the employee, and you cannot perform any recruiting actions related to the employee.

Use these links to select or deselect grid rows to include when you perform a group action or compare profiles.

The Group Actions related action menu appears only if you searched for applicants. Click to display a menu of group actions that you can perform for the selected applicants. The list of available group actions is the same as the list of actions that are available from the Actions menu for a single row.

Click to access the Compare Results page, where you can see detailed information about each content item in the source profile and you can see how well each selected profile matches each content item.

Click to return the page from which you accessed this page.

Click to access the Recruiting Home Page.

Click to access the Browse Job Openings Page where you can search for job openings using a combination of keyword searching and faceted filtering.

Click to display the Search Applicants Page, which offers additional applicant search options.

Click to access the Create Applicant Page, where you start the process of creating a new applicant record.

Click to change the content and layout of the toolbar.

Use the text field under the toolbar to enter search terms, then click the Search icon to perform the search. The system looks for the keyword in the applicant record and in the application details, including the applicant’s resume.

Keyword search criteria is not listed with the currently active filters (in the area just below the keyword search field), so there is no corresponding Remove Filter icon. Instead, you clear the search directly in the text field.

Above the Applicants grid, the page displays your currently active filters. Click the Remove Filter icon next to an active filter to remove the filter.

Click to remove all field-based filters. Clicking this link does not clear the keyword search filtering.

Use this field to filter based on the applicant type: External Applicant, Employee, or Non-Employee.

Use this field to filter based on the applicant status.

This field offers hierarchical filtering based first on the applicant’s country, then state or province, then city.

This field offers hierarchical filtering based first on the year that the application was created and then, after you select a year, based on the month that the application was created.

The search and filtering capabilities of the Browse Applicants page are powered by the PeopleTools Search Framework and its underlying search engine. Therefore, the Applicants grid on this page observes any system-wide setting that sets the maximum number of search results. This page has an additional restriction limiting the grid to 300 applicants, even if the system-wide maximum is higher.

If more than 300 applicants meet the current search criteria, this message alerts the user to the fact that there are additional applicants who are not displayed.

Click the applicant name to access the Manage Applicant Page.

The Email icon appears if the applicant record includes a primary email address. The system displays the actual email address as mouseover text for the icon.

Click the icon to access the Send Correspondence Page to send email (or a letter) to the applicant. If a user does not have authorization for the Send Correspondence component, the user’s default email client is opened instead.

Displays the number of jobs for which the applicant has applications.

All job openings are included, even if they are closed or if the user does not have security access to the opening. If the applicant applied more than once to the same job opening, that opening is counted only once.

Applications not linked to a job opening are not included in the count, nor are unsubmitted (draft) applications

Displays the job opening ID and title for the applicant’s most recent application. Click the link to access the Manage Job Opening Page.

Click to access the Manage Application Page, where you can review and manage activity related to a single applicant for a single job opening.

Click to access the Application Report Options Page, where you can choose report parameters and then generate an application details report.