Understanding Applicant Records
This overview discusses:
Applicant record creation.
Applicant-related data.
There are four ways that applicant records are created in the system:
Recruiting users manually enter applicant data on the Create Applicant Page.
Applicants use Candidate Gateway to submit an application.
See Applying for Jobs and Using Fluid Candidate Gateway to Apply for Jobs.
Applicants send their resumes to an email address, and a third-party resume reader reads the resume text, converts the text to data, and creates the applicant record.
See Loading Resumes.
Resumes that are received from third-party staffing suppliers (such as job boards and recruitment agencies) are processed through the Open Integration Framework.
See Managing Resumes.
Note: Use the Manage Applicant page: Applicant Data Tab to view and update existing applicant data, regardless of how that data entered the system.
Applicants are associated with three types of data.
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Type of Data |
Description |
|---|---|
|
Applicant Data |
Applicant data refers to data that remains constant across all of an applicant’s job applications. This includes data such as the applicant’s name, contact information, gender and ethnicity, citizenship, and so forth. The system also treats references as applicant data, which means that applicants are not able to supply different references for different job applications. Applicants use Candidate Gateway to supply this information. In Talent Acquisition Manager, users enter data for a new applicant on the Create Applicant Page. After the record has been saved, uses view or update data on the Manage Applicant page: Applicant Data Tab. |
|
Application Data |
Application data refers to information that an applicant provides when applying for a job. A single application can be associated with one job opening, many job openings, or no job openings. Application data includes information such as job preferences, work experience, and qualifications. Applicants use Candidate Gateway to supply this information. In Talent Acquisition Manager, users enter application data on the Application Details Page. By default, new applications for applicants include data from previous applications (and, for internal applicants, from the employee’s human resources records). Changes to one application do not affect existing applications. Note: Two types data that are shown on the Application Details page are actually stored at the applicant level rather than the application level: personal information and non-resume attachments. This means that if you add or update these types of data in one application, the changes carry over to all of the applicant’s applications. |
|
Recruiting Data |
Recruiting data has to do with the relationship between an application and a job opening. Recruiting data includes data related to dispositioning, screening, routing, interviewing, making offers, and preparing applicants for hire. Talent Acquisition Manager users can manage the recruiting process from many different pages. The Manage Application Page provides a central place for managing activity related to a single applicant for a single job opening (or for an application without a job opening). |
Note: Several recruiting pages include an Other Actions menu with submenus for Application Actions and Recruiting Actions. Applicant Actions refer to actions that affect applicant data, including changing the applicant status or sending correspondence. Recruiting actions can relate to either application data (for example, the Edit Application Details action) or to recruiting data (for example, the Edit Disposition and Prepare Job Offer actions.) On the Manage Applicant page, recruiting actions and some application actions are available from the Applicant Activity Grid. Other applicant actions are available as toolbar buttons.
Applicant Data
On the Create Applicant page, applicant data is organized into four sections:
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Section |
Description |
|---|---|
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This section includes basic identifying information about the applicant, including contact information. You must supply a First Name and Last Name before you can save the applicant record. If you enter an employee ID in the personal information section before you save the record, the system automatically copies certain employee data into the applicant record and also sets the applicant type to Employee. |
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The Create Applicant page displays the Applications section only after you save the applicant record. The Applications section lists applications, which contain information about the applicant’s qualifications and job preferences. Click an application to access the Application Details Page. The system always creates an initial application on first save, but you can create additional applications from the Applications section. Each application can be linked to one or more job openings, or to no job opening. Note: The Applications section appears only on the Create Applicant page. After you create the applicant, the other sections listed in this table appear as subsections on the Manage Applicant page: Applicant Data tab. But the Application section does not appear there. Instead, you access application data from Manage Applicant page: Applicant Activity tab, where you manage the recruiting process. |
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This section lists the applicant’s references and supplies a mechanism for sending a reference request. Applicants are instructed to enter the reference information using Candidate Gateway. Applicants who are not registered Candidate Gateway users are supplied with logon credentials so that they can create an account that will associated with the correct applicant record. |
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This section lists eligibility and identity information that may be required to comply with local or country regulatory requirements. Eligibility and identity information includes, but is not limited to, data such as national IDs, citizenship, visa and work permits, bank accounts, disabilities, and accommodation requests. This section is visible only to recruiting administrators. |
Application Data
An applicant can have an unlimited number of job applications. Each application can be linked to one or more specific job openings, or to no job opening.
Use the Application Details page in Talent Acquisition Manager to enter or view application data. The Application Details page is a single page that includes all possible application data sections.
When applicants apply using Candidate Gateway, the organization and presentation of the application data fields is different, and a resume template controls which sections are shown during the application process.
The Application Details page includes these types of data:
|
Section |
Description |
|---|---|
|
Resumes |
An application can include a resume attachment or resume text that is entered directly in the system (either on this page or in Candidate Gateway). Rich text editing is available for formatting resume text. |
|
Attachments |
An application can include cover letters, transcripts, references, or any other attachments that are relevant to the job application. Note: Non-resume attachments are stored as applicant data, so changes made to one application carry through to all applications. |
|
Job Openings |
An application can be associated with one or many job openings, or none. The application can also be associated with job families. |
|
Personal information |
Personal information includes a disability code, eligibility to work in the U.S., and information about previous employment with your organization. The system does not verify any of this data. Note: Personal information is stored as applicant data, so changes made to one application carry through to all applications. |
|
Preferences |
Preferences include information such as the employee's preferred start date and schedule, willingness to relocate or travel, geographic preferences, salary requirements, and shift preferences. |
|
Referral source |
The referral source tracks how the applicant learned of the job opening and, in the case of employee referrals, identifies the referring employee. |
|
Work experience |
Work experience entries include the employer name, the employment start and stop date, the ending job title, salary information, the employer's contact information, and any freeform comments. |
|
Education level |
This is a single entry for the applicant's highest education level. The applicant screening process looks at this data in conjunction with the work experience data to see if the applicant has the amount of experience that is required for applicants with the specified level of education. For details about the applicant's degrees, areas of study, or other education background, use the appropriate profile content type. |
|
Qualifications (profile content types) |
The Application Details page includes a grid for every content type in the system's primary person profile. Use these grids to add specific content items to the application. Examples of delivered content types include competencies, degrees, licenses and certifications, and language skills. On the Content Section Configuration – <Content Type> Page, content types can be configured to prevent applicants from adding content items. For example, when an applicant applies using Candidate Gateway, you might want them to rate themselves on the job opening’s competencies rather than choosing for themselves which competencies to add to the application. The restriction against adding content items does not apply when a Talent Acquisition Manager user enters application data, but to help the user add the appropriate content items, the Application Details page includes an Import Rateable Profile Items button for bringing in the content items that are associated with the any job openings included in the application. |
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(USF) Priority placement |
Priority placement data can give applicants preferential consideration during the screening process. |
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(USF) Federal preferences |
Use this section to record additional federal preference information |
Recruiting Data, Dispositions, and Draft Applications
Recruiting data tracks the recruiting process for an application for a particular job opening (or for an application without a job opening). It includes detailed data for recruiting processes including screening, routing, interviewing, making offers, and preparing applicants for hire.
The overall status of an application is represented by the disposition. Dispositions are statuses that you configure for the Recruitment Summary status area using the Recruiting Status and Reason Page. Dispositions are associated with phases. When you review the applicants for a job opening, the Manage Job Opening Page: Applicants Tab summarizes the number of applicants in each phase of the recruiting process.
The delivered Draft disposition (or whichever disposition you configure as the draft disposition) indicates that an application has not yet been submitted. Draft applications are typically from Candidate Gateway. They can be applications that are still in process, saved for later, or abandoned.
In job opening-related contexts, draft applications are ignored. For example, draft applications:
Are not visible on the Manage Job Opening page.
Are not included in the applicant count on the My Job Openings pagelet.
Are not included in the applicant’s job count shown on pages such as the Search Applicant page and the My Applicants pagelet.
Users with access to the Search Applicants page, the Search Applications page, and the Manage Applicant page can see that draft applications exist. They can also perform general applicant tasks that are not related to a specific application. For example, recruiters can create applicant notes and send correspondence even if the applicant’s only application is in draft status.
However, only recruiting administrators can access the application details and the resume, access the Manage Application page, and perform recruiting actions on the application.