Understanding Enhanced Applicant Security

Global Search for Applicants

The search results include only the user’s applicants.

Global Search for Job Postings

The search finds both internal and external postings for the user’s job openings. Clicking a posting displays the View Job Posting Page. The standard related actions for recruiting users are available.

If the user has an applicant role, the search finds all internal postings (postings that the user could apply for). Clicking these postings displays the applicant-facing Job Description page. The standard set of related actions for applicants is available.

My Job Openings Pagelet

The personalization options for this pagelet does not include the All Jobs display option.

The available display options are Jobs Assigned to Me, Jobs Associated with Me, and Jobs Created by Me.

If a user who was using this personalization option becomes subject to enhanced applicant security, the system changes the personalization option to Jobs Assigned to Me.

My Applicants Pagelet

• The job count in the Jobs Applied column does not include job openings to which the user does not have access.

• The Last Job Applied To column identifies the most recent job application to which the user has access.

• The icons in the Resume, Application, and Print columns all act on the application shown in the Last Job Applied To column

Job Opening Open and Close Trend Pivot Grid

Job Opening Aging Analysis Pivot Grid

Time to Fill Pivot Grid

These pivot grids show statistical data for the user’s job openings; other job openings are excluded from the data set.

In Process Applicants Pivot Grid

This pivot grid always shows data for the applicants who are associated with the user’s job openings, but with enhanced applicant security, the user’s job openings are only those where the user is the creator or on the hiring team (and not openings where access would otherwise be given through the department security tree.)

Search Job Openings Page

In the Search Criteria section:

• The Job Opening ID field is restricted to the user’s job openings.

• The My Association field does not include the option to search for All Jobs.

  Under standard applicant security, this option enables searching for job openings to which the user has access through the department security tree in addition to job openings where the user is the creator or on the hiring team. This is not a valid option under enhanced applicant security.

• The My Association fields does not include the option to search for Jobs Associated with me.

  Under enhanced application security, leaving the My Association field blank searches for all job openings associated with the user, so it would be redundant to offer Jobs Associated with me as a search option.

In the Search Results section, the search results display only the user’s own job openings.

Search Job Postings Page

The search results include only postings for the user’s job openings.

Manage External Postings Page

• The Job Opening search criteria field is restricted to the user’s job openings.

• The search results include only postings for the user’s job openings.

Manage Applicant page: Applicant Activity Tab: Current Status Section

Manage Applicant Page: Applicant Activity Tab: History Section

The Applicant Activity grid lists only applications for the user’s job openings and applications without any job openings.

Users do not see anything to make them aware of additional applications for other job openings.

Manage Applicant page: Applicant Activity Tab: Interview Schedule/Evaluation Section

Users can see and access interviews and interview evaluations only for the job openings to which they have access and for applications with no job opening.

Manage Applicant Page: Notes Tab

A combination of a note’s job opening and audience (public or private) determines which notes are visible in the Notes Summary grid.

• Public notes with job openings are visible to users who are associated with the job opening.

• Public notes that are not associated with any job openings are visible to all users.

• Private notes can only be seen by the author, regardless of whether the note is associated with any job openings.

Applicant Notes Page

• In the grid where users add job openings to the applicant note, the Job Opening ID field is restricted to the user’s job openings.

• Instructional text explains how the note’s job openings and audience control which users can see the note.

• If a user saves a public note that is not associated with a job opening, a warning message states that all users will be able to see the note.

  As long as enhanced applicant security is enabled for at least one recruiting role, all users see this warning, including users to whom enhanced applicant security does not apply.

Application Details Page

• The grid that lists the job openings for the application shows only the user’s job openings and rows with no job opening.

• When adding job openings to the grid, users can only prompt for or enter their own job openings.

Search Applicants Page: Quick Search Tab

Search Applicants Page: Keyword Search Tab

Search Applicants Page: Advanced Search Tab

The Use Saved Search field on the Keyword Search, Advanced Search, and Profile Match does not list public searches that are associated with job openings to which the user does not have access.

The Search Criteria section in the Quick Search and Advanced Search has these differences when a user is subject to enhanced applicant security:

• Selecting the Search My Applicants check box limits the search results to applicants who applied for the user’s job openings.

  This check box thus filters out applicants who applied without a job.

• The Job Opening ID field is restricted to the user’s job openings.

The Search Results section for Quick Search, Keyword Search, and Advanced Search has these differences when a user is subject to enhanced applicant security:

• The search results include only applicants for job openings to which the user has access and applicants who applied without a job opening.

• In the search results grid, the Date Applied and Jobs Applied values are based only on the job openings to which the user has access.

Search Applicants Page: Profile Match Tab

• In the Search Criteria section, the With Job Opening ID field is restricted to the user’s job openings.

• If a user searches for job openings, the Search Results section includes only job openings to which the user has access.

• If a user searches for applicants, the results include only applicants to which the user has access.

• When the search results grid lists applicants, the Date Applied and Jobs Applied fields are based only on the job openings to which the user has access.

Browse Applicants Page

These applicant fields consider only job openings to which the user has access: Jobs Applied, Last Job Applied To, the Application icon, and the Print icon.

(The user’s security type does not make a difference in which applicants appear. This page always shows only applicants for the job openings where the user is on the hiring team.)

Saved Searches Page

• Saved searches that are based on job opening criteria are visible only if the user has access to the job opening.

• Users can see their own compliance searches, but they cannot see public compliance searches saved by other users.

  Recruiting administrators and users who are not subject to enhanced applicant security can still see public compliance searches saved by other users.

Search Applications Page

In both the Quick Search and the Advanced Search:

• The Search My Applicants check box does not appear because searches are always limited to “my applications” under enhanced applicant security.

• The Job Opening ID field is restricted to the user’s job openings.

Manage Application Page: Notes Tab

A combination of a note’s job opening and audience (public or private) determines whether the note is visible in the Notes Summary grid.

• Public notes with job openings are visible to users who are associated with the job opening.

• Public notes that are not associated with any job openings are visible to all users.

• Private notes can only be seen by the author, regardless of whether the note is associated with any job openings.

Select Job Opening for Interview Page

The job opening list includes only openings to which the user has access.

Interview Calendar Page

• If the calendar includes an interview for a job opening to which the user does not have access, the user can still click the interview time to access the Interview Schedule Page, but the interview schedule is read-only.

• In each calendar entry, the applicant’s name is a link only if the user has access to the applicant (by virtue of the applicant’s association with a job opening to which the user has access).

• In each calendar entry, the job posting title is a link only if the user has access to the job opening.

Link Applicant to Job Opening Page

• The Applicant field allows only applicants who applied for the user’s job openings or who applied without a job opening.

• The Job Opening ID field allows only the job openings to which the user has access.

• If an applicant has multiple applications, linking an applicant to a job opening adds that job opening to the most recent application, even if the user does not have access to any of the job openings in the most recent application.

  After the additional job opening is added to the most recent application, the user gains access to that application. However, the user still cannot see which other job openings the applicant applied for.

Send Correspondence Page

• If the Job Openings field is editable, the Job Opening ID field allows only the job openings to which the user has access.

  The Job Opening ID is editable appears when the user performs the Send Correspondence action without the context of an application—for example, from the Search Applicants page.

• Instructional text explains how the job openings and public/private setting control the visibility of the applicant note that gets created.

  The applicant note is subject to the same enhanced applicant security as all other applicant notes.

• If a user sends public correspondence that is not associated with a job opening, a warning message states that all users will be able to see the applicant note that gets created.

  As long as enhanced applicant security is enabled for at least one recruiting role, all users see this warning, including users to whom enhanced applicant security does not apply.

Forward Applicant Page

• If the Job Openings field is editable, the Job Opening ID field allows only the job openings to which the user has access.

  The Job Opening field is editable when the user performs the Forward Applicant action without the context of an application—for example, from the Search Applicants page.

• Instructional text explains how the job openings and public/private setting control the visibility of the applicant note that gets created.

  In general, the applicant note is subject to the same enhanced applicant security as all other applicant notes. The exception is that users (other than the author) with enhanced applicant security are not shown the full message text from the Forward Applicant transaction. Instead, In this scenario, the Manage Applicant page: Notes tab replaces the message details with the text Applicant <name> is forwarded to <recipient email address>.

• If a user forwards an applicant when there is no job opening and the transaction is public, a warning message states that all users will be able to see the applicant note that gets created.

  As long as enhanced applicant security is enabled for at least one recruiting role, all users see this warning, including users to whom enhanced applicant security does not apply.

• The default message includes the template text, with the phrase <enter your text here> added at the beginning.

  Users with standard applicant security do not see the template text in the Message field. Instead, the template text is added when the user sends. These users can preview the message text to see template text before sending.

• If at least one recruiting role type is subject to enhanced applicant security, then all users see the Include Resume check box on the Forward Applicant page.

  This check box lets users choose whether to send the applicant’s resume. If all users have standard applicant security and the check box is therefore not visible, the applicant’s resume is always attached to the forwarding email.

Manage Applicant List Page

• When adding applicants to a list, the user can only add applicants who applied for the user’s job openings or who applied without a job opening.

• When viewing lists, the user sees only applicants who are associated with the user’s job openings or applicants who applied without a job opening.

• The Most Recent Note and Note Created By fields for an applicant show information about the most recent note to which the user has access.

  Users have access to public notes that are not associated with job openings, public notes that are associated with the user’s job openings, and private notes.