Understanding Applicant Information Entry
Before you can begin evaluating applicant information, you must add a record that contains personal information about the applicant to the database. Adding new applicant records includes entering basic applicant information, plus address book and country specific information.
Basic information includes information about the applicant, such as the job for which the applicant is applying.
Address book information includes information such as the applicant name, address, and phone number. Entering address book information automatically adds the applicant to Address Book. After you enter address book information for an applicant, you can locate the applicant record in the database by name. You do not need to know the applicant number.
Country-specific information is information that is required only in the country where the applicant works. For example, U.S. country-specific information includes information that is required for government reporting, such as veteran and disability status.
You can track detailed information about applicants so that you can evaluate applicants qualifications and match applicants to open requisitions. You can also track the applicant information that you need to meet government reporting requirements.
You can access the Disability and Veteran Status Responses program (P085595) from the Applicant Entry program (P08401) to review, add, update, or delete an applicant's disability and protected veteran status information. To access the Disability and Veteran Status Responses program, select an applicant and then select Vet/Dis Responses from the Row menu.
After you enter initial information for an applicant, you can enter supplemental data, which is any additional information that you want to track for an applicant.
When you hire an applicant, the system updates one of these tables:
Unedited Quick Hire Transaction File (F060116Z).
Employee Master Information table (F060116).
If you select the Initiate Hire option after you add an applicant record, the system updates the Unedited Quick Hire Transaction File table. This table is part of the Employee Quick Hire program (P060116Q). The applicant record does not become an employee record in the Employee Master table until you run the Process Pending Employees report (R060116P). This report copies the applicant record from the Unedited Quick Hire Transaction table to the Employee Master Information table and changes the search type from applicant to employee.
The Unedited Quick Hire Transaction File table does not automatically update the Employee Master Information table, so you can review and revise the applicant records before they are copied to the Employee Master Information table. You can review and revise applicant records with the Employee Work File Revisions program (P060116P), and then run the Process Pending Employees report to update the Employee Master Information table (F060116).
If you click the Hire option after you add an applicant record, the system updates the Employee Master Information table and changes the search type on the record from applicant to employee.
After you complete the steps to enter address book information for an applicant, the Work With Applicants form appears. You enter country specific information for each applicant. When you enter country-specific information, the system displays fields only for the information that applies to the country code that you entered for the applicant. Many of the fields that appear on the Applicant Information - National Data - Revisions form can be customized to meet the specific needs of your organization.