14HR Specialists and Job Offers

This chapter contains the following:

Job Offers: How They're Processed in HR

As an HR specialist, you process the job offers of candidates after they accept the offers. The HR phase is the last phase in the recruiting lifecycle and this is when HR assignments are created for new or existing workers. All candidates who accepted their job offers (and possibly completed any intervening phases) are shown on the Job Offers page, which you can access using the Manage Job Offers quick action. You can view and access the job offers depending on your security privileges.

To process these job offers, each candidate needs to get an appropriate HR assignment and possibly a new work relationship too, based on the approved and accepted job offer. All offer values are automatically copied into the pending worker record for external candidates, and are copied into the fields in the relevant HR pages when you start processing offers for most internal candidates.

These job offer details contain almost all information required for the new assignment, including the compensation. If some fields weren't specified in the job offer by the recruiting team or offer team, you can enter these values here, or update any values as necessary. After you submit the new HR assignment or convert the pending worker, recruiters in the Hiring work area will soon see the final completed state of the candidate's job application.

Job Application States Within the HR Phase

Job applications move to the HR phase after completing all other phases of the candidate selection workflow.

As an HR specialist, you can view the states of these job applications on the Job Offers page, which you can access using the Manage Job Offers quick action, in the My Client Groups. As you change these states to finish processing candidates, users in the Hiring work area will also be able to see the new states and watch as the candidate job applications get successfully processed.

The table presents the states within the HR phase.

State Description

Pending Manual Processing

Job offers in this state are awaiting an HR specialist to process them to finalize their worker assignments. This usually includes internal candidates who have been moved to the HR phase, and possibly any external candidates who need manual reprocessing. If any errors arise during the subsequent flow, error messages are displayed and the HR specialist needs to resolve the errors. These errors aren't tracked further, so the state doesn't change to Error During Processing after this state.

Pending Automated Processing

If an auto-progression into the HR phase is configured, this is the state into which candidates all get moved initially. Candidates don't remain in this state for long; they're moved forward automatically at a configurable frequency.

  • An internal candidate will quickly be moved into the state Pending Manual Processing, where the HR specialist will process them further.

  • An external candidate will quickly be moved into the state Processing in Progress as soon as a Pending Worker record has automatically been created based on that offer.

If any errors arise during these automatic state changes, the candidate will quickly be moved to the state Error During Processing instead. The HR specialist will view the errors and will resolve them.

If the HR specialist needs to move a given candidate out of the state Pending Automated Processing more quickly than the configured frequency, they can use the Process Now action.

Error During Processing

When a job offer encounters a mismatch or problem in its automated processing, the offer goes into this state. Errors can occur because some information changed between the time the offer was extended and now, for instance the work location became inactivated, or the relevant position became filled or frozen. If the recruiting user executed the Move to HR action, they're informed of the error and the HR specialist will need to resolve it.

These errors are also shown in a section named Errors on the candidate's Job Offer page, visible to both the recruiter in the Hiring work area and the HR specialist from their offer list. If the Move to HR was executed using auto-progression, the team can still get informed about any error by a notification.

After the HR specialist has resolved the situation causing the error, they can try again to progress the candidate forward through the lifecycle. If the action encounters additional errors, an error message will appear and the state will remain Error During Processing. If the action is successful for an external candidate, then a pending worker will be created and the state will become Processing in Progress until the new pending worker is converted. If the action is successful for an internal worker, the state will become Processing in Progress until the new flow is submitted and approved.

Processing in Progress

This is the state where all candidates go as they move successfully forward through the lifecycle.

  • For an external candidate, it means that a pending worker has been created based on that offer.

  • For an internal candidate, it means that the HR specialist has launched the flow to execute the appropriate action which will create the new assignment.

Processed

This is the final state where all successful candidates end up after their new assignment is committed to HR. This means when the pending worker has been converted to a worker with an assignment, or when the internal candidate's assignment has been created. The Processed state is the final successful state in the final HR phase of the job application lifecycle.

Rejected by Employer

This is the state indicating that the employer's decision ended the hiring process. The HR specialist has for some reason rejected the candidate after the candidate accepted the job offer. Consequently, no new worker assignment exists for the candidate.

Withdrawn by Candidate

This is the state indicating that the candidate's decision ended the hiring process. The HR specialist has withdrawn the candidate because they requested it after they accepted the job offer. Consequently, no new worker assignment exists for the candidate.

External Job Offers: How They're Processed

An external job offer refers to the offer extended to a candidate who has no current work relationship with the enterprise. The candidate may have no previous work relationship (new hire) or a previous work relationship (rehire).

After the new hire or rehire gets moved to the HR phase, a pending worker or pending work relationship is automatically created based on the offer details. The values in the pending work relationship are copied directly from the candidate's approved and accepted job offer. This pending worker or pending work relationship is displayed in the Pending Workers quick action, in My Client Groups. After the external candidate becomes a pending worker, their job application isn't yet complete, it's in the status HR - Processing in Progress. After that pending worker gets converted to a worker, then the candidate's recruiting lifecycle is successfully completed. The new status of the job application becomes HR - Processed, which is displayed on the list that you access through the quick action called Manage Job Offers.

This figure illustrates an external job offer flow.

This figure illustrates an external job offer flow.

Job Offer Processing

The following points describe how you as an HR specialist process external job offers as soon as they have been moved to HR:

  • External job offers usually appear on your Job Offers list initially in status HR - Pending Automated Processing and then, without any action needed from users, they go into HR - Processing in Progress. This is because usually a pending worker or pending work relationship has automatically been created, which is the appropriate next step for a new hire or a rehire. No action is required on the Job Offers list. This state change is based on scheduled process configuration.

  • When you convert the pending worker or work relationship into a worker, and this transaction is submitted and approved, the offer status automatically changes to HR - Processed. This state change is too based on the same scheduled process configuration.

  • The new status HR - Processed is also reflected in the job application in the Hiring work area, indicating to Recruiting users that the overall candidate lifecycle is complete.

  • External candidates who reach the status HR - Processed remain on your Job Offers list, but no further action is required. This is the final successful state in the entire recruiting process.

Exceptions in Job Offer Processing

One exception to the above series of steps to process external candidates is if there's some error in creating the pending worker or pending work relationship automatically. The error may be due to a recently inactivated work location, for instance, or the associated position suddenly being frozen or filled. In these situations, the job offer lands in status HR - Error During Processing and the Errors section displays details about the errors encountered.

After you fix the situation that caused the error, you can try to execute the action again. If the Process Now action appears, you can use it to create the pending worker as originally intended. If the Add Pending Worker action appears, you can use it to enter the Create Pending Worker guided process with the offer's values prefilled. Here you must change any field or resolve any issue that was preventing the pending worker from being created. Then submit this information to create the pending worker. When this succeeds, the status changes to HR - Processing in Progress as in the steps above.

Other rare exceptions to the above series of steps are when the candidate's situation changes after the candidate's offer was drafted. For more information about processing offers in these complex situations, see Manual Job Offers: How They're Processed.

Resulting Actions

When the pending worker is created successfully, then after the standard Convert process, the candidate will be ready to become a worker on the projected start date. On the start date:

  • You can view the person's resume in the Talent Profile.

  • You can view the job offer letter in the person's document records.

  • You can view the job application's cover letter and social media attachments in the person's document records.

  • The person is no longer considered as an external candidate for the purposes of recruiting and job searching.

  • The person can view and apply for jobs that are posted for internal candidates.

  • The person's job application Talent Profile data appears in their Skills and Qualifications (Me > Career and Performance > Skills and Qualifications).

Internal Job Offers: How They're Processed

An internal job offer refers to the offer extended to a worker who has a current work relationship with the enterprise. When the internal job application has been moved to the HR phase, the offer is listed in the Job Offers page available using the Manage Job Offers quick action.

When recruiters originally draft a job offer, they select the appropriate Human Resources (HR) action. This HR action is preselected based on the information available in the job offer and the candidate's existing work relationship. Now it's your responsibility as an HR specialist to execute that preselected HR action, to create the appropriate records for this candidate to become a worker in the promised job. The type of the internal job offer, whether it's a global change, a local change, a change worker type, determines how it's being processed. For details, see Actions Available Based On Employment Scenarios

Note: You need the appropriate privileges to execute the HR actions for each type of internal job offer.

This figure illustrates an internal job offer flow.

This figure illustrates an internal job offer flow.

Job Offer Processing

The following points describe how you as an HR specialist process internal job offers:

  • An internal job offer, when it's moved to the HR phase after the candidate accepts it, needs to be processed by the HR specialists. You can find it in the state HR - Pending Manual Processing on your Job Offers list, available from the Manage Job Offers quick action. Its prior state might have been HR - Pending Automated Processing, but internal offers are soon changed to HR - Pending Manual Processing based on scheduled process configuration.

  • First, select the action that was chosen while the offer was drafted. When you confirm your intention to process the candidate, their job application status reflects this by changing automatically from HR - Pending Manual Processing to HR - Processing in Progress.

  • You then arrive at the appropriate HR guided process, which has field values populated from the job offer. For example, if you selected and confirmed the Global Transfer action, you can view the Global Transfer flow with the offer title, assignment, salary, and all other values populated from the offer. At this stage, you may change the populated values and add information in other fields. However, be careful when considering changes to any information that was already viewed and understood by the candidate or offer approvers.

  • After you submit that new assignment, these internal candidates remain visible on the list in state HR - Processing in Progress. Their assignments may be awaiting approvals if configured for their transaction, and no further action is required.

  • When the transaction is submitted and approved, the offer state will soon automatically change to HR - Processed based on the scheduled process configuration.

  • Internal candidates who reach the state HR - Processed remain on your Job Offers list, but no further action is required. This is the final successful state in the entire recruiting process.

  • The new state HR - Processed is also reflected in the job application in the Hiring work area, indicating to Recruiting users that the overall candidate lifecycle is complete.

Exceptions During Job Offer Processing

An exception to the above series of step to process internal candidates is for current workers who already have two or more job assignments. For more information about processing offers in these complex situations, see Manual Job Offers: How They're Processed.

Interruptions in Job Offer Processing

When you process job offers, you may have to handle unforeseen changes. For example, you plan to process a candidate and you're working on the appropriate HR guided process, when you unexpectedly need to cancel out the flow without submitting. This may occur due to some mismatch with the data, or simply due to lack of time to finish reviewing all the fields. In such cases, the job application is now in status HR - Processing in Progress on the Job Offers list, and your processing has stopped for now.

To start processing it again, after the mismatched data has been fixed or when time allows, you will still want to enter the HR guided process with the offer values filled in advance. To restart from this point, you first need to use the Return to Manual Processing action, which changes the status from HR - Processing in Progress back to HR - Pending Manual Processing. Now, you or another HR specialist can confirm their intention to execute that HR action again, which brings you right into the flow with all the offer's values filled in again.

Resulting Actions

When the new records have been created successfully, the new assignment is ready to begin on the projected start date. By the start date:

  • You can view the person's resume from this job application in the Talent Profile.

  • You can view this job offer letter in the person's document records.

  • You can view this job application's cover letter and social media attachments in the person's document records.

Complex Job Offers: How They're Processed

Complex job offer refers to the way in which the HR specialist must handle the job offer. If a current worker with a complicated or dynamically changing job situation accepts a job offer, the HR specialist will need to take additional steps to complete the job application lifecycle, compared to simpler internal candidates.

This figure illustrates a complex external job offer flow.

This figure illustrates a complex external job
offer flow.

Situations Requiring Complex Processing

The following examples describe hiring situations which require more complexity in transforming the offer into the final assignment for the candidate:

  • An internal candidate currently holding more than one job receives a job offer. You need to know whether this offer is intended as a new assignment (for example, a third job) or whether it will replace one or the other of the worker's current jobs.

  • An external candidate having no history with the company receives a job offer, or an ex-worker is offered a job as a rehire. However, while the offer was getting created or approved, the candidate also got hired for another job at the company, with a start date earlier than this offer's proposed start date. Therefore, you will need to process this offer for the candidate as a second job for a current worker, rather than a new job or a rehire.

  • An internal candidate was offered a job that was to be treated as a routine transfer. However, by the time you are ready to process this offer, the worker has announced their intention to leave the company before this offer's start date. If the job offer will still proceed, you will have to handle it manually as a rehire.

You will know that a given candidate requires complex processing by the message that appears when you start processing their job application from the state HR - Pending Manual Processing. In addition to confirming that you want to take the selected action, the message also states that you will have to manually enter the data, then update the state.

Job Offer Processing

Offers for workers in these complex situations require HR specialists to process them differently than more straightforward internal candidates. Processing is different in the following ways:

  • Instead of launching the guided flow which was selected when the offer was drafted, you must examine the current situation of the offer recipient and then decide whether to launch that action or a different action.

  • Instead of seeing the values from the agreed-upon job offer being pre-populated into the relevant fields of the selected guided flow, you must manually enter the right value into each field in the new record.

  • Instead of seeing an updated job application state after the new assignment is submitted, you must move the state to HR - Processed themselves.

The steps to process these complex offers are as follows:

  • When a complex job offer is moved to the HR phase after accepted by the candidate, it appears in the state HR - Pending Manual Processing on your Job Offers list, available from the Manage Job Offers quick action. Its prior state might have been HR - Pending Automated Processing, but it will soon be changed to HR - Pending Manual Processing based on scheduled process configuration.

  • First, select the action that was chosen while the offer was drafted. When you confirm your intention to process the candidate, their job application status reflects this by changing automatically from HR - Pending Manual Processing to HR - Processing in Progress. The new status HR - Processing in Progress indicates that you're about to create the candidate's new assignment based on this offer, even though you're just starting to process it at that moment.

  • Executing the selected HR action brings you to view the candidate's Employment Info page, not directly into the guided flow to execute this action. On this page you can review this candidate's current, earlier, and future work relationships and assignments. You can then decide to execute the HR action which was originally selected, or any appropriate HR action, depending on how the candidate's current information compares with the job offer.

  • Within the guided flow for that action, you must manually enter all relevant information from the job offer into the fields of the HR action page you selected. Unlike other types of job offer processing, the field values are not populated already with the agreed-upon values from the offer's assignment, salary, compensation, or other sections. So you should be careful about information that was already viewed and understood in the job offer while you copy each field's value into the HR flow sections. Then you must submit the HR action.

  • After you submit that new assignment, these complex candidates remain visible on the list in state HR - Processing in Progress. They will not automatically change to state HR - Processed, even after that assignment gets manually created, approved if necessary, and committed to HR. You must use the action Move to Processed in order to change their state to HR - Processed.

  • Complex job offers that have been moved into the state HR - Processed remain on the Job Offers list, but no further action is required. This is the final successful state in the entire recruiting process.

  • The new state HR - Processed is also reflected in the job application in the Hiring work area, indicating to Recruiting users that the overall candidate lifecycle is complete.

Unsuccessful Job Offers: How They're Handled

There may be situations where an internal or external candidate's job application doesn't successfully complete the job application lifecycle even after the candidate accepted the offer and was moved to the HR phase.

Error During Processing

The HR - Error During Processing status indicates that a problem must be fixed before the job offer can be processed successfully. If the recruiter moved the candidate manually into the HR phase, they may have been warned about an error. However, it's your responsibility as an HR specialist to understand and resolve the error. On the offer details page, the Errors section contains details of the situation. For example, the offer's promised work location may have been recently inactivated, or the offer's associated position may have recently become frozen or filled.

After you have resolved the situation causing the error, you can try again to progress the candidate forward through the lifecycle. If the action encounters additional errors, an error message will appear and the state will remain Error During Processing.

If the action is successful for an external candidate, then a pending worker will be created and the state will become Processing in Progress until the new pending worker is converted. If the action is successful for an internal worker, the state will become Processing in Progress until the new flow is submitted and approved.

After either of those events happen, the status will soon change to the final state HR - Processed based on the scheduled process configuration.

Approver Rejects a Job Application

If an approval cycle is configured for the HR action related to a job offer, an approver may decide to reject the new assignment which was created based upon the offer assignment. In this scenario, the candidate has accepted a job but doesn't yet have a new assignment. The recruiting requisition believes that the hire has been made; and the job application remains indefinitely in the inaccurate HR - Processing in Progress status.

You can select the Return To Manual Processing action to change the job application status to HR - Pending Manual Processing. In this state, you must decide whether to start processing the HR action again in consultation with the approver or manually select the Reject action. You can do this for internal and external candidates, including manual job offer situations.

Decision to Withdraw or Reject a Job Application

A candidate may decide later to reject the previously accepted job offer, or may be a no-show, or the employer may decide to not hire for a job offer. As an HR specialist, you must handle these decisions appropriately depending on the current state of the job application.

  • If the decision is made before you begin work on the job application in the HR phase, you must change the state of the job application. In this case, you can change the state directly from HR - Pending Manual Processing or HR - Pending Automated Processing to Withdrawn by Candidate or Rejected.

  • If the decision is made while you're processing the job application, you must change the state of the job application. In this case, you can change the state directly from HR - Processing in Progress back to HR - Pending Manual Processing and then to Withdrawn by Candidate or Rejected. You also need to ensure that no HR record exists for this unwanted job offer, or cancel any associated HR record that was created.

  • If the decision is made after you successfully processed the job application, you must cancel the associated HR assignment. For most job offers, this automatically updates the job application state to Withdrawn by Candidate, based on the scheduled process configuration. For manual job offers, you must first cancel the associated HR assignment, and then manually update the state on your Job Offers page to Withdrawn by Candidate or Rejected.

Reverse the Rejection or Withdrawal of Job Application

As an HR specialist, you may incorrectly withdraw or reject a job application. To reverse this incorrect decision, you need to find the job application in the state Withdrawn by Candidate or Rejected on the Job Offers page, under the Manage Job Offers quick action. Select the action Return to Manual Processing for the job application so that the state changes to HR - Pending Manual Processing. From this state, you can now start processing the job application again by executing the preselected HR action. You can do this for internal and external candidates, including manual job offer situations.

Offer Mistakenly Moved to Processing in Progress

Occasionally, as an HR specialist, you execute an action to move a candidate into the Processing In Progress state but you then must cancel the flow. This may occur due to some mismatch with the data, or simply due to lack of time to finish reviewing all the fields. When that occurs, the job application will remain incorrectly in the state Processing In Progress, even though nobody is processing it anymore. To fully complete the hiring process, this candidate's offer must be processed and submitted without interruption.

So in this case, you must select the Return to Manual Processing action, which moves the job application to the state Pending Manual Processing. From there, you can reexecute the action which brings the candidate back into Processing in Progress once again. You will see all the offer values prefilled as before, and you can finish the guided process.

Offer Must Be Redrafted

All values agreed upon in the offer assignment will be transferred into the worker's new assignment. However sometimes the business situation changes unexpectedly. If this requires a different start date or work location, for instance, then the adjustment can be made directly on the HR pages by updating those values as the pending worker is being converted or as the new assignment is being created. If a new signed offer letter is required to track these significant changes, then the offer itself must be redrafted.

To allow a candidate's offer to be redrafted, you must inactivate it first. This means moving it into the state Withdrawn by Candidate or Rejected. From here recruiters on the Offer Team can access this job application in the Hiring work area, to execute the Redraft Offer action. This brings the candidate back into the state Offer - Draft where they can make the necessary changes.