1. Using Recruiting
  2. Create a Job Offer Based on a Position

Create a Job Offer Based on a Position

When you create a job offer for a candidate, you can select a position in the Assignment Info section to tie the offer to a specific position. The offer's Assignment Info section gets field values from the selected position.

When you create a job offer based on a position, it ensures that the organization has planned to have a place for the worker in the workforce.

The position can either come from the offer's job requisition or directly on the offer.

  • If the job offer is created from a job requisition that has a position, the job offer's Position field is required. The job requisition's position is defaulted into the job offer's Position field. But you can change the value for this specific job offer.

  • If the job requisition doesn't have a position, the Position field in the job offer is optional.

When you search for a position for an offer, you can choose among positions that are available as of the beginning of the offer. Positions have effective dates that govern when they became active and when they will become inactive. For most offers, where the candidate's proposed start date is the same date as when the offer is first drafted or later, the list of available positions will be those which were active as of that drafting date. Positions that only become active later, for example as of the offer's proposed start date, won't be shown; instead the visible positions that you can choose are those which are active as of the offer assignment's initial creation in Draft. For the unusual situation of offers where the proposed start date is earlier than when the offer is first drafted, the positions displayed will be those which were already active as of that proposed start date.

Here's the list of field values that appear in the offer from the associated position. If the selected position has a value in these fields, that value gets copied to the offer. If the position's value is null for any of these fields, the offer gets the value in the requisition.

  • Manager

  • Department

  • Job

  • Location

  • Grade Ladder

  • Grade

  • Probation Period

  • Full Time vs. Part Time

  • Regular vs. Temporary

  • Assignment Category

  • Working Hours (needed to calculate offer's FTE)

  • Start Time and End Time

  • Union, Bargaining Unit, and Collective Agreement

  • Mapped flexfields. Each flexfield on a position can be configured to associate with a flexfield on assignment. These values will be copied here.

If your company has configured the system-wide setting to respect the hiring status of positions, then you can only select a position that you can access and that has the Approved hiring status as of the offer's start date. There is no way to expand the list of available positions to those with other hiring status values such as Draft or Frozen.

Even after an approved position has been selected, its hiring status value is checked at the same three points in the lifecycle where position's headcount is already checked. When you try to take any of these three actions, if the selected position's hiring status value is no longer Approved as of the offer's start date, the action won't succeed:

  • When submitting a job offer for approval, the offer will remain in Draft state.

  • When extending a job offer to the candidate, the offer will remain in Approved state.

  • When using the Move to HR action, the offer will move to the HR phase but in the state Error During Processing.

Position Synchronization

You can change the offer values that came from the position, depending on how position synchronization is configured by your administrator.

  • If position synchronization isn't enabled, the position's values are prefilled into some of the offer's fields in the Assignment Info section by default. You can change the values.

  • If position synchronization is enabled and various fields on the position are configured to be sync, then these fields appear as read-only in the job offer's Assignment Info section. You can't change their values on the job offer. This ensures that the values stay in sync with the values of the position. However, if your administrator has configured to allow individual assignments to override their positions, this job offer will display an option to make these fields editable and you will be able to change the values. If the remaining fields aren't configured to be sync, then these fields appear as default values in the job offer. You can change these default values in the offer's Assignment section to diverge from the position's starting point.

Changes to Sync Position Values

When changes are made to a position's field values that are sync with a job offer's assignment, the offer assignment's values can be updated at many points in the candidate's lifecycle.

  • If the position's values are updated in fields for which position synchronization isn't enabled, this will never cause an update of the candidate's offer assignment fields.

  • If the position's values are updated in fields for which position synchronization is enabled, the candidate's offer will be automatically updated as long as the offer isn't yet communicated to the candidate. This means that the relevant fields in the offer assignment will be changed while in the states Draft, Pending Approval, and Approved within the Offer phase. Note that the position's changed values must be date-effective starting when the offer was created.

  • If the position is updated after the candidate might have seen their job offer, no changes to the offer fields can occur. This means the offer assignment's values remain unchanged regardless of position updates while the job application is in the state Offer - Extended or any subsequent active state. This includes the Offer phase's states Extended and Accepted, and any active states in the HR phase or other custom phase that may be configured. Because the position now has slightly different values than the job offer, the HR specialist may have to reconcile any differences later after the candidate is moved to the HR phase.

  • If the position's values are updated after the job application is no longer active, no changes to the offer fields occur. This means the values in the offer's Assignment Info section remain unchanged while in the states Approval Rejected, Withdrawn by Candidate, or Rejected within the Offer phase, or any state in any phase beyond that. However, if the job offer is redrafted, any synced fields will automatically be updated to match the position's changed values when the offer is once again in the state Draft, as long as the position's changes are date-effective starting when the offer was created.