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 most candidates all get moved initially. External candidates are moved in the state Processing in Progress as soon as a Pending Worker record has automatically been created based on that offer. If the automated process is enabled, internal candidates go into the state Pending Automated Processing. As soon as the proposed start date approaches, the new assignment gets created and then the state becomes Processing in Progress, then Processed. For internal candidates in complex job offer situations, if the automated process is enabled, internal candidates go into the state Pending Automated Processing. As soon as the proposed start date approaches, the new assignment gets created and then the state becomes Processing in Progress, then Processed. If some problem arises during these automatic state changes, the candidate job applications go into the state Error During Processing instead. The HR specialist will view the errors and 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 Quick Process Offer action.
Error During Processing	When a job offer encounters a mismatch or problem in its automated processing, the offer goes into the state Error During Processing. Errors can also occur for external candidates if a potential duplicate person record is found (when this check is enabled). If the recruiting user performed 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 banner and 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 Job Offer list. If the Move to HR was performed 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 there are 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. Users who have the equivalent of the seeded HR Specialist role can see candidate job applications in the status HR - Error During Processing, can read the banner explaining that they may be a duplicate, and can reach the list of possible duplicates. To perform the merge with a selected existing person record, these users need to be granted the following: functional privilege Perform Candidate Duplicate Check and Merge (IRC_PERFORM_CANDIDATE_DUPLICATE_CHECK_AND_MERGE_PRIV ) role needed for tracking purposes Perform Candidate Duplicate Check and Merge (IRC_PERFORM_CANDIDATE_DUPLICATE_CHECK_AND_MERGE_PRIV_OBI) After performing a merge, these HR specialists will rely on Recruiting users to recreate the job offer for the merged person, because by default HR specialists don't have the necessary additional privileges such as Update Job Offer. HR users will return to the main list of job offers in the Manage Job Offers work area after they perform a candidate merge, and an alert can be sent automatically to inform the recruiter that a draft offer is waiting to be reviewed.
Processing in Progress	This is the state where all candidates go as they move successfully forward through the lifecycle. For external candidates, it means that a pending worker has been created based on that offer. For internal candidates, it means that the appropriate action is underway to 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 state indicates 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 state indicates 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.