Candidate Sharing

The Candidate Share functionality allows Recruiting Center users to share one or several candidate files with people via email. When sharing a candidate file, the system generates a PDF file containing candidate data.

The Share action is available in the candidates list and the candidate file toolbar.

Note: Sharing more than 50 candidate files is not recommended. If more than 50 candidate files are shared, the information shared will be limited to the Personal Information block. Sharing more than 50 candidate files can also affect system performance lengthening considerably the time required to complete the sharing action.

Two sharing modes are available (based on specific setting values):

• The legacy mode where one PDF is generated for each candidate being shared.

• The new mode where a single PDF containing the consolidated data and attachments of all shared candidates is generated and stored on the cloud.

The legacy Candidate Share mode

When the legacy Candidate Share mode is used:

• A PDF is generated for each candidate being shared.

• A separate email is sent to each recipient, for each candidate being shared.

• The "Share Candidate Notification" message template is used and contains the PDF as well as the attachments.

The new Candidate Share and Print mode (Flipbook)

When the new Candidate Share and Print mode is used:

• A single PDF containing the consolidated data and attachments of all shared candidates is generated and stored in the cloud.

• A single email is sent to each recipient (instead of one email per shared candidate).

• The message template called "Share Candidate Notification - Link to Access Shared Candidate Information" is used and contains a link to access the PDF and attachments in the cloud (instead of attaching the PDF file and attachments to the email). Token variables such as {Candidate.FullName} can be added to this message template but they will not be populated if more than one candidate is being shared. In such a case, there is only one message for several candidates.

• The generated PDF contains a Table of Contents so that users can easily navigate through the candidate files. Clicking the Bookmarks icon in the PDF displays the Table of Contents.

• If an attachment cannot be converted, a link to access it directly in the cloud is included in the PDF. A conversion log containing all conversion errors for all selected candidates is inserted at the beginning of the PDF. A "place holder" page is placed in PDF where the conversion file was to be located.

• While many common fonts are supported by the PDF converter used to generate PDFs,the system does not support all possible fonts candidates may decide to use as part of the documents they submit during their application.

Note: The Candidate Share and Print mode converts submission attachments as a PDF file. However, the PDF file may not be a pixel perfect representation of the original attachments. As a result, there will be formatting differences between the original document and the converted PDF version of the document. Starting version 13C MP7, the new Candidate Share and Print mode (Flipbook) embeds links to the original attachments shared. The links to these attachments are provided at the beginning of each candidate section. Users can click these links to open the original attachments. This allows users to download and view shared submission attachments. Users do not need to log in to access these attachments. The PDF conversion process for the new Candidate Share and Print mode supports UTF-8 encoding.

Note: The generated PDF contains links to the original attachments. When sharing candidates, users do not require authentication. The download starts as soon as the user clicks a link. However, when using batch printing to print the PDF, users will require authentication prior to being able to download attachments for security purposes.

Note: The Recruiting setting "Share Other Attachments" does not prevent users from printing a PDF including other attachments. When using bulk printing or when sharing multiple candidates/submissions, users will not see a difference when selecting chosen segments. However, the output will differ if the setting is enabled. For example, the printed document will include other attachments not flagged as relevant to the submission.

Attachments in the generated PDF

Attachments can be included when sharing a candidate file. Three options are available:

• Most recent flagged resume

• Visible by candidate (Excludes flagged resume)

• Not visible by candidate (Excludes flagged resume)

History Tracking in the Share Candidate Feature

The history can be included when sharing a candidate file.

If the History option is selected, the tracking events of the shared candidate is included. When sharing a general profile, only the related general profile history is shared. When sharing a job submission, only the history related to that job submission is shared.

Offer history information is included in the file if:

• The user sharing the file has the View offers permission.

• The user selects the Offer option in the Share Candidate assistant.

• The candidate file contains offer data. Offer data is not available when sharing multiple candidates.

Candidate Sharing Behavior

When a user is sharing a candidate:

• Only the content that the user is allowed to access or that a company allows to share is available.

• The candidate file content that can be shared is defined by what the user can view. If a section is available to view, it will be available to share.

• Attachments can be shared depending on the user's ability to see attached files.

• Offer content can be selected for sharing if:

  • The user can view offer content.

  • The file being shared is a job submission.

  • The file contains offer data.

• Referrals can be shared.

• The history tracking can be shared.

• Tasks are never available to share.

• Approvals are never available to share.

When a recipient receives the shared candidate file:

• Sections that contain no data are removed from the shared file even if they were selected. Screening Services, eSignature and Regulation sub-sections are never included even if they are within a section of the candidate file that was included by the share sender when sending the share file.

• Shared files follow a restricted profile for field level security. Fields with a Confidential security level are never shared, and fields with the General or Restricted security level are always shared, regardless of the sharing user's permissions. As a result, the shared candidate file may include or exclude content that a user is otherwise able to see while in the Recruiting Center.

• Tasks are never included.

• Approvals are never included.