Archive / activate application(s)

You can archive — and reactivate — a single application or multiple applications at the same time. To do this, mark the desired applications with a checkmark in the applicant overview, and select the “Archive application(s)” or “Activate application(s)” option in the multiple action. These actions can also be found in the individual application view.

If you run the multiple actions “Archive application(s)” or “Activate application(s)” in the overview of all applications (/Recruiting/Applications) or in the overview of applications for a job (/Recruiting/Vacancies/ID/Selection), you will first be informed of the archiving/activation action you are about to take. This message also shows the number of entries selected , allowing you to confirm whether this number matches the number of applications you actually want to archive or to activate.

Notes:

• When applications are archived, they are no longer visible to the responsible hiring manager(s) in their view — unless the applications are explicitly released to the manager(s) after being successfully archived.
• If you reactivate archived applications (that have not been released to managers), these applications are not automatically visible again to the responsible hiring manager(s). In this case, you should go to the “Release application to managers” section on the Manager assessment tab to release the application for the manager view.

Using the multiple actions “Change status and send email(s) from template” and/or “Create letter(s) from template” in the application overview, applications can then be directly archived by selecting the corresponding checkbox. Archiving applications allows them to be filtered out in the overview. Each user can set their own filter as the default filter by using My default search. The archiving function is frequently used to ensure compliance with privacy policy rules, and to delete applications a specific number of days after the applications are declined. The Archived for more than (days) filter is useful here. This filter can also be saved directly as a bookmark in the user’s browser.

Please note: It is considered valid behavior for committee members (as opposed to hiring managers) to still be able to view archived applicants. This is desirable in a number of different situations, e.g. for equal opportunity officers or works councils. To withdraw access for committees, please use the Withdraw access for committees function.

Withdraw application / reactivate application (by applicant)

The following information relates to the applicant view (/SelfService):

• In /SelfService, applicants have the option of withdrawing their submitted applications.
• Withdrawn applications are listed for the applicant in tabular form in the 'My withdrawn applications' section.
• The applicant can reactivate every application via ""Reactivate application".

Note: Applications can only be withdrawn if they are not in a Final status.