Branch offices

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The “Branch Offices" tab is located in Applicant Management under the settings (system navigation):


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main settings   branch offices   users   wizards   interfaces   system backup   processes

Once a specific branch office has been selected, the following tabs are displayed:

Profile Users Privacy policy statement & Job posting template Job board settings Automatic emails Other automatic actions Settings

Take note of the information and actions that are relevant when creating new branch offices.

What to do if you don’t want all your employees to have access to all the applications? The Settings tab contains options for branch office administration, with an overview of all branch offices entered in the system. Click on a branch office to go to its branch office profile. Here you will find other settings that you can define for each branch office, such as branch office-specific application forms.

Branch office profile

In the detailed view of a branch office, the "Profile" tab contains further details on the branch office profile:

Basic information

  • Image/Logo
  • Branch office name
  • External branch office name
This name will be displayed to the user in his or her user language everywhere in the external view (/SelfService /Jobs, etc.). To ensure consistent behavior for your solution, please modify this name accordingly in all languages. If you leave this field blank, the original name of the branch office will be displayed.
Variables for external branch office name

You have the possibility to use the following variables in system e-mails and thus to communicate the "External branch name" language specific:

  • Unternehmen.ExterneBezeichnungML = /Companies/ID/JobAbo/[LanguageID]/Alias
  • Unternehmen.ExterneBezeichnungGer = /Companies/ID/JobAbo/1/Alias
  • Unternehmen.ExterneBezeichnungGerGer = /Companies/ID/JobAbo/31/Alias
  • Unternehmen.ExterneBezeichnungEng = /Companies/ID/JobAbo/2/Alias
  • Unternehmen.ExterneBezeichnungEngGb = /Companies/ID/JobAbo/36/Alias
  • Unternehmen.ExterneBezeichnungFre = /Companies/ID/JobAbo/3/Alias
  • Unternehmen.ExterneBezeichnungIta = /Companies/ID/JobAbo/4/Alias
  • Unternehmen.ExterneBezeichnungSpa = /Companies/ID/JobAbo/5/Alias
  • Unternehmen.ExterneBezeichnungPor = /Companies/ID/JobAbo/6/Alias
  • Unternehmen.ExterneBezeichnungPtb = /Companies/ID/JobAbo/37/Alias
  • Unternehmen.ExterneBezeichnungDut = /Companies/ID/JobAbo/7/Alias
  • Unternehmen.ExterneBezeichnungLux = /Companies/ID/JobAbo/8/Alias
  • Unternehmen.ExterneBezeichnungDan = /Companies/ID/JobAbo/9/Alias
  • Unternehmen.ExterneBezeichnungChi = /Companies/ID/JobAbo/10/Alias
  • Unternehmen.ExterneBezeichnungCht = /Companies/ID/JobAbo/35/Alias
  • Unternehmen.ExterneBezeichnungJpn = /Companies/ID/JobAbo/11/Alias
  • Unternehmen.ExterneBezeichnungVie = /Companies/ID/JobAbo/12/Alias
  • Unternehmen.ExterneBezeichnungTha = /Companies/ID/JobAbo/38/Alias
  • Unternehmen.ExterneBezeichnungMal = /Companies/ID/JobAbo/40/Alias
  • Unternehmen.ExterneBezeichnungHin = /Companies/ID/JobAbo/13/Alias
  • Unternehmen.ExterneBezeichnungAra = /Companies/ID/JobAbo/14/Alias
  • Unternehmen.ExterneBezeichnungBen = /Companies/ID/JobAbo/15/Alias
  • Unternehmen.ExterneBezeichnungRus = /Companies/ID/JobAbo/16/Alias
  • Unternehmen.ExterneBezeichnungTur = /Companies/ID/JobAbo/17/Alias
  • Unternehmen.ExterneBezeichnungInd = /Companies/ID/JobAbo/18/Alias
  • Unternehmen.ExterneBezeichnungAlb = /Companies/ID/JobAbo/19/Alias
  • Unternehmen.ExterneBezeichnungBul = /Companies/ID/JobAbo/20/Alias
  • Unternehmen.ExterneBezeichnungGre = /Companies/ID/JobAbo/21/Alias
  • Unternehmen.ExterneBezeichnungNor = /Companies/ID/JobAbo/22/Alias
  • Unternehmen.ExterneBezeichnungSwe = /Companies/ID/JobAbo/23/Alias
  • Unternehmen.ExterneBezeichnungFin = /Companies/ID/JobAbo/24/Alias
  • Unternehmen.ExterneBezeichnungRom = /Companies/ID/JobAbo/25/Alias
  • Unternehmen.ExterneBezeichnungSlo = /Companies/ID/JobAbo/26/Alias
  • Unternehmen.ExterneBezeichnungSlv = /Companies/ID/JobAbo/33/Alias
  • Unternehmen.ExterneBezeichnungCze = /Companies/ID/JobAbo/27/Alias
  • Unternehmen.ExterneBezeichnungHun = /Companies/ID/JobAbo/28/Alias
  • Unternehmen.ExterneBezeichnungKor = /Companies/ID/JobAbo/29/Alias
  • Unternehmen.ExterneBezeichnungPol = /Companies/ID/JobAbo/30/Alias
  • Unternehmen.ExterneBezeichnungCro = /Companies/ID/JobAbo/34/Alias
  • Unternehmen.ExterneBezeichnungHeb = /Companies/ID/JobAbo/42/Alias
  • Unternehmen.ExterneBezeichnungSer = /Companies/ID/JobAbo/41/Alias
  • Unternehmen.ExterneBezeichnungUkr = /Companies/ID/JobAbo/39/Alias
  • Unternehmen.ExterneBezeichnungRat = /Companies/ID/JobAbo/32/Alias
  • Branch office structure
You can specify the parent branch office. You can model up to five hierarchical levels, which you can also view with the visualization tool.
Please note that access rights and some settings from the parent branch office will be “inherited”, as long as these settings do not contradict the settings for the child branch office.
  • Branch office currently belongs to:
  • Parent branch office:
Connect with settings of parent branch office

If settings are applied to child branches (= checkbox "Also apply to affiliate branch offices" checked), these settings are now explicitly identified as such (inherited) settings, or there is now a direct link to the settings of the parent branch. You can thus immediately see whether settings have been adopted and can jump directly to them.

Please note the following information:

  • Access rights and settings (e.g. application forms, data protection regulations, branch-specific e-mails, automation rules) are "inherited" from the superordinate branch, provided that these settings are not contradictory to those of the subordinate branch.
  • A maximum of five hierarchy levels can be mapped, which you can also view via a visualization aid.
  • The filter/search function only "accesses" the selected branch(es). I.e. the subordinate branch/s should be explicitly selected (in the filter settings) and searched. If only the parent branch is selected, search results from child branches will not be displayed.
  • Description
  • Branch office description
  • Home page
    Enter the URL that should be used for the “More information about the company” link in job postings.
  • Text block 1
    Introductory sentence or phrase that appears before the position title. Usually “To strengthen our team, we are looking for a(n)”. Used in multiple job postings.
  • Google API key
  • Design
  • External DesignID
Only applications for branch offices that have entered a code are confirmed in Indeed with the “Application submitted” status. The code entered for the head office is used as a fallback value here. Therefore, if you prefer, it is sufficient to enter a code for the head office alone, and that code will then be used for all other branch offices.
  • Sourcing
  • Branch office code for Active Sourcing
Only applications for branch offices that have entered a branch office code can be copied over to the sourcing database. Note that the applicant must also have actively agreed to release their data.
  • Active release by applicant not required
By default, this box is not checked. If you activate this function, then the declaration of consent to release the applicant’s data and reuse their CV for sourcing purposes will no longer be required. Please note that depending on the country, there may be strict laws and regulations in place that require an explicit data release.

Address

  • Street, ZIP/Postal code, City, Country
  • Telephone / Fax
  • Email
    This address is used as the sender for all automatically generated branch office-specific system emails (e.g. the welcome email). If you do not specify a branch office-specific email address here, then the “System email sender address” from the organizational profile in the main settings will be used.

General documents

  • Document (file)
  • Comments

Interface configuration

  • Target address
Enter the URL for the SAP BusinessByDesign web service here.
  • Username
  • Password
  • Browser certificate

General settings for unsolicited applications

  • Default unsolicited job title for this branch office
This title is displayed in the "Job title" column for all unsolicited applications.
  • Do not show unsolicited applications at head office
By default, all unsolicited applications are visible from the head office. If you check this box, then new unsolicited applications will not be displayed at the head office.
  • Responsible HR expert
Select an HR expert from this branch office who will be responsible for unsolicited applications.
Assigning a responsible HR expert here has the following effects:
  • The responsible HR expert will receive email notifications of status changes in unsolicited applications, provided that they have subscribed to status change notifications.
  • The responsible HR expert will receive email notifications when one of their applicants updates their profile, provided that the HR expert has subscribed to profile update notifications.
  • The responsible HR expert has access to search filters that they can use to find their unsolicited applications. Search links are also supported, and can be used to find all of the responsible HR expert’s open assessments, etc.
  • The chart that shows only the applications that are assigned to the responsible HR expert will also include all unsolicited applications for which they are responsible.
  • Alternate HR expert

Users

  • Active users at this branch office
    Here you will find a table with an overview of the active users at this branch office. You can use the "Add user" link to add more users.
  • Deactivated users at this branch office
    Here you will find a table with an overview of the deactivated users at this branch office.

For more information and tips on working with users, see Users overview (Applicant Management).

Creating/Setting up new branch offices

New branch offices can be created and set up in the settings for Umantis Applicant Management. New branch offices are usually created by the administrator.

Settings that are configured for a branch office:

Automatic emails

You can set up branch office-specific welcome emails in Umantis. Be sure to take note of the system’s email-language behavior for applicants who have not selected a correspondence language.

  • Welcome emails are sent automatically for online applications and not for manually created or imported applications.
  • The welcome email for an application is always sent in the language of the corresponding job board, and is independent of the correspondence of user language that the user has selected. This allows links back to the job board to be included in this email. If no template is available in that language, then the system's default language will be used instead; applicants will receive an email no matter what.
  • These emails only need to be filled out for the head office (assuming that they should have the exact same content everywhere): If a subordinate branch office has no email text of its own, then the system will use the email texts from the head office by default. If the head office has a version of the email in the selected correspondence language, then that version will be used; if not, the default language is used.

Welcome emails are declared as job board-specific (not language-specific) emails. Which email is sent out depends on the last ID in the URL during the application process — see also: Jobs published externally and multilingual job board.

Be careful when using HTML job posting layouts: Errors can sometimes occur with the job board ID, which is responsible for selecting the correct welcome email.

Example: Welcome email for applications

Fig. 1: Example of a welcome email







As mentioned in the guidelines on the Applicant Management integration page, it is not recommended that you use the two parameter variants: /Jobs/All and /Jobs/2 for customizing welcome emails. This email cannot identify where the applicant enters the site.










Automatic status emails to applicants at this branch office

Here, you can set up how emails are automatically sent to applicants depending on their status.

Example: You set up an automatic email for the “ Decline ” application status, to be sent out two days after that status is set. You also specify the new application status that should be assigned to the application, presumably: Declined. In this case, all applicants to this branch office whose application status has been set to Decline will receive an automatic email two days (and +/- 2 hours) later, e.g. to decline their application after an interview. The status of their application will then also automatically change to Declined.

Important notes:

  • Automatic emails are sent x days later (depending on the value entered for “ Send after change in application status [days]”), and at the same time of day (+/- 2 hours) as when the status was changed. It is recommended that you make such changes at “peak hours” in order to avoid having emails sent out to applicants at unusual/non-working hours.
  • Automatic emails are only sent on work days, Monday through Friday. If the planned send date would fall on a weekend, then the mail will be sent on the next work day. Holidays are not skipped.
  • If you enter '0' on Send after change in application status [days], the mail will be sent immediately on the next iteration. In this case, only applications where the change of status was not more than 5 days ago will be considered. Please make sure to specify a new application status that is different from the status value you are searching for.
  • If an automatic email could not be sent correctly, you will be informed with a warning message. You also have the option to display a search link on the home page that will take you to a list of all applications for which automatic emails have failed.
  • If you have set up an automatic email for a status, and then assign that status to an application, the email will be sent at the specified time (as explained above). However, if you change the status again in this case, then the automatic email that was originally “ready” to be sent for this status will be canceled. This prevents automatic emails from being sent even after a correction has been made to the application status. Of course, “canceling” the sending of an automatic email in this way, by changing or correcting the status, is only possible before the time specified in “Send after change in application status [days]” has expired.
    In such cases, you should also check whether the “new” (corrected) status is set up to trigger an automatic email of its own.

Please note when creating automatic emails that an application’s status is automatically set to "Application submitted", for example, when the application is first received. Therefore, be sure to set up the "Automatic emails" functionality in such a way that the automatic process you create does not end up sending out any undesired emails.

Add new automatic status email (Click on "Expand")

The default recipient of the status-dependent email is the applicant. For applications submitted through a recruiter, the email goes to the recruiter. The default sender is the person who set the most recent status. If this person has no email address, or if, for example, the status was imported, then the responsible HR expert is used as the sender.
Note that if you set the same status, an email loop will be triggered that will continuously send out emails. The “old” and new status should therefore never be the same when using automatic status emails.

  • Label*:
Required field. Please select a meaningful label.
  • Fallback email template:
Optional. Please select an email template. If you would like to insert a personal message into the automatic status email, you can do so by using a variable – for example, the variable for the comment on the newly set status, [Bewerbung.StatusBemerkung], which must be placed at an appropriate location in the email template. It is also possible to insert pre-defined text blocks into an email, e.g. depending on the application status, by using [IF Bewerbung.StatusCode = ‘xyz’] Your Text Here [END].
This template is used as a fallback if there is no language-specific template.

Next, select the language-specific email template. Depending on how many languages are activated within your solution, dropdown fields will be shown for each language, which you can use to select the corresponding email template. The following are examples for German and English:

  • Email-template (German):
Please select the email template for German as user language. This language-specific template will be prioritized over the non-language-specific template.
  • Email-template (English):
Please select the email template for English as user language. This language-specific template will be prioritized over the non-language-specific template.
  • Send after change in application status [days]*:
Required field. Enter a 2 here if you want to send out the email 48 hours after the application status is set. Automatic status emails are only sent on work days, Monday through Friday. If the automatic email would be sent on a weekend, it is instead sent on the next work day. Holidays are not skipped. Please enter only integer values.
If you enter '0', the mail will be sent immediately on the next iteration. In this case, only applications where the change of status was not more than 5 days ago will be considered. Please make sure to specify a new application status that is different from the status value you are searching for.
  • For application status*:
Required field. Define an appropriate application status that should trigger the sending of the automatic email.
  • For user language
Optional. If you do not select a user language, then all applicants for this branch office with the specified status will receive this email.
  • New application status*:
Required field. Indicates the status that the application should change to. If you enter the same status that was already used in the search filter "For application status", then this will create a loop in which an email will be sent out every few days (as specified above in "Send after change in application status").

Applications with failed automatic emails

You can choose to display a search link on the home page that will take you to a pre-filtered overview that shows all the failed automatic emails.

They are marked with a warning triangle (if displayed).

Other automatic actions

You can use this tab to set up automatic status changes (and automatic archiving, anonymization or deletion of applications).

Important notes:

  • Always proceed cautiously when configuring automatic actions. Think carefully about the settings you configure, and inform any affected co-workers of automatic actions to avoid misunderstandings. Please be sure to take your country’s specific legal requirements into account as well.
  • If the setting "Also apply to affiliate branch offices" is set in the main branch, the automatisms for archiving, anonymizing or deleting applications also apply to all other branch offices.

Automatic status

Here you can set up the system to automatically decline certain applications or automatically forward them to managers when certain specific conditions are met. For example, you can choose to only forward applications with high point scores, or automatically decline applications with low point scores via automatic status emails by setting up automatic rules for “Decline” status here. Setting additional conditions can help you to further automate and speed up your work when there are lots of incoming applications. All conditions apply simultaneously. If two or more competing conditions apply to a given application, the condition that is listed first takes priority. Only active (= non-archived) applications are affected. The conditions are applied every 6 hours. To avoid infinite loops, please ensure that the target status is never the same as the trigger status.

Condition — useful e.g. for declining applications

  • If % points are less than: (value)
Specify the percentage. All applications that score lower than this percentage on the selection criteria will be included under this condition.
  • If application is in application status: (application status)
Specify the application status(es). All applications that have this status will be included under this condition.
  • Then set new application status: (application status)
Specify the application status that should be automatically assigned when both of the preceding “if” conditions apply.
  • Note: (Free text)
We recommend that you enter an informative comment here if you activate this condition.
  • Condition is activated: Yes/No

Condition — useful e.g. for forwarding to manager

  • If % points are greater than or equal to: (value)
Specify the percentage. All applications that score the specified percentage or higher on the selection criteria will be included under this condition.
  • If application is in application status: (application status)
Specify the application status(es). All applications that have this status or statuses will be included under this condition.
  • Then set new application status: (application status)
Specify the application status that should be automatically assigned when both of the preceding “if” conditions apply.
  • Note: (Free text)
We recommend that you enter an informative comment here if you activate this condition.
  • Condition is activated: Yes/No

Condition — useful e.g. for declining or automatic forwarding to specific known applicants

  • If applicant in pool: (pool)
Specify the pool(s). All applications that are in this pool or pools will be included under this condition.
  • If application is in application status: (application status)
Specify the application status(es). All applications that have this status or statuses will be included under this condition.
  • Then set new application status: (application status)
Specify the application status that should be automatically assigned when both of the preceding “if” conditions apply.
  • Note: (Free text)
We recommend that you enter an informative comment here if you activate this condition.
  • Condition is activated: Yes/No

Condition — useful e.g. for declining or for further observation

Specify the overall evaluation. All applications that have been evaluated exclusively with this overall evaluation will be included under this condition.
  • If “Next step” is exclusively evaluated with: (next step)
Specify the next step(s). All applications for which this next step or steps have been specified will be included under this condition.
  • If no open assessments: Yes/No
Specify whether open assessments should be included.
  • If application is in application status: (application status)
Specify the application status(es). All applications that have this status or statuses will be included under this condition.
  • Then set new application status: (application status)
Specify the application status that should be automatically assigned when the preceding “if” conditions apply.
  • Note: (Free text)
We recommend that you enter an informative comment here if you activate this condition.
  • Condition is activated: Yes/No

Automatic archiving, anonymization or deletion of applications

Specify when applications should be archived, anonymized or deleted.

Archive

Rule for archiving applications

The fields "After a certain number of days" and "In application status" are mandatory for this rule.

  • After a certain number of days
Number of days an application must have remained in a certain status. The minimum is 3 days. Please also note the settings for automatic deletion or anonymization of applications.
  • In application status :
Application must have one of these statuses as its current status in order to be processed further automatically. Enter the application status(es). All applications with this/these status(es) will be considered for this automatic process.
  • Comment :
for example purpose of this automatism. We recommend that you enter a meaningful comment if you activate this function.
  • Also apply to affiliate branch offices: Yes/No
If this check box is selected, the automatic function is also applied to branch offices that are subordinate to the current branch office.
  • Safety limit :
Automation is useful and makes work easier, but can also lead to unwanted surprises if, for example, the search criteria are too broad. Please indicate here how many search hits of this rule per execution are still considered plausible. The corresponding search for the rule is applied every 6 hours and the hits are processed accordingly, e.g. 100. If the safety limit is exceeded, the rule is automatically deactivated and the creator is notified. If the field is left blank, a default value of 1000 hits applies.
  • Automatism for archiving active Yes/No

Anonymize

  • After this many days: (value)
Specify the number of days. All applications that have been in the application status(es) specified below for more than the number of days specified here will be anonymized. The minimum is 7 days. If the field is not filled, the rule for anonymizing applications cannot be activated. Please also pay attention to the settings for the automatic deletion of applications.
  • In application status: (application status)
Specify the application status(es). All applications that have this status or statuses will be subject to this automatic action.
  • Only if data release declined or still pending: Yes/No
Select this checkbox if you want to include applications where data release is either negative or has never been granted. Please note that this option is related to the following option, “Or if data release granted but grant older than (in days)” At least one of these options must be selected, otherwise no applications will be anonymized, regardless of whether further conditions have been specified.
  • Or if data release granted but grant older than (in days): (value)
Here you can define the number of days after which a data release is no longer valid. To avoid incorrect entries, at least 90 days must be specified. Applications for which a positive data release has been stored but is older than the number of days specified here will be anonymized.
  • Only if applicants are not in pool: (pool)
Select one or more pools. Applications assigned to this pool will not be considered for this automatic process.
  • Only archived applications: Yes/No
Specify whether only applications that have already been archived should be subject to this automatic action.
  • Note: (Free text)
We recommend that you enter an informative comment here if you activate this function.
  • Also apply to affiliate branch offices: Yes/No
If this check box is selected, the automatic function is also applied to branch offices that are subordinate to the current branch office.
  • Safety limit : (value)
Automation is useful and makes work easier, but can also lead to unwanted surprises if, for example, the search criteria are too broad. Please indicate here how many search hits of this rule per execution are still considered plausible. The corresponding search for the rule is applied every 6 hours and the hits are processed accordingly, e.g. 100. If the safety limit is exceeded, the rule is automatically deactivated and the creator is notified. If the field is left blank, a default value of 1000 hits applies.
  • Anonymization is activated: Yes/No

Delete

  • After this many days: (value)
Specify the number of days. All applications that have been in the application status(es) specified below for more than the number of days specified here will be deleted.
  • In application status: (application status)
Specify the application status(es). All applications that have this status or statuses will be subject to this automatic action.
  • Only if data release declined or still pending: Yes/No
Select this checkbox if you want to include applications where data release is either negative or has never been granted. Please note that this option is related to the following option, “Or if data release granted but grant older than (in days)” At least one of these options must be selected, otherwise no applications will be deleted, regardless of whether further conditions have been specified.
  • Or if data release granted but grant older than (in days): (value)
Here you can define the number of days after which a data release is no longer valid. To avoid incorrect entries, at least 90 days must be specified. Applications for which a positive data release has been stored but is older than the number of days specified here will be deleted.
  • Only if applicants are not in pool: (pool)
Select one or more pools. Applications assigned to this pool will not be considered for this automatic process.
  • Only archived applications: Yes/No
Specify whether only applications that have already been archived should be subject to this automatic action.
  • Note: (Free text)
We recommend that you enter an informative comment here if you activate this function.
  • Also apply to affiliate branch offices: Yes/No
If this check box is selected, the automatic function is also applied to branch offices that are subordinate to the current branch office.
  • Safety limit : (value)
Automation is useful and makes work easier, but can also lead to unwanted surprises if, for example, the search criteria are too broad. Please indicate here how many search hits of this rule per execution are still considered plausible. The corresponding search for the rule is applied every 6 hours and the hits are processed accordingly, e.g. 100. If the safety limit is exceeded, the rule is automatically deactivated and the creator is notified. If the field is left blank, a default value of 1000 hits applies.
  • Deletion is activated: Yes/No

Display information in applicant overview

If you select “Display: Yes”, then information will be displayed in the applicant overview for a job as to whether one of the automatic actions above is active, and what conditions have been set for each.

Settings

Connect with settings of parent branch office

Application process and Application process configuration

(Settings > Branch offices > Select branch office > Settings tab)

Application process
  • Apply also to child branches
Select this checkbox if the settings will be applied to child branches. Subsequently, the settings of the parent branch(es) will be linked to (see also: Connect with settings of parent branch office).
  • Activate a specific configuration of the application form
You can configure the application form for each branch office. Please bear in mind that in general, all fields that are used by at least one branch office must be displayed. Please set up the configuration first, before activating this option. Otherwise, any applications submitted in the meantime will be incomplete.
Note also that when using branch office-specific application forms, the jobs in question must also contain assigned branch offices. To prevent erroneous behavior, you should therefore not remove branch office assignments from these jobs.
  • Application without login
If you activate the option "Application without login", applicants will not be asked to enter an email address and password. The corresponding fields will automatically be hidden when this option is activated. Please note that in this case, applicants will also be unable to log in to upload additional documents for their applications, for example. However, this access can be provided later in the process. Please also note that multiple applications from the same person will lose their connection, and will be displayed in the application documents under "Other applications with same email address or same name". Activating the Application without login function also precludes the use of the job alert subscription function.
Please configure the Welcome email accordingly when activating the "Application without login" option.
  • Activate structured reason for application status
When the option Structured reason for application status is activated, all sub-status will be treated as reasons.
With this option activated, hierarchically subordinate application statuses are stored in a separate field as structured and analyzable reasons (disposition codes). The corresponding parent application status is stored as the actual application status in the status field. Therefore, you have the option e.g. to combine the Decline status with the reason for declining, without having to have too many different main statuses in the system. Please adapt your list of application status selection lists for this purpose. Be sure to also make use of the available options when applicants withdraw their applications independently, since statuses subordinate to the ‘Application withdrawn’ status (ID 2190) can now be retrieved directly as a structured reason when withdrawing the application. Therefore, choose an appropriate wording for these subordinate statuses.
Example: You are already using a Declined. Now enter an additional selection list value (e.g. Lacks required skills) and set the existing value “Declined” as the “parent category”. You have now set up parent category and a subcategory, or (in this case) a parent status and a sub-status. In this situation, the sub-status will automatically be treated as the reason for the main status.
Result for this example: Application status including reason:
  • Application status: Declined
  • Reason:           > Lacks required skills
Other example selection values for Reason for declining in an application might include: Lacks required skills; Not considered; Qualifications do not meet minimum requirements; Better-qualified candidate selected; Salary expectations too high; No residence permit; Job will not be filled/Job was withdrawn; Lack of education/experience/certification; Not willing to travel, etc.
Selection values can also be made available for applicants who decide to withdraw their application. For example, you could create the following selection list values to provide applicants with “Reasons for withdrawal” of their application: No longer interested; Could not contact; Insufficient salary; Challenges not interesting; No interview possible; Found a better job; Expectations for salary/work hours/vacation not met; Not willing to travel; Unable to relocate, etc.
Associated export variables:
German English
Bewerbung.StatusLetzteBegruendung Application.StatusLastReason
Bewerbung.StatusLetzteBegruendungCode Application.StatusLastReasonCode
Bewerbung.StatusLetzteBegruendungID Application.StatusLastReasonID
Bewerbung.StatusBegruendung Application.StatusReason
Bewerbung.StatusBegruendungCode Application.StatusReasonCode
Bewerbung.StatusBegruendungID Application.StatusReasonID
  • Activate specific list of application statuses
You can configure the list of possible application statuses separately for each branch office. The application statuses that are then available for selection will depend on which branch office a given application belongs to. If the status list cannot be uniquely assigned to an application, then all activated application statuses for all of the user’s branch offices will be accumulated together. Please be sure not to create the same status multiple times, since this reduces readability and analyzability. If you do not choose this option, then the full list of application statuses will be available to you in this branch office.
  • Select specific application status
If you do not select any values, but have checked the box for the option to “Activate specific list of application statuses”, then the entire list of application statuses will automatically be activated in this branch office. If you have selected values, then the parent values of the selected application statuses will automatically be activated as well. Application statuses which are required by the system will also be automatically activated.
  • Allow third-party assessment by persons with a user profile only
If you activate this function, only users who also have a user profile in the system will be displayed for the assessment function of an applicant via the Forward to other persons.
  • Also delete third-party appraisals that have already been assessed / Enable deletion of third-party appraisals that have already been performed
When activating this function, you have the possibility as a personnel supervisor and superior to delete pending third-party assessments from the system, The links contained in the invitation e-mail, are subsequently no longer accessible.
Application process configuration


Application process configuration

  • Copy settings from the main branch
  • Copy settings from the parent branch
(The selected entries will be displayed on the application forms.)
  • CV parsing
□ Enable CV parsing on the application form (yes/no)
If this option is enabled, the applicant's consent to the use of CV parsing is obtained via a checkbox in the application form.

. . .

Other settings that are not configured directly for a branch office

  1. Specify which job posting layouts (in the Design view of the main settings) should be made available for the newly created branch office
  2. Check which job platforms should be made available for the newly created branch office
  3. Specify which communication templates (in the Communication view) and export templates should be made available for the newly created branch office
  4. It is also possible to create different designs for the external appearance.

Notes

  • 1 Caution: The configuration must be done separately for each language that has been set up.
  • 2 Settings can be configured for the internal and external job postings.


Other specific settings

List of titles

Specify here which title options should be available for selection by users and applicants from this branch office:

  • Ms.
  • Mr.
  • Various

The settings for the main office will be used here for all branch offices that do not specify different settings.

Note that the full list will be made available if you do not make any selection.

More information on the third gender

Assign a person to a different branch office

To remove a person from their old branch office and assign them to a new branch office, click on Settings, then on Users. Search for the person in question and click on their name to go to their profile. The branch office to which the person is currently assigned is indicated under "User’s branch office". Click on the "Change branch office" link and assign the person to a new branch office.

Head office

As a default, one of your branch offices will automatically have the properties of the head office. It is marked with a house icon in the branch office overview. Users that are assigned to the head office can see all unsolicited applications. In addition, this person is shown the entire job board, whereas persons who are assigned to a branch office can only see the branch office-specific job board.

Actions

  • Create new branch office

Related topics

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