The “Branch Offices" tab is located in Applicant Management under the settings (system navigation):
Once a specific branch office has been selected, the following tabs are displayed:
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.
- 1 Branch office profile
- 2 Users
- 3 Creating/Setting up new branch offices
- 4 Assign a person to a different branch office
- 5 Head office
- 6 Actions
- 7 Video tutorials
- 8 Related topics
Branch office profile
In the detailed view of a branch office, the "Profile" tab contains further details on the branch office profile:
- 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.
- 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
- External DesignID
- Confirmation code for Indeed
- 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.
- Branch office code for 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.
- Street, ZIP/Postal code, City, Country
- Telephone / Fax
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.
- Document (file)
- Target address
- Enter the URL for the SAP BusinessByDesign web service here.
- 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
- 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:
- Creating a new branch office and assigning a Name
- Defining the branch office profile, including Basic Information and Address
- Setting up users and corresponding permissions
- Setting up the default texts for job postings and the corresponding default job posting layouts 1),2)
- Setting up job alert subscriptions & unsolicited applications 1),2)
- Setting up branch office-specific system emails, e.g. Welcome email or Activation emails for job alert subscriptions 1),2)
- Defining branch office-specific application forms (see notes on Application process and Application process configuration)
- 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 application status Decline, 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 for this branch office whose application status is set to Decline will automatically receive an email two days later (and +/- 2 hours), e.g. to decline their application after an interview. The status of their application will also automatically change to Declined.
- 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) at which 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.
- 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 elapsed.
In such cases, you should also check whether the “new” 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.
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.
- Required field. Please select a meaningful label.
- Required field. 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].
- 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 a zero (0) is entered here, the email will be sent out immediately after the status change (or after no more than three hours) — and on weekends too, in this case.
- 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).
Application process and Application process configuration
(Settings > Branch offices > Select branch office > Settings tab)
- Application process
- 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". Similarly, it is not possible to use the job alert subscription function when Application without login is activated.
- 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 value in the “Application status” selection list. 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.
- Application process configuration
- US-compliant application forms: EEOC Questions
- Other settings that are not configured directly for a branch office
- Specify which job posting layouts (in the Design view of the main settings) should be made available for the newly created branch office
- Check which job platforms should be made available for the newly created branch office
- Specify which communication templates (in the Communication view) and export templates should be made available for the newly created branch office
- It is also possible to create different designs for the external appearance.
- 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.
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.
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 can only see the branch office-specific job board.
- Create new branch office
- Create new branch office (Administrator)
- Assign user to a branch office (Administrator)
- Branch office-specific application form (Administrator)