View source for Application form & application folder in applicant management system

[[Category:Applicant management]]
[[de:Bewerbungsformulare & Bewerbungsdossier im umantis Bewerbermanagement]]
==Overview of forms and files==

The following table provides an overview of all forms, tabular overviews and searches via which applicant-specific data can be generated and displayed. 

<table border="1" class="odd" cellpadding="2" cellspacing="2" style="background-color: #eee;" summary="Overview of application forms & application file in umantis applicant management"> <tr style="background-color: #000080 "><th><font color=#fff>Formular</font></th><th><font color=#fff>Description</font></th><th><font color=#fff>Comment</font></th><th><font color=#fff>Branch-specific adjustment option <b>[[Application forms#Branch-specific application form|[...]]]</b></font></th></tr> <tr><td colspan="4" style="background-color: #4169E1;"><b>Applicant</b></td></tr> <tr><td colspan="4" style="background-color: #BEBEBE;"><b>Create new application record (external job market)</b></td></tr> <tr><td>/Vacancies/ID/Application/New/ID</td><td>Application Form for specific job.</td><td>[[Xing]] registration possible (via API).</td><td align = "middle"><b>x</b>   ([[Application form & application folder in umantis applicant management system#Defining the branch-specific configuration|R.1]])</td></tr> <tr><td>/Vacancies/ID/Application/New/ID/ID</td><td>Application form for specific job.</td><td>Form is used in the same way as the following form: "/Vacancies/ID/Application/New/ID". [[Xing]] registration (via API) possible.</td><td align="middle"><b>x</b> ([[Application form & application folder in umantis applicant management system#Defining the branch-specific configuration|R.1]])</td></tr> <tr><td>/Vacancies/ID/FurtherApplication/Apply/ID</td><td>Application form for specific job if applicant is already registered.</td><td>Since applicant is already registered, basically no further personal data needs to be requested. The exception is if the application forms are to be configured in a branch-specific way.</td><td align="middle"><b>x</b>   ([[Application form & application folder in umantis applicant management system#Defining the branch-specific configuration|R.1]])</td></tr> <tr><td>/Vacancies/ID/FurtherApplication/ApplyFromJobAbo/ID</td><td>Application form for a specific job, if applicant is already registered for a job subscription, but has not just applied.</td><td>As only login data are needed for the registration, person-specific data must be asked as before.</td><td align="middle"><b>x</b>   ([[Application form & application folder in umantis applicant management system#Defining the branch-specific configuration|R.1]])</td></tr> <tr><td>/Vacancies/InitiativeApplication/ID</td><td>Application for form for initiative application.</td><td>[[Xing]] registration (via API) possible.</td><td align="middle"><b>x</b>   ([[Application form & application folder in umantis applicant management system#Defining the branch-specific configuration|R.4]])</td></tr> <tr><td>/Vacancies/InitiativeApplication/OnlyApplication/ID</td><td>Application form for speculative application, if applicant is already registered.</td><td>Since applicant is already registered, basically no further personal data needs to be requested. The exception is if application forms have been configured in a branch-specific manner.</td><td align="middle"><b>x</b>   ([[Application form & application folder in umantis applicant management system#Defining the branch-specific configuration|R.4]])</td></tr> <tr><td>/Vacancies/InitiativeApplication/ApplyFromJobAbo/ID</td><td>Application form for speculative application, if applicant is already registered for a job subscription, but has not previously applied.</td><td>Because only login details are required for registration for a job subscription, personal data must be requested as before.</td><td align="middle"><b>x</b>   ([[Application form & application folder in umantis applicant management system#Defining the branch-specific configuration|R.4]])</td></tr> <tr><td colspan="4" style="background-color: #BEBEBE;"><b>Create new application record (Internal Job Market)</b></td></tr> <tr><td>/VacanciesIntraxData/ID/Application/New/ID</td><td>Application Form for specific job.</td><td>[[Xing]] registration (via API) possible.</td><td align="middle"><b>x</b>   ([[Application form & application folder in umantis applicant management system#Defining the branch-specific configuration|R.1]])</td></tr> 
<tr><td>/VacanciesIntraxData/ID/FurtherApplication/Apply/ID</td><td>Application Form for specific job if applicant is already registered.</td><td>Since applicant is already registered, basically no further personal data needs to be requested. The exception is if the application forms are to be configured in a branch-specific way.</td><td align="middle"><b>x</b> ([[Application form & application folder in umantis applicant management system#Defining the branch-specific configuration|R.1]])</td></tr> 
<tr><td>/VacanciesIntraxData/ID/FurtherApplication/ApplyFromJobAbo/ID</td><td>Application Form for specific job if applicant is already registered for a job subscription.</td><td>Since applicant is already registered, basically no further personal data needs to be requested. The exception is if the application forms are to be configured in a branch-specific way.</td><td align="middle"><b>x</b> ([[Application form & application folder in umantis applicant management system#Defining the branch-specific configuration|R.1]])</td></tr> 
<tr><td>/Vacancies/ID/FurtherApplication/ApplyFromJobAbo/ID</td><td>Application form for initiative application.</td><td>[[Xing]] registration (via API) possible.</td><td align="middle"><b>x</b> ([[Application form & application folder in umantis applicant management system#Defining the branch-specific configuration|R.4]])</td></tr> <tr><td>/Vacancies/InitiativeApplication/OnlyApplication/ID</td><td>Application form for speculative application, if applicant is already registered.</td><td>Since applicant is already registered, basically no further personal data needs to be requested. The exception is if application forms have been configured in a branch-specific manner.</td><td align="middle"><b>x</b>   ([[Application form & application folder in umantis applicant management system#Defining the branch-specific configuration|R.4]])</td></tr> <tr><td>/VacanciesIntraxData/InitiativeApplication/ApplyFromJobAbo/ID</td><td>Application form for speculative application, if applicant is already registered for a job subscription, but has not previously applied.</td><td>Because only login details are required for registration for a job subscription, personal data must be requested as before.</td><td align="middle"><b>x</b>   ([[Application form & application folder in umantis applicant management system#Defining the branch-specific configuration|R.4]])</td></tr> <tr><td colspan="4" style="background-color: #BEBEBE;"><b>Application file</b></td></tr> <tr><td>/SelfService/MyProfile</td><td>View of the application file in the applicant area.</td><td>Form is divided into 3 areas: 

*  /Contactdata
*  /OtherInfo
*  /Userdata  <i>(User settings)</i>

Applicant-specific data (e.g. letter of application) can be found in the application and not in the profile, i.e. "SelfService/MyProfile/ApplicationShow". If there are branch-specific configurations, the configurations of all branch offices to which a link can be established will be considered (see also, Master data sheet).  <br /><br /><b>Job-Abo</b><br /> If the applicant only has a job subscription but no <b>Job application(s)</b> , then regardless of the branch office-specific configurations only the <b>system fields</b> <i>(Login name, e-mail address, user language)</i> shall be displayed. </td><td align="middle"><b>x</b>   ([[Application form & application folder in umantis applicant management system#Defining the branch-specific configuration|R.2]])</td></tr> <tr><td>/SelfService/MyProfile/ApplicationShow</td><td>View of the application.</td><td>Only application-specific data (e.g. letter of application) is found onthis form.</td><td align="middle"><b>x</b>   ([[Application form & application folder in umantis applicant management system#Defining the branch-specific configuration|R.1]])</td></tr> <tr><td colspan="4" style="background-color: #BEBEBE;"><b>Master data sheet</b></td></tr> <tr><td>/SelfService/MyProfile/ProfileData</td><td>View of the master data sheet in the applicant area.</td><td>If there are branch-specific configurations, the configurations of all branch offices to which a link can be established will be considered.</td><td align="middle"><b>x</b>   ([[Application form & application folder in umantis applicant management system#Defining the branch-specific configuration|R.2]])</td></tr> <tr><td colspan="4" style="background-color: #4169E1;"><b>HR Consultant</b></td></tr> <tr><td colspan="4" style="background-color: #BEBEBE;"><b>Create new application</b></td></tr> <tr><td>/Recruiting/Vacancies/ID/Selection/New</td><td>application form for a specific job, if the application is created <u>without</u> prior duplicate check.</td><td></td><td align="middle"><b>x</b>   ([[Application form & application folder in umantis applicant management system#Defining the branch-specific configuration|R.1]])</td></tr> <tr><td>/Recruiting/Vacancies/ID/Selection/NewWithoutDupplicate</td><td>application form for a specific job, if the application is created with prior duplicate check and the applicant is not yet registered.</td><td></td><td align="middle"><b>x</b>   ([[Application form & application folder in umantis applicant management system#Defining the branch-specific configuration|R.1]])</td></tr> <tr><td>/Recruiting/Vacancies/ID/Selection/ModificationApplicant/ID</td><td>application form for a specific job, if the application is created with prior duplicate check and the applicant is already registered.</td><td></td><td align="middle"><b>x</b>   ([[Application form & application folder in umantis applicant management system#Defining the branch-specific configuration|R.1]])</td></tr> <tr><td>/Contact/Working/ID/NewCandToPosition/ID</td><td>application form for a specific job, if the application is meant to be created as a result of an e-mail that cannot be assigned (communication).</td><td></td><td align="middle"><b>x</b>   ([[Application form & application folder in umantis applicant management system#Defining the branch-specific configuration|R.1]])</td></tr> <tr><td>/Recruiting/Recruiter/ID/New</td><td>application form for a specific job, if the application is being created for a recruiter.</td><td></td><td align="middle"><b>x</b>   ([[Application form & application folder in umantis applicant management system#Defining the branch-specific configuration|R.1]])</td></tr> <tr><td>/Contact/Working/ID/NewCand</td><td>application form for a speculative application, if the application is meant to be created as a result of an e-mail that cannot be assigned (communication).</td><td>In doing so, the speculative application is always assigned by default to the main branch office.</td><td align="middle"><b>x</b>   ([[Application form & application folder in umantis applicant management system#Defining the branch-specific configuration|R.3]])</td></tr> <tr><td>/Contact/Working/NewCand</td><td>application form for a speculative application, if the application is meant to be created as a result of <u>multiple</u> e-mails that cannot be assigned (via multiple action) (communication).</td><td>In doing so, the speculative application is always assigned to the main branch office.</td><td align="middle"><b>x</b>   ([[Application form & application folder in umantis applicant management system#Defining the branch-specific configuration|R.3]])</td></tr> <tr><td>/Recruiting/Applications/NewInitApp</td><td>Application form for a speculative application.</td><td>In doing so, the speculative application is always assigned by default to the main branch office.</td><td align="middle"><b>x</b>   ([[Application form & application folder in umantis applicant management system#Defining the branch-specific configuration|R.3]])</td></tr> <tr><td  colspan="4" style="background-color: #BEBEBE;"><b>Application file</b></td></tr> <tr><td> /Recruiting/Applications/ID/ID/Details</td><td>View of the application file in the HR Consultant area.</td><td>Form is divided into 3 areas: 

*  /Contactdata
*  /OtherInfo
*  /FurtherInformation</td><td></td></tr>

<tr><td colspan="4" style="background-color: #BEBEBE;"><b>Stammdatenblatt</b></td></tr> <tr><td>/Recruiting/Applications/ID/ID/ProfileData</td><td>View of the master data sheet in the HR Consultant area.</td><td></td><td></td></tr> <tr><td>/Recruiting/Applications/ID/ID/ExportApplicant</td><td>Export resp. sending of the master data sheet.</td><td></td><td></td></tr> <tr><td colspan="4" style="background-color: #BEBEBE;"><b>Applicant overview & search</b></td></tr> <tr><td>/Recruiting/Vacancies/ID/Selection</td><td>Job-specific applicant overview</td><td></td><td></td></tr> <tr><td>/Recruiting/Applications</td><td>Global applicant overview</td><td></td><td></td></tr> <tr><td>/Recruiting/Applications?Extended=Search</td><td>Extended search of the global applicant overview</td><td></td><td></td></tr> <tr><td colspan="4" style="background-color: #4169E1;"><b>Recruiter</b></td></tr> <tr><td colspan="4" style="background-color: #BEBEBE;"><b>Create new application</b></td></tr> <tr><td>/VacanciesRecruiter/ID/Application/New/ID</td><td>Form for creating new applications for recruiters.</td><td></td><td align="middle"><b>x</b>   ([[Application form & application folder in umantis applicant management system#Defining the branch-specific configuration|R.1]])</td></tr> <tr><td colspan="4" style="background-color: #BEBEBE;"><b>Application file</b></td></tr> <tr><td>/SelfServiceRecruiter/Applications/ID/Details</td><td>View of the application file in the Recruiter area.</td><td>Form is divided into 3 areas: 

*  /Contactdata
*  /OtherInfo
*  /FurtherInformation</td><td></td></tr>

<tr><td colspan="4" style="background-color: #BEBEBE;"><b>Applicant overview & search</b></td></tr> <tr><td>/SelfServiceRecruiter/Applications</td><td>Global applicant overview</td><td></td><td></td></tr> <tr><td colspan="4" style="background-color: #4169E1;"><b>Committee member</b></td></tr> <tr><td colspan="4" style="background-color: #BEBEBE;"><b>Application file</b></td></tr> <tr><td>/SelfServiceBoard/Applications/ID/ID/Details</td><td>View of the application file in the Committee area.</td><td>Form is divided into 3 areas: 

*  /Contactdata
*  /OtherInfo
*  /FurtherInformation</td><td></td></tr>

<tr><td colspan="4" style="background-color: #BEBEBE;"><b>Applicant overview & search</b></td></tr> <tr><td>/SelfServiceBoard/Vacancies/ID/Selection</td><td>Job-specific applicant overview</td><td></td><td></td></tr> <tr><td>/SelfServiceBoard/Applications</td><td>Global applicant overview</td><td></td><td></td></tr> <tr><td>/SelfServiceBoard/Applications?Extended=Search</td><td>Extended search of the global applicant overview</td><td></td><td></td></tr> <tr><td colspan="4" style="background-color: #4169E1;"><b>Line manager</b></td></tr> <tr><td colspan="4" style="background-color: #BEBEBE;"><b>Application file</b></td></tr> <tr><td>/SelfServiceLine/Applications/ID/ID/Details</td><td>View of the application file in the Manager area.</td><td>Form is divided into 3 areas: 

*  /Contactdata
*  /OtherInfo
*  /FurtherInformation</td><td></td></tr>

<tr><td colspan="4" style="background-color: #BEBEBE;"><b>Applicant overview & search</b></td></tr> <tr><td>/SelfServiceLine/Vacancies/ID/SelectionOE</td><td>Job-specific applicant overview</td><td></td><td></td></tr> <tr><td>/SelfServiceLine/Applications</td><td>Global applicant overview</td><td></td><td></td></tr> <tr><td>/SelfServiceLine/Applications?Extended=Search</td><td>Extended search of the global applicant overview</td><td></td><td></td></tr> <tr><td colspan="4" style="background-color: #4169E1;"><b>Third parties</b></td></tr> <tr><td colspan="4" style="background-color: #BEBEBE;"><b>Application file</b></td></tr> <tr><td>/SelfServiceAppraisals/[ID]/Profile/Applications/ID</td><td>View of the application file for individuals without login data (third parties).</td><td>Form is divided into 3 areas: 

*  /Personal
*  /Other
*  /FurtherInformation</td><td></td></tr>

</table>

==Defining the branch-specific configuration==
===Overview of the definition of the branch-specific configuration===

The following table provides an overview of the various means of defining the branch-specific configuration. 

<table border="1" class="odd" cellpadding="2" cellspacing="2" style="background-color: #eee;" summary="Overview of the definition of the branch-specific configuration"> <tr style="background-color: #000080 "><th><font color=#fff>Regel-ID</font></th><th><font color=#fff>Description</font></th></tr> <tr><td><b>R.1</b></td><td>The configuration of the branch that is directly assigned to the specific job is used.</td></tr> <tr><td><b>R.2</b></td><td>Because there is not necessarily one clearly assigned branch, the configurations of possible branches are considered. For example, all branches for which an applicant has (active) applications.</td></tr> <tr><td><b>R.3</b></td><td>Because there is not necessarily one clearly assigned branch, the configuration of the assigned [[User profile|primary branch]] is used. For example, the assigned branch that is recorded as the [[User profile|primary branch]] by the respective HR consultant.</td></tr> <tr><td><b>R.4</b></td><td>Because there may be two assigned branches (main branch and possibly a specific branch), the configuration of the specific branch is used. For example, speculative applications on branch-specific job markets are always assigned to the main branch and to the specific branch.</td></tr> </table>

<br />

==Form fields==
===Overview of form fields===

The following table provides an overview of the various types of form field.

<table border="1" class="odd" cellpadding="2" cellspacing="2" style="background-color: #eee;" summary="Overview of form fields"> <tr style="background-color: #000080 "><th><font color=#fff>Field identifier</font></th><th><font color=#fff>Description</font></th></tr>

<tr><td colspan="2" style="background-color: #4169E1;"><b>Applicant-specific data fields</b></td></tr> <tr><td colspan="2" style="background-color: #BEBEBE;"><i>Simple fields that are used for data acquisition. <b>Examples:</b>

*  List fields (e.g. "Place of work")
*  [[Date fields|Date fields]] (e.g. "Date of birth")
*  Text fields (e.g. "First name" / "Surname")
*  ...

<b>Comment:</b>

*  Data fields can be configured in a branch-specific manner.

<br /> </i></td></tr>

<tr><td colspan="2" style="background-color: #4169E1;"><b>System field / User settings</b></td></tr> <tr><td colspan="2" style="background-color: #BEBEBE;"><i>Fields that are system-relevant. <b>Comment:</b>

*  System fields can <u>not</u> be configured in a branch-specific manner.
*  Certain system fields are dependent on whether the applicant is registered in the <b>Active Directory</b> (SSO) or not. If the applicant is registered in the ADFS, Login information will be transferred accordingly. 

<br /> </i></td></tr> <tr><td><b>Login link</b></td><td> Link to log in directly in the user profile. <br /><br /><b>Comment:</b>

*  The login link is <u>not</u> displayed, if the applicant is already logged in or is registered in the <b>Active Directory</b> (SSO).</td></tr>

<tr><td><b>E-mail addresses/Login</b></td><td> Login name for the user profile. <br /><br /><b>Comment:</b>

*  If the applicant is not yet registered, the e-mail address is automatically the same as the login name. The field for the e-mail address will <u>not</u> be displayed on the corresponding form, unless the applicant is registered in the <b>Active Directory</b> (SSO). In this case the login from the AD will be used and the e-mail address nonetheless requested.
*  The login name can subsequently <u>no longer</u> be modified (directly).
*  The login field is a mandatory field and should <u>not</u> be hidden.</td></tr>

<tr><td><b>Password</b></td><td> Password for the user profile. <br /><br /><b>Comment:</b>

*  The password field is <u>not</u> displayed if the applicant is already logged in or is registered in the <b>Active Directory</b> (SSO).
*  The password can subsequently <u>no longer</u> be modified (directly).
*  The password field is a mandatory field and should <u>not</u> be hidden.</td></tr>

<tr><td><b>E-mail address</b></td><td> Corresponds to the e-mail address of the applicant and is used for correspondence. <br /><br /><b>Comment:</b>

*  The field is required, but can be retroactively modified.
*  The e-mail address field is <u>not</u> displayed if the applicant is not yet registered and the application is not made from an SSO environment (is registered in the <b>Active Directory</b> ).</td></tr>

<tr><td><b>User language (language of correspondence)</b></td><td> User language or correspondence language of the user. <br /><br /><b>Comment:</b>

*  In principle, the user language can always be changed.
*  If the user language is not explicitly set, the system language saved is used automatically.

</td></tr>

<tr><td colspan="2" style="background-color: #4169E1;"><b>Interface components</b></td></tr> <tr><td colspan="2" style="background-color: #BEBEBE;"><i>Complex fields/components, which are used for data transfer The interfaces enable an applicant to download his own CV information onto the local computer, directly from his LinkedIn or Xing profile, as a document. CVs generated in this way can then be uploaded into the application form accordingly. <b>Examples:</b>

*  Interface to [[LinkedIn|LinkedIn]]
*  Interface to [[Xing|Xing]]

<br /> </i></td></tr> <tr><td><b>LinkedIn / Xing (Login-Interface)</b></td><td> Interface to [[LinkedIn|LinkedIn]] / [[Xing|Xing]], in order to download CV data directly from LinkedIn / Xing profile as a document to the local computer. <br /><br /><b>Comment:</b>

*  The URL to the profile is also stated in the corresponding URL field (in order to support mobile applications).
*  This is displayed only if the user is not yet logged in.</td></tr>

<tr><td><b>LinkedIn-/ Xing profile (URL display)</b></td><td> Fields to define or reproduce URLs to [[LinkedIn|LinkedIn]]or [[Xing|Xing]]profiles. <br /><br /><b>Comment:</b>

*  If there is a Xing/LinkedIn interface, the field is only displayed if the applicant has applied via the interface (regardless of the branch-specific configuration).
*  If there is no Xing/LinkedIn interface, the field is always displayed (if set to Show).
*  The field can be retroactively modified.</td></tr>

<tr><td colspan="2" style="background-color: #4169E1;"><b>Data protection & data security</b></td></tr> <tr><td colspan="2" style="background-color: #BEBEBE;"><i>Fields that are used for the purpose of data protection and data release. <br /> </i></td></tr> <tr><td><b>Data release</b></td><td> Field to define the manner of data release. <br /><br /><b>Comment</b>

*  Is displayed in the event of the creation of an application by the applicant or [[Recruiter|Recruiter]].

</td></tr> <tr><td><b>Data protection declaration</b></td><td> Link to the data protection declaration and the corresponding field to confirm the concurrence with the data protection declaration. <br /><br /><b>Comment</b>

*  Is displayed in the event of the creation of an application by the applicant or [[Recruiter|Recruiter]].

</td></tr>

<tr><td colspan="2" style="background-color: #4169E1;"><b>Meta information</b></td></tr> <tr><td colspan="2" style="background-color: #BEBEBE;"><i>Fields, which are not related directly to the applicant or application, but are set automatically or manually when data is entered by third persons (e.g. [[User roles in applicant management#HR expert|HR experts]] or [[Recruiter|Recruiters]]). <b>Comment:</b>

*  Data fields can <u>not</u> be configured in a branch-specific manner.
*  Fields are displayed only if the application is created by third persons (e.g. [[User roles in applicant management#HR expert|HR experts]] or [[Recruiter|Recruiters]]).

<br /> </i></td></tr> <tr><td><b>Application type</b></td><td> Application type is a [[Selection lists|Fixed Listed]], which describes the "medium" via which an application has been received.  <br /><br /><b>List values</b><br />

*  Direct online application
*  Letter application
*  E-mail application
*  via Recruiter

</td></tr> <tr><td><b>Receipt of application</b></td><td> States the date on which the application was created. </td></tr> <tr><td><b>Recruiter</b></td><td> States the [[Recruiter|Recruiter]] who created the application. </td></tr>

<tr><td colspan="2" style="background-color: #4169E1;"><b>Relation to the company</b></td></tr> <tr><td colspan="2" style="background-color: #BEBEBE;"><i> Fields providing information regarding the applicant's relation to the company. <br /> </i></td></tr> <tr><td><b>Is employee / Am employee</b></td><td> Defines whether an applicant is already an employee or not. <br /><br /><b>Comment:</b>

*  Field is <u>not</u> displayed if the application is made via the internal job market.

</td></tr>

<tr><td colspan="2" style="background-color: #4169E1;"><b>Job-specific data fields</b></td></tr> <tr><td colspan="2" style="background-color: #BEBEBE;"><i>Data fields that are not related directly to the applicant or application, but to the job. <b>Examples:</b>

*  Preferences in the case of speculative applications.
*  ...

<br /> </i></td></tr>

<br /> <tr><td colspan="2" style="background-color: #4169E1;"><b>Additional</b></td></tr> <tr><td colspan="2" style="background-color: #BEBEBE;"><i> Additional fields that have a special significance within the application process. <br /> </i></td></tr> <tr><td><b>How did you hear about us?</b></td><td>

Data field that can be used for the purpose of reporting to detect the origin of an application. <br /><br /><b>Comment:</b>

*  The origin of the application is typically entered manually by the applicant However, the data field can also be controlled via the "Source" URL parameter [[Positions published externally|[...]]]</td></tr>

</table>

==Related subjects==
*  [[Application forms#Branch-specific application form|Branch-specific application form]]
*  [[Branch offices|Branch offices]]