Application documents

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The application documents include all documents and details supplied by the applicant for their application.

Privacy policy confirmation

The data release setting selected by the applicant is shown here:

  • Data release: I prefer that my data be deleted when the current application process is over.
  • Data release: I accept that my data will be saved even after this specific job is filled, and that I will be notified of other interesting job offers.

Data release history
From here, you can access a history of modifications made in the “Data release” settings By opening the “Data release history”, you can see when and by whom the different data release settings have been changed.

Application status overview

  • Application received: Set automatically upon receipt of new online applications.
  • Application incomplete: Set automatically if the applicant cancels the application after the first step, e.g. when answering the job-specific questions.
  • Application withdrawn: If an applicant deletes their application, the application status is set to “Application withdrawn”, and the application should be deleted or cleaned up in accordance with the privacy policy statement.

Note:

  • The application status, including its history, can be viewed and edited at any time.

Information about the application

Additional details about the application are listed:

  • Application dated: (Date)
  • Created by: (Creator’s name)
  • Company: (Name of the recruiter’s company)
  • For job: (Link to the job to which the application relates)

Contact information

The contact information listed here includes:

  • Title, first name, last name
  • Address
  • Email address
  • Telephone
  • Cell phone
  • LinkedIn profile
  • XING profile

Applications from this applicant

This section displays additional information about other applications from this applicant. This makes it easier to work with and coordinate parallel applications (e.g. those which have been submitted to other branch offices). All persons who have access to a given application can see information about:

  • Active applications: (Number)
  • Active unsolicited applications: (Number)
  • All active applications: (Number)
  • All applications: (Number)
  • Current application status of active applications: (Status)
If multiple applications from a given applicant are in the same status, that status is only listed once here.
  • Current application status of all applications: (Status)
If multiple applications from a given applicant are in the same status, that status is only listed once here.
  • Other applications in my area of responsibility (active) (Number)
  • Other applications in my area of responsibility (all) (Number)

Applications from other applicants

  • Other applications with the same email address or the same name and birth date (Number)

Documents

Here you will find documents relating to the application, e.g.:

  • Cover letter
  • Resume
  • Other documents

Note: If you want to upload ZIP files with special characters in the filenames, use PeaZip http://www.peazip.orgPeaZip'’ to generate the ZIP files. Through an option in the settings, PeaZip lets you choose UTF-8 https://en.wikipedia.org/wiki/UTF-8UTF-8'’ as the character set for ZIP files so that even files with special characters in their names can be uploaded with no complications. Alternatively, you can also use 7-Zip http://www.7-zip.org7-Zip'’ (with the following parameters/settings: -mcu=on) to generate appropriate ZIP files.

Applicant documents

In the master data sheet (via 7 optionally displayed upload fields) relevant documents about the applicant can be uploaded and stored. These are - in contrast to the documents of the application - linked to the person and not to the application. This provides a central repository for the applicant's documents, no matter how often the person applies. Documents can be uploaded by the applicant as well as by users (HR or managers). The upload fields can be displayed in the following places: Applicant Cockpit (/SelfService), Applicant Dossier for HR users and Applicant Dossier for managers. In addition, the display of these fields is controlled branch-dependently via the configuration of the application process (/Administration/Agency/ID/Settings/ApplicationProcessConfiguration).

Created PDF documents

The created PDF documents are listed here.

If DeepSign has been integrated, you can start the digital signature process via this icon.

Further information

In this section, you will see information like the following (if it has been entered):

  • Education level
  • Education details
  • Cross-border commuter permit for
  • How did you find out about us?
  • Notes

Preferences

The following information about application/applicant preferences is displayed here:

  • Starting as
  • Department
  • Employment category
  • Employment period
  • Office language
  • Job location

Applicant settings

The following applicant settings are displayed:

  • Username (for login)
  • User language: (The user’s language)
  • Time zone
The person’s time zone can be specified here. (If no time zone is explicitly indicated here, the system will automatically detect the browser’s time zone and assign it to the user.)
  • Is a current employee: (yes/no)
  • Has access to internal job board: yes/no

Internal information about the person

  • Comments
  • Document
  • Pool
Here, you can specify which of the available pools (selection list 52) the application belongs to.

Job subscriptions

Here you will find information about this applicant’s active/inactive job subscriptions.

Messages for applicant actions

A message is displayed when the following actions occur.

Updates to applicant data

If the applicant has updated their profile and would like to bring this to your notice, a message is issued to you with a comment from the applicant.
The following conditions must be met before the applicant can perform the given action:

  • the job is active
  • the application is active
  • the application has not been withdrawn

Assessments

A message is also generated if a new assessment has been received for this application.

Note:
Once you have taken note of the messages, you can simply click to delete them. The message for the new assessment is also displayed on the home page over the corresponding search link, and it disappears automatically when the application status is changed.

Deleting an application

If an applicant deletes their profile, the applicant profile does not simply disappear from Umantis, but is flagged with the following message in red: This applicant has marked their profile for deletion.

Note:
We recommend that you actually delete all the profiles that have been marked for deletion from time to time.

Miscellaneous

The link “Number of other applications from this applicant” shows the total number of applications from this applicant.

Note:

  • You will only see applications for branch offices to which you have access.


Other tabs

Actions

  • Block access to person
Administrators can completely block access to a person profile through all profile views and for all permission levels, and unblock it again if needed. When access to a person is blocked, that person is no longer visible for anyone; as such, no one can view, edit or delete any information about the person. For example, when this option is used to block access to a person, neither HR experts nor hiring managers will see applications from this person in any (applicant) overview.

The administrator can find a blocked person or application using the advanced search.

Documents

Applicant view

This link appears if login data have already been sent. Once the applicant has set a new password, this link will automatically disappear.
If you execute this action, the master data sheet is displayed to the applicant and he can enter his master data.
The master data sheet can then also be shown for managers (/SelfServiceLine/Applications/ID/ProfileData) and committee members. Supervisors/managers can also perform the "View master data sheet" action (if shown) and edit the master data sheet. Committee members can only view/check it.
  • Display master data sheet
  • Hide master data sheet
  • Request data release

Appointments

  • Invite applicants to an appointment

Reminders

Communication

APPLICATIONS

  • Show address on Google Maps
  • View XING profile
  • View Facebook profile
  • Person search with Yasni
  • User-defined links
  • Road map for applicants
  • Directions for applicants
  • Cancellation wizard email (Cancellation — Status — Pool — Archive)
  • Cancellation wizard letter (Cancellation — Status — Pool — Archive)
  • LinkedIn profile
  • User-defined links
  • Search for LinkedIn profile

REFERRAL PROGRAM

Affiliation: Field for entity

The application file includes the most important information about the applicant (= person) and the application. This information consists of data that the applicant enters in the application form, along with data entered by the responsible HR expert.

The following overview lists which entity each field is associated with: “Person” or “Application”.

Field Entity
Personal information
Photo Person
Form of address Person
Title (preceding name) Person
First name Person
Middle name Person
Last name Person
Title after name Person
Birth date Person
User settings
Email address/Login Person
Username Person
Password Person
User language Person
Contact information
Street Person
ZIP/Postal code Person
Location Person
Country Person
Email address Person
Telephone Person
Cell phone Person
User-defined list Master data 1 Person
User-defined Master data 4 Person
User-defined date Master data 2 Person
User-defined list Master data 2 Person
User-defined Master data 5 Person
User-defined list Master data 3 Person
User-defined Master data 6 Person
User-defined list Master data 6 Person
User-defined Master data 7 Person
LinkedIn profile Person
XING profile Person
User-defined Title 2
Nationality Person
Civil status Person
User-defined Master data 1 Person
User-defined Master data 2 Person
User-defined Master data 3 Person
User-defined list Master data 4 Person
Other information
Education level Person
Education details Person
Optional selection list Applicant 1 Person
Comments Person
Optional selection list Applicant 2 Person
Comments Person
Optional selection list Applicant 3 Person
Comments Person
Residence permit Person
Cross-border commuter permit for Person
User-defined list Master data 8 Person
User-defined Master data 10 Person
User-defined date Master data 3 Person
Documents
Cover letter Application
Cover letter Application
CV Application
Other documents Application
User-defined Title 3
User-defined list Master data 9 Person
User-defined Master data 11 Person
User-defined date Master data 4 Person
User-defined list Master data 10 Person
User-defined Master data 13 Person
User-defined list Master data 12 Person
User-defined Master data 14 Person
User-defined list Master data 13 Person
User-defined Master data 15 Person
User-defined list Master data 14 Person
User-defined Master data 16 Person
User-defined Title 4
How did you find out about us? Person
How did you find out about this job? Application
Relationship to company
I am an employee Person
Have you previously worked for us? Person
Comments on earlier employment Person
User-defined Title 5
Application user-defined text 11 Application
Application user-defined text 12 Application
Application user-defined text 13 Application
Application user-defined list 11 Application
Application user-defined list 12 Application
Application user-defined list 13 Application
What else would you like to tell us?
Comments about yourself Person
Comments about the application Application
Data release Person
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