Application form & application folder in applicant management system

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.

Formular	Description	Comment	Branch-specific adjustment option [...]
Applicant
Create new application record (external job market)
/Vacancies/ID/Application/New/ID	Application Form for specific job.	Xing registration possible (via API).	x (R.1)
/Vacancies/ID/Application/New/ID/ID	Application form for specific job.	Form is used in the same way as the following form: "/Vacancies/ID/Application/New/ID". Xing registration (via API) possible.	x (R.1)
/Vacancies/ID/FurtherApplication/Apply/ID	Application form for specific job if applicant is already registered.	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.	x (R.1)
/Vacancies/ID/FurtherApplication/ApplyFromJobAbo/ID	Application form for a specific job, if applicant is already registered for a job subscription, but has not just applied.	As only login data are needed for the registration, person-specific data must be asked as before.	x (R.1)
/Vacancies/InitiativeApplication/ID	Application for form for initiative application.	Xing registration (via API) possible.	x (R.4)
/Vacancies/InitiativeApplication/OnlyApplication/ID	Application form for speculative application, if applicant is already registered.	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.	x (R.4)
/Vacancies/InitiativeApplication/ApplyFromJobAbo/ID	Application form for speculative application, if applicant is already registered for a job subscription, but has not previously applied.	Because only login details are required for registration for a job subscription, personal data must be requested as before.	x (R.4)
Create new application record (Internal Job Market)
/VacanciesIntraxData/ID/Application/New/ID	Application Form for specific job.	Xing registration (via API) possible.	x (R.1)
/VacanciesIntraxData/ID/FurtherApplication/Apply/ID	Application Form for specific job if applicant is already registered.	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.	x (R.1)
/VacanciesIntraxData/ID/FurtherApplication/ApplyFromJobAbo/ID	Application Form for specific job if applicant is already registered for a job subscription.	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.	x (R.1)
/Vacancies/ID/FurtherApplication/ApplyFromJobAbo/ID	Application form for initiative application.	Xing registration (via API) possible.	x (R.4)
/Vacancies/InitiativeApplication/OnlyApplication/ID	Application form for speculative application, if applicant is already registered.	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.	x (R.4)
/VacanciesIntraxData/InitiativeApplication/ApplyFromJobAbo/ID	Application form for speculative application, if applicant is already registered for a job subscription, but has not previously applied.	Because only login details are required for registration for a job subscription, personal data must be requested as before.	x (R.4)
Application file
/SelfService/MyProfile	View of the application file in the applicant area.	Form is divided into 3 areas: /Contactdata /OtherInfo /Userdata (User settings) 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). Job-Abo If the applicant only has a job subscription but no Job application(s) , then regardless of the branch office-specific configurations only the system fields (Login name, e-mail address, user language) shall be displayed.	x (R.2)
/SelfService/MyProfile/ApplicationShow	View of the application.	Only application-specific data (e.g. letter of application) is found onthis form.	x (R.1)
Master data sheet
/SelfService/MyProfile/ProfileData	View of the master data sheet in the applicant area.	If there are branch-specific configurations, the configurations of all branch offices to which a link can be established will be considered.	x (R.2)
HR Consultant
Create new application
/Recruiting/Vacancies/ID/Selection/New	application form for a specific job, if the application is created without prior duplicate check.		x (R.1)
/Recruiting/Vacancies/ID/Selection/NewWithoutDupplicate	application form for a specific job, if the application is created with prior duplicate check and the applicant is not yet registered.		x (R.1)
/Recruiting/Vacancies/ID/Selection/ModificationApplicant/ID	application form for a specific job, if the application is created with prior duplicate check and the applicant is already registered.		x (R.1)
/Contact/Working/ID/NewCandToPosition/ID	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).		x (R.1)
/Recruiting/Recruiter/ID/New	application form for a specific job, if the application is being created for a recruiter.		x (R.1)
/Contact/Working/ID/NewCand	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).	In doing so, the speculative application is always assigned by default to the main branch office.	x (R.3)
/Contact/Working/NewCand	application form for a speculative application, if the application is meant to be created as a result of multiple e-mails that cannot be assigned (via multiple action) (communication).	In doing so, the speculative application is always assigned to the main branch office.	x (R.3)
/Recruiting/Applications/NewInitApp	Application form for a speculative application.	In doing so, the speculative application is always assigned by default to the main branch office.	x (R.3)
Application file
/Recruiting/Applications/ID/ID/Details	View of the application file in the HR Consultant area.	Form is divided into 3 areas: /Contactdata /OtherInfo /FurtherInformation
Stammdatenblatt
/Recruiting/Applications/ID/ID/ProfileData	View of the master data sheet in the HR Consultant area.
/Recruiting/Applications/ID/ID/ExportApplicant	Export resp. sending of the master data sheet.
Applicant overview & search
/Recruiting/Vacancies/ID/Selection	Job-specific applicant overview
/Recruiting/Applications	Global applicant overview
/Recruiting/Applications?Extended=Search	Extended search of the global applicant overview
Recruiter
Create new application
/VacanciesRecruiter/ID/Application/New/ID	Form for creating new applications for recruiters.		x (R.1)
Application file
/SelfServiceRecruiter/Applications/ID/Details	View of the application file in the Recruiter area.	Form is divided into 3 areas: /Contactdata /OtherInfo /FurtherInformation
Applicant overview & search
/SelfServiceRecruiter/Applications	Global applicant overview
Committee member
Application file
/SelfServiceBoard/Applications/ID/ID/Details	View of the application file in the Committee area.	Form is divided into 3 areas: /Contactdata /OtherInfo /FurtherInformation
Applicant overview & search
/SelfServiceBoard/Vacancies/ID/Selection	Job-specific applicant overview
/SelfServiceBoard/Applications	Global applicant overview
/SelfServiceBoard/Applications?Extended=Search	Extended search of the global applicant overview
Line manager
Application file
/SelfServiceLine/Applications/ID/ID/Details	View of the application file in the Manager area.	Form is divided into 3 areas: /Contactdata /OtherInfo /FurtherInformation
Applicant overview & search
/SelfServiceLine/Vacancies/ID/SelectionOE	Job-specific applicant overview
/SelfServiceLine/Applications	Global applicant overview
/SelfServiceLine/Applications?Extended=Search	Extended search of the global applicant overview
Third parties
Application file
/SelfServiceAppraisals/[ID]/Profile/Applications/ID	View of the application file for individuals without login data (third parties).	Form is divided into 3 areas: /Personal /Other /FurtherInformation

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.

Regel-ID	Description
R.1	The configuration of the branch that is directly assigned to the specific job is used.
R.2	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.
R.3	Because there is not necessarily one clearly assigned branch, the configuration of the assigned primary branch is used. For example, the assigned branch that is recorded as the primary branch by the respective HR consultant.
R.4	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.

Form fields

Overview of form fields

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

Field identifier	Description
Applicant-specific data fields
Simple fields that are used for data acquisition. Examples: List fields (e.g. "Place of work") Date fields (e.g. "Date of birth") Text fields (e.g. "First name" / "Surname") ... Comment: Data fields can be configured in a branch-specific manner.
System field / User settings
Fields that are system-relevant. Comment: System fields can not be configured in a branch-specific manner. Certain system fields are dependent on whether the applicant is registered in the Active Directory (SSO) or not. If the applicant is registered in the ADFS, Login information will be transferred accordingly.
Login link	Link to log in directly in the user profile. Comment: The login link is not displayed, if the applicant is already logged in or is registered in the Active Directory (SSO).
E-mail addresses/Login	Login name for the user profile. Comment: 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 not be displayed on the corresponding form, unless the applicant is registered in the Active Directory (SSO). In this case the login from the AD will be used and the e-mail address nonetheless requested. The login name can subsequently no longer be modified (directly). The login field is a mandatory field and should not be hidden.
Password	Password for the user profile. Comment: The password field is not displayed if the applicant is already logged in or is registered in the Active Directory (SSO). The password can subsequently no longer be modified (directly). The password field is a mandatory field and should not be hidden.
E-mail address	Corresponds to the e-mail address of the applicant and is used for correspondence. Comment: The field is required, but can be retroactively modified. The e-mail address field is not displayed if the applicant is not yet registered and the application is not made from an SSO environment (is registered in the Active Directory ).
User language (language of correspondence)	User language or correspondence language of the user. Comment: In principle, the user language can always be changed. If the user language is not explicitly set, the system language saved is used automatically.
Interface components
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. Examples: Interface to LinkedIn Interface to Xing
LinkedIn / Xing (Login-Interface)	Interface to LinkedIn / Xing, in order to download CV data directly from LinkedIn / Xing profile as a document to the local computer. Comment: 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.
LinkedIn-/ Xing profile (URL display)	Fields to define or reproduce URLs to LinkedInor Xingprofiles. Comment: 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.
Data protection & data security
Fields that are used for the purpose of data protection and data release.
Data release	Field to define the manner of data release. Comment Is displayed in the event of the creation of an application by the applicant or Recruiter.
Data protection declaration	Link to the data protection declaration and the corresponding field to confirm the concurrence with the data protection declaration. Comment Is displayed in the event of the creation of an application by the applicant or Recruiter.
Meta information
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. HR experts or Recruiters). Comment: Data fields can not be configured in a branch-specific manner. Fields are displayed only if the application is created by third persons (e.g. HR experts or Recruiters).
Application type	Application type is a Fixed Listed, which describes the "medium" via which an application has been received. List values Direct online application Letter application E-mail application via Recruiter
Receipt of application	States the date on which the application was created.
Recruiter	States the Recruiter who created the application.
Relation to the company
Fields providing information regarding the applicant's relation to the company.
Is employee / Am employee	Defines whether an applicant is already an employee or not. Comment: Field is not displayed if the application is made via the internal job market.
Job-specific data fields
Data fields that are not related directly to the applicant or application, but to the job. Examples: Preferences in the case of speculative applications. ...
Additional
Additional fields that have a special significance within the application process.
How did you hear about us?	Data field that can be used for the purpose of reporting to detect the origin of an application. Comment: 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 [...]

Related subjects

• Branch-specific application form
• Branch offices