Selection lists

Under “Selection lists” in the Main settings area, you will find all configurable lists of selection values for the corresponding selection fields. The vast majority of these are “dynamic lists”, which will henceforth be referred to simply as “selection lists”. A smaller subgroup are the “fixed lists”, which can only be configured to a limited extent; these will be described a bit later on. The “Skills lists” are actually dynamic lists, but they can be activated and deactivated separately. There are also adaptive selection lists, but these are used automatically on the internal and external job boards, since they do not allow for user-specific configuration.

Since the field names (like all texts in the solution) can be customized, the original name is always shown in the list overview in gray text, to the right of the currently valid name which is shown in black. Of course, the wording of the selection lists must fit with the rest of the solution.

When searching over selection lists, all higher- and lower-level categories are included.

Entries in the “Special code” column currently only work in Umantis Employee Management for visual customization of the event calendar.

Configure selection lists

You can configure selection lists, i.e. you can add selection values, modify them for each language, or delete existing values.

Apply the “Edit selection value” action in the view of a specific selection list to edit the selection list values you have selected. You will then see all the available configuration options.

The order of the selection values can also be configured separately for each language used. Each user will see the selection list in their own user language with the appropriate values in the specified order. If the name of a selection value is blank in a given language, then that value will not be displayed in that language. Depending on the list, you can also do the following for each value:

• assign another selection value to it as a parent category. It is important to avoid circular references here, in which different values are each assigned as the parent category of the other.
• assign it a code. For example, these codes can be used as identifiers for imports and exports (e.g. ISO country codes)
• Dashboard: The column and field "Dashboard" can be shown to define special settings for dashboards there. So you or your designers have another possibility to define identifiers for individual settings besides the columns "Code" and "Special Code".
• assign it a source system key. This is usually the case with imports from different source systems (e.g. in organizational units in multinational companies).

• External identifier

The “External identifier” can be defined for selection list values for the application status. This allows you to display a different name externally for a given status. In the applicant access area, you can enable this External identifier for display in the table view of “My active applications”.

Notes on customizing selection lists

• To avoid erroneous behavior, do not use $$ or similar characters when naming selection lists.
• Selection values that cannot be deleted should be renamed in an informative way, if at all.

Certain selection values cannot and should not be deleted, because they are “hardwired” to specific actions in the solution.
Examples:

• The application status “Application received” is automatically assigned to all new applications.
• The application statuses “Waiting for applicant responses” / “Waiting list” / “Evaluation by hiring manager” and “Application withdrawn” are associated with search links. If these statuses were deleted, the search links would no longer work.

• Selection values for the video interview (“Invite to video interview”, “Video interview done”, “Video interview canceled”, “Video interview expired”) are only displayed in video interviews have been activated in the settings.

Additional notes / information:

• Deleted selection values are no longer available for selection in the selection list; if they are still selected, however, they continue to be displayed with an (X) next to the value. For example, the deleted application status “Invite for 3rd interview” will still be displayed as “Invite for 3rd interview (X)” in the three applications that happened to be in that status at the moment when the selection value was deleted, both in the application overview and in the applications themselves.

• A few default diagrams rely on very specific selection list values (on the IDs of those values), and will only work correctly in the default setup if those values are still present as expected. For example, the analytics value for “Time to hire” depends on the date on which the job status changes to “Filled”. Therefore, this selection list value may not be changed or deleted if you want to work with “Time to hire” in your analytics.

Final status

In Applicant Management, you can use the “Edit selection values” action for the “Application status” selection list (/Administration/Dropdown/2/Profile) to mark certain statuses as so-called “final statuses”. Using a final status is useful e.g. to prevent applications from being resubmitted for the same job (when an applicant withdraws, then resubmits their application for the same job).

If you check the “Final status” box for one of the selection list values, that value will be treated as a final application status. The direct result is that the applicant will no longer be able to withdraw applications that are set to a status defined as final. The “Withdraw application” option will automatically be hidden for all applications that are set to a “final status”.

As soon as an application enters an application status marked as a final status, withdrawal of that application is automatically blocked. The applications are treated similarly to archived applications, and are not visible to the applicant in their profile by default. Only if the search is reset can applicants view these applications.

Add selection value

By executing the action “Add selection value” in the view of a selection list, you can then enter the following attributes:

• Add entry (multilingual)

Enter the new selection value in multiple languages in the appropriate language fields.

• Code

Enter the code here, e.g. ISO country codes.

• Name

You can specify an optional name.

• Parent category

Here you can specify an existing selection list value as a parent category. In the structured reason for application status, you will find an example of how parent categories and subcategories can be used.

Export and reimport selection lists

When making changes to a selection list, you can also export it, modify it in Excel and then reimport it. To do this, select all the selection values and then run the action below it to “Export values to Excel”. You will then find the Excel file in the exports, and you can import it again immediately after modifying the values.

Values are assigned in the following order:

1. List ID: not chosen by user – generated by Umantis
2. List entry code: can be freely chosen and serves to identify the list entry as uniquely as possible
3. If “ListenEintrag.Code” (the list entry code) or “ListenEintrag.UebergeordnetCode” (the parent code) have not been set in the import, the field’s content is taken from Listeneintrag.Textdeu. If no value is entered there, then the Listeneintrag.Texteng field is searched. If there is no value there either, then the Listeneintrag.Textfra field is checked.

Lists 66 and 67 (organizational units and matrix organizational units) must be filled in/imported in all used languages, because access control via organizational units takes the user language into account.

Only lists 66 and 67 (organizational units and matrix organizational units) may have source system keys. Of course, imports can be done without a source system key in less complex systems.

The field code is especially important for importing selection lists or assigning master data to selection lists in a master data import. Since Code is the primary key used to find a list entry, Code cannot be modified (written) by an ordinary list import. If you would like to modify Code for selection list values, however, you can work with the import variable [ListenEintrag.OverwriteCode] when importing a selection list. The import then works as follows: The value is first located in the normal way using Code (old value). Once the value has been found, the overwriting Code (new value) is saved. The Code has now been modified. Import values that search for the old code will no longer find this entry. It is therefore important that this import is only run exactly once. If you initiate the same import again, you will duplicate your entries.

The following lists are generated by the system and cannot be imported:

• ID 17
• 55
• 65
• 77 (Languages)
• 100 (Module roles)

Fixed lists

The subgroup of fixed lists includes all selection lists for which the number of selection values cannot be changed, since they have a functional meaning. For example, the value “Dear Mr.” will be filled in from Liste.AddrFormal at the place in an email where the salutation variable [Empfänger.Anrede] appears, if the salutation “Mr.” has been entered for the recipient. The salutation is also one of the fixed lists (Salutation); it can be changed, but no new values can be added. The administrator can make global changes to the fixed lists here. Please note that fixed lists have a functional meaning, and that any changes made should not affect this meaning.
For example, it makes sense to modify the following lists:

• Aggregator and SetSpecialCWCText: Sections of the employee review meeting such as “Goals”, “Tasks”, etc. These lists are displayed in the overall assessment, and must be modified if a section has been modified.

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