Users overview (Applicant Management)

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Under Settings, you will find a Users area. All company-internal users are listed in the overview table of all users. Recruiters are listed in their own separate overview.

On the left, underneath the Search function, you will see four different links (depending on your permissions) for creating administrators, HR experts, committee members and hiring managers. Click on the link of your choice and type in the details. Select a login name and click Save. You will be automatically directed to the user’s profile view, where you can enter further details about this person and configure the most important user settings.

Who can create which users?

New administrators may only be created by administrators. For each of the other user roles, the administrator will determine whether only an administrator can set the role. He or she may do so by displaying the upper link — or the lower link, which is also displayed to HR experts.

Actions

  • Create new administrator: The setup administrator for the Applicant Management system
  • Create new HR expert: planned power user of the Applicant Management system
  • Create new HR assistant: Assistant to the Applicant Management power user
  • Create new manager: The hiring manager who submits job requisitions
  • Create new committee member: Person who is allowed to view the application process

The “Export to Excel” multiple action in the user dashboard (/Administration/Users) is available to administrators only.

The multiple actions "Delete user" and "Send password" can be displayed and used for easier user administration.

Create new user

When creating a new user (with one of the above actions), you must enter the following user information, depending on the user role you are creating: (Click on Expand)

Required fields are marked with an asterisk (*).

  • Passport photo
  • User number
If you leave this field blank, a number is automatically generated and saved.
  • Branch office *
  • Committee
  • Salutation
  • Title
  • First name
  • Last name
  • Title after name
  • Alias *
Name displayed in selection fields, etc.
  • Birth date
Address information
  • Number / Street / PO Box
  • ZIP/Postal code
  • City
  • Country
Contact information
  • Telephone (central)
  • Telephone (direct line)
  • Cell phone
  • Fax
  • Email address
The email address specified here will be used as the correspondence email. Please be sure that the email address is typed correctly.
Login data
  • Login *
Please use a unique designation, e.g. the person’s short name. You can also use the full name (e.g. John.Doe). The label may not include any spaces.
  • Branch office restriction
The user will only have access to data from his or her assigned branch office.
  • User language *
For HR experts and HR assistants, specific permissions can be assigned:
  • Administer HR experts and HR assistants
  • Administer hiring managers
  • Administer committee members
  • Administer recruiters
  • Publishing jobs
  • Administer job requisitions and approval
  • Administer appointments
  • Administer applications
  • Administer assessments
  • Administer central templates
  • Use analytics
  • Start job and application imports
  • Sensitive data
The "Sensitive data" field is a sort of "template" which, unlike the other values, is not pre-configured. You might use "Sensible data" permissions for salary information, for example. With Role-specific visibilities, you can specify which elements (form fields for input and search), containers and table columns should be visible (or not) for which roles.
  • Is a setup administrator
For more information, see the Roles and permissions section.


Profile view of individual users

To access a user’s profile, select the user from the overview table in the users overview. You have the following possibilities there:

Actions (for active users)

Please note that the range of available actions depends on a number of different factors, and that different actions will be hidden or displayed in accordance with those factors (e.g. Deactivate SSO, Remove login block, etc.). Also check whether the link in question is being displayed.

  • Deactivate SSO and send password
  • The user is currently blocked due to repeated login attempts with incorrect passwords. (Remove login block)
  • User has no password, send a new password
  • Send a new password
  • Set new password
  • Specify successor
No successor can be specified for hiring managers and committee members.
In Applicant Management, users can be deactivated. This is useful if someone — for example, an administrator — leaves your company, and their successor is being trained. It only takes a few clicks to transfer all of the jobs, tasks, rights, etc. which had been assigned to the old administrator to a different person. Deactivated users can be reactivated at any time.
More information under: Deactivate user (Applicant Management)
  • Delete user

Actions (for deactivated users)

If a user is deactivated and later wants to resume working in Umantis Applicant Management, go to the user overview and click on the person’s profile, then select the action appropriate to their role:

  • Reactivate as administrator
  • Reactivate as HR expert
  • Reactivate as HR assistant
  • Reactivate as manager
  • Reactivate as committee member
  • Delete user

The person will now have the appropriate access rights back, as appropriate for their role.

Linked user profiles

  • Set up access to user profile in Applicant Management
  • Set up access to user profile in Employee Management
  • Set up access to user profile in third-party system

Settings (Applicant Management users)

Click on to configure the following settings for users. Please note that some settings are role-specific.

User settings

  • User number
If you leave this field blank, a number is automatically generated and saved.
  • Login*
Please use a unique designation, e.g. the person’s short name. You can also use the full name (e.g. John.Doe). The label may not include any spaces.
  • Alias*
HR experts mostly use this name, while hiring managers are more likely to work with their full name.
  • User 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.)

Personal information and business address

  • Salutation
  • Title
  • First name
  • Last name
  • Title after name
  • Birth date
  • Address information
  • Number / Street / PO Box
  • ZIP/Postal code
  • Location
  • Country
  • Contact information
  • Company
  • Department
  • Function
  • Cost center
  • Telephone (central)
  • Telephone (direct line)
  • Cell phone
  • Fax
  • Email address
  • User's signature
  • Signature/Footer
Can be inserted in email templates using the variable [Absender.Signatur].

Email notifications

Please select which notifications should be sent via email:

The available values for the relevant import variables are listed here.

  • Notify me by email when I receive a new job requisition
  • Notify me by email when one of my applicants updates their profile
  • Notify me by email when one of my applicants confirms an appointment
  • Notify me by email when one of my applicants is assessed
This includes assessments by hiring managers, alternates, committees and third party assessors. Alternate HR experts will receive a copy of the email if this function is activated.
  • Notify me by email when one of my applications changes to the following status
Specify the corresponding status(es) here. Please note that the application must be released to hiring managers in order to use this function.
  • Minimum point level in %
You can also link notifications for changes in your applications’ status to this minimum point value. For example, if you set this to 80, then you will only receive notifications for incoming applications with at least an 80% score on the application questions. If there are no application questions, then this filter will not have any effect, and only the status will be verified.
  • Notify me by email when one of my jobs changes to the following status

Specific user settings for job boards are found in the section below.

Please also consider the notes in the section Changing the email address.

Roles and permissions

Here you can modify or configure the roles and permissions (for HR experts and HR assistants).

  • Role
The user’s current role is displayed here. Click on "Change role" to change the user’s role.
  • Previous role
The user’s previous role (if any) is displayed here.
  • Branch office restriction
The user will only have access to data from his or her assigned branch office. Recruiters, committee members and hiring managers can see jobs and applications that are directly assigned to them, regardless of their branch office. For hiring managers and committee members, this setting only applies in the “Communication templates” area.
  • Permissions for HR expert and HR assistant
For users whose role is "HR expert" or "HR assistant", you can define more specific permissions. Check the appropriate boxes to assign various permissions to the HR expert. The permissible values for the associated import variable [Authorize] are listed in square brackets:
  • Administer HR experts and HR assistants (CreateHR)
  • Administer hiring managers ([CreateLine])
  • Administer committee members ([CreateBoard])
  • Administer recruiters ([CreateExtRecr])
  • Publish jobs ([CreatePublication])
  • Administer job requisitions and approval ([CreateApproval])
  • Administer appointments ([CreateAppoint])
  • Administer applications ([Applications])
  • Administer assessment ([CreateAssess])
  • Administer central templates ([CreateTemplates])
  • Use analytics ([Analyses])
  • Start job and application imports ([Import])
  • Sensitive data ([Sensitive])
The "Sensitive data" field is a sort of "template" which, unlike the other values, is not pre-configured. You might use "Sensible data" permissions for salary information, for example. With Role-specific visibilities, you can specify which elements (form fields for input and search), containers and table columns should be visible (or not) for which roles.
This section is hidden by default and the checkbox is disabled. You can activate this option and thus define different visibilities within a view.
This section is hidden by default and the checkbox is disabled. You can activate this option and thus define different visibilities within a view.
  • Is a setup administrator
People who have this option activated can carry out configurations in configuration mode in the context of their other access rights (roles and permissions), and also have access to the settings.
The import variable is [CWCAdmin]; the export variable is [Benutzer.IstEinrichtungsAdmin].
Please note that this setting is not available for administrators.
  • Committee
Indicate the committee (or committees) in which this user is a member. Jobs and applications can later be released for viewing by committees.
  • Is also manager
With the additional role "Manager" (import variable: [IsManager], basic roles can both access the manager area (/SelfServiceLine) and be assigned as responsible managers for jobs (i.e. they appear in lists).
This option is available for the following base roles:
  • Is also HR expert
With the additional role "HR expert" (import variable: [IsHR], basic roles can both access the HR area and be assigned as responsible HR experts (i.e. they appear in lists).
This option is available for the following base role:
  • Non-interactive API user
This option restricts the user to API access only (see API user documentation (German)). The user has no access to the user interface (UI) and is intended exclusively for automated processes and integrations.
If you check this box, you can then define the “Allowed Endpoints.” The user will then only have access to the defined endpoints. Please note that a user's access is not restricted unless endpoints have been explicitly defined as allowed.

Interfaces

  • Prospective Media Services
  • User security key (Prospective Media Services)
Publishing a job with Prospective Media requires both a customer ID and a personal key that you can save in each user’s settings. Both of these are assigned to you by Prospective Media.
  • Configure Prospective Media customer ID
  • Solique
  • Solique login
  • Change my Solique password
  • Broadbean
  • Broadbean login
  • Change my Broadbean password

Import settings

  • User number:
If you leave this field empty, a number will be automatically generated and saved.
  • User key:
Unique key used to find a person during import. The value is the identifier for SSO (PersKey).
  • Source system key:
Supplemental key used to find a person during import. Supplemental identifier for SSO (SourceKey).

User’s branch office

The branch office assigned to the user is shown here. You can also assign an additional branch office to the user. To do this, click the action link to Assign additional branch office, then select from the list of available branch offices.

Linked user profiles

The user profiles linked to this user are shown here.

Archive (PKI settings)

PKI not supported as of end 2018

The PKI settings are shown here.

  • Issuer*
Issuer section of the certificate, comma-separated
  • Subject*
Subject section of the certificate, comma-separated
  • NotBefore
Start of certificate validity period. [DateformatDMYHM]
  • NotAfter
End of certificate validity period. [DateformatDMYHM]

Specify successor

You can specify a successor for the user here. The original user is automatically deactivated when you specify a successor. Depending on the user’s role, you will see the following selection options:

  • New hiring manager:
  • New HR expert
  • New administrator

Information

Various information relating to the user profile is shown here:

  • User number:
  • User system ID:
  • Creation date:
  • Last changed on:
  • Last changed by:

Note that updates are also triggered by system emails sent to the user.

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