Recruiting App by CloudGofer  

Admin/User Guide v1.9

Last updated: Jan 01 , 2018

Table of Contents

Table of Contents

Overview

Process Flow

Thought Process

Details

Reports and Dashboard

Code and Configurations

Site Setup

Customizing “Job Details”  page

Customizing “Apply” page

Steps for Uninstalling Recruiting App Package

Data Model

Need Help?

Overview

Recruiting App enables a well defined recruiting process to manage and track progress of job openings, applicants, candidates and also send automated emails and extend and connect with your CRM.

Process Flow

The App is based on concept of how a recruiter and hiring manager typically works. Recruiter mainly works on Applicants and once reviewed and shortlisted, recruiter converts an applicant to candidate and passes on to the hiring manager. Applicant is converted to Candidate when the applicant status is set to “Convert to Candidate”. If there is an existing candidate with same email address as applicant then existing candidate record is updated (key fields are logged in Candidate History related list).

Thought Process

Out of an applicant pool of 100-200, you might only identify 10-15 candidates. Applicants are job seekers who have “applied” for your job opening. Candidates on the other hand are applicants that you have screened and deemed minimally qualified for the job opening.

Details

The App consists of custom objects (Jobs, Applicants, Candidates and Interviews), Process Flow to convert Applicant to Candidate, Trigger to link candidate to applicant(s), Reports (Applicant pipeline, Candidate pipeline) and a dashboard showing recruiting pipeline

Reports and Dashboard

Screen Shot 2015-12-21 at 5.17.15 PM.png

Applicant and Candidate pipeline dashboard shows the funnel of respective records by status.

Code and Configurations

Email templates: Update email templates in “Recruiting App” folder to suit your needs, currently it has CloudGofer templates.

Custom label: Used for header of the apply page on Site. Update it as per your needs.

Workflow Rules: Update to perform different actions, firing of emails on different statuses of applicant, etc.

Apex trigger on Candidate and Job Application/Applicant (After Insert): Ensures linkage between candidate and all the matching applicants based on email address.

Renaming picklist values: Best way to rename pick list values is via “Translation Workbench” (you may need to enable it). See example below.


Site Setup

If you would like to receive applications via an external website using Salesforce sites, follow below steps.

The package already contains Visualforce page for Applying for a job (need to expose it via a site though), Follow Steps mentioned here: http://help.salesforce.com/apex/HTViewHelpDoc?id=sites_configuring_sites.htm

Site Configuration details:

  1. Create a new Site with below details:
  1. Site Label: RecruitingApp
  2. Default Web Address: (keep it blank)
  3. Active: Checked
  4. Active Site Home Page: “JobListing” , then Save the site.
  1. Go to public settings of the site (Profile of guest user : RecruitingApp Profile):
  1. Click on view users
  2. Click on the user (site guest user)
  3. Assign License (this is 2nd Recruiting App license you would be utilizing)
  1. Recruiting App Permissions Setup:

There are two options A. Continue with previous step (while you are on site guest user record) or B. Update “Recruiting App” profile.

Option A:

  1. Go to permission set assignment section
  2. Click on edit assignment
  3. Select and add “Recruiting app site guest user permissions” to Enabled Permission Sets
  4. Click save

Option B:

Or  you can update “Recruiting app” profile as below

  1. Enable Read and Create access for “Applicant” object
  2. Enable Read access for “Job”  object
  3. Enable Read access for “Candidate” object
  4. Update “Applicant” object’s field level security (FLS) for Applicant fields on the form , click visible check box for following fields:
  1. Update “Job” object’s field level security (FLS), click visible check box for following fields:
  1. Update “Candidate” object’s field level security (FLS), click visible check box for following fields:

4. Update Label with the Site URL

  1. Go to Setup “Translation Settings”, Enable Translation Workbench.
  2. Click on “Add” assign language as “English” and Add the “User” and Save.
  3. Go to Setup “Custom Labels” Click on “RecruitingApp_ExternalSiteURL”, Click on “New Local Translations/Overrides” button and  Select English language and Copy-Paste the Site URL in Translation text.
  4. Save.

Customizing “Job Details” page

You can customize Job Details  page (available via Sites, used for applying via external applicants). You can customize following

  1. Customize fields to be displayed
  2. Order of the fields

Steps:-

1. Go to Setup > Search for “Objects” in quick search > Select “Job” object  > Go to “Field Sets” section.  Look for “FieldSetExternalJobListingPage” Field set.

2. Click on Edit.

3. Now you can rearrange the fields, drag and drop which fields need to display so that it will effect on external URL apply page.

4. Save.

Customizing “Apply” page

You can customize Apply page (available via Sites, used for applying via external applicants). You can customize following

  1. Customize fields to be displayed
  2. Order of the fields
  3. Mark field as required (default is optional)

Steps:-

1. Go to Setup > Search for “Objects” in quick search > Select “Job Application” object  > Go to “Field Sets” section.  Look for “FieldSetExternalPage” Field set.

2. Click on Edit.

3. Now you can rearrange the fields, drag and drop which fields need to display and also make the fields mandatory so that it will effect on external URL apply page.

(Click on wrench icon to make field required)

4. Save.

Important Note: Sometimes Salesforce.com takes 15-20 mins before the above settings are effective for external site hence you may continue to see the “System config error:” even after doing everything as per above instructions. So take a break … have a good stretch/coffee/tea and come back.. it should work :)

FAQ

  1. How do I change the header text for the apply form ?
  1. Enable Translation workbench by going to Translation workbench, add users as translators.

Screen Shot 2016-02-29 at 7.40.23 AM.png

  1. Add translators

Screen Shot 2016-02-29 at 7.42.37 AM.png

  1. Go to custom label and translate:

Screen Shot 2016-02-29 at 7.38.56 AM.png

  1. References:
  1. https://developer.salesforce.com/releases/release/Spring11/Custom+Labels+for+Managed+Packages
  2. https://powerofus.force.com/articles/Resource/NPSP-Editing-Custom-Labels

Steps for Uninstalling Recruiting App Package

               1.Deactivate the Applicant to Candidate Conversion Process in the process builder

               2.Remove Permission set from Guest user

                      i. Go to sites from setup

                      ii. Click on Site label “Recruiting App”

                    A.

                      i. Go to Public Access settings

                      ii. Click on View users

                     iii.  Click on “Site Guest User, RecruitingApp”

                      iv. Scroll Down to Permission set Assignment section and click on “Edit assignment”

                     v. Remove “Recruiting App Site Guest User Permission” and click Save.

                 B.

                   i. Go to Edit

                   ii. look for Active Site Home Page lookupfield.

                  iii. Change from JobLsiting to AnswersHome

               3. If the permission set is Assigned to Admin then you may have to remove

                     i.  Go to My Settings

                     ii. Search for “Advanced User Details” in the quick find box

                     iii. Scroll down to “Permission Set Assignments” section and Click on Edit Assignment

                     iv. Remove “Recruiting App Admin Permissions” and click Save


Data Model

RecruitingApp-DataModel.png

A Job can have many applicants, Applicants are converted to Candidates, usually it’s 1:1 relationship (1 Applicant to 1 Candidate) however same person can apply for various jobs hence many applications by same person (applicant) may result into only one candidate. When an applicant is converted to a candidate, most of the details are copied from applicant to candidate (In case candidate is already existing in the system then latest information is copied over, some of the fields on candidate object have history tracking on so you can see old information in case you need to refer it. A candidate can go through multiple Interviews (1: Many).


Need Help?

Please see “Get Help” section at the beginning of this (“Getting Started”) page.

Or email support@cloudgofer.com