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Applicants Tab

The HireTouch system is designed primarily to keep track of applicants and any UA hiring activity taken regarding those applicants. The majority of information regarding those applicants is available under the Applicants tab.

  1. To view a list of current applicants and/or access any additional information about those applicants, from the toolbar, click Applicants.
  2. OPTIONAL: From the Applicants tab, beside All Applicants, click Change your current view .
  3. From the Change view to drop down menu, select the desired option and click Go.

3.1 Viewing Applicants

The Applicants tab will show only the first set of applicants in alphabetical order by last name. In order to better find the desired applicant or applicants, this page allows a variety of ways to sort and search through applicants.

Viewing Applicants

3.1.1 Customizing Applicant Views

While the original list of applicants appears in alphabetical order with a preselected number of records per page, users can customize the way that applicants are viewed.

To view more or fewer applicants per page, from the Per Page drop down list in the lower right corner, select the desired number of results. To view the next set of applicants, click the Next link at the bottom of the page. If necessary, to view the preceding list of applicants, click the Previous link.

If you so choose, you can view an applicant’s progress based on the icons that appear in the Applicants tab. An icon will appear in all columns for which the applicant, unit or ER/HR should have begun tasks, and that icon shows the status of that task for that applicant.

Incomplete

Incomplete icon

The applicant has not yet begun the process.

In Progress

In progress icon

The applicant has begun but not finished the process.

Complete

Complete icon

The applicant has finished the process.

Alert

Alert icon

There is a concern about the applicant based upon his or her responses.

Action Required

Action required icon

In order for the applicant to proceed, action must be taken by the administrator.

3.1.2 Sorting and Searching Applicants

To search for an applicant by name, type the name into the Search text box Search icon. Once the name has been entered, click Go. If there are multiple search results, they will all be listed. Click the desired name to view information about the applicant. To view all applicants again, click Clear.

To view applicants of a particular category, below the toolbar, click the Change your current view iconhiretouch. From the Change view to drop down menu, select the desired view. Click Go. When opening the Applicants tab, if no applicants appear, change the view to display the desired applicant records.

The list can also be sorted by clicking on the desired heading (e.g., name, application, background). The list will immediately sort in ascending order. To sort in descending order, click the heading a second time.

3.1.3 Viewing and Editing Applicant Information

It is possible to view information for a specific applicant from the list of multiple applicants.

To view more information about an applicant’s progress, hover the mouse above any icons that appear. For the Incomplete, In Progress or Complete icons, information about the dates of action will appear. For the Alert icon, information about the concerns will appear. For the Action Required icon, you can click the icon to begin the required process.

To view additional information about the applicant, click the desired applicant’s name. You can then click through a new set of tabs on the toolbar containing the information from the applicant’s completed application or regarding their interaction with the company.

When finished working with a particular applicant, to return to the Applicants screen, click the Applicants: (Applicant Name) tab on the far left of the toolbar.

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  • Demographics: Additional tabs appear to view the information submitted on the applicant’s application.
  • Jobs: Additional tabs appear to view all forms and their completion status, including background check forms.
  • Activity: Displays all actions taken in regards to the applicant, which can be viewed as a list, calendar or timeline based on the link selected by the administrative personnel.
    • Alerts: Displays a list of all alerts regarding the applicant and provides the opportunity to create a new alert.
    • Correspondence: Displays a list of all correspondence with the applicant, and provides the option to create new correspondence.
    • Documents: If the applicant has submitted any documents (such as a resume or personal information), search committee members can access them.
    • Events: If any activities have been scheduled for the applicant (such as interviews), lists all events and provides the opportunity to create new events.
    • User Logs: Displays a list of any changes that have been made to specific fields within an applicant’s profile.
  • Duplicates: If a record with duplicate information is located in the system, displays that second record.
  • Processes: As the applicant moves through each of the processes set up in a workflow, displays the applicant’s progress and allows the user to change the applicant’s status for particular steps in the workflow.

Working with Applicant Demographics

Users with the correct permission level can view or edit demographic information for applicants. This information is generally created originally when the information from an applicant’s application is pulled into the system.

To view this information, from the Applicants tab, click the desired applicant’s name. If necessary, after the applicant’s information appears, from the toolbar, click Demographics. A new set of tabs will appear directly below the toolbar, each containing particular information from the application. To view information from any category, click the desired tab.

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Users with the correct permissions can also edit the demographic information available for an applicant. This can be useful if a candidate’s attached resume or any paper documents have information that was not entered into the application. Information that is already present can be edited using the Edit button at the bottom of each page. If more than one record appears, access the record to be edited by clicking the hyperlinked record name or the View buttonhiretouch. To add a new record for the applicant, in the correct page, click Add (Record Type).

Working with Applicant Job Forms

Applicants in the system are presented with a list of forms to fill out, each of which will be stored for administrative review. Users with the correct permissions can add forms to the list that an applicant is required to complete, clear submitted forms to allow an applicant to fill them out again or review forms that a particular applicant has finished.

To view the applicant’s forms, from the Applicants tab, click the desired applicant’s name. In the applicant’s profile, click the Jobs tab. A list of forms that the applicant has finished or needs to finish appears. Forms which have been finished will display a red checkmark icon hiretouch in the Completed column and a date and time that the form was submitted.

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Forms that can be viewed with the user’s current level of permissions will appear as a blue hyperlink. If a form is not hyperlinked, the information may be available only after the applicant has been hired or to a different level of administrator. To view a form, click the hyperlinked completion date. If an applicant has made a mistake or for some other reason needs to begin a form again, for that form, click Recertify.

NOTE: If a user submits an applicant for a job internally after the applicant has applied externally, the applicant will receive two applications and appear in the system twice.

Working with Applicant Activities

HireTouch keeps track of all activities taken within the system regarding an applicant, including correspondence, uploaded documents or tasks and notes concerning that applicant. This information can be sorted or searched to make certain events easier to find, and administrative personnel can add new events that many not be automatically entered into the system. This helps to keep track of the applicant and his or her interactions with UA.

Events added to the system will be added to the Activity list of the involved applicant, and their profile will be updated to reflect that event.

To view an applicant’s activities, from the Applicants tab, click the name of the desired applicant. From the applicant’s record, click the Activity tab. The list of activities which appears will be sorted by date.

Activities regarding an applicant can be displayed in a list, in a calendar or in a timeline. Records will appear as a list by default. To change the view, use the links under the toolbar to select the desired view.

List View

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In List view, each activity will display a link in the Category column which will take you directly to the subject of the activity (e.g., the document or piece of correspondence for the applicant).

For PDF documents, clicking the Category link will open a page with a link to download the document. From the Activity tab, you can also click the PDF iconhiretouchfor the corresponding document to open the file directly. If you would like to view activities of only a certain type, only in a certain date range or only performed by a certain user, you can use the drop down menus above the list to sort the records. When all desired options are selected, click Go. To view all records again, click Clear. To search for a particular record, in the Search hiretouch text box, type the search terms and click Go.

Calendar View

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In Calendar view, the name and time of each activity will be displayed in the calendar (shown at right). To view the subject of the activity (e.g., the document or piece of correspondence for the applicant), click the hyperlinked name of the activity. For PDF documents, this will open a page that will download the document. All other activity types will open the subject of the activity directly.

To look at a different month, from the top of the calendar, click Prev or Next as appropriate.

Timeline View

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In Timeline view, the category and name of each activity will be displayed on a timeline (shown at right). All activities will appear on the bottom half of the timeline. To view an activity, click it. Information about the activity will appear in a pop up balloon, but the subject of the activity (e.g., the document or the task) cannot be opened from the timeline.

To move the timeline and see more activities, click and drag the timeline until the desired information is displayed.

Working with Applicant Alerts

Applicants who have significant shortcomings in their ability to perform the job for which they have applied can be flagged with alerts about their shortcoming. These applicants will then display an alert icon beside their name in the list of applicants, which can be used to warn system users at a glance.

To view alerts about a particular applicant or to add an alert, from the toolbar, click Activity and Alerts.

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To view alerts of only a certain type (e.g., job gap, criminal record, insufficient employment) or status (retired or active), from the drop down menus, select the correct type or status and click Go. To search for alerts by keyword, in the Search text box hiretouch, type the keywords and click Go. To view all alerts again, click Clear.

To view or retire the alert, click the View Alert icon hiretouch. Additional information about the alert appears. Retired alerts will still be listed on the applicant’s record, but an icon will no longer be displayed on the list of applicants. In addition, marking an alert as retired can indicate to other users that this issue has been resolved. Retired alerts can also be re-activated. To retire an active alert, click Retire Alert. To re-activate a retired alert, click Unretire Alert. When finished, to return to the list of alerts, click Back.

To create a new alert, from the Alerts page, click Add Alert. From the Type drop down menu, select the type of issue the alert is addressing. In the Message text box, type additional information about the issue. When finished, to add the alert to the system, click Save. To return to the list of alerts without saving, click Back.

Working with Applicant Correspondence

You can view all correspondence that has been sent to the applicant through the system or send new correspondence. To access all correspondence information, from the Applicants tab, click the name of the desired applicant. From the toolbar, click Activity and Correspondence. The list of correspondence that appears displays information about the correspondence template, the job the correspondence was related to, the date sent, the user sending the correspondence, and any notes or tasks related to the correspondence.

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To view correspondence from only a certain user or using a certain template, using the drop down menus above the list, select which correspondence should be displayed and click Go. To view all correspondence records again, click Clear. To view more or fewer records per page, from the Per Page drop down menu, select the desired number of records to be shown on each page.

To view the text of any correspondence from the list, click the related View Correspondence icon hiretouch. When looking at a piece of correspondence, administrators can add notes related to the correspondence. To add a note, in the (User Name) said… text box below the text of the correspondence, type the note. When finished, click Add Note to save the note. To return to the list of correspondence, under the text of the correspondence, click Back.

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To add a task based on this document, in the Add a Task section, type a name for the task. From the Task Type drop down menu, select the type of task. From the Assign To drop down menu, select the person to whom this task should be assigned or click the Lookup Users icon hiretouch to browse for a user. Type or use the Calendar icon hiretouch to select a due date for the task. When finished, click Add Task.

Users with the correct permissions can also send new email correspondence to applicants. From the applicant’s Correspondence tab, click Create Correspondence. Using the provided text boxes, enter information about the recipient(s) and sender of the email, and a subject for the email. To use a template, from the Change Template drop down menu in the upper right corner, select the desired template and click Go. In the Message section, type or edit the text of the correspondence. When finished, to send the email to all listed recipients, click Send. To return to the list of correspondence without sending the message, click Back.

Working with Applicant Documents

All documents that are uploaded or completed by an applicant using the HireTouch system are displayed in the applicant’s Documents page. You may not be able to view all applicant forms, depending on your permission level. In addition, some forms can only be viewed once the applicant has been hired. The Documents page allows you to view a list of all an applicant’s documents in the system, to view all documents for which you have the correct permission, and to add new documents.

To view the list of documents, from the Applicants tab, click the desired applicant’s name. From the toolbar, click Activity and Documents. To view a different number of records on each page, from the Per Page drop down menu, select the desired number of records. To view only a certain type of document, from the Document Type drop down list, select the desired type of document and click Go. To view the entire list again, click Clear. To search for a particular document using keywords, in the Search text box hiretouch, type the desired search terms and click Go. To view the entire list again, click Clear.

To view information about the document, click the corresponding View Document icon hiretouch. The Document Details window will appear, displaying information about the type and size of the document, as well as any notes that have been added.

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To edit the information about the document, from the Document Details window, click Edit. Use the provided fields to change any information or upload the document. When finished, to keep the changes, click Save. To return to the document information without saving, click Back.

To delete the document, from the Document Details window, click Edit. At the bottom of the window, click Delete.

To add a note about the document, from the Document Details window, in the (User Name) said… text box, type the text of the note. When finished, click Add Note. The note will appear any time other system users access the document information, and the Documents page will display the number of notes attached to the document.

To add a task based on this document, in the Add a Task section, type a name for the task. From the Task Type drop down menu, select the type of task. From the Assign To drop down menu, select the person to whom this task should be assigned or click the Lookup Users icon hiretouch to browse for a user. Type or use the Calendar icon hiretouch to select a due date for the task. When finished, click Add Task.

 Users have two options for opening documents. If viewing the document information, from the Document Details window, in the File section, click the hyperlinked file name or .pdf link. If viewing the list of documents, from the File column, click the hyperlinked file name or .pdf link. If no hyperlink appears, the document may not have been uploaded or the administrator may not have access to the document.

 Working with Applicant Events

Applicant profiles can track interview and other events scheduled in the applicant’s progress through the hiring system. These interviews can be recorded on the applicant’s profile, and as an event is created emails can be sent to all attendees.

To work with events for a particular applicant, from the applicant’s profile, click Activity and Events.

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To view more or fewer events on each page, from the Per Page drop down menu, select the desired number of records.

To view additional details about an event, edit an event or add a comment about the event, click the corresponding View Event icon hiretouch. A summary will appear with any additional information that was entered regarding the selected event. To add a comment about the event, in the (Username) said… text box, type the comment. Click Add Note. To edit information about the event, click Edit. Using the provided fields, make any desired changes. When finished, click Save. To remove the event and all associated information from the system and its records, click Delete.

To create a new event, from the Events tab, click Add Event. In the Name text box, type a title for the event. From the Type drop down menu, select the type of event. In the Start Date and End Date text boxes and drop down menus, select the date and time at which the event should begin and finish. To select a date from a calendar, click the Calendar icons hiretouch. To send an invitation email to all personnel who will be designated as attending, in the Email Attendees drop down menu, select Yes. To send a reminder to attendees before the event begins, from the Send Reminder drop down menu, select the amount of time before the event that the reminder should appear. In the Description text box, type any additional details about the event. To designate personnel who should attend the event, click the Attendees icon. From the resulting window, select the checkboxes for all personnel who should attend and click Add Attendees. If the event will occur more than once in a regular pattern, from the Recurrence section, select how often this event will occur. When finished, to add this event to the system, click Save.

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To add a task based on this event, in the Add a Task section, type a name for the task. From the Task Type drop down menu, select the type of task. From the Assign To drop down menu, select the person to whom this task should be assigned or click the Lookup Users icon hiretouch to browse for a user. Type or use the Calendar icon hiretouch to select a due date for the task. When finished, click Add Task.

Working with Applicant Notes

Notes are short messages that users with the correct permissions can add to an applicant’s record to keep track of comments about the candidate.

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All notes that system users have added referring to a candidate will be listed in the Notes page. To view this page, from the Applicants window, click the applicant’s name. From the toolbar, click Activity and Notes.

To view more or fewer notes on each page, from the Per Page drop down menu, select the desired number of records. To view notes from only a certain user or written in only a certain time frame, from the All Users and Range drop down menus, select the desired options and click Go. To view all records again, click Clear. To search for a particular note using keywords, in the Search text box hiretouch, type the desired search terms and click Go. To view the entire list again, click Clear.

If the note is attached to a document, piece of correspondence or another system feature, from the Category column, click the hyperlinked category to view the feature to which the note is attached. (For instance, if the note was about the candidate’s resume, clicking the Document link would bring up the resume.)

To add a note, from the Notes page, click Add Note. In the Note text field, type the desired note. To keep the note, click Save. To return to the Notes page without saving, click Back.

Working with Applicant Tasks

Tasks are records that allow users to view a customized list of duties based on their position in the workflow and the actions of each applicant. Some tasks are assigned automatically based on workflow. Tasks can also be created manually. The applicant’s Tasks page displays all tasks that have been created for that particular applicant.

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To view an applicant’s Tasks page, from the Applicants page, click the applicant’s name. From the toolbar, click Activity and Tasks. The list of tasks will display an ID number for the task (which can be used to quickly search for a specific task); the name, type and status of the task; information about the job it pertains to and the system user who created the task and the number of notes that have been created about the task.

To view more or fewer records on each page, from the Per Page drop down menu below the list, select the desired number of records. To view only a specific type of task, or tasks created by specific users, from the Task Type and All Users drop down menus above the list, select the desired options and click Go. To view all results again, click Clear. To search for a particular task using keywords, in the Search text box hiretouch, type the desired search terms and click Go. To view the entire list again, click Clear.

To view additional information about a task, from the Tasks page, click the View Task icon hiretouch for the task. The Task Details page will appear, displaying additional information about the task and any notes that have been added.

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Tasks can have their priority, status, date and the system user responsible for the task edited. The name, description and type of task must remain the same. To edit the task information, from the Task Details page, click Edit Task. Using the available fields, make the desired changes. To keep the changes, click Save. To return to the Task Details window, click Back.

Tasks can be linked to other system features to keep track of what the task is referring to. For instance, a task to set up an interview can be linked to the interview event, or a task to review an applicant’s resume can be linked to the resume. This makes it easier for users to access the subject of the task. For more information, please see the Setup chapter and the Manage Tasks options.

Notes can be attached to tasks to keep a record of system users’ actions and/or thoughts regarding the task. Notes that have already been created will appear on the Task Details page. To add a new note, in the (User Name) said… text box, type the text for the desired note and click Add Note.

To add a task, from the applicant’s Tasks page, click Add Task. Using the provided fields, enter the desired task information. When finished, to add the task, click Save. To return to the applicant’s Tasks page without saving, click Back. When a task is assigned to a person, it will appear on their Tasks tab.

Working with Applicant User Logs

User logs record any changes that are made to an applicant’s demographic information.

To view a user log, from the applicant’s profile, under the Activity tab, select the User Logs sub-tab. To view changes to only a specific type of information, from the drop down menu at the top right, select the desired type of log to view and click Go.

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To view only certain elements that may have changed within a log (e.g., if the city has changed within an address), select and deselect the checkboxes under each heading.

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Working with Duplicate Applicant Records

If an applicant creates more than one profile or if multiple profiles within the system contain information matching that entered by the applicant, the system will display that matching profile in the Duplicates tab. To view a list of any other profiles that contain all the same information, from the applicant’s profile, click Duplicates. The criteria used for determining what information must match to create a duplicate record and the percentage that each duplicate piece of information is given is set up by administrators in the Setup tab.