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Jobs Tab

In order to organize applicants and keep track of unfilled positions, HireTouch allows users to create and work with jobs. Jobs allow users to keep track of open positions that need to be filled within a particular unit/org. Applicants, notes, tasks and documents can be associated with the job, helping users to stay organized and keep track of all activities taken to fill an open position.

  1. To view a list of jobs in the system, from the toolbar, click Jobs.
  2. If multiple views are available, from the Jobs tab, beside All Jobs, click Change your current view hiretouch. NOTE: Multiple views may or may not be available, depending on the options set in the Setup tab.
  3. From the Change view to drop down menu, select the desired option and click Go.

Viewing Jobs

The Jobs tab will show the first set of jobs in alphabetical order. By default, the page will show 10 records per page. In order to better find the desired job(s), this page allows users to sort and search jobs in a variety of ways.

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Sorting Jobs

To search for a job, in the Search text box hiretouch, type the desired search terms and click Go. If there are multiple search results, they will all be listed. To view information about a particular job, click the hyperlinked job name. To view all jobs again, click Clear.

Your system may or may not have the option of changing job views. If it does, to view jobs for only a specific location, category or status, click the Change your current view icon hiretouch. From the Change view to drop down menu, select the desired option and click Go. The results will be filtered to show only the selected options.

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The list can also be sorted by clicking the desired heading (e.g., location, category or applicants). Clicking the heading once will sort in ascending order. To sort in descending order, click the heading a second time.

Viewing and Editing Jobs

The list of jobs provides an overview of each job, but administrators can open a particular job to see additional information.

  • To open a job to view more information, from the Jobs tab, click the name of the desired job.
  • In the new window that appears with job information, you can click through a new set of tabs on the toolbar, which contain information about the job.
    • Properties: Provides an overview and description of the selected job.
    • Candidates: Displays a list of all applicants who have been associated with this job.
    • Activity: Displays all actions taken in regards to the job, which can be viewed as a list, calendar or timeline based on the link selected by the user.
      • Documents: Provides access to any documents that have been uploaded regarding the job, and allows users with the correct permissions to add new documents. 
      • Events: Provides access to any scheduled events (e.g., interviews) that have been created regarding this job.
      • Notes: Displays all notes regarding this job that have been created, and allows users to add new notes.
      • Tasks: Displays a list of tasks related to this job that have been and/or need to be completed by users.

Working with Job Properties

Users with the correct permissions can view an overview of the job. This includes any new applicants, events or activities; a list of forms that applicants must fill out for this job and all job descriptions that users have created. Most of this information, especially the job description information, is created when the job is originally added to the system. Other information, such as new applicants or recent activity, is updated automatically based on what has happened in the system.

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To view this information, from the Jobs tab, click the desired job name. If necessary, in the new window that appears, click Properties.

Information on this page that is linked to other system information (e.g., each applicant listed for the job has an applicant profile) will provide a hyperlink to view the additional information. To view this additional information, click the correct hyperlink. To navigate back to the job, navigate to the Jobs tab using the toolbar and click the correct job.

The job description information can be modified as needed. From the desired job’s page, click Edit. Using the provided fields, make all desired changes. When finished, to keep the changes, click Save. To return to the job without saving the changes, click Cancel.

To send an email to a candidate with the information contained in the Job Properties page, click Email to a candidate. In the To text box, type the email addresses of any candidate to receive the email, separated by a comma. In the Message text box, type any additional information to be included in the email. Click Send.

Working with Job Candidates

This provides access to all applicants in the system. For more information about working with applicants, please refer to the Working with Applicants chapter.

To access the list of applicants in this way, from the Jobs tab, click the desired job name. In the resulting window, click Candidates.

Working with Job Activities

The Activity section keeps track of any actions taken in regards to a job. This includes the addition of attached documents, notes, tasks and events related to the job.

To view all activities, from the Jobs tab, click the desired job. From the resulting window, click Activity. The list of activities which appears will be sorted by date.

This information can be sorted or searched to make certain events easier to find, and users with the correct permissions can add new records that many not be automatically entered into the system. This helps to keep track of the job and its progress through the company.

Activities regarding an job 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

In List view, each activity will display a link in the Category column which will take the user 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 icon hiretouch for 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, 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.

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Calendar View

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), you can 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.

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Timeline View

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.

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Working with Job Documents

Users with the correct permissions can associate documents with a particular job in order to help keep track of paperwork. This could include uploading a blank application, evaluation criteria or a sample employment offer to keep all documents associated with the job in one central location.

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All documents that have been added to the system and associated with the job will be displayed on the job’s Documents tab. To view this page, from the Jobs tab, click the desired job. From the resulting page, click the Activity tab and the Documents tab.

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 menu on the left, select the desired type of document. To view the entire list again, click All Types.

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. 

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 List.

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.

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 successfully uploaded or the administrator may not have access to the document.

Users with the correct permissions can add new documents to a job profile. From the Documents page, click Add Document. Using the provided fields, create a name and description for the document, select the document type, and use the Browse… button to find the document to upload. When finished, to add the document to the applicant’s documents, click Save. To return to the Documents page without saving, click Back to List.