xApplicant - Tasks - Cyber Recruiter

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xApplicant - Tasks

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Page Location: Admin > Page Builder > Applicant > Applicant Tasks

Tasks are used to create a to-do list which is specific to applicants so all users of Cyber Recruiter are on the same page related to outstanding items needed during the hiring process. Tasks can be assigned to Cyber Recruiter users, external contacts or even an applicant.

The task page in Page Builder is designed to create default categories and tasks which will then be used on the specific applicant page. This page of Page Builder is broken up into two sections: Task List & Category List.

NOTE: If the Questionnaire form will be sent to Applicants for completion, a task should be added with the name of On-Boarding Questions. The name must be exactly as shown but the rest of the page can be company specific.

Summary View

Task List

The task list contains a list of all the specific tasks which can be assigned to via the applicant's Task page.

Field	Purpose
	The pencil icon allows the user to edit the task details.
Task Type	Displays the detail of the task for quick reference.
Categories	Displays the categories connected to the task.
Assigned To	Displays the person who will ultimately be responsible for completing the task.
Date to Complete	Specifies the number of date the person assigned has to complete the task once it is assigned.
	The X icon allows the user to remove the task from the system. NOTE: Pressing the X icon will remove the question from the set-up page as well as from the Applicant record. So, all the information connected to this task will be lost. It is recommended that a question not be deleted but rather it be inactivated (edit the question to see this option) so the data can remain attached to the Applicant's file.
Show Hidden	Check this box to show all tasks in the list, even the ones marked as Inactive.

Category List

Categories allow for grouping of the tasks. When a category is selected on the applicant's task page, all of the tasks associated with that category are added en-masse to the applicant's page.

NOTE: When adding the code, DO NOT include spaces in the code and make all the codes 100% unique. For example, if you have two categories for 'Hourly', one should be HOURLY1 and the other HOURLY2. The usage page does a look-up based on the category code from left to right and will return all the tasks assigned which is finds. So, if one is HOURLY and the other is HOURLY2, the task list presented for HOURLY2 will include all the task for HOURLY as well as HOURLY2.

Field	Purpose
	The pencil icon allows the user to edit the category details (name, description and which tasks are included)
Code	Displays the code associated with the category.
Description	Displays the category name.
	The X icon allows the user to remove the category from the system. NOTE: Pressing the X icon will remove the question from the set-up page as well as from the Applicant record. So, all the information connected to this task will be lost. It is recommended that a question not be deleted but rather it be inactivated (edit the question to see this option) so the data can remain attached to the Applicant's file.

This option is completely custom and each company may decide to group questions different. There is not a limit to the number of categories which can be created nor does just one category need to be used per applicant. Two examples are listed below on how this section can be grouped:

Example 1: Position or Location Driven
Management Positions
Security Positions
Nurses Hired in North Carolina

Example 2: Process Driven Categories
2nd Phase of the Application (opens the references page for the applicant and requests that HR send off the background form).
New Hire Paperwork (tracks the various tasks needed to complete the on-boarding process)

Adding Data

Items from each section reference each other. So, when adding an individual task, there is an option to connect the task to one or more categories. When adding a category, there is an option to add one or more tasks. So, it is best to determine which list would be most beneficial to start with first - list all the task and then group them together, or list all the groups and then add all the tasks.

Adding / Editing Specific Tasks

If a new task needs to be added, press the 'Add new record' link above the summary grid. If a task needs to be edited, press the

icon to access the details.

Field				Purpose	Note
Task Name				Enter / Displays the unique name connected to this task. This will be the item listed in the drop-down on the Applicant's page.	This CANNOT be changed once it is saved.
Category				Highlight a category to connect the task to the grouping. When that category is selected via the Task page of the Applicant's profile, this task will be automatically added to the page.
Task Detail				Stores the details associated with the task. This will act as a default when the task is added to the applicant's page but can be updated with individual pieces of information. NOTE: Make sure in Task Details there are not single or double quotes being used. If they are used, the applicant will not be able to view the task message while logged into Self-Service.
Days to Complete				Specify how many calendar days the person assigned has to complete the task. This field will automatically calculate the due date based on the date the task is added.

Assigned To				Select who will be assigned the task. When the task is assigned, the system will automatically assign the task to the person based on the role (Recruiter, Manager or Applicant) or the individual specific.
	Recruiter			Select this option if the task will be performed by the person connected to the requisition as the Recruiter.
	Hiring Manager			Select this option if the task will be performed by the person connected to the requisition as the Hiring Manager / Supervisor.
	Applicant			Select this option if the task will be performed by the applicant. Selecting this option will refresh the page and request additional information.
		Page To Open		Using the drop-down list, specify which page in the Self Service module should be "opened" in order to allow the applicant to provide additional information. If the page is set to not be viewed by the employee or the applicant, the page will be viewable and will only reference the page settings (View Only, Add Only or Update). If data should be collected by the reference it is recommended that the page be set to Add Only or Update.
	Non Cyber Recruiter User			Select this option to assign a task (sending an email) to a person who is not listed in the current Cyber Recruiter user list.
		Assigned To Email		Enter the email address of the person who will be responsible for this task.
	Specific User			Select the name of the person who is a user in Cyber Recruiter and who will be responsible for this task.

Notify Upon Completion				Using the drop-down list provided, select who (if anyone) should receive an email notification that the task has been completed.
		Recruiter		Select this option to send the Recruiter connected to the requisition an email when the task is completed.
		Hiring Manager		Select this option to send the Hiring Manager connected to the requisition an email when the task is completed.
		Applicant		Select this option to send the Applicant an email when the task is completed.
		Non Cyber Recruiter User		Select this option to send an email to a non-Cyber Recruiter user when the task is complete.
			Notify Email	If selected, enter the email address.
		Specific User		Select the name of the user to notify when the task is complete.

Adding / Editing Categories

If a new category needs to be added, press the 'Add new record' link above the summary grid. If a category needs to be edited, press the

icon to access the details.

Field	Purpose	Note
Code	Enter / Displays the unique name connected to this category.	This CANNOT be changed once it is saved.
Description	Displays the name of the category. This is what is highlighted in the task.
Tasks	Highlight a task to connect the task to the grouping. When that category is selected via the Task page of the Applicant's profile, this task will be automatically added to the page.