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xNote Types & Templates
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Page Location:
Admin > Codes > Note Types > Applicant
Admin > Codes > Note Types > Requisition
Note Type codes are used to indicate the nature of a note being entered and (possibly emailed to other users) relative to an Applicant's record or to a Requisition and populates the Note Type dropdown list when a new Note is entered on either the Applicant's or the Requisition's Note page.
These pages in the Admin > Codes section also allow the Administrator to create Note Templates for commonly used note content and to maintain consistency for certain information. To make use of a Note Template the User can Right-Click in the body of the Note section and all available templates are listed from which the User may choose.
Applicant Note Types
User View: Users will see these codes/values in the Applicant File > Notes Page when 'Applicant Notes' is set to View, Add Only or Update in their Group Security.
Applicant View: Applicants do not see this field.
Import Code Key: NT
.csv file should contain Code & Description in that order.
Requisition Note Types
User View: Users will see these codes/values in the Requisition > Notes Page when 'Requisition Notes' is set to View, Add Only or Update in their Group Security.
NOTE: If the Notes field should be entered at the time the requisition is created, then add it to the Create Req Form process. If approvers need this information to approve the requisition, add it to the Requisition Approval Email. If anyone who prints out the requisition form should see this information add it to the Print Req Form option.
Applicant View: Applicants do not see these codes/values. However some of the Note Types may be used to further explain position requirements and show up on the Website > Job Browsing/Description Page.
Import Code Key: N2
.csv file should contain Code & Description in that order.
Creating Note Type Codes
Important Considerations: Cyber Recruiter codes cannot contain certain symbols such as commas, quotes, periods, apostrophes or ampersands and the user will get an error message when trying to enter or import codes containing them. There are also certain character combinations that must be avoided because Cyber Recruiter is programmed to strip them (even if they are in the middle of a code or description) as they can be used by others to reference potentially dangerous procedures or scripts that could cause harm to your Cyber Recruiter system. These combinations include: SP_ or sp_ and XP_ or xp_. Also a double dash will be converted to a single dash. There are a few other combinations not listed here that could be stripped, but it is extremely unlikely that they would be used in codes or descriptions.
After clicking "Add new record." enter in the necessary information to create a new code.
| Field |
Purpose |
| Code |
Unique Identifier for the drop-down option. This code is written in the raw data and is referenced to determine the description to show on the screen. If the code is removed from the Admin > Codes section, this value will still be in the Applicant or Requisition file for reporting purposes unless the file is edited and saved after the code was deleted. |
| Description |
This is what is displayed on the screens and on the website for searching. |
Inactivating Note Type Codes
Applicant Note Type codes cannot be inactivated.
NOTE: If a code cannot be inactivated, it is not recommended to delete the code as this could cause "holes" in your data. Instead, consider adding a "z" to the beginning of the Description field as this will move the code to the bottom of the list.
Requisition Note Type codes can be inactivated. When the code is inactivated it will no longer be an option to select when updating the system or displayed in grouping/search options on the website. Inactive codes in search lists and reports inside Cyber Recruiter will be segmented so all active codes appear first and then inactive codes appear under a header ---Inactive---
To inactivate a code, edit the code and check mark the option for 'Inactive'.
Creating Note Templates
After clicking "Add new record." enter in the necessary information to create a new template.
| Field |
Purpose |
| Template Name |
Unique Identifier for the template. This is used to identify the template on the list when a user right clicks in a new note for either an applicant or a requisition. Selecting this item from the list will add the content of the template to the note.
|
| Note |
This is what will be displayed in the note after the template is selected. |
Inactivating Note Templates
Note Templates cannot be inactivated, but unlike codes deleting a template will have no ill effects on Notes created by using a template.
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