xRequisition - Create Req Form

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xRequisition - Create Req Form

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Page Location: Admin > Page Builder > Requisition > Create Req Form

The Create Req menu item of Admin > Page Builder > Requisition determines the process a user will take when creating a new requisition. This setup page has many sub-pages and decision trees which may be used to simplify the creation process and/or ensure that all the information needed to approve and post a requisition is gathered at the beginning of the process.

Information does not HAVE to be included in the creation process. If a page or field (attachments or Salary Grade, for example) is not relevant or known during the creation process, that information does not need to be included in the creation process. The only fields which MUST be included in the creation process are the requisition code (unique identifier of the requisition) and the requisition title.

NOTE: If the options to create requisitions from templates or copy existing requisitions will be used, all fields that are defined in the templates or that a user wishes to copy must be present in the create req form or they will not copy over. The fields can be disabled and/or invisible to the user, but they must be present.

Before starting the configuration for this section, be sure that all the requisition fields and organizational levels are defined on the Miscellaneous page, and all the user groups and/or users have been defined (if they will be defaulted in the Approval process).

Wizard Page 1: Defining the Options

The first page of the setup defines which options will be presented to a user who starts the requisition creation process via the standard 'Create Requisition' from the Requisition Menu. All options that are checked will be included. Set up this page to include the options that MOST of the users will need to use.

If specific a user should have a different option then a Custom Link can be added for that specific user. For example, if 95% of the users will be copying requisitions or using templates, set up this page with just those options. Then, create a custom link and give access to the small group of people who will need to create a requisition from scratch.

Field		Purpose / Value
Title		Provides a title for the page.
Instructions		Enter instructions/directional message for the form. This will appear directly under the Title.
Options
	Type in Manually	Check this option to allow users to fill in a form completely. This option assumes that the user will know all requested information and does not need to copy existing information to start a new request.
	Create from Template	Check this option to allow users to use a requisition with a status of TEMPLATE to start the creation process. Generally this is used if there are predefined job descriptions which should be used when requesting a new requisition. Information from the Main, Job Description, Approvers, Requirements, and Req Questions can be set up in a Template Requisition and copied to the new request. NOTE: If allowing for this option, be sure to add in requisitions with this specialized status; otherwise, nothing will show for selection when this option is selected.
	Copy Existing	Check this option to allow users to use a previously created requisition to start the creation process. Information from the Main, Job Description, Approvers, Requirements, and Req Questions can be set up in a Template Requisition and copied to the new request.
Captions		Enter captions for each method selected with language which will show on the page for the user so it is clear what options are available and how they work. For example, if the 'Create from Template' option is activated, the caption might be 'Job Description List'

If the 'Create from Template' or 'Copy Existing' options are being used, before continuing to the next setup page, press the

icon to edit the copy settings. These settings are used for both options.

Option		Purpose
Copy Attachments		When this option is checked, the creation process will copy over ALL attachments which are included with the requisition which is being copied.
Copy Skill/Education Requirements		When this option is checked, the creation process will copy over ALL requirements listed on the Requirements page of the requisition which is being copied.
Copy Notes		When this option is checked, the creation process will copy over ALL notes listed on the Notes page of the requisition which is being copied.
Requisition Questions		Only one option can be selected of the three provided.
	Copy Req Questions	This option will copy the requisition questions listed for the requisition being copied.
	Use Standard Req Questions	This option will ignore the requisition questions for the requisition being copied and will INSTEAD use any defaults for questions which are set to 'Auto-Add' in the Question setup.
	No Default Req Questions	This option will prevent questions from being added (either from the copied requisition or from the setup page for the Requisition Questions).

Wizard Layout: Defining the Process

On the Wizard Layout tab a user may define the steps for the "Default" wizard process template and/or add and define other wizard templates. Check the box next to a page to include it in the requisition creation process. Once the process is defined, press the icon before continuing. Then, press the icon to further define the page setup. Each of these pages are 'mapping' pages. The sole purpose of the page is to gather information which will be placed into the final requisition file. Once the creation process is complete, these pages (the order, the captions, etc.) will not be seen again.

Page	Purpose
Template	Each system will have one 'Default' template that will be used for the req creation process. Define this first process using the rest of the page. If needed, additional wizard processes can be defined by simply clicking the icon to add a new wizard 'template' process. Once the template is named, edit each of the pages in the process. Each page has the ability to copy the starting format from the 'default' and then can be modified. After all of the templates are defined, edit the Group Security to provide access to the options to each group of users.
Organization	Presents a page to the User for identifying the structure of the job before continuing on to the rest of the request form. This page MUST be used if any organizational dependencies are set up on the System Setup page.
Main Page (Required)	Captures information which will then be placed into the Main or Notes page of the Requisition.
Job Description Page	Captures information which will be stored on the Job Description or Notes page.
Req Questions Page	Allows the user to add in requisition questions for this position. If questions are set to automatically add to requisitions (or if the copy option is defined to populate this page) the user will be able to review the questions and make adjustments.
Attachments Page	Allows the user to add in additional electronic documents related to this position.
Approvals Page	Defines the approval process which will be followed after the creation is complete.
Confirmation Page	Displays a confirmation message and allows the user to print a copy of the requisition information entered.

Req Code Generation

This page defines the code which can be automatically assigned to the requisition as it is created. When developing a scheme, be sure to make the fields which are included in the scheme required fields when creating a new requisition. If dashes (-) are used and there is a missing field creating two dashes (--) the system will be unable to create the requisition due to SQL restrictions of special characters.

Field			Purpose / Option
Automatically Generate requisition codes?			Determines whether Cyber Recruiter should automatically generate the requisition code for each new requisition created: - No: allow Users to manually enter the requisition code during the creation process. - Yes, but only for recruiters: automatically generates a code if the person who is creating the requisition is classified as a 'Recruiter' in the Admin > Security > User setting. - Yes, but only for hiring managers: automatically generates a code if the person who is creating the requisition is classified as a 'Hiring Manager' in the Admin > Security > User setting. - Yes, for everybody (Recommended): automatically generates a code based on the coding scheme field for all Users. NOTE: Do not use spaces or colons in the schema to create the code.
Numbers			Depending on the variable used to determine the coding scheme, a different starting number should be entered.
	Last Number Used		This field is connected to the {Next#} variable. Enter a number here to start the count for the numbering of each requisition. Generally this variable is used if the number should never re-set.
	Last Group Numbers Used		This field is connected to the {NextGroup#} variable. Click on the hyperlink to access the starting numbers for each group. By default, each new grouping will start over with 1. This variable should be used if the numbering should re-set (by year or org level, etc.)
		Reset all to 0	Click this link to reset any existing numbers back to 0 (zero).
		Add	Click on this link to add in a scheme manually.
		Last Number	Enter the last number to use for any schemes previously used.
		Delete	Click on this link to remove the scheme which has been previously used.
Coding Scheme			Defines how the requisition code will be structured. It works in conjunction with the drop-down list of variables. It also has the ability to contain all characters, except spaces. Entering any variable into the coding scheme, replaces existing data. NOTE: Before using special characters in the scheme, check the requirements for any systems which will be integrated (EBI, MONSTER, etc.) because some have limitations to what can be used in their codes.
Variables			The following variables can be used to generate the coding scheme. To use a variable, place the cursor where the variable should be located in the scheme, then find it in the drop-down list and then press the Add button. NOTE: Be sure that any field used as a variable is a required field during the creation process so the code is properly assigned and no pieces are missing.
	{4DigitYear}		Merges the year based on the creation date of the requisition in a yyyy format (2011 or 2012, etc.)
	{2DigitYear}		Merges the year based on the creation date of the requisition in a yy format (11 or 12, etc.)
	{2DigitMonth}		Merges the month based on the creation date of the requisition in a mm format (02 for February, etc.)
	{2DigitDay}		Merges the day based on the creation date of the requisition in a dd format (01 for the 1st, 15 for the 15th, etc.)
	{UserInitials}		Merges the Initials of the user who is creating the requisition as defined in the User Security (be sure these are all filled in before using this variable)
	{UserID}		Merges the UserID for the user who is creating the requisition.
	{ReqType}		Merges the CODE for the Req Type (Job Type) selected during the creation. Do not use this variable if this information is not captured during the creation process.
	{OrgLevel} (1-5)		Merges the CODE for the Organizational Code selected during the creation process.
	{SalaryGrade}		Merges the CODE for the Salary Grade selected during the creation process.
	{Next#}		Assigns the next number based on the "Last Number Used" field. This field keeps incrementing and does not start over based on the other variables.
	{NextGroup#}		Assigns the next number based on the other variables used in the scheme. This field allows the numbers to reset when a new variable combination is used.
	{Misc} (1-20)		Merges the CODE (for drop-down options) or the value of the Misc field selected.
Truncate Req Type and Organizational Levels...			If the Req Type or any of the Organizational Levels are used in the scheme, the code can be shortened for consistency. For example, if the location code used in the variable is actually WASHINGTON, selecting '5' for this field will shorten the variable in the req code to be WASHI.
Pad numbers with zeros to a total length of...			Depending on the expected length of the code and numbers assigned, it is recommended that lower numbers are 'padded' to allow for consistency. This will 0 (zero) fill until the proper length is attained. For example, if '3' is selected for this field, the number assigned for the fifth req will display as '005'.

Posting Rules

This tab works in conjunction with the 'Auto Open' field (called 'Auto Post' in the Create Req > Main page in Page Builder). If this field is not set to Yes (either by default, during the creation process, or on the Main page of the requisition) these rules are ignored.

The Posting Rules Tab allows the Administrator to determine what status should be assigned to the requisition after the approval process is completed and what date should be entered for the four date fields which affect reporting and posting to the Careers/Self Service site.

NOTE: numbers for the “Internally” and “Externally Posted” dates should not be entered if these fields are added to the Create Req Form. Adding numbers to this page will overwrite the values entered in the creation process as the approval process is completed.

Field	Purpose
Status	Select which status should be assigned to the requisition AFTER the approval process is complete. If the status selected is a valid "Open" Requisition Status the job will automatically posted to the Careers/Self Service site.
Open Date	Enter a number to have the system automatically fill in the 'Open Date' field on the Main page of the requisition, once the approval process is complete. Enter a 0 (zero) to have the system fill in the date the final approval was received.
Date Posted Internally	Enter a number to have the system automatically fill in the 'Date Posted Internally' field on the Main page of the requisition, once the approval process is complete. This field (in conjunction with the 'Date Posted Externally' field) controls the date anyone flagged as an employee will see the position via the Self Service module.
Date Posted Externally	Enter a number to have the system automatically fill in the 'Date Posted Externally' field on the Main page of the requisition, once the approval process is complete. This field controls the date anyone flagged as an applicant will see the position via the Self Service module and when the job will display on the main Careers site.
Remove Posting	Enter a number to have the system automatically fill in the 'Remove Posting' field on the Main page of the requisition, once the approval process is complete. Generally this field is used if a job should be removed after a preset number of days. NOTE: Leave this field blank (don't enter a 0) if there will not be a pre-set removal date in the future.

Example 1:
Goal: Post out the job immediately and to everyone after the approval process is complete.

Status = Open
Open Date = 0
Date Posted Internally = 0
Date Posted Externally = 0
Remove Posting = BLANK

Example 2:
Goal: After getting the final approval, post out the job immediately to employees but wait for 3 days before posting to applicants.

Status = Open
Open Date = 0
Date Posted Internally = 0
Date Posted Externally = 3
Remove Posting = BLANK

Example 3:
Goal: After getting the final approval, post out the job immediately to everyone and pull the job down after 45 days.

Status = Open
Open Date = 0
Date Posted Internally = 0
Date Posted Externally = 0
Remove Posting = 45

Auto Email

The Auto Email Tab allows the Administrator to select the appropriate Users who should be notified when a new requisition is created. This is just an FYI not a fully detailed email of the requisition information. This email can be configured in the Standard Email section of Correspondence Templates.

Custom Page

The Custom Page Tab allows the Administrator to insert a custom developed requisition form should the organization not want to utilize the ‘Create Requisition’ wizard default. It will ignore the Wizard Page 1 and Wizard Layout Tabs and adhere to anything set up on the Req Code Generation Tab and Auto Email Tab.

See also

Creating Requisitions