Product

Feature

Description

Recruitment

Enhanced Candidate Portal Registration and Login Experience

Several enhancements have been implemented to ensure the ongoing security of candidate personal identifiable information. This includes a new registration path and additional security measures around resetting passwords and entering incorrect credentials.

Introduction of Requisition/Job Notes

Users will now have the ability to add notes against a Requisition or a Job.

Bulk Global Question Deletion Functionality

A configuration tool has been introduced to enable bulk deletion of questions from forms.

Candidate Portal Profile

The existing candidate portal profile has been enhanced to allow customisation of forms that can be included in the registration process allowing for the capture of candidate personal information. Candidates can now manage their own personal information within the candidate portal and have this information pre-fill future applications.

Change

Description

New link to register on the login page

A new option to register as a new user will be introduced on the login page.
The email address validation advising if the user is registered or not has been removed.
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Updated message when incorrect login details are provided

When a candidate attempts to login with the incorrect username and/or password, they will be presented with the below message:
"Please check your username and password. If you are still unable to log in, use the reset password option or contact your recruitment advisor."
We will no longer be identifying if the user has an existing account or not.

Advice on the number of unsuccessful login attempts remaining

When attempting to login to the candidate portal with incorrect credentials, the candidate will no longer be presented with information advising how many attempts they have remaining before their account will be locked.
They will also no longer be presented with a pop-up message advising them that their account has been locked.

Removal of identification that the user does not have a valid account when attempting to reset their password

If the candidate has not previously registered but attempts to use the reset password option, they will no longer receive notification that their email address is not registered to a user account. They will be presented with the same message that a valid candidate would receive.

Confirmation screen message when using the forgotten password functionality

When the candidate enters their email address to reset their password in the forgotten password screen, they will be presented with a confirmation message advising them to check their email inbox for next steps.

Notification received by locked candidate users when attempting to reset their password

If the candidate attempts to reset their password while their account is locked, they will receive an email containing the below information:
"You have attempted to reset your password while your account is locked. You will receive an email when your account is unlocked and you will then be able to reset your password."

Notification received by non-registered users when attempting to reset their password

If the candidate has not registered but attempts to reset their password, they will receive an email containing the below information:
"You have attempted to reset your password, but we don't have an account linked to this email address. If you'd like to set up a new account please click the below link to register."
The link will direct the candidate to the registration page.

Confirmation message when registration screen has been completed

When the candidate completes the registration screen, they will be presented with the below message:
"Registration completed.
Please check your inbox for next steps."
This same screen will be presented to new users registering for the first time or existing users incorrectly attempting to register again.

Notification received by new candidates registering for the first time

When a new candidate completes the registration process, they will receive an email to confirm next steps containing the below information:
"Your registration is now complete. Please login with your username and password to access your account and manage your applications."
The login link will direct the candidate to the login page on the candidate portal.

Notification received by existing candidates incorrectly attempting to register

If a candidate with an existing account attempts to re-register with the same email address, they will receive an email containing the below information:
"A registration attempt has been made using this email address. This email address is already registered to a valid account, click here to login.
If this wasn't completed by you, we recommend that you change your password immediately to secure your account.
Alternatively, if you did attempt to register and you have forgotten your password, please use our reset password option."
Candidates will be able to use the links in this notification to either attempt to login or reset their password.

Pre-Application forms

If the candidate is submitting an application to a job that has a pre-application form, the pre-application form will now be presented to the candidate after they have logged into the portal.

Change

Description

Removal of the ability to configure multiple custom candidate registration emails

To ensure that candidates are consistently provided with the correct information when registering, we have removed the ability to create multiple unique registration emails per candidate portal audience.
All candidates will be presented with the emails outlined in the above table.

Ensure correct branding is applied to candidate portal emails

To support the need to ensure candidates are presented with correct email branding when registering and interacting with the candidate portal, we have introduced the ability to link a configured email display brand to an audience. This will ensure that the candidate is consistently presented with the correct branding associated to the audience they are registering against within the candidate portal.
There is now a new field available within the Branding screen entitled "Email Display Template".
The field will display all configured email display templates available in the system and allow for a template to be linked to the brand and therefore the audience.
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If there is no email display template configured against the brand, then the system will look to see if there is an email display template selected against the email in the email template list. If there is an email display template configured against the email template, this will dictate the branding on the email.
If there is no email display template configured against the brand or against the email template, the email will be sent without any email display template associated.
This process is applicable for:

• All emails associated with the registration stream
  
• All emails associated with the candidate portal locked/unlocked stream
  
• All emails associated with the forgotten password stream
  
• All emails associated with job alerts
  
• All Email a Friend emails

Candidate Portal Lockout communication

Candidates will no longer be presented with a message on the candidate portal when they have locked their candidate portal account. An email will be automatically triggered to the candidate to advise them that their account is currently locked, and they will be advised when it has been unlocked with a further email communication.

Candidate Portal Locked/Unlocked Emails

Emails that trigger to a candidate when they lock their account and when their account is unlocked will no longer be configurable. These emails will contain standard content to ensure the candidate receives the appropriate information to continue their candidate portal exchanges.

Step Number

Description

1

Navigate to the requisition the note needs to be added against and open the View Requisition Details page

2

Select the new feature Add Requisition Note on the top right of the page
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3

Select the option Create Note
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4

Add note information into the screen and upload any applicable documents
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Select Save Note

5

The note will save and will be available within the Add Requisition Note screen.
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Users can select View to view the detailed content of the note or Edit if the user has been given the permission to edit notes.

6

If the user has been given the permission to edit the note, then any edits will be available within the view screen of the note.
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7

If the user has been given the permission to delete notes, then they will have the action to delete the note or note edits.
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8

Any notes added to a requisition will flow through and be available against the job in the job card. This will ensure that a full picture of the job history is available in one central location within Job Notes.

Step Number

Description

1

Navigate to the job the note needs to be added against and open the Job Card

2

Select the option Add Job Note from the Job Details drop-down menu and the Add Job Notes page will open

3

Add the details of the note, including any file uploads.
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Select Save Note.

4

The note will save and be available within the Job Notes page
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Users can select View to view the detailed content of the note or Edit if the user has been given the permission to edit notes.

5

If the user has been given the permission to edit the note, then any edits will be available within the view screen of the note.
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6

If the user has been given the permission to delete notes, then they will have the action to delete the note or note edits.

Step Number

Description

1

Navigate to the form that requires maintenance.
This can be a form within a template library or a form on an individual record.

2

Use the tick boxes available to the left of the global questions to select the questions to be deleted
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3

When the questions have been selected, click on Bulk Delete Questions
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4

The Delete Question Confirmation screen will be presented and display the number of global questions that has been selected for deletion.
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Select Cancel to navigate back to the form and not complete the deletion or select Delete to confirm the deletion request.

5

If Delete has been selected, then the deletion request will process, and the user will be directed back to the form with a confirmation messaged displayed.
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6

Note that the system will prevent the user from deleting system questions on a form.
A confirmation screen advising how many global questions can be deleted and how many system questions are unable to be deleted will be displayed.
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7

The confirmation message displayed when the deletion request has processed will also advise how many questions were deleted and how many were unable to be deleted.
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8

Note that there is a maximum number of 30 questions that can be deleted in any one action using the Bulk Delete Questions tool.
If the user attempts to delete more than 30 in one action they are presented with an error message.
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Step Number

Description

1

Navigate to the Frontend Candidate Registration and My Details Form within the System Forms menu.
The candidate registration form will be displayed. This is the form that all candidates complete when they register.

2

Click on the new option Add New Form Step and name the form step. The name of the form step will be visible to the candidate within the candidate portal.

3

The tick box Display Step in My Details Only will determine if this information is available to the candidates when they complete their registration process.
This allows the user to determine if information needs to be captured when the candidate first registers or if they would like to allow the candidate the ability to manage the information within the candidate portal, but not collect it at this point in time.
The default will be unticked, indicating that this will be collected during registration.
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Select Save

4

The form will be displayed with the additional form step. Global questions can now be added to the form step from the global question library.
Select Add global question

5

Search and locate the global question/s to be added and select Add

6

Continue steps 2-5 to add all required form steps and global questions.
Note: Form steps can be moved up and down to allow reordering, except for the first form step. This ensures that candidates are presented with the correct information when registering for the first time.
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Step Number

Description

1

Candidates will need to log into the candidate portal.
Locate and select My Profile and click on My Details
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2

Information that has been collected during registration will be available for management and any additional information configured to be available outside of the registration process will be accessible for completion.
Forms steps at the top can be clicked on the navigate to particular information or candidates can select Save and Next to move through the steps.
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3

Information entered within the My Details section on the candidate portal will be used to pre-fill future candidate applications.