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Table of Contents

Release Timing

This release will commence on Tuesday 6 th October, from 9.00 pm to 2.00am (AEDT).

You may experience downtime for up to five hours. We recommend that wherever possible, any large or critical system tasks be completed before close of business on the day of a deployment or commenced the day after.

If you have any further queries, please contact your Support Team on 1800 642 638.

Deployment Walkthrough Webinar

We will be running a walkthrough webinar of the features included in this deployment and also the previous deployment (Release 6). During this webinar, we will demonstrate where the updates have been made and how it changes the system. We will also discuss the benefits that you will see from the updates.

The webinar will take place on Tuesday 6 th October, at 12.00 pm (AEDT).

To join the webinar, please use the details below:

Webinar address: https://global.gotomeeting.com/join/922884837

Audio: Use your microphone and speakers (VoIP) - a headset is recommended. Or, call in using your telephone using the details below.

Australia (toll-free): 1 800 193 385

New Zealand (toll-free): 0 800 47 0011

New Zealand: +64 9 280 6302

Access Code: 922-884-837

Audio PIN: Shown after joining the meeting

Summary

Below provides a summary of the items included in Release 7. In the following pages you will find further details of each Release Highlights item.

Release Highlights:

 Interactive Requisition Workflow: Part 1 of our Interactive Workflow project, this feature is aimed at making the workflow panel more informative for users by providing information on who has completed steps and when, who is assigned to subsequent workflow steps and allowing emails to be sent to users directly from the workflow

 System Usage/Security Statement: optional feature that requests a user to agree to a client specific statement before logging into the system.

Interactive Requisition Workflow

This feature is the first stage of our Interactive Workflow project and focuses on the Requisition process.

Infrequent users often access the system via auto-task login emails to perform an action. They are typically taken straight through to a form for completion that provides little context on the process and task at hand. What has happened to this point? Who has been involved? What happens next? Who do I contact if I have a question or need clarification? These are all questions that can lead to confusion and frustration for users if information isn’t readily available.

The Interactive Workflow feature allows users to access information on who has completed previous requisition steps and when along with who is assigned to subsequent steps in the process. Users can access already completed forms and also communicate with others in the process via email. The feature can be switched on and off for each step in the Requisition process meaning System Administrators have control over where the information is displayed.

How does it work and what does it look like?

Steps in the process where the Interactive Workflow has been enabled will display an information icon. Users can click on the icon to present further information relating to the step.

For completed steps, clicking the information icon will display who the step was completed by and when.

A document icon will provide access into the completed form. By clicking the icon a modal window will display the form in read only format.

Clicking on the users name allows an email to be generated and sent to that user. The email will automatically input the Job Reference Number and Job Title into the subject line.

Important Note: Emails sent from the Interactive Worflow will utilise your default email system. Emails sent, along with any replies will not be logged in the eRecruit system.

For subsequent steps in the process, the system will display the information that is available at that point in time. For steps where a user has yet to been assigned, the step will display 'Step Currently Unassigned' and where the step has been assigned to 'All Users with Permission to this Job' then 'All Users' will be displayed.

In cases where the step has been assigned to a specific role but a user has yet to be assigned to that role then the role name will be displayed and a list of users with permission to that role can be viewed via an expand control. Similarly, where the step has been assigned to a user group then the user group name(s) will display and a list of users within the group can be accessed via an expand control. When expanding a list of users, the list is limited to 10 users, displaying the first 10 users based on first name. Where more than 10 users exist this will be indicated with ‘x more’. Clicking on the users name once again allows an email to be generated and sent to that user.

Switching on the Interactive Workflow for Requisition steps

System Administrators will be able to enable the Interactive Workflow for each step within a Requisition process. This can be managed at a Requisition Template or Requisition Instance level. When managing a Requisition step, a new option will now be available “Access step details from workflow”. If selected, the Interactive Workflow information icon will display for that particular step.

When deployed, the “Access step details from workflow” option will be unselected for all steps in configured Requisition Templates and current Requisitions. If adding a new step to a template or current Requisition, the “Access step details from workflow” option will be selected by default.

System Usage/Security Statement

The System Usage/Security Statement is a feature that can be enabled and tailored for your system and ensures that users understand and agree to your policies around system usage and security before accessing the system. When enabled, the statement will display in a modal window when the system login page is accessed. A user must agree to the statement before they can proceed to log in.

To have this feature enabled for your system please contact your Client Success Manager or the Support Team on 1800 642 638.