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Release Timing

This release will occur on Thursday 19th September between 6.00pm and 8.00pm (AEST).

During this time, you may experience downtime for up to two minutes. Whilst this downtime is minimal, 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 Teleconference

We are running a walkthrough teleconference of the features included in this deployment. The teleconference will take place on Thursday 19th September at 2.00pm (AEST).

For more details and to RSVP, log in to the NGA.NET User Community -

http://www.community.nga.net/events

To join the teleconference, please use the details below:

The Teleconference Number: 1800 500 485 or (03) 9211 0157

Passcode: 531611

Summary

Stopping multiple users simultaneously editing Requisition form templates and creating duplicates

What It Is: A scenario previously existed whereby if 2 users edited the same requisition form that had been used in an instance (i.e. in a requisition created from a requisition template) then multiple copies of the requisition form were created in the form template library.

The Benefits: If a requisition form is being edited by a user, if a second user tries to edit the form, they will see a message ‘This item is open by another user and cannot be edited at this time. Please try again later.’ This will stop multiple copies of the form appearing in the form template library.

Copy Job/Requisition & Criteria Data

What It Is: Users have the ability to create a new requisition or job by copying an existing requisition or job.

The Benefits: Users can now save time when creating similar requisitions and jobs, using the information already contained in the source requisition or job.

Editing Requisition Form Templates

If a user edits a requisition form that has been used in an instance (i.e. in a requisition created from a requisition template) then another user tries to edit the same form, they will now see a caption advising them that ‘This item is open by another user and cannot be edited at this time. Please try again later.’

User 1 editing a requisition form used in an instance:

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When user 2 tries to edit the same form, they will see the following caption:

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If user 2 was trying to edit the form from a requisition process, they will be returned to the ‘Manage Requisition Process’ page. If they were trying to edit the form from the Form Template List, they will be returned to the Form Template List.

Copy Job/Requisition and Criteria Data

Copy Requisition Data from an existing Requisition

User Story: As a recruiter, I want to be able to create a new requisition using information from an existing requisition, so I can save time when creating similar requisitions.

Permissions Required: If a user has the required function permission to create a requisition and permission to view a requisition and the requisition form in the existing requisition is complete then within the ‘View Requisition Details’ screen, the new 'Copy Requisition data to Create New Requisition' link will display at top right hand side:

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Once clicked, the user will see the new ‘Select Requisition Data to Copy' screen.

On this screen, the following checkbox options/buttons are displayed:

 Requisition Form (checkbox) - checkbox not ticked by default

 Criteria Setup (checkbox) - checkbox not ticked by default

 Cancel (button) - if clicked, user navigated back to the 'View Requisition Details' screen

 Continue (button) - button disabled until at least 1 of the above checkboxes ticked

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If the selected 'existing' Requisition (i.e. the Requisition where the 'Copy Requisition data to Create New Requisition' link was clicked) does not have any Criteria configured (including when the existing Requisition has a Criteria Setup step configured but it has not yet been completed) then

 the 'Criteria Setup' checkbox will be disabled

 a 'No criteria available to copy from existing Requisition' message will display

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When at least one checkbox is ticked and the user clicks 'Continue', they navigate to the 'Create Requisition by' screen with following radio button options

 Selecting Job Template first

 Selecting Job Template later

 Selecting Position and Job Template first

 Selecting Position first and Job Template later

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Note: as per existing functionality, display of above options is determined by the existing configuration for 'Determine which options are available in the new requisition screen' field in Requisition Manager Configuration.

As per existing eRecruit functionality, the selection made in the 'Create Requisition by' screen will determine which lists of Positions, Job Templates and Requisition Templates the user is subsequently navigated to (see below table for summary)

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Copy Requisition Functionality:

Regardless of the radio button selected in the 'Create Requisition by' screen, when the user displayed the 'Job Template List' and 'Requisition Template List', they will be displayed a full list of job/requisition templates

 For example, if the 'Criteria Setup' checkbox was not selected/disabled, the user will still see Requisition Templates that contain Criteria Setup steps

 When Requisition Template selected, the user will be navigated to the first step of the selected Requisition process

When the first 'Requisition Form' step type in the Requisition process is reached, the following will occur:

 data from the first 'Requisition Form' step type of the existing Requisition Form will be populated into the new Requisition Form (where the Global Question ID is a match)

 where the existing Requisition Form is multi step, data will be copied from all steps

 All questions will be copied regardless of type. Where a File Upload question type is being copied, a copy of the file associated with the File Upload question will be made for the target Requisition

 'Job Reference' data will NOT be copied from the existing Requisition - i.e. within new Requisition, the 'Job Reference' field will either be blank or auto-generated/editable or auto-generated/readonly (determined by existing Auto Reference Number Configuration and Job Reference Global Question read-only configuration settings)

 Where data existed in the selected Requisition Template, this will be overridden by the data contained in the Requisition Form of the existing (source) Requisition

 If question data is empty in the existing (source) Requisition, the question will also be empty in the target Requisition, regardless of whether any question data exists in the selected Requisition Template

 Data from a Position selected at the time the Copy Requisition takes place will override the data that exists in the Requisition Form of the existing (source) Requisition

Regardless of the Create Requisition by option selected, Recruiter / Candidate Portal (CP) Files will not be copied from the existing (source) Requisition in any scenario. As per current functionality where Recruiter/CP Files are attached to the selected Job Template, these files will be copied across to the target Job.

If Selection Criteria data is

 Contained in the existing Requisition and the 'Criteria Setup' option was

 selected in the 'Select Requisition Data to Copy' screen then the data will be populated into the new Requisition

 NOT selected in the 'Select Requisition Data to Copy' screen then the data will NOT be populated into the new Requisition

 NOT contained in the existing Requisition then no data will be populated into the new Requisition

Upon completion of the new Requisition creation (i.e. when user completes the first step of the new Requisition process), if the Requisition was created as a result of the new 'Copy Job/Requisition & Criteria data' functionality, when view Status History Log (View Requisition Details screen) new log entry type will display

 Change Type Desc - 'Create Req from Existing ([\ORIGINAL REQ NUMBER]) | Job Status Update'

 Change - 'Create New Requisition from Existing: Incomplete'

 Origin - 'Create New Requisition'

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Copy Job Data from an existing Job

User Story: As a recruiter, I want to be able to create a new job using information from an existing job, so I can save time when creating similar jobs.

Permissions Required: If a user has the required function permission to create a job and Job Permissions to view a job and the Job Creation process in the existing job is complete then within 'Job Card' > 'Manage Job Details' screen, new 'Copy Job Data to Create New Job' link will be displayed at the top right hand side:

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Once clicked the user will see the new ‘Select Job Data to Copy' screen.

On this screen, the following checkbox options/buttons are displayed:

 Job Details Form (checkbox) - checkbox not ticked by default

 Criteria Setup (checkbox) - checkbox not ticked by default

 Cancel (button) - if clicked, user navigated back to the Manage Job Details' screen

 Continue (button) - button disabled until at least 1 of the above checkboxes ticked

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If the selected 'existing' Job (i.e. the Job where the 'Copy Job data to Create New Job link was clicked) does not have any Criteria configured then

 the 'Criteria Setup' checkbox will be disabled

 a 'No criteria available to copy from existing Job’ message will display

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When at least once checkbox ticked/user clicks 'Continue', navigated to ‘Select Job Creation type’ screen with following radio button options

 Create a new Job

 Create a new Job from an Existing Template

 Create a new Job from a Position

 Create a new Job from a Position and existing Job Template

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Note: as per existing functionality, display of above options is determined by the existing configuration for 'Determine which options are available in the new job screen' field in Job Manager Configuration.

Copy Job Functionality:

If the user selects either 'Create a new Job from an Existing Template' or 'Create a new Job from a Position and existing Job Template' options, they will subsequently be navigated to the Job Template List screen and the user will be displayed a full list of job templates regardless of the options selected in the 'Select Job Details to Copy' screen

 For example, if the 'Criteria Setup' checkbox was not selected/disabled, user will still be displayed Job Templates that contain Criteria Setup steps

When Job Template is selected the user is navigated to the 'Job Details' step of the Job Creation Workflow (JCW)

Users copying the existing Job will be able to complete the JCW of the new (target) Job, even if this user is not included in the selected Job Template's Job Creation Wizard user permissions. This is as per current functionality when selecting 'Create a new Job from an Existing Template' or 'Create a new Job from a Position and existing Job Template' options

Within the Job Details screen, the following will occur

 Data from the existing Job Details Form will be populated into the new Job Details Form (where the Global Question ID is a match)

 where the existing Job Details Form is multi step, data will be copied from all steps

 All questions will be copied regardless of type. Where a File Upload question type is being copied, a copy of the file associated with the File Upload question will be made for the target Job

 'Job Reference' data will NOT be copied from the existing Job - i.e. within new Job field will either be blank or auto-generated/editable or auto-generated/read-only (determined by existing Auto Reference Number Configuration and Job Reference Global Question read-only configuration settings)

 Where data existed in the selected Job Template, this will be overridden by the data contained in the Job Details Form of the existing (source) Job

 If question data is empty in the existing (source) Job, the question will also be empty in the target Job, regardless of whether any question data exists in the selected Job Template

 Data from a Position selected at the time the Copy Job takes place will override the data that exists in the Job Details Form of the source Job and any selected Job Template

If user selects either 'Create a new Job' or 'Create a new Job from a Position' options, the above rules regarding the copying of data to the Job Details screen applies. In addition, the steps displayed in the Job Creation Workflow of the new Job will replicate the JCW that the existing (source) Job used. In this scenario, the source Job acts as a template for the existing Job and configuration and data for the following steps may also be copied (depending whether or not they existed on the source Job's JCW):

 Criteria

 Application Form

 Groups

 Assessment Form

 Emails

 Roles

 Application Statuses

 Job Status Notifications

 Settings from Manage Integrations

Regardless of the Create Job option selected, Recruiter / Candidate Portal (CP) Files are not be copied from the existing (source) Job in any scenario. As per current functionality where Recruiter/CP Files are attached to the selected Job Template, these files will be copied across to the target Job.

If Selection Criteria data is:

 Contained in the existing Job (regardless of whether the Criteria was added in the Requisition workflow from which the Job was created, or in the JCW itself) and the 'Criteria Setup' option was

 Selected in the 'Select Job Details to Copy' screen then the data will be populated into the new Job

 NOT selected in the 'Select Job Details to Copy' screen then the data will NOT be populated into the new Job

 NOT contained in the existing Job then no data will be populated into the new Job

Note: if the Job Template selected to create the new Job is configured with 'Selection of all Criteria is mandatory' is 'Yes' then this will apply in the Job regardless of the configuration options of the template used to create the existing job.

Upon completion of the new Job creation (i.e. when user Submits the Job Details form of the new Job), if the Job was created as a result of the new 'Copy Job/Requisition & Criteria data' functionality, when viewing the Configuration Log

 Existing log entry - where 'Create Job' will display in Action column

 'Created from Existing ([ORIGINAL JOB NUMBER])' will display in Description column

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