Job Permissions in the eRecruit system are useful to ensure that certain users only have access to the jobs they need, reducing the chance of cross contamination by recruiters/managers.
Job Permissions may be used to restrict a user’s access to:
- A single job
- All jobs created from a job template
- All jobs that are published to an audience
- All jobs that match a job details filter (also known as User Job).
Note: If the user is part of a user group, they will inherit the user group job permissions.
To assign permissions:
- Click the Job Permission link.
2. This will take you to the Manage User - Job Permissions page.
3. Select the checkbox if you would like the user to have access to all jobs in the system. A system administrator or the Recruitment team would generally have this level of access.
If the user does not have access to all jobs in the system you would need to set up specific Job Permissions.
4. To add a new Job Permission, click the + Add Job Permission link at the top right hand side.
5. This will give you the option to choose the Job Permission Type. Use this drop-down list to select the type of job permission you want to assign to this user.
Candidate Card UDV: Using this field, you can determine what the user will see in the Candidate Card.
Job: This will give the user permission to view only this job. Once this option is chosen, you will be required to select a single job from a secondary drop-down list.
Candidate Groups: You can also limit the user’s access, so they can only see candidates from a particular group.
Candidate Statuses: This will restrict the user to only see
Job Template: This allows the user access to only those jobs created from a specific job template.
Audience: This allows the user access to all jobs published to a specific Job Audience Type. All live jobs must be published to an audience type, selected during the job creation process.
User Job: This allows the user access to all jobs created based on a specified job details field. In this example, only jobs created that are in the legal department. This needs to be setup first in the User Job Permission form within System Forms.
Restricted Access: If Restricted Access is selected a user will only be able to package applications and complete steps assigned to them within a job.
6. Once you create the Job Permission, it will appear in the Manage User – Job Permissions like so:
If you wish to remove the user permission click delete on the right hand side of the page.
7. If Job Permissions have been setup for the user group, it will appear below the individual job permissions like so:
Other User Options
Whilst the Modules, Functions and Job Permission sections are essential for when you are creating a user, there are other options that are of great use when managing user accounts.
Change Password: Click on this link to reset the user’s password.
Send Email: By clicking this option, you will be able to send an email to the user’s email account. This will take you to the standard email screen. This is very useful when manually notifying a user that a task needs to be completed or when the password has been changed.
Restrict Talent Search Results: Using this option, you are able to narrow down the talent pool that the user can search candidates on. This can be done by Job Audience Type, Job Template, Global Question, Job and User detail (to name a few).
If there isn’t a restriction added, the user will be able to search over the entire talent pool.
Assign User Defined Views: Using the User Defined Views allows you to determine what the user will see in the Talent Card, eRecruit Header (the top icons on the screen) and the Homepage (determining if the user can see dashboard reports). Select from the dropdown lists for each option.
Note: If you would like to get more User Defined Views created, contact the ACENDRE Support Team.
Activity Block: Click this option to ensure that a user only has access to activity blocks.
Role Permissions: Click this option to align the user to a specific assessment role. Assigning the user to a role means that during the Job Creation process, this user can only be selected for a specific role (i.e. chair) to assess candidates.
Note: Users can inherit role permissions from a user group.
Job Board Account Permissions: Click this option to assign user permissions to advertise jobs using specific Seek and/or MyCareer accounts.
SMS Accounts: Use this option to allow the user to send SMS via the eRecruit system.
(To be predominately handled by ACENDRE).
Email Log: Use this option to view all the automatic emails sent from the system (including task notifications).
Reassign User Tasks: Use this option to re-assign any outstanding tasks from one user to another. This is useful when a user leaves the team or goes on leave. You can choose all tasks, or specific tasks.
Impersonate User: Use this option to view exactly what the user will be able to see. This is also useful when a user has an issue, as you can replicate how the issue looks. However it is very important that this be used as a read-only tool; don’t make any changes whilst impersonating the user. This is only to be used by Super Users or Administrators.
When you impersonate a user, there will be a End User Impersonation option – to stop impersonating you will need to click this option.
13. Once you have finished adding/editing the user, click the Save button on the bottom right hand corner.
