Release 16.01.2013


Release Timing

This release will occur on Wednesday 16th January between 6.30pm and 8.30pm (AEDT).

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 will be running a walkthrough teleconference of the features included in this deplo The teleconference will take place on Thursday 10th January at 2.00pm (AEDT).

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


News and updates

Product Enhancement Program

The Product Enhancement Program was a new initiative in 2012, aimed to better involve customers in the enhancement and evolution of the eRecruit product.

In November last year we invited customers to vote on suggested enhancement items, with the most popular items being put forward for inclusion in the Q3/Q4 eRecruit Product Roadmap.

We are please to announce the following items will be submitted for development, the first of which has already been completed and is included in this January release.

Candidate Management Enhancements:

• Ability to search by full name in the Candidate Quick Search and be able to see Job Reference Number to link to the Job Card in the results (Included in this Deployment).

• Allowing shortlist and interview dates (or key dates) to be clearly displayed on the Candidate Portal.

• Improving the ability for users to see when a candidate has made changes to their Application Form and what the changes are (when using Versioning/View History functionality).

Workflow Enhancements:

• Ability to indicate deadlines or time periods for tasks to be completed and for reminder emails to be sent to users. Have clear on-screen indicators of when workflows are falling behind deadlines.

• Allow a rule/action within an Approval Step of an APM to send an email to a user, with the ability to merge in details from an Approval Form (eg. Changes Required comments).

• Allowing all users within a Requisition workflow to be able to view their completed task/form at any time.

• Allow a rule/action within an APM to automatically apply a candidate to another job (or jobs) based on answers given in the Application Form (eg. Location preference, skills).

System Administration Enhancements:

• Ability to merge information into the Job Highlight fields

• By default, hide inactive items when viewing lists of global questions, forms or process workflows

• Ability to easily re-order global question answer options without clicking up and down arrows for each option (pending further internal discussions)

• Ability to give users permission to see certain types of Requisitions (eg. Based on location, Department etc) (pending further internal discussions)

Timelines for the development and deployment of these items is yet to be confirmed and we will keep you updated via release notes and the User Community when we have further information on this.


Enhancements to NGA.NET Support

NGA.NET have implemented a new help desk system to better track all incoming support queries. All support queries will now automatically generate a Ticket ID for your records.

What this means for our customers is a change in how you will receive reference numbers for your issues. A new Ticket ID number will be given as explained below:

When you email a support query via support@nga.net, you will receive an automated response with a Ticket ID number. This number should then be used when liaising with the Support Consultants to allow them to quickly access the records and assist you further.

When you call the support line (1800 642 638), the Support Consultants will log the issue and an automated email will be triggered to you including the Ticket ID number.

When liaising with the Support team via email, please continue to include the Ticket ID number in the subject line as this will track all correspondence against the item

For any queries on the above, please contact our Support Services Manager, Peter Scott, on 1800 642 638 or (03) 9694 5423 (direct).


Deployment Summary

Candidate Quick Search enhancements

Making it easier to find a specific candidate when using the Candidate Quick Search without having to scroll through pages of results.

Changes to the way editing Form Templates and Form instances is handled

We will be making a change to the way the system handles the editing of Form Templates and Form Instances. This change is being done to improve performance of the system and will not take away from any existing functionality that customers have.


Candidate Quick Search enhancements

Customers often use the Candidate Quick Search in order to find a specific candidate and find them fast. In this deployment we have made some changes that will enable customers to locate a candidate without having to scroll through pages of results.

When typing in a candidates’ full name, you will now receive a results list that shows only those candidates that have the names you have typed in. For example, if you type in “Jeff Smith” you will only receive results for candidates who have “Jeff” included in their First or Last Name AND “Smith” included in their First or Last Name.


We have also included a new column in the Search Results screen, showing the Job Reference Number for a candidate’s application. The Job Reference Number will display as a link, allowing Users to click through to the Job Card to view job details.


When clicking through to view the Job Card, Users will be able to use the breadcrumb trail at the top of the screen to navigate back to the Search Results screen.


Editing Form Templates & Form Instances

As part of ongoing efforts to improve system performance, we will be changing the way the system handles Form Templates and Form Instances. These changes will only apply to Requisition, Assessment and Application forms and there will be no functionality impact for customers.

Prior to this release when creating a Job, or Requisition process, a copy of the associated forms for each step was taken from the template, creating a new instance of the forms. The impact of managing forms in this way means additional processing when creating Requisitions and Jobs.

The change we are releasing in this deployment means we will no longer be creating copies (or instances) of forms. They will instead reference the Form Template they were created from.

To continue to provide the configurability and editing options customers currently have, some changes will be visible to Users when they wish to edit a Form Template or a Form from within an existing Job (application or assessment) or Requisition.

When selecting to Edit a Form Template in the System Module (either via Form Templates or via a Process Template), where the Form Template has been used in a Job or Requisition, Users will notice that they are unable to make any changes to that version of the form – Action links and drag/ drop functionality will not be available.

Instead, a message will display informing the User that the Form Template has been used in ‘x’ jobs and to continue with editing the form, the User must click the Edit Form Template button to create a new version of the Form Template. Any changes made to the new Form Template, will NOT impact Jobs or Requisitions created from the original.


Upon clicking the Edit Form Template button, the User will be taken to the new version of the Form Template where all editing functions will be available as normal. User will not have to re-attach the newly created Form Template to the relevant process again - this will be done automatically. Creating a new version will not add a new form in the Form Template list. Instead the old form is automatically archived (and still be able to be referenced for existing jobs) and the new version will display in the form template list.

Note: Where a Form Template has not been used any any Job or Requisition, the process for editing will remain unchanged.

When making changes to a form via a Job or Requisition Instance, the new process will apply. Upon selecting to Edit the form, Action links and drag/drop functionality will not be available and a message and new Edit button will appear in order to proceed with editing. Continuing with the edit option will then create a copy of the form so it is no longer linked to the original form template allowing you to make edits specific to that Job (application or assessment form) or Requisition.


Are you registered on our online User Community?

The User Community hosts updates about our product suite, release notes, user guides, upcoming events, blogs and much more. It also allows you to engage with other users or post comments and feedback about our products.

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

If you would like further information regarding any items within the release note, please contact the NGA.NET Support Team

p. 1800 642 638

e. support@nga.net