Release 20.04.2011

Owned by Matthew Milosevic (Deactivated)
Mar 28, 2017
16 min read


Available Wednesday 20 April 2011

This deployment will occur on the evening of Tuesday 19 April between 6.00pm and 8.00pm (AEST). During this time, Users may experience downtime for up to 2 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 Account Manager on 1800 642 638.

 

This deployment

IMPORTANT NOTE: Three additional items will be released as part of this deployment. Please read the Release Note to familiarise yourself with the enhancements.

 

This deployment will occur on the evening of Tuesday 19 April and will cover the following enhancements to your system:

 

Batch processing improvements:  Changes have been made to batch processing tasks as part of our continual performance improvements. As a result of this project, usability of the Messages tab has also improved. See below for further details about the changes.

 

Job Alert Management: To improve manageability of Job Alerts, a number of new features will be introduced including:

  • New Job Alerts tab on the Talent Card;
  • New Talent Data Log tab on the Talent and Candidate Card;
  • New ability to Disable and Re-trigger Job Alerts for a Job against an Audience Type; and
  • Privacy Policy acceptance on the Candidate Portal.

 

Configurable File Uploads: Users with permission will now be able to configure file upload restrictions such as file type, file size, display captions detailing file restrictions and delete uploaded files.   

 

Activity Scheduler: We are excited to introduce the new time zone field in both the backend and frontend of the Activity Scheduler Module. Please see below for further detail about the changes.

 

Candidate Task Notification Email template: A new email template will be available allowing Users to send Task Notification Emails to candidates with their login details. 

 

Global Assessment Form (GAF) improvements: Slight User Interface changes have been made to improve the appearance of the GAF, as well as performance.

 

Improving Date format consistency:  In an effort to improve the overall consistency of eRecruit, we have made changes to the way dates are formatted in both the backend and frontend of the system.

 

  • The format for Date is: dd-mmm-yyyy (i.e. 23-Feb-2011)
  • The format for Date/Time is: dd-mmm-yyyy hh:mm PM (i.e. 23-Feb-2011 13:00 PM)

 

Onetest Integration: NGA.NET is excited to announce the integration of Onetest into eRecruit. Onetest is one of Australia's providers of online psychometric assessments, if you would like to know more about integrating your system with Onetest, please contact your Account Manager.


Additional deployment items

Ordered Preference List questions: Changes have been made to the configuration of Ordered Preference List questions, allowing Users to set the minimum number of preferences required.

 

Task Candidate List: We have completed work to allow Users of eRecruit to:

  • send emails to candidates from the Task Candidate List; and
  • configure a Filter Form from the Task Candidate List based on questions completed within the Application form.

 

Task Permissions by Candidate Groups: Setting Candidate Groups via Job Permissions and the Job Card so that Users are only able to view and assess certain groups of candidates, thus improving consistency and usability.

 

Upcoming enhancements

In the May deployment, we are working to release the following enhancements to you:

 

New Views reporting:  Improving performance and relevancy, watch this space for more information.

 

Generate merge documents:  We are working hard to allow our Users to create a merge document for a Job outside of a workflow. More information will be available in the next release note.


Batch processing improvements

As part of our continual performance improvements, we have made some changes to batch processing tasks (i.e. bulk assessment moves in APM, packaging and exporting). This has resulted in improved usability in the messages tab.

 

New columns on the Messages tab

Two new columns have been added, allowing Users to be able to see where their request is in the queue and an estimated completion time. 


To manage the data being displayed, Users will be able to Select List Columns for this tab, via the additional Select List Columns link on this tab.


Cancelling Batch requests

As per current functionality, Users will be able to cancel their requests if the request has a status of Not Started or In Progress. Once the process is complete, Users will be able to Download or Delete the batch.


IMPORTANT NOTE: Users will NOT be able to cancel APM Decision and Approval batch requests at anytime.


Failed/Stalled Batch requests

Users need to be aware that a new Try Again link will be available in the Action(s) column, if a batch request has started but failed. 



When this link is clicked, the batch request will go back into the processing queue.


IMPORTANT NOTE: All records 28 days or older will be deleted from the Messages tab on a nightly basis. 


Job Alert Management

We are excited to announce a number of new features to assist users in managing Job Alerts in the backend. This includes:

  • A new Job Alerts tab on the Talent Card;
  • New Talent Data Log tab on the Talent and Candidate Card;
  • New ability to Disable and Re-trigger Job Alerts for a Job against an Audience Type; and
  • Privacy Policy acceptance on the Candidate Portal.


A number of customers have requested the ability to manage Job Alert profiles, specifically the ability to change an Audience Type from Internal to External or vice versa, this is usually done when someone join or leaves the organisation. 


Job Alerts tab on Talent Card

The new Job Alerts tab will available on the Talent Card allowing Users to perform the following three functions:

 

  • Set Job Alerts to be active/inactive for candidates;
  • Change the Audience Type for the Job Alert; and
  • Display the candidate’s Job Alert form settings.


IMPORTANT NOTE: The Job Alerts tab will be hidden from all Users except Super Users on rollout. To allow Users to view this tab, Talent Card UDV permissions need to be set.



IMPORTANT NOTE: Candidate’s form settings will be displayed on the Job Alerts tab as read-only, with no

option to edit the fields, no matter what the Talent Card UDV (User Defined Views) settings are.


If a candidate has no Job Alerts set up, a message will display to Users when they try to access the Job Alerts tab.



Talent Data Log tab on Talent and Candidate Card

The Talent Data Log will be available on both the Talent and Candidate Card, it will be used to record changes and actions against Job Alerts (i.e. when a candidate’s Audience Type is changed from internal to external or vice versa). It is essentially the audit trail for the backend management of Job Alerts


IMPORTANT NOTE: The Talent Data Log will be turned off for all Users except Super Users on rollout. To allow Users to view and access this tab, Talent Card UDV permissions need to be set.


Job Audience Management

Two new features will be available when managing Job Audiences, allowing Users to disable and Re-trigger Job Alerts. This feature is particularly useful when candidates need to be aware of any changes that have been made to

the job, such as job close dates. 


IMPORTANT NOTE: The ability to Re-trigger and Disable Job Alerts will be disabled for all Users, if you would like the ability to do so, this can be configured via Function Permissions, when managing a User/User Group under Job Manager.


Step 1.


Step 2.


When the Re-trigger Job Alerts option is selected,


Users are taken to another page, where they are asked to confirm their action. 


Users will be taken back to the Job Audience Type Configuration page once the action is confirmed, next to the Re-trigger Job Alerts option, the date that the Job Alert was last re-triggered will display.


IMPORTANT NOTE: Job Alerts will be sent to all matching profiles according to the Users configured alert period (Daily, Weekly or Monthly), not immediately. 



By selecting the Do Not Trigger Job Alerts option, no Job Alerts will be sent based on the Alert and Job Audience configuration. The option to Re-trigger Job Alerts will also become unavailable. 

IMPORTANT NOTE: Going forward, when Job Alerts are disabled, enabled or re-triggered, the action will be recorded in the Job Configuration Log. 


Candidate Portal Privacy Policy changes

To ensure that candidates are aware that information relating to their Job Alert will be saved on the System we have made the changes necessary to ensure that candidates accept the privacy policy before proceeding to register for a Job Alert. We recommend all Super Users review their Privacy Policy to ensure that it covers the recording of Job Alert information.


Configurable File Uploads

Development has been completed to allow our Users to configure the type and size of files, which can be uploaded to their System. This will improve the usability of the file upload questions by making it easier to identify configured file restrictions.

 We have also added a small feature allowing Users to delete uploaded files, once the form has been saved. 


Setting up File Restrictions

In Systems, a new File Restrictions link will available to Users with permissions set. 


Users will be taken to a page where they are able to set the maximum file size, types of files accepted for the Candidate Portal and Backend uploads. 


IMPORTANT NOTE: On rollout, all Systems will be configured to the maximum 5MB limit on file uploading. This limit can be decreased if necessary via the File Restrictions link.

 

The file types typically setup and available for selection in eRecruit are:

  • .doc
  • .docx
  • .dot
  • .xps
  • .pdf
  • .xls
  • .xlsx
  • .zip
  • .jpg
  • .gif
  • .tif
  • .rtf
  • .txt
  • .htm
  • .html
  • .pps
  • .ppt
  • .pub
  • .zip
  • .wps
  • .odt
  • .odf
  • .wma
  • .avi
  • .mp3
  • .mht
  • .sxw
  • .eml 


It is important to note that your own system may have other file types available for selection that are not included in this list. 


Setting up Permissions

To setup Users or User Groups with Permission so they have access to set File Restrictions, this is done via Function Permissions under System when managing a User or User Group. 


Setting up File Restriction captions

A new Display option will be available for File Upload Questions, allowing Users to Display File Restrictions Caption. The caption will inform Users of any files restrictions that have been setup, allowing them to edit the file before uploading it. 


If the option to Display File Restrictions Caption is selected, an information icon will appear on the form. When Users hover their mouse over it, details of the file upload restrictions will display.


IMPORTANT NOTE: On rollout of this feature, the Display File Restrictions Caption will be set to ‘No’ for all existing questions.


Deleting uploaded files

We are introducing a new feature, which will allow Users to delete uploaded files, once a form has been saved.  This will be available across both the Candidate Portal and back end of the System.  The following example is from the Candidate Portal.

 

Prior to saving a form, Users are able to change the file they have uploaded by clicking Browse, and selecting a different file to upload.

 

When Users click Save or Save and Continue, the Delete button will then become available alongside their uploaded file.



Activity Scheduler - new Time Zone feature

We have completed work to make the Activity Scheduler link to User time zones. Users will notice a new Venue Time Zone feature in the Activity Scheduler module in both the backend and frontend of the system.

Including Venue Time Zone information in eRecruit, provides both back-end users and candidates with additional clarity on the exact timing of interviews/activities in the eRecruit system, regardless of time zone of the individual user/candidate.

 

Time Zone in Activity Scheduler (Backend)

A Venue Time Zone field has been added to several areas in the backend of the Activity Scheduler. Users will be given a clear view of the activity’s time zone (defined by selected venue) throughout the system

 

Please see below for all areas where Venue Time Zone is now available and what this means for our Users.


1.Activity Venue

When editing or creating an Activity Venue, a Venue Time Zone field is now available. 


2. Creating/Editing Activity Types

When creating or editing an existing Activity Type, once Venue is selected, the Venue Time Zone will display dynamically in a read-only format. For our Users, this means Activity types are easier to configure (i.e. Email configuration fields are hidden, unless required).


3. Creating/Editing Activity Blocks

When creating or editing an existing Activity Block, once Venue is selected, the Venue Time Zone will display dynamically in a read-only format. This new field will display to our Users accurate interview times, as defined by the venue selected (i.e. start/end times are not converted based on individual Users viewing/editing an Activity block).


4. New Venue Time Zone column added to Activity Block List

A Venue Time Zone column has been added to the Activity Block List, allowing Users to clearly identify the time zone of particular activity blocks. This column will display to our Users accurate activity times, as defined by the venue selected (i.e. Venue Time Zone is not converted based on individual Users time zone).


IMPORTANT NOTE: On rollout, the Venue Time Zone will be visible to all Users by default. To manage the data being displayed, Users will be able to Select List Columns for this tab, via the additional Select List Columns link on this tab.


5. Activity Blocks within Job Card

A new Venue Time Zone field has been added to the Activity Block screen from within the Job Card. This field will display to our Users accurate interview times, as defined by the venue selected (i.e. start/end times are not converted based on individual Users viewing/editing an Activity block).


Time Zone in Activity Scheduler (Candidate Portal)

Similar to the backend of the system, a Venue Time Zone field has been added to several areas of the Candidate Portal.

 

Candidates will be given a clear view of the Venue Time Zone (defined by selected venue) throughout the Candidate Portal and email communication. This provides further clarity to candidates, particularly if their time zone differs from the time zone where the activity they are booked in for is based.

 Please see below for all areas where Venue Time Zone is now available to candidates. 


1. Select Interview Slot

Candidates will now be able to see the Venue Time Zone, when they are selecting their interview slots. 


2. Confirm Activity Booking

Candidates will be able to see the Venue Time Zone when they are confirming their activity booking. 


3. Venue Time Zone in My Interviews

The Venue Time Zone is visible to candidates in the Venue column of My Interviews. 


Candidate Task Notification Email template

Currently the Task Notification email template does not allow Users to include candidate login details. We have developed a new Candidate Task Notification email template, which gives Users the option to include candidate login details in the email.

 This should be used when Assessment Steps are assigned to candidates.


Global Assessment Form (GAF) tab improvements

We have improved the look and feel of the GAF tab on the Candidate Card, Users will notice that the appearance of the GAF is now neater. 

Previously, the left and right side of the candidate card was appearing as the same height, regardless of the content.

 

Before:


We have now changed the style sheet behind this, so that both the left and right side of the Candidate Card will appear according to the amount of content there is.

This will also decrease the amount of time taken to load this page thereby improving System performance. 


After:


Onetest Integration

Great news! Integration with Onetest has been completed; this means that customers that have a relationship with

Onetest to undertake their psychometric and other job testing can have that information automatically populated into eRecruit.

 How does this integration work? Candidates will be invited via the candidate portal to complete tests, when testing is completed the results will be updated automatically into the assessment matrix of the eRecruit system.

 If you would like more information about how to set up Onetest integration, please contact your Account Manager on 1800 642 638.


Ordered Preference List questions:

Currently within eRecruit, mandatory Ordered Preference List questions only require a single preference to be selected, no matter how many answers have been configured. Our Users have been requesting the ability to set a minimum number of preferences, ensuring that respondents to an Ordered Preference question answer it correctly. 

 When configuring an Ordered Preference List question users are able to select an additional ‘Minimum number of preferences’ field. This field is only available when the question is configured to mandatory.  

IMPORTANT NOTE: All Ordered Preference List questions that are currently set to mandatory, will have 1 set as the Minimum number of preferences. This can be updated when configuring Global Questions. 


Task Candidate List

We have made two changes to the eRecruit system to allow our Users to complete the following: 

  • configure a Filter Form from the Task Candidate List based on questions completed within the Application form; and
  • send emails to candidates from the Task Candidate List.


Task Candidate List Filter Form

Similar to the Job Candidate List, the Task Candidate List will now include a filter form by default, allowing Users to use keyword search to filter candidates by Name, ID and Email Address.



The filters included on this form can be configured to include Application Form Global Questions, allowing Users to search internal vs. external candidates, or any other key criteria.

 The new search function should improve the User experience when there is a large volume of candidates on the Task Candidate List.


Configuring the Task Candidate List Filter Form

The Task Candidate List Filter is configured via System Forms.


Select the ‘Add Filter’ link to select Application Form Global Questions to use as a filter.


Users will then be taken to a list of all Application Form Global Questions, where they can select the questions they want to add to the Filter.


IMPORTANT NOTE: By default, all Application Form Global Questions will be available for selection to use as filters on the Filter Form. However, only fields available on the related Job will display. This is Form is system wide, and cannot be configured on a Job basis. For example, the Filter Form might have the question ‘Are you willing to relocate?’ configured. Job ABC includes this question as part of the Application Form, so this will be available on that Job’s Task Candidate List as a filter. Job XYZ on the other hand doesn’t ask this question, therefore the question will not be available as a filter on that Job’s Task Candidate List.


Send emails to candidates from the Task Candidate List

A ‘New Email’ action will allow Users to send single ad hoc emails, or perform bulk email action on the Task Candidate List.

Once ‘New Email’ is selected, the normal email process is followed.


Task Permissions by Candidate Groups

Candidate Groups will primarily be used for volume or campaign recruitment, where different assessors are completing tasks for different groups of candidates (i.e. location based). Work has been completed so that Users’ level of access to candidates can be restricted so they only have access to Candidate Groups that they need to complete tasks for.  

For example, a Job may have 500 candidates sitting at the shortlisting step that is broken up into location groups, where different assessors assess different location groups. By assigning Candidate Groups permissions, Users will only be able to access Candidate Groups relevant to them. This means that when assessors commence their shortlisting tasks for this Job, they will only be able to view and assess the candidates in their assigned candidate group rather than the full 500 candidates.


Setting up Task Permissions by Candidate Groups

There are two ways to set up Task Permissions by Candidate Groups, which is outlined below.


1. Manage User/User Groups.

Click the Job Permissions link when managing Users or User Groups.


Click the ‘Add Job Permissions’ link. 



Select the Candidate Groups that you want the User/User Group to access, then save.


Users will then be taken back to the Job Permissions page, and will be able to see the permissions that have been granted.


2. Managing permissions via the Job Card.

Users can set up Task Permissions by Candidate Groups via User Access Permissions on the Job Card.


Users can then select whether they want to Add User Job Permissions or User Group Job Permissions.


Pick the User/User Group that you want to set permissions for, click Add.


Select the Candidate Groups that you want the User/User Group to access, then save.


Users will then be taken back to the Job Card, and will be able to see the permissions that have been granted.


If you would like further information, please contact the NGA.NET Support Team

p. 1800 642 638

e. support@nga.net

 Ask the Community. Post a discussion about these changes or other topics of interest to hear from other NGA.NET users. http://www.community.nga.net