Defining Your Placeholder Fields

Owned by Brendan Codrington
Last updated: Sept 02, 2021
7 min read

Need some help defining your placeholder fields? This page goes into some detail into how to understand, explore and define your key metrics and measures.

Use the form available on the Analytics Solutions page to capture your definitions and submit them to your Client Success Manager or support.

The following placeholders are built into your view 1.0 to capture the metrics that you’ll most likely need in your reports. Defining these up front will save you significant time in future report builds and in using the EXEC Templates.

Field Category

Field Type

Field Name

Description

Example Definition

Field Category

Field Type

Field Name

Description

Example Definition

Jobs and Requisitions

NUMERIC

Placeholder - Time to Fill (Days)

Time to Fill (Days) - Placeholder (Job Open to Job Archived).

  • Based on the Time to Fill Start and End Date fields below.

Based on Time to Fill Start and End Date definitions.

DATE

Placeholder - Time to Fill Start Date

Time to Fill Start Date - Placeholder (Job Open Date)

  • Adjust to actual Time to Fill Start Date equivalent in view.

When Requisition Process Step Name = “Requisition Approved” is started.

DATE

Placeholder - Time to Fill End Date

Time to Fill End Date - Placeholder (Job Archive Date)

  • Adjust to actual Time to Fill End Date equivalent in view.

When the first candidate arrives at the ‘Offer’ assessment step.

Metrics

NUMERIC

Placeholder - Application Count - Diversity and Other Groups

Requires custom definitions and individual fields required for each diversity or other candidate group.

Female candidates: any candidate that answered custom global question APP: Gender = Female (application context)

NUMERIC

Placeholder - Application Count - Shortlisted

Requires custom definition. Placeholder definition counts all applications that had an application status at any point of Shortlist or reached a step named Shortlist.

When a candidate reaches the ‘Shortlist’ assessment step.

NUMERIC

Placeholder - Application Count - Interview

Requires custom definition. Placeholder definition counts all applications that had an application status at any point of Interview or reached a step named Interview.

When a candidate is given the ‘Interview’ application status.

NUMERIC

Placeholder - Application Count - Accepted Offer

Requires custom definition. Placeholder definition counts all applications that had an application status at any point of Accept, Accepted Offer or Offer Accepted.

When a candidate has a value for the ‘Date Accepted Offer’ global question.

Time to Fill (or Hire, or Recruit, or…)

“Time to” measures need:

  • a definition

  • a suitable name (Time to Fill/Hire/Recruit…)

  • a start date, and

  • an end date.

The start and end date need to be captured somewhere in your process in Recruit.

  1. What are you measuring - is time to hire, fill, recruit, or other?

  2. Where does that start and end in your process? It could start when the position vacancy is raised, submitted, approved or advertised. It could end when assessment is approved, the first offer is made, the first offer is accepted, when each offer is made or accepted (if each offer is measured individually) or when the first/each candidate starts in the vacancy. It depends on your organisation’s approach to this measure.

  3. How are these key events captured in your Recruit process? It completely depends on your process and configuration. They could be reflected by:

    • job created, opened, closed or archived dates

    • requisition is submission or completion

    • a particular step in the process started or completed

    • the first (or each) candidate arriving at or completing a particular assessment step

    • a particular job status being applied to the job

    • a particular application status applied to an application (or each application)

    • a date captured against the job for a specified custom global question

    • the earliest/each date captured against an application for a specified custom global question.

Not sure? You can explore your data to help work it out.

Exploring Your Dates

Why so many options for defining your data? SImply put, because you were able to design your recruitment process in any which way to suit your organisation’s practices and processes, it means that your key dates could be reflected in any number of ways. The View Demo report can help you understand what dates are captured where, and how to find/define them.

VIEW DEMO

Date Type

View Demo Report and Columns

VIEW DEMO

Date Type

View Demo Report and Columns

Open the View Demo report in your Templates folder.

  • Double Click to open it.

Drill To - Additional Data Column

  • Find a job wtih applicants that has largely completed the recruitment process.

  • Click on Click for more data and select each Drill To link to explore the dates available.

 

 

Key System Dates

  • Job Created Date

  • Job Open Date

  • Job Close Date

  • Job Archive Date

*I fully acknowledge that created is in the past tense whilst open, close and archive are in the present and it is too late to go back and fix this. I shall forever live with this anomaly.

VIEW DEMO 1.0 Jobs, Applications and Assessment

Job Details

  • Process - Request Submitted

  • Process - Request Approved

  • Process - Request Completed

  • Process - Job Creation Started

  • Process - Job Creation Completed

  • Job Audience Open Date (for a specified Job Audience Name)

  • Job Audience Close Date (for a specified Job Audience Name)

Drill To: Job Details

Job Status History

  • Job Status - Date Updated (for a specified Job Status - History value)

Drill To: Job Status History

Process Steps

  • Process Step Started

  • Process Step Last Edited

  • Process Step Task - Date Last Accessed

… for a specified Process Type, Process Name and Step.

Drill To: Process Steps

 

Applications and Applicant Details

  • Application Started

  • Application Submitted

  • Application Last Edited

…for the first (minimum), last (maximum) or each applicant (for individual time to measures per successful applicant)

Drill To: Applications and Applicant Details

Application Status History

  • Application Status - Date Updated

…for the first/last/each time a specified Application Status - History is applied to an application

Drill To: Application Status History

 

Assessment Steps

  • Assessment Step - Start

  • Assessment Step - End (with a selected Assessment Step - Status)

…for the first/last/each candidate for a specifed assessment step - name.

Drill To: Assessment Steps

 

Your Custom Global Questions (GQs)

Not shown in this view demo will be any custom date fields captured against the job or each application.

Custom GQs

  • a specified date captured against your job, like an approval date

  • a specified date captured against a candidate (or each candidate), like the date of offer.

Explore your view when creating a report or access your data dictionary

 

Diversity and Other Metrics

You will likely need to count how many applications fulfil certain criteria - not just how many were submitted (already built in). but also various diversity splits, or how many are current employees, how many reached each stage of your process, were made an offer, or accepted an offer.

You can always calculated these in each report, but defining these in the view means you have a consistent approach and don’t have to keep recreating your calculations.

Exploring Your Metrics

Using EXEC: App Metrics

Using EXEC: App Metrics

Use the EXEC: App Metrics report on the Templates dashboard to explore how different fields can be used to break down your application counts.

  1. Select Drill Anywhere.

2. Drill into Custom GQs - Application Folder.

3. Click on a relevant field to see the breakdown by answer.

Applicant Demographics

Application Progress

Applicant Demographics

Application Progress

You probably have custom global questions on your application form in the format of:

  • APP_Gender

  • APP_ATSI or APP_Aboriginal Torres Strait Islander

  • APP_Disability

  • APP_Current Employee or APP_Current Employment Status.

The aim of each metric is to count how many applications gave certain answers to these questions, eg ‘Female’ or ‘Aboriginal’ or ‘Current Employee’.

Determine which questions and answers capture the data you need to measure.

 

YoUse the View Demo report outlined above to determine how applicant progress or status is defined in your process. It could be via:

  • A specified Application Status - History value (see Drill To: Application Status History)

  • Reaching or exiting a specified Assessment Step (see Drill To: Assessment Steps)

  • A specific custom global question that captures reaching a certain point or qualifying for a stage/outcome.

    • Eg - Suitable for Interview = ‘Approved’, Reached Merit Pool = 'Yes', Offer Outcome = 'Accept’

Other Fields

If you need other fields or custom filters added to your view, you can define and request these too. See Calculated Fields and Filters for more info.