An introduction to the new and improved features and

functions introduced with v3 of Ciphr iRecruit

Re-organisation of workflow menu (standard)

• Withdrawn and rejected folders separated from active folders

Usability improvements (standard)

• Warning on tabbing away/closing without saving changes

• Improved navigation – change view always available

• ‘Breadcrumb labels’ on each page

• Employment type filter in vacancy view

• Spell checking and formatting in the vacancy record and communications

templates.

Powergrid improvements (standard)

• Powergrid on all summary pages

• Reset powergrid and ungroup button

• Multi-level sort order

• Downloading icons from powergrid to excel – clear text

Improved administration (standard)

• Ability for super users to remove owners

• Simplification of management of super-user profiles

• Bulk download of CVs

• Follow up folder

• Ability to edit and delete notes in application manager

• Transfer application to new vacancy function

• Re-publish from closed only publishes to specified targets

Additional communications (standard)

• Auto-emails now visible in history

• Ability to email rejected and withdrawn candidates

• Send communications to partially applied candidates

History log on line manager record (standard)

• Records which candidates have been forwarded to each partner

Highlighting related applications (standard – can be configured with client specific definitions)

• Applications from the same candidate for different posts

• Applications sharing same candidate name but applying for different posts

• Applications sharing same candidate name and applying for same post

Improved behaviour at login (standard)

• User ID locked automatically for 15 minutes following three failed login attempts

• Consistent message on logon failure

• Forgotten password function unlocks account

• Forgotten password now sends randomly generated password

Improved Talent Manager (standard when Talent Manager is installed)

• Ability to search talent pool only

• Bulk email of talent pool

Communication templates management (standard)

• Support for creating email, letter1 and SMS

2 templates

• Copy and preview function

• Merge fields rationalised

Listed in alphabetical order

Consistent merge field naming

• Ability to associate templates with employment types

Letter templates management (optional)

• Ability to create letter templates

• Ability to store and print letters as part of workflow or as independent

action

1 Letters add-on must be enabled

2 SMS add-on must be enabled

SMS function (optional – may require additional configuration)

• Automatic interview/event reminders

• Ability to send ad-hoc SMS messages

Vacancy authorisation* (optional)

• Vacancy can only be published once authorised via authorisation process

Edit and delete notes in Application Manager (standard)

Delegation (standard)

• Ability to delegate responsibilities when on leave

References (optional – will require amendments to application form and may require additional config)

• Ability to request references

Assumes candidate is asked to supply references at application)

* Requires Line Manager Module

Archive applications and vacancies (standard)

• Users can remove applications, candidates and vacancies from everyday view

• Includes bulk action option

• Bulk archive of partially applied applications

• ‘Resets’ candidate registration (when candidate has no live applications)

My messages (standard)

• Better layout

• Specific to each application

• New messages folder in Recruiter Portal

Candidate two-way communications (standard)

• Candidates can reply to messages from the Candidate Portal

• Messages stored in history log in recruiter portal

• Record highlighting and ‘New messages’ filter for easy viewing

• Improved layout of candidate portal messages page

Application form enhancements (optional– requires configuration)

• Question related help text

• Spell check and formatting in white box questions in application form

• Word count in application form

• Candidate unable to complete application once vacancy is closed

• Save and complete section

• Highlighting sections as completed, in progress and not started

• Enhanced application form logic

Decision tree questions

Conditional questions

Application form flags (optional – requires configuration)

• Warning flags for concerns with application

• Information flags for highlighting candidate considerations

Hiring Manager improvements (standard)

• Feedback notification now at interview and subsequent stages

Agency Management (standard when Agency Manager is installed)

• Email agents on closing vacancies

Means fewer clicks to reach required view

Enables better formatting of vacancy advert.

A new ‘transfer’ button is

enabled.

NB, this replaces the

‘vacancy applied for ‘

field in the application

record, update info. tab.

This field is no longer

available.

User clicks on ‘transfer’

to be presented with a

list of vacancies to which

the application can be

transferred.

User is asked to confirm

the transfer

User is prompted to send

a communication to the

candidate.

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Application record history

is updated to record

transfer action.

It is now possible to send

communications to

candidates in the talent

pool, both from within

the application manager

and as a bulk action.

NB this function is also

available for withdrawn

and rejected

applications,.

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A new column is visible in

the application view

powergrid. When the system

finds a match the application

row is highlighted and a code

indicating the nature of the

match is displayed in the new

column.

Matches highlighted are:

• Candidate match

• Name Match

• Name and vacancy match

• Candidate match in archive

When a match is found, users

can view and compare

applications using a new

‘view duplicates’ button in

the application record.

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Email/Template Management is

renamed ‘Communication Template

Management’.

Breadcrumb is also changed to read

‘Super User Functions > Document

Template Management.

‘Add email template’ button

becomes ‘Add Template’ button

User hovers over ‘Add template’ to

display specific template type

buttons. User clicks on button for

the template they wish to create.

NB The SMS template button is only

visible when SMS has been enabled

NB When letter function is requited,

users are required to download an

ActiveX control to their PC.

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New field of ‘employment type is added to email template.

User selects an employment type from the list to which to associate the email.

This list should include ‘All’ and ‘Default’ options to cater for email templates that do not need to be associated with a particular employment type.

‘All’ should be the default and will result in the template being displayed irrespective of employment type associated with the application being emailed

‘Default’ will result in the template being displayed UNLESS there is a template for the employment type with which the application is associated.

All and Default should be 1st and 2nd options in the dropdown respectively with employment types listed alphabetically thereafter.

If recipient is NOT ‘candidate’ then the employment type becomes NON-editable and will default back to ‘All’ irrespective of any selection made. When employment type is NOT candidate, this field will be greyed out.

On clicking save, the system will NOT validate that the event and employment type selections are compatible and on preview the system will NOT make validate the merge fields selected.

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New function to enable users to select and copy

contents of a template into a new one.

User selects a template name from the dropdown

list. List shows only templates of appropriate type

(e.g. email templates if creating a new email

template). User then clicks in ‘copy’ to copy the

contents.

Round arrow clears contents of the template.

The event list now only display events that are

configured to allow communications.

If possible, event names should be consistent so that

they appear in logically in alphabetical order.

Merge fields now shown in alphabetical order with

only one merge field for each field.

The cursor now changes to a hand when user

hovers over merge fields to indicate that they are

active.

Addition of a spell checker and minimal formatting.

Save and close button should be replaced with

separate ‘Save’ and ‘Close’ buttons.

Preview option is added to enable user to preview

the email as it will appear when used by end users.

It will pick up predefined values stored against each

merge field. See list on page xx).

Bcc field – this contains an email address or merge

field to allow email to be copied to another address

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Super users can now create letter

templates.

Letter template has copy function to

enable users to copy existing letter

templates.

Event list only lists relevant events in

alphabetical order

Merge fields are displayed in

alphabetical order and Mouse icon

changes to a hand when user hovers

over a merge field in the list.

Letters can also be associated with

specific employment types.

Extended formatting options allow

users to format the letter template.

Letter template also have separate

save, preview and close buttons.

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It is now possible for users to create SMS

templates

NB SMS must be enabled for these

templates to be visible

SMS template too have copy function to

enable users to copy existing SMS

templates.

Event lists relevant events in alphabetical

order

Merge fields displayed in alphabetical

order. Mouse icon now changes to a hand

when user hovers over a merge field in the

list.

Employment type field allows users to

associate templates with employment types

Separate save, preview and close buttons

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template and saves

the changes, on

closing the dialog

box , the user is

returned to the same

place in the

powergrid – i.e. the

user is not returned

to the top of the

powergrid page that

they are on.

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select a template during a

mail/email action – for

example when inviting a

candidate to interview,

the list of available

templates will now be

filtered by employment

type.

So in this example, the

list displayed to the

recruiter would be all

templates (either letter or

email) for the event ‘Invite

to 1st’ interview where the

employment type is either

‘all’ or ‘Permanent’.

Users are now able to search the

talent pool only for applications

by user name.

Search CV function now also has

a search talent pool only

function.

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When an application is

added to the talent pool a

new column in the

application view powergrid

is populated with the date.

The user is therefore able

to see how current is the

application for such

purposes and marketing or

approaching for a new

vacancy.

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A new section is added to

the vacancy record where

recruiters indicate what SMS

options they wish to enable

for the vacancy.

Choices are:

• Allow ad-hoc SMS messages

• Allow automatic interview

reminders

When SMS is enabled, the

candidate will be asked to

indicate whether they are

happy to be contacted via

SMS when completing their

application form or vacancy

monitor request

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When SMS is enabled, super-users are

able to create SMS message templates

which are associated with events as

with other template formats..

The option to send an SMS message is

added to the select communications

dialog box.

When the user selects ‘SMS’ they are

presented with a list of available SMS

templates. The user selects, edits and

saves as usual.

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A new ‘Request Vacancy’ button

is available to line managers in

the line manager portal.

Clicking on this buttons opens

a new vacancy template form

(simplified with just the

information required from the

Line Manager).

The vacancy details now

contains fields where the line

manager can outline reasons

for the vacancy..

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Line Manager is now able

to submit the vacancy for

authorisation by clicking

on submit.

On submission, vacancy

status is updated to pre-

authorised and is no

longer editable in the

Line Manager Portal

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With vacancy authorisation

enabled, the vacancy workflow

stages are updated to include the

following:

• Pre-authorised – when the vacancy

is first created

• Authorisation requested – when

the recruiter has requested

approval for a vacancy from a line

manager (Line Manager Portal is

required)

• Authorised – when the vacancy

has been authorised. NB A vacancy

cannot be published until it is in

the authorised stage.

• Not authorised – the vacancy has

not been approved.

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Please select a manager

Authorise

Recruiter has the option when a

vacancy is in the pre-authorised

state to:

• Request authorisation

• Authorise

• Not authorise

User clicks on ‘Request

Authorisation’, selects a line

manager from the dropdown list

displayed. On clicking ‘Confirm’

the user is prompted to send a

notification email to the line

manager concerned. The vacancy

is now in the ‘Authorisation

requested’ stage.

If the user instead clicks

‘authorise’ they are prompted to

complete a comment and

confirm their action. The vacancy

is now authorised.

Alternatively, the recruiter may

choose not to authorise the

vacancy by clicking on ‘Do not

authorise. On confirming this

action, the vacancy is moved to

the ‘Not authorised’ stage.

In all cases, the status in the line

manager is also updated.

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When ‘request

authorisation option is

selected, the line

manager to whom the

request has been sent is

now able to see the

vacancy in their line

manager portal.

The authorising

manager clicks on either

‘Authorise’ or Do not

Authorise’ and adds

comments as required.

The stage in the line

manager and recruiter

portals is updated as

appropriate.

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Comments added by

recruiters and line

managers when

authorising/not

authorising a

vacancy are visible

in the line manager

portal.

Line Manager clicks

on notes icon to

view the comments

left.

Comments

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Super user sets delegation

against each responsibility

by clicking new ‘Delegate’

button.

Super users selects

recruiter to whom to

delegate responsibility

System confirms when

delegation is set.

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When delegation is set for any of their

responsibilities, the user will presented

with a dialog box each time they log in.

This dialog box simply informs the user

of their responsibilities status. If they

continue to log in they will still be able to

see all the applications for which they

have responsibility.

Once all delegations have been turned off,

this dialog box no longer appears on

login.

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When delegation is enabled, the name of the person

to whom responsibility has been assigned is listed.

Super user clicks on the cancel delegation button to

turn off delegation.

Super user is presented with a confirmation

message and then with confirmation that delegation

has been turned off.

On completion of cancel delegate action, the inbox

of the recruiter to whom the recruiter’s

responsibilities had been delegated is no longer

populated with the temporarily owned applications..

These applications are removed from the stand-ins

inbox. In addition, they will no longer see any new

applications that are subsequently submitted.

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A new tab is displayed in the

application manager when this

function is enabled.

This tab lists the referees listed

by the candidate in their

application form.

Reference Status drop down list

is used to indicate whether a

reference has been received.

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Request references

workflow dependent

action is visible in

Offered and Offer

accepted stages. User

clicks button and is

prompted to send a

communication.

User selects the template

associated with the

referee to whom they

wish to send request.

The number of templates

will equate to the number

of references requested.

Default is three.

Request action and

associated email sent is

logged in history tab.

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A new application view

‘References’ powergrid column is

enabled.

When references have been

requested, the ‘references

requested’ icon is displayed.

When the recruiter has had a

response from all referees, as

indicated by completion of the

references received fields in the

references tab, the ‘references

requested’ icon is updated to a

‘references received’ icon.

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A new ‘archive’ button is

available from the application

manager.

This action is also available as

a bulk action.

User clicks on ‘archive and is

presented with a confirmation

message.

On confirming the action, the

application status is updated

to ‘archived’.

The archived application is no

longer visible in any of the

following portals:

• Recruiter Portal

• Line Manager Portal

• Candidate Portal

• Agency Portal

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A new archive action is available

within the vacancy.

The user clicks on this button to

be presented with a confirmation

message.

On confirming the action, the

vacancy is archived and its status

updated.

The vacancy is no longer visible

in any of the following portals;

• Recruiter Portal

• Line Manager Portal

NB. Since the vacancy must be

closed before it can be archived it

will already have been removed

from the agency and candidate

portals.

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A vacancy cannot be archived

unless it is closed, filled or

withdrawn.

A vacancy cannot be archived if

any of its associated applications

have not been archived or

alternatively have not been

added to the talent pool.

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If a candidate has more than one

application, one or more of which

have been archived, a user is able

to view the archived application

via the ‘view archives’ button.

From application view powergrid,

the user is able to determine that

the candidate has previously

submitted an application which

has been archived.

From the application manager,

the user can list any archived

applications, Clicking on the list

will open the archive application.

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My Messages is now presented with

three links to:

My received messages – messages

sent to the candidate via the recruiter

portal

My sent messages – messages the

candidate has sent to the recruitment

team via the candidate portal

Create new message – page where

candidates can create and send

messages to the recruitment team.

Messages listed are now associated

with the application the candidate is

currently viewing.

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Messages are now presented in

title summary format, listed in

chronological order with most

recent at the top.

User can expand the summary

view to display the complete

message.

New ‘reply to’ button allows

candidate to reply to messages

sent.

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When new messages arrive

from candidates into the

Recruiter Portal they are

displayed in a new ‘New

Messages’ folder.

In addition, they are

displayed in bold in the

stage folder until the

application record is

opened

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Users are able to view

messages received in

the application record

history log.

Users click on ‘view ‘

to display the

message received.

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Questions within the

application form can

now be set to trigger

‘warning flags’ and

‘information flags’

which are visible to the

recruiters upon

submission of the

application.

Recruiters are able to

view the application

record to determine the

reason for the flags

being raised

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No feedback from line

manager in

application record

Line manager

feedback received –

viewed

Line manager

feedback received –

not viewed

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