A process is what determines how your cases should be shaped, which steps should be included and which settings are possible. Every matter needs a process,
You will find your processes under the heading Admin - Recruitment and - Processes. Here you have the opportunity to create new processes and deactivate those you no longer want to use.
Only active processes are displayed in the list. The inactive processes can be accessed by checking the "Show inactive processes" checkbox, located at the top left of the process list.
One can disable and re-enable processes, but not remove them completely.
To deactivate a process, press the trash can on the far right.
If you want to reactivate an inactive process, click on the arrow icon next to the inactive process.
Note!
You cannot change a process that has been used in a case, it is then locked.
Deactivating a process does not affect any active cases that use the process in question, but you will not be able to select the process in new cases.
To create a new process
Click on "Create Process".
Process details
Start by giving the process a name that indicates what it is about.
It is not mandatory, but we recommend that you enter a description of when the process should be used and what it entails.
Then choose which part of the organisation this process should be linked to.
Process settings
Depending on which additional modules you have activated, your choices here may vary.
The choice to include competency-based recruitment (CBR) appears when you later select an organisation that has this enabled. This includes the claims profile step in the case.
The choice to include workgroups, allow the use of reservations and allow use of random assignment to work groups are choices linked to volume recruitment
Including the step "Case settings" allows you to access settings for automations in the case. It is also in this step that settings for e.g. Refapp is available, if this is something you use.
Using order of approval points determines whether the approval points must be approved sequentially or if they can be approved at any time in the case. (More on approval points below).
You can choose to limit access to the process. Then a specific right is needed for the user to be able to use it in a recruitment case.
Notifications
It is possible to add different notifications directly into the process if you wish! It is then possible for you to set up notifications regarding the application period and the closing of the case 😊
The settings you make here will affect which notification options are available to members of a recruitment group! These settings do not automatically mean that a notification will be sent out, but that you have the option to choose in individual cases if and which members should receive such a notification.
Application Period
This means that a notification is sent x number of days before the application period expires.
When you create a case, under the first step "Case Details", when this process is selected, the option "Application period will soon expire" will be available.
Close Recruitment Case
This means that a notification is sent x number of days after the application period has expired, to remind the user to close the recruitment.
This notification will be repeated until the case is closed, so it is mandatory to specify after how many days the reminder should be sent out. In the example above, it is set that the reminder is repeated after 7 days, which then means that every seventh day the user will receive a reminder ⌚👀
This makes the option "It's time to close the recruitment" available.
Note that when the setting to send a notification about closing the case is activated in the process, at least one participant in the recruitment group/the responsible recruiter must have that notification selected in the case!
Approval points
These are used as check-ins/information points for the recruiters.
Approval points must be approved in order to move forward with the case.
To add an approval point, press "Add approval point. Then the following box appears:
Enter the name (This is visible in the case overview in the case)
Enter a description, what the recruiter must check/ensure/take action
You have the option of entering a checklist that you have created (keep in mind that this will always be in this approval point in the cases that use this process. Once it is created, it will not be possible to opt out).
If you want reminders to be sent to approve the point, you can also enter it here.
Finally, you specify if and who should be able to approve the point.
Either users with a specific right that you select from the drop-down list
The person who stands as the responsible recruiter in the case
The entire recruitment group (which can be added when creating the case).
Or if it is a specific person who can approve, then you enter their email address.
Note that if no selection is made - then anyone who has access to the case can approve the item.
When you have saved the approval point, it is automatically placed under the step "Case", if you want the point to be later in the case, you just move the point by drag and drop.
Then the process is ready to use, as soon as you save!