One of the key workflows for a recruiter is the submissions process. The submissions area appears on every record type with the exception of the placement record, and the options available will be from the perspective of that record type. The image below is from the applicant's perspective.
All of the submissions stages in the Submissions area are covered in this article apart from Marketed. Please see the related article on the CV Marketing Hub for more information on this submission stage.
You may also find it useful to refer to the related article Job Activity alongside this article.
The Details option will display the record card associated with the submission from the perspective of that record type. For example the below images show from an applicant and job perspective respectively.
Additionally there are filter options on each stage to help you locate the relevant entry quickly.
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You can choose to start the submission process at any level using the New button on the relevant tab or the options in the applicant/company/contact/job navigation bar where available.
Applicants are progressed through the submission stages using the Progress button. You can progress an applicant to any level (as long as its further along the stages, not backwards), you don't need to hit each stage of the workflow.
At each stage of the submission process you can set yourself a reminder, to follow up on, for example. Reminders will appear in your Side Bar, please see the related article for more information.
From the Shortlist stage onwards you will be able to view any Warnings relevant for that submission. Please see the related article for more information.
Additionally, you can set an Introduced by, for example, adding in the Resourcer who found the applicant.
At Submit CV, Interview and Offer stage you have options for sending emails, relevant to that submission stage. Please see the related articles for templates for more information.
Job Suggestion & Find
If you are starting the submission process from the applicant record you will need to link the submission to a job. You can do this using either the Suggested list or Find the record. Using Find record you can search by the job title or the ID number.
The suggested list will show all live jobs that are any of the following:
- Obtained by you
- Obtained by a user in your team
- Owned (owner assignee) by you
When using the Place button on the applicant record the suggested list will work slightly differently, only showing live jobs to which the applicant was submitted.
When starting a new submission (any level) from a company record or pressing place in the action bar of a company record the suggested list will be live jobs at that company.
When starting a new submission (any level) from a contact record or pressing place in the action bar of a contact record the suggested list will be live jobs where the contact is set as the main contact.
Applicant Suggestion & Find
If you are starting the submission process from the Job or Placement you will also get a suggested list, or have the ability to find an applicant. The suggested list here will simply show all those applicants recently opened by you.
At any stage of the submission process (with the exception of Place) you can add in a new media source. For example, originally the applicant may have come from LinkedIn and been added to itris, but they then saw an advert on Monster for a particular job and applied for that job. You will want to record that source to help record return on investment. This will be attached to the workflow for that particular submission. Additionally it will populate the applicants Sources tab in the information area. See the related article for more information.
The Applications submission level is visible on the applicant and job records only. Depending on the record type you are on, it either shows you all the jobs the applicant has been marked as applied to, or all the applicants that have been marked as applying to that specific job.
Applications is the only stage that you can not progress to as it will only ever be the first stage.
Under the applications tab you can keep track of whose application you've responded to, for example thanked them for their application, tell them you are progressing them or not etc.
The Shortlisted submission level is visible on the applicant and job records only. Depending on the record type you are on, it either shows you all the jobs the applicant has been shortlisted to, or all the applicants that have been shortlisted to that specific job.
The CV Submissions level is visible on all record types and will display entries as relevant for that record type.
At this stage you can add in further information regarding pay sought, you can also choose which of the applicants current CVs to send, or load a new one.
Additionally, you can choose to send that CV by email, or mark as sent externally, for example when uploading to a clients web portal.
When submitting an applicant's CV, if the CV send limit, or submission deadline have passed you will get a warning in the warnings tab, see the related article for more information.
If you wish to send more than the one CV you'll need to first save as Draft (see below).
In order to submit more than one CV to a job via an email you must first complete the New CV Submission form (as this is information is unique per applicant, for example the source, pay sought etc) and Save as Draft. You can also submit CVs to draft from a search or record groups.
From the submissions tab on the Job you can then Multi Submit.
As you might not want to send everybody that's been saved as a Draft, you can choose which applicants to send, and if there are any warnings against the applicants.
Please note, you won't be able to use CV Submission email templates when using multi Submit due to the logic behind merge fields, and these values being different per applicant being submitted. However you could create a General (global) email as this won't contain merge fields.
The Interviews level is visible on all record types and will display entries as relevant for that record type.
When creating interviews you can add in the interview address, and create reminders for both before and after the interview. This way you can be reminded to check in with the applicant before they go to make sure they are prepared, and then reminded to follow up with the interviewer and applicant after to see how it went.
Interviews is an area you may wish to create CV templates for. There is more information in the related articles for creating email templates, however one particular merge field that you may find useful for these templates is the 'Directions to Interview' merge field which produces a hyperlink once the email is merged and sent. This hyperlink displays possible routes on google maps from the applicants default address to the interview address.
There is functionality to add in further interviews and feedback for each interview from both the applicant and contact. Please see the related article for more information.
The Offers level is visible on all record types and will display entries as relevant for that record type.
When creating offers (there can be more than one per applicant per job) you can add in the pay being offered, expiry and reminder dates and even attach documents.
You can choose to email the offer details to the applicant, and if required create an Improved offer.
Finally, you can progress the applicant to be placed in the job.
Please see the related article for making new placements for more information.