administrator tools using...

IBM Training User Guide

Administrator Tools Using Workbench

Power User


© Copyright IBM Corp. 2017

Course materials may not be reproduced in whole or in part without the prior written permission of IBM.




Welcome to Administrator’s Tools Using Workbench

About This Course This course and workbook provide participants with the knowledge to become certified Administrators of IBM® Kenexa® BrassRing® on Cloud through the use of Workbench, the BrassRing configuration tool. A Workbench Administrator thoroughly understands the functionality and capabilities of BrassRing and is prepared to make configuration changes that impact BrassRing users within the organization and candidates applying through Gateways.

About BrassRing Training

We encourage you to take advantage of the online help available within BrassRing, as well as

pursue additional training opportunities. BrassRing offers a number of tools, including instructor-

led and self-study courses, which will help support your company’s specific learning needs.




TABLE OF CONTENTS

1 Chapter 1: Getting Started 14 Accessing and Logging into Workbench 15 Accessing Workbench 15

Logging into Workbench 16

Forgot Your Password? 16

Preparing to Use Workbench 17

Workbench Browser Requirements 17

Navigating within Workbench 17

The Workbench Welcome Screen 17

Workbench Navigation 18

Environment 18

Audit Trail 19

Accessing Help within Workbench 20

Support 20

Support Portal & Future Design Considerations (FDC) 20

Changing Your Password 20

Manage Security Question 21

Period of Inactivity 21

Workbench Application Icons 22

Overview of BrassRing Administrator Roles 23 The BrassRing Administrator/Super User Role 23

Workbench Administrator Role 23

BrassRing Admin+ vs. Workbench 23

What you CANNOT do as a Workbench Administrator 25

Chapter Summary 25

Check Your Skills 26

Chapter 2: Managing Your Database 27 Overview of the BrassRing Database 28 Form Structure 28

Elements of Form Structure 28

Relational Database 29

Elements of the Relational Database 30

Search Engine 30

Search Engine and Indexing 30




Elements of the Search Engine 31

Important Form Configuration Considerations 32

Elements of Important Form Configuration Considerations 32

Chapter Summary 33


Chapter 3: Defining User Types 35 User Type Privileges 36 Elements of User Type Privileges 36

Editing User Type Privileges 37

Adding new User Type 39

Save User Type as New 39

Viewing Users and Type Details 39

Viewing Users and User Type Details 39

40

Export Master Privilege List to Excel 40

Export Master Privilege list to Excel 40

User Type Access – Export to Excel 41

User Type Access – Export to Excel 41

Administer BrassRing Users 42

Custom Help Links 42

Configuring Custom Help Links 43

HTML Guidelines 44

Talent Record Interface 45

Enabling the User Interface Talent Record Display 45

Chapter Summary 46


Chapter 4: Candidate Forms 48 Overview of Candidate Forms 49 Elements of Candidate Forms and Candidate-Req Forms 49

Types of Forms 50

Candidate Form Attributes 50

Adding a Form 51

Elements of Candidate Form Attributes 51

Editing Form Attributes 56

Translating Form Names 56

Candidate Form Fields 57

Elements of Form Fields 57




Form Field Types 58

Managing Candidate Form Fields 61

Adding a Form Field 61

Editing Field Attributes 65

Translating Form Fields 65

Translating Field Help Text 66

Inactivating Form Fields 67

Field Options 67

Elements of Form Fields Options 67

Managing Field Options 68

Adding Field Options 68

Adding Multiple Field Options 69

Editing Field Options 70

Translating Field Options 70

Inactivating Field Options 71

Export To Excel 72

Configuring Fields For Display on Mobile Devices 72

Configuration Report 73

Approval Routing for Candidate Forms 73

Adding Approval Groups 74

Editing Approval Groups 77

Translating Approval Groups 77

Field Filtering 78

Elements of Field Filtering: 78

Configuring Field Filtering 78

Delete a Field Filter 79

View Field Filters 79

Enhanced Layout 80

Enhanced Layout 80

Sections 85

Sections Heading Area 86

Creating a New Section 87

Split Section at Headings 87

Collapsed Sections 87

Drag-and-Drop Functionality 88

Placement/Order 88

Highlighting Multiple Fields 88

New / Activated Fields 88

Document Subsidiary Form 89




Adding Document Subsidiary Form 89

Editing Form Attributes 91

Adding fields to Document Subsidiary Form 91




Configuring Enhanced Form Layout 93

Chapter Summary 94


Chapter 5: Req Forms 96 Overview of Req Forms 97

Elements of Req Forms 97

Adding a Req Form 98

Adding a Req Form 98

Elements of Req Form Attributes 98

Editing Req Form Attributes 101

Standard Req Fields 102

Standard Required Req Fields 103

Standard Optional Req Fields 103

Editing Standard Req Field Attributes 104

Standard Req Field Attributes 106

Translating Standard Req Fields 107

Adding Standard Req Field Options 108

Editing Standard Req Field Options 109

Translating Standard Req Form Field Options 110

Inactivating Standard Req Form Field Options 111

Custom Req Fields 111

Elements of Custom Req Fields 112

Defining Custom Req Fields 112

Selecting Custom Req Fields 115

Editing Standard Req Field Attributes 116

Editing Custom Req Field Attributes 117

Preventing the Editing of Custom Req Fields 117

Enable Formatting In Req Custom Text Area Fields 118

Translating Custom Req Fields 118

Inactivating Custom Req Fields 119

Removing Custom Req Fields 119

Adding Custom Req Field Options 120

Editing Custom Req Field Options 121




Translating Custom Req Form Field Options 121

Inactivating Custom Req Field Options 122

Form Layout 122

Form Layout 122

Inactivate Req Form 126

Delete Req Form 126

List Filtering for Reqs 126

List Filtering 126

Configuring Fields For Display on Mobile Devices 128

Approval Groups 129

Elements of Approval Groups 129

Adding Approval Groups 129

Editing Approval Groups 132

Translating Approval Groups 132

Req Subsidiary Form 133

Adding a Req Subsidiary Form 133

Adding a Req Subsidiary Form 133

Elements of Req Subsidiary Form Attributes 133

Adding a Form Field 134

Adding Field Options 135

Chapter Summary 136


Chapter 6: HR Statuses 138 HR Status 139

Adding an HR Status 140

View HR Status 142

Edit HR Status 142

Translate Status Names 142

Set HR Status Actions 142

Inactivate an HR Status 142

Export to PDF 143

Export to Excel 143

Talent Gateway Masks 143

Chapter Summary 144


Chapter 7 – Data Export and Import 146 Overview of Exports and Imports 147

Export Form Field Options 147




Import Form Field Options 147

Import Candidate Field Association (CFA) and Req Field Association (RFA) 149

Export and Import Candidate Field Association (CFA) 149

Export and Import Req Field Association (RFA) 151

Chapter Summary 153


Chapter 8: Working With Talent Gateways 155 Overview of Talent Gateways and Pre-qualifying Questions 156

Elements of Talent Gateway Forms and Pre-Qualifying Questions 156

Managing Talent Gateway Form Fields 157

Adding a Pre-Qualifying Question 157

Form Field Types 158




Synchronizing Changes with Talent Gateways 160


Adding a Talent Gateway 160

Adding a Talent Gateway 160

Save Talent Gateway As New 161

Launch Talent Gateway 162

Preview XML Talent Gateway Integration 162


Adding a Global Talent Gateway 162

Ungroup a Global Talent Gateway 163

Customizing Talent Gateway Messaging 163

Customizable Text – Reset to Defaults 163

Formatting Date, Name, and Address 164

Formatting Date, Name, and Address 164

Chapter Summary 165


Chapter 9: Gateway Questionnaires 167 Overview of Gateway Questionnaires 168

Adding a Gateway Questionnaire 168

Adding a Section to a Gateway Questionnaire 171

Add a page to a section 173

Administer widgets 174

Save Gateway Questionnaire as new 177




Preview a Gateway Questionnaire 178

Translate Gateway Questionnaire names 178

Activate a Gateway Questionnaire 178

Delete a Gateway Questionnaire 179

Chapter Summary 179


Chapter 10: Automation 181 Overview of Automation Manager 182

Trigger Types 182

Things to consider when using Automation Manager: 183

Adding a new Automation Manager trigger: 184

Configuring the Trigger Attributes Tab 184

Configuring the Notification Tab 185

Configure Notification Scheduler Tab 186

Activating an Automation Manager Trigger that is a Draft 188

Clone an Existing Automation Manager Trigger (Save As New) 188

View Automation Manager Trigger Details 188

Edit an Automation Manager Trigger 189

Inactivating an Automation Manager Trigger 189

Deleting an Automation Manager Trigger 189

Rules Automation Manager (RAM) 190

Things to consider when using Rules Automation Manager (RAM): 191

Adding a RAM trigger: 191

Creating Rules 197

Sequencing Rules 197

Conditions 198

Category 198

Name and Field 200

Operation 200

Select Values 201

Compare Value 202

Define Value 202

Multiple Form Instances 202

Existing Conditions 203

Actions 204

Type 204

Existing Actions 208

Activating RAM Triggers 208

Editing Active Triggers 209




Inactivating RAM Triggers 210

Deleting RAM Triggers in Draft 212

Deleting Previous RAM Trigger Versions 212

RAM / AM Log 212

Elements of a RAM / AM Log 212

Running a RAM / AM Log 213

RAM / AM Log Trigger Results 213

RAM / AM Log – View Details 214

Chapter Summary 215


Chapter 11: User Interface 217 Configure the User Type Panel Mapping 218

Panel Configuration 221

Building the Quick Links Panel 228

Create the Welcome Message 231

Custom Configuration Sub-panels 231

Chapter Summary 237


Chapter 12: Managing Integrations 239 Overview of Integrations 240

Administer Integrations 240

Integration Tools 242

Types of Integrations 243

Mapping Tool Overview 245

Chapter Summary 250


Chapter 13: Managing Settings 252 Manage Settings 253

Defining Candidate Types 253

Adding a New Candidate Type 253

Editing a Candidate Type 254

Candidate Tiering 255

Candidate Tiering 255

Attachment Categories 257

Elements of Attachment Categories 257

Adding a New Attachment Category 257

Blurb Categories 258

Adding a Blurb Category 258




Translate a Blurb Category 258

Edit a Blurb Category 258

Email Types Config 259

Configure Email Type 259

Job Code Instructions 260

Setting Job Code Instructions 260

Job Req Instructions 261

Setting Req Instructions 261

Setting Req Instructions per Template 262

eLink Respond Instructions 263

Setting eLink Respond Instructions 263

Add Candidate and Add Contact Instructions 264

Setting Instructions for Add Candidate and Add Contact 264

Session Expiry Instructions 264

Setting Session Expiry Instructions 264

Setting Default Search and Output Fields 265

Default Search Fields 265

Setting Default Search Fields 265

Default Output Fields 266

Setting Default Output Fields 266

Setting Search Reasons 267

Adding a Search Reason 267

Editing a Search Reason 268

Deactivating a Search Reason 268

Job Code Filter Settings 268

Job Code Filter Settings 269

Req Email Administration 269

Adding a New Req Email 269

Bulk Print Admin 270

Bulk Print Admin 270

Talent Record Print Page Header 271

Setting up the Print Page Header 271

Chapter Summary 272


Chapter 1 - Getting Started 274

Chapter 2 - Managing Your Database 274

Chapter 3 - Defining User Types 274




Chapter 4 - Candidate Forms 274

Chapter 5 - Req Forms 274

Chapter 6 – HR Statuses 274

Chapter 7 – Data Export and Import 274

Chapter 8 - Managing Talent Gateways 274

Chapter 9 – Gateway Questionnaire 274

Chapter 10 – Automation 275

Chapter 11 – User Interface 275

Chapter 12 – Managing Integrations 275

Chapter 13 – Managing Settings 275




Chapter 1: Getting Started

Chapter Overview

We begin by learning more about how Workbench works. Prior to making changes to the forms or editing the user types of BrassRing, we need to make sure our computers are set up for optimal use of Workbench. This chapter focuses on accessing, logging in, and basic navigation.

Chapter Objectives

At the end of this chapter, you will be able to:

Access and log in to Workbench

Navigate through Workbench

Change your Workbench password

Manage your Security Question




Accessing and Logging into Workbench To log into Workbench, you enter the URL into the web address window of your browser, and the browser takes you to the Login page.

Accessing Workbench

To access Workbench: 1. Open your Internet browser. 2. Type in the following web address as indicated in Figure 1- 1.

https://workbench.brassring.com 3. Press Enter. This takes you to the Workbench login page. See Figure 1- 2.

Figure 1- 1 : Typing the address for Workbench

Figure 1- 2 : Logging into Workbench

PASSWORDS FOR WORKBENCH SAME REQUIREMENTS AS FOR BRASSRING.




Logging into Workbench

To log into Workbench:

1. Type your Username. 2. Type your unique client identifier. 3. Type your Password, and click Login.

YOU WILL RECEIVE YOUR COMPANY-SPECIFIC LOGIN INFORMATION WHEN YOU HAVE EARNED YOUR

WORKBENCH CERTIFICATION.

Forgot Your Password? If you forget your password, you can reset it through a link on the Workbench login page. To create a new password:

1. Click Forgot your password? from the log on page. See Figure 1- 2. 2. Enter your username and client identifier in order to receive an email with information

about resetting your password. 3. Click Forgot your password? An email will be sent to the email address associated with

your username. 4. The email will contain a hyperlink. By clicking on the hyperlink, a screen will appear, asking

you to answer a security question. See Figure 1- 3.

Figure 1- 3: Security Question

5. After answering the security question correctly, you will be able to reset your password. ** Managing your security question is detailed later in the chapter.

IBM CANNOT PROVIDE USERNAMES OR PASSWORDS TO USERS. PLEASE USE FORGOT YOUR

PASSWORD.




Preparing to Use Workbench

To obtain the maximum advantages of Workbench, it is important to ensure that your web browser is configured with the appropriate desktop settings and browser requirements. We will take a look at the browser requirements for logging in to Workbench.

Workbench Browser Requirements

To make sure your browser is set up correctly, Workbench will automatically verify the following settings upon login:

- Internet Explorer 11 – IE 8, 9, and 10 are no longer supported by Microsoft since January 2016. In accordance with Microsoft’s published changes to their support model for IE browser, as of January 12, 2016, BrassRing will support only the latest version as follows:

o IE 11 running on Windows 7 SP1, Windows 8.1, Windows 10 o IE 9 running only on Windows Vista with SP2 (otherwise, not supported)

Microsoft Scripting Engine 5.6 or higher – This is typically installed at the same time as Internet Explorer. If a lower version is detected, a link will be provided to the Microsoft Scripting web site. Follow instructions for upgrading or downloading Scripting Engine 5.6 or greater.

Microsoft XML Parser 4.0 or greater If you have difficulties with your computer and logging in to Workbench, review these requirements with your company’s IS department to be sure that you are set up correctly.

Navigating within Workbench Now that you are logged in, we will get more familiar with the layout of Workbench.

The Workbench Welcome Screen

When you log in to Workbench, the first page is the Welcome screen, as seen in Figure 1- 4. You can always return to the Welcome screen by clicking Home on the main navigation bar.




Figure 1- 4: Workbench Welcome screen

Workbench Navigation

The main navigation for Workbench includes “Tools” and “Admin.” This prompts the display of a drop-down menu from which you can make a selection. See Figure 1- 4 (listed above).

Environment

Before making changes to BrassRing, you will select the environment in which you are working. There are two environments from which to choose: Production or Staging. Production is the BrassRing environment in which your company’s daily work occurs. Your users login to Production to create new reqs and to find candidates and track them through the hiring process. Staging is the BrassRing environment in which all your training and testing takes place. It is best practice to test your configuration changes in Staging before applying them to Production. To select a working environment:

1. Click the Environment drop-down found in the upper-right side of your Workbench window. See Figure 1- 5.

2. Select an environment.

Figure 1- 5: Choosing an environment




Audit Trail There may be times in Workbench that you notice a change to BrassRing has been made by someone other than yourself. The Audit trail logs modifications made within a particular page of Workbench. The Audit trail links allow users to view which user made changes to the component and when the change occurred. If the Audit trail is available for a specific feature, the screen will display an Audit trail link in the upper-right corner, as is seen in Figure 1-6. Displayed are the date of change; the record and action modified; and the name of the user making the change. It will also list if the change was made by your organization (Self-Service) or by IBM (Workbench). Refer to Figure 1- 7.

Figure 1- 6: Audit trail link

Figure 1- 7: Audit trail

To view the Audit trail:

1. Click the link marked Audit trail in the upper-right corner of the screen to display the change history.

2. When finished viewing, click Close.

ALL TIMES LISTED IN THE AUDIT TRAIL ARE LISTED IN EASTERN STANDARD TIME (EST).




Accessing Help within Workbench An online User Guide provides detailed information on the features and functionality in Workbench. To access Help in Workbench, click Help in the upper-right corner of any Workbench window.

Support

As a Workbench Administrator, you may need to enter a support incident if there is an issue with BrassRing. To submit a support incident, click Support Portal in the upper-right corner of any Workbench window.

Support Portal & Request for Enhancements (RFE)

Just as BrassRing users can access the Support Portal, Workbench Administrators can access the Support Portal within Workbench. As a Workbench Administrator, you may need to submit a request for enhancement (RFE). An RFE allows a user to submit a feature or functionality suggestion for BrassRing or Workbench to IBM. To submit an RFE:

1. Click the Support Portal link in the upper-right corner of your Workbench window. See Figure 2-8.

2. The Support Portal launches; click Service requests for hardware and software (PMRs) below Common support links. Follow the instructions to submit a Request for enhancement (RFE).

Figure 1- 8: Accessing the Support Portal

Changing Your Password

Once you have received your IBM assigned username and password, IBM recommends that you change your password for increased security. To change your password:




1. Click Admin > Edit Profile. 2. Scroll to the Change Password section 3. Enter your current password, enter a new password and confirm your new password 4. Click Save.

Manage Security Question

You can manage the security question that appears when you reset your password via the Forgot Your Password link on the login page. There are five questions to choose from. You can select a security question and identify the answer. Refer to Figure 1- 9.

Figure 1- 9: Manage security question

Period of Inactivity If you are inactive in Workbench for 30 minutes or more, you will be logged off. After 29 minutes of inactivity, a pop-up window will appear, notifying you that your session has expired due to inactivity. This window of inactivity cannot be modified.

Figure 1- 10: Expired session




YOUR WORKBENCH SESSION WILL AUTOMATICALLY EXPIRE AFTER 30 MINUTES OF INACTIVITY.

Workbench Application Icons

While using Workbench, you will come across various icons. The table below includes the icons, along with a brief description of each.

Icon Function

Add object to database

Translate requirements

View object details

Edit object details

Preview object

Delete object from database

Inactivate object

Activate object

Save object as new object

Export values to Microsoft Excel; export field associations

Import values from Microsoft Excel

Launch Talent Gateway in a new window for user to preview

Synchronize changes made with Talent Gateways




Overview of BrassRing Administrator Roles There are different roles in BrassRing administration. We will explore them below.

The BrassRing Administrator/Super User Role

BrassRing Administrators (or Super Users) are responsible for managing the day-to-day operations of BrassRing. Their typical responsibilities may include, but are not limited to:

Administering users of BrassRing (Note: Does not apply to clients with Talent Suite)

Maintaining codes tables

Running reports

Most of these functions can be found within BrassRing, via the Admin+ menu.

Workbench Administrator Role Workbench Administrators are responsible for maintaining the BrassRing configuration in keeping with the changing needs of your company’s hiring process and requirements. Greater changes can be made by the Workbench Admin and with more complex results. These modifications can largely impact data integrity and system usability. For that reason, there are typically fewer Workbench Admins than Super Users at your company. Typical responsibilities include, but not limited to:

Defining User Type permissions

Administering forms, form fields, and the options for those form fields

Configuring triggers within Automation Manager

Creating and managing Talent Gateways

The tasks mentioned above are completed using Workbench, a web-based application separate from BrassRing. In order to utilize Workbench, the Workbench Admin must first earn a Workbench Administration Certification from IBM. With each new BrassRing release, Workbench users can be increasingly trained and certified to access the new functionality.

BrassRing Admin+ vs. Workbench

When determining which modifications you would like to make to your BrassRing system, you need to establish if those changes are made within BrassRing itself via the Admin+ menu or in Workbench.




Table 1-1 below helps you determine which site to use when making changes to BrassRing.

Topic Admin+ Workbench

Users - Add / Edit / Activate / Inactivate users - Add/Edit/Delete Organizational groups

- Add / Edit / Activate / Inactivate users (Note: Does not apply to clients with Talent Suite)

- Edit user type permissions - Export master privilege list - Edit user access to forms - Create/Edit/Delete approval group

Codes - Add/Edit/Inactivate new codes - Export code lists to MS Excel

- Add/Edit/Inactivate new codes - Export code lists.

Forms - Add form field options - Edit form field options - Inactivate/Activate form field list options

- Add form - Edit user access to forms - Add new form fields - Edit custom form fields - Inactivate/Activate custom form fields - Edit form attributes - Add/Edit field options (including translated

language options) - Inactivate/Activate field options - Add translated form names - Designate fields as searchable/outputable - Synchronize form changes with Talent

Gateway(s)

Talent Gateways - Edit site font and font size - Edit site colors - Edit Disclaimer message

- Add Talent Gateway(s) - Synchronize form changes with Talent

Gateway(s) - Set up questions as default questions - Add/Edit/Inactivate new form fields on the Job

Response form - Add/Edit/Inactivate field options on the Job

Response form - Edit Talent Gateway messaging- except for the

Disclaimer invitation - Add/Edit Privacy Policy

Communications - Add/Edit/Delete E-mail templates - Add/Edit/Delete Letter templates - Add/Edit/Delete Document templates

None

Misc. Settings - Send Mass email to all active users - Customize panels - Set default search and output fields

Set Instructions None - Set instructions: adding job codes with default data

- Set instructions: adding reqs - Upload image to req instructions - Edit all candidate facing messaging

Table 1-1: Admin+ and Workbench options




What you CANNOT do as a Workbench Administrator

There are many things you can do as Workbench Administrators, there are also some things you cannot do as Workbench Administrators. Below lists some of the things you are not able to do as a Workbench Administrator. Your BrassRing representative will have the ability to perform the below tasks:

1. Set general default client settings for the BrassRing system (i.e., timeout period, password reset, etc.)

2. Activate Rules Automation Manager (RAM) triggers in Production

Chapter Summary

To log in to Workbench, you need the username, client identifier, and password that are provided upon earning the Workbench Admin Certification.

Workbench requires the following browser configurations: Microsoft Internet Explorer 11;

Microsoft Scripting Engine 5.6 or higher; and Microsoft XML Parser 4.0 or greater.

It is best practice to test configuration changes in your Staging environment before implementing them in your Production environment.

After 29 minutes of inactivity, a pop-up window will appear, notifying you that your session will expire due to inactivity. To avoid automatic logoff, you must click OK.




Check Your Skills

Answer these True or False questions:

1. Main navigation for Workbench is through the options “Tools” and “Admin.” 2. Workbench Administrators access Workbench through a common URL, not one that is

unique to their respective organizations. 3. IBM recommends making changes in the Staging environment prior to doing so in

Production. 4. Workbench is compatible with all Internet browsers. 5. Changes made by a Workbench Administrator are typically more complex than those

made by a BrassRing Super User. 6. As a Workbench Administrator, you do not have the ability to add a new form.

Select the best answer(s):

7. You need the following items to log in to Workbench: a. Username and password b. Client identifier c. Workbench URL d. All of the above

8. The two environments of BrassRing in which changes can be made are:

a. Training and Production b. Official and Unofficial c. Practice and Serious d. Staging and Production




Chapter 2: Managing Your Database

Chapter Overview

During implementation, your company provides IBM with the specifications for all the forms that will be used with your BrassRing site. These typically include the req form, interview form, offer form, etc. With Workbench, you have access to create and modify forms, form fields, and form field options. BrassRing is supported by a shared data structure known as a relational database. Modifying your forms can adversely affect your existing data, as well as your ability to utilize historical data in the future. This is why only a select handful of individuals have this ability as certified Workbench users. In this chapter, we will focus on the data structure of BrassRing, as well as the effects of configuration changes to the data within it.

Chapter Objectives


Recognize the data structure of BrassRing

Describe the search engine

Identify the benefits and the risks associated with configuration changes to your BrassRing forms made in Workbench




Overview of the BrassRing Database

To recognize the implications of form changes made through Workbench, it is important to first understand the database structure of BrassRing. As previously mentioned, BrassRing is supported by a shared data structure, also referred to as a relational database. In addition, BrassRing utilizes a search engine to retrieve data from the database. Queries conducted by your users, such as candidate searches, are also affected by your form configuration changes. We will take a look at form structure, the nature of relational databases, and the search engine.

Form Structure

The BrassRing data structure is built to allow for the dynamic creation of forms and their respective form fields, both of which are unique to a client’s specific configuration requirements. This is accomplished by defining the configurable parts of BrassRing within the data itself.

Elements of Form Structure Here are some points to consider when thinking about BrassRing form structure:

Each IBM client has a set of forms available within BrassRing. Each of these forms contains a list of fields, and most fields have an option. The form field and form field options are all unique to the client.

The list of forms and the list of fields are stored in tables within the database. We will discuss tables in the next section, as it pertains to relational databases.

BrassRing is designed to query these tables to obtain the specific information that is pertinent to the user when it is requested through BrassRing. BrassRing uses data elements within these tables to decide how and when to display the appropriate data. For example:

o Bob Smith at Global Incorporated initiates the action in BrassRing to “add a form” to a candidate. BrassRing loads the next screen by querying the table that holds the form structure’s data. The information displayed will include a list of forms with Global Inc.’s unique client ID, for which Bob Smith’s User Type (example: “Recruiter”) has privileges.

This type of architecture enables IBM to easily add new forms for a given client’s needs within the existing database structure. This is accomplished by using the tools Workbench provides to add form definitions to the data tables that are already in place.




Relational Database

BrassRing is supported by a shared data structure. Changes made in the database can have long-reaching effects on your BrassRing site because of this structure.

Relational Database

Behind the scenes, BrassRing is supported by a series of data tables. These tables act as “buckets” of categorized data. See Figure 2- 1. These tables rely on a shared data structure, or a relational database. Any form, form field, and option can be created and be utilized in many data tables.

Figure 2- 1: Form creation from tables

For example, when a req form field is created, such as “Cost Center,” that field data can be shared on a candidate-per-req form such as Interview Evaluation form, Phone Screen form, and Offer form. BrassRing is configured to point to this field in several places. If the form is attached to a candidate, the data can be accessed with the rest of the candidate information. To further illustrate use of the database tables, we will go back to our previous example of Bob Smith and Global Inc. Bob selects the Interview Evaluation form to add to the candidate. BrassRing queries the table in the database that houses the questions, or form fields, for all the forms, looking specifically for the questions that are associated with the table ID number that is tied to the Interview Evaluation form for Global Inc. When these questions are identified, the attributes of each question, such as the question type (single-select, drop-down list; text box; check box), whether or not the question is required, etc., will drive the way that BrassRing displays the question. Using this type of architecture, IBM is able to provide software with a great deal of flexibility around the data elements that each client is able to capture, without rebuilding or adding to the database structure itself when new requirements arise. THE CODING WITHIN BRASSRING USES STANDARD SQL FOR ACCESSING AND MANIPULATING STORED DATA. TALENT GATEWAYS OPERATE SEPARATELY USING A FREESTANDING XML DATASTORE TO HOLD AND QUERY

DATA. THEY DO NOT RELY DIRECTLY ON THE BRASSRING DATABASE TO PULL INFORMATION. WE WILL

ADDRESS THIS IN GREATER DETAIL IN CHAPTER 4: CANDIDATE FORMS.

BrassRing

Reqs




Elements of the Relational Database

Here are some important facts about the relational database:

Each data element is automatically assigned a unique number in the data table. For example, a company is assigned a client ID of “45,” their Offer form is assigned “355,” and the “Recruiter” field is assigned “1011.”

The data number assignments enable the information to be shared easily between tables. Using the previous example, field number 1011 (Recruiter) exists in the req form, Interview Evaluation form, and Offer form. All these forms are configured to point to the same data element, “1011,” within the database. Changes made to the unique identifier of a form field and/or form field options will update the corresponding label in the database affecting any occurrence of the field in your system. As an example, you opt to change an option from “Payroll” to “Compensation.” If any previously completed forms have “Payroll” selected for that field, the option will “hide,” because the data is no longer a match to the new label. The form field will now appear to be incomplete. For this reason, we do not allow changes to the database field names or the option codes.

Search Engine

IBM relies on a search engine to offer the most advanced search capabilities. It enables users to search on information stored in the data tables, without going through the time-consuming exercise of searching across several tables to find the appropriate information.

Search Engine and Indexing

The search engine is able to offer the best in search capabilities because of indexing technology, similar in concept to an index found in a book. It holds a small amount of consolidated information for each candidate. When a user searches for a specific value, the search engine uses these indices to come up with the location of the data. The appropriate information is accessed in the database quickly and efficiently. With the use of the search engine, searching performed within BrassRing is possible on candidate resume/CV fields, such as “Position held” (Job title) and “Country,” as well as on certain form fields. This enables users to search the database using fields, such as “How many years of sales experience do you have?”




Elements of the Search Engine

Here are some important points to keep in mind concerning the search engine:

The search engine allows for each client to store a total of 625 candidate form fields and 625 req form fields within its search engine. This is a structural limitation within the search engine technology and cannot be changed. However, IBM has found it more than sufficient to meet the needs of most clients.

For each candidate and req form, your company is permitted a limited number of fields to designate as “Searchable” and “Outputable.” Workbench makes it easy to track how many fields you have remaining when adding or editing forms. We will discuss that in more detail in the next chapter.

Terms to Know: Searchable: enables a field to be searched when looking for candidates of a certain type Outputable: enables a field to be seen on the candidate search results screen after a search has been conducted

Searchable/Outputable

Fields from… Text fields* Numeric fields Date fields

Candidate forms 500 50 75

Req forms 500 50 75

The above chart provides the number of Searchable/Outputable fields per site (Staging

site and Production site).

This includes items that are selected from drop-down lists, radio buttons, check boxes, and text boxes.

When fields are selected for Search and/or Output within the database, they are mapped to the search engine. This means the mapped field will be included in the candidate data indexing process that occurs as new profiles are added to the system.

New candidate profiles submitted to the database are indexed to include these new fields.

ONCE A FIELD IS MAPPED TO THE SEARCH ENGINE, THE MAPPING CANNOT BE UNDONE

WITHOUT AN IBM ENGINEERING EFFORT. ENGINEERING CHARGES WOULD APPLY.




Important Form Configuration Considerations

Now that we have discussed the structure of the BrassRing database, we need to take a look at some considerations when making configuration changes to forms. Carefully weigh your options before making any modifications to BrassRing.

Elements of Important Form Configuration Considerations

Here are some important points to keep in mind regarding form configuration:

Changes to form field options can impact your previously stored data. As an example, you change a Location field option on the req form from “High Street” to “Winter Street.” This change will cause any previously saved records containing the selection “High Street” to now display “Winter Street,” with no historical reference of “High Street”.

Workbench does not enable you to delete any form fields. Deleting a form field would delete it from the entire database, resulting in all historical data being lost.

Currently, less than 1% of all searches run by BrassRing users take advantage of using candidate form fields for searching or designate them for output fields, preferring to use such standard search fields as Skills/keyword, Req number, Employer, Degree, Position held, etc. You may wish to not consider mapping some of your form fields for this reason.

Once a field is mapped to the search engine, the mapping cannot be undone without an IBM Engineering effort. Engineering charges would apply.




Chapter Summary

BrassRing is supported by a shared data structure known as a relational database.

The search engine provides users with advanced search capabilities.

Using Workbench, form fields can be designated as Searchable and/or Outputable.

Configuration changes can have far-reaching implications, including loss of historical data

and alteration of the candidate indexing process.




Check Your Skills Answer these True or False questions:

1. The BrassRing database is composed of a series of tables.

2. Req and candidate form tables are the only tables that are relational.

3. Clients have an unlimited number of Searchable/Outputable fields.

4. The impact of form configuration changes on your historical data is minimal.

Answer the following questions:

5. What is the benefit of the BrassRing search engine?

6. Each client can designate up to ______ text fields from candidate forms as Searchable/Outputable.

7. Provide an example of how BrassRing uses relational data.

8. Name one consequence for editing the configuration of a form.




Chapter 3: Defining User Types

Chapter Overview

BrassRing users are assigned a specific level of access to functionality through their User Type. In Workbench, you will have the ability to manage the privileges and permissions for each of your company’s User Types. For example, you can pick and choose the BrassRing tasks to which your Recruiters have access, such as “Add new req” and “Post to Talent Gateways.” By not selecting other items, you can limit their ability to certain functions, such as “Erase candidate.” In this chapter, we explore defining User Types.

Chapter Objectives


Recognize User Type privileges

Define your own User Types

Export the master privilege list to Microsoft Excel




User Type Privileges During implementation, your company provided IBM with the specifications for all of its User Types. IBM then created the User Types and defined them based on these specifications. With access to Workbench, you will have the ability to maintain these privileges on an ongoing basis. For example, you may now wish to have Hiring Managers search for candidates in the BrassRing database. You would need to edit the Hiring Manager User Type permissions to include candidate searching.

Elements of User Type Privileges Here are some things to consider when editing User Type privileges:

Changes to user privileges should be communicated to the user base before being moved into Production.

User Type permissions are divided into groupings called Functions. These Functions drill down further into each specific BrassRing task, labeled as privileges. Each privilege provides access to a particular piece of functionality. Table 3- 1 provides a list of the Functions with a description of the privileges within that Function:

FUNCTION DESCRIPTION OF THE PRIVILEGES WITHIN THE FUNCTION Admin Enables users to manage their own account through “Admin” in

BrassRing

Admin+ Provides access to administrative features, such as Add user and Edit codes (typically reserved for Super Users)

Analytics Provides access to report across the organization and to drill down to detailed views of data using Business Intelligence (BI) tools

Candidate Actions Candidate Actions 2 Candidate Actions 3

Enables users to take a selection of actions on a candidate

Candidate Categorization Provides users with access to folders and folder actions, excluding

actions associated with candidate movement or filing

Communications Provides access to BrassRing communications features, such as batch letters and sending communications

Data Insight Tool Provide users with access to the Data Insight Tool

Integration Integration2

Tied to the integration of IBM partners or external data sources. If you do not currently utilize integration, these options will not make any changes in your system

My Reqs My Reqs 2

Provides access to features specific to My reqs. My reqs is defined as those reqs that the user created or is selected as Recruiter, Hiring Manager, or Req team member

Notifications Enables users see real-time onscreen alerts.

Outlook Enables user to send interview requests to potential interviewers via Microsoft Outlook calendar invitations.




Purge Enables users manage purge criteria sets, schedule purge reports, schedule purge operations.

Reqs Reqs2

Provides access to all req-related functions, excluding posting to Talent Gateways. Note that the term ‘All’ refers to “all reqs in BrassRing” (i.e., every req)

Reports Reports2

Provide access to the functionalities related to the Reports module. This would also include access to any BrassRing custom reports

Scheduling Provides access to BrassRing functionality for the Interview Scheduling module

Search Enables users to take specified actions in the Search module

Talent Gateway Enables users to utilize Talent Gateways

Table 3- 1: Functions

Defining User Types

During Implementation, IBM defined your User Types and permissions. As a Workbench Admin, you edit User Type privileges, and add / inactivate User Types.

Editing User Type Privileges

To edit User Type permissions:

1. Click Tools > Users > User Types.

2. Click the Edit type permissions icon for the User Type you wish to edit. Refer to Figure 3-1.

3. If necessary, modify the name in the User Type name text box. 4. If necessary, select a different Persona Group (new UI Only; based on the persona group,

users now have a homepage that is mobile responsive which displays cards, grids, visualizations, and welcome messages).

5. Click the Set privileges icon for the Function area you wish to edit. See Figure 3- 2. 6. Click the box for the privilege(s) that you wish to add or remove for this User Type. See

Figure 3- 3. 7. Click the Done button. 8. You will be returned to the Set name and function window. From there, you can edit an

additional Function. 9. When finished, click the Save button.

Figure 3- 1: Edit user type permissions




A COMPLETE LIST OF PRIVILEGES AND THEIR DESCRIPTIONS ARE AVAILABLE IN THE ONLINE USER GUIDE. THE

ONLINE USER GUIDE IS ACCESSIBLE VIA THE HELP OPTION.

Figure 3- 2: Set name and function

Figure 3- 3 : Set privilege options

ONCE A FUNCTION AREA HAS PRIVILEGES SET, A BLACK CHECKMARK WILL APPEAR TO THE LEFT OF THE

FUNCTION NAME. WHEN THE FUNCTION IS MODIFIED, THE CHECKMARK TURNS RED UNTIL YOU SAVE YOUR

TYPE PERMISSIONS CHANGES. CLICK AUDIT TRAIL IN THE UPPER-RIGHT CORNER OF THE SCREEN TO SEE THE CHANGE HISTORY FOR THAT

PARTICULAR TOPIC.




Adding new User Type

To add a new User Type:

1. Click Tools > Users > User Types. 2. Under Actions, select Add new user type. 3. Add the User Type Name. 4. Select a Persona Group (new UI only).

5. Click icon to set privileges for specific function(s) as appropriate. 6. Click the Save button.

Save User Type as New

To copy an existing User Type:

1. Click Tools > Users > User Types. 2. Select the user type you want to copy. 3. Click Action Save user type as new. 4. Add the User Type Name. 5. Select a Persona Group (new UI only).

6. Click icon to set privileges for specific function(s). 7. Click the Save button.

Viewing Users and Type Details

As a Workbench Admin, you can view a list of privileges assigned to a User Type for each functional area: candidates actions, requisitions, searching, reports, Welcome Page panel mappings, and so forth. You can also view a list of users belonging to the User Type.

Viewing Users and User Type Details

To view the users and User Type Details:

1. Click Tools > Users > User Types.

2. Click the View Users and Type Details icon for the User Type whose privileges you would like to view. Refer to Figure 3- 4.




Figure 3- 4: Viewing Users and Type Details

THE PRINT BUTTON IS AVAILABLE AT THE BOTTOM OF THE SCREEN.

Export Master Privilege List to Excel This allows you to get an export in Excel of all the user type privileges that are available. This is helpful in locating which Function a user type privilege is located under.

Export Master Privilege list to Excel To export the master privilege list to Excel:

1. Click Tools > Users > User Types. 2. Click Export master privilege list to Excel on the Actions toolbar. Microsoft Excel will

launch and the master privilege list will open. See Figure 3- 5.




Figure 3- 5: Export Master Privilege List to Excel

User Type Access – Export to Excel

Workbench Administrators have the ability to export user type privileges and access settings for HR Statuses, Req form fields, Candidate forms, Candidate form fields, Panel mappings, Screen defaults, and so on. The Master privilege list is an exhaustive list of all available User Type Function areas and privileges. Workbench enables you to create a CSV (comma separated value) list of privileges that you can open and save to Microsoft Excel. This function may prove useful when preparing to make changes to User Type responsibilities.

User Type Access – Export to Excel

To export the user type privileges to Excel:

3. Click Tools > Users > User Types. 4. Click User type access – Export to Excel on the Actions toolbar. The export is added to

Task Manager. 5. Navigate to the Task Manager’s Queue (Tools > Task Manager > View) 6. Click the binoculars icon for the User type access – Export to Excel file. The excel file will

appear. Be sure to select the User Type Access tab within the Excel Spreadsheet. See Figure 3- 6.




Figure 3- 6: User Type Access – Export to Excel

Administer BrassRing Users

BrassRing Users can be administered in BrassRing. As a Workbench Administrator, you can now also manage BrassRing users in Workbench under Tools > Users > Administer BrassRing Users. Use the Actions to add new users, inactivate selected users, export users, and view user access for a selected user.

Custom Help Links (not applicable to new UI)

The Custom Help Link feature allows BrassRing users to access their customized help content from within the BrassRing application. When configured, the Custom Help Link displays a My Help link (see Figure 3- 7) that launches an intermediate My Help pop-up window linking BrassRing users to their customized help content. This feature allows BrassRing users to use their own internal, customized help content and the BrassRing application help simultaneously. An example of customized help content could be company-specific training modules or procedures. Custom Help Links are configured for User Types and, because BrassRing recognizes language and locale from User Type profiles, specific custom help links can be configured for each User Type and in different languages.

Figure 3- 7: My Help link

As a Workbench Administrator, you can configure Custom Help Links for BrassRing User Types.

Configuring Custom Help Links

To configure a custom help link:

1. Click Tools > Users > User Types. 2. Select a User Type. 3. Click Configure custom help in the Actions list. The Custom Configure Help screen displays. 4. In the Enter text for ‘My Help’ page, define the content for the My Help page, which

can include HMTL links. The text defined here displays in the My Help pop-up window when a user clicks the My Help hyperlink. All text must be entered using valid HTML, and links must be entered in the correct syntax. Hyperlink text that displays in the My Help pop-up window is customizable. An example of a properly formatted HTML link follows. The target blank attribute causes the link to open in a new browser window. <a href="http://www.IBM.com/" target="_blank">Customized Help Link Text</a>

If you are entering text for two languages, use valid HTML to enter the two URL links and the specific language for each link. For example, if you are entering a link in French, the link text must be in French.

Each text field has a maximum limit of 10,000 characters, including HTML tags. HTML must not include any embedded HTML.

The following screen shows customized help links entered in valid HTML (Figure 3- 8).

Figure 3- 8: Configure custom help screen

5. Click the Preview HTML button to preview the customized links that will display in the My Help pop-up window. Adjust the HTML as necessary.

6. Select the Apply custom help configuration check box and click to highlight additional User Types in the scroll box to select additional users. You can use the Control key on your keyboard to select multiple User Types. All selected users will have access to the customized help links in the My Help pop-up window.

If your HAS application supports more than one language, each supported language must have its own customized text display. All text displays must be entered using valid HTML. Custom Help Links are not translated. All custom help text appears as it is entered in the My Help page text

7. Select Enable for current user type or Disable for current user type. Selecting

enable allows the selected User Type access to the My Help link in the BrassRing application. Selecting the disable option does not display the My Help link in the BrassRing application. The disable feature is useful when customized content is being updated or changed. Select NA if the “My help” User Type privilege is enabled, but you do not want to use the functionality.

8. Click Save. The configuration is saved to the current User Type.

HTML Guidelines

Use the following HTML guidelines when entering links to customized help content. Due to security requirements, we cannot provide the list of permitted HTML tags. However, most errors are due to the incorrect use of common HTML tags. Here are some very general guidelines:

HTML tags must be valid. For a tag to be valid, it means that the tag must be in the official list of tags supported by the W3C (Word Wide Web Consortium). To learn more about using HTML tags, see the W3 Schools website. This is an excellent resource

HTML tags must be “well-formed.” Well-formed means that tags must include an opening tag (for example, you use to start a paragraph) and a closing tag (for example, you use to close that paragraph). Both tags must be correctly formed with no additional characters and spaces within them. Here is an example of some simple tags:

o This is the bold tag.

o This is the italic tag. 

o <h1>Heading Level 1</h1>




Talent Record Interface

The Talent Record has a configurable “ribbon” section and the Action Log. These features provide convenience and efficiency. As a Workbench Administrator you will be able to:

Configure the Talent Record interface

Configure the panels displayed in the “ribbon” header

Identify the default section screen for the Talent Record

Enabling the User Interface Talent Record Display To enable the Talent Record display:

1. Select Tools > Users > User Types. 2. Select the User Type you would like to make changes to and click Screen Display Defaults in the

Actions list.

Figure 3- 9: Action - Screen display defaults

3. The Edit screen display defaults page appears.

Figure 3- 10: Edit screen display defaults page




4. To edit the Talent Record display defaults, expand the Talent Record section by clicking the plus sign.

5. To allow users to edit their display, check the box (it is checked by default). You can also change the defaults for the following display characteristics: Ribbon

Re-order the panes by changing the pane number in the drop-down. Note: pane numbers must be unique

Add up to 25 panes (Add Pane) or delete panes (Delete Pane)

Change the order of fields displayed within a pane (no more than 4 fields can be configured in one pane) by clicking the up or down arrow in the Actions column

Change the fields displayed by clicking Select field Resume/CV

Suppress the display of tabs by unchecking the Display check box

Change the default tab by unchecking the current default and select another

Use the Show me links in each section to preview the Talent Record in a pop-up window

Use Apply this configuration to other User Types section to quickly update other User Types. This applies only to the configuration and NOT to activating the new Talent Record

6. When finished, click Save, or, at any time, click Reset to default to return to the default settings.

Chapter Summary

BrassRing typically has five standard User Types. Your company may have implemented additional User Types to best meet you organization’s needs

If the User Type of “QuickStart” is not enabled to view candidate forms or reqs, the recipients will not be able to access these features through an eLink

You can edit your existing User Type names and permissions

There are Function areas within each User Type. Privileges can be set within each Function

You can export a Master list of privileges into MS Excel

Configure the Talent Record interface

Configure the panels displayed in the “ribbon” header

Identify the default section screen for the Talent Record




Check Your Skills

Select the best answer:

1. User Type privileges are divided into groupings called:

A. Privileges

B. Functions

C. Divisions

D. Segments

Answer the True or False question

2. During implementation, IBM created and set up your User Types. Any additional User Types are created by you, the Workbench Administrator.

Answer the short answer question

3. Describe the steps you would take to determine the privileges activated for a specific User Type.

Perform these hands-on exercises in Workbench:

NOTE: Before you perform the below exercises, please click HOME. When performing the below exercises, use the HR Staff User Type that corresponds to your Training ID.

4. Your business has decided that users who have the HR Staff User Type should not be

able to add candidate notes. Please remove this responsibility/privilege.

5. Due to a change in business processes, your company has decided that all users of

BrassRing assigned to the HR Staff User Type should be able to save searches as

Personal Searches (not Overnight Searches).

6. Add the Privilege you removed in #4.

7. Export the Master privilege list to Excel.




Chapter 4: Candidate Forms

Chapter Overview

Your company has made many decisions regarding the design and configuration of your BrassRing system, including the defining of all its forms. In BrassRing, forms include candidate forms, candidate-req forms, Talent Gateway forms, and requisition form(s). IBM created and configured the forms and their options according to your company’s specifications. This chapter will focus on administering candidate forms using Workbench.

Chapter Objectives


Describe candidate and candidate-req form types

Add forms

Edit form attributes

Add/Administer/Translate/Inactivate form fields

Edit form field attributes

Add/Administer/Translate/Inactivate form field options

Position the form fields




Overview of Candidate Forms

BrassRing assists your company in managing candidates with the use of forms. These forms may include a Resume/CV Screen, Interview Evaluation, Offer, etc. Each company creates forms specific to their hiring process. Workbench enables you to create new forms and make modifications to your existing forms. For example, you may want to add a new field to your Interview Evaluation form. Or, perhaps you need to create a new form due to a change in your company process. We will get started by discussing the types of candidate forms in BrassRing (we will discuss Req forms in Chapter 5):

Candidate forms

Candidate-req forms

Talent Gateway forms

Elements of Candidate Forms and Candidate-Req Forms

Candidate and candidate-req forms collect and store all types of information about candidates.

As we learned in Chapter 2, a form is composed of different components called fields and field options, although not all fields will have options.

Candidate forms are designated as Single or Multi-candidate forms during implementation

Fields on candidate forms can automatically be completed with candidate information (such as name, address, education institution, etc.).

A form can also contain fields that pull information previously gathered on another candidate form (such as data from the Offer Request form onto a New Hire form).

There is some additional functionality tied to each candidate form type. See Table 4-1.

Candidate Form Candidate-Req Form

Can be attached to candidates in any folder type

Can only be attached to those candidates filed in req folders

Is only linked to the candidate Associates the req number with the candidate form

Can display auto-filled, req information (such as Job Title, Job Location, Salary Grade, etc.)

Table 4-1 : Candidate forms vs. candidate-req forms




Types of Forms

During Implementation, each form is designated as one of the below: Single Candidate: A form that can only be filled out one time for a candidate and is linked only to the candidate record. Example: EEO Form. Multi Candidate: A form that allows multiple instances attached to the same candidate record and is linked only to the candidate record. Example: Resume/CV Review. Single Candidate/Req: A form that can only be filled out one time for each req to which a candidate is filed. The form can only be completed from within a req folder and is linked to both the candidate and the req for reporting purposes. Example: Disposition Form, Offer Form. Multi Candidate/Req: A form that allows multiple versions of the same form within the req to which a candidate is filed. The form can only be completed from within a req folder and is linked to both the candidate and the req for reporting purposes. Example: Interview Evaluation Form.

Candidate Form Attributes Form attributes are defined as the characteristics of a form. These characteristics include specific information, such as the form name (and name translations); user access to search or display output by designated form fields; and user access to view or modify the form data once it is completed. There may be times when you need to edit a form’s attributes to include access for an additional User Type. Or, perhaps you need to edit the disclaimer message or translate it into an additional language. We will discuss the steps for editing form attributes using Workbench. ONCE A FORM HAS BEEN CREATED AND SAVED, THERE ARE FORM ATTRIBUTES THAT WILL BE VIEWABLE. IBM

WILL HAVE THE PRIVILEGE TO EDIT THE FORM ATTRIBUTES. THESE FORM ATTRIBUTES ARE IDENTIFIED IN THE

NEXT SECTION.




Adding a Form

Forms are established during implementation, however you can add additional forms in Workbench. To add a form:

1. Click Tools > Forms > Candidate forms. 2. Click Add new form from the Actions list. 3. A screen appears with a list of the form field attributes.

Figure 4-2 : Edit form attributes

Elements of Candidate Form Attributes

Candidate form attributes are the characteristics of a candidate form. When adding a new form, once the form attributes are saved, some of them will display as viewable and can only be edited by IBM.

Database Title Database Title is the title of the form as it appears in the database tables. Spaces in the field are accepted. Note: The field is greyed out once the form is completed/saved in BrassRing.

YOU MAY SEE THE DATABASE FIELD NAME IN BRASSRING WHEN VIEWING DIT EXPORTS OR SETTING UP LETTER

COMMUNICATIONS.




Title Title is the name that appears on the form and in form lists in BrassRing

The field limit is 255 characters (including spaces)

The field defaults to display in English (US). The translation option is available if using additional languages

Once a translation has been added as a form name, the language toggle will appear on the form in BrassRing

Disclaimer A disclaimer can be added to the bottom of the form (i.e., data privacy disclaimer)

The field limit is 7,500 characters

The field defaults to English (US). The translation option is available if using additional languages

HTML coding is accepted for formatting and embedding URL links

Form Image Controls branding on candidate forms added/edited/viewed in BrassRing, as well as via eLink

Options of: no image (which is the default), the client image, or a form image

You are able to upload an image and remove the uploaded image

File types: gif, jpg, jpeg, bmp

Maximum file size: 1.5MB

Maximum image size: 130 x 130 pixels

Image alignment Determines the placement of the form image on the candidate form

Image alignment of left, center, or right

The image will always be at the top of the form, above any language toggles and to the left of the Help hyperlink

Search/Output Search: Choose the User Types that can search for this form as candidate search criteria

Output: Choose the User Types that can output information from this form into candidate search results

If you intend to make any fields searchable and/or outputable, you must designate the User Type access to both of these options in the form attributes

E-mail The email address(es) listed here will receive a notification whenever this form is first submitted. Modifications made to the form after initial submittal will not re-send the notification.




Approval Process This indicates if this form (i.e., Offer form) requires an approval process. Once the approval process is saved, the field can only be changed by an IBM representative.

No: No approval process will be used. Parallel: All of the approvers will receive the approval e-mail at the same time. Sequential: Each approver receives the approval e-mail in a chronological order. Rules-Based: Smart Approval is the designated approval process URL: Associated with rules-based approval process. IBM will populate the URL field if this option is used

Cascade Approver Messages For approvers (not rules-based), check Cascade Approver Messages to include all previous approver messages in the approval request, so the next approver can view them.

Form Multiples As discussed earlier in this chapter, a form can either be entered once per candidate or multiple occasions per candidate. Once the Form Multiples field is saved, the field is grayed out.

Send existing form in edit mode

This specifies that when eLinking the form or sending it via the Send Communication or Automation Manager features, the recipient can edit the responses, if needed. For example, if a Hiring Manager completes an Interview form, specifies the wrong location, and eLinks the form to the Recruiter, the Recruiter can edit the form to show the correct location. This attribute applies to One per candidate or Single per candidate/req combination.

Gateway Candidate Integration Form This is used if you are integrating with another vendor. Selecting Yes indicates this form is a TG candidate integration form.

Create Form from TG Designates whether or not a form is to be created if left blank on the Talent Gateway:

IGNORE = this is the default; each submission will create a form whether or not any fields are completed

EVERY = a form will be created only if all fields identified with “Required for form creation” are filled out

ANY = a form will not be created unless at least one of the “Required for form creation” fields is completed




Erase with Candidate Global companies must comply with national laws regarding data privacy. Candidate data, such as name, contact information, education, and work experience, can be deleted from BrassRing.

If selecting Yes, the candidate data collected on this form will be irrevocably erased when the user erases the candidate

If selecting No, the form data will remain in BrassRing when the user erases the candidate

Form Field Alignment

Select the alignment for the form’s fields. Options are Default and Left. Selecting left aligns the fields to the left, whereas the Default option keeps them aligned in the center.

Form layout Indicates if this form has the enhanced layout enabled. Defaults to classic

This setting is gray and disabled if an enhanced layout is not saved for the form

Configuring the enhanced layout is described later in the chapter

Enable Language Toggle Select to display a language link (the user’s base language) in the top right of the form when the form is in a language different from the user’s. Clicking the link while viewing the candidate form in BrassRing displays a translated version of the form in the user’s base language. Only fields that are translated are displayed; that is, the form template must be translated in the user’s base language. Text responses are displayed as entered by the candidate. If this setting is unchecked, no link is displayed.

Include Common Service Vendor results This field is enabled when IBM enables the appropriate client setting. An example of a Common Service vendor is a Background Check vendor. When the field is set to “Yes,” the form will only be available in the custom candidate form for vendor results.

Event Manager Internal Event Form Used with Event Manager. This form is not visible to the candidate.

Used to either collect candidate registration information for integrations or applied to forms that are completed by assessors during/after the event (i.e., Interview Evaluation forms)

Event Manager Candidate Facing Registration Form Used with Event Manager

Used to collect candidate registration information specific to the event (i.e., phone numbers for phone screens, dietary restrictions for events with food, etc.). The form is completed by the candidate when he/she registers for an event

Selecting “Yes” adds two form fields to the form that are automatically populated from the database fields EM_Phone_Number and EM_Alternate_Phone in the candidate’s record




Create candidate signature field (for use in Gateway Questionnaires only) Used with Candidate Signature Capture feature (feature requires the use of Gateway

Questionnaires)

Designates the text field as the field in which to store the signature image

View form history as pdf Users with appropriate privileges have the option of viewing history of candidate forms.

BrassRing saves a new version of the candidate form each time a user saves it. This list can be viewed and each version can be saved as a PDF from the new Form History screen.

A new column History is now available in the Forms tab on candidates’ BrassRing Talent Record.

Enforce calculation upon form save Any candidate form that has calculated fields configured will have an automatic recalculation each

time the form is saved by a BrassRing user.

A message ‘Fields will be recalculated as per form level configuration’ is displayed to the users when they save the form after making changes in calculated fields.

Add/View/Modify My Use this field to provide users with access (by User Type) to forms that they have submitted

If their User Type is selected, users will be able to add, view, and modify forms they attach to candidates in BrassRing. This privilege also allows users to eLink blank forms

View My Reqs Only users who have a ‘my relationship’ to the form’s req ID can view the form

If the User Type has the “View – my reqs” privilege but is NOT the req creator, Recruiter, Hiring Manager, or on the req team, then the user will not be able to launch the form to view

This attribute applies to single/candidate or multiple/candidate req forms

View All Selecting a User Type in this field will allow the user to view all instances of this form in BrassRing,

even if he/she did not originate the form

Modify – my reqs

Use this field to enable users to modify the form for the reqs they are associated with

If their User Type is selected, users will be able modify all instances of the form for those reqs they are associated with in BrassRing, even if he/she did not originate the form

This attribute applies to single/candidate or multiple/candidate req forms

Modify All Selecting a User Type in this field will allow the user to modify all instances of this form in

BrassRing even if he/she did not originate the form




Save as Draft – Save/Modify/Delete My Selecting a User Type in this field will allow the user to save, modify, and delete forms he/she has

added in a “draft” mode

Delete All This field is used to indicate which User Types can delete any instance of this form in BrassRing.

This is typically a Super User function

If you give a User Type this privilege, it is a good idea to also give them “View All” and “Modify All” TO SELECT MULTIPLE USER TYPES, HOLD DOWN THE CTRL KEY WHILE SELECTING

Editing Form Attributes There may be a time when you need to edit a Form Attribute. For example, a process change may result in all Hiring Managers viewing all Interview Evaluation forms. This can be done within Workbench. To edit form attributes:

1. Click Tools > Forms > Candidate forms.

2. From the list of forms, click the Edit form attributes icon for the form to be modified. 3. Edit fields as necessary. 4. Click Save.

SOME OF THE FORM ATTRIBUTES FOR AN EXISTING CANDIDATE FORM DISPLAY AS VIEWABLE AND CAN ONLY

BE EDITED BY IBM.

Translating Form Names

Form names can be translated individually through the Form Attributes screen. You can also translate form names quickly through the Translate Form Name action item. To translate a form name:

1. Click Tools > Forms > Candidate forms. 2. Click Translate form names from the Actions list. 3. A screen appears with the names of the candidate forms in the English Language. 4. Click the drop-down arrow at the top of the screen to select the language for which you

would like to translate the form names. 5. Translate the names of the forms. 6. Click the Save button.




Candidate Form Fields

Form fields are used to capture data within a form’s composition. Form fields gather information that can be searched, reported, and integrated with other systems that may be using the data. For example, your New Hire form may be integrated with your HRIS solution. We will take a closer look at form fields.

Elements of Form Fields

Here are some points to keep in mind when working with form fields in Workbench:

You can add new fields to forms.

Field name is limited to 2500 characters (this includes spaces).

Form fields can be designated as Searchable and/or Outputable. Fields do not need to be designated as Searchable to be exported through the DIT.

You can inactivate fields, enabling you to keep historical data.

If you are using multiple languages, you can translate your form fields.

Modifications to Talent Gateway forms, fields or options will only be reflected for new reqs posted moving forward. Reqs previously posted will not adopt the new attributes.

Candidate Field Association (CFA) has the ability to filter lists of options based on the selection of an option from another field on the form.

Fields have an enhanced layout option, enabling you to change the field arrangement on the form.




Form Field Types Table 4-3 lists the field types that you can manage in Workbench, along with descriptions of the fields and an example for each one.

Field Type Description Searchable Outputable Option Configuration

Text Allows user to enter up to 255 characters of text into a small box.

Set field length: Default and maximum is 255 characters

Text Area Allows user to enter up to 4,000 characters of text in paragraph format in a large box.

Set field length: Default and maximum is 4,000 characters

Single-Select List

A field associated with a drop-down list. Only one option may be selected at a time.


Option Source: Maintain Custom or Pull From List

Multi-Select List

A field that allows the user to select multiple options simultaneously. The Ctrl and Shift keys are used to select multiple options.



Search-Select List using the List button

Appears when more than 200 options are available. Users can type in a portion of the word or phrase they are looking for, and click List>> to display all of the options.

Single- and

Multi-Select

Single-

Select only







Radio Button A field in which a relatively small number of options is displayed, allowing the user to choose only one of the options. Example: yes/no, male/female.

Set field length: Default and maximum is 255 characters Option Source: Maintain Custom or Pull From List

Check Box Similar to a radio button, except the user can select more than one option in the same group. Advised for no more than 3 - 5 short options.



Numeric This field allows users to enter integer-only characters (no leading zeros). No special characters like "," or "$" are accepted.

Min: Enter number of minimum digits. If any number will be accepted, indicate 1

Max: Enter number of maximum digits. If any number will be accepted, indicate 9999999999

Label Field text appears in a shaded text area with no response accepted. Typically used to divide a form into sections and/or to provide additional information or instruction to users.

None





Date Users enter a specific date using either Day/Month/Year drop-down lists or a calendar icon.

Note: Double validation can be enabled.

Enter number for “Up” years (from current year). For example, up years of 2 will include 2012, 2013, and 2014. Enter number for “Down” years (from current year). For example, down years of 2 will include 2012, 2011, 2010

Auto-Fill Field data populates with information from another form field in the system. Note: To auto-fill from the req, the form type must be a Candidate/Req form type.

Choose the field from which to auto-fill. To auto-fill from a req, the form MUST be a single- or multi-per req form

SSN A field that is formatted to only accept US Social Security Numbers (XXX-XX- XXXX).

Note: Double validation can be enabled.

None

Email This field is formatted to only accept email addresses, and they must contain "@" and "."


Table 4-3: List of field types

YOU HAVE THE ABILITY TO AUTO-FILL DATA FROM THE TALENT RECORD TO YOUR AUTO-FILL CANDIDATE

FORM FIELD. THIS INCLUDES UP TO 5 SETS OF EMPLOYMENT HISTORY, UP TO 3 SETS OF EDUCATION HISTORY, AND 2 FIELDS FOR START AND END YEARS OF THE MOST RECENT EMPLOYMENT EXPERIENCE LISTED ON THE

RESUME/CV. YOU MUST CONFIGURE EACH AUTO-FILL FIELD SEPARATELY FOR EACH CANDIDATE FORM THAT

YOU WISH TO HAVE POPULATED AUTOMATICALLY FROM DATA IN THE TALENT RECORD.




Managing Candidate Form Fields

We will discuss how to add, edit, translate, and inactivate form fields.

Adding a Form Field

Form fields are established at implementation, and you can add new form fields as your hiring process or user needs change. To add a field to a form:


2. From the list of forms, click the Administer form fields icon for the desired form. Refer to Figure 4- 4.

Figure 4- 4 : Candidate forms

3. Click Add new field in the Actions list. See Figure 4- 5.




Figure 4- 5: Edit form fields

4. For Placement, select the numerical placement for the field on the specified form. It defaults to the next available placement number. See Figure 4- 6.

5. Type a Database field name. The name is limited to 20 characters. A space between words cannot be used; instead of a space, use underscore(_) or dash (-).

UNDERSCORE (_) OR DASH (-) ARE THE ONLY NON-ALPHA CHARACTER ACCEPTED FOR THE DATABASE FIELD

NAME.

6. Type a Field name. The character limit is 4,000. This will be the field label that appears to your users in BrassRing. Be sure to check your spelling.

7. For Type, select the field type. This will identify the setup of the field and the options. Refer to Table 5-2 for field type definitions. You can edit this field if no data is saved to the field.

8. If available, the Field help text field allows you to add information that will help your users get a better understanding of the field (i.e., describe the field’s intention, expected data surrounding the process, etc.). Maximum length of this field is 4,000 characters.

9. The Custom report field is used for custom reports created by IBM. 10. For Font Size, select the text size of the form field. It will default to medium.

Figure 4- 6: Add new field




11. For Encrypted, click Yes or No. Yes will designate the field to be encrypted. To enable, you

must have field-level encryption activated by IBM.

12. For Hide for these user types, select the User Types that will not need to view the field, if

any.

13. For Non-editable for these user types, select the User Types that will not be able to edit

this field. The field will be in a view-only format.

14. For Required for these user types, select the User Types for which the field is mandatory.

This will place an asterisk next to the field in BrassRing. The form cannot be submitted

without completing the field.

15. For Hide in these languages, select the languages that will not need to view the field.

16. For Required in these languages, select the languages for which the field is mandatory.



17. The Question Branching field determines if the field will be hidden/shown based upon the

value of another field. If Yes is selected, the select button for the Show question when

field response is: becomes enabled.

18. For Database field name, select the field that should identify when it will display. (You can

only select one field. The fields that display in this list are single-select, multi-select, check

box, and radio button. Auto-fill will display only if the source field is single-select or radio

button. Fields containing options will not display if the options are pull options from

existing list of all recruiters, all managers, all active enterprise users, all active users, all

reqs, and all open reqs).

19. For Selected Value(s), select the option(s) that will determine when the field will display.

Click Save and continue.

20. The Field length field will default to the field type's defined character limit. See Table 4-3.

If less is needed, indicate the amount in text field.

21. The Integrated URL field will appear if creating a text field type. The field will default to

No. Selecting Yes allows you to mask this field with a “Click here” link, and creates special

handling in the background, on candidate import and form import, to integrate with an

external system. When the field is imported, additional parameters are sent upon import,

which then have the effect of constructing a special URL in the background, which, when

clicked, initiates a web service call to the external system. (Requires third-party vendor to

import data via candidate import or form import, also a Professional Services project, and

host set-up by IBM Support.)

22. The Input Validation field controls format validation of data entered for a text field only.

(For example, you can validate the format of a phone number, national insurance

information, or postal code data entered by candidates.) You can configure your own

validation for text and numeric fields in the candidate forms by selecting one of the

custom validation formats: of alphanumeric and numeric. You can also select one of the

available validation templates.




23. Purge field data via partial purge, select yes, if the field will contain sensitive data that

must be purged after a certain period of time. Notify your IBM rep to ensure the purge

functionality is enabled.

24. The Required for form creation from TG field identifies if the field will be used to

determine if a form is completed. See Figure 4-7. This field directly correlates with the

Create form from TG field in the form attributes screen.

25. For Publish for use as autofill, select Yes if you would like this field to automatically fill

another field on a form. See Figure 4-7.

26. You may be able to designate fields as Searchable and/or Outputable. This enables your

BrassRing users to search by the form response and/or use it as an output field.

If no, click No for Searchable, and click No for Outputable. Proceed to Step 23.

If yes, click Yes for Searchable and/or Outputable. Continue to next step.

ONCE YOU SELECT ‘YES’ FOR SEARCHABLE AND/OR OUTPUTABLE AND CLICK ‘SAVE’ IN STEP 24, YOU HAVE

MAPPED THE SEARCH/OUTPUT FIELDS TO THE SEARCH ENGINE. ONCE MAPPED, THE MAPPING CANNOT BE

UNDONE WITHOUT AN IBM ENGINEERING EFFORT. ENGINEERING CHARGES WOULD APPLY.

27. Note your remaining search engine space for that field type. Click the Enable

Search/Output check box. Refer to Figure 4- 7.

Figure 4- 7: Search/Output

28. If no options are required for this field type, continue to Step 23.

If options are required, you will see the Options source area. See Table 4-3 for more

configuration details sorted by Field type.

29. Use the Confirmation Setting to enable double validation for Date and SSN fields. The

same information must be provided in two fields to ensure that correct information was

provided. Select ‘Yes’ to enable a confirmation field. Enter the title of the confirmation

field in the Confirmation field prefix label.When the data entered in the fields on the

Candidate form does not match, an error message is displayed.

30. Click Save. You will receive a confirmation message and the choice to add an additional

new field or to administer form options for the field which you just added, if applicable.

Note: At this point, you will have the opportunity to create a list of options for this field if

you selected Maintain custom list.




Editing Field Attributes

From time to time, you may need to alter an existing field’s attributes. For example, you may want to change the form label or change a field from not being required to being required. To edit form field attributes:


2. From the list of forms, click the Administer form fields icon for the form to be edited.

3. From the list of form fields, click the Edit field attributes icon for the field to be changed.

4. Make changes as necessary. 5. Click Save and continue. 6. Make additional modifications as needed. 7. Click Save.

Translating Form Fields

If your company uses multiple languages in BrassRing, you may want to translate your form fields all at the same time, instead of editing field attributes for each field. To translate form fields:


2. From the list of forms, click the Administer form fields icon for the desired form. 3. Click Translate fields in the Actions list. 4. The first language displayed defaults to English (US). 5. Select the language to which you wish to translate your field names. Refer to Figure 4- 8. 6. Type the translations into the fields. Be sure to check your spelling. 7. When you are finished with one language, use the Language drop-down to go to the next

language option. 8. Click Save when finished. 9. Close the confirmation window.




Figure 4- 8: Translate form fields

WHILE ENTERING YOUR FORM FIELD TRANSLATIONS, YOU CAN ALSO ALTER THE HIDE AND REQUIRED FOR

THIS LANGUAGE OPTIONS. CLICK THE RADIO BUTTONS FOR THE OPTION THAT SUITS YOUR NEEDS.

Translating Field Help Text If your company uses multiple languages in BrassRing, you may want to translate the help text for fields that have it. To translate field help text:


2. From the list of forms, click the Administer form fields icon for the desired form. 3. Click Translate field help text in the Actions list. 4. The first language displayed defaults to English (US). All the fields on the form will display.

Those fields containing field help text will have the verbiage. 5. Select the language to which you wish to translate the field help text. 6. Type the translations into the fields. Be sure to check your spelling. 7. When you are finished with one language, use the Language drop-down to go to the next





Inactivating Form Fields

When a form field needs to be retired, it is a good idea to inactivate the field. Inactivating enables you to maintain the historical data associated with the field yet remove it from users’ view. To inactivate a form field:


2. From the list of forms, click the Administer form fields icon for the desired form. 3. Select the field you wish to deactivate.

4. Click Inactivate in the Actions list. 5. Click Inactivate. See Figure 4- 9. 6. Click OK.

Figure 4- 9: Inactivate form field

Field Options Field options contain the available responses to radio button, check box, single-select, and multi-select form fields. For example, options for the form field “Are you willing to travel?” might be radio buttons “Yes” and “No.” Like form fields, many field options are loaded into BrassRing during implementation. Also like form fields, the previously loaded field options can be edited or inactivated, and new options can be added. We will discuss field options in greater detail.

Elements of Form Fields Options

Here are some important facts to keep in mind when working with form field options:

There is a 255 character limit for field options. However, options for single-select and multi-select should be kept to 40 characters or fewer, so that they will easily appear in the space allowed for the drop-down menu. If options are, in fact, cut off within the drop-down, the user can click Selection Details to view the entire text.




If integrating with an HRIS system, options should be designed in BrassRing to map the other system. This will help prevent compatibility issues.

Options can be translated into the additional languages your company may be using.

If additional languages are being used, all options must be translated. Even if you choose not to translate an option for a particular language, the company default language should be repeated by copying and pasting the default language in that language’s option field. This will prevent blank spaces from displaying in BrassRing.

Modifications to Talent Gateway forms, fields, and/or options will only be reflected for new reqs posted moving forward. Reqs previously posted will not adopt the new attributes.

Limit the number of non-alpha and non-numeric characters, such as the ampersand (&) and punctuation (commas, periods, etc.), to improve data integrity and make searching easier.

By default, options are sorted in numerical order, then in alphabetical order. Sort order can also be designated. If a numeric value is entered, the order in which options are to appear is designated. Numbers less than 10 should begin with a zero (0), such as 03.

Fields can pull option lists from: Other options lists on forms or reqs that already exist Code tables User lists (All active users, All BrassRing users, All Recruiters, All Managers) Req lists (All reqs, All open reqs, All pending reqs, All posted reqs) Location or Country lists (managed by IBM)

TO LIMIT USER CONFUSION WITH FIELD RESPONSES, BE AS DESCRIPTIVE AS POSSIBLE.

Managing Field Options

Field options can be added, edited, translated, and inactivated.

Adding Field Options

To add an option to an existing field:


2. From the list of forms, click the Administer form fields icon for the desired form.

3. From the list of fields, click the Administer field options icon for the desired field. 4. Click Add new option in the Actions list. 5. Type in a Code. This is the unique identifier for this option in the data table. Character

limit is 255.




6. Type the Description. The Description is the label that appears on the form in BrassRing. The label cannot exceed 255 characters. To translate this option, click the plus sign +. Type in the translations for each language.

7. Enter the Sort order. By default, options are sorted in numerical order, and then alphabetical order. If a numeric value is entered, the order in which options are to appear is designated. Numbers less than 10 should begin with a zero (0), such as 03.

8. In the Icon / text color of option section, identify if the option appear in a certain text color or icon when it appears on the panels and the candidate output grids.

9. Click Save. KEEP OPTIONS FOR SINGLE-SELECT AND MULTI-SELECT FIELDS TO 40 CHARACTERS OR LESS, SO THAT THEY

WILL EASILY APPEAR IN A DROP-DOWN MENU. AS A BEST PRACTICE, WHEN SORTING BY DESIGNATED SORT ORDER, NUMBER OPTIONS SO THAT THEY WILL

APPEAR IN SORT ORDER. CONSIDER PICKING NUMBERS IN AN INTERVAL, SUCH AS 05, 10, 15, ETC. TO ALLOW

FOR CHANGES.

WHEN USING MULTIPLE LANGUAGES, ALL OPTIONS MUST BE TRANSLATED. IF YOU CHOOSE NOT TO

TRANSLATE AN OPTION FOR A PARTICULAR LANGUAGE, COPY AND PASTE THE BASE LANGUAGE IN THAT

LANGUAGE’S BLANK OPTION FIELD. TO CHANGE THE TYPE OF SORT FOR YOUR OPTIONS LIST, CLICK THE RADIO BUTTON NEXT TO EITHER SORT

ALPHABETICALLY OR SORT BY DESIGNATED SORT ORDER.

Adding Multiple Field Options To add multiple field options:



3. From the list of fields, click the Administer field options icon for the desired field. 4. Click Add multiple options in the Actions list. 5. Type in an Option Code. This is the unique identifier for this option in the data table.

Character limit is 255. 6. Type the Option Description. The Description is the label that appears on the form in

BrassRing. The label cannot exceed 255 characters.




7. Enter the Sort order. By default, options are sorted in numerical order, and then alphabetical order. If a numeric value is entered, the order in which options are to appear is designated. Numbers less than 10 should begin with a zero (0), such as 03.

WHEN ADDING OPTIONS USING THE “ADD MULTIPLE OPTIONS” FUNCTIONALITY, THE OPTION MUST BE

TRANSLATED USING “TRANSLATE OPTIONS” LOCATED IN THE ACTIONS LIST.

Editing Field Options

To edit an option:



3. From the list of fields, click the Administer field options icon for the desired field.

4. From the list of options, click the Edit icon. 5. Make edits as needed. 6. Click Save.

A CODE CANNOT BE EDITED AS IT ALREADY EXISTS IN THE OPTIONS DATA TABLE.

Translating Field Options

As we discovered when adding or editing an option, individual options can be translated. Now we take a look at translating all field options at one time. To translate field options:



3. From the list of fields, click the Administer field options icon for the desired field. 4. Click Translate options in the Actions list. The first language displayed defaults to English

(US). 5. Select the language for your field option translation. Refer to Figure 4- 10.




6. Type the translations into the fields. Be sure to check your spelling. 7. When you are finished with one language, use the Language drop-down to select the next

language translation option. 8. Click Save when finished.

Figure 4- 10: Translate field options

WHEN TRANSLATING INTO MULTIPLE LANGUAGES, ALL OPTIONS MUST BE TRANSLATED. EVEN IF YOU CHOOSE

NOT TO TRANSLATE AN OPTION FOR A PARTICULAR LANGUAGE, THE COMPANY DEFAULT LANGUAGE SHOULD

BE REPEATED. COPY AND PASTE THE DEFAULT LANGUAGE OPTION LABEL INTO THE OTHER LANGUAGE’S

OPTION FIELD. THIS WILL PREVENT BLANK FIELDS FROM DISPLAYING IN BRASSRING.

Inactivating Field Options

When a field option needs to be retired, it is a good idea to inactivate the option. Inactivating enables you to maintain the historical data associated with the option yet remove it from user view. To inactivate a field option:



3. From the list of fields, click the Administer field options icon for the desired field.

4. From the list of options, click the Inactivate icon for the desired option. 5. Click Inactivate. 6. The confirmation window will automatically close.




Export To Excel To export the fields on the Candidate form into an Excel spreadsheet.

To export to Excel:


2. From the list of forms, click the Administer form fields icon for the desired form. 3. Click Export to Excel in the Actions list. 4. The Launch Export screen appears. Enter the name of the file, and click the Launch button

at the bottom of the screen. 5. To access the Excel file, click Tools>Task Manager. The Task Queue screen appears.

6. From within the Task Queue screen, click the icon for the document you would like to view.

Configuring Fields For Display on Mobile Devices (not applicable to new UI)

BrassRing extends the ability to work with candidate forms using web-enabled mobile devices. Mobile device users can take an extended set of actions on candidate forms from their mobile device. Clients can configure up to 100 candidate fields for display on their mobile devices. Elements of Fields For Display on Mobile Devices:

Some devices are not able to launch the html page from the email. In this case, clients may wish to change their settings to send the link via an attachment. This change affects all eLinks.

Forms are displayed in the user’s locale, if the users locale is not available the form displays in the clients base language.

Mobile device users cannot edit form fields from their mobile devices.

To select candidate fields to display on mobile devices:

1. Click Tools > Forms > Candidate forms. 2. Locate the candidate form whose fields you want to make available on mobile devices and

select the radio button for that form in the grid.

3. Click the Define mobile display fields link or icon in the Actions menu. The Define mobile display candidate form fields window opens.

4. Select up to 100 fields in the Available fields list and click Add to add them to the Selected fields list.

5. Click Save.




Configuration Report

Workbench users can export to Microsoft Excel all candidate form settings, including form details, field details, and field associations. This is particularly useful for quickly reviewing and comparing the form settings.

Initiating the Export

1. Navigate to Tools >Forms > Candidate forms

Figure 4- 11: Action – Configuration report

2. To queue the export, select the desired form and select Configuration Report.

3. A confirmation that the form export has been queued in Task Manager briefly displays. The confirmation includes the form’s database name.

4. Go to Tools>Task Manager to view download and view the report.

Approval Routing for Candidate Forms

Approval Routing is configurable for One per candidate and Single per candidate/req forms on an individual basis to be used in the candidate form approvals process. The approval process is determined during the form’s creation on the Candidate Form Attribute screen. The process uses the same approval lists set up for req approvals.

Parallel : Forms are sent to all approvers at the same time

Sequential: Approvers receive the candidate form in a configured, sequential order. For sequential form approvals, BrassRing users with privileges to view a candidate form can resend the eLink requesting form approval to the next pending approver when necessary (for example, if the original eLink is accidentally deleted or not responded to for some




other reason). Sequential form approval can also be used by approvers using IBM 2x Mobile™

Rules-based: Rules for the approval process are configurable. Once configured, they are enforced by BrassRing

Adding Approval Groups

New processes or recently added candidate forms may necessitate a new approval group. Once an approval group is created, it is available for use on any candidate req forms. To add an approval group:

1. Click Tools > Forms > Approvals. 2. Click Add new Approval group from the Actions list. 3. Type an approval group Title. The title has a character limit of 50. Refer to Figure 4- 12. 4. Select the Approvers. You must select one of the following:

Any Manager: This list is identical to the standard required req field of Manager. Names that occupy this list have the Manager field checked on their user profile in BrassRing, which is managed through Admin+ Any Recruiters: This list is identical to the standard required req field of Recruiter. Names that occupy this list have the Recruiter field checked on their user profile in BrassRing, which is managed through Admin+ Specific users: You can select the individual names of any BrassRing users from this list

5. Click Enable Approval Bypass if this level of approver is not required for every position. 6. Click Enable Approval by Non-User to allow users to enter the email address of an

approver who is not in the approver list and, therefore, not a BrassRing user. This feature helps to reduce the number of users that need to be managed in BrassRing.

7. Enable abridged Req view will not apply to candidate forms. This field displays a shortened view of the req to approvers when viewed via an eLink during the approval workflow. This field will be discussed in greater detail in Chapter 5.

8. Click Save. 9. Next steps will be to add the new approval group to the candidate form. Continue on to

the next section on Editing Form Approvals.




Figure 4- 12: Add new approval group

After adding a new approval group, you will need to edit the placement on each candidate form to activate it. As a default, the group will not appear on the candidate form until activated. EACH APPROVAL LEVEL IS AUTOMATICALLY REQUIRED FOR REQ CREATORS. THEREFORE, CONSIDER HAVING

“BYPASS” AS AN OPTION FOR EACH APPROVAL LEVEL. IBM RECOMMENDS USING THE NON-USER FEATURE IF YOU ARE CONCERNED ABOUT MAINTAINING A VERY

LARGE USER LIST IN BRASSRING.

Editing Form Approvals

After creating a new approval group, you will need to activate the approval group for the desired candidate form(s). You can also edit the order in which the approval routing will flow. To edit the form approvals:


2. Click the Edit Form Approvals icon. 3. The Edit form approvals screen appears. See figure 4- 13.




Figure 4- 13: Edit form approvals

4. For Approve/Decline text area field label, edit the field label for the text area the approver completes when approving or declining the form. HTML is accepted. For example, if your organization requires you to enter a reason only when you decline to approve a candidate form, you could customize the label to “Reason for declining this form.”

5. For Approve/Decline text area field input value is, select when the approver is required to complete the field.

6. To send standard, non-customizable notifications to system users and/or users selected in the req form once all approvals are secured, set Send approval notification to Yes. Once it is enabled, you must check at least one of the check boxes: Users selected in req/form or Specific system user. These settings determine which notification fields display in BrassRing forms.

7. For Send decline notification, select Yes to send an email notifying prior approver(s) and the form creator when an approval is declined. Otherwise, select No.

8. For Re-approval Routing, determine what will happen when editing a candidate form in BrassRing after it has been sent for approvals/approved. After a change(s) is made, when the user clicks the Save button, the system will reset the current approval statuses and send for new approvals based on your selection: Never: A change to any field will not reset approvals Change to any field: A change to any field will reset approvals; this is the default

Change to a specified field(s): Only a change to a specified field will prompt for re-approval. Selecting this option will ungray the Select button. Click the Select button to identify the fields that will prompt the form for re-approval if edited. You can select any active fields on the form except:

Label

Text Area

Autofill with a source of Text area




9. For Approval routing instructions, add instructional text that will appear at the

top of the approval routing pages in BrassRing. 10. For Routing order, designate a number for each of the approval groups. The routing order

is sequential.

IF AN APPROVAL GROUP IS NOT TO BE INCLUDED, THE SORT ORDER SHOULD REMAIN BLANK.

Editing Approval Groups As your company evolves, it may become necessary to modify the settings of the approvers. You may need to remove a Bypass option or your approval options are growing, and you want to enable the Non-User function. To edit an approval group:

1. Click Tools > Forms > Approvals.

2. From the list of approval groups, click the Edit icon. Make changes as necessary. 3. Click Save.

Translating Approval Groups

For each of the languages available for your company, you can enter translations for approval groups. To translate approval groups:

1. Click Tools > Forms > Approvals. 2. Click Translate approval groups in the Actions list. 3. Select the language to which you wish to translate your field options. The first language

displayed defaults to English (US). 4. Type the translations into the fields. Be sure to check your spelling. 5. When you are finished with one language, use the Language drop-down to select the next

language. 6. Click Save, and then close the confirmation window.




Field Filtering Field filtering allows the values on a form to be filtered by HR status and/or Req template.

Elements of Field Filtering: - Field filtering can only be applied to a single per candidate/req or multiple candidate/req

forms. - This feature allows form field values and a default value to be associated with an HR

status and/or req template. - The fields with filtering configured will filter the overall list based on the configuration. - The field default is also based on configuration.

When field filtering is configured for a field, the Recruiter or Hiring Manager sees only a list of appropriate options on a form. The HR status filtering will apply to only the current HR status of the candidate at the time of creating or editing the form. The req template filtering will apply to the req template that the candidate is currently filed in when creating or editing the form.

Configuring Field Filtering

To configure field filtering:


2. From the list of forms, click the Administer form fields icon for the desired form. 3. From the list of fields, select the desired field for which list filtering will be configured. (Field types must be single-select, multi-select, radio buttons, and check boxes.) 4. Click Set filtering options in the Actions list. See Figure 4- 14.

Figure 4- 14: Set filtering options

5. The Form field filtering screen appears. Click the List button in the Select field filter(s)

field (see Figure 4- 15). Select whether you want to filter on HR status, Req template, or both. Click the Save button when finished.

Figure 4- 15 Form field filtering




6. In the configured filters section of the Form field filtering screen, select the appropriate HR statuses and/or req templates to use for this filter. When All is selected, all HR statuses or req templates will use the specified values. If Specific is selected, the user is allowed to specify the HR statuses or req templates by which to filter.

7. On the same screen (see Figure 4- 16), select the overall value list for the given HR status(es) and/or req template(s) and default value for the given HR status(es) and/or req template(s).

Figure 4- 16: Option values

Option Values: When All is selected, all values will be displayed on the form. When Specific is selected, the user will specify which value(s) this filter pertains to and will appear on the form. Option Values can be used in more than one filter. Option Values cannot be removed here if they are the default option.

Default Value: This will automatically be populated for the field on the form. For all multi-select fields (including check boxes), multiple default options may be selected. For single-select fields, only 1 default selection is allowed. A default selection is not required.

8. Click Save when finished.

Delete a Field Filter To delete a field filter: From the Form field filtering screen, click the Delete icon.

View Field Filters To view all the field filters:

From the Form field filtering screen, click the View all filters button. To view a field filter for a particular field:

From the Form field filtering screen, click the binoculars icon (under the view column) for that particular filter.




Enhanced Layout The Enhanced Layout allows clients to control the form layout: fields, labels, and their display pattern by configuration. The ability to organize and format fields and labels on a candidate form will enhance the user experience, as the form will have a better look and feel. Sectioning horizontally and vertically will reduce the form length to make it more user-friendly and easier to complete.

Enhanced Layout

To configure the enhanced layout:

1. Click Tools > Forms > Candidate forms. 2. The Form layout modification screen can be opened using the plus icon under the

Form Layout column. See Figure 4- 17. (The pencil icon indicates an enhanced layout has been configured for the form).

Figure 4- 17 : Candidate forms – form layout column

3. The form layout screen appears. See figure 4- 18. (If the menu bar at the top of the screen

is gray, click in the body of the form to ungray/activate it.) 4. Configure the layout of the fields on the candidate form. 5. Once the enhanced layout is configured, you must go to the form attributes

(Tools > Forms > Candidate forms>Edit form attributes), and select enhanced layout in the Form layout field.




Figure 4- 18: Enhanced layout screen

Use the toolbar to apply your formatting to the selected items. To move multiple fields, you can select them, even from different sections, using Ctrl-left-click (or Shift-left-click for all fields between two fields). Then drag to their new position and drop them. End users of the finished form do not see the toolbar.

Each set of layout options in the toolbar is described below. Each set also uses color as an indicator, as shown here for columns:

Grey indicates no section is selected. Yellow indicates the option in force. Blue indicates the options in the set that you can apply to the selection.




Columns

Choose the option bearing the desired number of columns, then drag the fields into place as desired. When you apply the column choice, notice the Section heading area continues across all the columns. It’s still a part of the section, but a heading area. Only label fields can be dragged into this area – use the dotted horizontal line as a target for dragging/dropping.

One Two Three

You can configure sections within the same req with different number of columns, as at right.

Alignment

Section Heading Area will always be Aligned left, regardless of the toolbar button setting for the rest of the section>

Align left Center Align left with options center

Response Option Orientation

This control affects radio button and check box field options, and the default is vertical.

Horizontal Vertical

BrassRing Add Req Page




Label/Option Relationship

Positions the field label in relation to the options/field entry. Default is Labels to the Left.

Labels to the Left Labels Above

Bullets

Bullets in front of the fields

Tab Direction

Tab key moves to fields left to right across columns, from top to bottom

Horizontal first

Tab key moves to fields top to bottom within a column, then from left to right through cols

Vertical first

Indent / Undent

These controls indent/undent in the selected direction. Once indented, Indent button is yellow (and still actionable) and Undent becomes blue (and actionable). Section heading respects Indent

Indent If yellow, has been indented

Undent Only blue if field is already indented




Toggle Bottom Margin

Controls space between sections, no margin (grey) by default. Multiple sections look more continuous section with no margin

Add margin Remove Margin

Collapse / Expand Sections and Collapse / Expand All Sections

You can define to have a single section or multiple sections. For convenience while editing layout, these controls collapse selected section or all sections to 1 row, or expand selected/all sections to show all fields in the section. You can drag fields into a collapsed section.

Collapse Collapse All (Yellow when all collapsed)

Expand Expand All (Yellow when all expanded)

Add Empty Section Below / Above

Adds a new, empty section with characteristics and formatting of current section (alignment, bullets, field label position etc.). Both sections will be highlighted.

Add Below Add Above

For a Req template, even if you save a blank section in the Workbench layout, that blank section will not appear in the BrassRing Req UI.




Split Sections at Headings

At each LABEL field type in a single-column section, creates a new section with all the successive fields up to the next LABEL field type included in the new section. Button is only available if your currently highlighted section is in one column. Recommended when initially enhancing layout if you utilize Label fields to section your forms. System creates a new section at each Label, putting each label field and all the fields below it, up to the next label field, into its own section. System also puts the labels into the section heading area. Multiple adjacent labels are kept in the same section.

Split current section at field types = Label

Remove Empty Sections

Only empty sections (containing no fields) can be deleted or removed.

Remove Empty Section (empty of fields)

Select All Sections

Select All Sections

Saving and Activating the New Layout

To save the enhanced layout when finished, click Save. Set the Form layout attribute to Enhanced (Form layout (Tools > Forms > Candidate Forms > Edit form attributes [for selected form]) when ready to have users see and use it.

A NEWLY-CREATED FIELD AND/OR ACTIVATED FIELD THAT HAS NOT APPEARED IN THE ENHANCED LAYOUT PREVIOUSLY WILL APPEAR AS THE LAST FIELD IN THE LAST COLUMN OF THE LAST SECTION.

Sections Sections are areas of a form containing custom candidate form fields. Formatting, such as label orientation (left or above field inputs), response option orientation (check box/radio button options vertical or horizontal), bullets, indenting/outdenting, will apply to all the fields in the section, not just individual fields. Forms will be more uniform if certain design and formatting elements are universal across the fields.




Sections not currently selected have a gray dotted border

Sections currently selected have a solid red border

Sections are highlighted by clicking in the white space of a section or by selecting a field within that section

Empty sections are sections that have no fields. Only empty sections can be deleted or removed

Fields can be moved into or out of a section

Sections cannot be moved as an entity (with or without fields) above or below other sections

Section can have 1, 2, or 3 columns. If fields need to be oriented in 2 columns, then into 3 columns, two sections are needed

Borders of sections will ONLY be seen in Workbench. The border exists for design purposes only. The gray, dotted or red, solid border lines will not be displayed in the form seen by end users (via BrassRing, eLinks, on Talent Gateways, etc.)

Any ‘extra’ space that may be visible during the designing of the enhanced layout due to sections will be suppressed when the form is seen by end users (via BrassRing, eLinks, on Talent Gateways, etc.)

Sections Heading Area All sections have a section heading area. This is separated by a dotted line going

horizontally across the whole section. If the section is in 2 or 3 columns, the section heading area would be 1 column across all the columns

Formatting, such as bullets and alignment, do not apply to the section heading area

If the section is currently selected, the section heading area will be denoted in a dotted red line, and the red text “Section Heading Area – “Label” type fields may be dragged here. If empty, space will be suppressed.” will display

If the section is currently NOT selected, the section heading will be denoted in a gray dotted line, and the gray text “Section Heading Area – “Label” type fields may be dragged here. If empty, space will be suppressed.” will display

If there is nothing in the section heading area:

o The section heading area will be only slightly taller than the text (Section Heading Area – “Label” type fields may be dragged here. If empty, space will be suppressed.). This will provide a target for moving fields into the section heading area

o The space will be suppressed when the form is seen by end users (via BrassRing, eLinks, on Talent Gateways, etc.)

Only Label type fields can be dragged into the Section heading area

o Several Label type fields can be dragged into the Section heading area simultaneously

o If a field with a type of anything other than Label is attempted to be dragged into the section, the system will simply return the field to its original location




Creating a New Section When the Layout Manager is first launched, all fields are included in 1 section

A new section can be created above or below the currently selected section by clicking on

the appropriate icon. or

When creating a section above or below the currently selected section(s), the new section will take on the formatting characteristics of the currently selected section

Split Section at Headings The button Split section at headings will take the fields in the current section and split

them at each Label field type. A new section is created with the Label fields in the section heading area and all the successive fields included in the main part of the new section. All other fields of any other field type will be in the new section up to the next Label field type

The label field(s) will be placed in the Section heading area

If there are multiple Label field types in sequential placement, it will split the section on the first of the Label fields and group the following Label fields in the section heading area, and the following field will be in the main part of the section.

If no section is highlighted OR the highlighted section is in 2 or 3 columns, the button is gray and disabled

Collapsed Sections When a section is collapsed, it will show a small rectangle across the form. The rectangle

will be a solid, red border (if currently selected) or a gray, dotted border (if currently not selected)

o Fields can be dragged/dropped/moved into a collapsed section. The collapsed section is a rectangle (verses a line or +) to provide a target for the fields to be moved into the collapsed section

Inside the rectangle will be smaller blue rectangles, indicating how many columns the section is currently configured to have

o Fields can be dragged/dropped/moved into a specific column in a collapsed section. The smaller, blue rectangles provide a target for the fields to be moved into a specific column in the collapsed section

If the section is currently selected, the section heading area will be denoted in a dotted, red line, and the red text “Section Heading Area – “Label” type fields may be dragged here. If empty, space will be suppressed.” will display

If the section is currently NOT selected, the section heading will be denoted in a gray, dotted line, and the grey text “Section Heading Area – “Label” type fields may be dragged here. If empty, space will be suppressed.” will display

When a field is dragged into a collapsed section, the field will be placed in the last position in the destination column




Drag-and-Drop Functionality Users can select a field by clicking on the field label, the field input, or, even, the white

space immediately around the field o When one field is highlighted, the section it is in will become highlighted o If multiple fields are highlighted in different sections, the section containing the

first highlighted field will be highlighted/selected

Users can highlight one or multiple fields and drag them to a new position in the current column, another column, within the current section, or another section

When the field(s) is selected to be moved, the entire field label and field input will be highlighted with a blue background

As the selected field(s) is hovered over another field for a second or more, the field on the form should move down vertically in the column and show the potential new location of the selected field. If the selected field is not ‘dropped’ and moved to hover over another field, the field on the form will resume its previous location in the column

Once the selected field is ‘dropped,’ it will remain highlighted until another field(s) is selected

Scrolling form: If the desired position of a field is not in the viewable area, if you drag up or down, the form should scroll

Sections will expand vertically and be as tall as the fields need them to be

Placement/Order In the enhanced layout, the field attribute of Placement/Order only has influence when an enhanced layout is first created. Once a field is moved around in the enhanced layout, the placement/order attribute no longer controls the placement of a field relative to other fields on the form. Likewise, when a field is moved on the form in the enhanced layout, the placement/order is not updated to reflect its new position relative to other fields on the form.

Highlighting Multiple Fields To highlight multiple fields, click on a field label

Holding the Control key on the keyboard while LEFT-clicking the mouse allows you to select multiple fields simultaneously

Holding the Shift key on the keyboard while LEFT-clicking the mouse allows you to select one field, and then another, and the system will select the first, last, and all fields in between

New / Activated Fields Newly created fields and/or activated fields that have not appeared in the enhanced layout previously will appear as the last field in the last column of the last section. The enhanced layout only honors the placement/order number in the field attributes when a new layout is created. However, if the field had a placement in the layout, was inactivated, and then reactivated, the field will also be placed as the last field in the last column of the last section.




IF THE FORM DISCLAIMER HAS BEEN CONFIGURED ON THE FORM, IT SHOULD BE SHOWN IN THE

ENHANCED LAYOUT MANAGER DURING ENHANCED LAYOUT CONFIGURATION.

AN ENHANCED PREVIEW ICON WILL APPEAR IF THERE IS A SAVED ENHANCED LAYOUT AND IF THE

FORM ATTRIBUTE OF FORMS LAYOUT IS ENHANCED. IT IS THE VISUAL INDICATION THAT THE FORM NOT

ONLY HAS AN ENHANCED LAYOUT, BUT THE BRASSRING SYSTEM IS USING THE ENHANCED LAYOUT

CORRECTLY.

Document Subsidiary Form

Document subsidiary forms are configurable, like candidate forms. A document subsidiary form template is always used with a document and is identified in the document template. A good example is an offer document template that has an offer response (document subsidiary form) defined. The actual offer response can be created only by an action on the Candidate Portal, by the candidate in responding with an acceptance or rejection of the offer. That completed document subsidiary form (offer response) is associated 1:1 with the candidate document (candidate offer).

Adding Document Subsidiary Form

Forms are established at implementation, but you can add additional forms through Workbench:

1. Click Tools > Forms > Document Subsidiary forms. 2. Click Add new form in the Actions list. 3. A new screen will appear with the field attributes. 4. Click Save.

Elements of Document Subsidiary Form Attributes

Database Title Database Title is the title of the form as it appears in the database tables. There should be no spaces; use the underscore (_) or dash (-) as a space replacement.

Title Title is the name that appears on the form and in form lists in BrassRing

The field limit is 255 characters (including spaces)

The field defaults to display in English (US). The translation option is available if using additional languages






The field defaults to English (US). Translation option is available if using additional languages


Search/Output Search: Select the User Types that can search for this form as candidate search criteria

Output: Select the User Types that can output information from this form into candidate search results

Notify Users Upon Form Creation The email address(es) listed here will receive a notification whenever this form is created. The users selected in the req form: Manager, Recruiter, and/or Req Team will also receive a notification.

Form Field Alignment

Select the alignment for the form's fields. Options are Default and Left. Selecting Left aligns the fields to the left, while the Default option keeps them aligned in the center.

Form Layout Indicates if this form has the enhanced layout enabled

Defaults to classic

This setting is gray and disabled if an enhanced layout is not saved for the form

Configuring the enhanced layout was described earlier in this chapter

View All Selecting a User Type in this field will allow the user to view all instances of this form in

BrassRing, even if he/she did not originate the form

Modify All

Selecting a User Type in this field will allow the user to modify all instances of this form in BrassRing, even if he/she did not originate the form

Delete All This field is used to indicate which User Type(s) can delete any instance of this form in

BrassRing. This is typically a Super User function

If you give a User Type this privilege, it is a good idea to also give them “View All” and “Modify All”




Editing Form Attributes

To edit form attributes:

1. Click Tools > Forms > Document Subsidiary forms.

2. From the list of forms, click the Edit form attributes icon for the form to be modified. 3. Edit fields as necessary. 4. Click Save.

Adding fields to Document Subsidiary Form Adding fields to a document subsidiary form is much like adding fields to a candidate form.

1. Select Tools > Forms > Document subsidiary forms.


3. Click Add new field in the Actions list.

4. For Placement, select the numerical placement for the field on the specified form. It

defaults to the next available placement number.

5. Type a Database field name. The name is limited to 20 characters. A space between

words cannot be used; use underscore(_) or dash (-) instead of a space.

6. Type a Field name. The character limit is 4,000. This will be the field label that appears to

your users in BrassRing. Be sure to check your spelling.

7. For Type, select the field type. This will identify the setup of the field and the options.

Refer to Chapter 4 for a list of the field types with a description.

8. Enter any necessary Field help text, which allows you to add information that will help

your users get a better understanding of the field (i.e., describe the field’s intention,

expected data surrounding the process, etc.).

9. The Custom Report Field is used and completed by an IBM representative. The field

cannot be edited by a Workbench Administrator.

10. For Font Size, select the text size of the form field. It will default to medium.



12. For Hide for these user types, select the User Types that will not need to view the field, if

any.

13. For Non-editable for these user-types, select the User Types that will not need to edit the

field, if any.


This will place an asterisk next to the field in BrassRing when viewed by the User Type. The

form cannot be submitted without completing the field.




15. For Hide in these languages, select the languages that will not need to view the field.

16. For Required in these languages, select the languages for which the field is mandatory.



17. For Question Branching, select whether or not the field will be hidden/shown based upon

the value of another field. If Yes is selected, the select button for the Show question when

field response is: becomes enabled.

For Database field name, select the field that should identify when it will display. (You can

only select one field. The fields that display in this list are single-select, multi-select, check

box, and radio button. Auto-fill will display only if the source field is a single-select or radio

button. Fields containing options will not display if the options are: pull options from

existing list of all recruiters, all managers, all active enterprise users, all active users, all

reqs, or all open reqs.)

For Selected Value(s), select the option(s) that will determine when the field will display.

18. Click Save and continue.


From time to time, you may need to alter an existing field’s attributes. As an example, you may want to change the form label or change a field from not being required to being required. To edit form field attributes:

1. Click Tools > Forms > Document subsidiary forms.

2. From the list of forms, click the Administer form fields icon for the form to be edited.

3. From the list of form fields, click the Edit field attributes icon for the field to be changed.

4. Make changes as necessary. 5. Click Save and continue. 6. Make additional modifications as needed. 7. Click Save.

Translating Form Fields If your company uses multiple languages in BrassRing, you may want to translate your form fields all at the same time, instead of editing field attributes for each field.




To translate form fields:


2. From the list of forms, click the Administer form fields icon for the desired form. 3. Click Translate fields in the Actions list. 4. Translate the fields. 5. Click Save when finished. 6. Close the confirmation window.


When a form field needs to be retired, it is a good idea to inactivate the field. Inactivating enables you to maintain the historical data associated with the field, yet remove it from users’ view. To inactivate a form field:


2. From the list of forms, click the Administer form fields icon for the desired form. 3. Select the field you wish to deactivate.

4. Click Inactivate in the Actions list. 5. Click Inactivate. 6. Click OK.

Configuring Enhanced Form Layout

The Enhanced Layout allows clients to control the form layout. This was detailed in Chapter 4. To configure the enhanced layout:

1. Click Tools > Forms > Document subsidiary forms. 2. The Form layout modification screen can be opened using the plus icon under the

Form Layout column. The form layout screen appears. A detailed description of the icons in the form layout toolbar are listed earlier in this chapter (Chapter 4) under the enhanced layout section.

3. Configure the layout of the fields on the document subsidiary form. 4. Once the enhanced layout is configured, you must go to the form attributes

(Tools > Forms > Document Subsidiary forms>Edit form attributes), and select enhanced layout in the Form layout field.

AN ENHANCED PREVIEW ICON WILL APPEAR IF THERE IS A SAVED ENHANCED LAYOUT AND IF THE

FORM ATTRIBUTE OF FORMS LAYOUT IS ENHANCED. IT IS THE VISUAL INDICATION THAT THE FORM NOT

ONLY HAS AN ENHANCED LAYOUT, BUT THE BRASSRING SYSTEM IS USING THE ENHANCED LAYOUT

CORRECTLY.




Chapter Summary

Candidate forms, Candidate-Req forms, and Talent Gateway forms are each administered using Workbench.

Inactivating form fields and options enables you to maintain historical data.

Forms and form fields can be designated as searchable and/or outputable.

Field filtering allows the values on a form to be filtered by HR status and/or req template.




Check Your Skills


1) Field filtering allows the values on a form to be filtered by HR status and/or req template.

2) Limiting options for single- and multi-select fields to 40 characters improves visibility.

3) Option lists are managed exclusively through Workbench.

4) Through Workbench, you can edit form fields but not add new ones.

Answer these short answer questions:

5) What should be considered when adding new form fields?


6) Hiring Managers, who are users of BrassRing, need to be able to add and view the Phone Screen Form you created. Make sure that they will be able to view this form (remember to select your version of the form).

7) Add a single-select field for Hiring Manager to your Phone Screen form. For field options, pull from the user list that contain all users marked as “Active managers.” Position the field at the bottom of form.

8) Add another field to your Phone Screen form. The Field Name is Overall evaluation. The field options are Recommend for hire, Consider for another position, Candidate changed mind, and Not interested. Position this new field at the bottom of the form. Save your field. Which field type did you use?




Chapter 5: Req Forms

Chapter Overview

The BrassRing req module streamlines your organization’s talent management efforts. Reqs can be created, approved, shared for viewing, and posted to your Talent Gateways. Using Standard reports and the Data Insight Tool, you can also arm yourself with the metrics that are vital for making workforce and business-planning decisions. To enable you to keep up with the changing needs of your organization, you can make changes to the req form and approval groups in Workbench. In this chapter, we will explore your options for using Workbench to facilitate these changes.

Chapter Objectives


Describe elements of the req form

Recognize req form attributes

Identify the differences and similarities between standard and custom req fields

Add a new req form

Inactivate a req form

Delete a new req form

Edit req field and option attributes

Add custom req fields and options

Edit form, field, and option labels

Translate form, field, and option labels

Inactivate form fields and options

Add a new approval group Edit approval groups

Translate approval groups

Manage lists per req template




Overview of Req Forms

Among other reasons, your organization most likely uses BrassRing to track open positions. Reqs can be routed electronically to gather approvals before beginning the recruiting process. Elements of the req form can be posted to your organization’s website and/or intranet via the BrassRing Talent Gateways. With Workbench, you can make changes to your req form. For example, you may have a new or renamed division and need to update the Division field’s options. Or, perhaps you have decided to add a field to the req to capture a new piece of information. You will be able to make these changes and more with Workbench. We will discuss some important facts about req forms.

Elements of Req Forms

Here are some important points to keep in mind when working with req forms:

Req forms are made up of standard and custom fields used for data collection

Fields on a req form (required or optional) to process the req in BrassRing.

Standard req fields: In order to process a req in BrassRing, certain Standard fields on the req form are required to be completed. Data is tied to other BrassRing features, such as Standard reports and Talent Relationship Management (TRM) Dashboard reports.

Custom req fields: Configurable fields that you can add to the req form

The order of appearance of the fields can be set for each req template

The Edit field attributes page is available for standard fields at the req template level

Your company may have one or more req forms, and each req form can have a unique approval routing workflow

Req form access is managed through the use of Organizational (Org) groups. Org group membership is managed in BrassRing’s Admin+ menu

Custom req fields are stored in one single library of custom fields. Custom req fields can be used in any combination on each req form. Before adding a new field to a req, it must first be added to the custom req field master list

Standard req field labels and options can be modified




Adding a Req Form Forms are established during implementation; however, you can add additional forms through Workbench.

Adding a Req Form

1. Click Tools > Forms > Reqs > Req Forms. 2. Click Add new form in the Actions list. 3. A screen appears with the list of form field attributes.

As we learned in Chapter 4, form attributes are the characteristics of a form. For req forms, these characteristics include information like the req form display title and access by Org groups. When adding a new form, once the form attributes are saved, some of them will display as viewable and can only be edited by IBM.

Elements of Req Form Attributes

You have several options when editing form attributes. However, some of the fields can only be changed by IBM.

Database Title Database Title is the title of the form as it appears in the database tables. Note: The field is greyed out once the form is completed/saved in BrassRing.

Display Title The Display Title is the name of the field that will display in BrassRing. The display title can be a maximum of 255 characters, and it can only contain alphanumeric characters. The translation option is available if additional languages are being used.

Req URL This specifies if the req form is accessed as a freestanding URL outside the system or requested by email (i.e., by Hiring Managers). This field is grayed out once it is saved.

Restrict access by IP address

This specifies if access to the req form is restricted by the user’s IP address. Once the restrict IP address is saved, it is grayed out. IBM is able to edit the field.




Authorized IP Addresses This field may contain a list of IP addresses that are authorized to access the freestanding URL or the request by email URL. Once this is saved, it is grayed out. IBM is able to edit the field.

Approval Process - The Approval Process field is used to designate if this req form will be utilizing approval

routing: Yes: This indicates a sequential approval process No: This indicates an approval process will not be enabled for this req template Rules-Based: This indicates that Smart Approval (Custom Approval Workflow) is the designated approval process URL: This is associated with rules-based approval process. IBM will populate the URL field if this option is used

- The sequential approval process will be discussed at the end of the chapter - Once the approval process is saved, it is grayed out. IBM is able to edit the field

Cascade Approver Messages For approvers (not rules-based), check Cascade Approver Messages to include all previous approver messages in the approval request, so the next approver can view them. When the setting Cascade approver message is enabled, the Req detail page in BrassRing also contains the full history of approver “Reasons for selection” in the approver order. (“Bypassed” approvers are not included in the tracking.)

Org Groups with Access You will use this field to select the org groups that have access to the req template. Org group membership is managed in BrassRing Admin+.

Proximity Coordinates Candidates are able to search for positions within a certain distance globally on the Talent

Gateways

By selecting Yes, a section called Proximity Coordinates will appear on the req template

Check the Required field box to make the field(s) under the Proximity Coordinates section required on the req template

Enforce Final HR Status This field works in conjunction with the auto-close functionality

Selecting Yes will force all candidates not selected for the position to be dispositioned; this includes candidates at a”0-filed” HR status

Selecting No will allow auto-close to function as it normally does; candidates not selected for the position at an HR status beyond “0-filed” must be dispositioned.

Display Notes Tab Selecting “Yes” will display the Notes tab on the req form.

- Notes on the req notes tab are reportable on the Data insight Tool.




Autofiler Notification Determines how the “turn off autofiler notification” field will display on the req form in BrassRing. On – field appears with no checkmark and the field can be edited. Off – “turn off autofiler notification” is automatically checked and greyed out on the req form. A privilege is available under All Reqs and My Reqs which allows user types with the privilege enabled to edit the field.

Display Attachment Tab and Attachment Column Icons

Select Yes so that the Attachment tab appears on the req form.

No of attachments

Set the number of attachments a user is able to add to the req form.

Max Size Per Attachment Set the maximum size of each attachment.

Attachment Categories Determine which Attachment Categories will display in the list of options. The available categories to choose from are the same categories used for Candidate Attachments. REQ ATTACHMENTS WORK SIMILARLY TO CANDIDATE ATTACHMENTS, EXCEPT THE ATTACHMENTS

ARE ASSOCIATED WITH REQUSITIONS RATHER THAN A CANDIDATE.

Select Restricted Attachment Types Determine which attachment types will be restricted when uploading.

Tiering Initiation Period Start Event

Identify the moving of candidates into tiers should be initiated once a req is open or once it is posted to a talent gateway.

Tiering Initiation Period (Hours) Identify how much time (in hours) should pass before candidates in Tier 2 appear in the req folder. This is explained in greater detail in Chapter 13: Managing Settings.

Tiering Selection Identify which Tiers will be associated with this req and the order they will display. This is explained in greater detail in Chapter 13: Managing Settings.




Additional Time Zones for Posting Options Identify which additional time zone options user will see on the Req posting pages while posting those reqs that are created using the configured templates. The configured time zones are displayed in addition to the five US time zones that are currently being displayed in the drop down menu: Alaska, Pacific Time (US & Canada), Mountain Time (US & Canada), Central Time (US & Canada), Eastern Time (US & Canada).

Automatically File Candidate to Req Folder by the HR Status Through Instafile Candidates are filed (via instafile or autofile) to a req folder according to the HR status selected in this field.

Manually File Candidate to Req Folder by the HR Status This defines the starting status when “restricted” users manually file, copy, or move candidates to a folder. Restricted users are those with the Candidate Action 3 privilege Restrict start HR status when filing to Req. BrassRing files the candidate to the HR status selected or to 0-Filed if you select value = None. When a restricted BrassRing user performs a Move or Copy to Req action, BrassRing presents the same radio button options that unrestricted users have, to retain or not retain HR status data.

Auto-send e-mail to candidates in req folder Candidates are filed (via instafile or autofile) to a req folder according to the HR status selected in

this field.

Auto-send e-mail to candidates in req folder by HR Status Email to candidates is sent when specific HR Status is assigned.

Editing Req Form Attributes

Like your candidate forms, req forms were initially set up during the BrassRing implementation process. However, you can edit certain elements of these forms in Workbench. To edit req form attributes:

1. Click Tools > Forms > Reqs > Req forms.

2. From the list of req forms, click the Edit form attributes icon for the req you want to edit. Refer to Figure 5- 1. Edit fields as necessary.

3. Click Save.




Figure 5- 1 : Req forms

Standard Req Fields

The req form is comprised of two types of fields: standard and custom. BrassRing requires a minimum amount of information to process a req and have data available for Standard reports and other standard displays, such as req lists in BrassRing. When users complete the required standard fields on the req form, they have performed the minimum work required to submit a req, from a processing standpoint. Standard fields are broken down into two types: required and optional. See Table 5-1.

Standard Field Type Description

Standard required fields Required standard fields are predefined as part of the BrassRing application and cannot be removed. However, the field order can be changed, and the field names can be modified to incorporate terms specific to your organization if desired. See Table 5-2.

Standard optional fields IBM provides a number of optional standard fields to enhance your BrassRing reporting capabilities. Any number of the optional standard fields can be used and any that are not in use can be hidden or removed. As with required fields, the field order can be changed, and the labels may be modified to incorporate terms specific to your organization. See Table 5-3.

Table 5-1 : Standard req field types

IT IS BEST PRACTICE TO UTILIZE AS MANY OPTIONAL FIELDS AS POSSIBLE TO MAXIMIZE STANDARD REPORTS.




Standard Required Req Fields

Below lists some of the standard req fields that are required by IBM. The field label and options can be modified.

Field Description

Job Title Open text field. Used for standard reports.

Job Description Open text area into which the user can type or paste job description information.

Requisition ID By default, BrassRing will automatically generate a system req ID number. In

addition, the Requisition ID field may be used to track an HRIS position number,

if applicable.

Recruiter Single-select drop-down list populated from the BrassRing user list of those

designated as Recruiter. Used in Standard reports.

Manager Single-select, drop-down list populated from the BrassRing user list of those

designated as Manager. Used in Standard reports.

No. of Positions Numeric field to indicate the number of vacancies. The default value is 1. This

field can be non-editable for specific user type(s).

Requisition

Team

Multi-select list pulling all system users on the BrassRing user list. Individuals

selected in this field are automatically notified when the req is opened and have

access to the req under View my reqs. Note: Client setting can be enabled to

automatically remove req creator from req team. More details are available in

the online Helpguide.

Table 5- 2 : Standard required req fields

Standard Optional Req Fields

Below are some of the Standard req fields that are optional. Any number of optional fields can be used and can be hidden by User Type or complete removed from a req form. Field labels and options can be modified.

Field Description

Location/Division Can be an open text field or single-select list. Used in Standard reports.

Department Can be an open text field or single-select, drop-down list. Used in

Standard reports.

Req Type Radio buttons consisting of the following options that cannot be

modified: N/A, Exempt, Non-Exempt.




College Radio buttons consisting of the following options that cannot be

modified: N/A, Yes, No.

Position Radio buttons consisting of the following options that cannot be

modified: N/A, Addition, Replacement.

Requisition Notes Text area to capture any notes related to the req, justification for

opening, or any other comments. Changes to this field while approving

will not trigger approval re-route.

Cost Fields Advertising costs, Travel costs, Relocation costs, HR Dept. Recruiter

Costs, External/Agency, and Referral bonus. Numeric fields used to

calculate cost per hire.

Add Type Radio button that tracks the type of hire after the req has been filled.

Consists of the following options that cannot be modified: Internal,

External.

Employee Name Text field to enter name of person who filled the position.

Start Date Date field to enter the date the person will start work.

Table 5- 3: Standard optional req fields

Editing Standard Req Field Attributes

You have more options available when editing Standard optional req fields than with Standard required req fields. We will take a look at how to edit your Standard req field attributes. To edit Standard req field attributes:

1. Click Tools > Forms > Reqs > Req forms. 2. Click Define standard req fields. See Figure 5- 2

3. From the list of Standard req fields, click the Edit field attributes icon. 4. Make edits as necessary. See Figure 5- 3. Req field type determines which attributes

can be changed. Click Save and continue. 5. Click OK to close the confirmation window. Be sure to synchronize any changes with

the Talent Gateways. YOU CAN ALSO EDIT STANDARD REQ FIELD ATTRIBUTES FROM WITHIN A REQ FORM. THIS IS DESCRIBED LATER

IN THE CHAPTER.




Figure 5- 2 : List of Standard req fields

Figure 5- 3 : Edit Standard req fields attributes




Standard Req Field Attributes

Table 5- 4 below shows a list of Standard req field attributes, indicating which fields may be modified based on Standard field type.

Attribute

Description

Editable for fields:

Standard

required?

Standard optional?

Placement Value for form field placement The placement can be changed from the Administer Req fields screen on a req form. This is explained later in the chapter

No No

Default Label Database field label No No

Custom Label Field label viewed on BrassRing and Talent Gateways Yes Yes

Field Type Setup of the field and the options. Established during

implementation

No No

Posting Interface Mapping Enables the req data for this field to be posted to the BrassRing

Talent Gateway. Determined in implementation

No No

Font Size Setting for font size displayed in BrassRing. Default is medium Yes Yes

Enable Formatting Enables the formatting for the selected Text Area, similar to

formatting available in Word

Yes Yes

Enable Spell Check Enables the spell check for the selected Text and Text Area Yes Yes

Hide for These User Types The field will not be displayed for users of the selected User Types No Yes

Non-Editable for these User

Types

The field value is viewable; however users of the selected User Type cannot edit it. Note: “extend to add req” is not applicable with Approval Routing or Job Code”

Yes Yes

Hide in These Languages The field will not be displayed for users of the selected language No Yes

Required for These User

Types

The field becomes mandatory for users of the selected User Types No Yes

Require in These Languages The field becomes mandatory in the selected language(s) No Yes

Table 5- 4 : Editable Standard req fields




Translating Standard Req Fields

In Workbench, there are two ways to translate a field. The first way is to edit each field separately. The second and most convenient way to have fields display in multiple languages is to translate all fields at the same time. To translate all Standard req field custom labels:

1. Click Tools > Forms > Reqs > Req forms. 2. Click Define standard req fields. 3. Click Translate fields in the Actions list. 4. Select the language to which you wish to translate your field names. The first

language displayed defaults to English (US). Refer to Figure 5- 4. 5. Type translations into the text boxes. Be sure to check your spelling. 6. When you are finished with one language, use the Language drop-down to go to the

next language. 7. Click Save when finished. Be sure to synchronize any changes with the Talent

Gateways.

Figure 5- 4 : Mass translating of Standard req fields




Adding Standard Req Field Options You may need to add an option to a standard req field from time to time. For example, your organization may acquire a new location. Options are the responses that appear to a user when completing a form. The only standard req fields with editable options are Department and Location/Division. To add a Standard req field option:

1. Click Tools > Forms > Reqs > Req forms. 2. Click Define standard req fields.

3. From the list of fields, click the Administer field options icon. 4. Click Add new option in the Actions list. 5. Type in a Code. This is the unique identifier for this option in the data table. Once

added, the code cannot be changed. The code is limited to 255 characters. A space between words cannot be used; use the underscore (_) as a space instead. See Figure 6-6.

6. Type the Description. The Description is the text that appears on the form in BrassRing. This cannot exceed 255 characters.

7. If desired, type in Sort order. By default, options are sorted in numeric then alphabetical order. If a numeric value is entered, the order in which options are to appear is designated numerically. Numbers less than 10 should begin with a zero (0). For example, 03.

8. Click Save. AS A BEST PRACTICE, RETIRE OLD OPTIONS BY INACTIVATING THEM. ADD A NEW OPTION TO REFLECT THE

NEW DATA TO BE CAPTURED. TO ENTER A TRANSLATED STANDARD REQ FIELD OPTION DESCRIPTION, CLICK THE PLUS SIGN + NEXT TO

DESCRIPTION. TYPE YOUR TRANSLATION INTO THE APPROPRIATE TEXT FIELD. MODIFICATIONS TO STANDARD REQ FIELDS AND FIELD OPTIONS WILL AUTOMATICALLY TAKE EFFECT IN ALL

REQ FORMS. ANY CHANGES TO GATEWAY-RELATED FORMS NEED TO BE SYNCHRONIZED WITH THE TALENT GATEWAY. SEE

SYNCHRONIZE CHANGES TO TALENT GATEWAY AT THE END OF CHAPTER 8 FOR DETAILS.




Figure 5- 5 : Adding a Standard req field option

Editing Standard Req Field Options Standard req field options can also be edited through Workbench. As an example, there may be a time that the name of a division or location needs to be changed. The only standard req fields with editable options are Department and Location/Division. To edit a standard req field option:


3. From the list of fields, click the Administer field options icon for the options list to be edited.

4. From the list of fields options, click the Edit icon for the option to be changed. Refer to Figure 5-6.

5. Make changes as necessary. See Figure 5- 7. 6. Click Save and continue. 7. Make additional modifications as needed. 8. Click Save. Be sure to synchronize any changes with the Talent Gateways.

Figure 5- 6 : Standard req field options list




Figure 5- 7 : Edit standard req field options

LATER IN THIS CHAPTER, YOU WILL LEARN HOW YOU CAN USE OPTION LIST FILTERING PER REQ TEMPLATE TO

SUIT YOUR BUSINESS NEEDS.

Translating Standard Req Form Field Options

As we discovered when adding or editing an option, individual options can be translated. Now let us take a look at translating all standard req field option descriptions at one time. To translate standard req field options:


3. From the list of fields, click the Administer field options icon for the options list to be translated.

4. Click Translate options in the Actions list. 5. Select the language to which you wish to translate your field options. The first language

displayed defaults to English (US). Refer to Figure 5- 8. 6. Type the translations into the fields. Be sure to check your spelling. 7. When you are finished with one language, use the Language drop-down to select the next

language. 8. Click Save when finished, and close the confirmation window. Be sure to synchronize any

changes with the Talent Gateways. WHEN TRANSLATING INTO MULTIPLE LANGUAGES, ALL OPTIONS MUST BE TRANSLATED. EVEN IF YOU CHOOSE

NOT TO TRANSLATE AN OPTION FOR A PARTICULAR LANGUAGE, THE COMPANY DEFAULT LANGUAGE SHOULD

BE REPEATED. COPY AND PASTE THE DESCRIPTION FROM THE DEFAULT LANGUAGE INTO THE OTHER

LANGUAGE’S OPTION FIELD. THIS WILL PREVENT BLANK SPACES FROM DISPLAYING IN BRASSRING.




Figure 5- 8 : Translate standard req field options

Inactivating Standard Req Form Field Options

When a field option needs to be retired, it is best practice to inactivate the option. Inactivating allows you to maintain the historical data associated with the option, yet remove it for future use. To inactivate a field option:

1. Click Tools > Forms > Reqs > Req forms. 2. Click Define Standard req fields. From the list of fields, click the Administer field options

icon.

3. From the list of options, click the Inactivate icon for the option to be inactivated. 4. Click Inactivate. A confirmation window will automatically close.

Custom Req Fields Custom req fields are those fields added to the req form(s) to better tailor it for your organization’s specific needs. These fields can be used to gather information not captured by the standard req fields. Your organization provided IBM with a list of custom fields during implementation. Through Workbench, you can add more custom fields to your master list and distribute them, as needed, to your req forms. While there is no limit to the number of fields that can be added, caution should be used. Try to keep the number of fields on the req form to a minimum to allow your users to complete the form in a timely manner.




Elements of Custom Req Fields Keep these points in mind when working with custom req fields:

When using custom fields, field attributes and options can be defined, much like those for candidate forms discussed in Chapter 4

These fields can be required or optional, and you can set the order of their appearance on the req template

Custom req fields are stored in one master list of custom fields that can be used in any combination on each req form

Selected User Types can be restricted from editing specific custom fields

Custom fields can be required on one req and not required on another and can appear on one form and not another

Custom req fields can be made non-editable when a BrassRing user is editing a req form or adding a req form

To maintain data integrity, consider using drop-down lists instead of open text boxes. Limiting users’ choices produces more standardized information, thus improving your reporting capabilities

Figure 5- 9 : Custom field example

Defining Custom Req Fields

Custom req fields are established during implementation, but you can add new custom req fields as your hiring or user needs change. To define a custom req field:


2. Click Define custom req fields. See Figure 5- 10.




Figure 5- 10 : Define custom req fields

3. Click Define new req field in the Actions list.

4. For Placement, select the numerical placement for your field on the specified form. It defaults to the next available placement number. Refer to Figure 5- 11.

Figure 5- 11 : Placement option in a custom req field

5. Type a Database field name. The name is limited to 20 characters. There should be no

spaces; use underscore (_) or dash (-) as a space replacement.

6. Type a Field name. The character limit is 4,000. This will be the field label that displays to your users in BrassRing. Be sure to check your spelling.

7. For Type, select the field type. This will identify the setup of the field and the options.

Refer to Table 4-3 in Chapter 4: Candidate Forms for field type definitions.

8. For Field Help Text (Applies to Enhanced Layout Only), field allows you to add information that will help your users get a better understanding of the field. (i.e. describe the field’s intention, expected data surrounding the process, etc.).

9. Custom report field. IBM manages mapping for your custom reports.




10. Posting interface mapping. If the field is to be used in a posting interface, select the field it should map to. It’s used for job aggregators to post req to posting partners. You map the req field to the board value.

11. Instruction type, select None or Attachments. Specific instructions can be created for individual reqs, informing the candidate of which types of attachments should be included with the submission. To customize the text, per req, displayed to candidates for the attachment upload, a new drop- down box field, “Instruction type,” has been added to the Define new custom req field screen in Tools > Forms > Req forms. When the field is set to “Attachments,” the “Type” field must be set to “Text” or “Text area.” The procedure adds a new field on the req form where the user can enter attachment instructions.

12. For Font, select the text size of the form field. It will default to medium.



14. HR Status restrictions indicates if this field is part of the HR status restriction functionality. This field is associated with a client setting that must be turned on by an IBM Rep. The field is grayed out if it is not being used.

15. Click Save and continue.

16. Field length will default to the field type's defined character limit. If less is needed, indicate the amount in text field.

17. Searchable/Outputable - You may be able to designate the field as searchable and/or

outputable. This enables your BrassRing users to search by the field response and/or use it as an output field. If you would like to make the field searchable and outputable click Yes for each field. Then click the Enable Search/Output check box.

Figure 5- 12 : Search/Output

Once you click the Save and continue button, you have mapped the search/output fields to the search engine. Once mapped, this action cannot be undone. Your company is permitted 500 Text fields, 50 Numeric fields, and 75 Date fields to designate as Searchable and Outputable. Used search engine spaces cannot be recovered, even if the field is inactivated.




18. If no options are required for this field type, continue to the next step. If options are

required, you will see the Options source area. See Table 4- 3 in Chapter 4 for more configuration details sorted by field type. Options are discussed later in the chapter.

19. Click Save. You will receive a confirmation message and the choice to add an additional new field or to administer options for the field which you just added, if applicable. Note: At this point, you will have the opportunity to create a list of options for this field if you selected Maintain custom list.

THE DATABASE FIELD NAME WILL APPEAR WHEN SELECTING CUSTOM FIELDS FOR YOUR REQS. MAKE THE

NAME MEANINGFUL, SO YOU WILL RECOGNIZE IT EASILY. ONCE A FIELD IS MAPPED, THE SPACE IS TAKEN PERMANENTLY. BE SURE YOU WANT TO MAP THE FIELD WHEN

MAKING THE SELECTION OF SEARCHABLE/OUTPUTABLE.

Selecting Custom Req Fields

Once the new custom req field has been added to the master list, it is available to be selected for a req form. To select a custom req field for a req form:


2. From the list of req forms, click the Administer req fields icon. 3. Click Select req fields. See Figure 5- 13. A new window launches. 4. From the Select req fields window, highlight the field in the Available fields column that

you would like to include on the req form. Refer to Figure 5- 14. The fields are displayed by their database field name.

5. Click Add. The highlighted field moves to the Selected fields column. Note: The field will appear at the end of the list of field in the Selected fields column. It is not necessary to change its location to reflect where it should appear in the req as this particular step is completed in the Form Layout discussed later in this chapter. Click Remove. Removes a custom req field from the Selected fields column.

6. Click Save. Be sure to synchronize any changes with the Talent Gateways.




Figure 5- 13 : Select req fields

Figure 5- 14 : Select custom req fields

Once you have added a custom req field to a req form, you will need to edit the field attributes to make decisions, such as if the field is required or hidden for a certain Language and if the formatting options and/or spell check are enabled. ONCE YOU ADD A CUSTOM FIELD TO A REQ, YOU NEED TO EDIT THE FIELD’S ATTRIBUTES TO DETERMINE

WHETHER OR NOT THE FIELD IS REQUIRED OR HIDDEN. TO PREVIEW YOUR REQ FORM CHANGES, CLICK PREVIEW FORM IN THE ACTIONS LIST.

Editing Standard Req Field Attributes

You can edit the attributes for the standard req fields. For example, a situation may arise in which you want standard req fields viewable for specific User Types on certain req templates but hidden on other req templates.




To edit standard req field attributes:


2. From the list of req forms, click the Administer req fields icon.

3. From the list of form fields, click the Edit field attributes icon. 4. Make changes as necessary. 5. Click Save and continue. 6. Make additional modifications as needed.

Editing Custom Req Field Attributes

You can also edit the attributes for custom req fields. For example, you may want to make some fields only required for the French version of the req. To edit custom req field attributes:



3. From the list of form fields, click the Edit field attributes icon. 4. Make changes as necessary. 5. Click Save and continue. 6. Make additional modifications as needed. 7. Click Save.

Preventing the Editing of Custom Req Fields

By default, BrassRing users can edit custom req fields, along with other editable fields, during the add req and edit req processes. You may extend this functionality to make custom fields not editable on a field-by-field basis, during the edit req process. You may also extend this non-edit functionality to the add req process, if desired. To make a custom field non-editable on the Edit req page:

1. Select Tools > Forms > Reqs > Req forms. The Req forms page appears.


3. From the list of form fields, click the Edit field attributes icon. 4. Scroll down to the Non-editable for these user types field. Select one or more User

Types who will not be allowed to change this custom field during the edit req process. To extend the restriction on editing to the Add req page, check the field Extend to add req to make this particular custom req field fully non-editable/read-only for the selected User Types when they are adding/editing a req.

5. Click Save.




WHEN EXTEND TO ADD REQ IS SELECTED, IT APPLIES TO THE FOLLOWING REQ CREATION METHODS: SAVE AS

NEW, ELINK BLANK REQ, EXTERNAL REQ URL, AND CREATING A REQ FROM AN EMAIL REQUEST. IT DOES NOT

APPLY TO REQUISITIONS COMING INTO THE SYSTEM THROUGH REQ IMPORT OR INTEGRATION.

Enable Formatting In Req Custom Text Area Fields

To enable formatting for custom text area fields in requisitions:

1. Select Tools > Forms > Reqs > Req forms.


3. From the list of form fields, click the Edit field attributes icon. 4. On the Edit field attributes page, click the Save and Continue button. On the Edit field

attributes page for that field, select Yes for the Enable formatting option. The Text editor toolbar displays above the text area box for which you have enabled formatting. The Text editor tool bar includes icons for: Font, Size, Bold, Italicize, Underline, Cut, Copy, Paste, Numbered lists, Bulleted lists, Decrease indent, Increase indent, Align left, Center, Align right, Font color, and Background color. Refer to Figure 5- 15.

5. Click Save.

Figure 5- 15: Enable Text Area Formatting

Translating Custom Req Fields

Custom req field names are translated in the master list of custom fields and by editing each req form’s custom req field attribute. You can translate them in mass, as opposed to one at a time when editing field attributes.




To translate custom req field names:

1. Locate the list of custom req fields you wish to translate. 2. Click Translate fields in the Actions list. 3. Select the language to which you wish to translate your field names. The first language

displayed defaults to English (US). 4. Type translations into the text boxes. Be sure to check your spelling. 5. When you are finished with one language, use the Language drop-down to go to the next


changes with the Talent Gateways.

Inactivating Custom Req Fields

When a form field needs to be retired, it is a good idea to inactivate the field. Inactivating enables you to maintain the historical data associated with the field yet remove it from users’ view. To inactivate a form field:

1. Click Tools > Forms > Reqs > Req Forms.

2. From the list of req forms, click the Administer req fields icon for the desired form. 3. Select the custom field you wish to deactivate.

NOTE: If you try to inactivate a standard field, you will receive an error message.

4. Click Inactivate in the Actions list. 5. Click Inactivate. 6. Click OK.

Removing Custom Req Fields When considering removing a custom field from a req, keep the following things in mind:

Custom req fields can be removed from a single or from multiple reqs by administering the chosen reqs’ form fields

To inactivate a custom req field from all req forms and permanently retire it, you must remove the field from each req form before inactivating the field in the master custom req fields list

To remove a custom req field on a single req form:


2. From the list of req forms, click the Administer req fields icon. 3. Click Select req fields. A new window launches. 4. Highlight the field from the Selected fields column that you would like to remove from the

req form. The fields are displayed by their database field name. 5. Click Remove. The highlighted field moves to the Available fields column. 6. Click Save. Be sure to synchronize any changes with the Talent Gateways.

To inactivate a field from being used at all, be sure to inactivate it by going to Define custom req fields.




Adding Custom Req Field Options

You can easily add custom field options via Workbench. For example, you may have a field called Areas of interest and need to add a new area based on some candidate feedback. You can only make modifications to custom field options in the master custom field list while in Workbench.

To add a new custom req field option:

1. Click Tools > Forms > Reqs > Req forms. 2. Click Define Custom req fields.

3. From the list of req fields, click the Administer field options icon. 4. Click Add new option in the Actions list. 5. Type in a Code. This is the unique identifier for this option in the data table. Once added,

the code cannot be changed. The code is limited to 255 characters. See Figure 5- 16. 6. Type the Description. This is the text that appears on the form. This cannot exceed 255

characters. 7. Type in the Sort order. By default, options are sorted in numeric, then alphabetical order.

If a numeric value is entered, the order in which options are to appear is designated. Numbers less than 10 should begin with a zero (0). For example, 03.

8. Ignore blocked HR status period identifies if the HR status will be blocked when the req is not posted for a defined period of time. This field is associated with a client setting that must be turned on by IBM. The field is grayed out if it is not turned on.

9. Click Save.

Figure 5- 16: Adding a custom req field option

LATER IN THIS CHAPTER, YOU WILL LEARN HOW TO USE LIST FILTERING TO MEET YOUR BUSINESS NEEDS.




Editing Custom Req Field Options

Ongoing maintenance of your options list enables you to capture the most accurate and timely data possible. To edit custom req field options:


3. From the list of req fields, click the Administer field options icon.

4. From the list of fields options, click the Edit icon. Refer to Figure 5- 17. 5. Make changes as necessary. 6. Click Save and continue. 7. Make additional modifications as needed. 8. Click Save. Be sure to synchronize any changes with the Talent Gateways.

Figure 5- 17: Administer custom req field options

Translating Custom Req Form Field Options As we discovered when adding or editing an option, individual options can be translated. Now we take a look at translating all custom req field option descriptions at one time.

To translate standard req field options:

1. Click Tools > Forms > Reqs > Req forms. 2. Click Define custom req fields.

3. From the list of fields, click the Administer field options icon for the options list to be translated.

4. Click Translate options in the Actions list. 5. Select the language to which you wish to translate your field options. The first language



changes with the Talent Gateways.




Inactivating Custom Req Field Options When a custom req field option needs to be retired, it is a good idea to inactivate the option. Inactivating enables you to maintain the historical data associated with the option yet remove it from user view. To inactivate a field option:


3. From the list of fields, click the Administer field options icon.

4. From the list of options, click the Inactivate icon. 5. Click Inactivate. 6. The confirmation window will automatically close. Be sure to synchronize any changes

with the Talent Gateways.

TO VIEW YOUR INACTIVE FIELDS OPTIONS, CLICK THE INACTIVE TOGGLE AT THE TOP OF THE EDIT FIELD

OPTIONS SCREEN. TO REACTIVATE AN OPTION, CLICK THE ACTIVATE ICON.

Form Layout The form layout allows req templates to be shorter and easier for users to view and complete with features like auto-complete listings and checkboxes for multi-select values. You can display all the Req fields in a single section or segregate and display relevant fields under multiple expand/collapse sections.

Form Layout

To confgure form layout:

1. Click Tools > Forms > Reqs > Req forms. 2. The Form layout modification screen can be opened using the plus icon under the

Form Layout column. See Figure 5- 22. (The pencil icon indicates an enhanced layout has been configured for the form.)




Figure 5- 22: Req Forms – Form Layout Column

3. The form layout screen appears. See figure 5- 23. (If the menu bar at the top of the screen

is gray, click in the body of the form to ungray/activate it.) Configure the layout of the fields on the Req form.

Figure 5- 23: Form Layout Screen

DETAILS ON EACH ICON IN THE TOOLBAR ARE AVAILABLE IN CHAPTER 4 UNDER “ENHANCED LAYOUT”

Things to keep in mind when configuring the Form Layout:

Initial field order is the same as the Placement order from the field attributes. When you move fields around (drag and drop) on the form layout, the field attribute placement order will thereafter be ignored, and not adjusted or updated. Actions performed using “Move Up” and “Move down” buttons on the “Select req fields” window will not be considered.

Proximity and Approval Routing are “grouped fields” that, when placed first in a section, automatically apply their own section headings (Set proximity coordinates and the custom approval routing label, respectively). If you wish to label the section differently, put a different field first in the section. Figure 5- 24 below is a sample of how the grouped fields would look to the end users adding a req.




Figure 5- 24: Form Layout Screen

Best Practice: If additional labels will be needed as section headings, add these fields to the template (Tools > Forms > Reqs > Req forms > Define custom req fields) before going into the form layout tool.

The fields within the section “To be Completed after the Req has been filled” ("Add type", "Employee Name," and "Start Date") will not be displayed in the layout tool, so you cannot move their position. In BrassRing, this section will be displayed at the bottom of the new Req form, but the display will vary depending on whether the layout has one or more sections.

The Keyword and Date req was posted fields will not be displayed in the layout tool, since in BrassRing, these fields are not displayed in the UI.

The AutoReqID also will not display in the tool. In BrassRing it is always shown in the left navigation pane.




Figure 5- 26 below shows a sample ‘Add a req screen’ for a multi-section req on first page load. Each section laid out becomes a collapsible section for the end user adding or viewing the req.

Figure 5- 25: Add Req screen

NOTE: Any select field (single, multi, query select) within the Add / edit req page, that contains more than 200 options appears as an auto complete text box. See Figure 5- 26 below.

Figure 5- 26: Select field within the Add / Edit req page




Inactivate Req Form

If you need to inactivate a req form:

1. Go to Tools > Forms > Reqs > Req Forms. 2. Select the Req Form you need to inactivate. 3. Click on Inactivate under the Actions. Note: A req form cannot be inactivated if it has any form of dependency (i.e. Automation Manager).

Delete Req Form

If you need to delete a req form because you created it in error:

1. Go to Tools > Forms > Reqs > Req Forms. 2. Select the Req Form you need to delete. 3. Click on Delete under the Actions. Note: A req form cannot be deleted if it was already created in BrassRing. You need to inactivate the form instead.

List Filtering for Reqs

You can manage option lists on your req templates to display only the relevant values pertinent to that template and the specific languages of the req template. This level of organizational change can improve the workflow across multiple divisions and languages. These are important points to consider when utilizing list filtering:

List filtering can be applied to any field with options, including job code, req team, and approval notification

Lists can be configured differently across languages

Both standard and custom req fields can have option lists filtered

List Filtering New processes, multiple divisions, or recently added languages may create the need to filter lists on a req template. To filter lists for req templates:

1. Click Tools > Forms > Req > Req forms.

2. From the list of forms, click the Administer req fields icon for the req form you wish to filter.

3. From the list of fields, click Select field options. 4. Select the field name from the drop-down menu. See Figure 5 -18.

a. STD: Prefix for standard fields




b. CUST: Prefix for custom fields c. APPROVAL 1, APPROVAL 2, etc.: Prefix for approvals based on the order selected

for the req template d. No prefix for Notify upon approval completion

5. Select the language for which you are filtering. Only the languages into which the req template title has been translated are displayed.

6. Check Show me options in the base language to display options in the original language. 7. Select the approvers. You must select one of the following:

a. All options: When selected, no list filtering occurs. All options for the field are displayed

b. Selected options: After selecting this option, click the List button. A new window will open displaying Available and Selected options. Select the options to appear for this field. The options selected will appear for fields across ALL languages. When finished making selections, click Save Note: If selected, any new options added to the master options lists will not appear on this req unless manually configured by list filtering

c. Apply “All languages” selections: This selection applies the All languages setting. When All languages is configured for a field, this setting is activated for each individual language for that field

8. Click Save.

TO RESET INDIVIDUAL LANGUAGE SELECTIONS, THE USER MUST MANUALLY OVERRIDE THE APPLY ALL

LANGUAGES SETTING FOR THOSE LANGUAGES. THE APPLY “ALL LANGUAGES” SELECTIONS OPTION IS DISABLED IF ALL LANGUAGES IS CHOSEN IN THE

LANGUAGE FIELD. TO ENABLE THIS FIELD, YOU MUST CHOOSE A SPECIFIC LANGUAGE FROM THE LANGUAGE

DROP-DOWN MENU.

Figure 5- 18: Filtering lists




Configuring Fields For Display on Mobile Devices (not applicable to new UI)

Not only does BrassRing extend the ability to work with candidate forms using web-enabled mobile devices, but it does the same for Req Forms. Mobile device users can take an extended set of actions on req forms from their mobile device. Clients can configure up to 100 standard req fields and 100 custom req fields for display on their mobile devices. Elements of Fields For Display on Mobile Devices:

Some devices are not able to launch the html page from the email. In this case, clients may wish to change their settings to send the link via an attachment. This change affects all eLinks.

Forms are displayed in the user’s locale, if the users locale is not available the form displays in the clients base language.

Mobile device users cannot edit form fields from their mobile devices.

The field supports the selection of up to 100 fields.

You cannot reposition the fields. The fields display in the same order as on the actual form.

To select standard req fields for display on mobile devices:

1. Click Tools > Forms > Reqs > Req Forms 2. Click the Define Standard Req Fields button

3. On the Standard fields listing page click the Define mobile display fields link or icon in the Actions menu. Refer to Figure 5- 19

Figure 5- 19: Define Mobile Display Fields

4. Select as many standard fields as you want for display on your mobile device in the

Available fields list and click Add to add them to the Selected fields list. 5. Click Save

To select custom req fields for display on mobile devices:

1. Click Tools > Forms > Reqs > Req Forms 2. Click the Define Custom Req Fields button

3. On the Standard fields listing page click the Define mobile display fields link or icon in the Actions menu.

4. Select up to 100 fields as you want for display on your mobile device in the Available fields list and click Add to add them to the Selected fields list.

5. Click Save




Approval Groups

Approval routing streamlines your req approval process through the use of eLinks. By using Workbench, you can manage your existing approval groups or create new ones. Your organization can create as many approval groups, or levels, as needed. Keep in mind that many approval groups per req may hinder usability and may introduce more opportunities for stalling. We will take a closer look at approval groups.

Elements of Approval Groups These are important points to consider when working with approval groups:

Each approval group name has a character limit of 50.

You can enter translations for approval group names for the languages your company uses.

The Bypass and/or Non-system user options can be added to each level.

Each approval group assigned to a req is automatically required; therefore, an approval level that is not necessary for every req should have Bypass enabled.

Adding a new approval group is a two-step process. First, the approval group is created, and then, second, it needs to be activated for the desired req form.

The approvers, order of approvers, and instructions can be unique for each req form.

EVEN IF ALL LEVELS ARE NOT NEEDED FOR EVERY REQ, SELECTING BYPASS ADDS TO THE TIME IT TAKES TO

COMPLETE THE REQ.

Adding Approval Groups

New processes or recently added req forms may necessitate a new approval group. Once an approval group is created, it is available for use on any of your req forms. To add an approval group:

1. Click Tools > Forms > Approvals. 2. Click Add new Approval group in the Actions list. 3. Type the approval group Title. The title has a character limit of 50. Refer to Figure 5- 20. 4. Select the approvers. You must select one of the following:




Any Managers: This list is identical to the standard required req field of Manager. Names that occupy this list have the Manager field checked on their user profile in BrassRing, which is managed through Admin+. Any Recruiters: This list is identical to the standard required req field of Recruiter. Names that occupy this list have the Recruiter field checked on their user profile in BrassRing, which is managed through Admin+. Specific users: You can select individual names from this specified list of any BrassRing users.

5. Click Enable Approval Bypass if this level of approver is not required for every position. 6. Click Enable Approval by Non-User to allow users to enter the email address of an

approver who is not in the approver list and, therefore, not a BrassRing user. This feature helps to reduce the number of users that need to be managed in BrassRing.

7. Click Enable abridged Req view to display a shorter view of the req to approvers when viewed via an eLink during the approval workflow.

8. Click Save. 9. The next step is to add the new approval group to the req form(s). Continue on to the next

section on Editing Form Approvals.

Figure 5- 20: Add a new approval group

After adding a new approval group, you will need to edit the placement on each req form to activate it. As a default, the group will not appear on the req form until activated.

TO ENTER A TRANSLATED APPROVAL GROUP TITLE, CLICK THE PLUS SIGN + NEXT TO TITLE. TYPE YOUR

TRANSLATION INTO THE APPROPRIATE TEXT FIELD. EACH APPROVAL LEVEL IS AUTOMATICALLY REQUIRED FOR REQ CREATORS. THEREFORE, CONSIDER HAVING BYPASS

AS AN OPTION FOR EACH APPROVAL LEVEL. IBM RECOMMENDS USING THE NON-USER FEATURE IF YOU ARE CONCERNED ABOUT MAINTAINING A VERY LARGE

USER LIST IN BRASSRING.




Editing Form Approvals When you have created a new approval group, you will need to activate the approval group for the desired req form(s). You can also edit the order in which the approval routing will flow, as well as the instructions that are sent with the req for approval. To edit form approvals:


2. From the list of forms, click the Edit form approvals icon for the req form approvals you want to modify.

3. Type or edit the Approval routing instructions. HTML tags are accepted. Refer to Figure 6-25.

4. For the Approval routing order, click the drop-downs for each approver to select the order number. See Figure 5- 21. If no number is selected, that field will not appear on the req. The routing order can differ among each of your req forms.

5. Click Save, and then click Close.

Figure 5- 21: Editing form approvals

TO ENTER TRANSLATED APPROVAL ROUTING INSTRUCTIONS, CLICK THE PLUS SIGN + NEXT TO APPROVAL

ROUTING INSTRUCTIONS. TYPE YOUR TRANSLATION INTO THE APPROPRIATE TEXT FIELD. TO REMOVE AN APPROVAL GROUP FROM A REQ FORM, REMOVE THE NUMERIC ORDERING BY SETTING THE

DROP-DOWN LIST TO THE BLANK OPTION.




Editing Approval Groups As your company evolves, it may become necessary to modify the settings of the approvers. You may need to remove a Bypass option or, perhaps, your approval options are growing, and you want to enable the Non-User function. To edit an approval group:

1. Click Tools > Forms > Approvals. 2. From the list of approval groups, click the Edit icon. 3. Make changes as necessary. 4. Click Save.

Translating Approval Groups

For each of the languages available for your company, you can enter translations for approval groups. To translate approval groups:

1. Click Tools > Forms > Approvals. 2. Click Translate approval groups in the Actions list. 3. Select the language to which you wish to translate your field options. The first language


language. 6. Click Save when finished, and close the confirmation window.

Define Approval Abridged View

This provides the ability to display a shorter view of the req sent via eLink for approval and displayed on customary browser or mobile devices. This feature applies to sequential approval routing of reqs with custom fields.

Customary (non-mobile) browsers show all standard req fields, as well as the custom

fields configured to display for the abridged view

Mobile devices show the standard fields configured for the mobile display, as well as any custom fields configured for both mobile display and req approval abridged view.

To define the approval abridged view:


2. Click the Administer req fields icon for the req form for which you would like to define the abridged view.




3. From the list of req fields, click Define approval abridged view in the Actions list on the left. A new window launches.

4. Select the fields you would like to appear in the abridged view from the Available fields box.

5. Click the Add button. The selected fields will move to the Selected fields box. 6. Click Save.

Req Subsidiary Form Req subsidiary forms are forms available as attachments to requisitions. To access them, select Tools > Forms > Reqs > Req subsidiary forms.

Adding a Req Subsidiary Form Forms are established during implementation; however, you can add additional forms in Workbench.

Adding a Req Subsidiary Form

1. Click Tools > Forms > Reqs > Req Subsidiary Forms. 2. Click Add new form in the Actions list. 3. A screen appears with a list of the form field attributes.

Elements of Req Subsidiary Form Attributes You have several options when editing form attributes. Some of the fields, however, can only be changed by IBM.

Database Title Database Title is the title of the form as it appears in the database tables. There should be no spaces; use the underscore (_) or dash (-) as a space replacement.

YOU MAY SEE THE DATABASE FIELD NAME IN BRASSRING WHEN VIEWING DIT EXPORTS OR SETTING UP LETTER

COMMUNICATIONS.

Title The Title is the name of the field that will display in BrassRing. Title can be a maximum of 255 characters, and it can only contain alphanumeric characters. The translation option is available if additional languages are being used.






The field defaults to English (US). The translation option is available if using additional languages


The disclaimer appears at the bottom of a form

E-mail The email address(es) listed here will receive a notification whenever this form is first submitted. Modifications made to the form after initial submittal will not re-send the form.

Approval Process This indicates if this form requires an approval process (i.e., Offer Form). Once the approval process is saved, it is grayed out. However, IBM is able to edit the field.

Form Multiples As discussed earlier in this chapter, a form can either be entered once per candidate or multiple occasions per candidate. Once the Form Multiples field is saved, it is grayed out. However, IBM is able to edit the field.

Form Field Alignment Select the alignment for the form's questions. Options are Default and Left. Selecting Left aligns the form's questions to the left, whereas the Default option keeps them aligned in the center.

Adding a Form Field

Form fields are established at implementation, and you can add new form fields as your hiring process or user needs change. Adding a field to a Req Subsidiary form is very similar to adding fields to a Candidate Form. To add a field to a form:

1. Click Tools > Forms > Reqs > Req Subsidiary Forms.

2. From the list of forms, click the Administer form fields icon for the desired form. 3. Click Add new field in the Actions list. 4. For Placement, select the numerical placement for the field on the specified form. It

defaults to the next available placement number. 5. Type a Database field name. The name is limited to 20 alphanumeric characters (abc123).

A space between words cannot be used; use underscore(_) or dash (-) instead of a space.

UNDERSCORE (_) OR DASH (-) ARE THE ONLY NON-ALPHA CHARACTER ACCEPTED FOR THE DATABASE FIELD

NAME.




6. Type a Field name. The character limit is 4,000 (this includes alphanumeric characters and spaces). This will be the field label that appears to your users in BrassRing. Be sure to check your spelling.

7. For Type, select the field type. This will identify the setup of the field and the options. Refer to the Table 4-2 in chapter 4 for field type definitions.

8. For Font Size, select the text size of the form field. It will default to medium. 9. For Encrypted, click Yes or No. Yes will designate the field to be encrypted. To enable, you

must have field-level encryption activated by IBM. 10. For Hide for these User Types, select the User Types that will not need to view the field, if

any. 11. For Hide in these Languages, select the languages that will not need to view the field. 12. For Required in these Languages, select the languages for which the field is mandatory.

This will place an asterisk next to the field in BrassRing. The form cannot be submitted without completing the field.

13. Click Save and continue. 14. Field length will default to the field type's defined character limit. You can edit this field. 15. If no options are required for this field type, continue to Step 16. If options are required,

you will see the Options source area. 16. Click Save. You will receive a confirmation message and the choice to add an additional

new field or to administer form options for the field which you just added, if applicable. Note: At this point, you will have the opportunity to create a list of options for this field if you selected Maintain custom list.

Adding Field Options

To add an option: 1. Click Tools > Forms > Reqs > Req Subsidiary Forms. 2. View Chapter 5: Managing Options.




Chapter Summary

Req forms have two types of fields, standard and custom. Custom fields can be added through Workbench.

Standard req field labels and options can be modified.

Any changes made to your req forms need to be synchronized with your Talent Gateways.

Standard and custom req field labels and option labels can be translated.

Custom req fields are initially added to a master list of custom fields. Each field can then be added to a designated req form.

When permanently retiring a custom field, it is necessary to first remove the field from each req form before inactivating it through Define custom req fields.

New approval groups can be added and activated on each req form.

Approvers, order of approvers, and approval instructions can be unique for each req form.

Option list filtering per req template enables you to display only the relevant values pertinent to that template and the specific languages of the req template.




Check Your Skills


1. Standard req fields cannot be modified.

2. When you add a custom req field, it is automatically added to your req forms.

3. List filtering can only be done with custom req field options.

4. You can only modify existing approval groups. IBM must add new ones. Select the best answer(s):

5. The following statements are true regarding approval groups, EXCEPT: a. Approver order can be altered for each req b. Once a new group is added, it automatically appears on each req form c. Bypass and/or Non-User can be added to each group d. All of the above

6. The following standard required req attributes can be edited: a. Default label b. Font size c. All of the above d. None of the above


7. You have been asked to add a field to your req. Add a field of your choosing. Position the field after Job Title. The field is a text field. Additionally, Hiring Manager users should not have access to edit this field.

8. There has been a process change for req approvals for your company. VPs are now required to approve all reqs. Create the VP approval level, and add it to your req. This approval level cannot be bypassed but can be approved by a non-system user. (Choose anyone from the system-user approvers list.)

9. The field you added in #7 needs to be required in all languages.

10. Inactivate the new field you created in #7.




Chapter 6: HR Statuses

Chapter Overview

Tracking Logic is the BrassRing functionality used to move candidates through the pipeline. Each milestone is referred to as an “HR Status”. In this chapter you will learn the functionality around HR Status which involves creating, editing, viewing and masking HR Status.

Chapter Objectives

At the end of this chapter you will be able to:

Add an HR Status

Edit and View an HR Status

Restrict Actions on an HR Status




HR Status

Tracking Logic is the BrassRing functionality used to move candidates through the pipeline. Each milestone is referred to as an “HR Status”. Tracking Logic is unique by customer and can be as simple or as complex as needed. You have the ability to either force all candidates to go through a specific step before another; this is known as a “Closed” tracking logic. Or you have the ability to move candidates to any status in each step from 0-filed to Hired; this is known as an “Open” Tracking Logic. A closed tracking logic is used by most organizations because it helps determine a consistent workflow and process. Terms to Know: Tracking Logic: Method used by BrassRing to replicate a specific sequence of hiring steps in the hiring process. HR Action: Process of moving candidates through the hiring process using a named HR Status that is part of the tracking logic. HR Status: Result of an HR action and the named step of the tracking logic to which a candidate is assigned.

Elements of HR Status:

Tracking Logic is defined at the client level, not user type or req template level.

Clients can hide candidates in specific HR Statuses and/or allow users to update HR Status via eLink

You can setup an HR Status to launch a candidate form along the process.

HR Statuses can appear in the eLink dropdown options. User privileges determine whether the selected HR Status is a suggestion or an update within BrassRing.

An auto e-mail to the candidate can be generated upon moving a candidate to a certain HR status or when filed into a req.

HR Status updates can assist with other automated features: o Filter access to candidates by HR status o Seven-day posting rule for HR status updates o Form pop-up o E-mail Notification o Candidate type update o Block HR Status update if candidate form(s) are missing o Initiate Interview Builder o Initiate Background Check o Initiate Onboarding

An HR Status can either be a Start, Intermediate, or Final status. HR Status names can have up to 70 characters and be translated into any supported language. You can see a description of the types of statuses in the following table.




Different Types of Statuses:

0 –filed The standard status of 0-filed will be included as a choice when a candidate’s status is updated for the first time.

Start Candidates will have a start status of “none” until they are actively updated and/or moved into a folder. A start status will appear when the candidate’s status is updated for the first time from “none” to “0-filed”. No other HR Statuses can come before this type.

Intermediate The most common status which includes all of the steps that come between the first and last steps. Next steps and preceding steps can be determined for this type.

Final The last step in the process, this type can have preceding steps only. This status can be linked to other triggers in BrassRing such as auto-countdown, close req change candidate type and other automation manager triggers.

Table 6- 1: Types of HR Statuses

Adding an HR Status

To add an HR Status:

1. Click Tools > HR Statuses 2. Select the Type of HR Status: Start, Intermediate, Final 3. Identify the placement of the HR Status. This determines where the HR Status will appear

in the list of HR statuses. 4. Select a Category from the list of Categories. The category allows you to mask the HR

Status on the Talent Gateway when your candidate checks his/her job status. Also, the category is needed for visualization of candidate funnel within the BrassRing homepage (new UI only). Note: The initial HR status of 0-Field is auto-mapped to the initial category of Applied.

5. Enter the name of the HR Status in the HR Status Name field. The plus symbol allows the entering of translations.

6. The Valid After section identifies when the HR Status will appear; after which HR Statuses. 7. The Next Status section identifies which HR Statuses will appear directly after the Start

Status. 8. Click Save and Continue 9. The Edit Applied screen appears. Configure the settings for each category listed on the

left. The fields within the category are listed in the chart.

Actions: this category includes items that occur if the HR status is updated: pop up forms, Interview Builder options, Event Manager settings, Onboarding, etc.

Popup Form Select the candidate form that will appear when a candidate is updated to that HR Status. If you do not want a form to appear do not select anything.

Include in ‘Respond to elink’ list of HR status

If you want the HR Status to appear in the list of statuses located in an elink next to the ‘respond to elink’ section, add a checkmark. This will allow the recipient of the elink to select this HR Status as an option when he/she is responding to the elink.

Email Email address(es) listed here will receive a notification whenever a candidate is updated to this HR Status. The notification indicates the candidate is on the HR Status.




Convert Candidate Type

Designate a candidate type for the final status to flip to when the candidate is updated.

Count Down Positions Select this field if you would like the number of positions to decrease by 1, when a candidate is updated to this status.

Automatically close filled requisitions

Select this field if you would like the req to automatically close once a candidate is updated to this status.

HR Status Aging When HR Status aging ranges are configured, visual indicators enhance the Days in Status display within the “My Tasks” panel (not currently available with new UI) in BrassRing by showing whether the time the candidate has remained in that status is acceptable (green), cautionary (yellow), or unacceptable (red).

Interview Builder The items within this section will indicate what occurs in Interview Builder if the HR status is updated. Interview Builder must be enabled by an IBM rep for these fields to become active.

Event Manager If the Event Manager product is enabled, you can pass the resume key through to that manager.

Civil Service Manager This section is applicable for United States government clients

Onboarding The items within this section will indicate what occurs in Onboarding if the HR status is updated. Onboarding must be enabled by an IBM rep for these fields to become active.

Other Actions Using this HR Status

This section identifies other settings/actions that are affected by an HR Status update. This section is a view only.

Table 6- 2: Types of Actions when assigning HR Status

Restrictions: When the HR Status is updated, this category identifies actions that should not take place.

Hide candidates in HR Status in req folders for these user types

Select user types that cannot see candidates in this HR status.

User types that cannot UPDATE candidates to this HR Status

Select user types that should not be able to update candidates to this HR status.

User types that cannot UNDO candidates in this HR Status

Select user types that should not be able to undo candidates in this HR status.

Block HR Status update – Forms not attached

The circumstances that block an HR Status from being updated if a form is not created or approved.

Block actions – Requisitions related settings

Identifies other actions that should not happen if the HR Status is updated.

Table 6- 3: Types of Restrictions when assigning HR Status

Talent Gateway & Agency Manager settings: select the field(s) in this category to set HR Status settings that affect the TGs and Agency Managers.

Agency Manager Masks (labels that convey candidate’s general status without exposing detailed status/steps in hiring process)

Talent Gateway Allows the status to appear on the submission check on the Talent gateway. Identifies where the candidate is in the process. You can mask this HR Status. Identify Withdraw and Reactivate buttons.

Table 6- 3: Talent Gateway & Agency Manager settings




View HR Status

To view the HR Status:

1. Click Tools > HR Statuses 2. Click the hyperlink name of the HR Status

Edit HR Status

To view the HR Status:

1. Click Tools > HR Statuses 2. Click the pencil icon for the HR Status you would like to edit

Translate Status Names

To translate status names:

1. Click Tools > HR Statuses 2. Click Translate Status Names from the Actions list on the left. 3. A screen appears with a list of all of the HR Statuses. Select the language for which you

would like to translate the HR Statuses, from the drop down list at the top of the screen. 4. Translate the HR Statuses 5. Click the Save button at the bottom of the screen when done.

Set HR Status Actions

To set HR status actions:

1. Click Tools > HR Statuses 2. Click Set HR Status Actions from the Actions list on the left. 3. In the Set job submission withdrawal final status field, select the final HR Status a

candidate will have when he/she withdraws from a position on the Talent Gateway. 4. In the field Set final status whose “Action date” will initiate the trigger for “Hired”

referral status, select the appropriate HR Status. 5. In the field Set days from “Action date” for the “Hired” referral status trigger to occur (0-

365) enter the number of days. 6. Click the Save button at the bottom of the screen when done.

Inactivate an HR Status

To Inactivate an HR status:

1. Click Tools > HR Statuses 2. Select the HR Status you would like to Inactivate. 3. Click Inactivate from the Actions list on the left. 4. Click the Inactivate button at the bottom of the screen when done.




Export to PDF

Allows you to export to PDF HR statuses via Task Manager as a listing of the HR statuses with their configured “Next statuses”.

To Export to PDF:

1. Click Tools > HR Statuses 2. Click Export to PDF from the Actions list on the left. 3. Enter a name in the Job Name field. 4. Click the Run button at the bottom of the screen when done. 5. Click Tools > Task Manager to access the report.

Export to Excel

Allows you to export to Excel HR statuses via Task Manager as a listing of the HR statuses with their configured “Next statuses” as well as all other settings.

To Export to Excel:

1. Click Tools > HR Statuses 2. Click Export to Excel from the Actions list on the left. 3. Enter a name in the Job Name field. 4. Click the Run button at the bottom of the screen when done. 5. Click Tools > Task Manager to access the report.

Talent Gateway Masks (not applicable to new UI)

To mask the HR Statuses on your Talent Gateways:

1. Click Tools > HR Statuses 2. Click Talent Gateway HR status masks from the Actions list on the left. 3. Click Add New in the Actions list on the left. 4. Enter the name in the HR Status mask name. 5. Enter the name in the HR Status mask label. 6. Select the HR Status the mask will be applied to on the Talent Gateway.

Note: When the masks are added, they are not automatically applied to the Talent Gateway. You have to go to each Talent Gateway, enable the mask functionality (Enable job/referral status check field on the Talent Gateway details screen) and select the mask you would like enabled on the Talent Gateway.




HR Status Categories

Allows you to categorize all your organization’s HR statuses into one of the available HR Status categories. You can rename the labels of the categories as well as add translations and descriptions to each category. To access the HR Status categories:

1. Click Tools > HR Statuses 2. Click HR Status Categories from the Actions list on the left. 3. Select the Edit category icon for the HR Status Category you would like to edit.

While editing the category, you can selec the HR Statuses to be aligned under each category.

4. Once you have made the edits, click the Save button at the bottom of the screen.

Chapter Summary

The HR status is the result of an HR action and the named step of the tracking logic to which a candidate is assigned.

You are now able to add, edit, and view an HR Status.

You can restrict Actions on an HR Status

You can create Talent Gateway masks.




Check Your Skills


1. You can hide the ‘Undo HR Status’ functionality by User Type.

2. An HR Status can be deleted. 3. A ‘Closed’ tracking logic allows the user to assign any HR Status to the candidate regardless at

what step of the hiring process.

4. You can hide candidates in specific HR Statuses by user type(s).




Chapter 7 – Data Export and Import

Chapter Overview

Data may by imported to BrassRing as well as exported from BrassRing via Workbench. This chapter will provide you with the tools to successfully complete an export and an import.

Chapter Objectives


Define the Export Data process

Define the Import Data process

Add Candidate Field Association (CFA)

Add Req Field Association (RFA)

Disable CFA or RFA




Overview of Exports and Imports With Workbench certification, you are able to export data from BrassRing and import data into BrassRing via Workbench. During the implementation phase of the system, your IBM representative imports data for you such as candidate form fields, candidate form field options, req form fields, req form field options, users, etc. After your ‘go live’ date, should you require to add a long list of form field options to an existing form field for example, you can use the export and import feature to perform this action efficiently and in a timely manner. Should you have an existing list of options, best practice is:

- Export your list of options. - Amend the list by adding or inactivating options. - Import the new list of options.

Export Form Field Options

In order to export an existing list of form field options into an Excel spreadsheet:


2. From the list of forms, click the Administer form fields icon for the desired candidate form.

3. From the list of fields, click the Administer field options icon of the form field from which you want to export the options.

4. Click Export to Excel in the Actions list. 5. The Launch Export screen appears. Enter the name of the export and click the Launch

button at the bottom of the screen. 6. To access the Excel file, click Tools > Task Manager. The Task Queue screen appears.

7. From within the Task Queue screen, click the icon for the file you would like to view. 8. Click the Open button which allows you to open the file in Excel. 9. Save the file as an Excel 97-2003 Workbook (.xls). Currently, there is a limitation in

Workbench that does not allow using a newer version of Excel.

Import Form Field Options

In order to import a list of form field options, you need to amend the export file and must create a profile to upload the data.

1. Follow steps 1-9 above. 2. The excel file (xls) will have two sheets:

a. Properties (incl. Client Name, Form Name, Field Name, etc.) b. Options (incl. the list of options with Code, Description, Status, etc.)

3. You want to delete all rows from the Properties sheet, except for Client, Form, and Field. 4. On the Options sheet:




a. If you are adding new options then delete all rows, and add your new options to the sheet.

b. If you are changing existing options, make the changes to the existing options.

5. Save the changes to the Excel file. 6. Click Tools > Imports > Profiles. 7. Select Actions Add new profile. 8. In the Profile Name field enter the name. 9. Add a description (optional) to the description field. 10. The check box for “Make profile available to other users” allows you to share a profile

with others. 11. Select the appropriate Import Type.

Here is a list of some of the Import Types available in Workbench: Users Codes Fields (Candidate) Fields (Req template) Fields (Req custom) Field association (Req forms) Options (Candidate) Field association (Candidate forms and Doc Subsidiary forms)

12. To upload your Excel file, click Upload your file under the Header file and click the Browse button.

13. Click the Next button. 14. The Map Import Profile appears which shows you the columns from the import file.

Note: If your columns on the import file are not lined-up properly, the import will fail. Use the overwrite feature only if you are changing a description of an option or inactivating an option.

15. Click Finish. 16. Click Launch. 17. If your import file is a list of options, you will need to select the appropriate Form as well

as the Form field on the Launch screen. 18. Add your import file again by clicking on the Browse button. 19. Click Launch. 20. Go to Tools > Task Manager to monitor the import. Once the import has completed, click

on the for details on what data was imported.

YOU NEED TO HAVE AT LEAST ONE PROFILE PER IMPORT TYPE, SO THAT YOU CAN RE-USE THIS PROFILE FOR

ANY NEW IMPORTS OF THAT IMPORT TYPE IN THE FUTURE.




Import Candidate Field Association (CFA) and Req Field Association (RFA) CFAs and RFAs create a relationship between fields, so that users can only choose valid values on candidate form fields or req form fields. Once a selection is made in one field, users do not need to scroll through a whole list of options in another field that are no longer relevant. Typically, the configuration, maintenance, and initial import of CFA or RFA is done by your IBM Representative. You are able to export the child associations for each parent candidate form field into an Excel spreadsheet. The import feature allows you to import new CFAs or RFAs as well as edit existing ones. As a Workbench Administrator, you have the access to add and edit CFAs and/or RFAs.

Elements of CFAs and RFAs These are important points to consider when working with Field Associations:

If applicable, create an export file of current data to be used as the import file after making appropriate changes to it.

Import File must be version 97-2003

Validate all imports in Staging first, before importing to Production

Check all tabs of a successful import file.

If you are re-using an import profile, remember to select the upload new file option.

Field association can only have one parent field.

Parent fields can have multiple children fields.

Parent field can also be a child field.

Export and Import Candidate Field Association (CFA)

If you have existing CFAs, and you need to add to them, you first export the existing CFA data as follows: 1. Go to Tools > Forms > Candidate Forms.

2. Click on the Administer form field icon for the desired candidate form that includes CFAs.

3. Click Export field association from the Actions list.

Figure 7- 1: Candidate Field Association (CFA) Launch Export Screen.

4. Add the Name of the CFA export. 5. Select the parent field from the drop-down window. 6. Click the Launch button. 7. The export file will be available under Task Manager. 8. Go to Tools > Task Manager.




9. From within the Task Queue screen, click the icon to open the file in Excel. 10. The Excel file (xls) will have two sheets:

Properties (incl. Client Name, Form Name, Field Name, etc.) Association (incl. the list of Parent Option Code, Parent Option Description, Parent

Option Status, Child Type, Child Question, etc.) Note: Large number of child options can be uploaded using an import first.

11. To prepare the file for import, you need to: Remove all rows on the Properties sheet, except for Client, Form, Parent question,

and Parent type.

Save the file as an Excel 97-2003 Workbook (.xls). On the Association sheet, insert to the front of the sheet a new column and label

it Import Action. This column will tell Workbench to either: Update or Delete. Identify what entries need to be updated or deleted and Save your Excel file.

Note: The most common child option can be set as Default option by adding ‘Yes’ to the Default Selection column. Also, if the child field is a text field, type the text into the Child Text column.

12. To import your file, go to Tools > Import > Profiles. 13. If you do not yet have a profile for CFA, then you need to select Add new Profile from

Actions. If you already have a profile for CFA, then click on the icon.

Figure 7 -2: Edit Import Profile for CFA

14. The Edit Import Profile screen requires the Profile Name 15. Entering text into the Description field is optional. 16. Select the Import Type of Field association (Candidate forms and Doc subsidiary forms). 17. Select Upload file for the Header file, and search for your import file. 18. Click the Next button. 19. On the Map Import Profile, make sure all columns are matching. 20. Click the Finish button. 21. Click Launch.




22. Add your import file again by clicking on the Browse button. 23. Click Launch. 24. Go to Tools >> Task Manager to monitor the import. Once the import has completed, click

on the for details on what data was imported.

Export and Import Req Field Association (RFA) If you have existing RFAs, and you need to add to them, you first export the existing RFA data as follows:

1. Go to Tools > Forms > Reqs > Req Forms. 2. For custom req fields, click on the Define custom req field button. For standard req fields,

click on the Define standard req fields button. 3. Click Export field association from the Actions list.

Figure 7- 3: Req Field Association (RFA) Launch Export Screen.

4. Add the Name. 5. Click the Launch button. 6. The export file will be available under Task Manager. Go to Tools > Task Manager.

7. From within the Task Queue screen, click on the icon to open the file in Excel. The Excel file (xls) will have two sheets:

Properties (incl. Client Name, Form Name, Field Name, etc.) Options (incl. the list of options with Code, Description, Status, etc.)

Note: Follow the steps 11-24 from the import CFA process previously, except for Step 16. Step 16 – Select the Import Type of Field associations (Req forms), and choose the Appropriate custom or standard field for the RFA (Figure 7-4) below.

Figure 7- 4: Edit Import Profile for RFA.




New CFA and RFA Clients that are currently not using CFAs or RFAs, but would like to add them, must first identify

the parent and child relationship of the fields. See Figure 7-5. CFA Example:

1. Go to Tools >> Forms >> Candidate Form. From the list of forms, select Administer form

fields for the desired form. Then click the Edit field attribute icon for the form field. 2. Click the Save and Continue button. 3. Enable either Parent or Child field under the Field Associations section. The Import will

create the association between the Parent and Child fields.

Figure 7- 5: Enable association.

Disable CFA or RFA

In order to disable a CFA or RFA, you must remove the field association from the Parent field as well as the Child field. To remove the field association from the Parent field and Child field:

1. Go to Tools >> Forms >> Candidate Form. From the list of forms, select Administer form

field icon for the desired form. Click the Edit field attribute icon for the form field. 2. Click the Save and Continue button. 3. Under the Field associations section, deselect the checkmark for Parent. 4. Then click the Show Children button. 5. Select the child(ren), and click the Remove selected associations button.

Figure 7-6: Disable associations.




6. Click Close, Save, and then OK. Note: You can choose whether or not to remove the association from the Parent field or the Child field.

Chapter Summary

You are able to use the Export Data process to export data from BrassRing via Workbench.

You are able to use the Import Data process to import data into BrassRing via Workbench.

You are able to Import Candidate Field Association (CFA).

You are able to Import Req Field Association (RFA).

You are able to disable CFA or RFA.




Check Your Skills


1. The import feature allows you to only import new CFAs or RFAs. 2. For an import file, you can use any Excel version. 3. Agency contact is an Import Type. 4. On the import file for CFA or RFA, you can set the most common child option as Default

option by adding ‘Yes’ to the Default Selection column.




Chapter 8: Working With Talent Gateways

Chapter Overview

During implementation, your company provided IBM with all the specifications for a candidate’s new experience while on your corporate careers site. This is now powered via Talent Gateways. With a Workbench certification, you have the ability to add a Talent Gateway and manage the look and feel of your company’s Talent Gateways on an ongoing basis. This chapter focuses on the configuration options for Talent Gateways that are available through Workbench.

Chapter Objectives


Add a Talent Gateway

Activate/Inactivate a Talent Gateway

Manage pre-qualifying questions via a Talent Gateway form

Edit Talent Gateway messaging

Edit your company’s privacy policy

Modify the Talent Gateway localization settings

Synchronize changes with the Talent Gateways




Overview of Talent Gateways and Pre-qualifying Questions

With Workbench certification, you are able to create and configure a Talent Gateway. This includes messaging and notifications with candidates, disclaimers, and privacy policy, as well as questions that your candidates are asked to complete during the resume/CV submission process. First, we will discuss Site Questions, one of the basic elements behind the configuration of your Talent Gateways.

Elements of Talent Gateway Forms and Pre-Qualifying Questions

In addition to collecting candidate data through a Talent Gateway pertaining to contact, employment, and educational background, there are pre-qualifying questions that may be presented to the candidate to gather additional information. These job response questions are actually fields on the Talent-Gateway form. Technically, a candidate form. Here are some elements to keep in mind regarding the Talent-Gateway form and Pre-Qualifying Questions:

For Workbench purposes, consider the Talent Gateway pre-qualifying questions as fields on a candidate form.

For a question to be posed to candidates on a Talent Gateway, the question, or field, needs to exist first on the Talent-Gateway form.

Regardless of the number of your Talent Gateways, all questions are maintained on this one form: the Talent Gateway form. Therefore, we recommend labeling sections of questions by relevance for ease of use when viewing the list of questions contained within it. For example, section the form using labels such as “Campus Recruiting,” “Employee Referral,” “Internal Hire,” etc.

The Talent Gateway form is managed the same way as other candidate forms with attributes, fields, and field options.

You are able to manage the default Talent Gateway questions through the Talent Gateway Administration screen within Workbench. This is discussed later in the chapter.

Form fields on the Talent Gateway form can be designated as searchable or outputable and will count towards your company’s limited number of searchable and outputable fields.

Modifications to Talent Gateway forms, fields, and/or options will only be reflected for new reqs posted moving forward. Reqs previously posted will not adopt any of these new attributes.

MODIFICATIONS TO TALENT GATEWAY FORMS, FIELDS, AND/OR OPTIONS WILL ONLY BE ACTIVATED FOR

NEW REQS THAT ARE POSTED MOVING FORWARD. CHANGES ARE NOT RETROACTIVE. DETAILS ON CREATING GATEWAY QUESTIONNAIRES IS AVAILABLE IN CHAPTER 9.




Managing Talent Gateway Form Fields

Adding, editing, translating, and inactivating form fields on the Talent Gateway form is the same as with other candidate forms as described in Chapter 4.

Adding a Pre-Qualifying Question

As you know, your company provided a list of pre-qualifying questions to IBM during implementation, and you can add questions on an ongoing basis as needs change. To add a question to the Talent Gateway form:


2. From the list of forms, click the Administer form fields icon for the Talent Gateway form.

3. Click Add new field in the Actions list. This defaults to the next available placement number.

FIELDS ALLOWING MULTIPLE OPTIONS TO BE SELECTED (e.g., MULTI-SELECT LISTS, CHECK BOXES, ETC.)

CANNOT BE ENABLED AS OUTPUTABLE AND CANNOT BE SELECTED FOR MERGING INTO A LETTER TEMPLATE.

4. For Placement, select the numerical placement for the field as it will appear when users are selecting questions via BrassRing. It defaults to the next available placement number.

5. Type a Database field name. The name is limited to 20 characters. A space between words cannot be used; use underscore(_) or dash (-) instead of a space.

6. Type a Field name. The character limit is 255. This will be the field label that appears to your candidates and users in BrassRing. Be sure to check your spelling.

7. For Type, select the field type. This will identify the setup of the field and the options. Refer to Chapter 4, Table 4- 3 for field type definitions.

8. For Font, select the text size of the form field. It will default to medium. 9. For Encrypted, click Yes or No. Yes will designate the field to be encrypted. To enable, you

must have field-level encryption activated by IBM. 10. For Hide for these User Types, select the User Types that will not need to view the field in

BrassRing, if any. 11. For Non-editable for these user types, select the User Types that will not be able to edit

this field. The field will be in a view-only format.




13. For Hide in these Languages, select the languages that will not need to view the field.




14. For Required in these Languages, select the languages for which the field is mandatory for candidates to complete. This will place an asterisk next to the field on the Talent Gateway.

15. Click Save and continue. 16. Field length will default to the field type's defined character limit. If less is needed,

indicate the amount in the text field. 17. You may be able to designate the field as searchable and/or outputable. This enables your

BrassRing users to search by the form response and/or use it as an output field. If no, click No for Searchable, and click No for Outputable. Proceed to Step 19. If yes, click Yes for Searchable and/or Outputable. Continue to next step.

18. Note your remaining search engine space for that field type. Click the Enable Search/Output check box. Note: Once you click Save in Step 18, you have now mapped the Search/Output fields to the search engine. Your company is permitted 500 Text fields, 50 Numeric fields, and 75 Date fields to designate as searchable and outputable. Once mapped to the search engine, the field cannot be “unmapped” without an IBM engineering effort. Engineering charges would apply.

19. If no options are required for this field type, continue to Step 20. If options are required, you will see the Options source area.

20. Click Save. You will receive a confirmation message and the choice to add an additional new field or to administer form options for the field you just added, if applicable.

ANY CHANGES TO TALENT GATEWAY-RELATED FORMS NEED TO BE SYNCHRONIZED WITH THE TALENT

GATEWAY ITSELF. SEE SYNCHRONIZE CHANGES TO TALENT GATEWAY AT THE END OF THIS CHAPTER FOR

DETAILS.

Form Field Types In Chapter 4, refer to Table 4- 2, which lists the field types that you can add in Workbench with descriptions of the fields and an example for each one.

THE GRID FORM FIELD TYPE IS ONLY AVAILABLE ON THE TALENT GATEWAY FORM.


From time to time you may need to alter an existing field’s attributes. As an example, you may want to change the form label or change a question from being required to not being required. To edit form field attributes on the Talent Gateway Form:





2. From the list of forms, click the Administer form fields icon for the Talent Gateway Form.

3. From the list of form fields, click the Edit field attributes con for the field to be changed. 4. Make changes as necessary. 5. Click Save and continue. 6. Make additional modifications as needed. 7. Click Save.

Translating Form Fields

If your company has Talent Gateways available in multiple languages, you may want to translate your form fields all at the same time, instead of editing field attributes for each field. To translate form fields:


2. From the list of forms, click the Administer form fields icon for the Talent-Gateway form.

3. Click Translate fields in the Actions list. 4. The first language displayed defaults to English (US). 5. Select the language to which you wish to translate your field names. 6. Type the translations into the fields. Be sure to check your spelling. 7. When you are finished with one language, use the Language drop-down to go to the next


WHILE ENTERING YOUR FORM FIELD TRANSLATIONS, YOU CAN ALSO ALTER THE HIDE AND REQUIRED FOR

THIS LANGUAGE OPTIONS. CLICK THE RADIO BUTTONS FOR THE OPTION THAT SUITS YOUR NEEDS.


When a form field needs to be retired, it is a good idea to inactivate the field. Inactivating enables you to maintain the historical data associated with the field yet remove it from users’ view.

To inactivate a form field:


2. From the list of forms, click the Administer form fields icon for the Talent Gateway form.

3. Select the field you wish to deactivate. 4. Click Inactivate in the Actions list. 5. Click Inactivate, and then click OK.




Field Options

Field options contain the available responses to radio button, check box, single-select, and multi-select form fields. For example, options for the question “Are you willing to travel?” might be radio buttons Yes and No. Like form fields, many field options are loaded into BrassRing during implementation. Also like form fields, the previously loaded field options can be edited or inactivated and new options can be added. Please refer to Chapter 4: Candidate Forms for information about field options, including adding, editing, translating, and inactivating.

Synchronizing Changes with Talent Gateways

In Chapter 2: Managing Your Database, we learned the BrassRing Talent Gateway’s data structure operates separately from the BrassRing database. The Talent Gateways rely on XML files that store candidate and req information, forms, and the Talent Gateway setup (your candidates’ experience). A Data Subscription Tool propagates Talent Gateway data to BrassRing. The Talent Gateways will update every two hours with any changes you make in Workbench. However, after each modification, it is best practice to synchronize the changes manually using Workbench. For example, you may have added a required field to your Talent Gateway form. You will want this new field posted as soon as possible for any new reqs.

Synchronizing Changes with Talent Gateways When edits have been made to a Talent Gateway form or a Talent Gateway, it is necessary to sync those changes with your Talent Gateway(s). To synchronize changes with Talent Gateways:

1. Click Tools > Forms > Candidate forms. 2. Click Synchronize changes with Talent Gateways in the Actions list. 3. The updated information is sent to your Talent Gateways. 4. Click OK to close the confirmation window.

Adding a Talent Gateway

Adding a Talent Gateway

As you may already know, a Talent Gateway is a job site hosted by IBM that is dedicated to helping organizations simplify their job posting process and accelerate their online recruiting efforts. With access to Workbench, you will be able to add your own Talent Gateway.




To add a Talent Gateway:

1. Navigate to Tools >Talent Gateways . The Talent Gateway Administration page appears. 2. Click Add New Talent Gateway in the Actions list. Refer to Figure 8- 1.

Figure 8- 1: Talent Gateway Administration

3. Enter the Talent Gateway name. 4. Select the Gateway Type.

Basic: This allows candidates to copy and paste, upload, or build their resumes/CVs online and submit them directly into BrassRing. Full: This adds functionality to the Basic Talent Gateway that also allows candidates to search and view open positions, as well as manage a profile history. Global: This links multiple gateways so data can be shared among them. This is explained in greater detail later in the chapter.

5. Once the Talent Gateway name and the Gateway type have been selected, click the Save and continue button at the bottom of the screen.

6. The Talent Gateway details page appears. Enter the details of the Talent Gateway. Click the Save button at the bottom of the screen when done.

A COMPLETE LIST OF THE FIELDS ON THE TALENT GATEWAY DETAILS PAGE IS AVAILABLE IN THE ONLINE HELP

GUIDE.

Save Talent Gateway As New

Occasionally, it may be necessary to create additional Talent Gateway sites, which may be similar to sites already created. Workbench offers the ability to create these new sites based on already active sites by using the save as new functionality. Save as new creates a new Talent Gateway with all the aspects of the site on which it is based.

To save a Talent Gateway as new:

1. Navigate to Tools > Talent Gateways. 2. Select the Talent Gateway.




3. From the Actions list, select Save as new. 4. The Talent Gateway details screen appears with the details of the selected Talent

Gateway. 5. In the Talent Gateway name field, enter the name of the new Talent Gateway. 6. Click the Save button. 7. A confirmation statement appears, indicating that the Talent Gateway has been saved. 8. Click OK.

Launch Talent Gateway

You can view the Talent Gateway using the Launch Talent Gateway functionality. To launch a Talent Gateway:

1. Navigate to Tools > Talent Gateway.

2. Select the Launch icon for the Talent Gateway. 3. A new page appears, displaying the Talent Gateway as it would appear to the end user.

Preview XML Talent Gateway Integration

Preview XML Talent Gateway integration is used when the SSO functionality is enabled on a full Talent Gateway.

Adding a Global Talent Gateway A global Talent Gateway links multiple gateways so data can be shared among them. Global Talent Gateways are useful for organizations that have multiple gateways in different languages. To add a Global Talent Gateway:

1. Navigate to Tools >Talent Gateways. The Talent Gateway Administration page appears. 2. Click Add New Talent Gateway in the Actions list. 3. Enter the Talent Gateway name. 4. Select Global as the Gateway Type. 5. The Global Talent Gateway details screen appears. Select the Select Gateway check box

for each gateway that will be included in the global gateway. 6. Specify the gateway configuration options. To ungray the fields, click the pencil icon to edit the

details of that particular gateway. 7. Click the Save button. 8. Synchronize the changes; select the Global Site ID radio button for the gateway. Click Synchronize

Changes with Gateways in the Actions list.




Ungroup a Global Talent Gateway

Use the Ungroup action to delete a Global Talent Gateway and return its member gateways to a Full Talent Gateway type. To ungroup:

1. Go to Tools > Talent Gateways. 2. Select a Global Talent Gateway. 3. Click Action: Ungroup.

Customizing Talent Gateway Messaging

Increased control over your Talent Gateway messaging allows you to better communicate your company’s hiring practices and requirements for job applications. To edit the displayed text or email that is sent to candidates:

1. Navigate to Tools > Talent Gateways.

2. Click the Text Customization icon icon for the Talent Gateway whose text you want to edit.

3. Click on the tab containing the text you want to edit. For example, if you want to edit text displayed on the Search openings page, click the Search openings tab, and modify the text in the various available fields.

4. For each message you want to customize, navigate to the corresponding text box and enter the text you want to display on the Talent Gateway.

5. To preview the text, click the Show me link. 6. Click the Save button when you are finished modifying text. 7. Once you have made the changes, click the Synchronize changes with Talent Gateway

link to propagate the changes to the Talent Gateway. TO VIEW YOUR INACTIVE FORM FIELDS, CLICK THE INACTIVE TOGGLE AT THE TOP OF THE EDIT FORM FIELDS

SCREEN. TO REACTIVATE, SELECT THE FIELD, AND CLICK ACTIVATE.

Customizable Text – Reset to Defaults

This action resets all the customizable text that has defaults back to text of the current locale/language.

1. Got to Tools > Talent Gateways. 2. Select the Talent Gateway to be reset. 3. Click the Action Customizable text – reset to default. 4. Click OK. 5. Click Close on the confirmation screen.




Formatting Date, Name, and Address

As a Workbench administrator, you can format a Talent Gateway’s date, name, and address, which will improve the experience for your candidates when using the Talent Gateways.

Formatting Date, Name, and Address

To format the date, name, and address on a Talent Gateway:

1. Navigate to Tools >Talent Gateways. 2. Select the Talent Gateway. 3. From the Actions list, select Format: date, name, address. 4. A screen appears with the date, name, and address format options. Refer to Figure 8- 2.

Date settings: From the drop-down, select the format to display dates. This configuration affects all pages on a Talent Gateway that display a date. Name settings: Select the radio button to choose the display option for addressing candidates on the Talent Gateway. This setting affects the Contact information section on the Edit profile page. Address settings: Select the radio button to choose the option for displaying and inputting addresses on your Talent Gateway. This setting affects the Contact information page on Edit profile page.

5. Click Save. 6. Once you have made the changes, click the Synchronize changes with Talent Gateway

link to propagate the changes to the Talent Gateway.

Figure 8- 2 : Edit Talent Gateway format

MODIFICATIONS TO TALENT GATEWAY FORMS, FIELDS, AND/OR OPTIONS WILL ONLY BE REFLECTED FOR NEW

REQS POSTED MOVING FORWARD. REQS PREVIOUSLY POSTED WILL NOT ADOPT THE NEW ATTRIBUTES.




Chapter Summary

The Talent Gateway form is configured as a candidate form when administered in Workbench. Pre-qualifying questions are configured as form fields.

With access to Workbench, you will be able to add your own Talent Gateway

Save as new creates a new Talent Gateway with all the aspects of the site on which it is based.

By customizing Talent Gateway text, you can better communicate your company’s hiring practices and requirements.

Changing the localization settings of your Talent Gateway may improve the overall candidate experience.

Any changes to Talent Gateway forms need to be synchronized with your Talent Gateways using Workbench.




Check Your Skills


1. It is best practice to synchronize changes with Talent Gateways after making any configuration changes in Workbench.

2. The Talent Gateway form is configured like a req form in Workbench. 3. The Talent Gateway form is basically a single candidate form.




Chapter 9: Gateway Questionnaires

Chapter Overview

You can use Gateway Questionnaires to set up fully customizable, job-specific application processes for each requisition on each gateway, if desired. You can build Gateway Questionnaires that are as simple or as detailed as you want, so you can use them even for candidates with minimal computer experience who do not typically have resumes. Gateway Questionnaires serve as online applications that allow you to configure questions that branch or disqualify candidates depending on how they answer them. In this chapter, we will explore Gateway Questionnaires.

Chapter Objectives


Add a Gateway Questionnaire

Add a section to a Gateway Questionnaire

Add a page to a Gateway Questionnaire

Administer Widgets

Save a Gateway Questionnaire as new

Preview a Gateway Questionnaire

Translate Gateway Questionnaire Titles

Activate a Gateway Questionnaire

Delete a Gateway Questionnaire




Overview of Gateway Questionnaires Gateway Questionnaires are online applications that support question branching and knockout questions. They consist of sections and pages that determine how questions are sequenced and grouped. They are required with the new UI. Branching makes it possible to display a subsequent question or section based on a candidate’s response to a question. Knockout questions end the application process if candidates provide unfavorable answers. Questions on a Gateway Questionnaire can be Gateway-specific or job-specific. For example, if the Gateway is for hourly jobs, you might include questions about which shifts a candidate can work; if the job requires moving inventory, you might include questions about knowing how to drive a fork lift or being able to lift a minimum amount of weight. Candidates complete the questionnaire on a Talent Gateway after answering the pre-qualifying questions, if any, specified for the gateway (i.e., those designated as default questions on the Talent Gateway form). There are several steps to building a Gateway Questionnaire:

Add the Gateway Questionnaire.

Add the sections. Gateway Questionnaires are usually comprised of multiple sections. For example, you might have a Welcome section, Contact information section, and Submit section.

Add pages to the sections.

Add widgets to pages. One type of widget is a question.

Adding a Gateway Questionnaire To add a new Gateway Questionnaire:

1. Navigate to Tools > Gateway Questionnaires. 2. Click Add new Gateway Questionnaire in the Actions list. 3. The Gateway Questionnaire properties screen opens. 4. On the General tab, complete the following fields:

Gateway Questionnaire name: The name of the Gateway Questionnaire must be unique.

Default window size: Defines the size of the window. There are three options: Maximized (default), 974 by 718 pixels, and 750 by 550 pixels.

Days a Gateway Questionnaire is available after being saved as draft: Defines the number of days a Gateway Questionnaire is available after being saved as a draft.




If login is not enabled on a particular Gateway, this functionality does not work for that Gateway.

Create form(s) only: GQ will not be available for job posting from BrassRing, nor for “site general job submission” functionality.

Suggest login for candidates who haven't logged in: Defines whether or not the Gateway Questionnaire will suggest candidates log in. If login is not enabled on a particular Gateway, this functionality does not work for that Gateway.

Require log-in for candidates who haven’t logged in: Defines that the Gateway Questionnaire requires the candidate to log-in.

Do not prompt for log-in: Defines whether or not the Gateway Questionnaire does not prompt for log-in.

Display asterisks for required questions: Defines if required questions on the Gateway Questionnaire are denoted with an asterisk.

Allow auto-extraction if Talent Gateway allows it: Defines if auto-extraction is used by the Talent Gateway.

Allow per req form data *GQ will only be available for job applies and create forms only; not for general jobless submission - This option allows the user to select a source of “per req form data” when adding a Question widget to a Gateway Questionnaire.

Org groups with access: Defines which org groups have access to the Gateway Questionnaire results. The default is to have all org groups selected.

To be available on the following Talent Gateways: Associates GQs with specific TGs or sets of TGs. Use Selected Talent Gateways below and select specific active, full and global TGs so that BrassRing users posting jobs will select a GQ for a TG from a filtered list of GQs associated with that TG. BrassRing administrators editing or adding a job code (for clients with Session.JobCodDefault = Yes) and setting defaults for the TG posting options will also select from a filtered list of GQs associated with that TG. Note: The Site general job submission type list is not filtered by the GQ since many clients develop a special GQ for “jobless” submissions and may not wish to have that GQ in the list of possible GQs to choose from when a user posts a requisition.

Field Used to track Complete vs Incomplete Submissions: All text fields from your organizations’ TG forms are available. *Only available when “Process Incomplete Submission” enabled. When an applicant enters data and clicks Next, Previous, or Save as Draft, the information is stored in a temporary table. When the applicant completes the submission, the data is removed from the table once processed. A utility retrieves partial submission data older than 24 hours (except data “Saved as Draft”). Incomplete submissions are not filed to the Req for which the applicant initially started to apply. They are stored both on the Job Response form and the Talent Gateway form, following the ordering logic that is in place. Data ‘Saved as Draft” is retrieved after 7 days and pushed into BrassRing, but not filed to the Req folder. If the

candidate has a TG profile, that data is also sent with the processed incomplete submission.

Alternate GQ for mobile: (for Release 13.2 Mobile Apply functionality) select to use a different GQ if the candidate is applying on a mobile device (that’s been detected by Mobile Apply).

5. On the Header tab, make any necessary changes to the following fields:

Display header: Defines whether or not the header is displayed. The default is No.

Height of header in pixels: Defines the height of the header. Possible values are integers between 0 and 200, with 30 as the default. One line of text is approximately 15 pixels high.

Header for either stand-alone or for multiple requisitions at once: Defines when the header displays. This is a standard-sized text area that allows many HTML commands. The preview button launches a window showing how the text will be displayed (including HTML).

Copy header text: <down arrow> fills in the header-for-single-req text with the header-for-multiple-reqs text.

Copy header text: <up arrow> fills in the header-for-multiple-reqs text with the header-for-single-req text.

Header for a single requisition: The headers text contents. An Insert variable button launches a token picker, with Job description, Job location/division, Job title, and Requisition ID variables available. Depending on the client setting, the Req ID variable either pulls in the AutoReqID, the Req ID, or the combined AutoReqID/Req ID. Tokens can also be typed in by enclosing the name in brackets: [ and ]. The name and case must match exactly.

6. On the Footer tab, make any necessary changes to the following fields:

Display Footer: Defines whether or not the footer is displayed. The default is No.

Height of footer in pixels: Defines the height of the footer. Possible values are integers between 0 and 200, with 30 as the default. One line of text is approximately 15 pixels high.

Footer for either stand-alone or for multiple requisitions at once: The footer text. Standard-sized text area that allows many HTML commands. The preview button launches a window showing how the text will be displayed (including HTML).

Copy footer text: <down arrow> fills in the footer-for-single-req text with the footer-for-multiple-reqs text.

Copy footer text: <up arrow> fills in the footer-for-multiple-reqs text with the footer-for-single-req text.

Footer for a single requisition: The footers text contents. An Insert variable button launches a token picker, with Job description, Job location/division, Job title, and




Requisition ID variables available. Depending on the client setting, the Req ID variable either pulls in the AutoReqID, the Req ID, or the combined AutoReqID/Req ID. Tokens can also be typed in by enclosing the name in brackets: [ and ]. The name and case must match exactly.

4. Click the Save button.

Adding a Section to a Gateway Questionnaire Gateway Questionnaires will be divided into sections. Each section should be a logical breakout of the type of information requested from and/or given to the candidate. You decide which section will appear or not appear in the progress bar of the GQ. Sections contain pages. For example, there might be a section on Contact information, with one page for required contact information and another page requesting voluntary contact information. Clicking on a section or page highlights it. Each section has a + or - sign next to it. When clicked, the + expands the sections view, showing the pages it contains. Clicking the - hides the pages a section contains.

To add a section to a Gateway Questionnaire:

1. Navigate to Tools > Gateway Questionnaires. 2. Click the Administer section/pages icon for the Gateway Questionnaire you want to

administer. 3. The Section and page list screen appears. 4. Click the Add new section link in the Actions list. 5. The Section properties screen appears. 6. On the General tab, enter information for the following fields:

Section name: The section must be given a unique name. This is a required textbox.

Display progress bar: A check box that, when selected, displays the progress bar in the section. This is selected by default.

Section appears in progress bar: A check box that, when selected, displays the current section in the progress bar. The Display progress bar? check box must be selected for this setting to be selected. This is selected by default.

7. On the Previous button tab, make any changes to the following fields:

Display button: A check box that, when selected, displays a button on the Gateway Questionnaires section that returns the user to the previous page he/she was viewing (which is not necessarily the preceding page in the Gateway Questionnaire). Information from the current page is saved, so that it may be redisplayed. This is selected by default.

Label: A textbox for the label of the Previous button. The default value is Previous. This is a required field if the Previous button is to be displayed.




Tool tip: Textbox for displaying help about the button on mouseover. If there is no text specified, no tool tip is displayed.

8. On the Clear button tab, make any changes to the following fields:

Display button: A checkbox that, when selected, displays a button on the Gateway Questionnaires section that resets all fields on the page to their default values. This is selected by default.

Label: A textbox for the label of the Clear button. The default value is Clear. This is a required field if the Previous button is displayed.

Tool tip: A textbox for displaying help about the button on mouseover. If there is no text specified, no tool tip is displayed.

9. On the Close button tab, make any changes to the following fields:

Display button: A checkbox that, when selected, displays a button on the Gateway Questionnaires section that prompts for confirmation and then closes the Gateway Questionnaire without saving any information. This is selected by default.

Label: A textbox for the label of the Close button. The default value is Close. This is a required field if the Previous button is displayed.


Confirmation text: This text is displayed to the candidate when he/she clicks the Close button. If this field is left blank, then no confirmation prompt is issued. The default value is, “Please confirm that you wish to close this questionnaire without saving or submitting.”

10. On the Save button tab, make any changes to the following fields:

Display button: A checkbox that, when selected, opens the Talent Gateway page for saving a draft. It only displays if the candidate has logged in. This temporarily replaces the contents of the Gateway Questionnaire window. The actual text of the button is Save as draft. If login is not enabled on a particular Talent Gateway, this functionality does not work for that Talent Gateway. This is selected by default.


11. On the Next/Submit button tab, make any changes to the following fields:

Display button: A checkbox that, when selected, either takes the candidate to the next page in the Gateway Questionnaire or submits the completed Gateway Questionnaire to BrassRing. This is selected by default.

Submit data when Next/Submit is checked: A checkbox that, when selected, makes the button a Submit button instead of a Next button. This is unchecked by default.




Redirect to host upon submit: Select host to which to re-direct the candidate (host must first be created by IBM Support Team). “Submit data when Next/Submit is clicked” must also be checked. Host type to which you redirect the candidate may have other dependencies, depending on the integration. You should also include text on GQ page that lets candidates know they will be redirected when they click the Submit button. For example, you could select GQ e-Selex Redirect host name to redirect to that assessments vendor page when candidate submits an application. A Web service call gets the URL behind the scenes and takes the candidate to the host/vendor site. For host redirects, you should always contact the IBM Support Team for additional set-up dependencies.

Label: A textbox for the label of the Next/Submit button. If Submit data when Next/submit is clicked? is No, then the default text is Next. If Submit data when Next/submit is clicked? is Yes, then the default text is Submit.



13. Repeat steps 1-12 for as many sections as needed for the Gateway Questionnaire.

Add a page to a section

After you have added a section to your Gateway Questionnaire, you can add pages to the section. To add a page to a section: 1. Navigate to Tools > Gateway Questionnaires. 2. Click the Administer section/pages icon for the GQ you want to administer. 3. The Section and page list screen appears. 4. In the Section/Page column, highlight the section you are adding a page to. 5. Click Add new page in the Actions list. Note: If pages already exist in that section and you

click on a page and then click Add new page, the new page will be added after the highlighted page.

6. Enter a Page name. 7. Select the Destination for the page. The choices are:

Next page in Gateway Questionnaire: This is the default option. It takes the candidate to whatever page comes next.

Specific Page: Any of the other pages within the current section, listed by page name. The pages are listed in the order defined on the Section/Page list.

Specific Section: Any of the other sections within the GQ, listed by section name. The sections are listed in the order defined on the Section/Page list.




If the page’s section has a Next or Submit button and there is a branch on the page, this Destination field is unavailable and displays as Branch. If the page’s section does not have a Next or Submit button, then None is displayed.

5. Process Incomplete Submission: Check Process Incomplete Submission to capture and store data within BrassRing for candidates who do not complete their job submission after answering minimum qualification questions. The candidate must click Next, Previous, or Save draft after entering their data on the page. If he/she quits prior to clicking one of these buttons, that page data is lost. Best practice is to build the GQ so that all required stacking information precedes Process Incomplete Submission pages. Otherwise, information necessary to process the incomplete submission (such as contact data) may not be available, resulting in lost submissions.

6. Prompt candidate to validate entry: Check the Prompt candidate to validate entry property if the page should prompt candidates to verify their responses. (Edit this property on any other pages where you want the customizable prompt displayed. The page must have a Next and Submit button).


Administer widgets

After you have added pages to your sections, you can add widgets to your page(s). The most common type of widget is a question. The Administer widgets screen is primarily the design space, which is comprised of rows and columns. The rows and columns are created using buttons in the Actions list. Each region of the design space (the intersection of a row and column) can be populated with one widget. Regions are selected by clicking on them. Double-clicking on a region brings up the Widget properties screen for that region.

To administer widgets (questions) on a page:

1. Navigate to Tools > Gateway Questionnaires. 2. Click the Administer section/pages icon for the Gateway Questionnaire you want to

administer. 3. The Section and page list screen appears. 4. Click the Administer widgets icon for the page you want to add widgets to. 5. The Administer widgets screen appears with one row. If you want to add columns to the

right of the current column, click the row’s header, and then click Add column in the Actions list. Selecting the stub to the left of the row header and then clicking Add column will add a column to the left of the existing column.

6. If you want to add another row, click the row you want to add the new row beneath, and click Add row in the Actions list. Selecting a cell in the header and then clicking Add row will add a row at the top of the design space.

7. You can use the Merge cells, Unmerge cells, Delete column, and Delete row buttons in the Actions list to further refine the page’s layout.




8. Repeat steps 5 through 7 until you have the basic grid layout of what you want this page to look like. Each intersection of a row and column, or square in the grid, can contain one widget. They can also be left blank.

9. Once you have created your rows and columns, either double-click on a region or click Add new widget in the Actions list to add a new widget.

10. In the Widget properties screen, select the type of widget you want in the square: Question, Text, Graphic, or Complex Widget. The following table details all the possible fields for each type of widget. Note: The fields that display for each widget depends on the question selected.

Widget type Field Functionality details

Question Question Source A drop-down list to select where the question is pulled from. Choices include Gateway form questions (default), Contact information fields, Code fields, and all other candidate forms.

Question Question/Field/Code A list box listing all possible questions from the source selected. If Contact information fields was selected, the name of the field is Field. If Code fields was selected, the name of the field is Code.

Question Question Text Display This is a display-only field that lists either the full question text or the code type description.

Question Widget Class A radio button to select the type of question:

Inherited: the question is only required if the underlying question is required. This is the default.

Required: The candidate must answer this question to continue.

Branching: Based upon what value the candidate selects, the next page destination will change. This option is available for single-select or radio button questions only.

Question Scoring/Branching Table

This table only displays if the question can be scored (i.e., for single-select, multi-select, radio button, or check box question types). In this case, the Option and Score columns appear. If it is a branching question, then the Branch destination column also appears. In either case, there is a row for each field option.

The Option column lists each possible option (answers to the question).

The Score column lets the user define the score of the question, from 0-100. Notification thresholds are defined in BrassRing not at the Gateway Questionnaire level.

The Branch destination column lets the user choose where each possible option (answer) takes the candidate, either Next page in Gateway Questionnaire, Pages within the current section, or Sections of the Gateway Questionnaire.




Question Code Values This displays only if a code question is selected. The user can choose one, multiple, or all codes.

Question Codes Display This displays only if a code question is selected. Choices are Display codes and description; Display codes only; and Display description only.

Question Display Option This controls the relative position of the label and the control and the orientation of radio buttons and check boxes. The options change depending on what type of question is asked.

Question Obscure Response? If the question is obscure and this check box is selected, the Gateway Questionnaire displays an asterisk for each character in the question’s answer, regardless of what the User Type is. This is useful for Social Security Numbers in a kiosk environment.

Question Bold If checked, makes the question bold.

Question Italics If checked, makes the question italicized.

Question Alignment Defines the alignment of the question: Left, Center, Right, or Default. The default changes depending on what type of question is selected.

Text Gateway Questionnaire that is for multiple requisitions at once

Text entered in this textbox displays for a Gateway Questionnaire for multiple reqs. This has a Preview button.

Text Gateway Questionnaire for a single requisition

Text entered in this textbox displays for a Gateway Questionnaire for a single req. This has Insert variable and Preview buttons.

Text Alignment Defines the alignment of the text: Left (Default), Center, or Right.

Graphic Insert a picture from URL Allows you to insert a picture from a URL.

Graphic Height in pixels The height of the image in pixels. This is an integer between 0 and 999.

Graphic Width in pixels The width of the image in pixels. This is an integer between 0 and 999.

Graphic Alternate text Enter text to display in the event that the image does not load properly.

Graphic Alignment Defines the alignment of the text: Left (Default), Center, or Right.

Complex Widget Type Several types of resume widgets are available:

Resume upload (includes resume cut & post; default)

Resume cut & post

Cover letter upload (includes cover letter cut & post)

Cover letter cut & post




Attachments

Education builder

Experience builder

Job specific questions

Job specific questions – results details

WOTC eligibility check

Preview application - Optional

- Required Candidate Signature

Complex Widget Type This is an optional/required toggle. If required is chosen, the system requires at least one in cases where multiple entries are allowed at once [Attachments, Education, Experience].

Note: You can only have one branching question per page. The text for each branching (knockout) question will need its own section, which should be placed at the end of your sections.

11. Click Save when you have added the widget. 12. Repeat the previous steps for as many widgets as you want to add to the page. 13. To edit an existing widget, either double-click on it or select it, and click the Edit widget

button. 14. You can use the Cut widget and Paste widget buttons in the Actions list to cut and paste

widgets you have already created. The Delete widget button deletes the selected widget. 15. When you are done adding widgets to the page, click the Preview page button in the

Actions list to preview what the page will look like.

Save Gateway Questionnaire as new

To save an existing Gateway Questionnaire as a new Gateway Questionnaire:

1. Navigate to Tools > Gateway Questionnaires. 2. The Gateway Questionnaires screen appears. 3. Select the radio button for the existing Gateway Questionnaire you want to copy. 4. Click Save Gateway Questionnaire as new in the Actions list. 5. In the pop-up, enter the name of the new Gateway Questionnaire. 6. Click OK.




Preview a Gateway Questionnaire

To preview a Gateway Questionnaire:

1. Navigate to Tools > Gateway Questionnaires. 2. The Gateway Questionnaires screen appears. 3. Click the Preview Gateway Questionnaire icon for the Gateway Questionnaire you want

to preview. 4. Select the Locale of the Gateway Questionnaire. 5. Select the Login status you want to use: logged in or not logged in. 6. Select the type you would use for the Gateway Questionnaire you should be Applying for

(single req, multiple reqs, or a stand-alone application). 7. Click the Preview button.

Translate Gateway Questionnaire names

To translate Gateway Questionnaire names:

1. Navigate to Tools > Gateway Questionnaires. 2. The Gateway Questionnaires screen appears. 3. Click Translate Gateway Questionnaire names in the Actions list. 4. The Translate Gateway Questionnaire names screen appears. 5. Select the language in the drop-down that you want to enter translations for. 6. For each Gateway Questionnaire, enter in the translated name. 7. Repeat for as many languages as necessary. 8. When finished, click the Save button.

Activate a Gateway Questionnaire

To activate a Gateway Questionnaire:

1. Navigate to Tools > Gateway Questionnaires. 2. The Gateway Questionnaires screen appears. 3. Click Activate Gateway Questionnaire in the Actions list. 4. The pop-up displays, running the activation process for the Gateway Questionnaire,

periodically refreshing its status. 5. When the Gateway Questionnaire has been activated, click Close.




Delete a Gateway Questionnaire

To delete Gateway Questionnaire:

1. Navigate to Tools > Gateway Questionnaires. 2. The Gateway Questionnaires screen appears. 3. Click Delete Gateway Questionnaire in the Actions list. 4. Click OK to delete the Gateway Questionnaire.

YOU DO NOT HAVE THE ABILITY TO EDIT AN ACTIVE GQ. YOU MUST SAVE THE GQ AS NEW AND THEN MAKE

CHANGES. BEST PRACTICE IS TO USE VERSIONS IN THE NAME OF THE GQ TO IDENTIFY WHICH IS THE MOST

CURRENT ONE. AFTER YOU SAVE THE NEW VERSION OF THE GQ, INACTIVATE THE OLDER VERSION.

Chapter Summary

Gateway Questionnaires are online applications that support question branching and knockout questions. They consist of sections and pages that determine how questions are sequenced and grouped.

As a Workbench Administrator you can add and activate Gateway Questionnaires.

You can add a section to a Gateway Questionnaire.

You can add a page to a Gateway Questionnaire.

After you have added pages to your sections, you can add widgets to your page(s). The most common type of widget is a question.

The Administer widgets screen is primarily the design space, which is comprised of rows and columns.

You can copy a Gateway Questionnaire by using the ‘Save as new’ functionality.

While you create new Gateway Questionnaires, you can preview a Gateway Questionnaire within Workbench.

You can translate Gateway Questionnaire Titles.

You can delete a Gateway Questionnaire.




Check Your Skills


1. Once you create a Gateway Questionnaire, it is automatically active.

2. You can have multiple question branching per page on Gateway Questionnaires. 3. You can edit active Gateway Questionnaires. 4. Attachment is a complex widget.




Chapter 10: Automation

Chapter Overview

Automation Manager is a self-service utility for triggering the automatic polling of the system for different types of req and candidate activity, compiling the information, and sending automatic notifications to a designated list of recipients.

Chapter Objectives

At the end of this chapter, you should be able to:

Configure Automation Manager triggers

Configure Rules Automation (RAM) triggers

Administer the triggers

Understand all trigger types




Overview of Automation Manager You can automate the timely gathering of data on HR and req statuses and other events, such as posting expirations and Talent Records sent and viewed, and send that data automatically to a list of recipients, representing a significant gain in efficiency.

Trigger Types

Table 10- 1 below is a list of active trigger types and a description of each:

Trigger Type Description

Gateway Posting Expire

This notification trigger sends the designated internal user(s) an email message to notify of expiring Gateway postings. This trigger applies to Open requisitions only and for BrassRing Gateways including Agency and Global gateways. External postings through the Community Gateway or posting partners are not monitored with this trigger. This trigger runs once daily, sending notices at 6:00 a.m. EST.

RAM A RAM (Rules Automation Manager) trigger allows you to evaluate complex conditions and perform actions based on those conditions as candidates either enter an HR status or when a candidate form is either inserted or updated. (Refer to Rules Automation Manager section which can be found later in this chapter).

Table 10- 1: Trigger types and description

Table 10- 2 below is a list of retired trigger types and a description of each:


Candidate HR Status – Send Talent Record (Retired)

This notification trigger sends a candidate’s Talent Record to designated internal user(s) based on a change to a configured HR status. The trigger uses existing eLink functionality and can be configured to include forms to view or complete. This trigger runs daily at regular intervals throughout the day, at least once/hour.





Candidate HR Status Aging (Retired)

This notification trigger sends the designated internal user(s) an email message to notify of candidates sitting idle in a starting or intermediate HR status. The merge fields for this trigger are configured within Automation Manager and appear in an HTML table below the configured email template’s message. The trigger can be configured for various aging periods, applies to candidates in req folders for Open or On Hold requisitions, and runs once daily, sending notices at 6:00 a.m. EST.

HR Status Update – Notify Candidate (Retired)

This notification trigger sends the candidate an email message based on changes to his/her HR status within a req folder. This trigger’s notification is configured within the BrassRing email template module with all existing email merge fields available. This trigger runs daily at regular intervals throughout the day, at least once/hour.

Req Aging (Retired)

This notification trigger sends the designated internal user(s) an email message to notify of requisitions that are over the designated time period(s). The merge fields for this trigger are configured within Automation Manager and appear in an HTML table below the configured email template’s message. The trigger can be configured for various aging periods and should be configured for time periods outside the normal requisition age. This trigger runs once daily, sending notices at 6:00 a.m. EST.

Talent Record Viewed – Update HR Status (Retired)

This automation trigger updates a candidate’s HR status to a designated start status when the Talent Record is viewed/opened. This trigger runs daily at regular intervals throughout the day, at least once/hour and applies to requisitions that are Open or On Hold.

Table 10- 2: Trigger types and description

Things to consider when using Automation Manager:

- Determine which triggers would work best with your business processes. - Make sure email templates are configured for use as templates for automated

notifications. - Automation Manager triggers take effect on new reqs going forward.




Adding a new Automation Manager trigger:

To add a new trigger:

1. Select Tools > Automation Manager > Admin. 2. Click Add new trigger in the Actions list. 3. The Add Automation Trigger window appears displays with the Trigger type tab as the

only tab being displayed. 4. Enter an informative name in the Trigger Name field. The trigger name can be up to 255

characters. The Trigger name should be unique with respect to all pre-existing triggers (active, drafts, inactive).

5. Select the Trigger Type for the trigger you are adding. (For instructions on adding a RAM trigger type, please refer to the Rules Automation Manager section which can be found later in this chapter).

6. Click Save and continue. 7. The Add Automation Trigger window redisplays with additional tabs appropriate to the

Trigger type you are configuring. 8. Configure the settings on each tab. Each of the tabs is listed below. The fields within each

tab are listed in the chart, along with a screenshot of the tab.

A TRIGGER IS SET UP AS A DRAFT FIRST, THEN THE TRIGGER MUST BE ACTIVATED.

Configuring the Trigger Attributes Tab

- The below figure is a screenshot of the Trigger attributes tab for one of the trigger types. It does not display every field that will appear on the Trigger Attributes tab.

Figure 10- 3 : Configuring the trigger attribute




THE BELOW CHART DISPLAYS ALL THE FIELDS THAT WILL DISPLAY ON THE TRIGGER

ATTRIBUTES TAB.

Field Description

Select Candidate Type Select the specific candidate types to apply the trigger to. You can select one or more specific candidate types from the list of active types. When you select All, the system associates all the client’s active candidate types to the trigger, excluding the “Erased” Candidate type.

Select Gateway Select one or more Talent Gateway(s) for this trigger to poll. All selects all your organization’s Talent Gateways. The inactive Gateways are at the bottom of the list following all active agencies and Gateways (they are labeled Inactive).

Set Trigger for Req Templates: Select the req template(s) which are used for the notifications generated by this automated trigger. The default is All, which applies the trigger to all req templates. The inactive templates are at the bottom of the multi-select list.

Configuring the Notification Tab

- The Configure Notification tab determines the languages, email template, recipient list, and the aging time period.

- The below figure is a screenshot of the Configure Notification tab for one of the trigger types. It does not display every field that will appear on the tab.

Figure 10- 4 : Configuring notifications

THE FOLLOWING CHART DISPLAYS ALL THE FIELDS THAT WILL DISPLAY ON THE CONFIGURE

NOTIFICATION TAB.

Field Description




Select Notification Template

Select the templates created specifically for notifications for your base language and/or for each purchased locale. Templates available from each drop-down list were configured in BrassRing as Auto Send or Auto & Manual send. Note: If this tab contains the field Select merge fields for notification message, it means you cannot use email templates containing merge tokens/fields with the automation trigger type. If the field Select merge fields for notification message is not listed on the Configure Notification tab, you are able to select an email template containing merge tokens/fields. To see the template for a language, click the associated Preview button.

Select Merge Fields for Notification Template

This field is required. Use this field to add merge tokens into your notification message for this trigger type. Select up to seven (7) merge fields for the notification message. The req merge fields selected here are converted to the appropriate content when the notification is generated. Their rendered content displays below your organization’s custom message configured in the email template for this notification. The req tokens available for selection are all req field tokens across all templates, except for those associated with encrypted fields and text area fields. Note: If a selected req token’s field type is changed to encrypted or text area after the trigger is configured, the token will no longer display a value in the notification messages.

Select designated HR Status

Select the HR Status that needs to be assigned once talent record was viewed.

Action to be taken for HR Status with an associated pop up form

Indicate what action to take with the pop up form associated with HR Status by selecting on of the following options: Ignore pop up form or Send to user via elink.

Select Days Before Expiration

Select how many days prior to the expiration of posting that the notification should be sent out. 0 to 10 days (no option is selected by default.) Example: If you select 0, the notification is sent on the day the posting expires.

Configure Notification Scheduler Tab

- The Notification Scheduler tab determines how often the trigger will run and check for instances that have met the defined gaining parameters

- The below figure is a screenshot of the Notification Scheduler tab. It does not display every field that will appear on the tab




Figure 10- 5 : Configuring Notification Scheduler

THE BELOW CHART DISPLAYS ALL THE FIELDS THAT WILL DISPLAY ON THE NOTIFICATION

SCHEDULER TAB.

Fields Description

Run Trigger Recurrence

Identifies the schedule of when the notification will be sent to the list of recipients. It also determines how often the trigger is checked by the system.

Weekly: Run trigger check every [1, 2, 3, 4] week (s) on the days selected. You can select multiple days in any combination. When the trigger runs, it sends notifications on the selected days. It includes all req aging information since the last time the trigger ran.

Monthly: Run trigger check every day [1 – 31] or the [First, Second, Third, or Fourth, Last] or [Sunday, Monday, Tuesday, Wednesday, Thursday, Friday, Saturday, Day, Weekday, Weekend day] in the months selected. If you select day 29, 30, or 31 as the day to run the trigger, Automation Manager defaults to the last day of the month for months without that many days in them (February, April, June, November, Leap year, and so forth). When a trigger runs monthly, it sends notifications on the selected days/months and includes all req aging information since the last time the trigger ran.

WHEN CREATING A TRIGGER, THE TRIGGER IS SETUP AS A DRAFT FIRST. THEN, THE TRIGGER

MUST BE ACTIVATED.




Activating an Automation Manager Trigger that is a Draft

To activate a trigger that is currently a draft:

1. Select Tools > Automation Manager > Admin. 2. The Triggers page displays. 3. Locate view on the Triggers page (Hint: View is next to the green plus sign). Select the

Draft triggers option. 4. The Triggers page updates, and a list of the triggers in draft version appear. Select the

trigger you would like to activate. 5. Click Activate trigger in the Actions list.

Clone an Existing Automation Manager Trigger (Save As New)

By using the Save trigger as new action, you can easily clone an existing trigger that has configured attributes that are similar to the new trigger you want to create. Automation Manager opens the Edit window for the trigger you are cloning. As with all triggers, you must enter a unique name for the cloned trigger. You can also change the configuration for other attributes of the trigger as desired. To clone an existing trigger:

1. Select Tools > Automation Manager > Admin. 2. The Triggers page displays. 3. Select the trigger in the Triggers grid that you want to clone (make a copy of and edit). 4. Click Save trigger as new in the Actions list. 5. The Edit Automation Trigger window displays with all tabs for the existing trigger you are

saving as new. 6. Enter an informative name for the new trigger. 7. Click Save and continue. 8. The Trigger type tab in the Add Automation Trigger window redisplays with the new

trigger name. Each remaining tab is populated with the settings from the trigger you are cloning.

9. Configure the settings on each tab as desired. 10. Click Save when you are finished configuring settings for the tab. 11. The new automated trigger is added to the Trigger grid on the Triggers page.

View Automation Manager Trigger Details

To view the details for a trigger:

1. Select Tools > Automation Manager > Admin. 2. Locate the trigger that you want to view details for on the Active triggers, Draft triggers, or

Inactive triggers view pages.




3. Select the trigger’s radio button. 4. Click View trigger details in the Actions list. 5. The View trigger details window opens for that trigger. 6. When you are finished viewing the trigger details, click Close. You return to the Triggers

page.

Edit an Automation Manager Trigger

To edit an existing trigger:

1. Select Tools > Automation Manager > Admin. 2. The Triggers page displays. 3. Select the trigger in the Triggers grid that you want to edit. 4. Click Edit trigger in the Actions list. 5. The Edit Automation Trigger window displays with all tabs for the existing trigger you are

editing. 6. Edit the settings as desired and permitted. 7. Click Save when you are finished editing settings for each tab. 8. To restore the settings saved most recently, click Reset to saved. 9. To exit without saving your changes, click Cancel.

Inactivating an Automation Manager Trigger To inactivate a trigger:

1. Select Tools > Automation Manager > Admin. 2. The Triggers page displays. 3. Locate the trigger on the Triggers page (Active view), and click Inactivate. 4. The Triggers page updates. The de-activated trigger is removed from the Active triggers

page view and added to the list of inactive triggers on the Inactive triggers page.

Deleting an Automation Manager Trigger

This option is available only for triggers in Draft status. You may delete a trigger in Draft status if it is no longer needed. However, it is recommend to inactivate rather than delete the trigger. Please consult with your IBM Representative if you have any questions.

To delete a trigger:

1. Select Tools > Automation Manager > Admin. 2. Locate the trigger on the Triggers page (Draft view), and click Delete trigger under the

Actions menu. 3. A confirmation message will appear asking you to confirm if you would like to delete the

trigger. 4. Click OK.




Rules Automation Manager (RAM)

Rules Automation Manager (RAM) is quite flexible and can solve many business problems. RAM manages rules associated to an HR status update or form insert/update. Rules contain sets of conditions from which to check data and perform various actions based on the conditions being met. Actions include populating candidate form, req form, or Talent Record fields. They also include updating to a different HR status and/or sending communications. An example of a RAM trigger is the offer approval update, where the candidate’s HR status is automatically updated once the offer was approved. Components of a RAM trigger:

Trigger (Triggering Mechanism, Trigger Event, Delay Mechanism, and Trigger Delay)

Context

Rules

Conditions

Actions

THE BELOW TABLE PROVIDES A DESCRIPTION OF EACH OF THE COMPONENTS OF A RAM.

Component Description

Triggering Mechanism

The event in BrassRing that will trigger the RAM to run. Examples include HR Status, Candidate Form insert or update, and Candidate Form Approval.

Trigger Event The Trigger Event is the specific HR status or form.

Delay Mechanism The Delay Mechanism allows you to configure the delay. You can select from three different types: Delayed Processing, Delayed Triggering & Aging will allow numeric values to be entered in hours. Delayed Processing (Field Value) will allow picking the delay in number of days from a numeric or single-select field.

Trigger Delay (hrs) A Trigger Delay can be set up for a trigger. The delay is applied to the entire trigger. When the trigger event occurs (ie., HR status is updated for candidate), a delay places the RAM trigger on hold for the specified duration. After the delay has elapsed, the trigger runs. At this time, the conditions are evaluated and actions are performed if the conditions are met. The value should be entered in hours (max. 4560). Decimal places are allowed.

Context The Trigger Context extends the scope of the trigger. There are four options: None/NA, Run Trigger Across Reqs, Run Trigger Across Candidates and Run Trigger to Pull Candidates. These are described in greater detail later in this chapter.

Rules A rule is composed of conditions and actions.

Conditions Conditions evaluate data in the system to produce a true/false result.

Actions Actions perform automation in the system when the conditions within the same rule are true.

Table 10-6: RAM Trigger Components Descriptions




Things to consider when using Rules Automation Manager (RAM):

Once you have configured your Rules Automation Manager (RAM) trigger, and it is ready to be tested, it can only be activated by your IBM Representative.

Only one RAM trigger is allowed per triggering event. Different scenarios based on the same triggering event should be handled within the rules themselves. For example, if you require multiple actions to take place when a candidate is updated to a certain HR status, you must capture all of those actions within the same RAM trigger by utilizing rules and conditions.

RAM triggers run every minute. However, this is largely based on load at the time. Results will vary.

Any HR status can be selected for actions. If selecting an HR status that does not follow the Closed tracking logic, then the action fails (ie. candidate is not updated). You can also choose to disobey Closed tracking logic in RAM. This is a client setting called “RAM Disobey Closed Tracking Logic”. When turned on, this allows the candidate to get updated to the HR status even when the HR status is outside of the Closed tracking logic setup. Consult with your IBM Representative regarding this setting.

When you use the trigger for Req Edit followed by rules with conditions evaluating Req Form Fields Modified, configure a trigger delay of at least 30 minutes. This allows enough time for the data to be processed in order to evaluate both the old and new values.

The list of conditions and actions available is driven based on the trigger mechanism, trigger event, and trigger context. Sometimes, req or candidate information cannot be used since the above configured items do not have req or candidate context. As an example, the Talent Gateway form is a multiple per candidate form not tied to a req. When using this form as the trigger, req conditions and actions are not allowed since the req is not in context. In addition, actions such as updating an HR status are not allowed, since the HR status update occurs within a req. Instead the trigger context attribute can be used, but it may produce undesired results.

Adding a RAM trigger:

1. Select Tools > Automation Manager > Admin. 2. Click Add new trigger in the Actions list. 3. Enter an informative name in the Trigger Name field. The trigger name can be up to 255

characters and should be unique with respect to all pre-existing triggers (active, drafts, inactive).

4. Select RAM Trigger for the list of Trigger Types. 5. Click Save and continue. 6. Confirm the name of your RAM trigger, and select your triggering mechanism. The following

are the mechanisms currently available: a. Candidate Form Approval - When the candidate form is approved, this trigger runs. b. Candidate Form Insert - When the candidate form is first created, this trigger runs.




c. Candidate Form Insert OR Update - When the candidate form is either first created OR updated at any time, this trigger runs. This option cannot be used in conjunction with the individual form insert or form update for the same form.

d. Candidate Form Update - When the candidate form is updated at any time, this trigger runs.

e. Document Subsidiary Form Insert - When the document subsidiary form is first created, this trigger runs.

f. Document Subsidiary Form Insert OR Update - When the document subsidiary form is either first created OR updated at any time, this trigger runs. This option cannot be used in conjunction with the individual form insert or form update for the same form.

g. Document Subsidiary Form Update - When the document subsidiary form is updated at any time, this trigger runs.

h. HR Status - When the candidate is assigned to specific HR status, this trigger runs. i. HR Status Req Options –

o When one candidate is updated to specific HR status, the trigger runs and allows rules to run on the entire req folder (all candidates within the req). This is used in conjunction with the Trigger Context selection of “Run trigger across candidates”, mostly for dispositioning candidates in the req.

o When using this trigger to disposition candidates, the client setting of “RAM – Allow HR status update for closed reqs in HR status req options trigger” should be enabled. This ensures that all candidates who meet the condition are dispositioned.

o The same HR status can be used for this trigger mechanism as well as the standard HR status trigger.

o The standard HR status trigger for a single candidate always precedes this new HR Status Req Options trigger.

o The candidate record that triggered this mechanism is excluded from the rules. To perform actions on the candidate record that triggered it, utilize the standard HR Status trigger mechanism.

j. Job Post – o When this mechanism is selected, the trigger event field will display all active req

templates. Users can select multiple req templates – maximum select allowed is 10. There is only one context ‘NA’. The trigger will have only req context.

k. Job Repost – o When this mechanism is selected, the trigger event field displays all active req

templates. Clients can select multiple req templates – maximum selection allowed is 10. There is only one context ‘NA’. The trigger will have only req context.

l. Job Unpost - o When the job is unposted from any Talent Gateway (excluding external job

boards), the trigger runs. This is used mainly in conjunction with the Trigger Context of Run trigger across candidates, which has the effect of running for all candidates within the req.

o To target a specific TG, a condition can be used to determine whether the job is still posted on that specific TG.

o If Trigger Context is None, then only req data is available for conditions and actions.




o If Trigger Context is Run trigger across candidates, then all condition and action categories are available.

m. Req Approved – o When a req is approved (meaning the final approver approved the req), the

trigger runs. This is mainly used to populate other req fields or send a communication.



n. Req Cancelled – o When a req is cancelled, the trigger runs. This is mainly used to send a

communication. o If Trigger Context is None, then only req data is available for conditions and

actions. o If Trigger Context is Run trigger across candidates, then all condition and action

categories are available. o. Req Closed –

o When a req is closed, the trigger runs. This is mainly used to send a communication.


o If Trigger Context is Run trigger across candidates, then all condition and action categories are available. Note: limited functionality is available for req and candidates when the req is in a closed state.

p. Req Create – o When the req is saved for the first time, the trigger runs. This is mainly used to

populate other req fields or send a communication. o If Trigger Context is None, then only req data is available for conditions and


categories are available. q. Req Declined -

o When a req is declined (meaning an approver declines approval), the trigger runs. This is mainly used to populate other req fields or send a communication.



r. Req Deleted – o When a req is deleted, the trigger runs. This is mainly used to send a


actions.





s. Req Edit – o When the req is edited at any time, the trigger runs. Status updates are not

considered an edit. Only modifications to fields on the req are considered an edit. This is mainly used to populate other req fields or send a communication.



t. Req on Hold – o When a req is placed on hold, the trigger runs. This is mainly used to send a



categories are available. u. Req Open –

o When a req is opened, the trigger runs. This is mainly used to send a communication or used in req disbursement pull scenarios.



o If Trigger Context is Run trigger to pull candidates, then all condition and action categories are available. Note: See additional section in Other Notes in RAM User Guide.

v. Req Subsidiary Form Approval – o When the req sub form is approved, the trigger runs. o If Trigger Context is None, then only req data is available for conditions and


categories are available. w. Req Subsidiary Form Insert –

o When the req sub form is first created, this trigger runs. o If Trigger Context is None, then only req data is available for conditions and


categories are available. x. Req Subsidiary Form Insert or Update –

o When the req sub form is either first created OR updated at any time, this trigger runs. This option cannot be used in conjunction with the individual form insert or form update for the same form.






y. Req Subsidiary Form Update – o When the req sub form is updated at any time, this trigger runs. o If Trigger Context is None, then only req data is available for conditions and


categories are available.

z. Talent Record Viewed – o When this triggering mechanism is selected, the Trigger Event field displays all of

the active req templates. Workbench Admins can select multiple req templates. o When saved and activated, this trigger picks up the events from a backend

database each time a candidate’s BrassRing Talent Record is viewed from any of the selected req templates.

o Note that the req must be in an Open or On hold status for the trigger to fire. This is an implicit check performed by RAM and does not require a condition to be built into the trigger.

o Since req and candidate context is available, all conditions and actions are available for this trigger mechanism. The Delay Mechanisms that are supported by this trigger are: Delayed Triggering and Aging.

Figure 10- 7 : Adding a RAM Trigger

7. Select the Trigger Event. 8. Select the Delay Mechanism.

a. Delayed Processing Delayed Processing controls when the trigger will run rather than when the trigger will fire. Delayed triggers can not be stopped as we do not have a way to identify a specific delayed trigger vs another delayed trigger.The trigger will still fire when the event happened but will stay “in progress” status until the delay is reached. When the delayed trigger runs, it will evaluate the condition based on the current situation not the situation when the trigger was fired. For example: A 30-day HR Status 0-filed trigger that checks the HR Status will check the HR Status of the candidates 30 days after he/she was filed . The HR Status will not always be 0-filed, and it will depend on the current HR Status of the candidate in 30 days.




b. Delayed Triggering Triggering Delay mechanism is different than Delay Processing as the delay applies to when the trigger will fire instead of when it will process. The benefit of this triggering mechanism is that it can be stopped by inactivating the trigger when processing delay will still process the triggers that have been fired. It will also be retro-active as it will fire based on an event that happened in the past. This will also prevent having triggers in the RAM search log with the 'In progress trigger” status. Another benefit is the scheduling is more efficient as it helps reduce rescheduling impact.

c. Aging Aging should be used for all reminder triggers. They will only fire on candidates (or reqs) that are still in a specific HR Status (or stage). This means that instead of having a trigger run for all candidates , it will only run for the candidates who need to be reminded. This will help reduce the number of inefficient triggers that run (success with no action).

d. Delayed Processing (Field Value) The delayed processing (field value) is similar to delayed processing where instead of a static delay the trigger's delay is based on a form field. An example of when to use this type of triggering mechanism is with assessment reminders for clients who choose different delay times defined at req level.

9. Indicate the Trigger Delay (in hours). The default is 0. 10. Select the Trigger Context (Figure 10-5). The options available are dependent on the triggering

mechanism and/or Trigger Event that you selected. The four options are: a. None/NA

o These options mean the Trigger Context is either not available for the Trigger Mechanism used, or the scope of the trigger does not need to be expanded beyond the simple trigger mechanism that occurred. For example, if Req Edit is used as the Trigger Mechanism, and the goal is to send a communication to the Recruiter on the req, then no additional Trigger Context is needed, since the conditions and actions only need req data. No candidate actions are needed.

b. Run Trigger Across Reqs o This option is available to handle circumstances when a single/candidate or

multiple/candidate form is selected as the Trigger Event. When these types of forms are selected, a req is not in context. Therefore, req related conditions and actions cannot be used.

o In the case where req data is still needed, the setting runs the trigger across all reqs in which the candidate is filed in order to get req context. This may result in multiple actions being taken and produces undesirable results. Example: When you configure an action to send communication when a single/candidate form is created, and this setting is used, a communication is sent out for each req to which the candidate is filed. If the candidate is currently in three reqs, three communications are sent.

o In most cases, this setting should not be used. This setting is disabled if the Trigger Event is not a single/candidate or multiple/candidate form.

c. Run Trigger Across Candidates




o This option is available to handle triggers where the trigger should be run across all candidates within the req. A common example is dispositioning of all candidates. It is used in conjunction with the Trigger Mechanism of HR Status Req Options, Job Unpost, Req Create, Req Edit, and Req Subsidiary Form Approval/Insert/Update.

d. Run Trigger to Pull Candidates o This option is available only for trigger mechanisms of Req Open and is strictly

used in Evergreen req scenarios to pull candidates from Evergreen reqs.

Figure 10- 8: Trigger Context

11. Click Add Rules to begin building your rules (conditions and actions). When you are finished,

click Save.

Creating Rules

For a given trigger, an unlimited number of rules can be configured. The intention is to allow for different logic to run in each rule, producing a different set of actions and result. However, if you plan on creating more than 50 rules or 50 actions within a rule, please follow up with your IBM Representative prior to trigger creation to ensure your configuration is appropriate. If you ignore this threshold, and the trigger causes performance problems, the trigger will be automatically disabled. A warning message will appear when adding a new trigger.

Click the Add Rule button to add new rules to the trigger.

Existing rules configured are displayed in row format. Each rule can be edited and deleted. Furthermore, click the rule name to view the logic currently defined for the rule.

Figure 10- 9 : Creating Rules

Sequencing Rules

The rules run in sequence. Depending on the logic needed within the trigger, the sequencing may or may not be important. In most cases, however, the order is important to produce the business




logic desired within the trigger. To change the order in which the rules run, use the black positioning arrows on the screen to move them up or down. Should a given rule execute an action of HR status update, the entire trigger exits and no additional rules are run. Keep this in mind while configuring and sequencing rules.

Conditions

A rule is composed of conditions and actions. Conditions evaluate data in the system to produce a true/false result. Actions perform automation in the system when those conditions are true. When clicking Add Rule or Edit for an existing rule, the following screen displays. The Conditions tab displays by default.

Figure 10- 10 : Configure Conditions

Category

To create a new condition, select a category. There are many condition categories to choose from. Selection of the category refines additional selections needed to specify the condition. Keep in mind that the list of categories may change depending on the Trigger Mechanism and Trigger Context selected. In cases where there is no candidate in context, all candidate conditions are hidden. In cases where there is no req in context, all req conditions are hidden. The available categories and general use are as follows:

1. Candidate forms

Allows selection of candidate form fields. 2. Candidate proximity

Allows evaluating a candidate’s proximity to the req.

Compares the candidate zip or city with the req proximity zip or city.

Operations used are Within and Not Within. Example: Within 50 miles, perform an action.

3. Candidate tier visible




This option allows evaluating whether or not the candidate was in a tier that was visible for the req. All child options are disabled when this category is selected, except for the Select value button. Clicking this button presents two options: Yes and No.

This new condition category is hidden when the trigger does not have req context.

4. Count # candidates in HR status for this req

Selection of the specific HR status subsequently occurs.

Gives a count of the number of candidates at the specified HR status at the time the trigger runs.

Uses the req that is in context for this event.

Example: If req has less than 10 candidates at this status, then perform an action. 5. Count # active reqs the candidate is in

Allows counting the number of reqs the candidate is in.

Does not include final statuses. 6. Document subsidiary form fields

Allows selection of document subsidiary form fields. 7. Form existence

Simply evaluates whether a form exists or not.

If the form selected is a single per candidate per req form, then the req in context is used to determine if this form exists for this req.

8. HR status

Allows a basic selection of HR status. Example: HR status equals “First status”.

This is used to determine if the candidate is presently at that status when the trigger runs.

9. Link to existing rules

Allows linking this rule to another existing rule which precedes it.

Selection specifies whether the true OR false scenario is desired.

Used in rule branching scenarios. Example: Rule 2 only runs when rule 1 conditions are true.

10. Positions filled

This is only available when the trigger mechanism is HR Status Req Options.

When this condition is used, it determines if the positions for the req have been filled (# remaining positions = 0) when the candidate in context gets to the selected HR status.

The condition takes into account the candidate in context. 11. Req form fields

Allows selection of req form fields. 12. Req form fields modified

This category allows selection of req fields to identify whether those fields have changed. This is used with the trigger mechanism of Req Edit. And also used with




the action of sending a communication when the communication checkbox for “Include old and new values…” is checked.

When selected, the only Operation available is Has Changed. 13. Req status

Evaluates the req status.

This selection does not trigger the RAM to run. It only evaluates the req status based on some other event that has been triggered.

This is only available when the trigger has a req in context.

14. Req subsidiary form fields

This option allows evaluating req sub form fields. 15. Req templates

Allows a basic selection of req template. Example: Req template equals “Stores”.

16. Talent record

Allows selection of candidate fields.

Candidate type is contained within this selection.

17. Talent gateways

Allows evaluating data associated with postings. Example: Job is not posted.

Name and Field

The Name selection is presented when the category is selected (if applicable). The Field selection is presented when the Name is selected (if applicable).

Figure 10- 11 : Configure Category

Operation

The Operation selection is presented when the Field is selected (if applicable). Operations determine how to evaluate the field or category selected. The available operations are dependent on the field type selected. The following is a list of operations based on field type.

1. Single select, multi select, query select, radio, checkbox

Equals

Not Equals

Is Blank

Is Not Blank 2. Date

Equals

Not Equals




Greater Than

Less Than

Is Blank

Is Not Blank

Greater Than (# days) o Using this operation takes the Define Value input for this condition and adds it to

today’s date, producing Date X. The date field selected (say Date Y) here is then compared to Date X. If Date Y is greater than Date X, then this condition is true.

o Negative values can be input into the Define Value box. o Within scenario – use Greater Than (# days) with negative value.

Less Than (# days) o Using this operation takes the Define Value input for this condition and adds it to

today’s date, producing Date X. The date field selected (say Date Y) here is then compared to Date X. If Date Y is less than Date X, then this condition is true.

o Negative values can be input into the Define Value box. o Not Within scenario – use Less Than (# days) with negative value. o If date on the form being considered is an actual expiration date – use Less Than

(# days) with 0. 3. Numeric

Equals

Not Equals

Greater Than

Less Than

Is Blank

Is Not Blank 4. Text

Contains

Not Contains

Is Blank

Is Not Blank

Equals

Not Equals

Select Values

When the field or category selected has a finite list of options to choose from (i.e. single-select), then the select value(s) option is available. This allows selection of the specific value to evaluate. It is evaluated based on the operation selected.

Figure 10- 12 : Configure Operation – Select Values




Compare Value

When the field or category selected will be compared, the Compare value option is shown in addition to the Select value(s) option. This allows comparing one field to another field. When you use this option, it allows selecting the second field to be used in the comparison. The comparison logic uses the Operation defined. Date and Numeric field types can only be compared to fields of the same type. All other field types can be interchanged for comparisons among each other. If comparing a text field with an options list (i.e. single-select), then the comparison uses the Code of the options list to compare. It does not compare the Description.

Multi-selects are always treated as an OR scenario when performing the comparison logic. Example: If a text field is selected, and the comparison is to a multi-select field with 2 options (Option A and Option B) selected, then the condition evaluates whether the text matches either Option A OR Option B. Example: An internal candidate selects a question about their current division. A comparison can be used to determine if the answer matches the req division field.

Figure 10- 13 : Configure Operation – Compare Values

Define Value

When the field does not have a finite list of options to choose from (i.e. text field), the Define value option is available. Text entered into this text box is evaluated based on the Operation defined. Example: The assessment form banding field is a text field. It has been selected with an operation of“Contains”. The Define value text entered here is “Pass”. When this condition runs, it looks up the band field to see if the value has the text “Pass” in it.

Use a semi-colon to separate multiple contains statements within the same condition.

Multiple Form Instances




When you select a multiple per candidate, multiple per candidate per req, or multiple per req form (req sub form), you must specify which form version to use, since more than one may be on file for the candidate or req. In addition, you can add logic for the form to apply the condition scenario across reqs in the case of candidate forms. The following options are available for each form type.

1. Single per candidate

Not applicable

2. Multiple per candidate

Match most recent version

Match any form version

Match all form versions 3. Single per candidate per req

Match form version for this req

Match most recent version across reqs

Match any form version across reqs

Match all form versions across reqs 4. Multiple per candidate per req

Match most recent version for this req

Match any form version for this req

Match all form versions for this req

Match most recent version across reqs

Match any form version across reqs

Match all form versions across reqs 5. Multiple per req (Req subsidiary form)

Match most recent version

Match any form version

Match all form versions

Figure 10- 14 : Congure Existing Conditions

Existing Conditions

Once you save a condition, it displays in the existing conditions section at the bottom of the rule screen. To edit the existing condition, click Edit for the specific condition. To delete the existing condition, click Delete for the specific condition.

When more than one condition exists in a rule, the conditions are bound together using AND logic.




For example, condition 1 has field X equal to Yes. Condition 2 has field Y equal to Yes. In order for the overall rule conditions to be true (and subsequently take action) field X and field Y both need to be Yes. You can achieve OR statements by creating another rule with a different set of conditions, or by utilizing the Link to existing rule condition where branching of rules can occur.

Multiple existing conditions that are using different fields on the same form are grouped together, and thus evaluated together for multiple form instances.

Figure 10- 15: Existing Conditions Grouped Together

Actions

A rule is composed of conditions and actions. Conditions evaluate data in the system to produce a true/false result. Actions perform automation in the system when those conditions are true.

When you click Add Rule or Edit for an existing rule, the following screen displays. You can then select the Actions.

Figure 10- 16: Configure Actions

Type

To create a new action, first select an action type. Selection of the type presents additional selections needed to specify the action. The available categories and general use are as follows. Keep in mind that the list of categories may change depending on the Trigger Mechanism and Trigger Context selected. In cases where there is no candidate in context, all candidate actions are hidden. In cases where there is no req in context, all req actions are hidden.




1. Call Event batch

The Call Event Batch action allows users to trigger an event invitation to be sent to candidates who meet the business rule conditions. The Event Batch configured in Event Manager determines what invitation message is sent to the candidate, to what event or events the candidate is invited, as well as other settings around automated confirmation messages, automated reminder messages, invitation expiration, etc. The Event Batch is assigned to reqs through both req postings as well as a custom field on the req form. Event Batches assigned to req postings apply to candidates who apply to those req postings directly. This allows clients to configure different event batches for internal vs. external candidates. Event Batches assigned directly to the req form through the custom req field apply to candidates who are moved, copied, or filed to the req outside of a Talent Gateway.

Here is an example of a typical flow: Joe Candidate applies to Req 123BR through a Talent Gateway. That req posting for 123BR is assigned to an event batch configured to trigger an invitation to Phone Screen events when candidates are assigned to the HR Status called Initial Screen. A RAM Trigger is configured for the HR Status called Initial Screen with a business rule containing the action to Call Event Batch. If Joe Candidate is set to the HR Status of Initial Screen within Req 123BR, then he automatically receives an invitation to register for a Phone Screen event. With that invitation, Joe Candidate can self-schedule for a Phone Screen event either through the Event Manager page on the Talent Gateway or through a link provided in the invitation message itself.

2. Copy Assessment Results

This action copies any valid, required assessment results into the requisition in context.

The system automatically copies a candidate’s existing, valid assessment results into any receiving reqs with all subsequent submissions.

3. Copy/Move to Req

Also includes initial filing to req

Supports automated functionality for what is available manually today

Used for Evergreen req scenarios - see additional detail in RAM User Guide for more information.

4. Exit

When performed, this action causes the trigger to exit and also skips the running of any subsequent rules.

5. Populate Field Values

Automates the form create and update process

Can specify which value(s) to insert or update on forms

Req form fields, candidate form fields, req subsidiary form fields, and Talent record fields are supported

Talent record selection contains Candidate type, which can be updated.

Auto-fill fields on forms need to be explicitly added within the action in order for them to appear on the form. Select the auto-fill field, and click Save Action. No value selection is necessary in this case.




Support for dynamically populating fields based on other fields is allowed by utilizing the Use existing field selection where a source field can be specified. This is also allowed for auto-fill fields, where it overrides the standard auto-fill configuration.

More details are available in the RAM User Guide on the Support Portal. 6. Post to Candidate Portal

This action posts candidate forms to Candidate Portal when a candidate’s HR status reaches the pre-defined HR status selected during trigger configuration.

7. Preconfigured Integration

This action is used to configure the mappings for WOTC & Social source.

WOTC Templates display only when client setting of “Work Opportunity Tax Credit Integration” is Yes.

CRM template displays only when client setting of “Integration Candidate Relationship Management (CRM)” is used with “First Advantage” selected.

Once the template is selected, the fields to be mapped for that vendor are displayed under the ‘Map Template Fields’.

No field mapping needed for BrassRing Candidate Relationship Manager (CRM). 8. Run Another [trigger] Instance

This action is placed after ‘Update HR Status’ in a rule. This is a final action in a rule where the trigger exits once all actions in the rule are processed.

This action can be configured only once per rule. Once a ‘Run another instance’ action is saved, the user does not see this action category in the drop-down for the same rule.

The user can choose only one option between “Use exiting date / numeric field” and “Select run frequency”.

9. Run Another Trigger

This action is placed after ‘Run another instance’ in a rule. This is a final action in a rule where the trigger exits once this action is processed.

This action can be configured only once per rule. Once a ‘Run another trigger’ action is saved, the user does not see this action category in the drop-down for the same rule.

This new action is visible only for the following combinations: o Req based triggers (except Req Edit) with context ‘Across Candidates’ o Candidate based triggers with context ‘Across Reqs’ o HR Status

10. Send Communication

Allows automated communication to be sent

Selection of language and email template occurs

Selection of recipient list occurs. Recipients available is based on whether the candidate and/or req is in context. For example, a Req Edit trigger mechanism with a Trigger Context of None means the candidate is not in context. Therefore, the talent record email address is not listed as a recipient.

A checkbox is available to “Include old and new values…” for req form fields modified. This is used with the Condition of Req form fields modified. When checked, it appends the fields selected in the condition at the bottom of the email communication. Note: only fields contained within the condition are evaluated. And if the fields selected in the condition have not changed, they are not included in the email communication.




11. Undo HR Status

Performs an Undo of the HR status for the candidate, returning candidate to the previous status.

Behaves the same way as an Undo in the BrassRing user interface. 12. Unpost and Close Req

This action allows unposting and subsequently closing of the req.

Selecting this action category unposts the req from all gateways and job boards as well as closes the req. No other selections are necessary with this category.

Standard prerequisites for closing the req apply here.

When you use this action, it is recommended to disable the auto-close user interface popup on the HR status.

13. Unpost Req

This action only allows unposting the req.

Selecting this action category unposts the req from all gateways and job boards. No other selections are necessary with this category.

14. Update Candidate Tier

This action updates the candidate tier.

Automates the same action that can be performed in the BrassRing UI for updating a candidate’s tier. Usually, this is done in exception scenarios.

It is hidden if there is no req context for the trigger.

If the selected tier is not part of the req template when the trigger runs, the action does not complete.

15. Update HR Status

Updates the candidate’s HR status.

Can disobey closed tracking logic rules if client setting is turned on for “Disobey Closed Tracking Logic in RAM”. Otherwise, the HR status updates only if it is an available next step in the configured workflow. Additional options include the following checkboxes. Please note that selecting a checkbox is optional. If you want to update for the req in context, do not check any of the following checkboxes.

o Only update in other reqs (all active req templates) – checking the box for this option means that this HR status update action occurs only in other reqs and not the req in context. Scenarios include the ability to update the candidate’s status in one req, and then reflect that same status update in all other reqs they presently reside in. For example, a candidate is updated to “Hire” in one req (this acts as the trigger mechanism). The candidate is then moved to a status called “Hired in other req” in other reqs (this is the rule action with only this checkbox setting checked). This option does not update candidates if they are in a final HR status. This option updates across all req templates.

o Only update in other reqs (this req template) – checking the box for this option means that this HR status update action occurs only in other reqs and not the req in context. Scenarios include the ability to update the candidate’s status in one req, and then reflect that same status update in all other reqs they presently reside in. For example, a candidate is updated to “Hire” in one req (this acts as the trigger mechanism). The candidate is then moved to a status called “Hired in other req” in other reqs (this is the rule action with only




this checkbox setting checked). This option does not update candidates if they are in a final HR status. This option updates across all reqs that have the same req template as the req in context.

o Update across all active reqs in all req templates – checking the box for this option means that this HR status update action occurs in both this req and other reqs. Scenarios include the ability to disposition a candidate in one req, and reflect that same disposition status in other reqs. For example, a candidate has failed a drug screen and is updated to “Failed Drug Screen” final status. The candidate is moved to this status for all reqs. This option updates across all req templates.

o Update across all active reqs in this req template – checking the box for this option means that this HR status update action occurs in both this req and other reqs. Scenarios include the ability to disposition a candidate in one req, and reflect that same disposition status in other reqs. For example, a candidate has failed a drug screen and is updated to “Failed Drug Screen” final status. The candidate is moved to this status for all reqs. This option updates across all reqs that have the same req template as the req in context.

16. Update Req Tier

This action updates the currently visible req tier.

Automates the same action that can be performed in the BrassRing UI for updating the visible req tier. Usually, this is done in exception scenarios.

It is hidden if there is no req context for the trigger.

Existing Actions

Multiple existing actions that are populating different fields on the same form are grouped together and thus populated together for multiple form instances.

Figure 10- 17: Existing Actions Grouped Together

Activating RAM Triggers

By default, RAM triggers are placed in a draft status during initial creation. This allows configuration to occur as needed before testing. Once a trigger is ready for use, it must be activated.

1. Select the RAM trigger that needs to be activated. 2. From the Actions list, click Activate Trigger. 3. Click the Activate button to activate the trigger.




Note: In your Production site, this action is completed by your IBM Representative.

Editing Active Triggers

If edits are needed for an existing trigger, select the appropriate trigger and click Edit trigger. Note: Be careful when making modifications to active triggers. When you click Edit trigger for the first time, an option is presented to either use versioning or make the change immediate once activated again. Make the selection carefully based on desired result.

Option: Versioning If the option for versioning is chosen, then the trigger is put in draft status immediately. Once the changes were made, and the trigger is activated again, it applies the changes only to reqs opened after the changes. This allows all candidates within a req to follow the same trigger logic. While saving the changes in the new version, you must specify a different trigger name. It is recommended to append “v2”, “v3”, etc. onto the name. Once activated, only one trigger is seen under this new name.

Option: Make change immediately If you choose the option to make the change immediately across all reqs, then the trigger is immediately placed in draft status. You can then make changes and activate the trigger again. The newtrigger logic takes effect immediately. Therefore, you may see a mixture of trigger logic for candidates within a req. This is recommended when you test triggers, debug triggers, and fix triggers, or if you change the business logic for all reqs (even ones that are already opened).

Figure 10- 18: Editing Existing Trigger

In either scenario above, the trigger is placed into draft status while the changes are being made. Once edits are finished, your IBM Representative must activate the trigger again. While the trigger is in draft status, all trigger events that occur during the time the trigger was placed into draft status are held until the trigger is activated again. Once active, the events that occurred during the time the trigger was in draft status are processed.




If a trigger was initially selected for versioning, it only allows any additional changes to use versioning as well. Therefore, choose your edit selection carefully when attempting to edit a trigger. View different versions by using the View trigger details menu option. Links are available for all previous versions.

Figure 10- 19: Trigger Details Menu

Save RAM as new Triggers can be ‘Saved as new’ from all trigger types: active, draft, and inactive. This feature can save you time is you need to create a new RAM trigger similar to an existing one.

Note: Trigger mechanism, event, and context cannot be edited. To use the ‘Save as new’ feature: 1. Select Tools > Automation Manager > Admin. 2. Locate the trigger on the Active, Draft, or Inactive Triggers page, and click Save trigger as new

under the Actions menu. 3. The RAM trigger – Save trigger as new window appears. (Figure 10-20).

a. Add the Trigger Name. b. Select a Mechanism. c. Add Trigger Delays (hrs), if required.

4. Click the Save & Continue button. The new trigger was created and placed in draft status. (Figure 10-21).

5. Continue to edit the trigger. 6. Save the trigger when edits are completed.




Figure 10- 20: RAM – Save trigger as new screen

Figure 10- 21: RAM – RAM trigger is draft status to be edited

Inactivating RAM Triggers

Triggers no longer needed can be inactivated. When a trigger is inactivated, triggering events are no longer processed or held. A trigger can be activated again once it has been inactivated. However, it is treated as if this is the first time the trigger was activated. If an HR status or form is still selected for a trigger that is inactive, it is not available for selection as a trigger event.

To inactivate a trigger: 1. Select Tools > Automation Manager > Admin. 2. Locate the trigger on the Triggers page (Active view), and click Inactivate trigger under the

Actions menu. 3. A preview of the trigger configuration opens. At the bottom of that screen, click Inactivate.

The trigger is now inactive and can be found under the Inactive triggers within Workbench.




Deleting RAM Triggers in Draft

This option is available only for triggers in Draft status. If a trigger is no longer needed, it can be deleted. However, it is recommend to inactivate rather than delete a trigger. Please consult with your IBM Representative if you have any questions.

To delete a trigger:

1. Select Tools > Automation Manager > Admin. 2. Locate the trigger on the Triggers page (Draft view), and click Delete trigger under the

Actions menu. 3. A confirmation message will appear asking you to confirm if you would like to delete the

trigger. Click OK.

Deleting Previous RAM Trigger Versions

Ths option is available for triggers in Active and Inactive status. The option deletes all previous trigger versions. Going forward, any new trigger events use the configuration as defined in the most recent trigger version. When such triggers are edited the next time, the user is presented with the option to use versioning or continue without using versioning. For Active triggers, no events are missed when the delete versioning is processed.

To delete previous trigger versions:

1. Select Tools > Automation Manager > Admin. 2. Locate the trigger on the Triggers page (either Active or Inactive view), and click Delete

previous trigger versions under the Actions menu. 3. A confirmation message will appear asking you to confirm if you would like to delete all

the previous versions of the trigger. Click OK.

RAM / AM Log

As a Workbench Administrator, you have the ability to review and analyze log files for specific candidates. A RAM / AM log allows you to run a search on a particular candidate; thereby, providing you with a list of all RAM / AM triggers that have run for that candidate.

Elements of a RAM / AM Log

A search page is provided for searching by candidate and date.

The results will be displayed in a grid with the results sorted by the most recent trigger run time.




Results for the last 30 days can be analyzed to see the list of conditions and actions by clicking on View details.

Logs are available for the last two years, but only the details will be shown for the last 30 days.

If a rule is not run, then the state entries would be blank for the rule, conditions, and actions.

In case of any action resulting in an error, a brief error message is displayed along with any pending retries.

Running a RAM / AM Log

To run a RAM / AM log:

1. Select Tools > Automation Manager > RAM / AM log. 2. The Retrieve Log Search Page appears. 3. Enter the search information.

o Searching is available by Trigger or Candidate or Req Information o A given time period can be used to more easily target specific triggers

4. Click the Search button. 5. Your trigger results appear.

RAM / AM Log Trigger Results

Results are shown in a grid, sorted by the most recent trigger run time. Results will display in the grid for the last two years. However, only the last 30 days will display an option to View details.

8. Click on the “View Raw Log” binoculars icon next to the result you would like to see the log details for (see Figure 10- 22):




Figure 10- 22: Log Details

Click on any of the above trigger name(s) or rule(s) (seen as blue or green hyperlinks) to view more details (see Figure 10- 23 below):

Figure 10- 23: Trigger or Rule Details

RAM / AM Log – View Details

Clicking on the View details link for a given trigger instance will display more specific details of what occurred with that trigger when it ran. Rule, condition, and action statuses are shown. Below is a list of the various rule, condition, and action statuses. This will assist in identifying what exactly happened with the candidate when the RAM / AM trigger ran.

Rules

True o All conditions were true

AND o Actions were performed without error

False o One or more conditions were false, resulting in no actions being performed

Error o One or more of the actions resulted in an error

OR o One or more of the conditions resulted in an error

Not Runt o The rule was not run, meaning that a prior rule updated the HR status of the

candidate and the trigger exited, or there was an error in a prior rule and the trigger never got to this point

Conditions

True o The condition was true

False o The condition was false

Error o The condition resulted in an error

Not Run




o The condition was not run, meaning the rule in general never ran, or a prior

condition had an error

Actions

Success o Action was performed successfully

Error o Action resulted in an error o The error will be followed by a description and any applicable retry logic

pending

Not Run o The action was not run, meaning the rule in general never ran, the conditions

were not true, or a prior action had an error. o If the action was a web service call, then the action will have an additional

link to click on in order to view the outgoing and incoming XML messages.

Chapter Summary

You can automate the timely gathering of data on HR and req statuses and other events, such as posting expirations and Talent records send and viewed. The data can be sent automatically to a list of recipients.

Before you create automation manager or rules automation manager triggers, you need to make sure that you first configure the email templates in BrassRing for triggered notifications.

You can administer exiting automation triggers

You can create new and administer existing rules automation manager triggers.

After you create a new rules automation manager trigger, you will have to work with your IBM representative to have it activated.

In order to make changes to an existing rules automation manager trigger, you first create a new trigger by using the ‘Save as new’ functionality, and add a version number in the trigger name. You will need to inactivate the ‘old’ trigger, and have the IBM representative activate the ‘new’ trigger.




Check Your Skills


1. An Automation Manager (AM) trigger is set-up as draft first, before it can be activated.

2. Rules Automation Manager (RAM) triggers are activated automatically.


Your organization requires you to create a new Automation Manager Trigger for ‘Candidate HR Status - Send Talent Record’. Note: Add your initials to the name.

The trigger needs to be set-up so that it sends out the Talent Record to Hiring Manager when the HR Status of the Candidate is changed to HM Review.

It will apply to all candidate types and reqs.

The Talent Record will not include any forms to be completed nor viewed.




Chapter 11: User Interface

Chapter Overview

The User Interface is a role-based interface that includes options specific to hourly recruiting, salaried recruiter, managers, and others based on client configuration. You have information at-a-glance for the recruiter/hiring manager to know the current status of requisitions and candidates in the recruitment workflow. You also have easy access to the next steps.

The user interface provides fewer clicks to access key data and information.

Chapter Objectives At the end of this chapter, you will be able to:

Configure the User Type Panel Mapping

Customize your individual Welcome page panels

Building the Quick Links Panel

Build a Sub-Panel




Configure the User Type Panel Mapping To create User Type panel mapping:

1. Click Tools > Users > User Types. 2. Select that User Type you wish to setup, and click User Type panel mapping in the

Actions list.

Figure 11- 1: User Type panel mapping

3. The User Type panel mapping screen appears. 4. The Welcome page title is the name that appears on the Welcome screen. There is a

character limit of 40 characters. No HTML is accepted. (Hint: Click the Show Me hyperlink to see where the Welcome Page Title is located.)

5. Optional - Select the checkbox for Push panels to interior pages to use the same look and feel of panels in the output grids from the main navigation.

6. Optional – If you select the checkbox for Default launch Mobile / Responsive UI, the user type will no longer see the classic UI for BrassRing but rather the Mobile / Responsive UI.

7. For Layout template, select the number of columns for the layout: 1 column or 2 columns. This defaults to 2 columns. If 1 column is selected, you must select all right or left side Layout options.

8. From the panels column, select the panels that will appear on the user interface. To select a panel, place a check mark in the box next to the panel name.

Figure 11- 2: Selecting the required panels

For panels that the User Type does not have the associated privilege, the panel drop-down will default to Restricted and be disabled. The following panels have associated privileges:




My Candidates – Candidate Categorization – My Active My Open Reqs – My Reqs – View Open My Reqs Pending Approval – My Reqs – View Pending

A list of the panels with a description are available below:

Panel Name Description

All Open Reqs Displays fields that are configured for the All Open Reqs panel, up to 1,000 records. Required privilege: Reqs—All Reqs—View open

All Reqs Pending Approval Displays fields that are configured for the All Reqs Pending Approval panel. Required privilege: All Reqs—View pending

Candidate Results Provides the results when you click a number within either the My Open Reqs or My Candidates panels. If you do not select and specify a location for this panel and the BrassRing user clicks a number within the My Open Reqs, All Open Reqs, or My Candidates panels, this panel launches and is placed below the calling panel. If you give it a layout location, this panel is invisible until the BrassRing user clicks on a number, at which point the panel launches in the location specified by the mapping.

Custom Subpanel Specialized Candidate Results panels that are launched from the My Open Reqs or All Open Reqs panels.

My Candidates Displays fields that are configured for the My Candidates panel. Required privilege: Candidate categorization—My Active

My Open Reqs Displays fields that are configured for the My Open Reqs panel. Required privilege: My Reqs—View open

My Reqs Pending Approval Displays fields that are configured for the My Reqs Pending Approval panel. Required privilege: My Reqs—View pending

My Tasks (not currently available with new UI)

Provides users with visual reminders to help them take the actions necessary to move candidates forward in the hiring process. Additional configuration is needed within the HR Status(es).

My Calendar Displays your Outlook calendar

Quick Links Displays the quick links that you configure

Welcome Message Displays the welcome message that you configure

Analytics Metrics Panel Displays Business Analytics metrics Table 11- 3: List of Panels and Description




9. The Panel Type column indicates whether the panel will be Optional, Default, or Required.

Optional: The user has the option to add the panel to the Welcome page, but it does not display by default

Default: The panel will display by default, but the user can remove it if desired

Required: Same as above, except the user cannot remove the panel

Figure 11- 4: Selecting a panel type

10. The Configuration column identifies what fields will display in that panel. Select the

configuration that should appear for the panel. Certain panels have certain configurations (i.e., the My Candidates panel has a Basic Configuration and an Advanced Configuration). Configurations are explained in greater detail later in the chapter.

Figure 11- 5: Selecting configuration options

11. The Layout column determines where the panel will be positioned on the user interface.

Select as desired for the position on the screen: Left 1 = left side top, Left 2 = left next down, Right 1 = right side top, etc. A layout option can only be selected once.




Figure 11- 6: Selecting the layout options

12. When you are finished configuring the user interface, click the Save button. 13. Specify the layout of each panel, and click Save.

Panel Configuration

You have completed the steps to set up the user interface for the User Type. This next section describes how to customize the individual panels and their columns. To create new configurations for the panels on the User Interface, complete the following steps:

1. Select Tool > Settings > Panel Configuration. See Figure 11 6.

YOU CAN VIEW THE STANDARD CONFIGURATION AVAILABLE FOR THE PANEL BY CLICKING THE ICON. THE CONFIGURATION YOU CREATE WILL APPEAR AS AN OPTION IN THE DROP-DOWN LIST IN THE

CONFIGURATION COLUMN OF THE USER TYPE PANEL MAPPING

2. From the Panel Configuration screen, select the icon for the panel for which you would like to create a custom configuration.

Figure 11- 6: Panel configuration

3. To preview the fields that will display for a configuration, select the Preview icon.

See Figure 11-7.




Figure 11- 7: Selecting standard view

4. From the Administer panel configuration screen, click Add new configuration in the

Actions list on the left. See Figure 11- 8. 5. In the Configuration Name field, type in the name of your configuration. There is a

character limit of 255. HTML is not available in this field. 6. In the configured fields section, a template is available with a few fields showing. 7. Use the Trash can icon in the Actions column to delete any unwanted fields. 8. Use the up and down triangles in the Actions column to place the fields in a different

order. 9. The View translations field allows you to view the column label in other languages, if

available.

Figure 11- 8: Configuring specific panels

10. To add another row to the Configured Fields section, click the Add Row button.

See Figure 11- 9. YOU CAN HAVE UP TO 100 ROWS IN THIS TABLE AND CAN MAP ONE CONFIGURATION PER USER TYPE.




Figure 11- 9: Adding a row to configured field

11. A new row is added. Click the Select Field button to display the available fields for the

panel. See Figure 11- 10.

Figure 11- 10: Selecting the field to be added to the panel

12. Choose one field in the Available window, and move it to the Selected window by clicking the Add button. Then, click the Submit button. See Figure 11- 11.

THE OPTIONS IN THE AVAILABLE LIST WILL DIFFER FROM PANEL TO PANEL. TO INCLUDE A LINK TO THE REQ

DETAILS PAGE IN THE PANEL, YOU MUST INCLUDE ONE OF THE REQ ID FIELDS (AUTO REQ ID OR REQUISITION

ID) IN THE PANEL CONFIGURATION. IF A STANDARD REQ FIELD IS HIDDEN FOR A USER TYPE BUT IS CONFIGURED TO APPEAR IN THE PANEL

CONFIGURATION, IT WILL NOT DISPLAY FOR THE USER TYPE IN BRASSRING.




Figure 11- 11: Searching for fields

Most of the panels have similar configuration possibilities. The table below describes the differences.

Panel Type Description

All Open Reqs You can configure the following req-related links to display in this category:

Req ID

Candidate Type

HR Status Type

Standard panel fields: Date Created/Opened, Attachments, Posting Options, Sub-forms, Candidate Counts, Language, etc.

Req fields: Including Text, Numeric, Date, Single-Select, and Radio fields. This does not include encrypted fields

BrassRing users without associated privileges for posting options, attachments, or sub-forms will not see the related column or icon, even if configured.

All standard configurations that include Req # as a standard configuration field will display the Auto Req ID number in the View, Preview, Inactive, and Delete screens. If you use optional req numbering, we recommend that you do not use the standard configuration.

All Reqs Pending Approval

You can configure the following req-related links to display in this category:

Req ID

Req fields (the same fields as My Open Reqs)

Standard panel fields (Approve action – active when user is current approver; Next Approver; Date Created; Attachments; Sub-forms)

Req fields: Including Text, Numeric, Date, Single-Select, and Radio fields. This does not include encrypted fields.

BrassRing users without associated privileges for attachments or sub-forms will not see the related column or icon, even if configured.





You can also choose to display only the Reqs that require the user’s approval rather than all Reqs pending approval.

Candidate Results The default title changes to: Candidates in: [Req #: Req title] if launched from the My/All Open Reqs panels Candidates in: [HR status name] if launched from the My Candidates panel

The BrassRing user can configure the fields that display in the Candidate Results Basic View panel; therefore, you do not need to configure any of these fields in Workbench if using the Basic View. The results that display in the Basic View depend on what the BrassRing user chooses when working with candidates in folders.

You can configure the following candidate-related links to display in this category for Advanced View:

Name

Viewed

Date Last Viewed

Notes

Forms

Communications

Candidate Types

HR Status and Date

Talent Gateway Score

Employee Referral

Agency Referral (requires Agency Manager)

Folder

Updated By

Applicant Master fields

Candidate form fields that meet the following criteria: a. Designated as outputable b. Are of the following field types: date, email address, numeric, single-select,

radio button, text, and SSN which are not encrypted

If the New/Viewed tied to Req setting is enabled in your client settings, the New count on the req panels is specific to a requisition. Users with the Candidates – mark as viewed privilege (Tools > Users > User types > Edit type permissions > Candidate Actions 2) can mark the candidate as having been viewed for this requisition if they have opened the candidate’s Talent Record previously, either in Search Results or for another req.




Custom Subpanel Whereas the only aspects to configure for the standard Candidate Results panel are columns defined and whether users can change the column configuration, for a custom subpanel, you configure:

Actions to be available

Candidate Search action

Filter Options

View More Candidates Settings

You do not configure where a custom subpanel launches in the User Type Panel mapping – subpanels launch with the same placement as the Candidate Results panel.

My Candidates You can configure the following candidate-related links to display in this category:

Employee Referral

Agency

External

Inactive

Past Employee

Custom Candidate Types

Candidate Count – Total Not Viewed

Last Activity Date

Candidate Count – Total HR status names will appear automatically in BrassRing based on the candidates the user has active. If Hide by HR Status settings are in place for a user, these statuses do not appear.

My Open Reqs You can configure the following req-related links to display in this category:

Req ID

Candidate Types

HR Status Types

Standard panel fields: Date Created/Opened, Attachments, Posting Options, Sub-forms, Candidate Counts, Language

Req fields: Including Text, Numeric, Date, Single-select, and Radio fields. This does not include encrypted fields

BrassRing users without associated privileges for posting options, attachments, or sub-forms will not see the related column or icon, even if configured.


My Reqs Pending Approval

You can configure the following req-related links to display in this category:

Req ID

Req fields (the same fields as My Open Reqs)

Standard panel fields (Approve action – active when user is current approver; Next Approver; Date Created; Attachments; Sub-forms)

Req fields: Including Text, Numeric, Date, Single-Select, and Radio fields. This does not include encrypted fields BrassRing users without associated privileges for attachments or

sub-forms will not see the related column or icon, even if configured. All standard




configurations that include Req # as a standard configuration field will display the Auto Req ID number in the View, Preview, Inactive, and Delete screens. If you use optional req numbering, we recommend that you do not use the standard configuration. You can also choose to display only the reqs that require the user’s approval rather than all reqs pending approval.

My Calendar There is no configuration required for the My Calendar option. This panel works with Outlook 2003 or higher and requires a plug-in for Internet Explorer. Currently, this plug-in is not available for other browsers.

My Tasks

(not currently available with new UI)

My Tasks can serve to remind recruiters and hiring managers of pending tasks in the hiring process, and provides a convenient means to take the next step. The My Tasks panel shows:

Candidates who have remained in certain HR Statuses for a configured period of time. The candidates are those associated to reqs for which the user has a my-req relationship, or filed to user’s My folder or My inbox.

Candidates who have a form pending approval by the logged-in user.

Next Step Column The Next Step column shows the user’s next action, based on why the candidate is included in the panel:

Update Status action, triggered by HR Status aging. Select the next status from those defined by the client’s tracking logic display (this behaves the same as for Update HR status from the Candidate Results panel). The HR Status update occurs for the Req (folder) in which the candidate resides, based on the trigger.

Approve Form link, triggered by candidate forms awaiting approval. When a Candidate form approval trigger is configured, if the user is the next approver for the form, the candidate displays regardless of whether the user has a My-req relationship to the candidate. Click the Approve Form link to open the usual form approval screen. (For parallel approval processes, the Approve Form link appears as the next step for all the form’s BrassRing approvers, rather than for the next approver only.) Once you take the “next step “ and the candidate no longer meets the trigger criteria, the candidate is removed from the panel.

Quick Links You need to add the configuration before adding the mapping for the Quick Links option. There is no Quick Link default configuration. For Quick Links, you can configure:

My Reqs

Candidates

Custom categories with external links

Welcome Message

You also need to configure the Welcome message before adding it to a panel mapping.




Building the Quick Links Panel

This panel provides shortcuts to normal functions that are also available from the top menu. To create a Quick Links panel, perform the following steps:

1. Select Tools > Settings > Panel Configuration. 2. Click the Administer configuration icon for the Quick Links panel. 3. From the Administer panel configuration screen for Quick Links, click the Add new

configuration link. The Add panel configuration screen displays. See Figure 11-12.

Figure 11- 12: Configuring a Quick Links panel

4. Enter a name for the new configuration in the Configuration name field. Refer to Figure 11- 13.

5. You have the option to allow your users to add/remove links and categories to/from the Quicklinks panel by selecting the appropriate checkbox.

6. Use the options in the Select type field to help configure the Quick Links panel. A description of each option is listed in the below table:

Panel Type Description

Quick Link Category This type can be either My Reqs or My Candidates. Select one of these categories from the Category drop-down, and then click the Add button. A row for that category displays in the Configured panel contents. In this new row:

Click the List button, and select the req or candidate links that you want to display in the Quick Links panel. You do this by clicking on the Req or Candidate link in the Available window and clicking the Add button to move that status type to the Selected window. Place them in the order that you want them




to appear on the panel. Click the Submit button. Notice the Category Links field indicates how many status types you chose

Click the View/Edit translations button, and view or edit the link category translations (you cannot change the link names), then click Save.

Custom Category Use this category to create a list of links within your own category. You can create the folder in which the External Links can be categorized using this category. After adding this title, you can use the External Links to add the URLs that fall within the category.

External Links Use this category to configure links to external websites.

Figure 11- 13: Quick Link example

7. Create the Categories and External Links for the User Type you wish to configure. For

example, once you have created your My Reqs and Candidates categories and links, then create a title for a custom category, and then create the external links to fall under that category.

8. Click the External Link radio button from the Add Panel Configuration page. The URL and Text fields display. Refer to figure 11- 14.




Figure 11- 14: Creating categories and external links

9. Once you configure the links you wish to display in that category, click Save.




Create the Welcome Message

To create a Welcome message, perform the following steps:

1. Select Tools > Settings > Panel Configuration). 2. Click the Administer configuration icon for the Welcome message. 3. From the Administer panel configuration screen, click the Add new configuration link or

select an existing configuration, and click Save configuration as new to create your Welcome message. The panel configuration page for the Welcome message displays as shown in Figure 11- 15.

Figure 11- 15: Add panel configuration window

4. Specify a Configuration name and title for the panel, as well as the panel text message, up

to 4,000 characters.

Custom Configuration Sub-panels (not applicable to new UI)

Custom sub-panels are specialized Candidate Results panels that are launched from the My Open Reqs or All Open Reqs panels. Like the Candidate Results panel, they display the candidates (or a subset of candidates) that are filed to a requisition folder. The sub-panels, however, are designed to guide particular processes and encourage process compliance for candidate processing and workflow, so they generally have limited actions and filter options. Custom sub-panels have no standard configuration. You configure them to meet the specific needs of your organization, and you can configure as many as desired. You can control aspects of the candidate results shown, such as access to certain candidates, actions, forms, and correspondence. Candidate Filters

You can limit access to candidates by candidate types or HR statuses. The primary filter on a custom sub-panel is candidates whose current status is selected in the Display candidates in the following HR statuses setting. For example, the sub-panel can limit the candidates shown to those in all the HR statuses that make up the screening stage of your hiring process, such as




0-Filed, Met Basic Qualifications, Met Preferred Qualifications, Resume Review, Initial screen, etc. As a candidate enters or leaves one of the HR statuses selected, he/she will appear or disappear from the panel upon a refresh of the panel.

Actions

You can limit the actions that can be taken from the sub-panel, selecting a subset to present on the Actions menu. The actions chosen are specific to your process for candidates at a particular point in that process. For example, for a sub-panel showing candidates in the screening stage, you might include actions like adding notes or screening forms and exclude actions like creating an offer document.

Forms

You can disallow forms altogether or limit the forms available to only those that are appropriate for your sub-panel’s process. Using the screening stage example, you may be excluding the creation of New Hire and Offer forms. You do not configure where a custom sub-panel launches in the User Type Panel mapping – sub-panels launch with the same placement as the Candidate Results panel when the user clicks the sub-panel icon.

Examples

Some ideas of how custom sub-panels can be used might be to have specific Hiring Manager sub-panels for reviewing and/or interviewing candidates. These could be simplified panels so that the candidates presented, the actions to be taken, and the forms to be used are very straightforward and require little training. An Interview scheduler panel could include only candidates who are in the position to be scheduled for an interview. Output fields might include all the appropriate phone numbers and email addresses, perhaps with some fields from the Talent Gateway with candidates’ preferred work location, method of being contacted, and so on.

The columns chosen should help further the purpose of the panel – for a screening process, they might be the key columns for quick consideration of what candidate to review: Candidate Type, TG Score, City/State, HR Status Info, Notes, Education, and Employment Info. These are columns that a screener may want to sort by or just review before deciding for which candidates to open their Talent Record and perhaps read their resume/CV. Other possible examples follow:

Hiring Manager Review o Includes only candidates who have passed Recruiter screening o Output fields include experience and education o Actions and forms are related to scheduling interviews

Hiring Manager Interviewing o Includes candidates in interview stages o Output fields include phone numbers, fields from HM review forms, phone screen

forms o Actions and forms are appropriate for interviewing




Interview Scheduler o Includes candidates in interview scheduling statuses o Output fields include phone numbers, fields from HM review forms, phone screen

forms o Actions and forms are appropriate for interviewing

Assessment Review o Includes candidates in statuses around assessments o Output fields include assessment info o Actions and forms are appropriate for assessments

Event scheduling o Includes candidates in statuses around Event Manager o Output fields from Event results form o Output fields from form(s) configured with Event Manager internal event form

and/or Candidate facing registration form settings checked o Actions (Send to Event Manager) and forms appropriate for assessments

College recruiting o Includes only candidates in college recruiting HR statuses o Output fields include education o Actions and forms appropriate for college recruiting

To configure the custom sub-panels:

1. Click Tools > Settings > Panel Configuration. 2. Click the Administer configuration icon for the custom sub-panel. 3. Click Add New Configuration in the Actions list. 4. Enter the Configuration name and Panel title. Panel title will include the ReqID: req title

(as the Candidate Results panels do) and is translatable to all purchased locales. 5. For Subpanel type, select Custom Candidate Results. When the Subpanel type is

selected, the lower portion of the panel changes accordingly. Click the Panel attributes Edit button. The Panel attributes screen launches. The screen is quite similar to the Candidate Results panel configuration screen, but it does not have a setting to allow users to override the column configuration (because that would defeat the purpose of tightly controlling sub-panel processes). Most of the sections are collapsed by default, because you only need to configure what is appropriate.




Figure 11- 16: Panel Attributes for Custom Panel

6. For Display candidates in the following HR Status(es), select one or more HR statuses of

the candidates to be displayed in the sub-panel.

7. In the Candidate Actions list (expand the section if necessary), leave checked only those actions you want users to have access to in this sub-panel. Your selections here do not override the user privilege; users without appropriate privileges to perform an action will not see the action on their panel. If Add Forms is checked, you can also select the forms that will appear for selection in the Add Forms secondary menu in the sub-panel Actions. Again, this does not override the form privileges for the User Type. Once the user opens the Talent Record from the panel, the user will once again see all the forms that he/she has the privilege to add.

8. Check the Disable Talent Record and grid actions setting to allow users to see the candidates and column data with no actionable links (i.e., candidate name is plain text without a link to open the Talent Record or columns in the grid, such as HR Status, Notes, Forms, and Communications, display with plain text substituted for a link or icon without “click ability”). The panel should be primarily for review and reference, so you should configure the Actions menu to be as limiting as possible to support the restrictions.

9. Configure the Candidate Search section for searching the BrassRing database for candidates not currently filed to the req.




Figure 11- 17: Panel Attributes for Custom Panel – Candidate Search

a. Check Enable database candidate searching, and the other settings become enabled.

b. Check Auto pass search by Req Code to have the req ID automatically inherited into the search criteria REQ CODE field. This is useful only for clients without auto-file or insta-file turned on. Otherwise, anyone with the req code is typically already in the req folder.

c. The View Candidates settings (different from the View More Candidates setting at the bottom of screen) controls the number of candidates returned (in the search) who will be filed to the req when the search is completed and the user is ready to view search results. The results are returned in descending order of last date loaded. Based on that sorting, the first sequential candidates will be selected and filed to the Req based on your Number selection.

d. For File and update HR status to, select one HR status to which candidates selected from the search results will be filed. The selection must be one of the HR statuses selected in the Display candidates in the following HR status(es) setting.

The User Type should have the Candidates menu items Search and Saved Searches hidden (to limit the searching done in BrassRing to sub-panel Candidate Search action). Set the Search > Hide Search from Candidates menu User Type privilege to accomplish this.

10. Filter Options allows you to control what filtering can be displayed in the panel’s Filter

menu. Check either HR Status, Candidate Type, or both options. If neither is checked, the Filter menu does not display.

Figure 11- 18: Panel Attributes for Custom Panel – Filter Options

11. The View More Candidates Settings allows BrassRing users to review a manageable

number of candidates at a time, bringing candidates currently filed to the req folder into the panel. This helps Recruiters consistently choose candidates from an “un-reviewed” status in a more impartial manner. The candidates selected are automatically “promoted”




to a configured HR status (such as “Active,” “To Be Reviewed,” or “Recruiter Review”) to document the fact that they were selected via the functionality. Thus, the candidates who remain in the “pre-promotion” status have, by definition and in practice, not yet been reviewed.

Figure 11- 19: Panel Attributes for Custom Panel – View More Candidate Settings

a. Select one or more HR statuses that will compose the Source Pool of candidates to retrieve from (such as 0-Filed or Met Basic Qualifications). The HR statuses selected for the source pool cannot be selected in the Display candidates in the following HR Status(es) setting at the top.

b. Select how the candidates within the HR statuses will be sorted. You must choose a Primary sort (Secondary sort is optional) by TG Score or Date filed to folder. Select ascending or descending, as desired. For example, you could sort candidates with higher Talent Gateway scores to be at the top and rank those applying earlier within candidates of the same score.

c. Configure the Number of candidates to be ‘promoted’ from the source pool to the custom sub-panel and the Selection method for choosing those candidates from the source pool (Sequential or Every 5th, 10th, 15th, 20th, or 25th candidate). For example, you can configure to promote 20 candidates, taking every 5th one. You would get the 1st, 5th, 10th, and so on, until the system has reached 20 candidates. If not enough candidates remain in the source pool to fully execute the configured Number of candidates and Selection method, then the system uses a sequential selection method to promote the top X number of candidates (according to the source pool sort configured). For example, if Number of candidates = 10, Selection method = Every 5th candidate, and number of candidates remaining in the Source Pool = 42, the system promotes the “top” (per sort) 10 candidates in the Source Pool.

d. Select the HR status that the candidates will be ‘promoted,’ or updated, to via the View More Candidates action. It must be one of the HR statuses selected in the Display candidates in the following HR Status(es) setting at the top of the page.

e. Click Done when finished with the panel’s attributes, and click OK for the confirmation.

The last step of configuring a subpanel is to enable it in either the My Open Reqs or All Open Reqs panel configuration. Go to Tools >> Settings >> Panel Configuration, create a new row, and select the subpanel as a new field.




Chapter Summary

The User Interface provides fewer clicks to access key data and information.

The User Interface is a role-based interface specific to clients’ needs.

As a Workbench Administrator you can configure the User Type Panel mapping.

You can build your own Welcome panel.

You can build Quick Links panels.

You can customize your panels such as ‘All Open Reqs’, ‘My Open Reqs’, etc.

You can build Sub-panels.




Check Your Skills


1. On the user type panel mapping screen you can assign the panel type of ‘optional’ which means that the user cannot remove the panel.

2. The layout column on the user type panel mapping allows you to select the position of the panel

on the user interface.

3. If a Standard Req field is hidden for a user type but is configured to appear in the panel configuration, it will not display for the user type in BrassRing.




Chapter 12: Managing Integrations

Chapter Overview

BrassRing can interact with several other systems, sending data to/from other systems as needed. This chapter will discuss the type of integrations, and how they are managed within Workbench.

Chapter Objectives


- Define custom integrations vs. pre-configured integrations - View, edit, and administer subscription information - Use the Integration Tools - Understand the different types of Integrations - Use the Mapping Tool




Overview of Integrations

BrassRing can interact with several other systems, sending data to/from other systems as needed. Integrations are typically set-up during the BrassRing implementation process. Should your organization require integration after ‘go live’ date, you will work with IBM to design, configure, and implement most integrations. Subscriptions are set-up for the management of the data transfer, wherein the vendor or host, schema, and transfer properties are defined. This chapter provides you with an overview of how to manage already existing integrations. There are two types of integrations: Custom and Pre-configured.

Custom Integration Pre-configured Integration

Point-to-point integration connects vendor system to BrassRing via the respective IBM integration interface.

Partnership with various vendors allows for standard integrations through a Common Services model.

Administer Integrations

Integration administrations allows you to view, edit, or administer the subscription information related to different integrations you may have, such as Pre-Configured Background Check integration, Foundation, RFA, Form Imports, etc. To administer an existing integration:

1. Click Tools > Integrations > Administration.

Figure 12- 1: Integration type administration

2. To view the settings, click the View settings icon of one of the integration types. The view

settings screen provides you with a summary specific to an integration type.

3. To access the Subscription Admin screen, click the icon for Subscription admin of one of

the Integration types from the Integration Type administration screen.




Figure 12- 2: Subscription Administration for Candidate Export.

On the subscription administration screen for a specific integration type you can view the settings and/or preview the XML path for each subscription enabled for your organization. Once IBM provides you access to edit an existing subscription, the edit subscription column also appears.

4. From the Subscription Administration screen for a specific integration type, click the Edit

Settings (Subscription) icon to see a list of subscriptions that was integrated for your organization.

a. View and edit the settings as well as preview XML / XML path. b. Click on the Edit settings icon to access the settings. The following three tabs

appear: Subscription: Provides you with the details of the subscription such as

Properties and Trigger Types. Subscriber: Provides you with the details of the Subscriber. Mapping: Shows you a list of fields that are included in the integration.

Figure 12- 3: Edit Subscription window




Figure 12- 4: Edit Subscription window

Integration Tools Integration tools help you pull integration logs or posts which can assist you with trouble-shooting an integration issue.

1. Click Tools >> Integrations >> Integration Tools The screen will default to the list of Integration Summaries. You can select the following integration tools from the list of Actions (Figure 12-5):

o Integration summary o Retrieve client post o Get last post o Get last successful post o Get last failed post o Get top 50 posted today o Pull form fields o Post XML directly o Define system logs o Retrieve system logs




Figure 12- 5: Integration Tools List of Actions

VIEW ACCESS TO INTEGRATION ADMINISTRATION IS AUTOMATICALLY GRANTED WITH POWER USER

WORKBENCH ACCESS; HOWEVER, EDIT ACCESS NEEDS TO BE GRANTED VIA CLIENT SETTINGS. A DESCRIPTION OF EACH INTEGRATION TOOL ACTION ITEM CAN BE FOUND IN THE ONLINE HELP GUIDE.

Types of Integrations BrassRing XML integration offerings allow IBM to work with our clients to configure multi-level, robust integration relationships between BrassRing and any system that can send and receive XML. Examples of these systems include HRIS (i.e. SAP, Oracle, etc.) and systems that perform HR related services like background checks, assessments, or compensation analysis. The table below provides the name and description of the different integration types:

Foundation Import Integration

Example: Departments, Site Locations, Cost Centers Available Field Options: Candidate form field options, Standard Req field options, Custom Req field options Available Question Types: Multi-select, Single-select, Query-select

Keeps your BrassRing field options in sync with your ever changing HRIS field options. - One XML file per foundation field - XML contains code, description, and status - Sent via HTTPS post or web services - Real-time (synchronous) integration

Job Code Default Data (JCDD) Import Integration

Example: Job Code, Job Description, Department, Grade, Location/Division, Cost Center

Associates certain Req fields to a Job Code. Once associated the field data will always appear when creating a Req with that Job Code. - One XML file per Req template - All field types can be sent - Send via HTTPS post or web services - Either real time (synchronous) or off-line

(asynchronous) integration




Requisition Import Integration

Creates and/or edits Requisitions directly from your HRIS system. - Required fields must be sent - All field types can be sent - Sent via HTTPS post or web services - Real-time (synchronous) integration

HR Status Update Import Integration

Updates a candidate HR status from an outside source. - Required fields must be sent

Candidate first name, last name and email or home phone OR Candidate reference number

Status (must be an active status) Action Date

- Integration service will follow tracking logic rules that are set-up via BrassRing with respect to start, intermediate, and final status

- Service does not support final HR status updates such as “Hired” that will either auto-close a requisition or count-down positions on a req

- Sent via HTTPS post or web services - Real-time (synchronous) integration

Form (iLoad) Import Integration

Example: Background Check Results, Assessment Results, Interview Forms

Adds or updates data into a pre-existing candidate form - A candidate must exist in BrassRing before a

form can be attached to the candidate’s record

- The form must be already defined in BrassRing - Multiple forms can be uploaded in one

transaction as long as all forms are of the same type

- Sent via HTTPS Post or Web Services - Real-Time (Synchronous) Integration

User Import Integration

Required fields: First name, last name, employee ID, user name (unique ID), password, email address, BrassRing user – Y/N, manager – Y/N, recruiter – Y/N, user type, status, user group, org group

Adds, edits, and inactivates BrassRing user profile information. - Sent via HTTPS post or web services - Real-time (synchronous) integration




Candidate Import Integration

Example fields: Name, address, education. Adds or updates candidate profile data within BrassRing. - Up to 5 candidate experience entries - Up to 3 candidate education entries - Sent via HTTPS post or web services - Off-line (asynchronous) integration

Field Association Import Integration

Example field associations: - Parent = Country / Child = State - Parent = State / Child = City - Parent = City / Child = Zip Code

Creates and maintains field associations within your reqs. Field associations allow the selection of an option in a parent field to determine the options that are available in one or more subsequent child field on a requisition form or Talent Gateway form search page. - One XML field per parent - Field association rules apply (i.e. a child cannot

have more than one parent) - Sent via HTTPS post or web services - Real-time (synchronous) integration

Candidate Export Integration

Example: New hire, Background screening, WOTC Transfers candidate data into your HRIS or 3rd party system. - Types of candidate export:

BrassRing Schema – incl. candidate form only

BrassRing Schema with Req – incl. all candidate forms as well as req form fields

- HR Status trigger - Requires post URL be provided to IBM - Real-time (synchronous) integration.

Table 12-1: Types of Integrations

Mapping Tool Overview

The BrassRing Mapping Tool offers you the ability to configure flexible, secure XML integration with minimal assistance from the IBM Professional Services (PSE) team. Below are a few additional highlights:

• No special training required. • Once an integration is configured in the Mapping Tool, changes can be made by your team

at any time without PSE involvement. • Use of versioning tracks changes that are made. • The Mapping Tool can be used by any team member with access, however, we highly

recommend a technical resource completes or assists with the completion of the configuration.




Mapping Tool Limitations The Mapping Tool does not support the following:

• Mapping Tool cannot be used for Non-XML Integrations (FTP). • XML does not support full/initial Loads. Complete these via Workbench Import prior to

turning on your integration. Mapping Tool Resources Additional information about the Mapping Tool can be found:

• Tools > Integrations > Mapping Tool • Click on the Resource link on the top right side of the screen. The screen (Figure 12-6)

informs about: o XML Test Harness o IBM IP Addresses o Integration Post URLs o Mapping Tool Offerings

Figure 12- 6: Mapping Tool Resources

• Click on the icon to access the Mapping Tool online help guide. Configure Integration via Mapping Tool

To configure a secure XML integration using the mapping tool go to Tools > Integrations > Mapping Tool and follow the steps below:

1. You must first create a Project for your organization. Each project contains one or more integration types. From the Mapping Tool – XML Integration screen, click the Add Project button. The Creating a Project page displays with the Project Details and Integration Instance Details.

Complete the Project Details section: o Integration Project Name o Optional Fields:

Service Incident Kenexa Support Team




Integration Consultant Project Sponsor Project Coordinator IT Contact

o Select the Integration Type (see Figure 12-7).

Figure 12- 7: Integration Instance Details – Select Integration Type

Click the Add button.

Complete the fields on the Instance Details section: o Name o ClientSystem o ClientSystem Version

Choose the Instance Properties.

Click the Save button.

Figure 12- 8: Project Details

2. Create a Draft and Map the fields.

Saving a new project automatically creates a Draft version in Mapping Draft Details area. Note: The initial draft version of a project does not have a version number.




Select the Project under the Mapping Draft Details section, and the Map Draft and Delete Draft buttons appear.

Figure 12- 9: Mapping Draft Details –Map Draft

Note: A Project can only be deleted when the selected project does not have any configured versions.

Click the Map Draft button, and the Mapping page appears (Figure 12-10). Ensure that you have the integration mapping information collected for this project. This information specifies the order in which you should perform mapping tasks and provides detailed mapping content. Your goal is to perform mapping between BrassRing fields and your organization’s other systems’ fields.

Figure 12- 10 Mapping Page

Select the Integration Type for which you will perform mapping.

Select the Integration Instance for the selected Integration Type.

Under the Select Sources, select the mapped field and click the Add to Mapped Fields button. Note: The newly mapped field now appears in the Mapped fields section where you can select, edit, or remove the field from the mapping (Figure 12-11)




Figure 12- 11: Mapping Page

o The Preview Map button allows you to view the mapping fields at any time. o The Sample XML button displays the XML that is generated for the field once

mapped.

Once all fields are mapped, click the Save button.

The Approval button now appears. To continue, click the Approval button.

On the Projects Approval screen, you can now create a version and export the data (Figure 12-12).

Select the Project, and click the Make Version button.

By clicking the Export button, you can download mapping data into Excel to share with your integration team.

Figure 12- 12: Project Approvals

3. The next step is to configure the Integration. Click on the Configure button (Figure 12-13).

Figure 12- 13: Mapping Tool Integration Configuration




Select each integration and activate the project by clicking on the icon.

Once all the testing has been completed in staging, you can now publish the integration to Production. Select the Instance Name and click on the Publish to Production button.

After publishing the Integrations to Production, you need to configure and activate each one.

Additional testing will be required in Production.

Chapter Summary

Use the Integration Administration to view, edit, and administer your integration subscriptions.

The logs and reports you can run from Integration Tools will assist you in troubleshooting any integration issues.

Understand the different types of integrations.

Administer the Mapping Tool.




Check Your Skills


1. A pre-configured integration is a point-to-point integration that connects vendor system(s) to BrassRing via the respective IBM integration interface.

2. Requisition Import Integration is an Off-line (asynchronous) integration.

3. When you configure an integration using the Mapping Tool, you must first create a Project.




Chapter 13: Managing Settings

Chapter Overview

With Workbench, you are in control of additional settings that can improve usability and allow for your company’s unique needs. This chapter reviews these settings.

Chapter Objectives


Define custom candidate types

Define Candidate Tiering

Create and manage attachment categories

Create and manage blurb categories

Create and manage email types

Set instructions for adding job codes with default data

Set instructions for adding new reqs

Set instructions for session expiry

Set instructions for responding to eLinks

Set default search and output fields

Set search reasons

Define job code filters settings

Design headers when printing Talent Records from BrassRing




Manage Settings

In the sections ahead, we will explore how, using Workbench, you can create custom text messaging and labels for BrassRing or the Talent Gateways, setting clear instructions for adding new reqs or new job codes with default data. These features allow you to be true to your company’s unique process and incorporate its specific terms.

Defining Candidate Types

You can create candidate types tailored to your organization’s needs. Perhaps you consistently hire interns or support staff to the degree that warrants a special category candidate type.

Adding a New Candidate Type

Custom candidate types must have a unique name within the languages of your company’s BrassRing locales. To add a new candidate type:

5. Click Tools > Settings > Candidate types. 6. Click Add new candidate type in the Actions list. 7. Enter a Candidate type name. See Figure 13-1. There is a maximum of 75 characters. If

your organization has purchased multiple languages, click the plus sign to enter translations for the candidate type name.

8. For the Associate with these user types field, select the BrassRing User Types that will have search privileges associated with the candidate type.

9. For the Associate with these source codes field, enter any source codes that should be associated with the User Type. If you need to add multiple source codes, click the List button, and select them in the pop-up.

10. For the Allow this Candidate type to be changed by new Talent Gateway and Candidate Import submissions field, identify if this candidate type will be changed when the candidate applies for a req through a Talent Gateway or through Candidate Import Submissions.

11. Click Save. STANDARD CANDIDATE TYPE NAMES CANNOT BE MODIFIED, INACTIVATED, OR DELETED. CONFIGURABLE CANDIDATE TYPES CANNOT BE INACTIVATED OR DELETED, ONLY MODIFIED. THERE IS CURRENTLY NO LIMIT TO THE NUMBER OF CONFIGURABLE CANDIDATE TYPES, BUT IT IS

RECOMMENDED THAT THE NUMBER NOT EXCEED 200.




Figure 13- 1: Add new candidate type

Editing a Candidate Type

Custom candidate types must have a unique name within the languages of your company’s BrassRing locales. To edit a candidate type:

1. Click Tools > Settings > Candidate types.

2. Click the Edit icon for the candidate type to be edited. Refer to Figure 13- 2. 3. Click Save.

Figure 13- 2: Add new candidate type




Candidate Tiering

Candidate Tiering

Candidate Tiering allows for managing high volumes of candidates within a given req folder. It divides up the applicant pool based on certain criteria (i.e., Proximity, Assessment result band, and Award positions). Candidate tiering tiers the candidates who are to be visible at one time in the req folder. The req initially displays all candidates with no specified tier, as well as candidates in tier 1. After the initiation period setting, candidates in tier 2 will show only if all tier 1 candidates are in a final non-hire status (# of positions is 1). This logic continues for all additional tiers after the previous tier candidates are all dispositioned. The user with the appropriate privileges can update the visible tier for the req at any time (this privilege should be an exception, not a rule). As a Workbench Administrator, you have the ability to:

o Define the tiers (the number of tiers is unlimited) o Add tiering to the appropriate req templates

Your IBM Rep must set up the criteria for the tier. For example, the criteria for tier 1 is based on candidates who are within a 20-mile radius of the location for the req.

To define candidate tiering:

1. Click Tools > Settings > Candidate tiering. The Candidate Tiering Administration screen appears.

2. Click Add new tier. The Add/Edit Tier screen appears. 3. Enter the tier information:

Tier display name: The display name can be up to 255 characters, HTML is supported, and will appear in BrassRing on the candidate grid, Talent Record grid, and pop-ups for editing the candidate and req tier. Examples of tier names are: Tier 1, Tier 2, Tier 3, etc. or Tier A, Tier B, Tier C, etc. Tier reporting name: The reporting name is displayed within DIT reporting, cannot contain HTML, and can be up to 255 characters. This is an optional field.

4. Click Save. To set up the candidate tiering for the appropriate req form:

1. Click Tools > Forms > Reqs > Req Forms.

2. Click Edit form attributes for the req form which will have candidate tiering. 3. Define the fields:

Tiering initiation period (hours): Identify how much time (in hours) should pass before candidates in tier 2 appear in the req folder.




Tiering Selection: Identify which tiers will be associated with this req and the order the Tiers will display.

4. Click Save From a BrassRing perspective (once candidate tiering is configured; see Figures 13- 3 and 13- 4):

– The Candidate Tier column displays the candidate tier. Note: Candidate Tier needs to be a column in the output grid

– With the appropriate permissions, click on link to update the tier (used in exception process)

– It is the same view for all User Types

Figure 13- 3: List of candidates in a req folder

Figure 13- 4: Update candidate tier




Attachment Categories

With the use of Talent Gateways, your company may have elected to utilize the attachments feature. There are multiple Workbench functions related to the overall management of attachments. You may have identified one function earlier, when we discussed User Type privileges in Chapter 3. In this section, we will learn how to create Attachment Categories. Attachment categories are the categories candidates will select before uploading attachments to their Talent Records. Attachment categories are also the categories users will select when adding attachments to req forms.

Elements of Attachment Categories

Here are some details to keep in mind regarding candidate attachment categories:

- Candidates can upload their own attachments when they submit their record through a Talent Gateway

- You can designate attachment categories to specific Talent Gateways, req folders, and document templates

- Categories can be translated and modified - Attachment categories can be deleted if the category is not mapped to a Talent Gateway,

req folder, and/or document template

Adding a New Attachment Category

Attachment categories must have a unique name within the language of your company’s BrassRing locale. To add an attachment category:

1. Click Tools > Settings > Attachment categories. 2. Click Add new category in the Actions list. 3. Enter the Attachment Category name. To enter translations of the attachment category,

click the plus sign icon, and enter each translation for each language. 4. Select an option for the Sensitive attachment Category. When an attachment category is

designated as sensitive, users can see the attachments in this category when they have the Attachments – view “Sensitive attachments in my req” privilege checked for their User Type.

5. Click Save.




Blurb Categories

While in the course of creating a document or an email, users may select blurbs to include in the document or email. Blurbs that are selectable by users during document or email creation must have a blurb category assigned to them. Blurbs that are not selectable by users during document and email creation do not need to have a blurb category assigned to them. To make a blurb selectable by the user during document or email creation, you must set the setting Allow blurb selection during document/email creation? to Yes. See sections in the BrassRing Admin Tools Manual on email template and document template creation for more information.

Adding a Blurb Category

To add a blurb category:

1. Select Tools > Settings > Blurb categories. The Blurb categories administration window opens.

2. Click Add new blurb category in the Actions list. The Add new blurb category window pops up. On this page you can create and translate new blurb categories.

Translate a Blurb Category To translate blurb categories in one location:

1. Select Tools > Settings > Blurb categories > Translate blurb category. The Translate blurb category window pops up.

2. Select the locale from the drop-down list. The list refreshes and displays the blurb categories and associated translations (if they exist).

3. Enter or change the translated value for each blurb category. You must have a value for the base locale.

4. Click Save. Otherwise, click Reset to saved to restore the last saved configuration, or click Cancel to close the window without saving any changes.

5. The translation confirmation window pops up. Click Close.

Edit a Blurb Category

To edit a blurb category:

1. Select Tools > Settings > Blurb categories. 2. On the Blurb categories administration page, find the blurb category you want to change, and click the Edit icon in its row. The Edit blurb category details window pops up.




Email Types Configuration

An eLink sent by a BrassRing user who does not provide any message text is more likely to be filtered out as spam than one with message text. Your organization can choose to provide default text for the message section of eLinks to reduce the possiblility of being filtered out.

The Email types configuration setting provides a means to configure default text for different locale/eLink type combinations. The setting associates the combination with a system email template for which default text has been defined. The system email template(s) is created in BrassRing via Admin> Communications>System e-mail templates. The default text is automatically appended to the Your message field when BrassRing users send an eLink.

The eLink types eligible for mapping include:

Candidate – eLink Blank Form (Clicking on eLink Blank Form in the Talent Record > Forms tab)

Candidate – eLink Form (Clicking on the eLink icon in the Talent Record > Forms > eLink icon in the list of available forms)

Candidate – eLink Talent Record (Clicking on eLink in the Action menu in any candidate listing page, panel, or Talent Record)

Req Approval (The eLink the approver receives)

Configure Email Type

To configure an email type:

1. Navigate to Tools > Settings > Email types configuration.

2. Click the edit icon for the email type you would like to configure. The Email Type Configuration screen appears.

3. Select the System e-mail template from the drop-down list for the client locale. Note: The system email template(s) is created in BrassRing via Admin> Communications>System e-mail templates.

4. Click the Preview button to view the email selected in the drop-down list. 5. Click Save.




Figure 13- 5: Edit email type configuration

Job Code Instructions You can create custom instructions for your Super Users to follow when adding new job codes to BrassRing. You can assign default data associated with job codes. When a particular job code is selected when creating a req, the default information associated with that job code will auto-populate on the req form. Setting instructions can help your Super Users. For example, there may be a new division rolling out BrassRing that needs additional job codes specific to their hiring needs. Detailed instructions can help guide the way for your Super Users entering in the new codes.

Setting Job Code Instructions

These instructions are viewable by anyone who has access to add a job code with default data. To set job code instructions:

1. Click Tools > Settings > Instructions > Job code instructions. 2. Type your guidelines in the Enter Instructions text box. See Figure 13- 6. HTML tags are

accepted. The character limit is 4,000. 3. Click Preview to preview the new instructions in BrassRing. 4. If desired, click Set to default to restore the default job code instructions. 5. Click Save.




Figure 13- 6: Setting job code instructions

THE INSTRUCTIONS ONLY APPEAR IF UTILIZING JOB CODES WITH DEFAULT DATA IS ENABLED. TO ENTER TRANSLATED JOB CODE INSTRUCTIONS, CLICK THE PLUS SIGN + NEXT TO ENTER INSTRUCTIONS.

TYPE YOUR TRANSLATION INTO THE TEXT FIELD. NEW JOB CODES ARE ADDED TO BRASSRING THROUGH ADMIN+.

Job Req Instructions (not applicable to new UI)

If you have job code default data enabled in BrassRing, you can create custom instructions for users adding a new req. Including specific instructions may decrease questions and enable your users to learn as they use the product. You can also enter custom instructions when utilizing the Request via e-mail feature on an external URL.

Both instruction types can be accompanied by an image that is uploaded by you through Workbench. Perhaps you have a logo or a recruitment branding icon you would like to go along with your instructions. You can also define req instructions per req template, enabling specific information to be conveyed for each req.

Setting Req Instructions

These instructions will appear to users with access to adding new reqs enabled with job code default data.

To set req instructions:

1. Click Tools > Settings >Instructions >Job req instructions. 2. Type your guidelines in the top Enter instructions text box. Refer to Figure 13- 7. HTML

tags are accepted.




3. If desired, click Set to default to restore the default req instructions. 4. Type your Request via e-mail guidelines in the bottom Enter instructions text box. HTML

tags are accepted. 5. If desired, click the Set to default button to restore the default Request via e-mail

instructions. 6. Click Preview to preview either new set of instructions as they would appear in BrassRing. 7. Click Upload image to browse your desktop for a logo or other image to display on the

instructions window. 8. Click the Apply instructions and image to selected Req templates check box, and select

from the list the reqs to which these instructions should be applied. 9. Click Save.

THESE INSTRUCTIONS ONLY APPEAR IF UTILIZING JOB CODES WITH DEFAULT DATA IS ENABLED.

Figure 13- 7: Setting req instructions

Setting Req Instructions per Template

There is an easy way to set custom req instructions per template. This method is best when assigning unique instructions for more than one template. To set req instructions per template:


2. Click the Edit req instructions icon for the template to be modified. See Figure 13- 8. 3. Type your guidelines in the top Enter instructions text box. HTML tags are accepted. 4. If desired, click Set to default to restore the default req instructions. 5. Type your Request via e-mail guidelines in the bottom Enter instructions text box. HTML

tags are accepted. 6. If desired, click the Set to default button to restore the default Request via e-mail

instructions. 7. Click Preview to preview either new set of instructions as they would appear in BrassRing. 8. Click Upload image to browse your desktop for a logo or other image to display on the

instructions window. 9. Click Save.




Figure 13- 8: Req forms

eLink Respond Instructions BrassRing users will use eLinks to share candidate information with other users and non-system users. When received, an eLink allows the recipient to send a response back to the original sender via a Respond button. Workbench users are able to modify the instructions that appear with the Respond button. See Figure 13- 9.

Setting eLink Respond Instructions

Figure 13- 9: Location of the Respond Instructions in an eLink

SETTINGS CAN BE ENABLED BY YOUR IBM REPRESENTATIVE, SO THAT ALL RESPONSES SENT VIA ELINK ARE

CAPTURED WITH THE CANDIDATE’S TALENT RECORD.

1. Click Tools > Settings >Instructions > eLink respond instructions. 2. On the eLink Respond Instructions page, enter your customized text in the Respond

Instructions text box. The default text is, “Click to send your feedback on this candidate.” (You may click Preview to see how the text will appear to users.)

3. Click Save to save your changes. (Cancel closes the window without saving your changes. Revert to saved will go back to the previously saved version if you have not yet saved your new changes.)




Add Candidate and Add Contact Instructions

Setting Instructions for Add Candidate and Add Contact

To set instructions to appear at the top of the page for Add Candidate or Add Contact:

1. Click Tools > Settings> Instructions > Add Candidate/Contact list page instructions. 2. Enter instructions to the user in the Add Candidate/Contact TG list page instruction text

area, if desired. 3. Click Save.

Session Expiry Instructions

You can add customized text to the session expiration pop-up window that indicates an impending timeout. If their session expires due to inactivity, users see the session expiry warning with the appropriate custom instruction text. When they click OK for the warning, they are redirected to their point of entry. For multi-language sites, instructions display by default in the user’s login language. If that is not available, instructions display in your organization’s base language. If the base language cannot be determined, then no instructions are displayed. Both are for system users and users logging in via normal login. Note: For clients allowing access to BrassRing via the usual BrassRing login page as well as via a link on an authenticated Portal site configured with Single Sign-On (SSO), IBM must configure the custom login for your organization before you make these customizations. To append custom instructions to the Session expiry warning:

Setting Session Expiry Instructions

To set session expiry instructions:

1. Click Tools > Settings> Instructions > Session expiry instructions. 2. Enter custom instructions for either or both types of login. You can enter up to 4,000

characters (including HTML tags). Click Preview to see how the message will look to your BrassRing users.

3. The configured text (if any) will be appended to the existing standard text when the session expiration warning pops up. See Figure 13- 10.

4. Click Save.




Figure 13- 10: Session Expiry Instructions

Setting Default Search and Output Fields You can provide your new users with a head start in BrassRing by setting up system defaults for Search and Output fields. There may be specific search fields that play a key role in your process for finding qualified candidates. We will explore the steps needed for setting default search and output fields.

Default Search Fields Setting default search fields enables your new users to immediately take advantage of the fields you have selected. Accompanied with context-sensitive Help on the Search page, your users can be up and running in no time. TO SELECT MULTIPLE CRITERIA AT ONE TIME, HOLD DOWN THE CTRL KEY WHILE MAKING SELECTIONS. DEFAULT SEARCH AND OUTPUT FIELDS WILL ONLY APPLY TO NEW USERS AS THEY ARE ADDED TO THE SYSTEM.

Setting Default Search Fields

To set default search fields:

1. Click Tools > Settings > Field> Search fields. 2. In the Available fields window, highlight a field to add to the Search criteria. See Figure 8-

10. 3. Click Add or Add . The field moves to the left or right column, depending on which

side of the screen you have indicated.




4. To remove a Search field, highlight the field from the right or left column, and click Remove or Remove .

5. To reorder fields, highlight one to move in the left or right side search fields window and click the arrow that moves it either up or down.

6. Click Save.

Figure 13- 11: Setting default search fields

Default Output Fields

Setting default output fields enables your new users to quickly sort through their search results and identify candidate information that your company finds valuable.

Setting Default Output Fields

To set default output fields:

1. Click Tools > Settings>Field > Output fields. 2. In the Available fields window, highlight the fields to add to the output criteria. See Figure

8-11. 3. Click Add to move it to the Default output fields window. 4. To remove criteria, highlight them in the Default output fields window, and click Remove

to return them to the Available fields list. 5. To reorder fields, highlight one to move in the Default output fields window, and click the

arrow that moves it either up or down. 6. Click Save.




Figure 13- 12: Setting default output fields

Setting Search Reasons

This feature is associated with the OFCCP field. If enabled, the OFCCP field allows users who are running a candidate search to identify the reason for the search. Doing so saves the search information, including the req association or reason for the search. If the No associated req field is configured with a list of search reasons to choose from, as a Workbench Administrator, you can maintain the list of reasons. Note: Configuring the No associated req field with a list of search reasons to choose from must be done by an IBM Rep.

Adding a Search Reason

To create search reasons:

1. Click Tools > Settings > Fields > Search reasons. The Search reasons administration page appears. Click Add new search reason in the Actions list. In the Add new search reason window, enter the Search reason in the text box, and click Save.




Editing a Search Reason

To edit a search reason:

1. Click Tools > Settings > Fields > Search reasons. The Search reasons administration page appears.

2. Find the Search reason you want to edit, and click the Edit icon. 3. On the Edit search reason page, make the desired changes and click Save

Click Save.

Deactivating a Search Reason

To deactivate a search reason:

4. Click Tools > Settings > Fields > Search reasons. The Search reasons administration page appears.

5. Find the Search reason you want to deactivate, and click the deactivate icon.

6. Click Save.

Job Code Filter Settings

If the Job Code Filter client setting is enabled for your organization, you can set up a job code filter to make it easier for BrassRing users to find the correct code when adding a req. You choose which standard and custom req fields to have available on the BrassRing filter page. Once configured, all BrassRing users will have access to the filter page. When they are viewing the unfiltered list, they can click Filter Job code on the Select job code screen, and then enter filter criteria to match or narrow the job code options.

Figure 13- 13: Setting default output fields




Job Code Filter Settings

To configure the job code filters:

1. Click Tools > Settings > Fields > Job filter fields. The Define job filters page appears.

2. For the Custom Instruction Text field, enter instructions for your users. The text field allows a maximum of 3,000 characters. HTML is accepted.

3. Select the fields in the Available fields list and use the Add and Remove buttons on each side to add or remove from/to the right and left search field boxes. Fields will be presented in either the left side or right side of the Select Job Code -> job filter screen in accordance with these selections. Click Save.

Req Email Administration

As we learned in Chapter 5: Administering Req Forms, you can configure email communications to be automatically sent to a candidate upon his/her being filed to a req folder in BrassRing. Emails can also be sent for a specific req when candidates filed to the req folder have reached a certain HR status.

Adding a New Req Email

To add a new req email:

1. Click Tools > Settings > Req e-mail admin. 2. Click Add new req e-mail in the Actions list. 3. Enter the Title. This is the name of the email communication. Refer to Figure 13-14. 4. Type in the Return e-mail address. This is the email address of the sender. 5. Enter the E-mail subject line. This is the subject of the email. To enter translations of the

attachment category, click the plus sign + icon, and enter each translation for each language.

6. Type in the Message text. This will appear in the body of the email. Note: To insert the candidate’s name into the message, click the Insert candidate name button, and select the Candidate first name or the Candidate last name to be inserted. To

enter translations, click the plus sign + icon, and enter each translation for each language. 7. For Forms included, select the forms to be included with the email. To select more than

one form, hold down the CTRL key while clicking on form names. 8. Click Save. 9. Click Close.




Figure 13- 14: Add new req email

Bulk Print Admin

As a Workbench Administrator, you can configure the message that appears as the body text on the file delivery email for the candidate overview within a candidate’s Talent Record, a resume/CV, an attachment, and specific letter templates.

Bulk Print Admin To set up bulk print admin:

1. Select Tools > Settings > Bulk print admin. 2. Enter the message in the message text field. The field can contain a maximum of 4,000

characters. 3. For Files included in print request, identify which files the message will be applied to.




Talent Record Print Page Header

You can choose to configure a page header that is specific to printing the resume/CV from within the Talent Record. The page header can contain a maximum of 4,000 characters, and can be left-, center-, or right-aligned. This field accepts HTML. The Page header field can be translated into all client-purchased BrassRing locales. You can add statements relating to privacy and so forth to every page of the Talent Record. Your organization must decide if they want customized text on its Talent Record pages and what it should say.

Setting up the Print Page Header

To set up the print page header:

1. Select Tools > Settings > Printing page header. The Printing page header page displays. 2. Select the alignment for the header: Left aligned, Center aligned (default), or Right

aligned. 3. Enter the page header text and HTML into the Page header text box. 4. Click Preview to see what it will look like. 5. Click Save to save your changes. Click Cancel to close the page without making changes.

THE PAGE HEADER CAN CONTAIN A MAXIMUM OF 4,000 CHARACTERS, INCLUDING HTML TAGS, AND CAN

BE LEFT-, CENTER-, OR RIGHT-ALIGNED. BEST PRACTICE RECOMMENDATION: USE STANDARD HTML TAGS AND PREVIEW THE HEADER BEFORE

PUBLISHING IT.




Chapter Summary

You can create candidate types tailored to your organization’s needs

Attachment categories are selected by candidates when uploading their attachment(s) through a Talent Gateway. Company-specific categories can be designated per Talent Gateway

Instructions can be created to aid users when adding a req or adding a job code. Each function must be enabled with default data to be customized

Images can be imported to complement the instructions for adding a new req with default data

Req instructions can be customized per req template

Default search and output fields can be defined for new users

Req email templates enable Recruiters to personalize correspondence to candidates automatically




Check Your Skills

Answer these True or False Questions:

1. IBM recommends that clients create no more than 50 custom candidate types.

2. Attachment categories can be inactivated but not deleted.

3. Instructions can be added to the add a job code functionality.

4. Req instructions can be customized per req template.

5. The same instructions for adding a req will display whenever a req is added regardless of how the req form is accessed (i.e., from an external URL, request via email, BrassRing, eLink).

6. An unlimited number of characters can be used when setting up the Talent Record page

header. Perform these hands-on exercises in Workbench:

7. Select a new search field and a new output field as defaults.

8. Create a new attachment category.

9. Add a new req email. Be sure to associate a form with it.

10. Delete the attachment category created.

11. Delete the req e-mail created.




Chapter 1 - Getting Started 1. T 5. T 2. T 6. F 3. T 7. D 4. F 8. D

Chapter 2 - Managing Your Database 1. T 4. F 7. Form can pull fields from different buckets. 2. F 5. Indexing Technology 8. Lose historial data. 3. F 6. 500 Text Fields

Chapter 3 - Defining User Types 1. B 2. True

3. Launch BrassRing from Workbench. Click Tools Users. Locate the user and click the View user details icon.

Chapter 4 - Candidate Forms 1. T 4. F 2. T 5. See Page 56 3. F

Chapter 5 - Req Forms 1. F 4. F 2. F 5. B 3. F 6. B

Chapter 6 – HR Statuses 1. T 4. T 2. F 3. F

Chapter 7 – Data Export and Import 1. F 4. T 2. F 3. T

Chapter 8 - Managing Talent Gateways 1. T 2. F 3. T

Chapter 9 – Gateway Questionnaire 1. F 4. T 2. F 3. F




Chapter 10 – Automation 1. T 2. F

Chapter 11 – User Interface 1. F 2. T 3. T

Chapter 12 – Managing Integrations 1. F 2. F 3. T

Chapter 13 – Managing Settings 1. F 2. F 3. T 4. T 5. F 6. F

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