# VACANCY TRACKER & RECRUITEMENT

The Recruitment & Selection Module manages advertisements for positions up to the point where an employee can be appointed to a position. These advertisements can be placed for both internal and external candidates.

# User Manual - RECRUITEMENT

# Configuration

# Recruitment: Introduction to the Recruitment & Selection Module

The **Recruitment & Selection Module** manages advertisements for positions up to the point where an employee can be appointed to a position. These advertisements can be placed for both internal and external candidates.

## <svg aria-label="Heading anchor" enable-background="new 0 0 20 20" height="16" role="img" viewbox="0 0 20 20" width="16" xmlns="http://www.w3.org/2000/svg"></svg>Recruitment: Module Configuration

Configuring the Recruitment &amp; Selection module is fairly basic.

<div id="bkmrk-click%C2%A0system-adminis"><div><div data-step-uuid="aac90008-89f4-4cd9-8eeb-f3e665a6996f"><div><div>- Click ***System Administration** on the **Administration Menu.***
- Click ***System Administration | Tools | Configuration***

</div><div>[![Recruitment: Module Configuration ](http://media.screensteps.com/images/signify/484644/8/rendered/f0fce9fa-5cd0-40fa-91d8-e6ff919909e8_display.png)](http://signify.screenstepslive.com/s/10619/m/52431/l/484644-recruitment-introduction-to-the-recruitment-selection-module/show_image?image_id=8126324)</div><div></div></div></div><div data-step-uuid="49012298-709e-4b0f-8699-82e1195ea9e1"></div></div></div>## <svg aria-label="Heading anchor" enable-background="new 0 0 20 20" height="16" role="img" viewbox="0 0 20 20" width="16" xmlns="http://www.w3.org/2000/svg"></svg>Recruitment: Configuration Sections

On the left hand menu: Click ***Framework | Human Resources | Recruitment*** to open the Configuration Module Setting Detail page

<div id="bkmrk-"><div><div data-step-uuid="49012298-709e-4b0f-8699-82e1195ea9e1"><div><div></div><div>[![Recruitment: Configuration Sections](http://media.screensteps.com/images/signify/484644/8/rendered/1c6e3c2d-c29b-441d-ad28-acf7283ff620_display.png)](http://signify.screenstepslive.com/s/10619/m/52431/l/484644-recruitment-introduction-to-the-recruitment-selection-module/show_image?image_id=8126326)</div><div></div></div></div><div data-step-uuid="cdf2089e-8a10-436a-9b6c-92a798913cae"></div></div></div>## <svg aria-label="Heading anchor" enable-background="new 0 0 20 20" height="16" role="img" viewbox="0 0 20 20" width="16" xmlns="http://www.w3.org/2000/svg"></svg>Recruitment: Configuration Module Setting Detail

<div id="bkmrk-settings-can-be-modi"><div><div data-step-uuid="cdf2089e-8a10-436a-9b6c-92a798913cae"><div><div>- Settings can be modified by the administrator
- An audit trail is created for changes made in this section
- When done, click **Update Settings** to submit the changes
- In many instances settings are cached by your browser. To ensure that the settings are effective immediately click the **Clear Application Cache** button
- Click on the Home button on the left hand side to exit the Configurations page

</div><div>[![Recruitment: Configuration Module Setting Detail](http://media.screensteps.com/images/signify/484644/8/rendered/b7770ff6-2253-4393-ba6d-a10a762b18f3_display.png)](http://signify.screenstepslive.com/s/10619/m/52431/l/484644-recruitment-introduction-to-the-recruitment-selection-module/show_image?image_id=8126328)</div><div></div><div data-step-uuid="7108d85e-e732-4d7e-973f-cb0439c63325"></div></div></div></div></div>### <svg aria-label="Heading anchor" enable-background="new 0 0 20 20" height="16" role="img" viewbox="0 0 20 20" width="16" xmlns="http://www.w3.org/2000/svg"></svg>Selected Setting Description

**Recruitment - Notify manager of application**

<div id="bkmrk-if-selected-the-mana"><div><div data-step-uuid="cdf2089e-8a10-436a-9b6c-92a798913cae"><div><div data-step-uuid="7108d85e-e732-4d7e-973f-cb0439c63325"><div><div>- If selected the manager will receive a notification if one of his direct employees reporting to him apply for an advertised position.

</div></div></div></div></div></div></div>**Recruitment** **- Show rating sections on application**

<div id="bkmrk-if-ticked-will%2C-for-"><div><div data-step-uuid="cdf2089e-8a10-436a-9b6c-92a798913cae"><div><div data-step-uuid="7108d85e-e732-4d7e-973f-cb0439c63325"><div><div>- If ticked will, for each application, display sections (e.g. qualifications required) in which to indicate if the application makes the requirements in that section.

</div></div></div></div></div></div></div>**Recruitment - Thank you message when submitting an application**

<div id="bkmrk-a-courtesy-message-d"><div><div data-step-uuid="cdf2089e-8a10-436a-9b6c-92a798913cae"><div><div data-step-uuid="7108d85e-e732-4d7e-973f-cb0439c63325"><div><div>- A courtesy message displayed to employees after submitting their applications.

</div></div></div></div></div></div></div>**Recruitment - Show only advertisements for positions reporting directly to a chief position**

<div id="bkmrk-once-a-chief-positio"><div><div data-step-uuid="cdf2089e-8a10-436a-9b6c-92a798913cae"><div><div data-step-uuid="7108d85e-e732-4d7e-973f-cb0439c63325"><div><div>- Once a chief position has been defined, everyone in that organisational node reports to that person

</div></div></div></div></div></div></div>**Recruitment - The maximum allowed uploadable size of an external applicant's CV document. This value is measured in BYTES.**

<div id="bkmrk-the-size-stipulated-"><div><div data-step-uuid="cdf2089e-8a10-436a-9b6c-92a798913cae"><div><div data-step-uuid="7108d85e-e732-4d7e-973f-cb0439c63325"><div><div>- The size stipulated here will determine the size of the CV document the applicant can upload
- The page example above has a default size that allows for a 5 megabytes (5242880 bytes) CV document to be uploaded.

</div></div></div></div></div></div></div>**Recruitment - The number of hours / days the email link will be active for applicants that apply for an advertised position on the External Recruitment Portal(The value specified must be in seconds)**

<div id="bkmrk-the-signify-system-s"><div><div data-step-uuid="cdf2089e-8a10-436a-9b6c-92a798913cae"><div><div data-step-uuid="7108d85e-e732-4d7e-973f-cb0439c63325"><div><div>- The signify system sends a link to an external applicant when they apply for a specific position. This link determines the number of hours/days the link should be active before it expires

</div></div></div></div></div></div></div>**Recruitment - The number of hours / days the email link will be active for recruitment agents that apply for an advertised position on the External Recruitment Portal(The value specified must be in seconds)**

<div id="bkmrk-the-signify-system-s-0"><div><div data-step-uuid="cdf2089e-8a10-436a-9b6c-92a798913cae"><div><div data-step-uuid="7108d85e-e732-4d7e-973f-cb0439c63325"><div><div>- The signify system sends a link to an external agent when they apply for a specific position. This link determines the number of hours/days the link should be active before it expires

</div></div></div></div></div></div></div>**Recruitment - The URL of the system that acts as the external module of the entire recruitment module**

<div id="bkmrk-this-url-is-where-th"><div><div data-step-uuid="cdf2089e-8a10-436a-9b6c-92a798913cae"><div><div data-step-uuid="7108d85e-e732-4d7e-973f-cb0439c63325"><div><div>- This URL is where the external recruitment system is accessed

</div></div></div></div></div></div></div>**Recruitment - The absolute URL of the system that acts as the index page of the ERM**

<div id="bkmrk-this-is-the-absolute"><div><div data-step-uuid="cdf2089e-8a10-436a-9b6c-92a798913cae"><div><div data-step-uuid="7108d85e-e732-4d7e-973f-cb0439c63325"><div><div>- This is the absolute URL where the index page of the External Recruitment Module is accessed

</div></div></div></div></div></div></div>**Recruitment - Show link on advertised positions to allow chief position to see positions advertised in their org unit**

<div id="bkmrk-this-setting-allows-"><div><div data-step-uuid="cdf2089e-8a10-436a-9b6c-92a798913cae"><div><div data-step-uuid="7108d85e-e732-4d7e-973f-cb0439c63325"><div><div>- This setting allows the chief position to see other positions that are advertised within the organisational unit

</div></div></div></div></div></div></div>**Recruitment - Declaration when recruitment application is submitted (No acceptance required if no declaration)**

<div id="bkmrk-a-declaration-messag"><div><div data-step-uuid="cdf2089e-8a10-436a-9b6c-92a798913cae"><div><div data-step-uuid="7108d85e-e732-4d7e-973f-cb0439c63325"><div><div>- A declaration message when the application is submitted. If there is no declaration then acceptance is not required

</div></div></div></div></div></div></div>**Module Active**

<div id="bkmrk-determines-if-the-re"><div data-step-uuid="cdf2089e-8a10-436a-9b6c-92a798913cae"><div><div data-step-uuid="7108d85e-e732-4d7e-973f-cb0439c63325"><div><div>- Determines if the Recruitment &amp; Selection module is active in the Signify HR system

</div></div></div></div></div></div>

# Module Administration

Administration of this module consists of populating the page look ups and filtration criteria as well as the letter templates.

## <svg aria-label="Heading anchor" enable-background="new 0 0 20 20" height="16" role="img" viewbox="0 0 20 20" width="16" xmlns="http://www.w3.org/2000/svg"></svg>Master Data

From the Home page:

<div data-article-id="485301" data-workflow="false" id="bkmrk-click%C2%A0system-adminis"><div data-article-id="485301" data-workflow="false"><div data-role="steps-container"><div data-step-uuid="c9c05534-67e7-4e1a-9fda-dd2959f8ff2d"><div>- Click ***System Administration** on the **Administration Menu.***

</div></div></div></div></div>**Please note**: If you do not see this option it means you do not have system administration rights.

<div data-article-id="485301" data-workflow="false" id="bkmrk-click%C2%A0modules-%7C-recr"><div data-article-id="485301" data-workflow="false"><div data-article-id="485301" data-workflow="false"><div data-role="steps-container"><div data-step-uuid="c9c05534-67e7-4e1a-9fda-dd2959f8ff2d"><div>- Click ***Modules | Recruitment | Master Data*** to display the list of master data items

</div><div></div></div></div></div></div></div>[![image-1616941256833.png](https://signature.signifyhr.co.za/uploads/images/gallery/2021-03/scaled-1680-/D60CVQG5IzdODskU-image-1616941256833.png)](https://signature.signifyhr.co.za/uploads/images/gallery/2021-03/D60CVQG5IzdODskU-image-1616941256833.png)

<div data-article-id="485301" data-workflow="false" id="bkmrk--0"><div data-article-id="485301" data-workflow="false"><div data-role="steps-container"><div data-step-uuid="c9c05534-67e7-4e1a-9fda-dd2959f8ff2d"><div data-step-uuid="4cac75de-ac8e-42fb-bac6-089936484a40"></div></div></div></div></div>### <svg aria-label="Heading anchor" enable-background="new 0 0 20 20" height="16" role="img" viewbox="0 0 20 20" width="16" xmlns="http://www.w3.org/2000/svg"></svg>Master Data Descriptions

**Advertisement Related Master Data:**

<div data-article-id="485301" data-workflow="false" id="bkmrk-advertisement-catego"><div data-article-id="485301" data-workflow="false"><div data-role="steps-container"><div data-step-uuid="c9c05534-67e7-4e1a-9fda-dd2959f8ff2d"><div data-step-uuid="4cac75de-ac8e-42fb-bac6-089936484a40"><div>- Advertisement Categories 
    - Categories can be defined according to preference. Generally categories defined as departments
- Advertisement Status 
    - Values used to indicate the different statuses of an application. Examples are: Not Submitted, Invited, Appointed, Cancelled etc. These fields can be edited, but no new fields can be added.
- Recruitment Reason 
    - The reason why a position is being advertised. Examples are: New Position, Previous Incumbent Resigned, and Restructuring

</div></div></div></div></div></div>**Application Related Master Data:**

<div data-article-id="485301" data-workflow="false" id="bkmrk-application-category"><div data-article-id="485301" data-workflow="false"><div data-role="steps-container"><div data-step-uuid="c9c05534-67e7-4e1a-9fda-dd2959f8ff2d"><div data-step-uuid="4cac75de-ac8e-42fb-bac6-089936484a40"><div>- Application Category 
    - Values used to indicate the different categories applications could be in. Examples are: Group A, Group B. Professional, Manager, Technical, etc.
    - These fields can be viewed, edited, added and deleted
- Application Contract Type 
    - A new recruitment contract type can be created here. This information will be displayed
- Application Locations 
    - A new location for positions can be created here. This information will be displayed
- Application Reason 
    - Values used to indicate the different reasons people can put forward why they are applying for a position. Examples are: Promotion, Change of Environment, Job Exposure etc.
- Application Reference Type 
    - Values used to indicate the different types of references (or relationships) that can potentially be used in support of an application. Examples are: Former Colleague, Current Manager, Friend etc.
- Application Status 
    - Values used to indicate the different statuses of an application. Examples are: Not Submitted, Invited, Appointed, Cancelled etc. These fields can be edited, but no new fields can be added.

</div></div></div></div></div></div>**Applicant Related Mater Data:**

<div data-article-id="485301" data-workflow="false" id="bkmrk-applicant-ethnicitie"><div data-article-id="485301" data-workflow="false"><div data-role="steps-container"><div data-step-uuid="c9c05534-67e7-4e1a-9fda-dd2959f8ff2d"><div data-step-uuid="4cac75de-ac8e-42fb-bac6-089936484a40"><div>- Applicant Ethnicities 
    - Applicant ethnicities can be created here. This information will be displayed
- Applicant Relocation Options 
    - Applicant relocation options can be created here. This information will be displayed

</div></div></div></div></div></div>Recruitment Agent Related Master Data:

<div data-article-id="485301" data-workflow="false" id="bkmrk-recruitment-agent-be"><div data-article-id="485301" data-workflow="false"><div data-role="steps-container"><div data-step-uuid="c9c05534-67e7-4e1a-9fda-dd2959f8ff2d"><div data-step-uuid="4cac75de-ac8e-42fb-bac6-089936484a40"><div>- Recruitment Agent BEE Status 
    - Recruitment Agent BEE Levels can be created and edited here
- 

</div></div></div><div data-step-uuid="fdc2d094-c1d2-453e-8a22-e15df76da07a"></div></div></div></div>## <svg aria-label="Heading anchor" enable-background="new 0 0 20 20" height="16" role="img" viewbox="0 0 20 20" width="16" xmlns="http://www.w3.org/2000/svg"></svg>Configure Letter Templates

<div data-article-id="485301" data-workflow="false" id="bkmrk-click%C2%A0system-adminis-0"><div data-article-id="485301" data-workflow="false"><div data-article-id="485301" data-workflow="false"><div data-role="steps-container"><div data-step-uuid="fdc2d094-c1d2-453e-8a22-e15df76da07a"><div>- Click ***System Administration** on the **Administration Menu.***
- Click ***Modules | Recruitment*** ***| Administration | Configure Letter Types***

</div><div></div></div></div></div></div></div>[![image-1616941269489.png](https://signature.signifyhr.co.za/uploads/images/gallery/2021-03/scaled-1680-/17D6Jtv0eGVsCToy-image-1616941269489.png)](https://signature.signifyhr.co.za/uploads/images/gallery/2021-03/17D6Jtv0eGVsCToy-image-1616941269489.png)

<div data-article-id="485301" data-workflow="false" id="bkmrk--2"><div data-article-id="485301" data-workflow="false"><div data-role="steps-container"><div data-step-uuid="fdc2d094-c1d2-453e-8a22-e15df76da07a"><div></div><div data-step-uuid="bbaae358-9bc3-4066-a5f8-d718611e2b49"></div></div></div></div></div>### <svg aria-label="Heading anchor" enable-background="new 0 0 20 20" height="16" role="img" viewbox="0 0 20 20" width="16" xmlns="http://www.w3.org/2000/svg"></svg>List of Letters

<div data-article-id="485301" data-workflow="false" id="bkmrk-the-following-page-i"><div data-article-id="485301" data-workflow="false"><div data-role="steps-container"><div data-step-uuid="fdc2d094-c1d2-453e-8a22-e15df76da07a"><div data-step-uuid="bbaae358-9bc3-4066-a5f8-d718611e2b49"><div>- The following page is displayed:

</div></div></div></div></div></div>The list of letters is loaded by Signify Software and additional templates can only be added by Signify.

<div data-article-id="485301" data-workflow="false" id="bkmrk--3"><div data-article-id="485301" data-workflow="false"><div data-article-id="485301" data-workflow="false"><div data-role="steps-container"><div data-step-uuid="fdc2d094-c1d2-453e-8a22-e15df76da07a"><div data-step-uuid="bbaae358-9bc3-4066-a5f8-d718611e2b49"><div></div><div></div></div></div></div></div></div></div>[![image-1616941283231.png](https://signature.signifyhr.co.za/uploads/images/gallery/2021-03/scaled-1680-/haKkmwrIMVuuyMU1-image-1616941283231.png)](https://signature.signifyhr.co.za/uploads/images/gallery/2021-03/haKkmwrIMVuuyMU1-image-1616941283231.png)

<div data-article-id="485301" data-workflow="false" id="bkmrk--5"><div data-article-id="485301" data-workflow="false"><div data-role="steps-container"><div data-step-uuid="fdc2d094-c1d2-453e-8a22-e15df76da07a"><div data-step-uuid="bbaae358-9bc3-4066-a5f8-d718611e2b49"><div></div></div><div data-step-uuid="eecad805-646b-4fe7-b9d0-3faee253ecd3"></div></div></div></div></div>### <svg aria-label="Heading anchor" enable-background="new 0 0 20 20" height="16" role="img" viewbox="0 0 20 20" width="16" xmlns="http://www.w3.org/2000/svg"></svg>Configure Letter Type Detail

Letters can be edited. To edit a letter:

<div data-article-id="485301" data-workflow="false" id="bkmrk-click-on-the%C2%A0view%2Fed"><div data-article-id="485301" data-workflow="false"><div data-role="steps-container"><div data-step-uuid="fdc2d094-c1d2-453e-8a22-e15df76da07a"><div data-step-uuid="eecad805-646b-4fe7-b9d0-3faee253ecd3"><div>- Click on the **view/edit** hyperlink in the Action column next to the relevant letter you would like to edit.
- The following page will be displayed

</div><div>![Configure Letter Type Detail](https://media.screensteps.com/image_assets/assets/000/526/295/original/e75d5121-4acc-400b-b24c-5ce5fbd92ed9.png)</div></div><div data-step-uuid="e8732319-f6bb-43b1-a4ef-44eded417a11"></div></div></div></div></div>### <svg aria-label="Heading anchor" enable-background="new 0 0 20 20" height="16" role="img" viewbox="0 0 20 20" width="16" xmlns="http://www.w3.org/2000/svg"></svg>Edit Letters

<div data-article-id="485301" data-workflow="false" id="bkmrk-change-the%C2%A0letter-ty"><div data-role="steps-container"><div data-step-uuid="fdc2d094-c1d2-453e-8a22-e15df76da07a"><div data-step-uuid="e8732319-f6bb-43b1-a4ef-44eded417a11"><div>- Change the **letter type** and or **description** if applicable
- Specify the order e.g. if 1, then this will be the first option to display in the letter dropdown in the Applications Received Page .
- Tick if the letter must be available for sending if ticked then it will display in the dropdown option of letters that can be sent to the candidates located in the Applications Received page.
- Recruitment | Administration | Advertised Positions |Click Here to… View/Edit Applications
- Tick if this letter should be the default letter type to be selected in the letter dropdown.
- Click Save to save the modifications made
- An example of the dropdown option on the Applications Received Page:

</div><div>![Edit Letters](https://media.screensteps.com/image_assets/assets/000/526/297/original/d58386bc-4ef8-4577-bddf-25938a8ef36f.png)</div></div></div></div></div>

# Positions on Job Profiler

In order to advertise a position, that position must exist in the Job Profiler module.

## <svg aria-label="Heading anchor" enable-background="new 0 0 20 20" height="16" role="img" viewbox="0 0 20 20" width="16" xmlns="http://www.w3.org/2000/svg"></svg>Verify the position's details

As mentioned, the first step before building a position’s advertisement is to verify the position’s details in the Job Profiler module.

## <svg aria-label="Heading anchor" enable-background="new 0 0 20 20" height="16" role="img" viewbox="0 0 20 20" width="16" xmlns="http://www.w3.org/2000/svg"></svg>Check the job's profile

Open the *Job Profiler* module from the main menu.

<div data-article-id="485313" data-workflow="false" id="bkmrk-"><div data-article-id="485313" data-workflow="false"><div data-article-id="485313" data-workflow="false"><div data-step-uuid="82a39cd6-727f-42fb-a8ec-0e4907bc665e"><div></div><div></div></div></div></div></div>[![image-1616941319127.png](https://signature.signifyhr.co.za/uploads/images/gallery/2021-03/scaled-1680-/pd2r9nrQGbYMWWX5-image-1616941319127.png)](https://signature.signifyhr.co.za/uploads/images/gallery/2021-03/pd2r9nrQGbYMWWX5-image-1616941319127.png)

<div data-article-id="485313" data-workflow="false" id="bkmrk--1"><div data-article-id="485313" data-workflow="false"><div data-step-uuid="82a39cd6-727f-42fb-a8ec-0e4907bc665e"><div></div><div></div></div><div data-step-uuid="d643cb65-0d87-4945-b05c-8d8d147e72dd"></div></div></div>## <svg aria-label="Heading anchor" enable-background="new 0 0 20 20" height="16" role="img" viewbox="0 0 20 20" width="16" xmlns="http://www.w3.org/2000/svg"></svg>Locate the applicable Job Profile

<div data-article-id="485313" data-workflow="false" id="bkmrk-locate-the-applicabl-0"><div data-article-id="485313" data-workflow="false"><div data-article-id="485313" data-workflow="false"><div data-step-uuid="d643cb65-0d87-4945-b05c-8d8d147e72dd"><div>- Locate the applicable job profile by searching for it on the list of job profiles.
- When found, in the **Action** field, click **Click here to…** and select **Edit** from the available options.

</div><div></div></div></div></div></div>[![image-1616941326109.png](https://signature.signifyhr.co.za/uploads/images/gallery/2021-03/scaled-1680-/qKSnsKWWIVupd12o-image-1616941326109.png)](https://signature.signifyhr.co.za/uploads/images/gallery/2021-03/qKSnsKWWIVupd12o-image-1616941326109.png)

<div data-article-id="485313" data-workflow="false" id="bkmrk--3"><div data-article-id="485313" data-workflow="false"><div data-step-uuid="d643cb65-0d87-4945-b05c-8d8d147e72dd"><div></div><div></div></div><div data-step-uuid="7987a8f3-a028-44a3-9624-3200c18236b7"></div></div></div>## <svg aria-label="Heading anchor" enable-background="new 0 0 20 20" height="16" role="img" viewbox="0 0 20 20" width="16" xmlns="http://www.w3.org/2000/svg"></svg>Confirm where the position is located on the Organisation Structure

From the side menu for the applicable profile, locate and click *Positions* to view a list of positions created in this profile

<div data-article-id="485313" data-workflow="false" id="bkmrk--4"><div data-article-id="485313" data-workflow="false"><div><div data-step-uuid="7987a8f3-a028-44a3-9624-3200c18236b7"><div><div></div><div>[![Confirm where the position is located on the Organisation Structure](http://media.screensteps.com/images/signify/485313/1/rendered/a4fd0321-741f-4fe9-917b-7eb8b7dd160a_display.png)](http://signify.screenstepslive.com/s/10619/m/52431/l/485313-recruitment-positions-on-job-profiler/show_image?image_id=8126717)</div><div></div></div></div><div data-step-uuid="39a66b41-7162-4135-82a2-8a5581cf4c0a"></div></div></div></div>## <svg aria-label="Heading anchor" enable-background="new 0 0 20 20" height="16" role="img" viewbox="0 0 20 20" width="16" xmlns="http://www.w3.org/2000/svg"></svg>Job Profile positions list

On the list of positions in this profile, every position is qualified with the following information:

<div data-article-id="485313" data-workflow="false" id="bkmrk-where-on-the-organis"><div data-article-id="485313" data-workflow="false"><div><div data-step-uuid="39a66b41-7162-4135-82a2-8a5581cf4c0a"><div><div>- Where on the organisation structure the position is located.
- A hyperlink **“Link position to Org”** will be displayed next to positions that have not yet been linked to the Org.
- Who the current incumbent is or it will display if the position is vacant.
- To view the location of the position, click **"More Info"** and a portion of the Org Structure will be displayed.

</div><div></div></div></div></div></div></div>[![image-1616941337692.png](https://signature.signifyhr.co.za/uploads/images/gallery/2021-03/scaled-1680-/JQTKrlBEd7nY4qiS-image-1616941337692.png)](https://signature.signifyhr.co.za/uploads/images/gallery/2021-03/JQTKrlBEd7nY4qiS-image-1616941337692.png)

<div data-article-id="485313" data-workflow="false" id="bkmrk--6"><div><div data-step-uuid="39a66b41-7162-4135-82a2-8a5581cf4c0a"><div><div></div><div></div></div></div></div></div>

# Advertised Positions

The process of creating a position’s advertisement will be explained

## <svg aria-label="Heading anchor" enable-background="new 0 0 20 20" height="16" role="img" viewbox="0 0 20 20" width="16" xmlns="http://www.w3.org/2000/svg"></svg>The Advertised Positions page

<div data-article-id="485325" data-workflow="false" id="bkmrk-click%C2%A0system-adminis"><div data-article-id="485325" data-workflow="false"><div><div data-step-uuid="089870bc-b671-4b25-9346-0625e510e82d"><div><div>- Click ***System Administration** on the Administration Menu.*
- From the Home page select ***Modules | Recruitment | Administration | Advertised Positions***

</div><div>[![The Advertised Positions page](http://media.screensteps.com/images/signify/485325/1/rendered/1dadbda9-f06a-4fb1-9b6d-3c6813ef340a_display.png)](http://signify.screenstepslive.com/s/10619/m/52431/l/485325-recruitment-advertised-positions/show_image?image_id=8126824)</div><div></div></div></div><div data-step-uuid="547ce39b-3a0b-4750-845f-ba62f2568f5e"></div></div></div></div>## <svg aria-label="Heading anchor" enable-background="new 0 0 20 20" height="16" role="img" viewbox="0 0 20 20" width="16" xmlns="http://www.w3.org/2000/svg"></svg>Advertised position landing page

<div data-article-id="485325" data-workflow="false" id="bkmrk-the-advertised-posit-0"><div data-article-id="485325" data-workflow="false"><div data-article-id="485325" data-workflow="false"><div data-step-uuid="547ce39b-3a0b-4750-845f-ba62f2568f5e"><div>- The Advertised Positions page that will be displayed is seen below:

</div><div></div></div></div></div></div>[![image-1616941376660.png](https://signature.signifyhr.co.za/uploads/images/gallery/2021-03/scaled-1680-/sOPPdT9TlDtVySIb-image-1616941376660.png)](https://signature.signifyhr.co.za/uploads/images/gallery/2021-03/sOPPdT9TlDtVySIb-image-1616941376660.png)

<div data-article-id="485325" data-workflow="false" id="bkmrk--0"><div data-article-id="485325" data-workflow="false"><div data-step-uuid="547ce39b-3a0b-4750-845f-ba62f2568f5e"><div></div><div></div><div data-step-uuid="3d4ef645-5116-4985-ac6d-68f2d9273ecd"></div></div></div></div>### <svg aria-label="Heading anchor" enable-background="new 0 0 20 20" height="16" role="img" viewbox="0 0 20 20" width="16" xmlns="http://www.w3.org/2000/svg"></svg>This page summarises the Recruitment &amp; Selection module’s status in the following ways:

**Actions that can be performed on this page:**

<div data-article-id="485325" data-workflow="false" id="bkmrk-search-for-a-specifi"><div data-article-id="485325" data-workflow="false"><div><div data-step-uuid="547ce39b-3a0b-4750-845f-ba62f2568f5e"><div><div data-step-uuid="3d4ef645-5116-4985-ac6d-68f2d9273ecd"><div><div>- Search for a specific advertised position(s).
- An advertised position can be added by clicking the *Add* button.
- An advertised position can be deleted by ticking the delete checkbox and clicking the *Delete* button.
- *View Report* will display the list of advertised positions and this information can then be exported to Excel.
- *View entire CV Database* will give you an overview of all CV’s received from all internal and or external candidates.

</div></div></div></div></div></div></div></div>**Table contents:**

<div data-article-id="485325" data-workflow="false" id="bkmrk-action%3A%C2%A0in-the-actio"><div data-article-id="485325" data-workflow="false"><div><div data-step-uuid="547ce39b-3a0b-4750-845f-ba62f2568f5e"><div><div data-step-uuid="3d4ef645-5116-4985-ac6d-68f2d9273ecd"><div><div>- ***Action*****:** In the action column you can click on the respective advertised positions *Click here to…* hyperlink and select to either *view/edit the advertisement* or to *view/edit applications*.
- ***Reference*****:** The reference number in the second column is system generated and is the unique number assigned to each advertisement.
- ***Position Title*****:** Position title is the description as specific when the job profile is created.
- ***Location:*** This is where the position will be filled.
- ***Category:*** This is in which department this positions falls under.
- ***Applications received*****:** It shows how many applications have been received per advertisement and also shows how many internal and external views the position received.
- ***Published (Internal / External)*****:** This will be an indication if the advertised position is for internal and or external candidates.
- ***Advertisement Open From/To*****:** This is the date that the position will be open for applications to be submitted.
- ***Delete*****:** The advertised position will be deleted when the delete checkbox has been ticked and the delete button in selected.

</div></div></div></div></div></div></div></div>**Additional information you need know about this page:**

<div data-article-id="485325" data-workflow="false" id="bkmrk-by-default-only-adve"><div><div data-step-uuid="547ce39b-3a0b-4750-845f-ba62f2568f5e"><div><div data-step-uuid="3d4ef645-5116-4985-ac6d-68f2d9273ecd"><div><div>- By default only advertisements that have been advertised from a month ago onwards are shown. To see older advertisements adjust the ***Advertised From*** date accordingly.
- In the search box the ***advertised from*** date defaults to the current date. If a position is created and it does not appear in the table, change the ***Advertised From*** date to include the period that the position was advertised from.

</div><div></div></div></div></div></div></div></div>

# Create and Edit an Advertisement

## Create an advertisement for a position

Follow these steps to create a new advertisement for a position:

<div data-article-id="485327" data-workflow="false" id="bkmrk-on-the%C2%A0advertised-po"><div data-article-id="485327" data-workflow="false"><div data-article-id="485327" data-workflow="false"><div data-step-uuid="7a84eeb3-6d3c-4ae2-9f54-3731a61463f6"><div>- On the ***Advertised Positions*** page click the ***Add*** button to open the page where the details of the advertisement can be captured.
- All fields marked with a \* are compulsory and must be completed else you will not be able to save the information.
- The following page is displayed:

</div><div></div></div></div></div></div>[![image-1616941421664.png](https://signature.signifyhr.co.za/uploads/images/gallery/2021-03/scaled-1680-/E83TmKHNdFN32BO5-image-1616941421664.png)](https://signature.signifyhr.co.za/uploads/images/gallery/2021-03/E83TmKHNdFN32BO5-image-1616941421664.png)

<div data-article-id="485327" data-workflow="false" id="bkmrk--0"><div data-article-id="485327" data-workflow="false"><div data-step-uuid="7a84eeb3-6d3c-4ae2-9f54-3731a61463f6"><div></div><div></div></div><div data-step-uuid="0bfd4b55-99b9-4886-8edc-a68d0e4e3f65"></div></div></div>## <svg aria-label="Heading anchor" enable-background="new 0 0 20 20" height="16" role="img" viewbox="0 0 20 20" width="16" xmlns="http://www.w3.org/2000/svg"></svg>Save the advertisement

<div data-article-id="485327" data-workflow="false" id="bkmrk-when-all-required-de"><div data-article-id="485327" data-workflow="false"><div data-article-id="485327" data-workflow="false"><div data-step-uuid="0bfd4b55-99b9-4886-8edc-a68d0e4e3f65"><div>- When all required details have been entered, click the ***Save*** button to submit the advertisement.
- When the page is closed, the completed advertisement is visible on the ***Advertised Positions*** list page as per the example below

</div><div></div></div></div></div></div>[![image-1616941434933.png](https://signature.signifyhr.co.za/uploads/images/gallery/2021-03/scaled-1680-/lswPxsEfafXkqQ4w-image-1616941434933.png)](https://signature.signifyhr.co.za/uploads/images/gallery/2021-03/lswPxsEfafXkqQ4w-image-1616941434933.png)

<div data-article-id="485327" data-workflow="false" id="bkmrk--2"><div data-article-id="485327" data-workflow="false"><div data-step-uuid="0bfd4b55-99b9-4886-8edc-a68d0e4e3f65"><div></div><div></div></div><div data-step-uuid="57fd0de1-2303-4579-a117-2bb2557d458a"></div></div></div>## <svg aria-label="Heading anchor" enable-background="new 0 0 20 20" height="16" role="img" viewbox="0 0 20 20" width="16" xmlns="http://www.w3.org/2000/svg"></svg>Edit an advertisement

Once an advertisement has been saved it is shown in the Advertised Position list page. The following actions are available once you have located the desired position:

<div data-article-id="485327" data-workflow="false" id="bkmrk-view%2Fedit-advertisem"><div data-article-id="485327" data-workflow="false"><div data-article-id="485327" data-workflow="false"><div data-step-uuid="57fd0de1-2303-4579-a117-2bb2557d458a"><div>- ***View/Edit Advertisement*** takes you back to the *Advertised Position Detail* page discussed in the previous section.
- ***View/Edit Applications*** opens a list of applications submitted against the advertisement.

</div><div></div></div></div></div></div>[![image-1616941443105.png](https://signature.signifyhr.co.za/uploads/images/gallery/2021-03/scaled-1680-/eeNgSbfUeCu1X9Bq-image-1616941443105.png)](https://signature.signifyhr.co.za/uploads/images/gallery/2021-03/eeNgSbfUeCu1X9Bq-image-1616941443105.png)

<div data-article-id="485327" data-workflow="false" id="bkmrk--4"><div data-article-id="485327" data-workflow="false"><div data-step-uuid="57fd0de1-2303-4579-a117-2bb2557d458a"><div></div><div></div></div><div data-step-uuid="6533a33f-7c9d-4d1a-9f99-ef27b2213962"></div></div></div>## <svg aria-label="Heading anchor" enable-background="new 0 0 20 20" height="16" role="img" viewbox="0 0 20 20" width="16" xmlns="http://www.w3.org/2000/svg"></svg>Detail Tab

<div data-article-id="485327" data-workflow="false" id="bkmrk-to-update-the-advert"><div data-article-id="485327" data-workflow="false"><div><div data-step-uuid="6533a33f-7c9d-4d1a-9f99-ef27b2213962"><div><div>- To update the advertisement select the ***View/Edit Advertisement*** option.
- Update the information where required and click *Save*.

</div></div></div></div></div></div>Apart from the advertisement details already specified, the following tabs are also made active when an advertisement is saved the first time.

<div data-article-id="485327" data-workflow="false" id="bkmrk-documents-applicatio"><div data-article-id="485327" data-workflow="false"><div><div data-step-uuid="6533a33f-7c9d-4d1a-9f99-ef27b2213962"><div><div>- Documents
- Applications
- Letters
- CV’s

</div><div>[![Detail Tab](http://media.screensteps.com/images/signify/485327/2/rendered/e5077b40-7844-41d8-8f8d-6155a3553574_display.png)](http://signify.screenstepslive.com/s/10619/m/52431/l/485327-recruitment-create-and-edit-an-advertisement/show_image?image_id=8177335)</div><div></div></div></div><div data-step-uuid="b52f828e-1b00-48aa-b1b2-76e2e1401cff"></div></div></div></div>## <svg aria-label="Heading anchor" enable-background="new 0 0 20 20" height="16" role="img" viewbox="0 0 20 20" width="16" xmlns="http://www.w3.org/2000/svg"></svg>Documents Tab

<div data-article-id="485327" data-workflow="false" id="bkmrk-click-the%C2%A0documents%C2%A0"><div data-article-id="485327" data-workflow="false"><div data-article-id="485327" data-workflow="false"><div data-step-uuid="b52f828e-1b00-48aa-b1b2-76e2e1401cff"><div>- Click the *Documents* tab to open the *Documents* page
- This page contains documents that are uploaded against the position’s job profile in the *Job Profiler* module.
- These documents can be downloaded here or in the Job Profiler module but no documents can be added directly to the advertisement itself.

</div><div></div></div></div></div></div>[![image-1616941454400.png](https://signature.signifyhr.co.za/uploads/images/gallery/2021-03/scaled-1680-/9c2mgqho9XvbvuPd-image-1616941454400.png)](https://signature.signifyhr.co.za/uploads/images/gallery/2021-03/9c2mgqho9XvbvuPd-image-1616941454400.png)

<div data-article-id="485327" data-workflow="false" id="bkmrk--6"><div data-article-id="485327" data-workflow="false"><div data-step-uuid="b52f828e-1b00-48aa-b1b2-76e2e1401cff"><div></div><div></div></div><div data-step-uuid="9dd4dfad-e943-4b74-aa99-8cbff93a1e80"></div></div></div>## <svg aria-label="Heading anchor" enable-background="new 0 0 20 20" height="16" role="img" viewbox="0 0 20 20" width="16" xmlns="http://www.w3.org/2000/svg"></svg>Applications Tab

<div data-article-id="485327" data-workflow="false" id="bkmrk-click-the%C2%A0applicatio"><div data-article-id="485327" data-workflow="false"><div><div data-step-uuid="9dd4dfad-e943-4b74-aa99-8cbff93a1e80"><div><div>- Click the *Applications* tab to display the *Applications Received* page.
- Information displayed here is applicable to the individuals that manage the applications received and appointments/rejections.

</div></div></div></div></div></div>The detail of the applications will be discussed in detail further on in the document.

<div data-article-id="485327" data-workflow="false" id="bkmrk--7"><div data-article-id="485327" data-workflow="false"><div data-article-id="485327" data-workflow="false"><div data-step-uuid="9dd4dfad-e943-4b74-aa99-8cbff93a1e80"><div></div><div></div></div></div></div></div>[![image-1616941461678.png](https://signature.signifyhr.co.za/uploads/images/gallery/2021-03/scaled-1680-/bAxurfVN8Suw6fNI-image-1616941461678.png)](https://signature.signifyhr.co.za/uploads/images/gallery/2021-03/bAxurfVN8Suw6fNI-image-1616941461678.png)

<div data-article-id="485327" data-workflow="false" id="bkmrk--9"><div data-article-id="485327" data-workflow="false"><div data-step-uuid="9dd4dfad-e943-4b74-aa99-8cbff93a1e80"><div></div><div></div></div><div data-step-uuid="52e3985e-1db9-4c01-a0cf-e5f6f4c7427e"></div></div></div>## <svg aria-label="Heading anchor" enable-background="new 0 0 20 20" height="16" role="img" viewbox="0 0 20 20" width="16" xmlns="http://www.w3.org/2000/svg"></svg>Letters Tab

<div data-article-id="485327" data-workflow="false" id="bkmrk-click-the%C2%A0letters%C2%A0ta"><div data-article-id="485327" data-workflow="false"><div data-article-id="485327" data-workflow="false"><div data-step-uuid="52e3985e-1db9-4c01-a0cf-e5f6f4c7427e"><div>- Click the *Letters* tab to open the *Recruitment Letters* page.

</div><div></div></div></div></div></div>[![image-1616941468972.png](https://signature.signifyhr.co.za/uploads/images/gallery/2021-03/scaled-1680-/NO0DBcDZV0W94KzC-image-1616941468972.png)](https://signature.signifyhr.co.za/uploads/images/gallery/2021-03/NO0DBcDZV0W94KzC-image-1616941468972.png)

<div data-article-id="485327" data-workflow="false" id="bkmrk--11"><div data-article-id="485327" data-workflow="false"><div data-step-uuid="52e3985e-1db9-4c01-a0cf-e5f6f4c7427e"><div></div><div></div><div data-step-uuid="cebbf873-667e-42a2-964c-1ca301974883"></div></div></div></div>### <svg aria-label="Heading anchor" enable-background="new 0 0 20 20" height="16" role="img" viewbox="0 0 20 20" width="16" xmlns="http://www.w3.org/2000/svg"></svg>Customise a letter type

<div data-article-id="485327" data-workflow="false" id="bkmrk-the%C2%A0recruitment%C2%A0modu"><div data-article-id="485327" data-workflow="false"><div><div data-step-uuid="52e3985e-1db9-4c01-a0cf-e5f6f4c7427e"><div><div data-step-uuid="cebbf873-667e-42a2-964c-1ca301974883"><div><div>- The *Recruitment* module is installed with a number of standard letters similar to the page example above.
- Sometimes there may be a need to use branded or custom developed letters instead of the standard ones. To customise a letter type: 
    - Select the *Administration* option in the top menu bar.
    - Select the *Configure Letter Types* option.

</div><div>[![Customise a letter type](http://media.screensteps.com/images/signify/485327/2/rendered/0ac73d81-3f47-4a04-9931-f1fd319d62f0_display.png)](http://signify.screenstepslive.com/s/10619/m/52431/l/485327-recruitment-create-and-edit-an-advertisement/show_image?image_id=8177347)</div><div></div></div></div><div data-step-uuid="bec30ab7-9bc4-41e4-87cb-0bb04f495b9b"></div></div></div></div></div></div>### <svg aria-label="Heading anchor" enable-background="new 0 0 20 20" height="16" role="img" viewbox="0 0 20 20" width="16" xmlns="http://www.w3.org/2000/svg"></svg>Configure Letter Types

<div data-article-id="485327" data-workflow="false" id="bkmrk-a-list-of-available-"><div data-article-id="485327" data-workflow="false"><div data-article-id="485327" data-workflow="false"><div data-step-uuid="52e3985e-1db9-4c01-a0cf-e5f6f4c7427e"><div data-step-uuid="bec30ab7-9bc4-41e4-87cb-0bb04f495b9b"><div>- A list of available letters will be displayed, in the *Configure Letter Types* page as seen below.

</div><div></div></div></div></div></div></div>[![image-1616941478450.png](https://signature.signifyhr.co.za/uploads/images/gallery/2021-03/scaled-1680-/7dIcz5coGoi5qWz0-image-1616941478450.png)](https://signature.signifyhr.co.za/uploads/images/gallery/2021-03/7dIcz5coGoi5qWz0-image-1616941478450.png)

<div data-article-id="485327" data-workflow="false" id="bkmrk--13"><div data-article-id="485327" data-workflow="false"><div data-step-uuid="52e3985e-1db9-4c01-a0cf-e5f6f4c7427e"><div data-step-uuid="bec30ab7-9bc4-41e4-87cb-0bb04f495b9b"><div></div><div></div></div><div data-step-uuid="bef4fdab-8f24-477b-bdc7-4161d0d7579c"></div></div></div></div>### <svg aria-label="Heading anchor" enable-background="new 0 0 20 20" height="16" role="img" viewbox="0 0 20 20" width="16" xmlns="http://www.w3.org/2000/svg"></svg>Configure Letter Type Detail

<div data-article-id="485327" data-workflow="false" id="bkmrk-select-the%C2%A0view%2Fedit"><div data-article-id="485327" data-workflow="false"><div data-article-id="485327" data-workflow="false"><div data-step-uuid="52e3985e-1db9-4c01-a0cf-e5f6f4c7427e"><div data-step-uuid="bef4fdab-8f24-477b-bdc7-4161d0d7579c"><div>- Select the *View/Edit* hyperlink next to the applicable letter type to be modified.
- The letter details will be displayed as it is shown in the *Configure Letter Type Detail* page below.
- Modify the relevant fields and click *Save*.

</div><div></div></div></div></div></div></div>[![image-1616941486906.png](https://signature.signifyhr.co.za/uploads/images/gallery/2021-03/scaled-1680-/cGrMbP9YFyAIERVs-image-1616941486906.png)](https://signature.signifyhr.co.za/uploads/images/gallery/2021-03/cGrMbP9YFyAIERVs-image-1616941486906.png)

<div data-article-id="485327" data-workflow="false" id="bkmrk--15"><div data-article-id="485327" data-workflow="false"><div data-step-uuid="52e3985e-1db9-4c01-a0cf-e5f6f4c7427e"><div data-step-uuid="bef4fdab-8f24-477b-bdc7-4161d0d7579c"><div></div><div></div></div></div><div data-step-uuid="5a5e3d97-5f31-46b7-8bb5-116f3ac2f098"></div></div></div>## <svg aria-label="Heading anchor" enable-background="new 0 0 20 20" height="16" role="img" viewbox="0 0 20 20" width="16" xmlns="http://www.w3.org/2000/svg"></svg>CV's Tab

<div data-article-id="485327" data-workflow="false" id="bkmrk-click-the%C2%A0cv%E2%80%99s%C2%A0tab-t"><div><div data-step-uuid="5a5e3d97-5f31-46b7-8bb5-116f3ac2f098"><div><div>- Click the *CV’s* tab to open the following page.
- This page contains ad hoc CV’s that are uploaded against the position by the manager or administrator of the advertisement.

</div><div>[![CV's Tab](http://media.screensteps.com/images/signify/485327/2/rendered/1c6869fa-b339-4cff-830e-a11061a75bfa_display.png)](http://signify.screenstepslive.com/s/10619/m/52431/l/485327-recruitment-create-and-edit-an-advertisement/show_image?image_id=8177356)</div><div></div></div></div></div></div>

# View Advertisements and Apply for a position

In this section viewing available job advertisements and applying for them are described.

There are two ways in which an individual can apply for a position

<div data-article-id="490521" data-workflow="false" id="bkmrk-internally-on-the-si"><div data-article-id="490521" data-workflow="false"><div><div>- Internally on the Signify System
- Externally via the External Recruitment Portal

</div></div><div><div data-step-uuid="44fc3508-9345-444a-92b8-304b0d7f0166"></div></div></div></div>## <svg aria-label="Heading anchor" enable-background="new 0 0 20 20" height="16" role="img" viewbox="0 0 20 20" width="16" xmlns="http://www.w3.org/2000/svg"></svg>View the List of Published Advertisements (Internal Applicant)

<div data-article-id="490521" data-workflow="false" id="bkmrk-on-the-signify-syste"><div data-article-id="490521" data-workflow="false"><div><div data-step-uuid="44fc3508-9345-444a-92b8-304b0d7f0166"><div><div>- On the Signify System locate and select the *Advertised Positions* option on the *My Quick Start* menu.
- If the *Advertised Positions* option is not immediately visible, select *Show more options* from the *My Quick Start* menu.
- If *Advertised Positions* is not available at all, contact your systems administrator

</div><div>[![View the List of Published Advertisements (Internal Applicant)](http://media.screensteps.com/images/signify/490521/1/rendered/13d07347-8039-4e8a-8104-cea6354cb9ca_display.png)](http://signify.screenstepslive.com/s/10619/m/52431/l/490521-recruitment-view-advertisements-and-apply-for-a-position/show_image?image_id=8180788)</div><div></div></div></div><div data-step-uuid="4f57a6c8-4460-4b00-aaeb-31a02564bf5e"></div></div></div></div>## <svg aria-label="Heading anchor" enable-background="new 0 0 20 20" height="16" role="img" viewbox="0 0 20 20" width="16" xmlns="http://www.w3.org/2000/svg"></svg>List of positions

<div data-article-id="490521" data-workflow="false" id="bkmrk-the-list-of-position"><div data-article-id="490521" data-workflow="false"><div><div data-step-uuid="4f57a6c8-4460-4b00-aaeb-31a02564bf5e"><div><div>- The list of positions currently open for applications will be displayed in the *Advertised Positions* window similar to the example below:

</div><div>[![List of positions](http://media.screensteps.com/images/signify/490521/1/rendered/90351c1d-8594-4e13-8faa-4db933556776_display.png)](http://signify.screenstepslive.com/s/10619/m/52431/l/490521-recruitment-view-advertisements-and-apply-for-a-position/show_image?image_id=8180791)</div><div></div></div></div><div data-step-uuid="a29be193-bd46-4c58-a454-186e17e3b0e6"></div></div></div></div>## <svg aria-label="Heading anchor" enable-background="new 0 0 20 20" height="16" role="img" viewbox="0 0 20 20" width="16" xmlns="http://www.w3.org/2000/svg"></svg>Action Button

<div data-article-id="490521" data-workflow="false" id="bkmrk-the-status-column-wi"><div data-article-id="490521" data-workflow="false"><div data-article-id="490521" data-workflow="false"><div data-step-uuid="a29be193-bd46-4c58-a454-186e17e3b0e6"><div>- The status column will display the status of the application as well as the reference number of the application.
- Once the Action button has been selected, the following options are displayed:

</div><div></div></div></div></div></div>[![image-1616941532505.png](https://signature.signifyhr.co.za/uploads/images/gallery/2021-03/scaled-1680-/rNGL2NzCE55aWzcV-image-1616941532505.png)](https://signature.signifyhr.co.za/uploads/images/gallery/2021-03/rNGL2NzCE55aWzcV-image-1616941532505.png)

<div data-article-id="490521" data-workflow="false" id="bkmrk--0"><div data-article-id="490521" data-workflow="false"><div data-step-uuid="a29be193-bd46-4c58-a454-186e17e3b0e6"><div></div><div></div></div><div data-step-uuid="e29ffa0c-8b34-442f-9fef-b398aff76f19"></div></div></div>## <svg aria-label="Heading anchor" enable-background="new 0 0 20 20" height="16" role="img" viewbox="0 0 20 20" width="16" xmlns="http://www.w3.org/2000/svg"></svg>Apply

<div data-article-id="490521" data-workflow="false" id="bkmrk-selecting%C2%A0apply%C2%A0will"><div data-article-id="490521" data-workflow="false"><div><div data-step-uuid="e29ffa0c-8b34-442f-9fef-b398aff76f19"><div><div>- Selecting *Apply* will open the *Apply for a Position* page, as shown below:
- Complete the form according to the specified position, indicating the reason for application and including additional comments as required/preferred

</div><div>[![Apply](http://media.screensteps.com/images/signify/490521/1/rendered/b32ceb16-51da-4c14-8d37-41aa0131e063_display.png)](http://signify.screenstepslive.com/s/10619/m/52431/l/490521-recruitment-view-advertisements-and-apply-for-a-position/show_image?image_id=8180797)</div><div></div></div></div><div data-step-uuid="9101ef8e-fa28-44cb-9e05-a0e679813071"></div></div></div></div>## <svg aria-label="Heading anchor" enable-background="new 0 0 20 20" height="16" role="img" viewbox="0 0 20 20" width="16" xmlns="http://www.w3.org/2000/svg"></svg>View Job Profile

<div data-article-id="490521" data-workflow="false" id="bkmrk-selecting%C2%A0view-job-p"><div data-article-id="490521" data-workflow="false"><div><div data-step-uuid="9101ef8e-fa28-44cb-9e05-a0e679813071"><div><div>- Selecting *View Job Profile* will open the *Export Position Profile* page as shown below:

</div><div>[![View Job Profile](http://media.screensteps.com/images/signify/490521/1/rendered/abf57d39-4f6b-4f23-9ce9-dc5ba2744b9a_display.png)](http://signify.screenstepslive.com/s/10619/m/52431/l/490521-recruitment-view-advertisements-and-apply-for-a-position/show_image?image_id=8180801)</div><div></div></div></div><div data-step-uuid="1ac44fcc-addd-4de0-9eb0-7bfac3ec11a1"></div></div></div></div>## <svg aria-label="Heading anchor" enable-background="new 0 0 20 20" height="16" role="img" viewbox="0 0 20 20" width="16" xmlns="http://www.w3.org/2000/svg"></svg>Download Documents

<div data-article-id="490521" data-workflow="false" id="bkmrk-selecting%C2%A0documents%C2%A0"><div data-article-id="490521" data-workflow="false"><div><div data-step-uuid="1ac44fcc-addd-4de0-9eb0-7bfac3ec11a1"><div><div>- Selecting *Documents* will open the *Documents* page that will display documentation relating to the position that the applicant is applying for.
- In order to download the file, select the icon from the D*ownload File* column.

</div><div>[![Download Documents](http://media.screensteps.com/images/signify/490521/1/rendered/ec2b78af-a512-47cb-8169-10623ab7390f_display.png)](http://signify.screenstepslive.com/s/10619/m/52431/l/490521-recruitment-view-advertisements-and-apply-for-a-position/show_image?image_id=8180804)</div><div></div></div></div><div data-step-uuid="22781e88-cfff-43e8-b90b-f63b915ccbfd"></div></div></div></div>## <svg aria-label="Heading anchor" enable-background="new 0 0 20 20" height="16" role="img" viewbox="0 0 20 20" width="16" xmlns="http://www.w3.org/2000/svg"></svg>View a list of Positions that you have applied for

As an internal applicant, view the status of your application from the *HR Processes* menu located in the *My Quick Start* menu

Three options are made available in the *HR Processes* view:

<div data-article-id="490521" data-workflow="false" id="bkmrk-my-requests-new-requ"><div data-article-id="490521" data-workflow="false"><div data-article-id="490521" data-workflow="false"><div data-step-uuid="22781e88-cfff-43e8-b90b-f63b915ccbfd"><div>- My Requests
- New Requests
- View My Inbox

</div><div></div></div></div></div></div>[![image-1616941550375.png](https://signature.signifyhr.co.za/uploads/images/gallery/2021-03/scaled-1680-/5blMSUeKOTVgTg4I-image-1616941550375.png)](https://signature.signifyhr.co.za/uploads/images/gallery/2021-03/5blMSUeKOTVgTg4I-image-1616941550375.png)

<div data-article-id="490521" data-workflow="false" id="bkmrk--2"><div data-article-id="490521" data-workflow="false"><div data-step-uuid="22781e88-cfff-43e8-b90b-f63b915ccbfd"><div></div><div></div></div><div data-step-uuid="37b21d80-a913-447a-8e91-da10a48697b0"></div></div></div>## <svg aria-label="Heading anchor" enable-background="new 0 0 20 20" height="16" role="img" viewbox="0 0 20 20" width="16" xmlns="http://www.w3.org/2000/svg"></svg>My Requests

On this page a user can view positions that they have applied for as well as the status of their applications.

<div data-article-id="490521" data-workflow="false" id="bkmrk--3"><div data-article-id="490521" data-workflow="false"><div data-article-id="490521" data-workflow="false"><div data-step-uuid="37b21d80-a913-447a-8e91-da10a48697b0"><div></div><div></div></div></div></div></div>[![image-1616941556902.png](https://signature.signifyhr.co.za/uploads/images/gallery/2021-03/scaled-1680-/AF8yXC5w3ZCCjgf2-image-1616941556902.png)](https://signature.signifyhr.co.za/uploads/images/gallery/2021-03/AF8yXC5w3ZCCjgf2-image-1616941556902.png)

<div data-article-id="490521" data-workflow="false" id="bkmrk--5"><div data-article-id="490521" data-workflow="false"><div data-step-uuid="37b21d80-a913-447a-8e91-da10a48697b0"><div></div><div></div></div><div data-step-uuid="a5dd825d-9daa-410e-bf92-4b08ab407c0a"></div></div></div>## <svg aria-label="Heading anchor" enable-background="new 0 0 20 20" height="16" role="img" viewbox="0 0 20 20" width="16" xmlns="http://www.w3.org/2000/svg"></svg>New Request

<div data-article-id="490521" data-workflow="false" id="bkmrk-when-selecting-the%C2%A0n"><div data-article-id="490521" data-workflow="false"><div data-article-id="490521" data-workflow="false"><div data-step-uuid="a5dd825d-9daa-410e-bf92-4b08ab407c0a"><div>- When selecting the *New Request* button, either from the *HR Processes* page or on the *My Requests* page the following page will open:
- Under the *Employment* group, a user can view vacancies that have been published.
- Once *View Vacancies* is selected the *Advertised Positions* page will appear.

</div><div></div></div></div></div></div>[![image-1616941565082.png](https://signature.signifyhr.co.za/uploads/images/gallery/2021-03/scaled-1680-/XOxGJyKku7lxZFua-image-1616941565082.png)](https://signature.signifyhr.co.za/uploads/images/gallery/2021-03/XOxGJyKku7lxZFua-image-1616941565082.png)

<div data-article-id="490521" data-workflow="false" id="bkmrk--7"><div data-article-id="490521" data-workflow="false"><div data-step-uuid="a5dd825d-9daa-410e-bf92-4b08ab407c0a"><div></div><div></div></div><div data-step-uuid="bb1d4f52-980a-49bc-b206-bbea32e3b7c0"></div></div></div>## <svg aria-label="Heading anchor" enable-background="new 0 0 20 20" height="16" role="img" viewbox="0 0 20 20" width="16" xmlns="http://www.w3.org/2000/svg"></svg>View my Inbox

<div data-article-id="490521" data-workflow="false" id="bkmrk-when-selecting-the%C2%A0v"><div data-article-id="490521" data-workflow="false"><div data-step-uuid="bb1d4f52-980a-49bc-b206-bbea32e3b7c0"><div>- When selecting the *View My Inbox* button the following page will apprear:

</div><div></div></div></div></div>[![image-1616941573634.png](https://signature.signifyhr.co.za/uploads/images/gallery/2021-03/scaled-1680-/74VjLNyAtaIyD6Pc-image-1616941573634.png)](https://signature.signifyhr.co.za/uploads/images/gallery/2021-03/74VjLNyAtaIyD6Pc-image-1616941573634.png)

<div data-article-id="490521" data-workflow="false" id="bkmrk--9"><div data-step-uuid="bb1d4f52-980a-49bc-b206-bbea32e3b7c0"><div></div><div></div></div></div>

# Review Advertisements

**Review a Position’s Advertisement and/or Your Application**

## <svg aria-label="Heading anchor" enable-background="new 0 0 20 20" height="16" role="img" viewbox="0 0 20 20" width="16" xmlns="http://www.w3.org/2000/svg"></svg>When considering a position’s advertisement, the following scenarios are possible (depending on the status of your application).

From the My Quick Start Menu, select HR Processes | My Requests | Position Applications.

In the *Action* column, select *Click here to…* in order to gain access to the following options.

<div data-article-id="490568" data-workflow="false" id="bkmrk-view-application-det"><div data-article-id="490568" data-workflow="false"><div data-article-id="490568" data-workflow="false"><div data-step-uuid="d49d3f3e-668c-4a58-b71d-6472ee0c4518"><div>- *View Application Detail* Submit/view an application for the advertised position.
- *View Job Profile* Opens a page summarising the entire job profile for the job/position, the Position Profile can also be exported from this page.
- *Download Documents* Opens a list of all documents pertaining to the job/position and enables the viewer to download them.

</div><div></div></div></div></div></div>[![image-1616941605531.png](https://signature.signifyhr.co.za/uploads/images/gallery/2021-03/scaled-1680-/Dpt87wJuiVJbVi1g-image-1616941605531.png)](https://signature.signifyhr.co.za/uploads/images/gallery/2021-03/Dpt87wJuiVJbVi1g-image-1616941605531.png)

<div data-article-id="490568" data-workflow="false" id="bkmrk--0"><div data-article-id="490568" data-workflow="false"><div data-step-uuid="d49d3f3e-668c-4a58-b71d-6472ee0c4518"><div></div><div></div></div><div data-step-uuid="92852d72-662b-4bdc-bf39-4a1cd35ccde1"></div></div></div>## <svg aria-label="Heading anchor" enable-background="new 0 0 20 20" height="16" role="img" viewbox="0 0 20 20" width="16" xmlns="http://www.w3.org/2000/svg"></svg>You Have Already Applied but Haven’t Submitted the Application Yet

When the list of advertisements is opened, your status on each is visible in the **Your Status** column as shown in the example below.

In this example you have reviewed the advertisement and have done some work on it but haven’t clicked the final **"Submit Application"** yet.

<div data-article-id="490568" data-workflow="false" id="bkmrk--1"><div data-article-id="490568" data-workflow="false"><div data-article-id="490568" data-workflow="false"><div data-step-uuid="92852d72-662b-4bdc-bf39-4a1cd35ccde1"><div></div><div></div></div></div></div></div>[![image-1616941611653.png](https://signature.signifyhr.co.za/uploads/images/gallery/2021-03/scaled-1680-/OQskVRZNUPyrSbnW-image-1616941611653.png)](https://signature.signifyhr.co.za/uploads/images/gallery/2021-03/OQskVRZNUPyrSbnW-image-1616941611653.png)

<div data-article-id="490568" data-workflow="false" id="bkmrk--3"><div data-article-id="490568" data-workflow="false"><div data-step-uuid="92852d72-662b-4bdc-bf39-4a1cd35ccde1"><div></div><div></div></div><div data-step-uuid="c0794b74-9075-43d2-a42c-ea1b6e92795f"></div></div></div>## <svg aria-label="Heading anchor" enable-background="new 0 0 20 20" height="16" role="img" viewbox="0 0 20 20" width="16" xmlns="http://www.w3.org/2000/svg"></svg>Complete the Application

<div data-article-id="490568" data-workflow="false" id="bkmrk-from-the-advertiseme"><div data-article-id="490568" data-workflow="false"><div><div data-step-uuid="c0794b74-9075-43d2-a42c-ea1b6e92795f"><div><div>- From the advertisement’s **Action** column, click **View Application Detail** to view your application.
- Complete any outstanding details and…
- …if you want to submit the application, scroll down to the bottom of the **Apply for Position** page and click **"Submit Application"**.
- If you would like to cancel your application, scroll down to the bottom of the **Apply for Position** page and click **"Cancel Application"** to have it removed from the process.

</div><div>[![Complete the Application](http://media.screensteps.com/images/signify/490568/1/rendered/c23c2198-0b71-4cd0-9084-f1412df67573_display.png)](http://signify.screenstepslive.com/s/10619/m/52431/l/490568-recruitment-review-advertisements/show_image?image_id=8181072)</div><div></div></div></div><div data-step-uuid="3cd68ea5-2123-4f14-bd85-5692f65ec6d5"></div></div></div></div>## <svg aria-label="Heading anchor" enable-background="new 0 0 20 20" height="16" role="img" viewbox="0 0 20 20" width="16" xmlns="http://www.w3.org/2000/svg"></svg>You Have Already Applied and Submitted the Application

When the list of advertisements is opened, your status on each is visible in the **Your Status** column as shown in the example below.

In this example you have completed and submitted the application.

<div data-article-id="490568" data-workflow="false" id="bkmrk-from-the-advertiseme-0"><div data-article-id="490568" data-workflow="false"><div data-step-uuid="3cd68ea5-2123-4f14-bd85-5692f65ec6d5"><div>- From the advertisement’s **Action** column, click **View Application Detail** to view your application.
- You won’t be able to change anything on the application but by clicking **"Cancel Application"** you can cancel your application and have it removed from the process.

</div><div></div></div></div></div>[![image-1616941619411.png](https://signature.signifyhr.co.za/uploads/images/gallery/2021-03/scaled-1680-/Vz1HADkOrfMEg05x-image-1616941619411.png)](https://signature.signifyhr.co.za/uploads/images/gallery/2021-03/Vz1HADkOrfMEg05x-image-1616941619411.png)

<div data-article-id="490568" data-workflow="false" id="bkmrk--5"><div data-step-uuid="3cd68ea5-2123-4f14-bd85-5692f65ec6d5"><div></div><div></div></div></div>

# Manage Applications on an Advertisement

In this section viewing applications made against a job advertisement is discussed as well as entering applications on behalf of employees.

## <svg aria-label="Heading anchor" enable-background="new 0 0 20 20" height="16" role="img" viewbox="0 0 20 20" width="16" xmlns="http://www.w3.org/2000/svg"></svg>Check the Number of Applications Received

<div data-article-id="492220" data-workflow="false" id="bkmrk-from-the-home-page-c"><div data-article-id="492220" data-workflow="false"><div data-article-id="492220" data-workflow="false"><div data-step-uuid="368f012e-73fe-4638-8fa5-86cefcad6208"><div>- From the Home page click ***System Administration** on the **Administration Menu.***
- From the main menu, click ***Modules | Recruitment| Administration | Advertised Positions*** to open the following page.

</div><div></div></div></div></div></div>[![image-1616941656556.png](https://signature.signifyhr.co.za/uploads/images/gallery/2021-03/scaled-1680-/ii9A7GsuoUmDfXf3-image-1616941656556.png)](https://signature.signifyhr.co.za/uploads/images/gallery/2021-03/ii9A7GsuoUmDfXf3-image-1616941656556.png)

<div data-article-id="492220" data-workflow="false" id="bkmrk--0"><div data-article-id="492220" data-workflow="false"><div data-step-uuid="368f012e-73fe-4638-8fa5-86cefcad6208"><div></div><div></div></div><div data-step-uuid="5edad048-7b90-48c1-85f0-77275a113b34"></div></div></div>## <svg aria-label="Heading anchor" enable-background="new 0 0 20 20" height="16" role="img" viewbox="0 0 20 20" width="16" xmlns="http://www.w3.org/2000/svg"></svg>Applications submitted

<div data-article-id="492220" data-workflow="false" id="bkmrk-because-applications"><div data-article-id="492220" data-workflow="false"><div><div data-step-uuid="5edad048-7b90-48c1-85f0-77275a113b34"><div><div>- Because applications were submitted against different advertisements, the number of applications can be seen in the **Applications Submitted** column.
- In order to open the list of applications, in the **Action** column, click **Click here to…** to open the list of actions available on an advertisement.
- Click **View/Edit Applications** to open the **Applications Received** page.

</div><div>[![Applications submitted](http://media.screensteps.com/images/signify/492220/1/rendered/935efb7b-0100-454f-b061-5c3f6252744b_display.png)](http://signify.screenstepslive.com/s/10619/m/52431/l/492220-recruitment-manage-applications-on-an-advertisement/show_image?image_id=8205516)</div><div></div></div></div><div data-step-uuid="1fab5b33-997e-47a4-92c5-810fb54df7e8"></div></div></div></div>## <svg aria-label="Heading anchor" enable-background="new 0 0 20 20" height="16" role="img" viewbox="0 0 20 20" width="16" xmlns="http://www.w3.org/2000/svg"></svg>Actions on Applications Page

The following actions are available on this page and some of these will be discussed in the following sections:

<div data-article-id="492220" data-workflow="false" id="bkmrk-open-a-specific-appl"><div data-article-id="492220" data-workflow="false"><div><div data-step-uuid="1fab5b33-997e-47a4-92c5-810fb54df7e8"><div><div>- Open a specific application
- Categorise an application (including changing its status)
- Filter the applications
- Add an application on behalf of an employee
- Send appropriate letters to applicants (e.g. letters of regret etc.)
- Appoint an applicant

</div></div></div></div></div></div>The information visible on the page is:

<div data-article-id="492220" data-workflow="false" id="bkmrk-applicant-details-an"><div data-article-id="492220" data-workflow="false"><div data-step-uuid="1fab5b33-997e-47a4-92c5-810fb54df7e8"><div>- Applicant details and email address (if provided)
- Applicant appointment date (if applicable)
- Number of letters sent to an applicant
- Applicant CV or other documentation uploaded

</div><div></div></div></div></div>[![image-1616941666998.png](https://signature.signifyhr.co.za/uploads/images/gallery/2021-03/scaled-1680-/kN8wsMna0mYYmRDH-image-1616941666998.png)](https://signature.signifyhr.co.za/uploads/images/gallery/2021-03/kN8wsMna0mYYmRDH-image-1616941666998.png)

<div data-article-id="492220" data-workflow="false" id="bkmrk--2"><div data-step-uuid="1fab5b33-997e-47a4-92c5-810fb54df7e8"><div></div><div></div></div></div>

# Categorise an Application

While still in an application, it is possible to adjust the application’s category and status. These are used for the following purpose:

***Application Category:*** This field is typically used to place the application into a group of categories with a view on reconsidering it in future. Examples are Professional, Technical etc.

***Application Status:*** Before submission, all applications start out as **Not Submitted Yet** until they are submitted upon which their status turns to **Application Submitted.** The other statuses can be used arbitrarily.

There are two ways to classify an application.

## <svg aria-label="Heading anchor" enable-background="new 0 0 20 20" height="16" role="img" viewbox="0 0 20 20" width="16" xmlns="http://www.w3.org/2000/svg"></svg>On the Application Itself

<div data-article-id="492224" data-workflow="false" id="bkmrk-on-the%C2%A0application-r"><div data-article-id="492224" data-workflow="false"><div><div data-step-uuid="7c6d3351-6d2f-48d3-a2de-9493b4e839ad"><div><div>- On the **Application Received** page, click on **Action** and then **View/Edit Application**

</div><div>[![On the Application Itself](http://media.screensteps.com/images/signify/492224/1/rendered/05c7dc0f-e8f5-4eb1-b68a-57aeb7df8765_display.png)](http://signify.screenstepslive.com/s/10619/m/52431/l/492224-recruitment-categorise-an-application/show_image?image_id=8205767)</div><div></div><div data-step-uuid="a3297158-766d-4cbe-8a8a-2244d898e58d"></div></div></div></div></div></div>### <svg aria-label="Heading anchor" enable-background="new 0 0 20 20" height="16" role="img" viewbox="0 0 20 20" width="16" xmlns="http://www.w3.org/2000/svg"></svg>Add Application page

<div data-article-id="492224" data-workflow="false" id="bkmrk-locate-the%C2%A0classify-"><div data-article-id="492224" data-workflow="false"><div><div data-step-uuid="7c6d3351-6d2f-48d3-a2de-9493b4e839ad"><div><div data-step-uuid="a3297158-766d-4cbe-8a8a-2244d898e58d"><div><div>- Locate the **Classify the Application** section and set the application’s category and status as required

</div><div>[![Add Application page](http://media.screensteps.com/images/signify/492224/1/rendered/0081b32b-bfab-422c-93a6-61437aadbca2_display.png)](http://signify.screenstepslive.com/s/10619/m/52431/l/492224-recruitment-categorise-an-application/show_image?image_id=8205770)</div><div></div></div></div></div></div><div data-step-uuid="5f4c2738-605b-4cb2-831b-a0746368c6a5"></div></div></div></div>## <svg aria-label="Heading anchor" enable-background="new 0 0 20 20" height="16" role="img" viewbox="0 0 20 20" width="16" xmlns="http://www.w3.org/2000/svg"></svg>From the Applications Received Page

<div data-article-id="492224" data-workflow="false" id="bkmrk-return-to-the%C2%A0applic"><div data-article-id="492224" data-workflow="false"><div data-step-uuid="5f4c2738-605b-4cb2-831b-a0746368c6a5"><div>- Return to the **Applications Received** page and locate the specific application.
- In the application record, find the two fields **Move to Category** and **Change Status To** and adjust as required**.**

</div><div></div></div></div></div>[![image-1616941709061.png](https://signature.signifyhr.co.za/uploads/images/gallery/2021-03/scaled-1680-/4FU5lVEjfqwSBMlc-image-1616941709061.png)](https://signature.signifyhr.co.za/uploads/images/gallery/2021-03/4FU5lVEjfqwSBMlc-image-1616941709061.png)

<div data-article-id="492224" data-workflow="false" id="bkmrk--0"><div data-step-uuid="5f4c2738-605b-4cb2-831b-a0746368c6a5"><div></div><div></div></div></div>

# Manually Add an Application

Job applications are ideally submitted by interested employees themselves but, for those situations where HR wants to register an application, the following functionality is available.

## <svg aria-label="Heading anchor" enable-background="new 0 0 20 20" height="16" role="img" viewbox="0 0 20 20" width="16" xmlns="http://www.w3.org/2000/svg"></svg>Add Application

<div data-article-id="496033" data-workflow="false" id="bkmrk-on-the%C2%A0applications-"><div data-article-id="496033" data-workflow="false"><div><div data-step-uuid="208847bd-2a59-4f03-a47d-e73dc3a09bed"><div><div>- On the **Applications Received** page, locate and click the button **Add Applicant**.
- A blank **Add Application** page is opened where the details of the application can be provided.
- The only difference between this application and the direct, employee-submitted application is indicating the source or type of the application.

</div><div>[![Add Application](http://media.screensteps.com/images/signify/496033/1/rendered/6980497d-3813-4c9b-a104-d3ff4598f280_display.png)](http://signify.screenstepslive.com/s/10619/m/52431/l/496033-recruitment-manually-add-an-application/show_image?image_id=8242120)</div><div></div></div></div><div data-step-uuid="450bfb53-4d3e-4068-885b-b9298aed9977"></div></div></div></div>## <svg aria-label="Heading anchor" enable-background="new 0 0 20 20" height="16" role="img" viewbox="0 0 20 20" width="16" xmlns="http://www.w3.org/2000/svg"></svg>For an Internal Applicant

If the application is submitted for an internal applicant an employee in other words the employee must be selected from the personnel database.

<div data-article-id="496033" data-workflow="false" id="bkmrk-in-the%C2%A0applicant-det"><div data-article-id="496033" data-workflow="false"><div><div data-step-uuid="450bfb53-4d3e-4068-885b-b9298aed9977"><div><div>- In the **Applicant Details** section, select the **Internal** radio button.

</div><div>[![For an Internal Applicant](http://media.screensteps.com/images/signify/496033/1/rendered/a57c5af9-2bd4-4661-acde-7134559ed6d2_display.png)](http://signify.screenstepslive.com/s/10619/m/52431/l/496033-recruitment-manually-add-an-application/show_image?image_id=8242123)</div><div></div><div data-step-uuid="29e6b878-d3e4-425f-ad1c-f85df4b62dd7"></div></div></div></div></div></div>### <svg aria-label="Heading anchor" enable-background="new 0 0 20 20" height="16" role="img" viewbox="0 0 20 20" width="16" xmlns="http://www.w3.org/2000/svg"></svg>Search for an Employee

<div data-article-id="496033" data-workflow="false" id="bkmrk-next-to-the-employee"><div data-article-id="496033" data-workflow="false"><div><div data-step-uuid="450bfb53-4d3e-4068-885b-b9298aed9977"><div><div data-step-uuid="29e6b878-d3e4-425f-ad1c-f85df4b62dd7"><div><div>- Next to the Employee field, click on the orange hand to open the **Employee Search.**
- Locate and select the applicable employee and click **Select**.
- Complete the rest of the page according to the preceding sections.

</div><div>[![Search for an Employee](http://media.screensteps.com/images/signify/496033/1/rendered/1a17fad0-fbaa-43b0-b430-e352d6f556a4_display.png)](http://signify.screenstepslive.com/s/10619/m/52431/l/496033-recruitment-manually-add-an-application/show_image?image_id=8242126)</div><div></div></div></div></div></div><div data-step-uuid="5c424870-38e5-416a-9c0a-9cc354097d64"></div></div></div></div>## <svg aria-label="Heading anchor" enable-background="new 0 0 20 20" height="16" role="img" viewbox="0 0 20 20" width="16" xmlns="http://www.w3.org/2000/svg"></svg>For an External Applicant

If the application is submitted for an external applicant not an employee the system requires the details of the applicant.

<div data-article-id="496033" data-workflow="false" id="bkmrk-in-the%C2%A0applicant-det-0"><div><div data-step-uuid="5c424870-38e5-416a-9c0a-9cc354097d64"><div><div>- In the **Applicant Details** section, select the **External** radio button.
- Complete the required details. Note the mandatory fields indicated with an \*.
- Complete the rest of the page according to the preceding sections.

</div><div>[![For an External Applicant](http://media.screensteps.com/images/signify/496033/1/rendered/838de59c-bd5f-4e44-bdf8-84bdfe28c32b_display.png)](http://signify.screenstepslive.com/s/10619/m/52431/l/496033-recruitment-manually-add-an-application/show_image?image_id=8242129)</div><div></div></div></div></div></div>

# Filter Applications

The goal of application filtering is to sift the applications based on their statuses, categories or even how the applicants are rated against a position’s job profile. These ratings could be the applicant’s original personal rating or the rating as adjusted by HR.

## <svg aria-label="Heading anchor" enable-background="new 0 0 20 20" height="16" role="img" viewbox="0 0 20 20" width="16" xmlns="http://www.w3.org/2000/svg"></svg>Filter the applications

<div data-article-id="496043" data-workflow="false" id="bkmrk-click%C2%A0system-adminis"><div data-article-id="496043" data-workflow="false"><div data-step-uuid="41380fd4-66b2-4d84-a1ce-0147dc9bdb3a"><div>- Click ***System Administration** on the **Administration Menu.***
- Open the **Application Received** page from the main menu by navigating ***Modules | Recruitment | Specific Advertisement | Edit/View Applications.***
- Locate and click the **Filter the Applications** as shown below.
- The **Filter Applications** section opens revealing the first phase of search and filter criteria for the selected advertisement.
- Any number of criteria can be provided and wildcards can be used.
- Click **Search** to apply the filter criteria on the applications.

</div><div>![](http://media.screensteps.com/images/signify/496043/1/rendered/fea09f7b-ac4b-4f55-b1cd-bd1e94358713_display.png)</div><div></div></div><div data-step-uuid="8fad0624-5868-40bd-ad52-ac92628ea617"></div></div></div>## <svg aria-label="Heading anchor" enable-background="new 0 0 20 20" height="16" role="img" viewbox="0 0 20 20" width="16" xmlns="http://www.w3.org/2000/svg"></svg>Use these criteria to even further narrow down the search

<div data-article-id="496043" data-workflow="false" id="bkmrk-the-second-phase-of-"><div data-article-id="496043" data-workflow="false"><div data-article-id="496043" data-workflow="false"><div data-step-uuid="8fad0624-5868-40bd-ad52-ac92628ea617"><div>- The second phase of search and filter criteria is opened by locating and clicking **Use these criteria to even further narrow down the search** to open filter criteria based on job profiler sections.
- These criteria refer to the ***Job Profiler*** sections against which an applicant is expected to have rated himself in terms of the job’s essential requirements.
- This is shown in the example below.

</div><div></div></div></div></div></div>[![image-1616941777018.png](https://signature.signifyhr.co.za/uploads/images/gallery/2021-03/scaled-1680-/dTYI5y1Bb8jsE5S0-image-1616941777018.png)](https://signature.signifyhr.co.za/uploads/images/gallery/2021-03/dTYI5y1Bb8jsE5S0-image-1616941777018.png)

<div data-article-id="496043" data-workflow="false" id="bkmrk--0"><div data-article-id="496043" data-workflow="false"><div data-step-uuid="8fad0624-5868-40bd-ad52-ac92628ea617"><div></div><div></div><div data-step-uuid="4a90806c-b4ed-405a-9f08-59bd199ac5a8"></div></div></div></div>### <svg aria-label="Heading anchor" enable-background="new 0 0 20 20" height="16" role="img" viewbox="0 0 20 20" width="16" xmlns="http://www.w3.org/2000/svg"></svg>An example:

<div data-article-id="496043" data-workflow="false" id="bkmrk-let%E2%80%99s-revisit-the%C2%A0qu"><div data-article-id="496043" data-workflow="false"><div data-article-id="496043" data-workflow="false"><div data-step-uuid="8fad0624-5868-40bd-ad52-ac92628ea617"><div data-step-uuid="4a90806c-b4ed-405a-9f08-59bd199ac5a8"><div>- Let’s revisit the **Qualifications** section on an application.
- From the lookup in each ***Job Profiler*** section, an applicant gets the opportunity of rating himself.
- An example of this section is shown below.

</div><div></div></div></div></div></div></div>[![image-1616941783804.png](https://signature.signifyhr.co.za/uploads/images/gallery/2021-03/scaled-1680-/G0g1d6M1yMHD0a3Z-image-1616941783804.png)](https://signature.signifyhr.co.za/uploads/images/gallery/2021-03/G0g1d6M1yMHD0a3Z-image-1616941783804.png)

<div data-article-id="496043" data-workflow="false" id="bkmrk--2"><div data-article-id="496043" data-workflow="false"><div data-step-uuid="8fad0624-5868-40bd-ad52-ac92628ea617"><div data-step-uuid="4a90806c-b4ed-405a-9f08-59bd199ac5a8"><div></div><div></div></div><div data-step-uuid="8726ac21-f72f-4c51-9806-993ff402447a"></div></div></div></div>### <svg aria-label="Heading anchor" enable-background="new 0 0 20 20" height="16" role="img" viewbox="0 0 20 20" width="16" xmlns="http://www.w3.org/2000/svg"></svg>The following is possible in this filtering section:

<div data-article-id="496043" data-workflow="false" id="bkmrk-click-a-rating%E2%80%99s-rad"><div data-article-id="496043" data-workflow="false"><div data-article-id="496043" data-workflow="false"><div data-step-uuid="8fad0624-5868-40bd-ad52-ac92628ea617"><div data-step-uuid="8726ac21-f72f-4c51-9806-993ff402447a"><div>- Click a rating’s radio button to include it in the filter.
- Click **Show / Hide...** next to a section to display the requirements from the Job Profiler module.
- If a random selection of criteria is applied, the filter looks as follows.

</div><div></div></div></div></div></div></div>[![image-1616941792387.png](https://signature.signifyhr.co.za/uploads/images/gallery/2021-03/scaled-1680-/vomATbbG5seK7Joi-image-1616941792387.png)](https://signature.signifyhr.co.za/uploads/images/gallery/2021-03/vomATbbG5seK7Joi-image-1616941792387.png)

<div data-article-id="496043" data-workflow="false" id="bkmrk--4"><div data-article-id="496043" data-workflow="false"><div data-step-uuid="8fad0624-5868-40bd-ad52-ac92628ea617"><div data-step-uuid="8726ac21-f72f-4c51-9806-993ff402447a"><div></div><div></div></div></div><div data-step-uuid="a134a57c-1382-48a9-8b00-9a03b9747413"></div></div></div>## <svg aria-label="Heading anchor" enable-background="new 0 0 20 20" height="16" role="img" viewbox="0 0 20 20" width="16" xmlns="http://www.w3.org/2000/svg"></svg>Applications Summary Report

The following report gives a summary of all current advertisements together with the number of applications submitted against them.

<div data-article-id="496043" data-workflow="false" id="bkmrk-click%C2%A0system-adminis-0"><div data-article-id="496043" data-workflow="false"><div data-article-id="496043" data-workflow="false"><div data-step-uuid="a134a57c-1382-48a9-8b00-9a03b9747413"><div>- Click ***System Administration** on the **Administration Menu.***
- From the main menu, navigate to the **Advertised Positions** page (***Modules | Recruitment| Administration| Advertised Positions***) and select **View Report**.

</div><div></div></div></div></div></div>[![image-1616941804117.png](https://signature.signifyhr.co.za/uploads/images/gallery/2021-03/scaled-1680-/jc5dFOvpw8cdjBbq-image-1616941804117.png)](https://signature.signifyhr.co.za/uploads/images/gallery/2021-03/jc5dFOvpw8cdjBbq-image-1616941804117.png)

<div data-article-id="496043" data-workflow="false" id="bkmrk--6"><div data-article-id="496043" data-workflow="false"><div data-step-uuid="a134a57c-1382-48a9-8b00-9a03b9747413"><div></div><div></div><div data-step-uuid="30c2f071-08b9-4110-838c-70dd5dc442f3"></div></div></div></div>### <svg aria-label="Heading anchor" enable-background="new 0 0 20 20" height="16" role="img" viewbox="0 0 20 20" width="16" xmlns="http://www.w3.org/2000/svg"></svg>Advertised Positions Summary Report

[![image-1616941811631.png](https://signature.signifyhr.co.za/uploads/images/gallery/2021-03/scaled-1680-/Vf00IugiS3rszMjS-image-1616941811631.png)](https://signature.signifyhr.co.za/uploads/images/gallery/2021-03/Vf00IugiS3rszMjS-image-1616941811631.png)

<div data-article-id="496043" data-workflow="false" id="bkmrk--8"><div data-step-uuid="a134a57c-1382-48a9-8b00-9a03b9747413"><div data-step-uuid="30c2f071-08b9-4110-838c-70dd5dc442f3"><div></div><div></div></div></div></div>

# Send Letters to Applicants

In order to enable basic communication between HR and the applicants, a couple of standard letter templates are available for sending electronically to applicants. Some are:

<div data-article-id="496062" data-workflow="false" id="bkmrk-application-confirma"><div data-article-id="496062" data-workflow="false"><div><div>- Application Confirmation Letter
- Letter of Regret
- Interview Letter

</div></div><div><div data-step-uuid="9f377120-b536-428e-82cf-2d538e2cc21f"></div></div></div></div>## <svg aria-label="Heading anchor" enable-background="new 0 0 20 20" height="16" role="img" viewbox="0 0 20 20" width="16" xmlns="http://www.w3.org/2000/svg"></svg>Sending letters

<div data-article-id="496062" data-workflow="false" id="bkmrk-click%C2%A0system-adminis"><div data-article-id="496062" data-workflow="false"><div data-article-id="496062" data-workflow="false"><div data-step-uuid="9f377120-b536-428e-82cf-2d538e2cc21f"><div>- Click ***System Administration** on the **Administration Menu.***
- From the landing page and for a specific advertisement, navigate to ***Modules | Recruitment | Administration | Advertised Positions |View/Edit Applications*** to get to the **Applications Received** page.
- Select the applicant(s) to whom a particular letter is to be sent by ticking the **Select** checkbox for their records.
- Locate the following area in the **Applications** section and select the appropriate letter from the lookup.
- The selected applicant with the appropriate letter is now indicated as shown below.

</div><div></div></div></div></div></div>[![image-1616941848928.png](https://signature.signifyhr.co.za/uploads/images/gallery/2021-03/scaled-1680-/Kq5R1lwWM2AooFl7-image-1616941848928.png)](https://signature.signifyhr.co.za/uploads/images/gallery/2021-03/Kq5R1lwWM2AooFl7-image-1616941848928.png)

<div data-article-id="496062" data-workflow="false" id="bkmrk--0"><div data-article-id="496062" data-workflow="false"><div data-step-uuid="9f377120-b536-428e-82cf-2d538e2cc21f"><div></div><div></div><div data-step-uuid="b5da6785-3086-439d-ac73-2dfee5019e92"></div></div></div></div>### <svg aria-label="Heading anchor" enable-background="new 0 0 20 20" height="16" role="img" viewbox="0 0 20 20" width="16" xmlns="http://www.w3.org/2000/svg"></svg>Send the Letter Directly

<div data-article-id="496062" data-workflow="false" id="bkmrk-to-send-the-selected"><div data-article-id="496062" data-workflow="false"><div><div data-step-uuid="9f377120-b536-428e-82cf-2d538e2cc21f"><div><div data-step-uuid="b5da6785-3086-439d-ac73-2dfee5019e92"><div><div>- To send the selected letter to the selected applicants, click **Send Letters Now** .

</div><div>[![Send the Letter Directly](http://media.screensteps.com/images/signify/496062/1/rendered/3046d0e4-876b-4dd3-96f6-6595a9cbd86c_display.png)](http://signify.screenstepslive.com/s/10619/m/52431/l/496062-recruitment-send-letters-to-applicants/show_image?image_id=8242418)</div><div></div></div></div><div data-step-uuid="c156ddd4-4db7-4919-bc11-1814f70aa0c0"></div></div></div></div></div></div>### <svg aria-label="Heading anchor" enable-background="new 0 0 20 20" height="16" role="img" viewbox="0 0 20 20" width="16" xmlns="http://www.w3.org/2000/svg"></svg>Preview and Change the Letter Before Sending It

Occasionally it may be necessary to edit a letter before sending it out. This is accomplished in the following manner.

<div data-article-id="496062" data-workflow="false" id="bkmrk-after-selecting-the-"><div data-article-id="496062" data-workflow="false"><div><div data-step-uuid="9f377120-b536-428e-82cf-2d538e2cc21f"><div><div data-step-uuid="c156ddd4-4db7-4919-bc11-1814f70aa0c0"><div><div>- After selecting the applicant who should receive the letter, instead of clicking **Send Letters Now**, click **Action** for the first applicant to open the available options.

</div><div>[![Preview and Change the Letter Before Sending It](http://media.screensteps.com/images/signify/496062/1/rendered/525a240a-1adf-4755-9c40-53caf75ac6ce_display.png)](http://signify.screenstepslive.com/s/10619/m/52431/l/496062-recruitment-send-letters-to-applicants/show_image?image_id=8242421)</div><div></div></div></div><div data-step-uuid="b6699621-25a1-47bc-a394-9ac47653cb1c"></div></div></div></div></div></div>### <svg aria-label="Heading anchor" enable-background="new 0 0 20 20" height="16" role="img" viewbox="0 0 20 20" width="16" xmlns="http://www.w3.org/2000/svg"></svg>Letter preview/change

<div data-article-id="496062" data-workflow="false" id="bkmrk-from-the-list-select"><div data-article-id="496062" data-workflow="false"><div><div data-step-uuid="9f377120-b536-428e-82cf-2d538e2cc21f"><div><div data-step-uuid="b6699621-25a1-47bc-a394-9ac47653cb1c"><div><div>- From the list select **Preview / Change selected Letter before sending** to open the following page.
- Update or change the letter as required and click **Send Now** to send the email.

</div><div>[![Letter preview/change](http://media.screensteps.com/images/signify/496062/1/rendered/55d3e227-a99f-4fce-bf17-64e9464a9074_display.png)](http://signify.screenstepslive.com/s/10619/m/52431/l/496062-recruitment-send-letters-to-applicants/show_image?image_id=8242424)</div><div></div></div></div></div></div><div data-step-uuid="9d0691a1-83f9-40b3-95a4-30830fb9c82a"></div></div></div></div>## <svg aria-label="Heading anchor" enable-background="new 0 0 20 20" height="16" role="img" viewbox="0 0 20 20" width="16" xmlns="http://www.w3.org/2000/svg"></svg>Keeping Record of Letters Sent

A record is kept of every letter sent from the **Recruitment &amp; Selection** module. These records can be accessed as follows.

<div data-article-id="496062" data-workflow="false" id="bkmrk-every-letter-that-is"><div><div data-step-uuid="9d0691a1-83f9-40b3-95a4-30830fb9c82a"><div><div>- Every letter that is sent from the module is sent via the Signify Software Email Runner component.
- The email runner sometimes takes a couple of minutes to send a letter out. Once done it will update the applicant’s record.
- In the **Letters Sent** field a count is kept of letters sent.
- To view the letters that have been sent to an applicant, in the **Letters Sent** field, click **VIEW** to display the detail.
- On this page, if you need to see the full email that was sent out, click **View Email** to display the page.

</div><div></div></div></div></div></div>

# Appoint an Applicant

When a suitable candidate for a position has been identified, take the following steps to appoint the new employee. Since the applicant to be appointed can be either an internal (employee) or external person, both these scenarios have to be discussed.

## <svg aria-label="Heading anchor" enable-background="new 0 0 20 20" height="16" role="img" viewbox="0 0 20 20" width="16" xmlns="http://www.w3.org/2000/svg"></svg>Appointing an External Applicant

<div data-article-id="496073" data-workflow="false" id="bkmrk-change-the-candidate"><div data-article-id="496073" data-workflow="false"><div data-article-id="496073" data-workflow="false"><div data-step-uuid="b9664cb7-9521-4d81-951b-b4224df5ca30"><div>- Change the candidate’s *Status* to APPOINTED as shown below.

</div><div></div></div></div></div></div>[![image-1616941884031.png](https://signature.signifyhr.co.za/uploads/images/gallery/2021-03/scaled-1680-/y9Ro2jJAehBEOtoh-image-1616941884031.png)](https://signature.signifyhr.co.za/uploads/images/gallery/2021-03/y9Ro2jJAehBEOtoh-image-1616941884031.png)

<div data-article-id="496073" data-workflow="false" id="bkmrk--0"><div data-article-id="496073" data-workflow="false"><div data-step-uuid="b9664cb7-9521-4d81-951b-b4224df5ca30"><div></div><div></div><div data-step-uuid="082a7ae0-c580-48c8-b4c0-d145d28013a9"></div></div></div></div>### <svg aria-label="Heading anchor" enable-background="new 0 0 20 20" height="16" role="img" viewbox="0 0 20 20" width="16" xmlns="http://www.w3.org/2000/svg"></svg>Submit new status

<div data-article-id="496073" data-workflow="false" id="bkmrk-click%C2%A0save-selected-"><div data-article-id="496073" data-workflow="false"><div data-article-id="496073" data-workflow="false"><div data-step-uuid="b9664cb7-9521-4d81-951b-b4224df5ca30"><div data-step-uuid="082a7ae0-c580-48c8-b4c0-d145d28013a9"><div>- Click **Save Selected Application(s)** to submit the applicant’s new status.
- The *Status* field now changes to include an **Appoint Applicant** hyperlink as shown below.

</div><div></div></div></div></div></div></div>[![image-1616941891211.png](https://signature.signifyhr.co.za/uploads/images/gallery/2021-03/scaled-1680-/Q9F9sLqD3NmeVN5U-image-1616941891211.png)](https://signature.signifyhr.co.za/uploads/images/gallery/2021-03/Q9F9sLqD3NmeVN5U-image-1616941891211.png)

<div data-article-id="496073" data-workflow="false" id="bkmrk--2"><div data-article-id="496073" data-workflow="false"><div data-step-uuid="b9664cb7-9521-4d81-951b-b4224df5ca30"><div data-step-uuid="082a7ae0-c580-48c8-b4c0-d145d28013a9"><div></div><div></div></div><div data-step-uuid="6194956d-070a-49de-bdaf-a09fed9582ff"></div></div></div></div>### <svg aria-label="Heading anchor" enable-background="new 0 0 20 20" height="16" role="img" viewbox="0 0 20 20" width="16" xmlns="http://www.w3.org/2000/svg"></svg>Appoint Applicant

<div data-article-id="496073" data-workflow="false" id="bkmrk-click%C2%A0appoint-applic"><div data-article-id="496073" data-workflow="false"><div><div data-step-uuid="b9664cb7-9521-4d81-951b-b4224df5ca30"><div><div data-step-uuid="6194956d-070a-49de-bdaf-a09fed9582ff"><div><div>- Click **Appoint Applicant** to open the following page.
- This page is the same as the regular **Appoint Employee** page except for the position and employee details that are already filled in.
- Complete the page according to the guidelines given in the *Manage Employees Administrator Training Manual*.

</div><div>[![Appoint Applicant](http://media.screensteps.com/images/signify/496073/1/rendered/237a5974-ee55-4b82-af05-14c60e6bebb2_display.png)](http://signify.screenstepslive.com/s/10619/m/52431/l/496073-recruitment-appoint-an-applicant/show_image?image_id=8243137)</div><div></div></div></div><div data-step-uuid="e03bc4b3-db92-401c-9233-591acb507946"></div></div></div></div></div></div>### <svg aria-label="Heading anchor" enable-background="new 0 0 20 20" height="16" role="img" viewbox="0 0 20 20" width="16" xmlns="http://www.w3.org/2000/svg"></svg>Appointed Applicant

<div data-article-id="496073" data-workflow="false" id="bkmrk-click%C2%A0appoint-employ"><div data-article-id="496073" data-workflow="false"><div data-article-id="496073" data-workflow="false"><div data-step-uuid="b9664cb7-9521-4d81-951b-b4224df5ca30"><div data-step-uuid="e03bc4b3-db92-401c-9233-591acb507946"><div>- Click **Appoint Employee and return to Recruitment** to submit the appointment.
- If the candidate was successfully appointed, the application is changed to reflect the appointment date.

</div><div></div></div></div></div></div></div>[![image-1616941904484.png](https://signature.signifyhr.co.za/uploads/images/gallery/2021-03/scaled-1680-/GR1vn5Zpnt8zEA7y-image-1616941904484.png)](https://signature.signifyhr.co.za/uploads/images/gallery/2021-03/GR1vn5Zpnt8zEA7y-image-1616941904484.png)

<div data-article-id="496073" data-workflow="false" id="bkmrk--4"><div data-article-id="496073" data-workflow="false"><div data-step-uuid="b9664cb7-9521-4d81-951b-b4224df5ca30"><div data-step-uuid="e03bc4b3-db92-401c-9233-591acb507946"><div></div><div></div></div></div><div data-step-uuid="c5dc8563-b7b8-4f47-8ad7-8279f82762ce"></div></div></div>## <svg aria-label="Heading anchor" enable-background="new 0 0 20 20" height="16" role="img" viewbox="0 0 20 20" width="16" xmlns="http://www.w3.org/2000/svg"></svg>Appointing an Internal Applicant

Current employees can have different positions that they are active in and as such the system cannot summarily end all active positions in order to do a transfer to the new position.

It is recommended that appointing internal employees in a position be done according to the process described in the *Manage Employees - Administrator Training Manual.*

# Reports available in the module

The following reports can be found inside the Recruitment &amp; Selection module.

**Where the report can be found:**

<div data-article-id="496098" data-workflow="false" id="bkmrk-manage-employees-%7C-r"><div data-article-id="496098" data-workflow="false"><div><div>1. Manage Employees | Recruitment | Administration | Advertised Positions
2. Manage Employees | Recruitment | Administration | Advertised Positions | View/Edit Applications | View All Applicant’s Profiles

</div></div></div></div>**Report’s Name:**

<div data-article-id="496098" data-workflow="false" id="bkmrk-advertised-positions"><div data-article-id="496098" data-workflow="false"><div><div>1. Advertised Positions Summary report
2. Applicant’s Profiles

</div></div><div><div data-step-uuid="e53c964a-4a3b-4ed8-b389-3946d1149e6a"></div></div></div></div>## <svg aria-label="Heading anchor" enable-background="new 0 0 20 20" height="16" role="img" viewbox="0 0 20 20" width="16" xmlns="http://www.w3.org/2000/svg"></svg>Advertised Positions Summary

[![image-1616941941621.png](https://signature.signifyhr.co.za/uploads/images/gallery/2021-03/scaled-1680-/d9RFXYbKPTUtR4ye-image-1616941941621.png)](https://signature.signifyhr.co.za/uploads/images/gallery/2021-03/d9RFXYbKPTUtR4ye-image-1616941941621.png)

<div data-article-id="496098" data-workflow="false" id="bkmrk--0"><div data-article-id="496098" data-workflow="false"><div data-step-uuid="e53c964a-4a3b-4ed8-b389-3946d1149e6a"><div></div><div></div></div><div data-step-uuid="7d04707b-d46e-49fe-b0ab-3c2d48f3c408"></div></div></div>## <svg aria-label="Heading anchor" enable-background="new 0 0 20 20" height="16" role="img" viewbox="0 0 20 20" width="16" xmlns="http://www.w3.org/2000/svg"></svg>Applicant’s Profiles

[![image-1616941949546.png](https://signature.signifyhr.co.za/uploads/images/gallery/2021-03/scaled-1680-/PZORr7g7PkdMqIH5-image-1616941949546.png)](https://signature.signifyhr.co.za/uploads/images/gallery/2021-03/PZORr7g7PkdMqIH5-image-1616941949546.png)

<div data-article-id="496098" data-workflow="false" id="bkmrk--2"><div data-step-uuid="7d04707b-d46e-49fe-b0ab-3c2d48f3c408"><div></div><div></div></div></div>

# User Manual - VACANCY TRACKER

# Requisition Process

The following process explains how the Originator (Line Manager) submits a requisition form for an existing job title as well as all the approval levels that this requisition undergoes.

## <svg aria-label="Heading anchor" enable-background="new 0 0 20 20" height="16" role="img" viewbox="0 0 20 20" width="16" xmlns="http://www.w3.org/2000/svg"></svg>2.1.1 Step 1: Originator creates the requisition form

<div id="bkmrk-the-line-manager-are"><div><div><div><div data-article-id="819050" data-workflow="false"><div data-role="steps-container"><div data-step-uuid="00a6e7e3-becf-4f4f-8d4b-bf328a65c661"><div>- The Line Manager are informed of a position that will become vacant. The first step is to complete the requisition form and send it for approval.
- Under the Portal Menu Items, the line manager will navigate to the Recruitment Requisition.
- From here all requisitions that the Line Manager has submitted are displayed under the "My Requisitions" tab.
- Any requisitions that need approval, are displayed under the "Awaiting your Approval" tab.
- All requisitions that have been completed are displayed under the "Historic Requisitions" tab.
- The Line Manager creates the requisition form by selecting the "Create Vacancy" button.
- There will be an option for creating a requisition form for an existing job title or new job title.

</div><div>![](https://media.screensteps.com/image_assets/assets/001/705/891/original/1abd6301-b035-460d-80ae-434ef1fb541d.png)</div><div data-step-uuid="95c5fa42-2b40-49f5-b5cc-41543a50b315"></div></div></div></div></div></div></div></div>### <svg aria-label="Heading anchor" enable-background="new 0 0 20 20" height="16" role="img" viewbox="0 0 20 20" width="16" xmlns="http://www.w3.org/2000/svg"></svg>2.1.1.1 Sections on the Requisition Form

<div id="bkmrk-the-requisition-form"><div><div><div><div data-article-id="819050" data-workflow="false"><div data-role="steps-container"><div data-step-uuid="00a6e7e3-becf-4f4f-8d4b-bf328a65c661"><div data-step-uuid="95c5fa42-2b40-49f5-b5cc-41543a50b315"><div>- The requisition form opens and needs to be completed. All mandatory fields are indicated with an asterisk (\*).
- The following section describes the sections found on the requisition form.

</div><div data-step-uuid="126b2b08-1f82-43d7-b6d9-b8a3ccfbfbcc"></div></div></div></div></div></div></div></div></div>#### <svg aria-label="Heading anchor" enable-background="new 0 0 20 20" height="16" role="img" viewbox="0 0 20 20" width="16" xmlns="http://www.w3.org/2000/svg"></svg>2.1.1.2 Previous Incumbent Section

<div id="bkmrk-when-a-previous-incu"><div><div><div><div data-article-id="819050" data-workflow="false"><div data-role="steps-container"><div data-step-uuid="00a6e7e3-becf-4f4f-8d4b-bf328a65c661"><div data-step-uuid="95c5fa42-2b40-49f5-b5cc-41543a50b315"><div data-step-uuid="126b2b08-1f82-43d7-b6d9-b8a3ccfbfbcc"><div>- When a previous incumbent is selected, the Incumbent's last day field is pre-populated by using information from the system: 
    - *Incumbent’s last day* the system calculates the last day by taking the current date and the notice period from *Manage Employees* to set a last date. This date can be changed.

</div></div></div></div></div></div></div></div></div></div><div id="bkmrk-"><div><div><div><div data-article-id="819050" data-workflow="false"><div data-role="steps-container"><div data-step-uuid="00a6e7e3-becf-4f4f-8d4b-bf328a65c661"><div data-step-uuid="95c5fa42-2b40-49f5-b5cc-41543a50b315"><div data-step-uuid="126b2b08-1f82-43d7-b6d9-b8a3ccfbfbcc"><div></div><div>![](https://media.screensteps.com/image_assets/assets/001/705/888/original/bde4a086-2d3e-4226-83c1-fd7bb99ad62d.png)</div></div><div data-step-uuid="8612347e-df1a-4190-9d8b-7f0f080b2cae"></div></div></div></div></div></div></div></div></div>#### <svg aria-label="Heading anchor" enable-background="new 0 0 20 20" height="16" role="img" viewbox="0 0 20 20" width="16" xmlns="http://www.w3.org/2000/svg"></svg>2.1.1.3 Position Information Section

<div id="bkmrk-when-a-previous-incu-0"><div><div><div><div data-article-id="819050" data-workflow="false"><div data-role="steps-container"><div data-step-uuid="00a6e7e3-becf-4f4f-8d4b-bf328a65c661"><div data-step-uuid="95c5fa42-2b40-49f5-b5cc-41543a50b315"><div data-step-uuid="8612347e-df1a-4190-9d8b-7f0f080b2cae"><div>- When a previous incumbent is selected, the following field is pre-populated with information from the system: 
    - *Job Title* of the previous incumbent that is selected;
    - *Job Grade* of the previous incumbent that is selected;
    - *Business Unit* of the previous incumbent that is selected.

</div><div>![](https://media.screensteps.com/image_assets/assets/001/705/892/original/8e7b1f06-cc0d-4f11-bca9-5d11478fe7ba.png)</div><div>- The following fields are mandatory and needs to be completed: 
    - *Appointment Type* this is master data from *Manage Employees.*
    - *Cost Centre.*
    - *Reason for vacancy* this is master data from the Recruitment Module.
    - *Province* this is related to the operating country’s provinces.
    - *HR Practitioner* this is the BUHRM that will be responsible for this vacancy. This BUHRM will receive the notifications in case of escalations and will have the ability to approve, decline or put a vacancy request on hold on behalf of the approvers.
    - *Work Schedule* this is master data from the Leave Module.
    - *Commencement date* the day on which this vacancy request must be filled if possible.

</div><div>![](https://media.screensteps.com/image_assets/assets/001/705/887/original/6f40db41-31e0-44e8-88ca-8e287f046a3c.png)</div></div><div data-step-uuid="8d69e4ed-7b86-4b4d-a789-ddb0d1e7d597"></div></div></div></div></div></div></div></div></div>#### <svg aria-label="Heading anchor" enable-background="new 0 0 20 20" height="16" role="img" viewbox="0 0 20 20" width="16" xmlns="http://www.w3.org/2000/svg"></svg>2.1.1.4 Remuneration and Benefit Section

<div id="bkmrk-the-positions%E2%80%99-remun"><div><div><div><div data-article-id="819050" data-workflow="false"><div data-role="steps-container"><div data-step-uuid="00a6e7e3-becf-4f4f-8d4b-bf328a65c661"><div data-step-uuid="95c5fa42-2b40-49f5-b5cc-41543a50b315"><div data-step-uuid="8d69e4ed-7b86-4b4d-a789-ddb0d1e7d597"><div>- The positions’ remuneration and benefit details are captured.

</div><div>![](https://media.screensteps.com/image_assets/assets/001/705/881/original/b7ee4d2f-162d-4309-86ab-ca774e45e10e.png)</div></div><div data-step-uuid="34412d70-eb87-4ce9-93eb-7b2c8c7d734b"></div></div></div></div></div></div></div></div></div>#### <svg aria-label="Heading anchor" enable-background="new 0 0 20 20" height="16" role="img" viewbox="0 0 20 20" width="16" xmlns="http://www.w3.org/2000/svg"></svg>2.1.1.5 Budget available for External Sourcing

<div id="bkmrk-the-external-budget-"><div><div><div><div data-article-id="819050" data-workflow="false"><div data-role="steps-container"><div data-step-uuid="00a6e7e3-becf-4f4f-8d4b-bf328a65c661"><div data-step-uuid="95c5fa42-2b40-49f5-b5cc-41543a50b315"><div data-step-uuid="34412d70-eb87-4ce9-93eb-7b2c8c7d734b"><div>- The external budget is used to indicate whether advertisements can be placed through sources such as Pnet.

</div><div>![](https://media.screensteps.com/image_assets/assets/001/705/893/original/25b8b997-dcb5-448b-a8e8-4df4cbc6c3cd.png)</div></div><div data-step-uuid="10be8154-20c0-44b6-ad1c-de2eb7553149"></div></div></div></div></div></div></div></div></div>#### <svg aria-label="Heading anchor" enable-background="new 0 0 20 20" height="16" role="img" viewbox="0 0 20 20" width="16" xmlns="http://www.w3.org/2000/svg"></svg>2.1.1.6 Submit for Review

<div id="bkmrk-after-completing-the"><div><div><div><div data-article-id="819050" data-workflow="false"><div data-role="steps-container"><div data-step-uuid="00a6e7e3-becf-4f4f-8d4b-bf328a65c661"><div data-step-uuid="95c5fa42-2b40-49f5-b5cc-41543a50b315"><div data-step-uuid="10be8154-20c0-44b6-ad1c-de2eb7553149"><div>- After completing the above sections, the form can be saved for submission at a later stage or it can be submitted for review.

</div><div>![](https://media.screensteps.com/image_assets/assets/001/162/361/original/40bf6c15-d81e-403b-8f15-9cd95ce086c0.png)</div><div>- Upon *Save* or *Submit,* the request will be available under the *My Requisitions* tab until is submitted or approved. The requisition will remain visible on this tab until it is approved/declined, then it will become visible on the *Historic Requisitions* tab

</div><div>![](https://media.screensteps.com/image_assets/assets/001/705/879/original/c4edd7af-8e51-4f60-93fb-3259de0b1702.png)</div></div><div data-step-uuid="08962e6f-ad13-4b07-ab76-a0724af7cfe4"></div></div></div></div></div></div></div></div></div>#### <svg aria-label="Heading anchor" enable-background="new 0 0 20 20" height="16" role="img" viewbox="0 0 20 20" width="16" xmlns="http://www.w3.org/2000/svg"></svg>2.1.1.7 Email Notifications

<div id="bkmrk-an-email-is-sent-to-"><div><div><div><div data-article-id="819050" data-workflow="false"><div data-role="steps-container"><div data-step-uuid="00a6e7e3-becf-4f4f-8d4b-bf328a65c661"><div data-step-uuid="95c5fa42-2b40-49f5-b5cc-41543a50b315"><div data-step-uuid="08962e6f-ad13-4b07-ab76-a0724af7cfe4"><div>- An email is sent to the Originator and to the level 1 approver Line Manager.

</div><div>![](https://media.screensteps.com/image_assets/assets/001/705/886/original/c12ec3b2-187d-4cfa-9082-dce39c2522bf.png)</div><div>![](https://media.screensteps.com/image_assets/assets/001/705/894/original/97d4fbfc-275c-4ac4-8ada-0eed9f5ab6a7.png)</div></div></div></div><div data-step-uuid="44831810-f4ff-402c-97bd-2635f4e8f787"></div></div></div></div></div></div></div>## <svg aria-label="Heading anchor" enable-background="new 0 0 20 20" height="16" role="img" viewbox="0 0 20 20" width="16" xmlns="http://www.w3.org/2000/svg"></svg>2.1.2 Step 2: Line Manager +1 Approval

<div id="bkmrk-the-line-manager-%2B1-"><div><div><div><div data-article-id="819050" data-workflow="false"><div data-role="steps-container"><div data-step-uuid="44831810-f4ff-402c-97bd-2635f4e8f787"><div>- The line manager +1 receives the email informing him that a requisition is awaiting his approval.
- The line manager +1 logs into the system and navigates to *Recruitment Requisition* found under the My Quick Start Menu Items.
- On the *Awaiting Your Approval* tab, the manager navigates to the *Actions* button and selects *Review.*

</div><div>![](https://media.screensteps.com/image_assets/assets/001/705/884/original/d873822c-7ab3-42d0-addb-de408fb427f1.png)</div><div>- The requisition details will be displayed. On the left side of the screen, Requisition Details of who the originator was and the date the request was submitted will be shown. The levels of approval can also be seen. The requisition can be Approve, Declines or put On Hold.

</div><div>![](https://media.screensteps.com/image_assets/assets/001/705/877/original/e6b22795-f3db-4539-b44e-8f3b1409bb69.png)</div><div></div></div></div></div></div></div></div></div>An email notification is sent to the originator informing him of the LM+1 decision and the assigned Business Unit HR Manager.

<div id="bkmrk--0"><div><div><div><div data-article-id="819050" data-workflow="false"><div data-role="steps-container"><div data-step-uuid="44831810-f4ff-402c-97bd-2635f4e8f787"><div></div><div>![](https://media.screensteps.com/image_assets/assets/001/705/882/original/3df35ef5-437f-4fc9-8180-bb1e1542cbd7.png)</div><div>![](https://media.screensteps.com/image_assets/assets/001/705/890/original/6181d19b-ff2a-472f-a3bb-5a69b3630884.png)</div><div>![](https://media.screensteps.com/image_assets/assets/001/705/875/original/7de21836-d5fd-4c80-b34f-f881195d1f67.png)</div><div></div></div></div></div></div></div></div></div>The requisition now goes to the Recruitment Phase

# Quick Reference Guides and Practical Exercises

COMING SOON....

[![Coming-soon.jpg](https://signature.signifyhr.co.za/uploads/images/gallery/2021-03/scaled-1680-/RIwJq3wNraBQxX4W-Coming-soon.jpg)](https://signature.signifyhr.co.za/uploads/images/gallery/2021-03/RIwJq3wNraBQxX4W-Coming-soon.jpg)

[![Signify-Line-Image.jpg](https://signature.signifyhr.co.za/uploads/images/gallery/2021-03/scaled-1680-/qzszvWWV43LpOnu3-Signify-Line-Image.jpg)](https://signature.signifyhr.co.za/uploads/images/gallery/2021-03/qzszvWWV43LpOnu3-Signify-Line-Image.jpg)