Configure the Add Candidate Standalone Gateway Questionnaire

Abstract

Product: Workbench

CONFIGURE THE ADD CANDIDATE STANDALONE GATEWAY QUESTIONNAIRE

Note

The classic basic talent gateways for Add Candidate will no longer be available after June 1, 2020.

• This feature is not available for global talent gateways. However, multiple full talent gateways can be configured to have one Add candidate gateway for each locale.

• If your organization is not currently using the standalone gateway questionnaire, it is recommended you perform a review of your Add Candidate workflow(s) before creating the Add Candidate Standalone Gateway Questionnaire.

• It is recommended to create the new Add Candidate Standalone Gateway Questionnaire in the staging environment and testing it before reproducing it in the production environment.

• Updated Build 19.11.10. Add Contact Process is no longer available. Any basic gateways designated as “add contact” should be inactivated.

• After the Add Candidate Standalone Gateway Questionnaire is configured, if updates are needed, make the changes to the Gateway Questionnaire by selecting Actions → Save Gateway Questionnaire as new. After the new Gateway Questionnaire is activated, edit the responsive layout of the associated Talent Gateways and manually replace the old Gateway Questionnaire with the new one. Actions → Update Gateway Questionnaire associations does not apply to Gateway Questionnaires used as a part of the standalone process. After the update has been made, inactivate the old Gateway Questionnaire.

REVIEW THE ADD CANDIDATE WORKFLOW

• If you have multiple Add Candidate gateways, ensure each workflow is reviewed.

1. In BrassRing, select Menu → Candidates → Add Candidate.

   

2. Select the Launch icon.

   

3. Add a candidate as per your organizations’ workflow. If you do not want the test candidate to be submitted to BrassRing, do not select Submit.

4. The Add Candidate workflow might include default questions. To review the default questions, in Workbench select Tools → Talent Gateways.

   1. Select the Edit pencil icon for the existing basic gateway.

   2. Select List> in the Default questions field to see the default questions selected.

   3. Default questions need to be recreated on the Talent-Gateway form. For more information, see Managing Candidate Form Fields.

      

5. The Add candidate workflow might include forms. To determine forms are being used, in Workbench select Tools → Talent Gateways.

   1. Select the Edit pencil icon for the existing basic gateway.

   2. Review the forms selected in the Forms attached to Gateway section.

   3. Any forms need to be added as question widgets on the Add Candidate Standalone Gateway Questionnaire. For more information, see Administer Gateway Questionnaires Widgets.

      

CONFIGURATION SUMMARY

The Add Candidate Standalone Gateway Questionnaire configuration process consists of the following high-level steps:

1. Creating a new full talent gateway.

2. Configuring and activating a new Gateway Questionnaire.

3. Branding the new, full talent gateway.

4. Designating the new gateway as an Add Candidate standalone Talent Gateway or Gateway Questionnaire.

PROCESS

1. Select Tools → Talent Gateways.

2. Select Add new.

3. Insert the Talent Gateway name and select the Gateway Type as Full. It is recommended to:

   1. Specify that this is the Add Candidate Standalone Talent Gateway in the name, for example Add New Candidate, Manual Add Candidate, or Recruiter Add Candidate.

   2. It is also recommended to append the language name to the end if multiple Add Candidate gateways are needed in more than the base language.

4. Select Save and Continue.

5. Set the following Talent Gateway attributes:

   1. In the Localization settings field, select the Language of site and the Default candidate country as appropriate. If the default country is blank, the Country field needs to be set as required on the Gateway Questionnaire.

      

   2. In the Resume input type field, select Enable auto extraction and Enable auto proper case names.

   3. In in the Designate candidates as field, select the appropriate candidate type.

      

   4. In the Contact fields and stacking logic field, select the stacking logic that matches your existing basic gateway, or one that makes sense based on the usage of your existing basic gateway workflows.

   5. In the Org groups authorized to post to this gateway field, select the org groups allowed to submit candidates by using this gateway.

      

   6. In Special configurations, select Turn off candidate reference e-mail to disable the confirmation email that is sent to candidates when they are added in BrassRing.

      

6. Select Save.

7. Select the Talent Gateway that was created and select Actions → Synchronize changes with Talent Gateways.

   

8. Repeat the above steps for each Add Candidate gateway as needed.

9. Create a new Responsive Gateway Questionnaire. For more information, see Manage Gateway Questionnaires.

   1. On the Gateway Questionnaires Properties page:

      1. It is recommended that the Gateway Questionnaire name mirror the Talent Gateway name. Add translations as needed.

      2. Select the org groups with access.

      3. Select the Talent Gateways on which this Add Candidate Gateway Questionnaire is available. More than one can be selected. For example, when individual Add Candidate gateways are needed for multiple languages, a single Gateway Questionnaire can be used for all.

         

   2. The Gateway Questionnaire configuration should include contact info, education, experience, resume or CV upload, codes, and question widgets.

      1. It is recommended to rename the Start Your Application page title to Add Candidate Submission. This page contains a mandatory text widget. Modify the text as appropriate based on your business process.

      2. Add a section and page for the Profile. The Profile page should include the contact information widgets, Education Builder complex widget & Experience Builder complex widget; the latter two set as optional. If Country was left blank in the Talent Gateway attributes, the field needs to be set as required on the Gateway Questionnaire. Any fields used as a part of the stacking logic selected should also be required.

      3. Add a section and page for Attachments. The Attachments page includes Resume upload, cover letter upload, and Attachments complex widgets all set as optional.

      4. It is recommended to rename the Application Complete page title to Submission Complete. This page contains a mandatory text widget. Modify the text as appropriate based on your business process.

         

   3. It is recommended that questions and instructional text are geared towards a recruiter or system user who will be adding the candidate to the system.

   4. If questions were being asked on the existing classic basic gateway as default questions, those questions will need to be added to the Gateway Questionnaires. Add new sections or pages as needed.

   5. If any forms were attached to the existing classic basic gateway, they need to be added as question widgets to the Gateway Questionnaire. Add new sections or pages as needed.

   6. If users need to select requisitions or source codes at time of submission, a Codes complex widget will need to be added. For more information on adding a Codes Complex widget, see Configure Codes Widget.

   7. Translate the Gateway Questionnaire for additional languages as needed.

   8. Preview the Gateway Questionnaire to ensure the submission workflow works as expected.

   9. Activate the Gateway Questionnaire.

10. Return to the Talent Gateway by selecting, Tools → Talent Gateways.

11. Select the Visual Branding Tool ( ) icon to configure the branding.

    1. It is recommended to match the branding of your primary internal gateway.

    2. The Foreground color (the box containing the welcome text) is the color used in the progress bar on the Gateway Questionnaire.

    3. Once the Talent Gateway is set as a standalone Talent Gateway, the foreground color no longer appears in the Visual Branding Tool. To edit this color, temporarily disable the Talent Gateway it as a standalone Talent Gateway and then update the branding, or use the CSS code that update the background and border color:

       .themed .progressBarContainer .progressBar .meter { background-color: #052373 !important; 
       border-color: #052373 !important; border-width: 14px 0 14px 0; border-style: solid; } 

    4. To update the Send my application to Submit, use the CSS code:

       #save { text-indent: -9999px; line-height: 0px; } #save::after { Content: "Submit"; text-indent: 0px;
        margin-bottom: 10px; display: block; line-height: initial; } #dialogDesc { text-indent: -9999px; line-height: 0px; }
        #dialogDesc::after { Content: "Submission Complete"; text-indent: 0px; margin-bottom: 10px; display: block; 
       line-height: initial; } #ui-id-10 { text-indent: -9999px; line-height: 0px; } #ui-id-10::after 
       { Content: "Submission Complete"; text-indent: 0px; margin-bottom: 40px; display: block; line-height: initial; } 

    5. To hide the landing page with [ Welcome Text] and [ Search container] that can show for up to 10 seconds when the talent gateway is launched, use the CSS code:

       .welcomeBanner { display: none !important; } .searchLCol { display: none !important; } 

    6. Save the changes.

12. Select the Responsive Layout check mark icon () for the new Talent Gateway.

    

    1. Select Disable sign in in the Sign in availability for candidates field. This disables all sign in related features on this Talent Gateway.

    2. Select the Add Candidate Standalone Gateway Questionnaire in the Use as standalone Gateway Questionnaire field.

    3. Select Designate as Add Candidate to be launched from Recruiter Experience.

    4. If your organization uses the duplicity check, enable this functionality with the Perform duplicity check before allowing candidate submission section as needed.

       • The Duplicity Check checks the profile page of the Gateway Questionnaire to verify if the new candidate exists. If the candidate exists, an error message is displayed so that recruiter does not submit a candidate that they already have Talent Record for. Duplicity check uses the Stacking logic that is configured for the Talent Gateway.

    5. Select Save.

    6. Select Synchronize changes with Talent Gateways.

13. Test the new Add Candidate workflows. For more information, see Review the Add Candidate Workflow.

14. After the new experience is working as needed, inactivate the basic Talent Gateways in Workbench, including any designated as Add Contact.