Applicant Search Page

Your Human Resources staff can use the Applicant Search page to search for and list applicants. In this page, hiring managers and staff members can:

Search for applicants using a range of search criteria.
Print applications for individual or multiple applicants in PDF form.
Copy an application from one job posting to another for individual or multiple applicants.
Send an email to applicants.
Access the Applicant Review page to view detailed information about an application, request an interview, update interview information, and recommend an applicant for hire.

Menu Path: Human Resources > Entry & Processing > Recruitment > Applicant Search

Action Buttons

The Applicant Search page includes the following action buttons. The availability of some buttons depends on whether a search has been run. The Reset and Find buttons are always available.

Reset	Clears the search criteria and results list from the most recent search.
Find	Initiates the search for applicants based on the search criteria entered.
Print	Displays a PDF version of the applications for the applicants listed.
Email	Displays the Send Email page, where an email can be sent to the selected applicants.
Copy	Displays the Posting Lookup page, where the user can select the job posting for copying the selected applicants' application.

Following are the procedures to search for applicants, email applicants, print application information, copy applications from one job posting to another, and to access the Applicant Review page.

Searching for applicants

Select Human Resources > Entry & Processing > Recruitment > Applicant Search to display the Applicant Search page.
In the search criteria fields, enter criteria identifying applicants. Leave all fields blank to identify all applicants.
Click Find to initiate the search. Applicants who matched your criteria will display in the results list.

Notes

In drop-down fields, users can select a specific value or leave the field blank to reference all values. There is no option for entering multiple values, except in the Certificate Area field which allows using Ctrl+click to select more than one area. Additionally, applicants who have applied for more than one job posting will display multiple times.

Sending emails to applicants

Select Human Resources > Entry & Processing > Recruitment > Applicant Search to display the Applicant Search page.
In the search criteria fields, enter your criteria, and then click Find.
Select applicants by selecting the checkbox next to their names.
Click Email to display the Send Email page.
The following defaults will display in the email form:
- From field defaults your organization's system-defined default email address. You can change this if the applicant should reply to a particular staff member. You can also leave the field as is and enter the reply email address in the body of the email.
- To field defaults the applicant's email address and cannot be changed.
If applicable, enter a valid email address in the Cc and Bc fields.
In the Template field, select a template defined in the Email Template Setup page, or leave the field blank to enter a personalized Subject and Body (untitled). For related details, refer to Email Template Setup.
Click Send to send the email.
A confirmation will display, showing all email addresses for the recipients who will receive the email.
Click Continue to send the email.

Printing application information

Select Human Resources > Entry & Processing > Recruitment > Applicant Search to display the Applicant Search page.
In the search criteria fields, enter your criteria, and then click Find.
Select applicants by selecting the checkbox next to their names.
Click Print. A PDF of the applications for the selected applicants will display.
Print the applications from the program you use for displaying PDFs.

Copying application information

Select Human Resources > Entry & Processing > Recruitment > Applicant Search to display the Applicant Search page.
In the search criteria fields, enter your criteria, and then click Find.
Select applicants by selecting the checkbox next to their names.
Click Copy to display the Posting Lookup page. This page lists all open job postings for the position type.
If the selected applicants do not have applications for job postings with the same position type, an Error Message will display. Click OK to return and re-select applicants.
Once you select applicants who have applications for job postings with the same position type, click Copy.
On the Posting Lookup page, refine the search results by entering a Position Title, Location, or Posting ID. Results matching the search criteria will automatically display in the List section.
Select the job posting to copy the applications to, and then click OK. A confirmation will display the number of applications found and the search criteria used.
Click Copy to begin copying the applications to the selected job postings. An Application Copy progress page will display as the applications are copied.
When an application is copied from one job posting to another, the following occurs:
- All answers to questions will be copied as long as the version of the question is the same between the original job posting the application was entered for and the job posting the application is being copied to. In addition, the copy process does not take into account the Question Setup > Standard Applications for Roll Question Answers and Synchronize Question Response fields.
- All documents associated with the original application will be associated with the copied application.
- The Application Status of the copied application will be set based on whether all the required questions have been copied.
Click Print at the bottom of the page to print the results.

Accessing the Applicant Review page

Select Human Resources > Entry & Processing > Recruitment > Applicant Search to display the Applicant Search page.
In the search criteria fields, enter your criteria, and then click Find.
Click an applicant's name link to display the Applicant Review page.
For information on using this page, refer to Postings - Applicant Review Page.

Fields

Following are descriptions of the page's search criteria fields. To search for applicants regardless of the data referenced by a field, leave the field blank. Note that the fields are listed by <Tab> order rather than by column.

Field	Description
Applicant Last Name	Last name of the applicant. To search by initial, use the asterisk symbol; for example, C* references all applicants whose last names begin with C.
Email	Primary email address for the applicant. Usually, you can leave this field blank.
Applicant Status	Indicates the applicant's status. Select: Active Inactive Do Not Hire
Applicant First Name	First name of the applicant. Unless you are searching for an individual employee, you can leave the field blank.
Employee Status	Indicates the applicant's employment status. Select: Applicant Current Employee Pending Employee External Employee Prior Employee
Employee Number	Employee ID of the applicant.
Applicant Rating	Rating assigned to the applicant, from 0 to 5. To reference a rating equal to or higher than a specific number, use the greater than or equal to symbol; for example, >=4 references ratings of 4 and 5.
Posting Location	Select the location associated with the position, as defined in Personnel's Locations table.
Position Type	Select the position type associated with the position's job class, as defined in the Payroll's Position Types table.
Posting Status	Identifies the status of the job posting. Select: Pos - Posted Fil - Filled Can - Canceled
Note	Job postings with statuses of New - New, Req - Request, or Rej - Rejected do not display, because they cannot be associated with applications.
Base Location	Select the base location of the position, as defined Security's Location Codes table. If your organization uses location security, users will only see base locations they have access to.
Publish Type	Publish type associated with the job posting. Select: Internal/External External Internal
Posting Job Class	Select the Job Class associated with the position. If you are using Position Control, this is defined in the Position Control System. therwise, this is defined in the Job Class Table.
Posting Department	Select the department associated with the position, as defined in Payroll's Departments table.
Note	If your organization uses department security, users will only see departments they have access to.
Posting Date	Date that the job opening was posted to the portal.
Position	Position assigned to the job class, as defined in the Position Control table. This field only applies if you are using Position Control and the selected job class is under Position Control.
Position Title	Title of the job posting's position.
Closing Date	Last date that applicants can apply for the position.
Posting ID	System-generated number used to identify the job posting throughout Recruitment.
Application Status	Status of the application. Select: Approved for Hire Hired Interview Not Qualified Not Selected Pending Recommended for Hire Rejected for Hire Submitted Verified
Application Date	Date that the application was submitted. To reference a specific date, enter the same date in both fields. To enter a date range when the applications could have been submitted, enter beginning date in the first field and the end date in the second field.
Certification Area	Core areas for a job posting, as defined in the Certifications Areas table. These entries are used to determine if applicants have the required certifications to be considered qualified for the position. To enter multiple codes, use Ctrl+click to select each code.