Applicant Windows Item

Use this Action Bar item in the Human Resources Profile page to set up pages for recording user-defined applicant information beyond what is tracked in the standard Applicant Tracking System. You can define the following aspects of the pages:

Page title and field names.
Format and validation for fields.
Data entry requirements for the page and each of its fields.

You can also set up user-defined pages to carry over into a hired applicant's employee record. However, for this feature to work, you must have a user-defined employee page set up that exactly matches the user-defined page. The setup for user-defined employee pages is handled with the Human Resources Profile's Defined Windows item.

Menu Path: System Administration > Administration > Profiles > Human Resources Profile > click Applicant Windows

Action Bar Items

The following items display on the Action Bar when you access the page's tabs:

Help Text	Enables you to define a help message for a user-defined field. Access the field's row in the Non-Verified or Table-Verified tab, click Help Text, enter the message in the window that displays using up to 55 characters, and then click OK.
Validate Text	Enables you to define valid entries for a user-defined field. Access the field's row in the Non-Verified or Table-Verified tab, click Validate Text, enter the values in the window that displays using up to 40 characters, and then click OK. For additional details, refer to the Validated field in the Fields section below.

Following is the general procedure for adding a user-defined applicant page. If you have applicant pages that you want to carry over into the employee record when an applicant is hired, then you should set up the corresponding user-defined employee pages first. For details, refer to Defined Windows Item.

Add a User-Defined Applicant Page

Select System Administration > Administration > Profiles > Human Resources Profile,and then click Applicant Windows to display the Applicant Tracking Windows page.
Click Add New.
Complete the header section, and then click OK.
In the Non-Verified tab, set up the page's non-verified fields. You can add up to 10 fields. Each row in the tab represents a field in the page you are creating.
- To define a help message for a field, use the Action Bar's Help Text item.
- To define valid entries for a field, use the Action Bar's Validate Text item.
- To include a blank field between two data-entry fields in the user-defined page, leave the appropriate row blank.
Click OK.
In the Table-Verified tab, set up fields that require codes from Applicant Tracking's User-Defined Codes table. You can add up to 10 fields, including both table-verified and non-verified fields.
- To define a help message for a field, use the Action Bar's Help Text item.
- To define valid entries for a field, use the Action Bar's Validate Text item.
- To include a blank field between two data-entry fields in the user-defined page, leave the appropriate row blank.
Click OK.
Use the Comment Labels section to enter labels for the two free-text fields at the bottom of the user-defined page.
- To define a help message for a comment field, use the Action Bar's Help Text item.
Click OK to save the page setup.

Fields

Following are descriptions of the fields used to create a user-defined page in Applicant Tracking.

Header Section

Use these fields to define general information for the applicant page:

Field	Description
Page	Unique page number identifying this applicant page.
Important	If you are adding an applicant page corresponding to a user-defined employee page, then enter the page number assigned to the employee page already set up with the profile’s Defined Windows item. In this case, if you select the Carryover checkbox, the setup information will default to the existing employee page. The applicant page’s data must be exactly the same as the data for the employee page if you want to use Applicant Tracking’s carryover feature. For additional information, refer to the Carryover field description below.
Title	Title of the applicant page. This entry displays in the page’s title bar. Character/45
Carryover	Checkbox determining whether applicant data from this user-defined page carries over into the employee record created in Human Resources when an applicant is hired. To enable carryover of data for the user-defined page, select the checkbox. To disable carryover for this page, leave it blank.
Important	For the carryover feature to work in Applicant Tracking, you must also create a user-defined employee page that is an exact copy of the user-defined applicant page. To create the employee page, use the Human Resources Profile’s Defined Windows item.
Required	Checkbox determining whether the page requires input when adding a record to the database. Select the box if the page is required. Otherwise, leave the field blank.
PowerSchool ERP Defined	Checkbox determining whether the page was defined by PowerSchool to meet your data entry needs. Select the checkbox if this page was defined by PowerSchool. Otherwise, leave the field blank.

Non-Verified Tab

Use this tab to set up fields that are not table-verified. You can add up to 10 fields. To include a blank field between two data-entry fields in the user-defined page, leave the appropriate row blank.

Field	Description
Label	Field title as it should appear in the user-defined page. Character/14
Type	Setting indicating the type of data that can be entered in the field in the user-defined page. Select: D - Date N - Numeric C - Character
Required	Setting indicating whether the field being added is required. Select: Y - Yes - If the field requires an entry. N - No - If the field is optional.
Help	Display-only field indicating whether a help message was added for the user-defined field. H - Yes displays here if a help message was set up. Otherwise, this field is blank. The help message provides text at the bottom of the user-defined page instructing the user on what to enter in a given field. To assign help text, access the appropriate row, click the Action Bar's Help Text item, enter the help message, and then click OK. Character/55
Validated	Display-only field indicating whether validation values have been specified for the user-defined field. V - Yes displays here if values were set up. Otherwise, this field is blank. Validation values identify the specific entries accepted in the field in the user-defined page. To set up the entries, access the appropriate row, click the Action Bar's Validate Text item, enter the values, and then click OK. Character/40 When setting up the validation values, use commas to begin and end the entry and to separate the values. For example, if you are defining values for a field labeled Contract Months, you might enter September, October, November, and December as follows:,9,10,11,12,
Default	Value to default to the field in the user-defined page. For example, if this is a field for State, you can enter the state abbreviation you use most. Users can change the value in the applicant page, if needed. Character/20

Table-Verified Tab

Use this tab to set up user-defined page fields that are verified against Applicant Tracking's User-Defined Codes table. You can add up to 10 fields, including fields that are not table verified. To include a blank field between two data-entry fields in the applicant page, leave the appropriate row blank.

Field	Description
Label	Field title as it should appear in the applicant page. Character/14
Table	Code identifying the User-Defined Codes table for validating entries in the user-defined field. If this is a non-verified field, leave the Table field blank. Character/2 Table-verified fields are required during data entry. To set up user-defined verification tables, use the following option: Human Resources > Reference Tables > Applicant Tracking > User Defined Codes.
Type	Setting indicating the type of data that can be entered in the field in the user-defined page. Select: D - Date N - Numeric C - Character
Help	Display-only field indicating whether a help message was added for the user-defined field. H - Yes displays here if a help message was set up. Otherwise, this field is blank. The help message provides text at the bottom of the user-defined page instructing the user on what to enter in a given field. To assign help text, access the appropriate row, click the Action Bar's Help Text item, enter the help message, and then click OK. Character/55
Validated	Display-only field indicating whether validation values have been specified for the user-defined field. V - Yes displays here if values were set up. Otherwise, this field is blank. Validation values identify the specific entries accepted in the field in the user-defined page. To set up the entries, access the appropriate row, click the Action Bar's Validate Text item, enter the values, and then click OK. Character/40 When setting up the validation values, use commas to begin and end the entry and to separate the values. For example, if you are defining values for a field labeled Contract Months, you might enter September, October, November, and December as follows:,9,10,11,12,
Default	Value to default to the field. For example, if the field is State, you can enter the state abbreviation you use most. The value can be changed in the user-defined page, if needed. Character/20

Comment Labels Section

Use the following untitled fields to set up two text fields for the bottom of the user-defined page:

Field

Description

Label

Title of the comment field. Character/40

Help

Display-only field indicating whether a help message was added for the comment field. H (for Help) displays here if a help message was added. Otherwise, the field is blank.

The help message provides text at the bottom of the user-defined page instructing the user on what to enter in a given field. To assign help text, access the appropriate Label field, click the Action Bar's Help Text item, enter the help message, and then click OK. Character/55

Defined Windows item.