In this guide, you can learn more about how to use the tool Job Posting Flow. In short, it is a tool for managing who has permission to do what with the various fields when creating a job posting. For example, you can decide which users are allowed to write the job ad, set an application deadline, publish to social media, and more.
To customize the flow, go to Settings > Job Posting Flow, as shown in the image below.
Next, you need to click on the three dots in the column farthest to the right, after which a menu will appear. Here, you should select Edit.
Now you can see the settings for the different stages listed on the left side of the screen, called Stage Settings, while on the right side, the configurations you can make are displayed, called Permission Setup. Both of these are explained in more detail in the following sections of this guide.
Stage Settings
With the Job Posting Flow, you have the option to specify very precisely what your users in Recruit are allowed to do when it comes to the different sections and fields in the job posting. For example, some users may be allowed to edit the job description but not publish the job posting to various job portals or social media, which you can grant permission to other users to do. You can even set up notifications so that a user, for instance, receives a notification when a job posting is ready for review and then for publication.
By default, there are five stages that correspond to the statuses you can assign to a job posting: Draft, Online, In Process, Probation Period, and Closed. Additionally, you can add more by clicking on Add Stage or the plus icon next to an existing stage. For example, this could be “Pending Approval.”
To edit the different fields in each stage, simply click on the stage you want to edit. Then you can make changes on the right side of the screen under Permission Setup, which is explained in more detail in the section below.
Permission Setup
Sections: Here you choose which fields in the job posting creation process should be accessible under the given status. For example, if a user should be able to access Internal Information and Candidate Interaction, those boxes need to be checked.
Edit: Select which roles should be able to edit the chosen sections in the given stage.
Place: Choose which roles should be able to move a job posting into this status.
On Placement: This field allows you to specify if an action should be triggered when a job posting is moved into the given stage. Various actions can be found in the dropdown list—for example, setting the publication date and time to the current date. Check the box for Set and then choose the action you want to configure.
Example: With the action Set publication date and time to today, the date and time will automatically be set to the current date and time when the job is placed in this status. So, if this is a setting you want for the Online status, the job’s publication date and time will match the exact moment the status is changed.
Automation: Here you can choose what should automatically happen to the job posting—for example, when the application deadline is reached, the job posting will automatically change to the In Process status. Remember to check the box for On to activate the automatic action.
💡Note that to activate the actions under On Placement and Automation, you must check the boxes for Set and On, respectively.
Help Text: You have the option to add a help text to the stage so that your users can see what they’re expected to do. The help text will appear as a small pop-up window when clicking the little question mark.
Checklist: Here you can create a checklist for your users, which will appear in the stage you are editing. This could include tasks they need to remember when creating the job posting. Add an item to the checklist by clicking the small plus icon. You can delete an item again by clicking the trash bin icon.
Notification Setup: You can set up notifications that are sent to a selected recipient when the job posting is moved to a specific stage—for example, when a job posting moves from the Draft status to Pending Approval. This way, the recipient receives a notification and knows it's time to check that everything is in order and make the job posting ready for publication.
To add a notification, click on Add Notification and do the following:
Notification Type: Here you can choose whether the recipient should be a specific role in Recruit (e.g., Company Administrator, Department Administrator, Hiring Manager, or Hiring Committee). If that’s what you want, select Role in the dropdown menu. Then choose the desired role under Select Role.
You can also choose for a specific administrator to receive the notification. In that case, select Administrator under Notification Type, and then choose the specific recipient under Select Role.
Subject: Enter a subject for the notification the recipient will receive—for example, “A job posting is awaiting your action.”
Message: Write the notification message you want the recipient to see—for example, “A job posting is ready for the next step, which you can complete so it can be published.”
Note: You can insert variables, just like in the email templates
Finish by clicking Save Notification.
A small bell icon followed by the subject line of the notification will now appear. You can edit the notification by clicking the three dots to the right and selecting Edit. It's also possible to delete the notification.
How to Delete a Stage
If you want to delete a stage, you can do so by clicking on the stage under Stage Settings. Then, click on the trash bin icon on the right side of the screen in the Permission Setup section.
The stage is now deleted.
