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This use case provides how to create a Job Posting portal on your ShareVision site to share current open positions and manage applications for these positions. The features used in this use can can be adapted to improve your users' experience in a variety of other scenarios. Y
Rather than providing step by step instructions, this article will focus on identifying the different features and how to configure them on your site. Links are also provided to the existing knowledge base articles which include step by step instructions.
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Staff have the same access on the Current Job Postings Page as managers:
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List Page Part
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Configuration
This section of the use case focuses on how configuring List Page Parts can enhance the user experience. That said, there is crossover to other topics like list and column settings because list page parts sometimes require fields on forms (columns on lists) to be setup in a particular way.
In the section above, examples of how the same pages appear differently depending on the user that is logged in was shown. The reason the HR Manager can add new or edit existing Job Postings is because they have been added to the GRP HR security group and this group has been provided with access to the New and Edit buttons on the Current Job Postings List Page Part. See List PagePart: Set Up and Configuration - PagePart Buttons to learn more.
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On the Current Job Postings, any user can select a job posting in the list and it will be displayed. Note there are more that only a few of the fields on the job posting form than what is are displayed on the list page part.
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Once a job posting has been filled, the job posting will automatically be removed from the Current Job Postings page and will be listed on the Closed Job Postings page instead. The job posting ‘moves’ ‘moves automatically' because of the additional field filters set on the page parts for both the Current Job Postings
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On the list page part settings, in the pagepart buttons section, you can disable the option for users to view the form by selecting the Disable “Display” Form checkbox. Note that you can also select to allow the display form to be visible for users in selected groups. See List PagePart: Set Up and Configuration - PagePart Buttons to learn more.
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The My Applications page allow users to apply for open positions and then limits them to only view their own applications.
add some examples - for SV Manager and SV Staff
create screen captures
Using a special value in the additional field filters of the list page part, the system can list only the job applications for the user that is currently logged in.
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add screen captures for [Me] in the additional field filters
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The ShareVision Staff user applied for a Manager position. On the My Applications page, they can only see their application.
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The ShareVision Manager user applied for two different Director positions. On the My Applications page, they can only see their applications.
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To display only the list items for the user that is logged in, the form must have a field that captures the users name using a People or Group column type. In this example, the form has a an Applicant field which automatically captures the logged in user’s name when they add a new form.
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In this example, the Applicant field on the form was set up on the list as a People or Group column and the user name comes from the GRP All Staff. Refer to the Create Column section of the Create a New Form for Users (Add a New List) article for more information.
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The list page part on the My Applications page has 2 settings to make this work. Firstly, the Current Staff Field in the Data Source section of the list page part settings, is set up to automatically fill in the Applicant field on the form with the user name of the staff person that is currently logged in. The option to Lock Value is also selected which prevents the user that is filling in the form from changing the Applicant to another staff person’s name.
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Secondly, the Additional Field Filters on the list page part needs to be configured so that only the application forms where the applicant’s name matches the user that is logged in will be displayed. You can use the [Me] value in the additional field filters to achieve this.
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On the Job Application form, a you can included reminder to upload their resumes has been added to the form.
screen capture
The reminder was created using the Heading Section feature.
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screen capture of the column setting
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. This is done by creating a column in the list settings and setting it up using the form headers feature.
Example of a form header:
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Column Settings for the form header field displayed above:
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To allow managers and HR to review applications that have been submitted, the All Applications page displays the applications submitted by all users. Access to the All Applications page has only been provided to GRP HR and GRP Managers.
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Page Settings - GRP HR and GRP Managers .
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screen print for GRP Managers
have access. GRP All Staff does not.
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Differences in the Quick Start Menu for Staff and Managers:
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As HR is responsible for the job descriptions, the Job Description page is only available to them.
screen prints for HR and Manager
link to relevant kbase article
HTML page part on the Job Descriptions page.
Email alerts and including the link to the specific job posting.
add a screen capture of the email message
add link to EAM kbase article
Potential issue with including the link to the specific job posting. All users able to edit - not opened from the page part. Form Security Configuration - included with SV+ subscription and can be subscribed to if you have a SV subscription.
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screen print of how to set it up
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Page Settings - GRP HR has access. GRP All Staff and GRP Managers do not.
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The Job Description page is only displayed for users that are in the GRP HR security group.
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Using a HTML Page Part for Providing Instructions
You can use a HTML page part to provide users with instructions or other important details right where they need it. Using this feature can prevent your users from having to go and look for policies, procedures or other documentation which saves time and simplifies their work.
On the Job Descriptions page, a reminder of the process for updating the Job Descriptions available on the Current Job Postings page is provided. This helps to ensure that the HR Team doesn’t forget to publish the PDF version when new job descriptions are added or existing ones are updated. Note that you can add hyperlinks and can embed videos in HTML page parts.
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Using Email Alert Manager to Notify Staff of New Job Postings
Use the Email Alert Manager to create an email alert when a new job opening is posted.
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When a new job is posted, all users in the GRP All Staff will receive an email:
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Important Information When Including a Link to an Item When a link to an item is included in an email alert, users will be able to edit the item when they select the link in the email and it opens in a browser window. This occurs because the permissions assigned for adding, editing and viewing the form as explained above are set in the list page part settings and links from Email Alert Manager by pass the page part. There are 2 ways to resolve the issue:
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Using Form Security Configuration to Prevent Unintended Edits on Forms
The Form Security Configuration feature is included with ShareVision Plus subscriptions. For ShareVision subscriptions, this add-on feature can be subscribed to for $249 / year plus applicable taxes.
One of the functions of Form Security Configuration is Field Security which allows your ShareVision Administrator to assign permissions to fields when:
a new form is being filled in - New Form Permission
an existing form is being edited - Edit Form Permission
an existing form is being viewed - Display Form Permission
Because the settings in this feature are not dependent upon the list page part settings, setting up field security to prevent any users that are not in the GRP HR security group from editing the form will prevent unintended edits on the form.
Example of how to set up Edit Form Perimissions to allow only users in the GRP HR security group to edit fields on the form:
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If a user that is not in the GRP HR security group selects the Edit button on a Job Posting form
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All of the fields are read-only and no changes can be made
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