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.
As a friendly reminder, you can click on any image to display it larger.
Job Posting Portal
The first step is to Add a New Portal to your site.
It is important to include the groups that will need to access this portal in the Portal Permissions. We recommend adding any group that will need access to use and any group that will be managing or updating the portal. In this example, we have added GRP All Staff so that all staff can view the Job Postings and submit applications. In addition, the GRP HR and GRP Managers groups have been added as these groups will be provided with elevated access to manage job postings, job descriptions and review all job applications.
The page that is displayed when the Job Posting Portal is selected in the Quick Start menu is called the Portal Landing Page.
Headings & Pages
The Job Posting Portal has 3 headings and 5 pages in the Quick Start Menu:
The headings and pages on the Quick Start menu will vary depending on the security groups that have been assigned to the user that is logged in and the security groups that have been provided access to each page on the portal.
ShareVision Administrators are responsible for assigning the appropriate security groups for each user. If you would like to view and/or change the security groups for a user, the View and Edit Groups for and Employee / Update User Groups article provides the step by step instructions.
Our Pages: Set Up and Configuration article includes more details about Page Access and Adding a New Page.
In this use case, any user in the groups that were provided with access to the Job Posting Portal can view the Current Job Postings and the Closed Job Postings pages because the following groups have been provided with access to both of those pages:
GRP All Staff
GRP HR
GRP Managers
Security groups do not need to be provided with access to headings. The headings will automatically be displayed if the user belongs to a group that has permissions to access to any of the pages listed in the heading section.
You can learn more about how headings work by reviewing the Headings section of the Manage Quick Start article.
For example, when a staff person, whose user account has not been added to the GRP HR or the GRP Managers group, views the Job Posting Portal, they do not have access to the HR and Managers heading or the pages below that heading which include All Applications and Job Descriptions.
Page Parts
Page part configuration is a very powerful tool which can be set up by your ShareVision Administrator to either restrict or allow changes by users to data and/or documents on your site. Just like with configuring access to pages, security groups can be used to allow or prevent users from viewing, adding or editing forms and uploading or editing documents.
In the screen captures below, you can see that only the HR Manager can edit the Job Postings and upload Job Descriptions on the Current Job Postings page.
On the Current Job Postings page, managers do not have the same options available to them:
Staff have the same access on the Current Job Postings Page as managers:
Configuring List Page Part Buttons
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.
Similarly, your ShareVision Administrator can configure the page part buttons on document page parts. In the example below, no one can add a new folder to the document library and only users in the GRP HR security group can upload new documents or edit existing ones. Refer to Documents PagePart: Set Up and Configuration - PagePart Buttons to learn more.
On the Current Job Postings, any user can select a job posting in the list and it will be displayed. Note there are more fields on the job posting form than what is displayed on the list page part.
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’ automatically because of the additional field filters set on the page parts for both the Current Job Postings
and the Closed Job Postings:
There are times where you may want to prevent users from displaying the form so that they cannot see all of the details on the form. For example, once a successful candidate has been selected, the Closed Job Posting page part can display limited details such as the Posting Date, Posting Number, Postion Title, Location, Closing Date and Time and the Successful Candidate. The Wage Rate, however, is not included in this page part and disabling users from viewing the form will prevent them from seeing this information.
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.
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.
add screen captures for [Me] in the additional field filters
add link to the relevant kbase article
On the Job Application form, you can included reminder to upload their resumes. 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:
Column Settings for the form header field displayed above:
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.
screen print for GRP Managers
link to relevant kbase article
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.
screen print of how to set it up
screen print of a manager editing the form - all read-only