Topics Map > PD LEARNING PATH > TAM Learning Path
Topics Map > DOCUMENT TYPE > User Procedure
Topics Map > FUNCTIONAL AREA > Talent Aquisition Mgmt (TAM)

TAM - Viewing & Modifying Application and Applicant Data

GENERAL DESCRIPTION:

This KB walks through viewing and updating application and applicant information.

PROCESS CONSIDERATIONS:
  • To navigate to the application data, Search Applications. - Refer to KB TAM - Search for Job Opening or By Application or KB TAM - Recruiting Home Page
  • To get into the applicant's data, Search Applications. - Refer to KB TAM - Search for Job Opening or By Application or KB TAM - Recruiting Home Page
  • Application Data - allows you to review and manage activity related to a single applicant for a single job opening (ex - resume, cover letter, attachments, referral source, etc)
  • Applicant Data - allows you to review and manage activity related to the overall applicant record  (ex - email address, phone number, home address)
  • The selection choices available through the Other Options menu will vary depending upon the Job Opening's status, applicant's status and the user's security.



PROCEDURE STEPS:

View & Update Application Details

  1. To update an applicant's information for a specific job, click the Other Actions > Recruiting Actions > Edit Application Details.
    Alternative: If in the Manage Application page, use Other Actions menu from the Process Applications section of the application.
     
    https://kb.wisc.edu/images/group61/20801/9,2editapplicationdetails1.jpg

  2. In the Edit Application Details page, all fields will open up to add, modify or remove applicant's application information.

  3. After updating the application data, click the Save button.

  4. To return to the Search Applications page, click the Return hyperlink in the top left.

    Update applicant data


View & Update Applicant Data

  1. Click the applicant's name in the Applicant column.

    https://kb.wisc.edu/images/group61/20801/9.2searchapplications1.jpg

  2. Click the Applicant Data tab.

  3. Within the Manage Applicant page, add, update or remove applicant data as necessary.

  4. Once completed with updating the applicant information, click Save.

  5. To return to the Search Applications page, click the Return hyperlink in the top left.

    https://kb.wisc.edu/images/group61/20801/9.2manageapplicantapplicantdata.jpg


Update An Applicant's Type (e.g., External to Internal Applicant)

  1. Click the name in the Applicant column.

    https://kb.wisc.edu/images/group61/20801/9.2searchapplications1.jpg

  2. Click the Applicant Data tab.

  3. Within the Manage Applicant page, update the Applicant Type field (Employee or External Applicant (Non-Employee is not used)).
    When selecting Employee, a new Employee ID field appears.  Use this to search for or enter the employees existing Employee ID.

  4. Once completed with updating the applicant type, click Save.

  5. To return to the Search Applications page, click the Return hyperlink in the top left.

    https://kb.wisc.edu/images/group61/20801/9.2manageapplicantchangeapplicanttype.jpg


Reviewing Adding or Updating an Applicant's References

  1. Select the name in the Applicant column.

    https://kb.wisc.edu/images/group61/20801/9.2searchapplications1.jpg

  2. Click the Applicant Data tab.

  3. Select the References Hyperlink.

  4. To modify an existing reference, click the Edit (pencil) icon.

  5. To manually enter a new reference, click the Add Reference button.
    • Enter or update the Reference Type and Reference Name. All other information is optional.
      Note
      : During the hiring process, the Date Contacted and/or Comment field can be updated based on the reference follow-up. However, this is visible to all users who have access to this applicant's data.
    • When finished entering in the Reference, click OK.


  6. Reference Details

  7. To have the applicant add references, click the Request References button.
    • This sends and email to the applicant and directs them to Candidate Gateway > My Notifications to enter references.

    warning sign  Applicants must use the link in My Applications to enter references.

  8. Once completed with updating the references, click Save.

  9. To return to the Search Applications page, click the Return hyperlink in the top left.

    https://kb.wisc.edu/images/group61/20801/9.2manageapplicantupdatereferences1.jpg



Update An Applicant's Disposition

  1. To update their disposition on a specific job, click the Other Actions > Recruiting Actions > Edit Disposition.

    https://kb.wisc.edu/images/group61/20801/9.2manageapplicanteditdisposition1.jpg

  2. Update the disposition by clicking the New Disposition drop-down menu. Depending on the Disposition, select the appropriate Status Reason (if applicable). A list of statuses & successors can be found TAMstatusandsuccessors-1.

  3. Click Save when you are finished.

    Submit New Disposition

  4. After saving, the Disposition field will be updated.



Update An Applicant's Status (Recruiters Only)

NOTE: This section changes the applicant's overall status. This is rarely used.

  1. To update their status on a specific job, click the Other Actions > Applications Actions > Change Applicant Status.

    https://kb.wisc.edu/images/group61/20801/9.2manageapplicantchangeapplicantstatus1.jpg


  2. Select the appropriate status from selecting the Status Code drop down menu. Depending on the Status, select the appropriate Status Reason (if applicable).

  3. When finished, click the Change Status button.

Submit New Status



Removing An Applicant from a Job Opening

You may need to remove an applicant from a job opening for a variety of reasons, such as, the applicant was incorrectly added to the wrong job opening, etc.
  1. To remove and applicant from a specific job, click the Other Actions > Recruiting Actions > Edit Application Details.

    https://kb.wisc.edu/images/group61/20801/9,2editapplicationdetails1.jpg

  2. In the Edit Application Details page, remove the Job Opening ID.

    https://kb.wisc.edu/images/group61/20801/9.2manageapplicantremovefromopening.jpg

  3. Tab out of the field to refresh the data. Once completed with removing the applicant from the job opening, click Save.

  4. To return to the Search Applications page, click the Return hyperlink in the top left.


ADDITIONAL RESOURCES:

Related KBs:



    Keywords:talent acquisition manager job position hire references resume personal information application TAM training OFCCP hire rehire internal external   Doc ID:20801
    Owner:Sheila W.Group:Human Resource System (HRS)
    Created:2011-10-18 11:22 CSTUpdated:2017-07-11 06:37 CST
    Sites:Human Resource System (HRS)
    Feedback:  0   2