TAM - Manage Contact Notes and Attachments for an Applicant

GENERAL DESCRIPTION:

You can track your communications with or about an applicant using the Manage Applicant page.

PROCESS CONSIDERATIONS:
  • The system automatically creates contact notes when a user generates letters or email during the recruiting process. For example, the system creates contact notes when a user:
    • Generates an interview letter.
    • Creates an offer letter.
    • Forwards an applicant.
    • Generates ad hoc correspondence (Send Correspondence).
  • Users can manually create notes (with optional attachments) to record interactions that were not automatically captured.
  • Anyone with access to view Contact Notes can view any Contact Notes for an applicant as it is not Job Opening specific.
  • Viewing, creating, or editing Contact Notes is restricted to Recruiter and TA Coordinator roles.



PROCEDURE STEPS:

  1. Navigate to the Applicants either through Search Job Opening or Search Applications. See KB TAM - Search for Job Opening or By Application or TAM - Recruiting Home Page , for additional information.

  2. Click on the Applicant's name.

  3. From the Manage Applicant page select the Notes tab.

    https://kb.wisc.edu/images/group61/20286/9.2manageapplicantnotes1.jpg

  4. You will see a list of Notes in the Notes Summary Section, details appear for the specific note below in the Note Details section. The Notes Summary section will be blank of no notes have been added.

  5. To edit or resend a note, click the Pencil icon.

https://kb.wisc.edu/images/group61/20286/9.2applicantnotescreen.jpg

Manually Add a Note

  1. Click the Add Applicant Note button.

  2. Use the Applicant Notes page to document applicant communications and add any attachments.

  3. Update the Contact Date, if necessary.

  4. Select a Contact Method from the drop down.

  5. Select the appropriate Audience.
    • Public means that anyone who has access can see the note (recommended).
    • Private notes can only be seen by the author.

  6. Enter a Subject.

  7. Document any Details about the communication.
    • You can optionally spell-check the note text, click the Spell Check Notes button.

  8. Use the Add Attachment button to include any attachments.
    • Once an attachment has been uploaded you will be able to enter a description.

  9. When finished click the Add Note button.

    https://kb.wisc.edu/images/group61/20286/9.2addapplicantnote.jpg

  10. The Note now appears in the Note Summary.

  11. Click Save when you are finished adding and reviewing notes.


ADDITIONAL RESOURCES:

Related KBs:

Related Links:
  • N/A



Keywords:recruit, recruitment, recruiting, candidate, search, hire, screen, training, TAM   Doc ID:20286
Owner:Sheila W.Group:Human Resource System (HRS)
Created:2011-09-15 13:08 CSTUpdated:2017-02-22 14:19 CST
Sites:Human Resource System (HRS)
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