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Custom Applicant Views: Feature Overview

Last Updated: Dec 10, 2018 12:56PM EST

The goal of the creating Custom Applicant Views is to give you the ability to easily see applicant information, in an easy-to-digest format, without the need to click into each applicant file. 

You can create a new Applicant View in the (i) Applicant Queue of each Position and in (ii) the Talent tab with a few easy steps. You can also export or print these applicant views in an easy-to-read format in just a few clicks.

Part 1. Default Views

To streamline viewing of your applicants, your system comes with a list of predefined views already built. These default views are:

  - All 
  - Active
  - Archived
  - Hired
  - Rejected
  - Withdrawn

Part 2. Creating a New Custom View

Using the steps outlined below, you can tailor the applicant information that will be displayed as the new view.  

To get started on creating a new view, first click on Create New View from within the Talent tab or the Applicant Queue of a Position.

Step 1: Enter View Name

Give your new view a name.

Step 2: Specify Filtering Criteria (Optional)

You can use the filtering criteria if you only want to see applicants that match a given criteria within your system (example: “show me only applicants from the Chicago area that have a Total Score over 85%”). 

To create a filter, you need to select an attribute from the first ‘Field’; assign an ‘Operator’; and then type in a relative ‘Value’. 
  • The “Field” column contains a list of existing variables from which to choose such as “First Name” or “Hard Score” or “Applicant’s City”. 
  • The Operator column tells the system how you want to search for your information including variables such as “greater than” “less than” or “contains”. NOTE: the operators that are usable depend on the Field that you select. For example, if you are searching for a string of text, like a name, an operator such as “contains” would be visible but an operator such as “greater than” would not. Likewise, if the Field you have selected in numerical in nature, then the numerical-based Operators are available such as Greater Than, Less Than, Equals, etc.
  • The Value column tells the system what parameters you want to search for. For example, do you want to see applicants with a score over a certain threshold or applicant’s that have a defined zip code? You can do so by typing in the relevant hard score threshold or zip code here.

You can add up to five rows of criteria to narrow your results. For example, if you configure a special view using filtering criteria to show applicants that are located in the [state] of PA, who have a total [hard skill] score higher than 80%, and [have a resume] containing the word ‘janitor’, then you would be using three rows.

Step 2a. Filter Logic

As an advanced setting within filters, you can apply logic to the rows you have defined. Filter logic lets you specify conditions for your filters using logical operators and allows you to apply specific conditions to hone in on the data you’re searching for.

An expression’s syntax will affect filtering results.

(1 AND 2) OR 3

Finds records that match both the first two filter lines or the third. For example, consider these filter conditions:

Hard Skill Score is greater than 80%
Position Applied To = Sales
Position Applied To = Manager

NOTE: you do not need to apply filter logic to each view you build. By default, the system will assume each row is connected by the “AND” connector. As an example, if you had three rows of criteria, the system will show results that satisfy Row 1 AND Row 2 AND Row 3. 

Step 3: Select Fields to Display As Columns

In this step, you can choose which applicant information columns will appear in your custom view. Simply click the + icon from the Available Fields column to add the element to the Selected Fields column. You can also drag and drop the Selected Fields to set the order in which they will appear.

NOTE: "First Name" and "Last Name" are automatically listed as pre-selected fields, but can removed or rearranged as desired.  

Step 4: Restrict or Share Visibility

Only System Administrators see this step and only System Administrators can create a View that the rest of the user base can see.

For all other user roles, creating custom views ends at Step 3. System Administrators can choose to make a custom view visible to only the user that created it (themselves), or they can share the view with all users across the system.

Part 3. Exporting and Printing Applicant Views

All default and custom views can be exported in the following formats:

  - PDF
  - Excel
  - CSV
  - Print (opens the view in a PDF and displays a Print Screen)

Part 4. Views and User Roles

As discussed, Users with any User Role can create their own custom views, however only System Administrators can make a newly created custom view visible to all users. 

Of course, in line with the system architecture, users will only see the applicants that are within the positions for which they have permission to see.


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