Applicant
1. Create applicant automatically
2. Create applicant manually
1. Create applicant automatically
Applications received by e-mail can be automatically turned into applicant records.
More information about the configuration of this feature can be found here: Create Applicants and Applications automatically from received email
Recruiting Portal
When an applicant fills out the contact form in the recruiting portal, Dynamics HR Management creates a record for him. This happens even if he doesn't complete the process and doesn't submits his application. Therefore, all his data gets anonymized after 7 days, if he doesn't complete his application.
You can change the time span in the workflow GDPR - Erase data of uncompleted Applications HR [Multilingual] - xRM1
More information can be found here: How to customize workflows and personalize email content
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2. Create applicant manually
Of course it is also possible to create applicants manually, for example, if you receive an application by regular mail.
To do this, go to Applicants and click on +NEW
Now enter all the information you need from the application.
To ensure permanent access to the application, you can scan it and attach it as a note to the applicant record.
In the Timeline area, click this button to attach a file, e.g. a CV.
Finally, you can Save & Close
Note:
As soon as this applicant is hired, the record will be automatically turned into a Digital Personnel File. The more information you already enter here, the less you have to enter later.
The field Active Applications will be calculated automatically. Here you can see at a glance how many active applications this candidate has or in other words for how many vacancies this candidate is still in the selection process. A detailed list of these applications can be found in the sector Applications.
The field Data Storage Confirmation is very important. Here it is determined whether an automatic anonymization of the data in accordance with the DSGVO / GDPR is carried out after a fixed deadline or not, because the applicant agreed to the storage of his data.
Yes, if the applicant has agreed to the storage and No, if he has withdrawn it.
Save the record to enable more sectors:
- Applications: Here you can see all active applications of this applicant. You can also create new applications by clicking the + Icon in the upper-right corner of the sector. Further information on new applications can be found here: Applications
- Employment Terms: Here you can add new employment terms if the candidate is hired. Clicking on the + Icon in the upper right corner opens the required function. Further information can be found here: Employment Terms
- Skills: Here you can add and manage additional ability classes of the applicant. Clicking on the + symbol opens the fast entry menu where you can select a skill and its class. With Save in the fast entry menu you add the skill level. For more information, see: Skills, Skill Grades, Skill Levels
- Education: Here you can enter proof of education of the applicant. Clicking on the + symbol in the upper right corner opens the required function. Further information can be found here: Education
- Job History: Here you can enter the professional career of the applicant. Clicking on the + symbol in the upper right corner activates the search field, in which you can select the individual career stages. This feature is particularly interesting if an employee applies internally. Further information can be found here: Job History