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1. 2 DocType E Advertisement DOC Applicant PreScreen DOC E Application Form aSEForm 4SEFormHTML attached Resume Le Company Logo Company Profile Cover Letter Cover Letter in Word format cssForm To view the current settings of a Doc Type select the Doc Type of interest The settings will be displayed to the right of the Doc Type listing 6 Doaclype Multilingual Codes for Cover Letter in Word format gt advertisement DOC llamquade Description Applicant PreScreen DOC Application Form ASEForm Assigned File Type DOC MA 4SEFormHTML E attached Resume W Uploadable in Doc List Company Logo Company Profile cima NA Cover Letter P DoctsAppSearchable e Cover Letter in Word format DocisRegSearchable no SSS cssForm DectsSearchCriteriaType No cssForminterim DectsSourceSearchable We cssNote TransformusingxsL SSCS E EMailAttachment Uploadableincss ves Image MiewableByHiringManagers Tes 222 iGreentree v8 3 User Manual Administration and Maintenance e 224 Each Doc Type must have the following settings identified Failure to define these settings will limit the functionality of the iGreentree application CSS and Hiring Manager modules Assigned File Type iGreentree application CSS Hiring Manager module Determines the File Type ofthe selected document i e what application should the system use to view the docum
2. Shift Code Tel Posting Category Is Schedule A Recruiter PO h Job Group PA Hiring Manager TTT Hiring Mgrs See All Apps tion Search Committee Start Assessment Process jg Is Search Committee End Isi Note to Hiring Mgr Manually Entering Requisition Data There are many pieces of information that may be tracked for Requisitions It is recommended that Users enter information into the fields so that the Requisition is as complete as possible Template Templates can be used to save time during data entry and to keep data consistent when several Reqs need the same data in one or more fields Templates will be discussed later in this chapter B Is Filing System This field determines how the Reg will be numbered Some systems may have a single Filing System such as Requisitions or several Filing Systems with different numbering formats for special groups of Regs Filing System is a required field If left blank the system will not allow the Requisition to be saved Filing System li Requisition Status The Status field is important since it shows the Req s current stage in the process Status codes are often used to drive which records are posted to Greentree s Candidate Self Service Moduel CSS It is also used for searching and reporting Status Text Fields Job Title is a great example of a text field notice that there is no select list and it is not limited to a pre set list of
3. Ca Opportunities All Opportunities Select no more than 3 Atlanta a Y SEITEN gt E ses in Charlotte Dallas D I a Positions 18 Geer 4 Department Any Department Select no more than 3 Accounting Critical Care Unit ortunities Opportunities Positions be Positions Es Service Support Tr Nursing Job Description Physicians amp Technical Sal delas SUN oras Opportunities Positions Positions 2 SE Search by Job Number Find Job Help Search Jobs Search Jobs is located on the left side of the Find Jobs screen This method of searching for positions utilizes a search engine that allows the applicant to define the criteria that will be used in searching for available positions f multiple CSS sites are being used Internal and External Applicants may be set up to receive different fields for searching and different criteria may be used to define which openings are included with the results The fields available for the Applicant s search are defined in CSS Settings Maintenance along with the number of codes that can be selected from each field Search Jobs Position Type Any Position Type Location Any Location A Select no more than 3 Atlanta pam Chicago bal Department Any Deparment Select na more than 3 Accounting Cardiac Cath Lab Job Description Find Jobs Greentree v8 3 User Manual Candidate Self Service e 109 The ap
4. Enter the Value i e number or address and any comments about this contact method The As Of date will automatically be entered with today s date This date may be overwritten if appropriate Contact Info for Suzy Que Add Delete Save Cancel Close Dp lemait S S Suevaque hotmalscom 01 23 2006 WorkPhane 987 654 3210 01 28 2008 SS There are three special contact tyoes HomePhone WorkPhone and Email These fields can be entered either from the Applicant window or from the Contact Info Attachment Either entry point will update on the other window the next time it is opened In the event a second email address is added Email2 Email is used as the default when a letter is sent QuickSearches can also be performed on these 3 special contact types Click once finished entering updating the contact information EEO EEO information can be recorded for applicants Reports can be generated on this information using iGreentree standard reports or other custom reports Although EEO information may be entered through CSSForm it can be viewed edited and added to in iGreentree Choose EEO from the Attachments menu and enter the appropriate EEO codes iGreentree v8 3 User Manual Applicant Processing e 153 Here you can record information about the Applicant s Gender Disabled and Veteran statuses Race Ethnicity and their Date of Birth EEO for Suzy Que Gender lo Tel Disabled Race hu y Veteran mu y
5. Greentree v8 3 User Manual Resume Processor amp ScanStation e 134 A E Mail Settings Sender Recipient System Name Example Recipient Email Address resume recipient amp compary cond Name The name of the generic mailbox being used to receive the resumes Email Address Email address where resumes are being sent usually a generic account A E Mail Settings Sender Recipient System Mail System Internet D Mal Server mail server co Mail System Internet Email or MAPI MAPI is no longer a used format Internet Email should be selected Mail Server Address where your mail server is located Sending Resumes When finished reviewing and making any necessary changes the user should use the exit button door icon to return to the main page To send resumes first highlight the Folder to be sent Choose Send Selected Resumes A window will appear for the email A subject can be created or a message entered If automatic logging to req is enabled in Inbox Maintenance the user can designate a requisition number in the subject line of the email and all applicants in this folder will be logged to that requisition if it is open Choose OK to send E mail Martaga To VR EE AE a Froe Exsmple See eamp ene npn com iGreentree v8 3 User Manual Resume Processor amp ScanStation e 135 After choosing OK a message will flash confirming that the sending is completed The resumes disappe
6. Jm Rea Approval Note to Submit Req Approval Review Complete False HM Req Approval Note to Subrnit Req Approval Review Interim False interview confirmation Applicant Interview me Je Hiring Manager of Applicant AppRea Notify Reviewer Hiring False Je Hiring Manager of ApplicantAppRea Notify Reviewer Hiin False otr oF HR Backus Hiring Mar Send Letter Tue Je Recruiter of applicant for RiAppR eg Notify Reviewer Rech False Je Recruiter of Applicants for FAppRea Notify Reviewer Reen False Ofer Exempt applicant Make Ofer me Jager Exernpt with Bonus applicant Make Offer me ofer non exempt applicant Make Offer me lest e e Request Rate Cards ons Send Letter me Resume inbox Processing Letter Resume Inbox Processing False Jesus inbox with new C55 1D a Resume Inbox Processing False earch Committee You have be Hiring Mar Search Committee False Search Committee You have be hiring Mar Search Committee t False Thanks forthe Resume Applicant Send Letter False han are being considered for a re Applicant Send Letter False Add To add a new Letter click the button A window will display enter the name of the new Letter and select OK Script Prompt Cancel New Letter Mame The next window displaying will set the Action to which this Letter should be associated with Enter the name of the new letter iGreentree v8 3 User Manual Administration and Maintenance e 227 Select Action
7. Microsoft Internet Explorer i Your offer information was submitted without any errors 4 E NOTE When an offer is made via the Hiring Manager module an email will be sent to the Recruiter by the system The letter to be sent to the Recruiter is set in Maintenance HiringMgr Settings Msg to Recruiter For more information see Hiring Manager Module Maintenance and Letters Maintenance Reviewing Offers To view basic information for all outstanding offers for the Hiring Manager they must select View Offers from the Offers main menu Y Offers View Offers e Make Offer e Hire The Hiring Manager will be able to update an applicant s Result For This Req Result Date and Comments The aforementioned information should be completed on this form if an applicant declines an offer If an applicant accepts an extended offer the Hiring Manager should go to the Hire form of the module See Hiring Applicants for more information View Offers cocos Epse ze Bonus Start Date Orient Date Result For This Req a Result Date Comments 0 00 06 17 2003 eo Declined Offer fos 08 2003 S 0 00 po Eats EE 06 15 2004 SG PS o4 Req Job Title Offer Date Applicant l Offer 2003 005 Design 06 07 2003 Jones Raymond L 52 000 00 Engineer 2003 016 Program 11 06 2003 Hilman George anager ield ngineering 2004 916 General 06 03 2004 Harborough Harold 120 000 00 pees 44 4 gt
8. Nice to have Accounting Desired Applicant Tra Required Employee Re Desired Human Reso Nice to have Training Since the default Rating for each Skill in the Applicant Attachments is zero this will only work if users have been entering Ratings for each Applicant who has the selected Skill Degrees For a Degree it may be important that the Applicants have a certain Major Degree finds applicants with the specified degree or higher For example Bachelors will also find Masters and Doctorate degrees For this example enter Human Resources in the Major Emphasis column Desired Required Search Text MajorfEmphasis p Degree Required Bachelors Human Resources Applicant Filing System You may wish to only consider Internal Applicants for a position To eliminate External Applicants from appearing in your results you would want to enter a criteria of AppFilingSys Must NOT Have and External Applicants ll Ulupe Dee sired Required Search Text Pb AppFilingsys Must HOT have External Applicants Applicant Status You may not want to consider Applicants who have already been eliminated from consideration on any future openings When prompted choose AppStatus InActive and Must NOT have ll Tkppe sd Desired Required Search Text Pp AppStatus Must HOT have Inactive Result To eliminate Applicants who have already been removed from consideration on this Requisition for the reason of wanting
9. Special Note Skills View Skill Rating MS Excel a MS Word 0 Searching Attachments Many Attachments can be searched via the QuickSearch screen Skills Attachment is a common Attachment used to search for Applicants Therefore Skills have been added to the QuickSearch screen To find applicants who have a Customer Service skill return to Applicant QuickSearch Applicants Find By ID Find By Name QuickSearch iGreentree v8 3 User Manual Searching e 193 Click the skills button to view a list of available skills use the button to move the highlighted skill from the Available column to the Selected column Select Multiple Skills Cancel Available Selected 2 MRI Customer Service MS Access MS Word MS PowerPoint MS Software k Ek MS Internet Information Server Odd Selected Skills Neonatology Nephrology Network Analyst Networks Neurobiology Meurohistochemistry Choose Ok to return to the QuickSearch screen the skills selected are now listed in the Skills box Find Any Customer Service Performing the search now will return a list of applicants who have all three Skills associated with them if you wish to find applicants that have any one of the three skills chosen click on the box next to Find Any W Find Any This will return a list of applicants that have any one of the three skills selected While in List View the User can select Skills from the Attachments menu to look at t
10. The test date name of the test and the value can be recorded for each entry Test Date 01 26 2006 Log to Req Ea Test 7 Test Value Comments File Edit View Insert Format Tools Pe A requisition can also be associated with each test entered If an applicant was tested for a specific requisition that requisition should be selected in the Log to Req field Selecting a requisition will log the Applicant to that requisition when OK is selected if they are not already logged to it Each Testhas a Test Type of either Text or Number designated in Codes Maintenance Ifa Jest is selected and the Test Value entered does not match that test s Test Type an error will generate and the Test Result cannot be saved OPP A The Test Value must be numeric Valid values 0123456789 The User will have to change the Test Value to match the Test Type designated in Codes Maintenance for that Test See the Administration and Maintenance chapter for more information When the Action has been completed the User will be presented with the option to continue adding Test Results or return to the Applicant main screen You may also run this action by selecting the quick launch button located on the toolbar Tests History The test information is stored in the Tests History for the Applicant Tests History can be reviewed edited or added to from Tests History Greentree v8 3 User Manual Applicant Processing e 173 Tes est Dat
11. There will however be a copy of the Resume stored under Resume Text To access this data follow the same procedure above under the Attachments menu select Resume Text To see Automatic Resume Processing in action send a resume either in the body of an email or a TXT DOC RTF or HTML attachment to a live resume inbox See Maintenance Resume Inboxes for information about how to set these up Introduction to Reporting There are two ways to run reports in the Greentree database Reports may be run after conducting a search thus including only those records found from the search Reports may also be run from ReadyReports and include search criteria within the report definition Select ReadyReports from the main menu then choose Report List on iGreentee Hot Items Applicants Requisitons Sources Expenses Hiring Mgrs Advanced Search Ready Reports Report List While highlighting the AU Open Positions report select View Report from the Action menu to see what this report looks like Action Yiew Report BE All Open Positions Applicant Interview Schedule Dates Recruiter When prompted for a report format select your desired Output Format PDF or Crystal Reports will display the best and click the button lt may take a minute for the system to build the report e Web Page Dialog Generating Report Letter Please wait Greentree v8 3 User Manual Introduction and Overview e 15 Al
12. Sources Expenses Actions History Send Letter Letters that are to be sent to a source and recorded in iGreentree can be printed on paper if the physical address is known or sent via email if an email address is available and entered on the source base record Select Send Letter from the Action menu Send Letter OK Clase Select Letter Request Rate Cards Output Format EMail HTML Format in Msg Body wal Specify EMail Information Action History vw Include Letter Contents in Letter History Send Letter Personalize before sending Select the Letter to send to the Source If an email address is available the Specify Email Information option will be enabled otherwise a hard copy of the letter is the only option If a complete copy of the letter is to be saved for the source nclude Letter Contents in Letter History should be checked This will attach a text copy of the letter to the source record Additionally if there is a modification to the standard letter that needs to be made Personalize before sending should be checked The Send Letter action is recorded in Letter History for each Source History Attack Postings 2 Applicants 4 Hires iGreentree v8 3 User Manual Sources and Expenses e 95 NOTE This action is similar to the Send Letter action for Applicants The Send Letter action will only list letters identified as Source Send Letter in Maintenance Letters Additional letters can be added via M
13. 179 llustrating that aloha character can be used as part of the hard coded Mask Greentree v8 3 User Manual Administration and Maintenance e 222 example The CurSeq is 1000 the Mask is 2009 The req number prior to that would have been 2009 999 The next Req number assigned will be 2009 1000 even though extra characters are not present in the Mask However there will be an impact on sorting because 2009 1000 will display numerically before 2009 999 as iGreentree sorts from left to right f over 1000 Regs are expected in this scenario enter an extra digit in the Mask to make sorting by Req number more orderly Doc Types and File Types To attach and save additional documents to an Applicant Req Source or Hiring Manager record Doc Types need to be identified and defined Note Doc Types and File Types highlighted in red are unable to be deleted or changed as they are intrinsic to the iGreentree System functioning correctly Select Maintenance Doc Types Document amp File Type Maintenance Hs Co d Filing Systems o EOE De 2 FileType Each Doc Type needs to be completed with a File Type association for proper usage Maintenance The File Type of an electronic document is determined by the application that is used to view the document and is the three character extension of a filename For example a Word document is of File Type DOC filename doc Excel Spreadsheets are of File Type X
14. Choosing save will change the Current User entry in the Entered By field to the name of the user who is adding the question Single Entry Questions Single Entry is another question type This question type should be used when the expected answer will be a sentence or shorter in length Select Question Type Single Entry Essay Multiple Choice Testo After selecting Single Entry and clicking a new Single Entry question will appear The User must click his her mouse over the words New Question in order to highlight the text and allow a question to be typed over it A Single Entry question should be entered in an open ended format that encourages a brief answer Questions for HR Generalist Add Quest Del Quest Add Answer Questions NEO Question sp Display Question Style Question Style Entered Entered By i many Years of Recruitment experience do you have TI Multiple Choice O1 f04 2006 Muxlow Kristina D What is your salary requirement 4 Single Entry 01042006 Muxlow Kristina Greentree v8 3 User Manual Requisition Management iGreentree e 63 YesNo Questions The final question type is Yes No This question type should be used when the question can be answered with an answer of either Yes or No Select Question Type Yeshlo Essay Multiple Choice Single Entr After selecting YesNo and clicking anew YesNo question will appear The User must click his her mouse over the words New
15. Help The applicant may need to contact the Human Resources department for assistance if no email address exists on the duplicate record i e error was caused by a duplicate UserID or Password However if it is a simple case of forgetting the UserlD and Password previously created the applicant can request the password be sent to them via email as described below iGreentree v8 3 User Manual Candidate Self Service e 104 Password Assistance The password assistance page allows applicants who have forgotten their UserlD and Password with securely obtaining that information The applicant needs only to enter their email address and click the See caesar Ole button to have an email generated that contains the UserlD and Password information associated with that email address Password Assistance Please enter your email address below to receive an email with your UserID and Password Send Me My Password Return to Previous Page Help It is important to note that the password assistance only works for those applicants who have an email address already on file in iGreentree If the email address entered by the applicant can not be found in the database an error message will be displayed An error message will also be displayed if the email address appears more than once in the database Password Assistance Please enter your email address below to receive an email with your UserID and Password Our system has been unable to i
16. IsNotifyReviewer Determines if Applicants assigned this result should be included in App Reg Notification emails either batch or Immediate Filing System Maintenance Filing Systems are meant to provide an easy way to identify different groups of applicants Such as External and Internal and requisitions such as Regular and Temporary Any group of Applicants whose applications and resumes would be stored in a separate drawer or who will be given a separate range of ID numbers should be placed in a separate iGreentree Filing System Requisitions with different formats for Req numbers should also be set in separate Filing Systems When considering whether to create new Filing Systems searching and reporting should be factored in In addition Filing System can be used to restrict a user s direct access to certain groups of records See the Security Manager Row Security documentation for more information Filing Systems are maintained similar to Codes Please refer to Codes Maintenance for information regarding the Add Rename Merge and Delete functions for more detailed information select Maintenance Filing Systems There are two types of Filing Systems Applicant and Requisition cases evinces 6 SopFilingSys Filing Systems Jr RegFilingSys Applicant Filing Systems Select the next to AppFilingSys to display the current Applicant Filing Systems 46 AppFilingSy s External Applicants Internal Applicants
17. Positions 2 Technical Opportunities Positions 4 CSS Search Fields These settings determine which requisition fields will be available to an applicant in CSS Search Jobs and CSS Job Alerts These fields can be used to dynamically define a search to return only requisitions that meet their search criteria Fields used in CSS Search Fields must be coded fields with the exception of Keyword which will allow searching of the Job Description C55 Search Fields For CSS External add Field Nare Display Order Max Selectable Eh Posting category Position Type e e E et E Jeeparment peparment OR pet Description Job Description O hj w H H D DI H cn l e Field Name refers to the field name code type as defined in the database e Display Name refers to the field title to be seen by applicants e Display Order refers to the order the field queries are to be displayed They will be displayed by numerical order however it is not necessary for the numbers to be consecutive e Max Selectable defines the maximum number of codes that can be selected from this field e Display Rows defines the height of the display box However when the Max Selectable value is equal to 1 the value identified in Display Rows is ignored and only one row will display In addition if the Max Selectable value is greater than 1 the number of rows displayed will always be 3 unless the Display Rows value is set to a number greater th
18. Resume Processor amp ScanStation e 131 lf the Analyze following OCR option is on the system will automatically continue on to the Analyze step If this option is not on manually start the process by proceeding to the next step Analyzing Resumes E Click on the Analyze button a and then choose the folder s to be used Select Folders for Analyzing Available resume folders E Cancel The system will begin analyzing the resumes It will search the text file that was created in the OCR step and try to find Name Address Phone etc The progress of the Analyze process can be monitored as indicated by the status bar Press cancel to stop analyzing The resumes will display on the computer screen in three sections e The analysis information appears in the top section e The resume Text appears in the middle e The resume image if an image is present appears in the bottom Hesume Analyzes i l RESUME NOT auaty JE B la a qe ADORESS1 ADDRESS TY ESTATE JAR PHONE Dresch ERSA oben b in y GER 48 22 Cat Rent 123 Kaypton Stent 8 Metropol Nr 10221 1212 334 F mp d dyk tueqe 655 Lim Shee Saher Mr 01111 DEN S76 Are Las ee N 33h Stinet Priedepha PA 139104 BASIL SUMPOLE 513 Aba Dive Sanicee CO S883 LEI 2760654 OBJECTIVE Uite mp shik and expenence to pusus y fuvar Parras andio Scheda poston EMPLOYMENT 10 89 485 Janes Technology 1020 Aircon Cice Sa
19. a Greenin Exchange interview with Leem for Reg 00 201 ag Interview with Jim Moore for Req 00 201 18 i i am OO Abt 9 00 AM Gut of tice 9100 AM 10 30 AM Interview vith Tom Brany for Reg 00 201 3 00 PM 00 PM Interview with Tom Brany for Reg 00 201 Busy 3100 PM 3 00 PM 4 00 PM 4 00 PM iGreentree v8 3 User Manual Applicant Processing e 171 If this interview is associated with a particular Requisition choose the requisition If it is an open interview for any of several openings the For Requisition field can be left blank Interview Date and Interview Time must be populated Duration will auto populate 1 Hour s this can be overridden by the user A location of the interview can be entered here this can be helpful if a letter is generated and or for reporting The Applicant s Status will default to Interview and the user can select an App Req Result for this applicant The User has the option to send a letter along with this Action or it can be run without one to simply record the interview If the applicant is interviewing with several people and a letter is being generated it is best to generate the letter when entering the first person they will interview with so that the letter contains the appropriate start time for the interview OF Choose to run the action A message confirming the success of the Action will display A The Interview action completed successfull
20. button to save the Global Question and to actively start asking applicants for this Single Entry Source and Yes No questions will be entered in much the same way as the Essay questions No answer needs to be provided as the Single Entry will have a text box for the applicant s answer and the Source question will provide the applicant with the Source Type coded list The Yes No questions will automatically be set up with Yes and No answer choices answer sl Display Order res 2 E E When adding Multi Select or Multiple Choice questions answers must be identified For example Add Quest First add a prescreen question by clicking the button When the window opens asking for the question type select Multi Select A new question will be added to the table with the temporary question label OLA Wor 1 Quastan el quemen Say a DN fe rte Updates hy Ki How hd sou ten of tive job opportunity ti Source 097 GH 2004 Fodgart Doug If by an Employes Retamal vho referred you DScurceComment 12 07 7005 Grrasrar Michael 13 31 3003 Polock Dave New Quertion2 DM Zelech 02 20 7004 Current Use Edit the temporary question label to read Select all of the following that apply to you Then click the AA button to be allowed to enter the first possible answer A temporary label for the answer will be inserted Click the temporary label and type over it with an answer The Display Order will default to 1 Answer sp Display Or
21. from the list of requisitions to proceed to the Review Req screen where a complete review of the requisition and a review of designated approvers can be done iGreentree v8 3 User Manual Requisition Management Hiring Manager Module e 41 This is also the place where the Hiring Manager would define their approval or disapproval of the requisition along with any comments they would like to make with regards to the requisition They will also have the option to Add Approvers if additional Approvers are necessary Review Req Save Undo Close SD Hop Reguirad Entry Approvals Approver Approval Status Status Date Comments Peterson Kerry Not Reviewed Looks good poroved gi 5 12 2004 Not Reviewed Greenberg Carol Not Approved A Add Pees Not Reviewed Entered 04 28 2004 By Walker Jane Req 2004 041 Status New Reg In Approval Process Job Code 11112 Job Title Senior Administrate Assistant Dept Engineering Division Location Filing System Requisitions Total Openings 1 Nev Repl Replacing Grade 16 Full Part FTE 1 Shift Schedule Req Temp Once the Hiring Manager has selected their Approval Status added Comments and has selected Save a confirmation of the requisition update will display iGreantres Links Greentree Systems Hirin Greentree Systems Inc Manage Update Req Status e Approval Record has been updated e Added comments If the Appro
22. iGreentree v8 3 User Manual Administration and Maintenance e 243 Wee El saruer Action History Attachments Greentree Systems Inc Tip Tame Tate 2 Trecuiter Name Entered 7 pier abbots Wendy Future Mercer Michael Mm 08 10 2005 les adams Melissa Routed knox Katherine 10 08 2004 es aadisom Leon openen knox Katherine 07 08 2004 lan s et Phyllis Routed knox Katherine 10 08 2004 les Jarmmerman John Future Sarmowa Adran 08 20 2004 es feath sharon rond camnowa Adran 97 08 2008 ro Once the applicant list is returned select Action Purge or use the quick launch button located on the tool bar By now the Applicants should have been reviewed to make sure that no recent activity has occurred and that all records can be Purged lf there are some that should be removed highlight each record and hit the Delete button on the keyboard This will remove them from the Purge list but they will remain in the database for reference Select OK to proceed 147 Applicants Selected Purge will remove not only the Applicants but also any reference to these Applicants in Reg Source or Hiring Mgr History Purge cannot be undone so it asks for confirmation twice before actually performing the purge Select OK to proceed K Permanently purge 147 applicants and all related information From the system If confident these records should be permanently deleted along with all their history then choose to run the act
23. Click on Greentree Employment System and choose iGreentree ScanStation A scanner must be attached to practice the next lesson Greentree Employment System la Greentree Client s MS DOS Prompt Favorites gt 51 Outlook Express 2 Scannerinstall Programs ES Greentree ScanStation gt ka iGreentree ScanStation iS Imaging Professional gt Documents b E SE Eh Settings LA LaserFax gt sl Symphony A SES d iS Mouseware gt Help Online Services D A Ej Microsoft Project SC Bun z Seagate Crystal Reports Tools A i a Microsoft Office Tools b ZE Log Off Stephanie a Microsoft SOL Server 7 0 gt bea 23 Microsoft Outlook Di Shut Down E DeskFlag 7 ge ay Sa il i ie la Terminal Services Client s Greentree Remote ScanStation Fate X File Options Help gt w E al EC TS q es AMM SAEEALSUIEIET gt ll ES esume Folders Scanned Files OCR d Files _ 0 0 Analyzed Files of Test 0 7 Fei InBoxes Sa FTP Sites iGreentree v8 3 User Manual Resume Processor amp ScanStation e 129 Resume Folders If there are no Folders displayed under Resume Folders create a new Folder oo or Alt A or File Add New Folder Enter information in this window as shown below Add a Resume Folder e OCA following Scan e Analyze following OCA Sending Options C Email CC FIP Cancel Make a name for the Folder Separate Folders may be needed for
24. DatePostedExternal 12 31 99 55 Web URL https vaa Demo Greentree Com CSG External sq Added Profile CSG Thanks for Registering sg Subject Line Added Profile Thanks for registering on our web site sq Application Received CSG Application Received T m Dur website Ai sg Subject Line Application Received Your application has been received sq Application Received Assessment Msg Subject Line Application Received Asse CSG Application Received Rejected Msg Subject Line Application Received but Your application has been received Msg Job Alert CSG Job Alert Email Msg Subject Line Job Alert Employment Opportunity Alert Msg Email a Friend CSG Email a Friend Employment Opportunity Alert CSG Send UserID and Password UserID and Password per your request EMail HTML Format in Msg Body Msg Application Received but Disqualified Msg Subject Line Email a Friend Msg Send Password Msg Subject Line Send Password Msg Email Qutput Format Oftentimes companies will elect to have multiple CSS applications Web ID created For example they may tailor one specifically for external applicants and another for their internal applicants In addition to tailoring differently the option exists to set different settings for each Web ld in Maintenance This enables the module to be very flexible in accommodating the differences between the applicants utilizing the application AND the differences in where they might be going to
25. Ethnicity In 7 Date of Birth 01 20 1380 E Click the H button to display the choices for the field to be updated Select Gender Ok Cancel M LI when finished entering updating the relevant EEO fields Document List Many different types of documents can be stored for Applicants Many of these documents will come directly from Resume Processor or CSS Existing documents can be viewed and added to in iGreentree To view the documents that are available for an applicant go to the Attachments menu and select Document List All available documents will be displayed along with information about when the document was added Date Created and who added it Created By In addition if the document was added for a specific requisition the requisition number will display iGreentree v8 3 User Manual Applicant Processing e 154 Documents for Roger Brewer Type Date Crested Created B Reg o Job Tite Preview hl CS bormm 12 05 2005 2005 018 Registered Nurse lt HTML gt lt HEADSOO lt 8Trl e TrPE cSSForm 12 05 2005 Brewer Roger 2005 025 Registered Nurse Cath Lab lt HTML gt lt HEAD gt OO lt FIELD V c85Form 12 05 2005 Brewer Roger 12005 MERI Registered Nurse Cath Lab lt HTML gt lt HEAD gt OO lt FIELD WA CSSForm 11 29 2005 Breuer Roger 2005 025 Registered Nurse Cath Lab lt HTML gt lt HEAD gt OO lt STrL E TrPE resume Text 11 28 2008 Bremer Roger Te Russ eyIEIL 2
26. Excel Tabular is an enhanced export feature in Crystal Reports which is designed to eliminate extra rows and columns to give a cleaner spreadsheet that can be sorted and manipulated HTML HTML format can be used to create a web page that can be viewed with a web browser Greentree recommends viewing a test report to verify that the formatting of the web page will meet your needs Rich Text Format and Word for Windows If a report needs to be emailed or saved to a file consider either RTF or Word for Windows Try each of these options and use whichever works best The user can use Save As to save to a file or Send To to send the report via email XML This output option tells Crystal Reports to provide the report output in XML format The intent of this feature is to export data for use with other systems needing XML formatted data This is an advanced feature of Crystal Reports not normally supported by Greentree iGreentree v8 3 User Manual Reporting e 212 Administration and Maintenance Administration Most of the administration and maintenance functions for iGreentree will be performed by the iGreentree Administrator See the checklist at the end of this manual for a list of routine administration and maintenance functions that should be performed to keep iGreentree running efficiently Backups and Troubleshooting The IT IS department should be backing up the iGreentree database and related directories on a regular
27. Find Applicants By Name Close d Help First Name Last Name Search These Regs Current Find Applicants Full name information can be entered before selecting Find Applicants However if an applicant s full name is not known the Hiring Manager can perform a partial name search Find Applicants By Name First Name Harold Last Name Search These Reqs Current Applicant App ID Home Phone Work Phone Harborough Harold 8 312 567 3211 44 4 gt Page 1 of 1 1 Records Total Or they can enter as much information as desired followed by an asterisk Find Applicants By Name First Name Last Name D Search These Regs Current x Applicant App ID Home Phone Work Phone Harborough Harold 8 312 567 3211 Hilman George 61 302 678 4987 302 450 4500x456 44 4 gt gt gt Page 1 of 1 2 Records Total NOTE Name searching is not case sensitive iGreentree v8 3 User Manual Requisition Management Hiring Manager Module e 50 In addition to viewing an applicant s phone information the Hiring Manager will be able to view the requisition information and applicant documents much like they are able to from the My Reqs menu See Req and Applicant Review for more information Find Applicants By Name First Name Last Name H Search These Regs Currant Applicant AppID Home Phone Work Phone Harborough Harold 8 312 567 3211 Reqs fo
28. For Requisition Isi Exclude Applicants with Emails Select Letter Thanks for the Resume Pou are being considered for a reg Signer o Output Format action History e Log to Source ei Mass Mailing Include Letter Contents in Letter History The system checks for the presence of an email address to assist users who want to send these letters via email If any Applicants are found in the List missing email addresses it will provide a warning Users can use the View List button to see which Applicants will not get emailed letters The Action may be run a second time this time checking Exclude Applicants with Emails and choosing an Output Format of printable nature PP Choose to run the action and have the letters be generated and or sent There is no personalizing option for Mass Mailing You may also run this action by selecting the quick launch button located on the toolbar Greentree v8 3 User Manual Applicant Processing e 161 Letters History Letters that have been sent will automatically be added to Letter History for this Applicant To view the Letter History select Letters from the History menu History Attachme Reqs Applied For Routes Interviews Offers Tests Information including the sender the date sent how it was sent and the name of the letter are available for review If Include Letter Contents in Letter History was selected when the Send Letter action was generated the SES button wil
29. If unchecked only the user who created the search will be able to edit it Public for Run checking this box allows all iGT users with access to Search List to run the saved search If unchecked only the user who created the search will be able to run it the search will not appear on other users Search List page Run at Startup checking this box tells iGreentree to use this search as the logged user s Hot Items search This search must NOT be Public for Edit NOR Public for Run This search will run automatically when the user logs into iGreentree and when the user selects Hot ltems Run from the main menu If a user marks more than one AdvancedSearch as Run at Startup iGreentree will select the first one it finds for that user Notes any notes entered here will appear in the lower section of the Search List page when the search is highlighted on the list of searches AdvancedSearch Settings this section allows the user to add edit delete search criteria groups and search parameters SQL Syntax as AdvancedSearches are created this section will display a logical facsimile or pseudo representation of the SQL Standard Query Language code which will be generated by the search This is intended as a diagnostic tool or logic check to help debug searches A Sample Advanced Search For a sample AdvancedSearch build one called Recruiter X Active Reqs where Recruiter X is an ac
30. If the order of the approval process needs to be changed the Recruiter can go to Attachments Approvers menu item The Send Notification button in iGreentree is the way for the Recruiter to override the originally designated order For example two managers are identified as Approvers however manager 1 is on vacation but waiting for manager 1 to return is not an option and requisition approval must move forward The Recruiter can select to Send Notification to manager 2 who can approve and then Manager 1 can give the final approval upon returning Approvers For 2005 055 Send Notification Lo lamprower SY Approval Status Status Date Entered E Updated B a Brelsford Mark Approved 1222 2005 Muxlow Eristina a b Cannova Adrian Mot Reviewed Hinson Kristina NOTE There are two options for setting up the approval process in Hiring Manager In Maintenance System Settings there are two types of Req Approval Process Type Parallel and Serial Parallel All designated Approvers must review and approve the requisition Serial Designated Approvers are assigned an approval hierarchy For example if Approver3 approves the requisition this will override the need for Approver1 and Approver2 to review and approve the requisition iGreentree v8 3 User Manual Requisition Management Hiring Manager Module e 40 Pending My Approval The Hiring Manager can quickly review requisitions still pending their approval by choosing Pending My Appr
31. Same options as find but can replace found text with a different word or phrase Standard To display a toolbar with shortcuts for File Edit amp Insert menu options Toolbar Format Toolbar To display a toolbar with shortcut buttons that match options from Format menu Insert Page Break To insert a forced page break May be most helpful for letter maintenance when a multiple page letter is needed To insert a graphic Choices include BMP TIF amp WMF files Insert Date To insert the current date Not needed in the Notes window since iGreentree automatically inserts the date and time when the new Note is Saved Insert Time To insert the current time Not needed in the Notes window since iGreentree automatically inserts the time from the server when the new Note is Saved To change the font of selected text Also can be used to change font size Paragraph To change formatting of selected text including line spacing and indents Format Paragraph To draw lines around selected text Frames Background To change color behind selected text Color To spell check all text in this window Tools Thesaurus To look for synonyms for the selected word then replace if desired Try with the word experience iGreentree v8 3 User Manual Requisition Management iGreentree e 58 NOTE Items shown in gray on the menus and not described above are not currently available in iGreentree Also CSS displays ASCII text only and is not ef
32. Select Open then click on the button to return to the QuickSearch window Click on the button to run the search When selecting codes the user can highlight the selected code then use the button to move the selected code to the selected list For faster selection the user can also double click the selected code to automatically move it to the selected list The user may also select No Entry to find all records that are null Greentree v8 3 User Manual Introduction and Overview e 8 List View The records found will be displayed in a list Requisition List View EIEI i of zi CC Edit View Summary New Search SO DEE Rec pjero Programmed analyst CN EEE 2004 0as projet Engineer E aam oeren Development Manager open a 2004 Coen Design Engineer en enaner Sege Program Manager Feld Engineering Jee 18 7 2004 Zoroa Registered Nurse oe oazmg 004 020 Senior Administrative Assistant oer osen 1 25 2008 1 25 2008 2005 007 Administrative Assistant Open i f25 2005 Coen Registered urse en eo osor technical Support Representative Open arero boss besgeszchtet pen ssee 2005 019 Medical Technisiar oss Ja future Position Nurse position may not be curfOpen _ a a z008 Close Sessrd surgeon iOpen i a0 Edit View To display more information about a single record select the record by clicking on the record line so that Edit View button Requisition Edit view 14 4 12 of 20 CERS SIE 4 Entered
33. and a Password that is at least 7 characters long without spaces The applicant s Password cannot be the same as their User ID The fields marked with an are required fields that must be completed The email address may be optional as determined by the customer in a CSS Maintenance setting After completing the required information the applicant must click the Create UserID and Password button to proceed Greentree v8 3 User Manual Candidate Self Service e 102 Create New UserID and Password By creating a UserID and Password neither are case sensitive you can create a reusable online profile track your status and sign up to recelve email Job Alerts of future openings By making note of your UserID and Password vou can return to this site at any time to view and update your information Ot least 7 characters no spaces Ee At least 7 characters no spaces Cannot be the same as your User ID Retype Password to Confirm EEN Create UserID and Password Required Entry Help Upon successful submittal they will be forwarded to a revised Welcome Page that contains options for proceeding Welcome Welcome to Greentree Systems Inc Employment Center Welcome Suzy If you are not Suzy please click here You are now signed in to our Career Opportunities site and can Create or update your online profile View and apply for open jobs Email a friend with information about any open job D
34. eg Bas Once the Delete has been selected a message box will display asking for confirmation of the Code Value deletion Select OK to proceed 2 Are vou sure that you would like to permenantly delete code Recruitment Only The Delete functionality should be used with caution Once a Code Value has been deleted from a Code Type the Code Value will no longer be available to the iGreentree application Therefore all records on which this Code Value was used will no longer have any reference to or history of this value association It is strongly recommended that a few QuickSearches and or Advanced Searches be performed with regards to the Code Value marked for deletion before a Delete is performed to identify records that may be impacted If a Code Value is deleted in error the only way to restore the value and the affected records to their prior state is to perform a restore from backup In doing this there is a potential data loss of work completed after the backup was done and before the deletion took place Please contact Greentree for more information regarding a backup and restoration procedure If a Code Value is no longer needed but it is still good information to know and track for records that used the code Greentree recommends that the Code Value be Renamed to something like zz_CodeValue In doing so the value will drop to the bottom of any selection list lessening the chances of a user selecting the outdated value and i
35. example A synonym of Personnel would still find the code even if OCR erroneously reads the word as persomel FuzzySearch syntax can be used in Synonyms too example To find Programming Programmer or Programmer Analyst use a single Synonym of programm example To find the word computer within 4 words of the word bachelor use a single Synonym of computer w 4 bachelor The Code as its own Synonym The code itself often needs to be included as its own synonym The system default places a code into its own synonym list However there may be occasions where the code should NOT be its own synonym for itself for instance when the code itself might be found incorrectly see Beware of Multiple Meanings below example In Maintenance a Degree code called Bach might exist The exact phrase Bach is not likely to be on anyone s Resume so is not needed as a synonym but bachelor would be a good synonym Beware Multiple Meanings example A Skill called C a programming language with a synonym of C is not recommended This synonym would find every instance of C on the resume such as tem C or Washington D C and give ALL those Applicants a Skill of C Therefore delete the synonym C and create synonyms such as C programming C with a comma and C language Partial Words not Found example l Networking needs to be found as a Skill a Synonym of Network would not find it but Network would example Some people write database as one wo
36. hours etc To record a decline decision enter the Answer Date and select the appropriate Answer If the offer is accepted the next step is to run either the Hire or Fill Action In addition the Applicant s Status must be updated and the Requisition must be reactivated by changing the Requisition s Status NOTE Offers are also recorded in the Requisition s Offers History and in Hiring Manager s Offer History Hire To finalize the hiring process for a Requisition either the Hire Action Applicant Action or the Fill Action Requisition Action must be completed Either of these two Actions will update all of the applicable areas of the system in one step as well as produce a Hire Confirmation letter if needed If an offer has been previously entered for this applicant the most recent offer data will default into the Hire form However the Offer Action does not have to be run first Users can go straight to the Hire Action if all the offer data is known Therefore the Hire form may be blank ag aa ez For Requisition 2005 037 Offer 200 00 On 01 26 2006 Answer Accept On 01 26 2006 Start Date 01 30 2006 Date Orient 01 30 2006 Applicant Status New Hire HM Total Bonus 50 00 Bonus Payment Amount 1 25 00 Bonus Payment Date 1 oz 31 2006 Bonus Payment Amount 2 25 00 Bonus Payment Date 2 ET 31 2007 Filled On 01 26 2006 How Filled o y Requisition Status Filled Is App Req Resu
37. nor can it be a variation of the assigned User Name User Name krouxlow Password Pere To enter a password select the ka button a Confirm Password password entry and confirmation window will display Password o Confirm Password EEN To change the password assigned to the Hiring Manager select Action Change Password Action History Atta Send Letter aj Hiring Mgr Reports fi Change Password A new window will display that will allow you to change the password Change Password Password Pe NOTE Greentree recommends that you clear the User Name field from a Hiring Manager s record should they no longer need access to the Hiring Manager module When finished click OK to save your changes You may also run this action by selecting the quick launch button located on the toolbar Other Fields The remainder of the Hiring Manager fields may be completed as desired For instance if reports will contain the Hiring Managers location be sure to complete the Location field on each Hiring Manager s record Hiring Manager Form View M 4 4ore Ill List View View Save New Search Close Action History Attachments Greentree Systems Inc la Entered 01 10 2002 By Griffin Terry Updated 10 20 2005 By Griffin Terry Name F M L ca rol Green berg Title Financial Systems Supervisor Status active Tel AAA Dept Accounting rv ml Location atlanta r Stat
38. required in a Hiring Manager s password Hiring Mgr Password Requires Upper and Lower Case Here you can determine if a Hiring Manager s password needs to have both upper and lower case characters included Hiring Mgr Password Special Chars Allows you to define what you consider Special Characters for the Hiring Manager password field Archived Applicants This area allows you to search on archived applicants to view main screen information no Attachments History etc restore the applicants or permanently delete from the system Select Maintenance Archived Applicants Maintenance I odes Filing Systems Doc Types Dup Check Logged Users Letters Reports Thesaurus Resume Inboxes HiringM gr Settings iGreentree v8 3 User Manual Administration and Maintenance e 238 An Archived Applicants QuickSearch screen will appear similar to normal Applicant QuickSearch screen Archived Applicant QuickSearch Clear Search Close ID Eteredi mm By 7 udagpedel m By y Nameft H sl li ous seu Address T Find Any Filing System Te FCO Staus Je oe location Te state 7 mei Recruiter e Home Phones Follow Up Bm Work Phone Available Ia EMail O Req Le Referral Names Objective Po oa A a OIG Status rr OIG Last Status Date m Special Note Contains Mi Input desired search parameters and click Search To view main screen information click Edit View To restore make
39. roued knox Katherine 02 08 2005 lan Corbin Andrea Future O Zanen Adrian eizezoe es Cummings Randolph P Routed ema Susan 07 08 2004 Ch Pooley Thomas P Knox Katherine oero72004 9 Punaway Kathy Routed Garen Adrian osfos 2004 es Ellison Wanda hew hire Cammova Adrian o7 osr2004 lee Farthing Linda Routed Mercer Michael M 07 28 2004 les Franklin Marin emer ema Susan 07 04 2005 e ___Gessinger Harvey Future knox Katherine oero7 2004 lz aset Thomas Future Chamonix Susan 06 20 2004 es Harding Susan Routed knoss Katherine 07 28 2004 Edit View When an Applicant in the List View is selected the User can click the eu to view more detailed information about DES ap SC 11051170 Address 12345 Some Street City any City ation State ca Zp se765 Recruiter e Home Phone 123 456 7890 Follow Up Work Phone 455 789 0123 Available os o12007 E EMail suzygue hotmail com DIG Status clear Lei Referral Name DIG LastStatus Date 01 04 2008 m Greentree v8 3 User Manual Searching e 187 Applicant Summary Action History Attachments CIA Greentree Systems Inc eee is FS E BEIER Suzy Que 12345 Some Street Any City CA 98765 Applicant ID 170 Entered 11 239 2007 A By CSS Updated 01 04 2008 O Automated Process SSH 1234567189 Referral Mame Filing System Status Location Recruiter Follow Up E
40. without liability my full employment record and any other information they may have concerning me I hearby further authorize Greentree Systems Inc ta disclose to any person with wham I may hereafter seek employment my full personnel record including reason for termination or any information it may have concerning me and hereby release Greentree Systems Inc from any and all liability for such disclosure I understand that if I am offered and accept a position at Greentree Systems Inc there is no contract of employment and employment is at will I am not being employed for any specified time and this information submission is not intended to be a contract for continued employment I understand that federal law requires that I furnish proof of my identity and employment eligibility and that I must furnish the appropriate documents within 72 hours of commencing my employment I further understand that if I fail to furnish these documents my employment will be terminated If employed at Greentree Systems Inc agree to abide by all of the policies and procedures of Greentree Systems Inc I acknowledge the right of Greentree Systems Inc ta change interpret add or withdraw policies benefits or terms and conditions of employment at its discretion with or without prior notice to any employee I understand that if I am offered and accept a position at Greentree Systems Inc I will be subject to a probationary period the length of w
41. 17 29 Maintenance susan Doa 246 Make O Mea 20 MV e atada 19 ROG Prev Wai 44 Regs Pending Approval ncccccocccccccoccncococonoo 41 Submit Requisition onaannnnoaannnnnneaneneneennnne 39 Hiring Manager Heporte 210 Hiring Manage Suit iaa 2 26 PISTON ee een 13 185 Applicant CSS Questions Answers 0 0000 120 257 LENGI das 162 165 OM Since 175 176 178 Reqs Applied For 164 175 177 Breif 169 SO UFC OS O A 100 158 Hiring Manager all 178 OMS eege eh ege 176 178 Requisition EXPO Satanas 99 A E 84 Index e xiv Greentree v8 3 User Manual FOS UNS nimodo as 97 Source Expense EXPENSE erae 99 POSING Sid 97 FOI eai e a a tesco 83 A ten 170 JOD ACIS nas 125 Job Qualificati N siii 59 Letters AA 162 Applicant Acknowledoemenmt 158 A st asyiciaent 177 Interview 172 A T ET E E ATEA 179 REJECT EE 165 Mass Ee sarria 161 Source EXpenSe cocoooccncccononnnnncncnoncnnnonnnanennnnns 95 Licenses CLerttfcates 149 HIST VICW fs cecttracnt ane dada egen 9 Loading Documents snenennnoennnenennnnnnnnenen 155 LOG TO ROO BE 159 162 LOG 10 ele 158 Logged USerS c eet ee 226 LO OGUNG Mo a 4 LOO POs CG di 12 MAINTENANCE venidas tater an 214 CSS SENOS EE 250 Setting Properties ccccooconncnncccconncnnnnnnno 250 View MU eebe eege 252 CODY tO No Wisin ciao io 257 CSS CGategores 252 CSS Global Questions esoo000000000 255 CSS Global Questions Audit 257
42. 22010297 3 57 50 PM fel Teast 2 DI I Clark 7210 97 3 56 52 PM OCR AE InBones I Krueger 20097 3 57 20 PM OCR I AUMPOLE 22010497 3 57 30 PM OCR Sp FTP Sites lf the OCR following scan option is on for the folder the system will automatically continue to process the resumes lf the option is not on the user must choose the next step to OCR the resumes Optical Character Recognition Click on the OCR button to manually begin the OCR process The system will prompt for which folder s to process Select a Resume Folder Available Resume Folders Test In our example there are several folders ready for OCR Several can be OCR at once or one at a time The OCRing window will appear and the user will be able to monitor the system s progress Remember that this step is converting an image into a text file Larger groups of resumes will take longer DOCRma E C H R I E OCRing Clark TIF Recognizing Page 1 of 1 The resumes will now display in the Folder preceded by I for image and a T for text The next action will display as Analyze Now analyze the resumes for Name address phone etc Ox ES Greentree Remote ScanStation File Options Help EF i a d Ft Ti es aemote Scansotallon gt E est 1 4 IT Anna 6419 01 1 27 50 PM Analyze IT Clark 6419 01 1 27 44 PM Analyze IT Krueger 6419 01 1 27 48 PM Analyze IT RUMPOLE 6 19 01 1 27 40 Ph Analyze iGreentree v8 3 User Manual
43. 59 Source Expense Contact ias 95 Document tai anclado 95 NOTES triada td 94 ODICCIN 6 Ee 94 Bue UE 5 FINO Manage 31 REQUISIION essene a 54 Automatic Resume Hroceseimg 2 BAC KU Secr 213 BE Te EE 6 190 Candidate Self Service 21 101 249 ele Be EE 123 Add Update My Job Alerts 125 el ae tee DEEN 24 121 Application Results cccoooncccccconcnnoconcnnconos 123 Apply For Position ccccoooccnconoccnnccoooo 23 119 Browse JO DS atacaba 22 111 Create New basewon 102 Create New User 102 Re Segel e EE 155 MAA MENG cri 112 Global QUESTIONS ooccoocconcconcconiconiconiconinonos 120 JO MOS sirio 25 o RE 23 Beie pe 125 Maintenance cc ceceeseeceeceeeeeeeceeeeeeeceeeeenes 250 My Info HOME coocccccnoccnnccncconccnnconcnnanoncnnanenoos 107 Password Assistance cccecceceeeceeeeeeeeees 105 Requisition Specific Questions 120 Search by Job Number 21 106 Sears ade 21 109 Search Jobs ResullS ui cconci inician 22 A geet eg 121 Upload Documents noannnneneennnnonennnnenne 122 View My Application Status 24 124 Welcome EE 21 102 Withdraw Application cccoooccococoncnncono 124 Change Filing System oonccccccccccccnnccccnnnonnnos 242 APPICaAMS saneta 185 Coded Fields See Field Types Contact aiii osa dido 95 152 Conan Sea e EE 194 Crystal Report Viewer 212 OSS Propecia eege
44. Applicants came from Answers CSS Site applicant can be req specific if entered Requisition History Applicants Log to Reg App Can also come from App Actions Log to Source Reject Route Interview Test Results Offer and Hire can track results Holds Place On Hold Tracks time on hold may be subtracted in time to fill Take Off Hold Make Offer App History of multiple offers Expenses Enter Expense Req Track how much is being spent on recruiting can report on Distribute Expense cost per hire Enter Expense Source Approvers Audit Add Approvers Req Tracks information about who has reviewed not reviewed a History Approvers requisition that was submitted into the Hiring Manager Req Attachment Module s Automated Approval Process Also records any Automated Req changes that have been made to the requisition as it Approval Hiring Mgr moves through that process Audit Questions added modified on the requisition specific requisition iGreentree v8 3 User Manual Appendix e ix Sources Expenses History History Name Action it comes from Post to Source Reg History of which jobs were posted to each source Applicants Log to Source App History of which Applicants came from each source Hire App If App was posted to this source when App is Hired this History appears Expenses Enter Expense Req Track how much is being spent on recruiting can report on Distribute Expense cost per hire Enter
45. CSS Job Alert Email Fields 255 CSS Job Detail Fields 254 CSS Search FieldS 00nnnnnnaannnnnaaannnn 253 CSS Search Result Columns 254 Biele lucu 223 UDC ALCS curada iaa 225 HIMNO VSLCIN Suicida 220 APPICAMIS seda ridad 220 REQUISMON EEN 222 HiringMgr Settings ooccccccccccnconoccnnononos 246 Logged Users smc 226 REDO Suea aN 230 Resume Inboxves AA 264 DECOM E 263 EEN 260 SYSTEM Geitmge 230 eS alt asc oia 258 Make e Merci 174 Mass Actions elei 158 Applicant Hepnorte 182 210 Apply Template nnannnnaannnnaannnnni 185 240 iGreentree v8 3 User Manual Change Filing System 185 242 OG tO ASA perra ina 164 Log tO Source o occcccononncccncooccncccnnncccnrnnneno 158 Mailh andara didas 161 RUS ei intel 185 243 NO iaa as 165 Hiring Managers PUJO aiii 243 REPO Sia dilo 210 Requisition Apply Template 240 Distribute Expense occccconcccconoccncononcnnonnnoss 98 Post tO SOUICE cocccccccnncccnccccnnccnnnoconancnnnnnnnns 97 A A 243 REQUISITION Reports ccccooccncccccconccnncnnnnnos 209 Source Expense An 96 243 Source REPONS Arari r 96 210 Mass Te BEE 161 Messages iuris aa 7 Multiple Openings Per Requisition 2 54 Navigation Box 10 189 Klee 261 le 58 94 147 ECM arias 147 ODE daa 94 151 OM cas See Make Offer HEEN 175 178 Optical Character Recognition 2 131 Personalize Letters
46. Click Search to perform the search only applicants entered on that specific date will be returned Select New Search lena go back to the button next to the Entered field This time select the first day of the current month From and then select the last day of the current month To Select Entered Range Cancel 6 Gomm 01 01 2006 01 31 2006 Month A 2006 Sunday Monday Tuesday Wednesday Thursday Friday Saturday BH ACA DEIS AA INCAS NA A Next Month TE est gue A E a E E ge zs a HEN Last Tear When Ok is chosen Range will display on the QuickSearch screen to represent that more than one Entered D date has been selected SE E search Choose the system finds applicants who were entered any time during that period including the date specified on the From and To date fields iGreentree v8 3 User Manual Searching e 190 New Search Select and enter a Relative date onto the Entered field Choose Last Year for the From then choose This Year for To Select Entered Range O rom EEN TN This Week Next Week This Month This Quarter Last Week Last Month Next Month Last Quarter Next Quarter Last Tear Mext Year Ok When is chosen re Range will display on the QuickSearch screen to represent that more than one date has been selected Relative dates are always based on the normal cal
47. Eege 156 EE et EE 150 CSSPOMM MSH Mira inca oie 155 Date Fields cccooocccccconnnnccoo See Field Types Date SCA EE 190 Delete EELER 243 OJOS e 217 Data Tom Te 5 et 243 PU SU EE 185 NOS ici diia 69 Records from List View 190 Ke t Elei 243 SOU Sonoro oral 243 Delete Hiring Managers ccccccoccncccnncnncnnononos 243 DOC IDE 223 Document List APPICAM Esas 154 Source EXpenSe coooocccncccononccnncnonancnnnononanennnoss 95 DUP GN 179 Duplcates 137 179 265 Edit NOS lesa taria ace 147 RE 58 Education SUMMA Y ooocccncccncnccnnnncnonncnnononanenos 149 A A A EATE 153 Electronic Mail 126 153 160 265 Erred RESUMES coccccccccnoccnncccnnnncnnnonnnncnnnnnnnannons 140 Srel Let 7 EXIBAPPICalO Netart 16 Expenses Eneida aaa 98 NEE eege 98 Experience Summary eocccccccnnnccnnccnnnncnnnononannnns 148 E a 5 Filing Systems A 220 242 Maintenance ooocccccnnccnnononnnnononcnncnnannncnnanennos 220 Possible Duplicates n00nnnnannnnnenneneannnne 137 Heoustons 222 A naan A 86 PIG e Al E WEE 193 Pind OY NAME ii esoo 192 FING DY te TEE 197 Seit WE 9 A Ea taustersninus 263 Global QUESTIONS ooccccccccccococnnccnnnccnoncnanncnnns 120 ICID Suh rl ica 7 213 PE e aora 176 Si rav 178 Hiring Manager Module 17 29 Add New He 18 30 Aod A ocios 46 Adding APppro Ves cia 36 Approval Ee 39 ASE SINS io leds ed 32 Data ENY rara 31 gll E 45 MOMO id 17 EOI Muir aa
48. Email Address or User ID e Refer a friend to a specific job Pao Signing in allows you to Login Apply and check the status of your applications Get emailed Job Alerts for jobs of interest to you Forgot Password Find Jobs se Create a UseriD Password This web application requires a browser that supports Explorer Find Job JavaScript Tables Cookies a D E and Frames If your browser does not support these A attributes you may download your desired choice of browsers at the right The Applicant has three ways to find jobs when clicking Find Jobs The first is to Search by Job Number to locate a specific position Search by Job Number Find Job Search Jobs allows the Applicant to build their own custom search using predetermined fields Search Jobs Position Type Any Position Type e Location Any Location si Select no more than 3 Atlanta ec Chicago bad Department Any Department Select no more than 3 Accounting EA Critical Care Unit KA Find Jobs Greentree v8 3 User Manual Introduction and Overview e 21 Browse For Jobs allows the Applicant to review jobs by predetermined categories Browse for Jobs Opportunities ty Professional New This Week E Opportunities Positions 0 Positions 6 ae Opportunities All Opportunities All Opportunities a Charlotte by Job Title NC Positions 20 Positions 4 Service Support TY nues rsing Oppo
49. Handle duplicates OCR Text Email to iGreentree Applicant records appear with Resume Text and Image Attachments CSS Userld and Password generated Emailed Resumes Automatic Resume Processing If a special email inbox has been set up to receive only resumes those resumes can be loaded directly into iGreentree allowing the system to process them like other resumes but without scanning See Chapter 10 for instructions on the setup of inboxes in Maintenance under Resume Inboxes Resumes cannot simply be pulled from a user s regular inbox because it would pull in all emails resume or not Resumes that come to a user s regular inbox can be forwarded into a generic email box for processing iGreentree v8 3 User Manual Resume Processor amp ScanStation e 126 Automatic Resume Processing ARP converts an email or its attachment to a Resume Text file which then becomes an Attachment on the Applicant record that is created in iGreentree ARP can process resumes with the following types of attachments HTML DOC TXT and RTF Once ARP is set up the system checks every X seconds X as defined in system setting on the server for new emails in the designated inbox Any emails which seem to contain resumes either in the body of the email or as an attachment will be processed into the system These resumes are analyzed and processed the same as resumes from ScanStation finding Name Address Phone Numbers Email Address Skills Edu
50. Jas cone Bonnie O aras IEC A O O O EEC T Jam Hohulin John areas Jan Radish Jemmifer 1 aaa IC waeddi O AO EEC Use the Edit View button to display more information about the first record EF AFN ID besi Entered 03 02 2005 By Updated 02 02 2005 By Bert Jim Name F M L I nen S8Mrl Address ee Filing System External Applicants ee status di City ee Location E State Zip fo Recruiter Tel Home Phone ee Follow Up E Work Phone Available E EMail Jine GreentreeSysterns com DIG status zd REH Name OIG Last Status Date Special Note iGreentree v8 3 User Manual Introduction and Overview e 11 Introduction to Actions Actions are used for the various events that happen in the employment process to update information and provide any necessary output such as letters or reports At whatever stage in the process an Applicant becomes a Candidate for a particular opening the user can log them to the Requisition Select Log to Reg from the Action Menu Log To Req Action History Set Applicant Status To a 1 Log to Source Log to Requisition e 2 Send Letter JET App Req Result PO H The Set Applicant Status To field if populated will update the Status field on the Applicant s main record Often times the Applicant may already have the appropriate Status so this field will be left blank If a new Status is selected it will overwrite the old Status upon executio
51. Matching Apps were to be run at this point the list might look something like this applicant List View Midis bh Action History Attachments Greentree Systems Inc SEE Match TD Mame Pitti ps Boswell Stephen Future Mercer Michael m 08 07 2004 im pe Fill anton An Applicant whose match column is full meets all of the Search Criteria An applicant with fewer match points is missing one or more of the criteria The more match points an Applicant has the higher s he appears on the list To execute Find Matching Apps you can select Find Matching Apps from the Action menu you may also select the quick launch 1 button located on the toolbar There are several other criteria that can be used to search your database they are detailed below with general examples You may use any combination of criteria to narrow down the search results iGreentree v8 3 User Manual Requisition Management iGreentree e 79 Skills Most searches contain at least one or more Skills Skill criteria can be added with combinations of Desired Required Nice To Have as needed If Ratings are being used for any Skills in Applicant Attachments a minimum Rating may be set here in the Search Criteria If the Applicant has the listed Skill but at a lower Rating the extra match point s will not be added If he she has the Skill at the Rating selected or higher the match point s will be added moving the Applicant higher in the candidate list
52. Nephrology Network Analyst Networks Neurobiology To remove a skill from the Selected column highlight the skill then click on the button to move it to the Available column Click _ Save when finished entering or removing new skills There is no limit to the number of skills that can be entered on an Applicant s record A skill will only appear once in an Applicant s Skill Attachment even if the Applicant submits multiple resumes or CSSForms containing that skill A skill that has been determined to be inaccurate can be removed by highlighting the appropriate skill and clicking Delete Objectives Use Objectives to record the type of job s that the applicant has expressed interest in Although objectives may come directly from a resume they can be viewed edited and added to in Greentree Objectives can be particularly useful when searching for applicants with skill sets that may fit various positions Choose Objectives from the Attachments menu Add typing the objective Click to choose from the available Objectives Scroll down using the vertical scroll bar or start iGreentree v8 3 User Manual Applicant Processing e 151 Select Objective Home Infusion Tech Housekeeper Housestaft Coord HR Representative Information Systems Intake Coordinator Intern E SE l a Ok a Highlight the appropriate objective and then click to add the objective Objectives for Suzy Que Objectives Hz Benefits Manager Ka H
53. Please review each section carefully and select Chek Here to Edit if modifications are needed Click Submit at the bottom of the application when finished Position Applied For Job Title General Surgeon Req 2005 054 Location Atlanta Department Hospice Contact Information Click Here to Edit Enter your contact information Remember to click Save Changes when you are finished Last Name Hue First Name SU2Y Middle Initial s Address 1 Address 2 City State ST Zip Postal Code Email Muxlowk hotmail cam iGreentree v8 3 User Manual Introduction and Overview e 23 Each of the applicant s application forms are stored in iGreentree under attachments A user can go to the Attachment Menu for an Applicant and choose CSSForm to view the applicant s most recent SE CSSForm for Suzy Que Application Position Applied For Job Title HA Generalist Req 005 020 Location Atlanta Department Human Resources Contact Information Last Name Hue First Name SU2Y Applicants who apply via CSS can return to the site later and check on the status of any applications that were submitted View My Application Status Thank you for your interest in career opportunities with Greentree Systems Inc Your job applications are listed below beginning with your most recent application If you have applied in error or you no longer wish to be considered for a position please click Withdraw Applicatio
54. Possible Duplicates To view the current settings of a Filing System select the Filing System of interest The settings will be displayed to the right of the Filing System listing iGreentree v8 3 User Manual Administration and Maintenance e 220 caes Z AppFilingsys Multilingual Codes for External Applicants E External Applicants Language Description E Internal Applicants WS WEE E Possible Duplicates 7 Additional Info for External Applicants RegFilinasys Mask Mas Separate filing systems would be appropriate for Internal Applicants who may complete different paperwork and go through a different process and External Applicants Also a Possible Duplicates filing system would be a way to separate Applicants who may have submitted several resumes until someone can review them and move or update their record appropriately Lastly as another example in a hospital organization it may be beneficial to file Nursing Applicants separately form Non Nursing Applicants CurSeq Current Sequence Number Defines the next number that will be assigned when a new Applicant is added to the filing system As Applicants are added this number will increase automatically by a count of one If the CurSeq Number needs to be altered be careful not to enter a number that will conflict with the ID number range of another filing system Each Filing System should have its own unique range of ID numbers These ranges should be sele
55. Posted External SE FTE TT Replacing PO Shift Code pO y Posting Category A ha Schedule PS Recruiter Li Job Group PO 7 Hiring Manager A z Hiring Mgrs See All Apps Search Committee Start Search Committee End The name of the template should be entered on the Template field Greentree suggests that the name of the Template clearly identify the type of position this Template was designed to add When using Req Templates with the Hiring Manager module it may be helpful to use a Job Code Job Title naming convention such as 0234 Administrative Assistant Template e The Template can be designated Private or Public The default is to make a Template Private Private Templates can only be viewed and used by the User who created it Templates need to be Public if they are to be used by other Users Resume Inboxes Hiring Manager Module etc w Private Template iGreentree v8 3 User Manual Requisition Management iGreentree e 56 Copy an Existing Template Copying an existing Template can greatly speed up the creation of similar templates With the Req Template to be copied in Edit View go to the Action menu and select Copy to New The entire Template along with its Attachments and History will be copied Attachment Data Regardless of whether initial data came from Hiring Manager or was entered directly in iGreentree there are several Attachments that HR may need to complete Entering Job De
56. Resources Department Return to Search Help Add Note If an applicant tries to apply for a requisition that they have already submitted an application for they will be directed to the Add Note page The applicant is notified that they have already applied but they can submit additional information for consideration They can type new information into the text box and click EE or choose ESHER to return to the previous page Add Note Our records indicate that you have already applied for the Registered Nurse Cath Lab position If you would like to submit additional information related to your application for this position please enter it in the box below and press Submit Submit Cancel Help The applicant will receive a confirmation that the new information was successful submitted iGreentree v8 3 User Manual Candidate Self Service e 123 Add Note our additional information has been received Thank you Done The information is added to the applicant s Documents List Attachment in Greentree as a CSSNote These notes can be easily found by performing an Advanced Search using a combination of document type and date created Application Status The applicant can return to the Candidate Self Service site and Application Status This menu will take the applicant to a summary of the applications that the applicant has previously submitted The actual status that is displayed to the applicant is determined by the a
57. Search DEPENGent Repo Susini 209 Greentree v8 3 User Manual Contents REQUISITO REPONS euros res 209 Applicant and Other Reports la as 210 Ready REPO CN 210 Options for Report QUIPDU EE 211 Administration and E e E TE 213 ACUMINIS UF AOI weds sodas eis arses teeta nic 213 Backups and Troubleshooting sssesesvcte a ae eee 213 Oninednormalon and Hels ee ada 213 Maitena NCE EE 214 Gds Eege Le 214 FINE System Manten aC amo e 220 Doc YDes a a File TYPES rd o de 223 Bleu 225 OGG SO Us eiii a bs esate be wees ae eect oats nee 226 HE 226 RODO GE 229 POTS OM Nee 230 Syst m Settings Maintenant ece a a a a aa a 230 Valier ql eve E eelere EE 238 ATENEO FINNO S EE 240 Release NOS pira iio 240 Module Mantenance compr o abe utead 240 Administrator Mass ACTIONS uta iia 240 PADDIY TEMPS espa rs a 240 Change FING SVSteM EE 242 e A 243 PUGO eeen ee e r a 243 MOO UIC Ee e EE 245 PUIPING EIDEN 245 PIANO MOR SS UNOS aida 245 Candidate Self Service A e TUTE 249 USO SUIS e a geste ae aes Oe eg ee oes 250 RESUME Processing MadtenanCe A ias 258 Thesaurus Manten e 258 Resume Processing and ScanStation Modules ccccccseessseeeseceesseeeeeeenseeeseosnseeeseoensseesseoeess 264 FRE SUMMED OX CS ad UE dc 264 PAD DOCNOIX A nn A a i Glossary OF TEMS osiinsa aa di i Actions QUICK ReOTereAC EEN vi History QUICK Referencia iio rad ix Attachments Quick Reference cian asec eee ete ee esac eee eed X lee E xii
58. Selected The number of Applicants selected will appear in red if correct click The User will be presented with two confirmation screens before the action can been completed Click OK on both to continue iGreentree v8 3 User Manual Applicant Processing e 183 dal i P Are Request OIG Background Check For 1 applicantist YOU really Sure af S Kg as SG Request O16 Background Check For 1 applicantisi Once the action has been completed the User will be notified that his her request was submitted and the OIG Status field on the applicant base record will default to Pending A Request Submitted Completing this action will initiate lookups for all requested applicants in the list in the OIG Exclusions database using the parameters specified in Maintenance If the applicant s name is not found then the OIG Status field in his her record is populated with Clear and today s date If the applicant s name is found then the applicant s Status and AppReq Result are populated with Excluded or whatever codes are specified by the Greentree System Administrator in Maintenance DIG Status 7 DIG Last Status Date This is an optional service available from Greentree and there is a nominal fee associated To obtain more information please contact your Greentree Administrator Change Password The Applicant s CSS Password was created by the Applicant in CSS it is stored within iGreentree but encrypted for priv
59. Type Refers to the type of validation to be utilized by the Candidate Self Service CSS module when an applicant logs into the system The two options are Email Required and Email Not Required The latter is recommended if there is any doubt as to whether or not all applicants would have an email account CSS Questions Editable After CSS Applicants Applied Refers to whether or not Req specific pre screening questions may be edited after applicants have been logged to the requisition The three options are Do not modify questions or weights Modify questions and weights and Modify weights only CSS Uploadable Document Types Refers to which Types of Documents are allowed to be uploaded from your CSS Site CSSForm Submit Auto Create Req Specific Resume Text Document Refers to when an applicant applies via CSS but does not include a Resume Text with their application If the Setting is set to Yes then the system will take the most recent Resume Text and make a copy associating it with the requisition so the HM may view it thru the module CSSForm Submit Auto Create Req Specific Resume Text Document To Type Refers to the above setting if Yes is chosen then this is where we decide what format the newly copied Resume Text should be created in Default CSS Site for Letter Processing Refers to which CSS Site some organizations may have more than one you are most likely to want to reference in
60. Update information Use iGreentree to help with screening Display and use History Entering Applicants Manually If your organization has either the Candidate Self Service or Resume Processing module most Applicant information will be initially entered through one of those However the Recruiting department will want to record and maintain other Applicant data and there may be some information that can only be entered by HR If the CSS and Resume Processing modules are not being used then the Recruiting department will enter the Applicant information directly into iGreentree using Add Applicant Regardless of how data is entered everyone in the Recruiting department should become aware of the information stored on an Applicant record and how to use it To manually add an Applicant click Add Applicant from the Applicants menu Applicants Find B y ID Find By Marne Quick Search Add Applicant Braai sa SEE ME Template 7 Filing System 7 Add New Applicant name BR Address e tatus Is Citys Location i le State 7 mei Recruiter E Referral Mamer Followup Available Special Note Greentree v8 3 User Manual Applicant Processing e 144 Applicant Data There is much information that can be recorded and stored for Applicants Users may complete any or all of the fields on the base record Template Templates can be used to save time during data entry and to keep data consistent whe
61. Welcome to Greentree Systems Inc Employment Center New Applicants Previous Applicants Without logging in you can Browse our open jobs oo Silt gt gt Address or User ID e Refer a friend to a specific job iz ai ass wo Signing in allows you to Login Apply and check the status of your applications Get emailed Job Alerts for jobs of interest to you This web application requires a Find Jobs browser that supports A Create a UserID Password JavaScript Tables Cookies and Frames If your browser N Netscape Search hy A Manier Find Job does not support these KN SR A attributes you may download your desired choice of browsers at the right d i Powered by iGreentree The Applicant can navigate the pages of CSS by using the links in the page header or they can use the embedded links in the page Find Jobs Welcome Find tegen y Create a UserID Password A new applicant has two paths to choose from when getting started They can create a User ID and Password that will allow them to apply for specific positions or choose to begin reviewing job opportunities as a guest Create New UserID and Password If the applicant chooses to create a UserlD and Password they can do so by clicking the link Create a UserID Password at the bottom of the Welcome page The Create New UserID and Password page requires the applicant to create a User ID that is a minimum of 7 characters long without spaces
62. a Salary that is too high use Result When prompted choose Result Reject Salary and Must NOT have Tipe LDesirediBegured Pp Result Must HOT have Reject Salary Tests It could be helpful if specific Tests are always given and recorded for Applicants who apply for this type of position to only find Applicants who have taken that test A Score can be entered ensuring that only those Applicants who passed the test appear When prompted choose Test Computer and Required Tepe LDesirediBegured p Test Required Computer If the level was set to Desired or Nice to have only those Apps with those specific codes will get the extra match points Greentree v8 3 User Manual Requisition Management iGreentree e 80 Text Search If the user wants to find only Applicants whose Employer field in the Experience Summary contains a particular string of text Entering Bank in the Search Text column would limit the Matches to those who have the word bank any place on their CSS application form including their previous employers When prompted choose Text Search Required and CSSForm Under the Search Text column enter bank Tepe LDestrediBegured Search Text Pb Text Search lt 3SForm Required bank The Text Search option works the same way for searching the following CSSForm this works only if the Candidate Self Service module is being used Job Title from the Experience Summary Notes Applicant Notes Att
63. allows for the extended name to describe which record types are stored in this Filing System Mask Each Requisition Filing System can have a unique mask to assign Req numbers Reg numbers can be either manually or automatically assigned A Mask must be assigned to specify the format of Requisition numbers up to 12 characters The following characters are the options from which a Mask is defined e fora digit assigned automatically by way of the CurSeg field e fora character to be keyed in by the user when the requisition is initially saved NOTE Filing Systems that prompt for character entry upon saving cannot be utilized by requisitions entered via Hiring Manager module e Standard alpha and numeric characters as well as hyphens and slashes example The CurSeg is 7 the Mask is 09 The first Req number assigned will be 09 007 the second as 09 002 etc The 09 are hard coded to represent the year the Req was opened 2009 and the first two s are utilized as placeholders until the CurSeq reaches 100 example The CurSeq is 101 the Mask is The first Req number is 707 and prompts the user to enter to up to 2 additional characters If the person enters AA the Req number first assigned would be 101 AA example A Mask of allows the user to assign four characters the full Req number without using the CurSeg information example The CurSeq is 119 the Mask is OSO9 The next Req number is assigned will be OS09
64. and login from the main Welcome page Previous Applicants Login Email Address or User ID Password Login When the applicant logs in successfully the revised Welcome page will appear that welcomes the a licant by name and again offers the applicant options for proceeding Welcome to Greentree Systems Inc Employment Center Welcome Suzy If you are nat Suzy please cick here You are now signed in to our Career Opportunities site and can e Create or update your onine profile e View and apply for open jobs e Email a friend with mformation about any open job e View the status of applications that you have submitted e Create or edit your cetera for receiving email Job Alerts My Profile Find Jobs Job Alerts Search by Job Number Find Job Search by Job Number Applicants who have knowledge of a specific job number may elect to immediately search for that job by its job number They can simply enter the job number into the field and click the Find Job button to be directed to the specific job details Search by Job Number Find Job iGreentree v8 3 User Manual Candidate Self Service e 106 My Home Page The My Home Page contains the stored Contact Information details about the status of applications for jobs applied for and information about any Job Alerts that the applicant may have enabled Applicants can also view the latest Alert positions sent to them The main menu at the t
65. assistant training course CHAI 200025 catas ES many Years have You worked as an ES Wears RH in an acute care facility If certain information is not desired on the Summary View than the Value should be set to 0 App Summary Grid Details There are several Summary Grid Sub Sections that can be controlled individually here Call Log CSS Questions Documents Education Experience Interviews Letters Licenses Objectives Offers Reqs Routes Skills Sources and Tests Each of these sub sections operates identically and can be used to control the information displayed within the specific Summary Grid For Example the App Summary Grid Education controls Degree From To Major School and Entered Via CSS fields iGreentree v8 3 User Manual Administration and Maintenance e 233 Settings Group App Summary Grid Education Wi Property MER O App Summary Grid Education Degree App Summary Grid Education Entered Via CSS APR Summary Grid Education From APPR Summary Grid Education Major Wisible APR Summary Grid Education School App Summary Grid Education To If this information is to be displayed under Education in the Summary View then the Value should be set to Visible If the information is not to be displayed then the Value should be set to Hidden To change a value click in the value column a Si button will appear Click on this button and choose the appropriate value AppReq Rev
66. basis These should be scheduled for consistency For ease of implementation a pre determined schedule should be decided upon Greentree recommends a nightly backup with at least one week s worth of backups made available Note For hosted customers all backups are maintained by Greentree Individual users should report problems to the iGreentree Administrator The administrator should report iGreentree problems immediately to Greentree The administrator can contact Greentree by calling 800 348 8845 sending an email to Support GreentreeSystems com or using the customer corner located at www greentreesystems com Online Information and Help In most iGreentree windows there is a Greentree Systems Inc link near the top right corner Click on this link to see Greentree Systems Inc 4 About Greentree Employment System 4 Greentree Web Site 4 Greentree Support E Mail 4 Customer Corner 4 Greentree Contact Info e About Greentree Employment System This selection displays the version number database and client as well as copyright information web address and the current logged user A Greentree Employment System Database Version 6 3 5 Client Version 8 3 5 Copyright 1998 2007 Greentree Systems Inc All Rights Reserved Application Path https v63Dern0 Greentree com iGreentree Logged User Griffin Terry TGriffin iGreentree v8 3 User Manual Administration and Maintenance e 213 e Greentree Web Site This select
67. be entered for the applicant It is important to remember that the Applicant s Status is used to represent the candidate s status overall with an organization NOT their status for a particular job opening Optionally a Follow up date can be entered This field is not needed to perform the action but may be Follow Up convenient for updating the Applicant Follow up field Selecting the Requisition for which the Applicant is being considered can be very useful If data from the requisition is to be inserted into the letter being sent it will be necessary to choose which requisition it is to be pulled from For Requisition If a new Status or Follow up date is entered it will update the Applicant Base Record after the action is performed A letter can be selected For this example the Thanks for the Resume letter was chosen Signer determines whose signature name and title will be on this letter if the letter is using the signer fields as letter inserts Output Format determines how the letter will be sent There will always be two print options available If an email address is available for the applicant additional emailing options will also be available Select Letter Thanks for the Resume You are being considered for a reg Output Format EMail HTML Format in Msg Body k Specify EMail Information Include Letter Contents in Letter History W Personalize before sending Greentree v8 3 User Manual A
68. be from a kiosk in the HR lobby or from the Applicant s own computer via internet Abbreviated as CSS Codes Data items that are validated to keep data consistent and easy to search Cover Letter A letter which typically accompanies a resume introducing the applicant and highlighting the applicants qualifications for a particular position Often mentions where the applicant heard about the job opening May be scanned into the database as part of a resume or as a Separate document iGreentree v8 3 User Manual Appendix e i CSSForm The application that is created in iGreentree when using the CSS Module The CSSForm will vary in content depending on the organization CSS Profile Application information is stored as profile information The applicant may update add to their profile information for future applications CSS Questions Questions yes no multiple choice single entry and essay that can be asked of an applicant when applying for a specific Requisition CSS Questions can be used to disqualify applicants based on the answer given CSS Skills Skills that are presented to the applicant when applying via the CSS Module These skills are requisition specific Customization Changes made to the database that are above and beyond the usual system Tailoring that is included with initial purchase Database A collection of information organized especially for rapid search and retrieval Default The standard choice If s
69. check with your iGreentree Administrator to make sure that the security levels needed for access are set Editing History From List Edit or Summary View History can be viewed Notice that although some of the fields within History can be updated directly such as Comments most of the data within History comes from Actions History Attachments Applicants Postings Holds Offers Expenses Approvers Audit 1 Questions Audit If data within History is incorrect the user can select the incorrect line and use the Delete key on the keyboard to remove the entire row Then re use the appropriate Action to enter the correct data Notification The notification setting on the requisition allows each user to determine if and how applicant activity information is sent to both Hiring Managers and Recruiters Notification Do Not Notify This code is used if neither the Hiring Manager nor the Recruiter wish to automatically be notified via email on applicant activity for this requisition Notify Hiring Manager and Recruiter Immediately This code should be used if you want BOTH the Hiring Manager and Recruiter listed on the requisition to be notified via email immediately when an applicant has reached an appropriate result code value for this requisition Notify Hiring Manager and Recruiter Periodically This code should be used if you want BOTH the Hiring Manager and Recruiter listed on the requisition to be notified via
70. choose Route Action enter Recipient s select Send By option select Documents to route To Make an Offer Find the applicant from Edit or Summary View choose Make Offer Action enter data for offer select a letter if needed run action personalize letter if needed To Hire an Applicant Find the applicant from Edit or Summary View choose Hire Action enter data for both applicant and requisition select a letter if needed run action OR Find the requisition from Edit or Summary View choose Fill Action enter data for both applicant and requisition select a letter if needed run action To Print Reports Choose ReadyReports highlight a report name choose Run enter parameters if prompted OR Run a QuickSearch choose Report Action highlight a report name choose Run To Create a New Letter Choose Maintenance Letters select an existing letter choose Edit copy Ctrl C the text Choose View List choose Add answer prompts choose Edit paste Ctrl V in the text make changes to text Save run appropriate action to test the letter on one applicant To Enter Expenses which Apply to Several Requisitions Run a search to find the requisitions In List View choose Expense Distribution Enter the full cost Greentree will divide between selected Reas To Change History Information Find the applicant or requisition using QuickSearch Choose the History you want to change To enter or change Results
71. different kinds of resumes with different options below If OCR following Scan is selected each Folder will immediately OCR right after it finishes scanning However if this option is off a group of Folders can be selected to OCR all at once OCRing all at once may be more efficient since OCR can run without supervision and allows users to use their computer for other things while it runs the OCR process Analyze following OCR will automatically start the Analyze step following the completion of the OCRing of the resumes Scanning Take the resumes that were prepared for scanning and place them in the automatic document feeder Within iGreentree ScanStation highlight the Resume folder to be used ES Greentree Remote ScanStation Iof x File Options Help be ba WW d Ca Se es emote Scanstation a al alel el ty Us ELE Resume Folders Contents of Test 1 E Testi 0 E Test2 0 Ea InBoxez E Tg FTP Sites Click on the Scan button to begin the scanning process a If the scanner becomes jammed and the scanning stops the Scan button may need to be selected again to restart An image file will be created for each resume They will display in the folder details with an I for image next to them The next action will display as OCR iGreentree v8 3 User Manual Resume Processor amp ScanStation e 130 E Greentree Remote ScanStation File Options Help e aemote Scanotalon ve est T 4 I Anna
72. email periodically usually 2 3 times daily when an applicant has reached an appropriate result code value for this requisition Notify Hiring Manager Immediately This code should be used if you want the Hiring Manager listed on the requisition to be notified via email immediately when an applicant has reached an appropriate result code value for this requisition Notify Hiring Manager Periodically This code should be used if you want the Hiring Manager listed on the requisition to be notified via email periodically usually 2 3 times daily when an applicant has reached an appropriate result code value for this requisition Notify Recruiter Immediately This code should be used if you want the Recruiter listed on the requisition to be notified via email immediately when an applicant has reached an appropriate result code value for this requisition Notify Recruiter Periodically This code should be used if you want the Recruiter listed on the requisition to be notified via email periodically usually 2 3 times daily when an applicant has reached an appropriate result code value for this requisition The contents of the letters sent to both Hiring Managers and Recruiters are maintained in Letters Maintenance Each result code New Applicant Reject Education etc has a place for your organization to assign a notification value to it These values were set up by the implementation team For more information on editing letters assigning them to acti
73. for the And Or field A Criteria For RegStatus is missing its And Or data You must correct this error before saving Save aborted When the search is run from AdvancedSearch Search List the user will see the following dialog box 3 Advanced Search Parameters Webpage Dialog Advanced Search Parameters Prompt WalueDese O O O O y O select Recruiter TT aa iGreentree v8 3 User Manual Searching e 206 Click on the down arrow in the ValueDesc field to select the Recruiter to run the search Using Groups Groups of search criteria can be used to greatly extend the complexity of an AdvancedSearch Below is an example of how the following search can be created Searching for Applicants where Group 1 AppSkill is Unix Or AppObjective is Programmer And Group 2 Entered is This Year Or Group 3 RequobTitle Includes Unix Advanced Search Settings 883 Search Criteria a Group a App Skill Unis a Or AppU0 bjective Programmer a And Group ad AppD ateEntered This ear a Or Group a App xpenenceJobT le Includes Ur Search Parameters The indenting of the criteria indicates visually which criteria belong to which groups deg de Tips for using Advanced Search a NA SS Parameters must be added before they can be used in search criteria Parameters are not allowed in searches flagged as Run at Startup Run at Startup searches must not be set to Publ
74. gt Page 1 of 1 3 Records Total List These Reqs Cunerk 36 000 00 Declined Offer 2 11 08 2003 06 03 20 Greentree v8 3 User Manual Requisition Management Hiring Manager Module e 47 Hiring Applicants To hire an applicant via Hiring Manager module the Hiring Manager must click on Hire from the Offers main menu This will bring up the Hire form The following fields are required to be populated prior to selecting the Submit button For Requisition Select Applicant Offer Amount and Offer Date Seil Le Ze wesw bb Se e el gt S 2 E A AR mm Fa EN IT i A y d Y e o i AS e m E A PP Ded i z gf si ie D ena E gt jf i oe D 1 q o 3 Sa i H e H i Went PEU D The selection list for the For Requisition field will only consist of requisitions that display on the My Regs list that are considered to be active for recruiting and have applicants logged to them The selection list for the Select Applicant field will only consist of applicants who are logged to the selected requisition Dollar fields should not have or commas entered The default values for Applicant Status Requisition Status and Result for this Req fields are set in Maintenance HiringMgr Settings See Hiring Manager Module Maintenance for more information Once the form is completed the Hiring Manager must select Submit t
75. iGreentree v8 3 User Manual Administration and Maintenance e 219 ColorGraphic Determines the visual representation of the Result For This Req column of an Applicant when a Hiring Manager is reviewing their information via the Hiring Manager module CSSDescription Defines the equivalent value of an iGreentree Result code that an Applicant will see when viewing their Application Status on line GraphicTextEquivalent This item is not currently being used IsEEOApplicant Defines whether or not an Applicant should be included in EEO report output based on their Result value for a requisition If they did not pass the pre screen questions are they considered an applicant for EEO purposes IsFinal Determines whether the Result value assigned to an Applicant for a particular requisition is a final value If the value is final the Result will not be overwritten in performing actions that request a Result to be populated such as Hire or Fill Also the Applicant will no longer be able to withdraw their application via CSS IsHired Determines whether a particular Code Value indicates the Applicant was Hired for the requisition This allows users to create several different Results that will record an Applicant as being Hired IsNewApplicant Determines if an Applicant that has this Result for a Hiring Manager s requisition is considered to be a new Applicant when selecting the New Applicants menu item in Hiring Manager module
76. last date and person who updated the record Searching for Applicant Data Applicants Find By ID Find By Marne Select Applicants then QuickSearch __SuickSearch Applicant QuickSearch Efes Systems Ve ID O Entered A By 7 Updated By LG Mamel F HL A 3SM Address Find Any Filing System ld AA Status Citys States Tel ae Home Phone a Work Phone E Ena Referral Name PO Location A Recruiter ead Follow Up pom Awailable PO Res E Objective PO Degree PO DIG Status DIG Last Status Date 5pecial Note Contains Beef cc iGreentree v8 3 User Manual Introduction and Overview e 10 To find all of the Applicants that do not have a Status assigned to their record click on the arrow next to Status field on the right side of the Applicant window Move No Entry to the Selected column then click on OK to return to the QuickSearch window A Select Status Web Page Dialog Ed Select Status Selected Excluded Wo Entry Future Inactive Interview Mew Hire New Resume Mo Interest Offer Outstanding Routed Some Future states fio env E cick on the Search SS No Entry Click on the button to run the search The records that fit the criteria will be displayed If more than one record is found the results will display in the List View o b ame Status Recruiter Name Entered IE eem An O TE
77. loaded into iGreentree and attached to their Applicant record s Document Greentree v8 3 User Manual Candidate Self Service e 122 List The Applicant may also choose NOT to load the requested document and simply click Ignore Adding Documents to continue Submit Application Please submit any of the following documents you would like to include with your application Resume in Word format D00 ss Please upload your resume in Word format dd Documents Ignore Adding Documents Help Application Results Upon successful submittal of the Application the applicant will be presented with an Application Result There are two messages which may be displayed One message is presented if the applicant successfully passed all pre screen questions or if there were no prescreen questions The other message Is presented if the applicant failed the pre screen The contents of the notification used for each scenario is sset up by Greentree Systems the actual letter contents for each is set up in Letters Maintenance Application Results Thank you for your application for employment Your application will be given full review and consideration for this position At any time you can click on the My Home Page link above to view the status of all your applications including this one If we have your email address you will also receive an email confirmation for this application Again thank you for applying Sincerely Human
78. method for distinguishing WebSource records in source analysis reporting iGreentree v8 3 User Manual Sources and Expenses e 93 Sources for Douglas Rodgers View Source View neq beets one Source Date source e L Gontack Name oefi2 2o08 Career Site Extraordinaire Winston Pat 2005 024 Added Via CSS WebSource Dp os 12 2008 Employee Refer p O Las Measuring source effectiveness via iGreentree reports Source analysis reports in iGreentree can integrate WebSource information as well as source information gathered via CSS Global Source questions The default approach in standard Greentree reports will be to use the WebSource if it is available and if not available then use the source selected by the applicant in CSS or selected by HR using the Applicant Log to Source Action which is discussed later in this chapter Sources Expenses Attachments Notes Miscellaneous or phone conversation information pertaining to this Source Expense can be stored under l Attachments Notes You can also access Notes by clicking on located on the quick launch toolbar Attachments Select the Add button to enter a note File Edit View Insert Format Tools e now have accessta online archived print ads The Username is Greentree and the password is 123456704 A The window will scroll as additional notes are entered This information is then accessible to everyone with access to Source Expense Notes When Save is
79. not be updated for records that were populated by this default Rejected ReqResult This identifies the result value which will be assigned to each applicant who completes an application for a specific job from this CSS Web D and fails the applications prescreen The result value will be assigned to the specific requisition selected by the applicant before submitting the application i e the one they were logged by this application This result will be viewable in iGreentree by going to the Applicant s Regs Applied For History or by viewing the Requisition s Applicants History Withdraw RegResult This identifies the result value assigned to a specific requisition for which the applicant applied and then chose to withdraw via CSS This result will be viewable in iGreentree by going to the Applicant s Regs Applied For History or by viewing the Requisition s Applicants History search Append Criteria This specifies the formula that further defines the Requisitions which will be included in the results of an Applicant s CSS Search By Job Number or Search Jobs search CSS Web URL This is the location of the Web D s web pages The trailing must be included in this entry as this entry must match the AppRoot entry in the Global asa Msg Added Profile This setting identifies the letter which will be emailed if they provide an email address to an applicant who creates a User Name and Password in CSS Msg Subject Line Added Pr
80. not the system should log information regarding who was searching for information Turn On OIG Exclusion Processing Will automatically exclude any applicant from consideration that has an OIG Status of Excluded Use Ratings With Skills Refers to whether or not the ability to rate Applicant Skills is available Altering this setting will not impact stored data There are several different Settings Groups that can be maintained by your Organization to view other Groups click on the next to Setting Settings Group System Settings Property fan P company Maps QuickSearch Apr QuickSearch 40 Reg Approw App Route Email APP App APP App APP System Ema App Jan On Au Show All Show All Summary Summary Summary Summary Summary Summary Summary Summary summary Summary Summary Summary summary Summary Summary Grid CSS Questions Grid Documents Grid Education Grid Experience Grid Interviews Grid Letters Grid Licenses Grid Objectives Grid Offers Grid Reqs Grid Routes Grid Skills Grid Sources Grid Tests Grids Turn On Aud Calendaring Scheduling CSS Processing GTS Subscription Services Greentree Service Groups to view the full list This option will display all System Settings that can be controlled here in alphabetical order These options will all be discussed further below in their group se
81. of Filled and the Filled By fields have been populated with the New Hire s information summary oo cose assi Sus els E Updated By Reg Status ER Lei Filing System Filled By How Filled External Filled On 01 26 2006 Start On 01 30 2006 Greentree v8 3 User Manual Applicant Processing e 177 The Applicant s Offers History is also updated this is also viewable from the Requisition s Offers History and Hiring Managers Offers History Data in these fields can be altered if any of the offer information unexpectedly changes Offers for Suzy Que View Req Bez q Total Bonus BonusiDate Bonus2 Bonus2Date Offer Date Date Orient Start Date D 2005 037 200 00 50 00 25 00 07 31 2006 25 00 01 31 2007 01 26 2006 01 30 2006 01 30 2006 01 26 2006 Accept Source History is also updated by the Applicant s Hire Action if the Applicant was logged to a Source for this specific Requisition To view the Source Hires History go to Sources Expenses menu and choose QuickSearch Search for the Source that was designated for the Applicant with regards to the Requisition that was filled Sources Expenses Source Date ID Applicant L tatnus Cd przerzona e Cabrillo Yolanda Interview Ji z6rz006 ies Que Suey New Hire Hiring Manager s record also has History items that are updated by the Applicant s Hire Action The Hiring Manager s Offers History will be updated To view
82. of five 5 years of Huma l KC l View To view an existing document select the document row and click the button ee l l Add To add a document to the requisition s Document List click to get to display the Add New Document window Add New Document Choose to navigate to where the document to be added has been saved Navigate by clicking the folders until you reach the folder where the document is stored and then double click the document to add it to the Document File field Choose file Look ex E My Comparer ER Dom Pope A w loca Dek Ch de DD Orive D DEAN Orive Es ke DICO RW Deive Fs Ze 250 GG ead Zug ed Docente Wel Debtog Docurerts File rare Maaye anar iGreentree v8 3 User Manual Requisition Management iGreentree e 70 After the document has been selected click the e button and choose the Document Type from the list Add New Document ok Cancel Advertisement DOC Applicant Prescreen UOC Application Form Lower Letter in Word format Interview Audio Interview Motes scanned TIF Interview Notes Mord document Notes Photo po Choose to add the document type The Add New Document window will reflect that the document is uploading Add New Document Uploading file Please be patient Document Type Interview Notes Mord document w The file type required for the Document Type must match the file type for the document being attached A file mi
83. of resumes There can be several different inboxes if different types of resumes will need different properties defined as explained below e Active lnactive Signals to ARP if this inbox should be checked for resumes If set to Active ARP will collect resumes from the identified inbox Otherwise ARP will not collect resumes from the identified inbox e Filing System Identifies the Filing System in which applicants will be placed if a possible duplicate record does not currently exist e Process Duplicates Identifies how a possible duplicate applicant record is to be handled Ignore Merge or put into an alternate Filing System e Duplicates Validation Identifies the grouping of applicant fields that are to be used as criteria in determining a duplicate applicant record Options that include Last Name First Name And First Initial require an exact name match this does not use Soundex Options that include Adar require an exact string match on the first line of the address and options including Email and or SSN require an exact match e Dups Filing System Identifies the Filing System in which the applicant record will be placed if it is determined to be a possible duplicate and Process Duplicates is set to Use Alternate Filing System Greentree recommends that someone regularly go through the process of merging actual duplicates and moving new applicants to a standard Filing System If a separate Filing System is used for duplicates th
84. or Attachments nor does it have that information displayed on the main screen ie Edit View dl A List View Summary New Search 037 Status E 7 Filing System feouisitions 8298 HR Gene 7 Position Ctrl 145882 Total Openings Total Filled 0 JAR Generalist Ge Resources ld Reg Temp Regular Approved 12 08 2005 Division Operations el Exempt NE Exempt Te Deadline Ia Location atiants Y FullfPartifest v Posted Internal ETEO Sal Grade 24 New Repl vew 7 Posted External 12 16 2005 5 FIE 0 5 Replacing ShiftCode Posting Category Human Resources lu 12pm 4 30pm Recruiter Cannova Adrian v Job Group 2 rw Hiring Manager walker Jane Tel Hiring Mgrs See All Apps Note to Hiring Mgrs 0 Filed By How Filled miedon El sage E Both Edit View and Summary View have access to all the same information Actions History Attachments and Quick Launch options It is up to the individual user to decide which screen and method they are more comfortable with Requisition Activity Once a requisition is entered into iGreentree and approved the recruiting process really begins The requisition is typically a trigger for a whole series of events The recruiter can do things like post a position place it on hold or search for Applicants to name a few These events are referred to as Actions in iGreentree Edit view e If the user is in View only th
85. report are defined by the search that was performed the information that will display about those Applicants is pre defined by the individual report settings A amp 8 A g EA 4 gt Shox ADIAS S d o Applicant List sE E ca E E AppiD Applicant Recruiter Status Original Source Date Entered 11 Bertelson James Knox Katherine Mew Hire San Jose Mercury News DEDET D Brewster Elliott Cannova Adrian New Hire Networking 07 28 04 28 Ellison Wanda Cannova Adrian New Hire Employee Referral 07 09 04 101 Farber Nancy Knox Katherine New Hire Networking 10084 4 Kame Julie Cannova Adrian New Hire San Jose Mercury News DENT Det 110 Peters Gina Knox Katherine Mew Hire San Jose Mercury News 01112105 165 Que Suzy Mew Hire Chicago Tribune 01 23106 52 Ramirez Hernando Mercer Michael New Hire San Francisco Chronicle 07 12 04 Total Number of Applicants 8 Request OIG Background Check The Office of Inspector General OIG established a program to exclude individuals and entities affected by various legal authorities Bases for exclusion include convictions for program related fraud and patient abuse licensing board actions and default on Health Education Assistance Loans A list of all currently excluded parties called the List of Excluded Individuals Entities is maintained by the OIG Select Request OIG Background Check from the Action main menu Request OIG Background Check 1 Applicant
86. req select Approved To disapprove it select Not Approved To take no action select Not Reviewed You may also optionally enter a comment which will be vewable by other Approvers the Hiring Manager and HA Click Save to save your entres What will happen next If you selected Approved or Not Approved and you are the final Approver on the fist the requisition status will be changed to reflect that the reg has received final approval status Notification emails will be sent to the Hiring Manager who submitted the req and to the HR Recruiter assigned to the reg The req will be removed from your Reqs Pending Approval list You can click on Reqs Pending Approval on the menu to retneve an updated list If you selected Not Reviewed the req remains on your Regs Pending Approval list until you return to the reg and select Approved or Not Approved To change the order in which reqs are listed Click on the column header to re sort the regs list by that column ascending Click on the column header again to re sort the regs list by thet column descending To view additional pages of reqs Click an the navigation buttons at the bottom of the page The order of the buttons is First Page Previous Page Next Page and Last Page Any questions and assistance with your Reqs Pending Approval If you wish to change any entries you have entered for a reg or have any questions about a req please contact HR sl The Hiring Manager must then select the Reg
87. same privileges as Read Only plus they can update the App Reg Result and App Reg Result Date for applicants or add additional Search Committee members if necessary To remove a single Search Committee Member click on the A next to the Committee Member s name To remove all Committee Members from the list select Remove All Greentree v8 3 User Manual Requisition Management Hiring Manager Module e 38 Adding Approval Process and Approval Audit of the Completed Requisition Upon completion of the Add New Reg form the Hiring Manager will need to E Subm l ihe requisition to complete the submittal process Fields marked with a are required A Hiring Manager must fill in all required fields for a successful submittal If a required field has not been completed and an attempt is made to Submit an error message will appear Microsoft Internet Explorer E Sorry Job Code is a required entry Please enter and try again When a requisition is added the Add New Req form will close and the Hiring Manager will receive a confirmation that the requisition was successfully added and which Attachments were completed at the time of submittal IG Miri Links Greentree Systems Md Greentree Systems Inc Results Close Requisition Added Successfully eAdded Job Description eAdded Job Qualifications eAdded Skill s eAdded Approverts eAdded Search Committee Member s New Reg 2005 055 Home Regs gt
88. same things that are updated when the user chooses the Hire Action from the Applicant side of the system including History on Apps Regs Sources and Hiring Managers Enter data as appropriate then select to run the action E You may also run this action by selecting the quick launch button located on the toolbar Greentree v8 3 User Manual Requisition Management iGreentree e 86 Offers History The Fill Action will update the Offer History for both the Requisition and the Applicant Choose Offers from the History menu History Attack Applicants 8 Postings 1 Holds Offers 1 Offer Date Ape Name ERD _ Answer Gate Answer Start Date 1 8 2005 ETA Yolanda 1 9 2005 Accept 1 28 2005 res soo Copying to Template If one or more Requisitions needs to be entered into the database and they are similar to Reqs already in the existing system the user can copy an existing Req to a Template then use that Template to make data entry of later Reqs easier and more consistent Select Copy to Template from the Action menu Action History Attac Yz Find Matching Apps Post to Source Ki Enter Expense J Place On Hold Y Take Off Hold k Withdraw LA Fill mi Copy To Template A window will appear for users to enter a descriptive name for the new Template Each Template must have a unique name Copy Reg Information To Template New Template Enter Template Name Herel A Template copied from a requi
89. sure the list of Applicants is accurate ALL applicants listed will be restored to their original Filing System etc Archived Applicant List iew MlAinerz sh Edit View New Search Close xx 2 me s Btatus RecuiterWame Entered phie joue seun 0 S EEE bes eese e O a Next select Action Restore CA The System will prompt twice to verify that the Applicants should really be restored click OK to continue To permanently Purge the applicants from your system select Action Purge or use the quick launch Ki button located on the tool bar The System will once again prompt twice to verify that the Applicants should be permanently removed Click OK to continue NOTE Purging Archived Applicants from the System cannot be undone iGreentree v8 3 User Manual Administration and Maintenance e 239 Archived Hiring Mgrs This area allows you to search on archived Hiring Managers view main screen information no Attachments History etc restore the applicants or permanently delete from the system For more detailed information on searching restoring and purging please see above Release Notes Maintenance C odes Filing Seco ln Doc Types Dup VE Logged Users Letters Reports Thesaurus Resume Inboxes a ela o ASE ES stem Settings oped Applicants Archived Hiring Mars Release Motes Release Notes Greentree Systems Inc version Date erat O Z OZO O O OO
90. the Action main menu Lar egunian a Intervew Data A 3 Interview Time Guretien Ji Hour vw t catom O YS Get applicant status tos e e Ei Set App Req Result To Iechede Letter Contents in Letter History Persunalizs befora sending The Select Interviewer field is a combined list of Hiring Managers and Recruiters An Interviewer must be selected once selected the calendar will populate the right hand side of the screen iGreentree v8 3 User Manual Applicant Processing e 170 Interview gt T m October 2007 Select Interviewer For Requisition Interview Date 10 08 2007 m Interview Timer nE n T egen J SetApp ReqResultTo Select Letter Interview Confirmation Signer Output Format EMail HTML Format in Msg Body Sone CIT El Include Letter Contents in Letter History f the selected Interviewer does not have an Exchange account then you see only the appointments that have been made inside iGreentree If the selected Interviewer does have an Exchange account you can also see shared items from your calendar in Exchange to see availability for scheduling appointments A marked date cell indicates that there is an appointment scheduled on that date With Exchange Server enabled Without Exchange Server enabled September 2006 y lt september 2006 AO IE aT
91. the far left column next to the name and choose one of the following options to proceed Use Es to display the possible duplicate applicant s information next to the newly entered applicant s information The information can then be reviewed and compared to determine if they are one and the same lfthey are the same the information can be updated and the records merged See the Dup Check section later in this chapter for more information on merging applicants Use SS when it is clear that the possible duplicate is the same person as the newly entered applicant This will close the Possible Duplicates List and display the selected applicant s information on the page The newly entered Applicant information is deleted Use AS when it is clear that the applicants in the Possible Duplicates List are not a match for the newly entered applicant This will create a new applicant record Once the Applicant is saved an ID number is assigned along with the date entered and name of the person who entered it The ID number is determined by the range set for the selected Filing System After saving more data can be entered onto the Applicant s record Greentree v8 3 User Manual Applicant Processing e 145 Applicant Status The Status field shows the status of the applicant along the continuum of the employment process It will often be used for searching and reporting Status e Je Other Fields The remainder of the Applicant fields may have b
92. used often as limiting criteria for searching and reporting Status code values are maintained in Maintenance Codes SourceStatus tar Record applicants from this Source If applicants apply from this source and there is a need to record these applicants check this box This will allow recording of which sources are generating the best people If it is not checked for a particular Source the source will not appear on the list when Greentree users run the Log to Source action for an Applicant Track applicants from this Source Record expenses for this Expense If this source has costs associated with it and there is a need to record these costs check this box If recording the applicants from this source see above is also checked this will allow for reporting on how much was spent on each person hired from this source If it is not checked for a particular Source the source will not appear on the list when iGreentree users run the Enter Expense action for a Requisition Track expenses for this Expense w iGreentree v8 3 User Manual Sources and Expenses e 92 Post reqs to this Source If open requisition information is sent to this source check this box If expense recording is also checked see above this will allow for recording how much was spent on each requisition that was filled from this source If it is not checked for a particular Source the source will not appear on the list when iGreentree users run the Post to S
93. with us Sincerely Human Resources If the applicants email address UserlD or Password already exist in the iGreentree database a system message will be generated This may occur if the applicant s information is in the database from a previous application submittal It is also possible that the applicant was entered manually by someone in HR or the applicant may have previously submitted a resume Welcome Find Jobs Sign In Create New UserID and Password By creating a UserID and Password neither are case sensitive you can create a reusable online profile track your status and sign up to receive email Job Alerts of future openings By making note of your UserID and Password you can return to this site at any time to view and update your information Please note The Email Address you have entered is already on file If you have previously created a UserID and Password you can request your password be emailed to you by clicking on Forgot Your Password on the Welcome page If you have not previously created a UserID and Password click on Create UserID and Password Now to continue Enter a User ID suzyque At least 7 characters no spaces Enter a Password At least 7 characters no spaces Cannot be the same as your User ID Retype Password to Confirm First Name Last Name UE Enter your Email Address Suzyque hotmail cam E mJ I Create UserID and Password Now Required Entry
94. 00 Piedmont AV hie ra7as 200s Russey Terry reser filled out an application and If the applicant actually applied he she will have a CSSForm which is a HTML file that contains the application minus the Voluntary Survey The applicant may also have a CSSNote which would exist if the applicant tried to apply for a job they previously applied for NOTE If an Applicant has a document type listed as CSSForminterim the submitted CSS applications are not processing completely Applications are only viewable as CSSForminterim as it is processing into a CSSForm very short time Contact your iGreentree Administrator or Greentree Technical Support if your CSSForms are not fully processing MEW To view an existing document select the document row and click the button To add a document to the Applicant s Document List click sai Document window to get to display the Add New Add New Document Document Type Select wi Choose to navigate to where the document to be added has been saved on your computer Navigate by clicking the folders until you reach the destination where the document is stored and then double click the document to add it to the Document File field After the document has been selected click the button and choose the Document Type from the list Add New Document OK Cancel Document File C Documents and Settings Document Type select we select Advertisement DOC Applicant Pres
95. 137 If anyone on the list appears to be the same person as the new record select that record and then display the possible duplicate using the LEI APP button Another window opens to display the existing record Windows can be re sized and re arranged to display both the old and new records for comparison A new window opens to display the old record that was already in the system The record from the Possible Duplicates Filing System is still in the background Applicant Form Yiew KIKI OEI Applicant Form Yiew KIKI OEI Action History Attachments Greentree Systems Inc J Action History Attachments Greentree Systems Inc By Ir Updated i 0 1 P Entered i0 i3 2000 By hare sd Updated 10 13 2004 TET DA oaas SS SN Name m t sancy RTE H E Address Buttersworth Bogs Road Filing System Internal Applica Address Buttersworth Bogs Road Filing System Possible Dups Status TO Status City Pine Barrens Location City Pine Barons ssts S Location o states w sl zip fososs Recruiter Charmonix Sus State n3 sl zip fososs Recruiter Charmonix Susan Home Phone TO Follow Up po m Home Phone PT Follow Up om Work Phone y Work Phone y EMail Sandy thebogs com EMail Sandy thebogs com Merge If the old record still appears to be the same person as the new record choose the button A new window will appear allowing both records to be viewed for updating as needed Merge Ap
96. 50 Firiding New Applicants Only tic ado ic A a A es 51 A SE 51 Requisition Management iGreentree 1 11scccccccnscncnnscnessennscnnscnsssensscsensensssennsenessensssensenesses 52 REQUISITIONS iN IEA Oi Eege NEE eege 52 Manually Entering Requisition Data narnia idol 53 Creating and Using Templates ide osos Mone 56 Attachment Dala mnene cia 57 Finding Reqs that were Entered 72 Requisito ACUIVINY EE 75 Find Matching Apps Search Criteria ccccccoconncnncccnonncnnnnnnoncnonononancnnnnnnnancnnnnnnnnnrnnnnnnnanrnnnnnnnnnennnnnnnas 76 Sl ee 78 eieiei SOY E 81 Post to Source Action Postings HIStory ccccccccnncnnncccnoncnnnonononcnnnnnnonncnnnonnnancnnnonnnnnrnnnnnnnanennnonnnanennnnss 83 Enter Expense Expense Distribution Actions Expenses HIStory ccooocccccccncccccnccocnnonanononanononanonnnnos 83 PACS OM OIC EE 83 TAKE OMMO DEE 83 Mas e ale BEE 84 mio ola Idee EE 84 ug el 85 WAS SoU deele EE 85 F eieaa s eg Sege 86 E E re EE 87 ODVING TO MEMO E 87 Greentree v8 3 User Manual Contents REQUuIStO A Repo MS pita tea rei 88 AO APPO VOS ins eiii 88 APproVers AUQ IESO ansia 88 A A 89 CSS QUES HONS AU ia ida 89 QTE IVI SS ACUSA aaa 90 Vlait leger seca ii at 90 Sources E E iia 91 ENTOTINO SOUTO EE 91 SUCES EXPANSES Dala aaron donald 92 SOUFCES EXDENSES AlachMeN Sica ci 94 SOUrCeES EXDENSES Actions HiStory EE 95 SEENEN 95 Selen 96 Other Actions for SOUNCeS e 96 Requisition Actions for Sources EXpenSOS
97. 8 3 User Manual Administration and Maintenance e 241 A message confirming the Action was completed will appear The listed records now have the new data overwriting any data that was previously in the affected field s A Update Completed NOTE The Apply Template Action works the same way for Requisitions Change Filing System This action is available for both Applicants and Requisitions from the List View It is used to move a selected group of records from one Filing System to another Completing this Action will cause each of the affected records to be re numbered according to the Mask of the new Filing System example Hired Applicants who are in the External Filing System applied for promotions and thus need to become records in the Internal Filing System Perform a QuickSearch for all Applicants with a Status of New Hire and a Filing System of External Applicants Find By ID Filing System External Applicants Find By Name TEE Bii New Hire Applicant ist view EIERE Action History Attachments Greentree Systems Inc tip Mame pj Bertelson James New Hire Knox Katherine 06 08 2004 fea Brewster elliot 07 28 2004 Je Een Wanda 07 09 2004 Once the applicant list is returned select Action Change Filing System then select the Filing System to which the Applicants should be moved Internal Applicants Before selecting OK verify that all records displaying on the list should be moved then select OK
98. Add Parameter dialog box Enter the text that should be displayed when the user is prompted and select Code Type as the Data Type and SysCdeFldRecruiters for the Code Type SysCdeFidRecruiters is a special code type for Recruiters iGreentree v8 3 User Manual Searching e 205 Add Advanced Search Parameter Add New Advanced Search Parameter Prornpt Select Recruiter Data Type Code Type e Code Type SusCdeFldRecruiters Si Defaults El DK ii l l Click to save the parameter which iGreentree will save and display using the prompt text Advanced Search Settings Prompt Select Renee E Search Criteria a Reg5tatus In List Open Offer Outstanding Data Type Code Type hal a And RegRecruiter Knox Katherine Search Parameters Code Type sysCdeFldRecruiters 20 P Select Recruiter Code Type To use the parameter click on the ReqRecruiter criteria and then click on the radio button to Use Parameter Advanced Search Settings And Or And M 223 Search Criteria i af RegStatus In List Open Offer Outstanding Field RegRectuiter E af And RegRectuiter Select Recruiter 7 Condition Search Parameters A Select Recruiter Code Type C Use Value Use Parameter Parameter Select Recruiter a Click 2 run saved search if prompted that And Or criteria is missing for a specific Search Criteria highlight the appropriate criteria and set the correct value
99. Applicant Send Letter Applicant Hire Applicant Interview Applicant Make Offer Applicant Reject Applicant Send Letter CSG Added Profile CSS Application Received CSS Application Received but Rejected CSS Email A Friend CSG Job Alert CSS Send Password Expenses Hiring Mgr Notify Recruiter Offer Made Hiring Mgr Search Committee Added to Reg Applicant Send Letter Action Letters will also display as selections for the Mass Mailing Applicant Action NOTE A letter can only be associated with one Action should the same letter need to exist under two or more actions i e Applicant Hire and Requisition Fill you will need to add the letter twice with two different names and assign them to the different Actions You can also use the Copy button for the 2 letter to save time Once added you can edit the name and Action associated with the letter by clicking in the appropriate column The final window is to select whether or not the actual letter contents should be saved as part of the History information by default for the letter Action The user can un select this when sending a letter Select Include Contents False A Once the new Letter has been added to the list select the Save button To add text to the letter highlight the Letter and select the Edit button The easiest way to create a new letter is to copy the text from an existing letter or other application If this is done paste the text othe
100. Ch ameiie eps las eters Gina ene res que Suey ene Js Ramirez Hernando eps To report on the search results select Applicant Reports from the Action menu or by selecting the quick launch button C located on the toolbar A window will display that contains a list of all available search dependent Applicant Reports Select Report Applicant Mailing Labels Applicant Notes Applicant Resumes Applicant Source Summary Crosstab Envelopes Excel Applicant Address List a Output Format Portable Document Format D w If the User is in Summary or Edit View the report will be generated and contain ONLY the information for the Applicant that is being displayed If the Action is selected while in List View the report will be generated with each of the displayed Applicants in the report The User can select a report from the list by clicking the name of the report so that it is highlighted The Output Format defaults to Portable Document Format PDF but it can be changed to another format Choose RUM to generate the report Be patient while the system gathers data If the User needs to stop the process he she can click Cancel Report Letter Request to stop the generation of the report Generating Report Letter Please wait iGreentree v8 3 User Manual Applicant Processing e 182 Once completed a new window will open to display the report in the selected format Although the Applicants included in the
101. Changes be j Click OK to save changes or click Cancel to close without saving oe Ceres The user should always read the message If it is clear what to do click on OK If the message includes the word error or any other cryptic message the user should inform his her Greentree Administrator immediately BEFORE clicking on OK It is usually helpful to know what the user was doing prior to the error message Getting Help Within almost every window the user can click on the Greentree Systems Inc menu near the top right The menu includes a list of choices for help including a link to the Greentree web site and ways to contact Greentree via email Status Bar Help As the user moves the mouse cursor around the screen the tan status bar at the bottom of the screen will change to describe fields or buttons If there is a delay while the system is working on something this Status Bar will give a clue as to what it is doing Tool Tips When the user moves the mouse cursor over a button or a field a yellow Tool Tip displays the name of that button Perform Search Mow Other Help Read Greentree s User Manual Reference internal company documentation of how to use iGreentree Ask the designated iGreentree Administrator and other co workers You or the designated iGreentree Administrator can call the IT department The iGreentree Administrator can call Greentree 408 879 1410 or 866 348 8845 Get extra training from Gree
102. Codes Just type in the value as it should appear in reports or on CSS Job Title Greentree v8 3 User Manual Requisition Management iGreentree e 53 Date Fields Requisitions may contain several fields which are formatted to accept a date To enter the date click on the button The current date will for this field will be highlighted in bold but any date can be selected Select Approved Range e ee Ee ae es Coded Fields Fields that contain a selection list are coded fields These fields are limited to a pre set list of codes and only codes from the selection list can be selected Individuals with iGreentree Administrator access can add and remove codes from selection lists in Codes Maintenance Job Code y Auto Fill Some coded fields may have programming that allows the user to select a code from the select list and have the system automatically populate other fields on the screen For instance if the user selects Job Code typically Job Title Job Group Salary Grade and Exempt NE will populate The user can over ride any field that is populated by the auto fill Multiple Openings per Req If a single request is received that has a large number of identical openings the user may prefer to enter them as a single Requisition with multiple openings Time To Fill reporting will be different but data entry and posting reports will be easier using this method One master requisition with multiple openings translates
103. Criteria 8 Entering CSS Additional Links If using the Candidate Self Service module CSS CSS Additional Links may be entered for each requisition These links are often used to provide the applicant with quick access to information relevant to the requisition they are viewing The User can enter additional links by selecting CSS Additional Links from the Attachments menu Attachments CG Notes Job Description 1 Job Qualifications Search Criteria CSS Additional Links Selecting the aaa button will allow entry The entry into the Link Display Text column determines what the applicant sees The UAL to Link to column should contain the actual URL that the applicant should be directed to if they click the link The URL must contain the complete path including http Additional Links for HR Generalist Waa Deere save cance EEN Link Display Text URL to Link to PHR Information https ue hrci orgfhandbook phrsphrindex html The above example would appear at the bottom of the CSS Job Detail page should an applicant select this particular requisition Additional Links PHR Information Entering CSS Questions CSS Questions provides a simple and powerful way to gather information and prescreen Applicants The CSS Questions designated for a requisition will be asked of every applicant who applies for that requisition using Candidate Self Service CSS The applicant must answer the prescreen questions in order to proceed t
104. Expense Hiring Manager History Send Letter Hiring History of letters sent to each Hiring Manager Mgr Attachments Quick Reference Applicant Attachments Name from Notes Manual data entry or Track misc info Replaces scribbles on the back of Copy and paste from such as discussions resumes and applications and yellow email sticky notes Summary manual data entry qualified Text Search Education CSS load resume or Determine if Can search on Degree from Summary manual data entry qualified Applicant QuickSearch or include degree in Search Criteria Licenses amp Can be used in Search Criteria as Certificates entry qualified Text Search Resume Text Load emailed resume Best version of Good quality if resume came from or scanned and resume to route if email poor quality if scanned and OCR d resume resume came from OCR d but needed to find name email address and codes to populate data screens resume if scanned resume under attachments manual data entry qualified Objectives Objective on resume General category Do not confuse with Log to Reg or manual data entry NOT specific which connects App to job applying opening for Used to track area of interest Greentree v8 3 User Manual Appendix e x Contact Info Manual data entry Track extra phone Beeper pager cell phone fax numbers and email secondary email addresses addresses temporary info when at school etc CSS or Manual data EEOC reporting M
105. Form or Summary View Running the action in List View will perform a mass logging action Select Action Post to Source a o ass action History Attact DNA ASIA PRES source Posted comments MESE II A l Add i Click to enter the new Posting information Post To Source OK Cancel Date Posted 01 10 2006 Source st Paul Star Le Comments File Edit View Insert Format Tools weil advertise for one month initally evaluate and extend if desired Ei Put the details for this posting in the Comments field Postings are recorded in the History of the Requisition as well as the History of the Source Requisition Edit View Source Expense Action History lt Attact P alien Action History Mass Post to Source Ia SCH CR to more than one Requisition the Post to Source action should be run in eee where action results will apply to all of the Requisitions currently displaying in the list Enter a Posting that is for ALL of the Reqs displayed in List View Select to Add when the initial Post to Source window displays Post To Source OK Cancel Date Posted 01 10 2008 Source Career Fair Comments Action History Attach File Edit view Insert Format Tools Post to Source H Wo recruiter s attendance at the San Jose job fair A History is recorded as described above Requisition List Yiew Greentree v8 3 User Manual Sources and Expenses e 97 Entering Expenses iGreentree
106. Greentree Report Librarian Greentree v8 3 User Manual Reporting e 209 Applicant and Other Reports Just as described for Requisitions reports can be run after performing searches on Applicants Source Expenses and Hiring Managers See the Source Expense and Applicant Processing chapters for information about Search Dependent reports for Sources Expenses Applicants and Hiring Managers ReadyReports Although many reports can be run after performing a QuickSearch the reports that are found here have the search criteria built right into the report definition Although these reports are not as flexible as Search Dependent reports they are much easier to run ReadyReports should be used for any report that is run with the same search criteria on a regular basis such as the Posting report or a new hire report that is sent to Payroll Select Report List from the ReadyReports menu ReadyReports List Action ReadyRepor O O QU O DF Allo pen Positions SS Applicant Interview Schedule Dates Recruiter Applicants Missing FEO DatabyReq ege Listing for a Single Code Type E S a J 3 This list is different from the report lists seen earlier since these reports do not require search criteria to be set The records included in the report are those defined by the report Ready Reports Report List Select a report to run for now use New Hires then select View Report from the Action menu Action Some ReadyReports
107. Greentree Systems Inc User Manual Greentree Version 8 3 The material herein is supplied without representation of warranty of any kind is subject to change without notice and does not represent a commitment by Greentree Greentree assumes no responsibilities and shall have no liability of any kind from the supply or use of this manual or the material it contains Microsoft is a registered trademark and Internet Explorer and Windows are trademarks of Microsoft Corporation Copyright 1995 2009 Greentree Systems Inc All rights reserved Greentree believes that learning is most effective when students are entertained as well as informed Therefore it is hoped that light hearted examples jokes and cartoons will be accepted in a spirit of fun Please enjoy learning about and using your iGreentree employment system Greentree Systems Inc 1686 Dell Avenue Campbell CA 95008 800 348 8845 www greentreesystems com Version 8 3 Revised October 2009 iGreentree v8 3 User Manual IGREENTREE QUICK REFERENCE To Enter a New Applicant Use Candidate Self Service to let people enter themselves Set up the system to collect resumes from email Use Automatic Resume Processing process e mailed resumes Use Greentree ScanStation to scan and process hard copy resumes Choose Add Applicants select a Filing System select or create Template if needed enter data then Save To Enter a New Requisition Encourage hirin
108. HE Que Suzy Mew Hire 0123 2006 lag Radish Jennifer a iGreentree v8 3 User Manual Searching e 189 Press the Delete key on the keyboard to remove the highlighted record This will remove the record from the search but not from the database If the wrong record is removed from the search it can be retrieved by running the original search again If there is a need to remove several records from a search result they must be selected and removed one record at a time Repeat for each record that needs to be removed from this search Searching with Dates At the Entered field use the button to select a date or date range The current date is always highlighted in bold Click on the date and it will be entered in the From box if preferred users can also type dates in the From and To boxes on the calendar Select Entered Range eee 01 31 2005 k Month Year 2005 Sunday Monday Tuesday Wednesday Thursday Friday Saturday Yesterday Today Tomorrow al o Pm paa 2 s e 7 e Last Month This Month Next Month 3 10 ii EC Te ET i5 Last Quarter This Quarter Next Quarter 16 17 te 19 20 2 223 Lastvear s gent Nextvear 2 28 25 26 27 28 29 AA AA 30 ices ae Choose pe _and the Entered Date on the QuickSearch screen will populate with the date Entered 1 31 2005
109. Knox 0 2005 018 Accountant Accounting New 15 Adrian Cannova 0 2005 019 Medical Technician Patient Care Unit Replace Tammy Elliott 22 Susan Chamonix 0 2005 020 HR Generalist Human Resources New 24 Adrian Cannova 0 2005 042 Registered Nurse Cath Lab Hospice 15 Adrian Cannova 0 2005 050 Registered Nurse Operating Roorn Critical Care Unit 15 Adrian Cannova 0 2005 051 A future Position Nurse position may Katherine Knox 0 not be currently available 2005 054 General Surgeon Hospice Replace 24 0 ReadyReport All Open Positions printed on 12 21 2005 Page 1 An additional browser window opened to display the report close it when you are finished viewing Exiting the Database To exit the iGreentree Employment System select the Exit button from the Main Menu then choose Exit Application Es iGreentee Hot Items Applicants Requisitons Sources Expenses Hiring Mgrs Advanced Search Ready Reports Maintenance Reg Templates App Templates User Preferences _ Exit Exiting improperly may possibly prevent another user from logging in When a user logs out improperly they are still logged into the server and are holding a user seat When a system reaches the licensed maximum number of concurrent users it will not allow more users to log in The iGreentree Administrator has access to manually log users off the system iGreentree v8 3 User Manual Introduction and Overview e 16 Hiring Manager s View The Hiring Manager module enables
110. LS filename xls etc The iGreentree application will be delivered with all of the standard electronic file types available in the marketplace File Types are maintained similar to Codes Please refer to Codes Maintenance for information regarding the Add Rename Merge and Delete functions for more detailed information NOTE Contact Greentree Systems before deleting any Doc Types or File Types delivered with the iGreentree application c Ego 6 DocType 33 FileType prue Doc GIF HTM IMAGE JPG POF RPT RTF TEXT TIF TXT UNK E way E xls ut iGreentree v8 3 User Manual Administration and Maintenance e 223 After Adding a File Type it needs to be decided if the document should be stored as a TEXT Document If yes be sure to check the box as indicated below Typically RTF TEXT and TXT will be the only File Types that are to be stored as text documents e Alles FileType lingual Codes for TEXT Language Description BMP ES Doc O GIF HT MA IMAGE w Store 4s TEXT Document Po PDF RPT RTF TEXT MH Doc Types are generic names given to uploaded documents to give the user an idea as to the type of information will be viewed when the document is selected Doc Types are maintained similar to Codes Please refer to Codes Maintenance for information regarding the Add Rename Merge and Delete functions for more detailed information emie
111. Login PWD Refers to the email password for the System Email From Address setting notated above System Email POP Port Refers to the port utilized by incoming email messages System Email SMTP Port Refers to the port utilized by outbound email messages iGreentree v8 3 User Manual Administration and Maintenance e 231 System Email SMTP Server Refers to the name of the mail server utilized for outbound email messages Turn On Assessment Vendor Processing Currently not activated for all customers Please contact Greentree Systems Support for more information Turn On Auditing for Add Update Delete Defines whether or not the system should log Add Update and Delete changes by each user Turn On Auditing For Global CSS Questions Defines whether or not the system should log additions deletions and changes made to Global CSS Questions Greentree recommends this set to Yes Turn On Auditing For Req CSS Questions Defines whether or not the system should log additions deletions and changes made to requisition specific CSS Questions Greentree recommends this to be set to Yes Turn On Auditing For Req Template CSS Questions Defines whether or not the system should log additions deletions and changes made to a requisition template in regards to requisition specific CSS Questions Greentree recommends this to be set to Yes Turn on Auditing For Search Tracking Defines whether or
112. New Reg form have been completed and one or more approvers has been specified The Clear option will remove data from all fields that have been populated The Close option will close the Add New Req screen WITHOUT saving the data that may have been entered prior to the Close option being selected The Help option will display tips and suggestions for entering a new reg The Close button in the Help window should be selected to return to the Add New Req form Data Entry on the Add New Req Screen There are many pieces of information that can be collected from the submitting Hiring Managers This information will be entered into one of three types of fields Text Fields These are free text fields Notice there is no select list icon for these fields since it is not limited to a pre set list of code values The red asterisk indicates the field is required Job Title Date Fields These will record the identified date information for the Requisition RD1 o To enter a date click on the l button The current date is highlighted in bold but any date can be SE by navigating rougi the displayed calendar Coded Fields These are fields whose values are limited to a pre defined set of code values Only values displaying when the a button is selected may be used to populate the field The red asterisk indicates the field is required Job Code a Auto Fill fields Some coded fields may be set up to populate related fields autom
113. O Reason Manager on vacation y Hold Date 01 05 2006 Comments File Edit View Insert Format Tools Suzy Que out from 15 131 Re Open Ai W Today s date will automatically fill in on the Hold Date field this date can be changed if necessary by clicking on the date icon Select to run the Action A history of this action is now stored under Holds on the History menu gt You may also run this action by selecting the quick launch button located on the toolbar Take Off Hold The Take Off Hold Action works hand in hand with the Place On Hold Action It will allow for the recording of the Off Hold Date for use in calculating time to fill Select Take Off Hold from the Action menu Greentree v8 3 User Manual Requisition Management iGreentree e 83 Action History Attacl Find Matching Apps Post to Source EI Enter Expense EH Place On Hold MN Take Off Hold The system will default to Open on the Requisition Status line Today s date will also default onto the screen Take Off Hold is not a scheduler If a future date is entered the requisition will still be switched to Open upon completion of the Action Requisiton Status open ha Off Hold Date 01 05 2006 Select to complete the Action You may also run this action by selecting the quick launch button located on the toolbar Mass Hold Place On Hold and Take Off Hold actions can be run from the List View to affect a group of Requisitions al
114. OOOO O GE 1 13 06 06 2006 Cumulative Updates through 6 2 2006 applied 1 18 05 05 2006 Cumulative Updates through 5 5 2006 applied 8 1 13 o5 05 2006 Cumulative Updates through 5 5 2006 applied The Release Notes from the main Maintenance menu allows an organization to view enhancements made to the iGreentree version that is in use There is no maintenance required Module Maintenance Maintenance topics relating to iGreentree Modules can be reviewed in the Module Maintenance chapter The Maintenance menu items found in the chapter include Thesaurus Resume Inboxes HiringMgr Settings and CSS Settings Administrator Mass Actions Apply Template This action is available for both Applicants and Requisitions from the List View It is used to change the same field s for a group of records at one time Only fields populated on the Template will be affected on live records example A new recruiter was just hired who will specialize in recruiting for Programmer positions and needs to have all of these future applicants assigned to them First create the App Template to use Select App Templates Add App Template App Templates Ouick Search Add App Template Enter data in one or more fields as needed and Save the new App Template iGreentree v8 3 User Manual Administration and Maintenance e 240 New Applicant Template Template Recruite Adrian Iw Private Template A sti BI Address Ping System
115. Offer Non Exempt Signer Output Format Include Letter Contents in Letter History Personalize before sending Greentree v8 3 User Manual Applicant Processing e 174 Select from the For Requisition field the requisition for which the offer is being extended Enter the offer dollar amount in a manner consistent with the design of the offer letter being chosen i e annual or hourly Populate any other fields where the information is known Some fields will auto populate Offer Date and Applicant Status for example These fields can be overwritten by the User if necessary Fields in this window may be required before the action will run If so a message will warn if required data is missing If an offer letter is to be generated select a letter and verify that the Output Format is appropriate Choose HE to run the action and generate the letter if selected Depending on if a letter was selected and the output type the User will either be brought to the Applicant main screen Personalize letter screen or e mail letter screen The Letter functionality operates identically throughout the system please refer to Send Letter for more detail You may also run this action by selecting the quick launch button located on the toolbar Offers History Any offer information that is completed in the Offer Action will be added to the Offers History for the Applicant To review the offer information go to Offers under the History
116. Offers Applicants Logoff Once the Submit has taken place multiple emails may be generated depending on Approver and Search Committee information entered The first email is sent to the Initiator Hiring Manager stating the requisition has entered the approval process The next email is sent to the first Approver attached to the Requisition The final email is sent to the Search Committee Members Please refer to the Hiring Manger Module and Letters Maintenance for information regarding the creation and modification of letters used by the approval process and Search Committee features After the requisition has been approved by the first Approver another two emails are generated The first is sent to the Initiator giving them an approval status update The second email is sent to the next Approver This series of emails will continue until the final Approver is sent an email Upon final approval two final emails are generated One is sent to the Initiator stating the approvals have been completed The second is sent to the Recruiter designated on the requisition At this point the Recruiter would typically review the record and make necessary changes including but not limited to changing the Status to an IsOpen value and entering the necessary posting date s and Posting Category information for the candidate site s iGreentree v8 3 User Manual Requisition Management Hiring Manager Module e 39 In the event one Approver decides t
117. Qualifications Requirements BS MS or CS EE degree CSS Job Alert Fields These settings define the data that will be included in the CSSJobAlertSummaryBlock letter insert This letter insert is often used in the Job Alert emails that are generated to inform applicants of newly posted positions CSS Job Alert Fields For CSS External add Delete Save cancel close Field Marne Display Order JobTitle Pasition Title A leegen eegen Elsen et umd e Field Name refers to the field name as defined in the database e Display Name refers to the column title as seen by applicants e Display Order refers to the column order that information will be displayed They will be displayed by numerical order however it is not necessary for the numbers to be consecutive The above settings would translate to the CSSJobAlertSummaryBlock insert which was used in the following Job Alert email The following positions have recently become available Click on a link below to view information and apply for that position Senior Adrmistrative Assistant Cricago 2003 01 1 CSS Global Questions These settings identify prescreen questions that will be asked of every applicant who applies for a job through the selected CSS Web ID The applicants will be required to answer the questions and will not be able to continue on to the application if they choose not to answer them Questions for CSS_External Add Quest Del Quest Save Cancel Clos
118. Question in order to select the text and allow a question to be typed over it Questions for HR Generalist Add Quest Del Quest eddie Dalanaver Save Cancel Se Cuestiant s O vou have a Bachelors Degree MI 03042004 Fowler Stephani p vou have a minimum of 5 years of HR experience 7 03042004 Fowler Stephanie How many years of Recruitment experience do you have 3 Multiple Choice 01042006 Muxlow Kristina g Answers Display Order After the question is entered a weight can be assigned to the Yes and No answers The weights will be used to calculate the applicant s prescreen score discussed later in this Chapter In addition the assigned answer weight can also be used to automatically disqualify the applicant Must NOT Have Ignore will be the default for all answers that are added To select a different weight simply click in the weight column for the weight to be altered and then click the zl button Choose the desired weight and click LCE Select Answer Weight Must NOT Have Mice To Have An example of a Yes No question s answer setup would be AOS Werks answer 030 eight sd Display Order Che ere IESELEN Spell Check When finished entering questions and or answers the user can click in the SP column to spell check the question or answer iGreentree v8 3 User Manual Requisition Management iGreentree e 64 Question Presentation Order If needed the User can reorder the entered questions by c
119. R Representative za Project Manager Click _ Save when finished entering updating Objectives An Objective that has been determined to be inaccurate can be removed by highlighting the appropriate line and clicking Delete Warning 1 Objective codes should be very general such as Accountant rather then the specific like Accountant II Sr Cost Accountant etc Objective data comes from the Objective or Career Goal section of an applicant s resume which usually does not indicate a specific level of position 2 Do not forget to also log the applicant to the Req if the individual is actually a candidate See the Applicant Processing chapter Contact Info Additional phone numbers pager numbers email addresses and temporary addresses can be recorded for Applicants Although contact information will often come directly from a resume or thru CSS it can be viewed edited and added to in Greentree Choose Contact Info from the Attachments menu Add using the vertical scroll bar or starting to type Choose to enter additional contact information Choose a Contact Type by scrolling down iGreentree v8 3 User Manual Applicant Processing e 152 Select Contact Type Pager Business Email Cell CellPhone Email Email Fax FA Home Email HomePhone HPhone OtherPhone gt Phone WorkPhone KL er Ok e l Highlight the appropriate Contact Type and then click to add the additional contact information
120. Se Positions 3 Opportunities AN VU DPBPOFLUNIIES i J all opportu Se EEN e P in Charlotte WE Positions ig GE 4 Service Support 0 Nursing Opportunities z Mo Opportunities Positions 0 Positions 2 Physicians S 4 Technical e Opportunities Opportunities Positions 2 Positions 2 Position information that is shared with the applicant is pulled from the requisition record in iGreentree However these positions will only display if they meet all of the criteria specified for the selected category f multiple CSS sites are being used each site may be set up to use different categories and different criteria for determining which requisitions display Which fields of data are to be displayed is maintained in CSS Settings Maintenance All Opportunities by Job Title Results E Please click on a job link to view the Job Detail 1 Accountant Dallas Accounting 2005 035 2 Accounting Assistant Suburban Tower Accounting 005 027 3 Administrative Assistant Atlanta 005 023 d Administrative Assistant Atlanta 2005 024 5 Design Engineer Metroplex Center Engineering 005 002 6 General Surgeon Atlanta Hospice 005 034 7 HR Generalist Atlanta Human Resources 2005 037 8 Medical Technician Suburban Tower Patient Care Unit 2005 036 9 Program Manager Field Engineering Dallas Engineering 2005 012 10 PrograramerAnalyst Atlanta MIS 004 003 The applicant can click on a specific Job Title to be directed to an even more deta
121. Search Applicants Find B y TD Find By Name Quick Search Enter criteria in any of the fields on this window and choose 4FEM to find Applicants with matching information in their records Applicant QuickSearch Eset SEE Wie n TI Namett na SSN Address Wf Find Any Filing System sd PE status A location Tel stater 7 ai Recruiter Isi Home Phone Follow Up Tei Work Phone Awailable pom Ea Req y ReferralName Objectiwe Is Degree DIG Status 7 DIG Last Status Date Special Note Contains Greentree v8 3 User Manual Searching e 186 Entering data in multiple fields will be treated as AND search criteria For example if a Skill and a Degree are entered only those Applicants who have both that Skill and that Degree will be found General Searching and Results To find someone who lives in California choose CA from the select list in the State field os E NM then choose the SB4aFEh button Or press the Enter key since the Search button is the default button that is highlighted Data Display Views When the search finds more than one record a list of the matching records appears in what is called the List View Applicant List View CIE 1 of 49 ao Edit View Summary New Search Close el ENS Tip mame pioz Adams melissa Pati kno Katherine 10 08 2004 ist brewer Roger Wew Resume Russey Tery 112572005 Ch feson Mark
122. Skills Molecular Biophysics Customer Service Molecular Genetics Employee Relations Monoclonal Antibodies HR Generalist MRI MS Excel MS Access B IMS Outlook MS DOS MS PowerPoint MS Exchange MS Word MS Software MS Internet Informaton Server Neonatology Nephrology Greentree recommends adding not only skills that are required for the position but also skills that would be relevant to similar positions For instance if the requisition is for an Administrative Assistant and requires Word and Excel it may be useful to also enter Reception Dictation PowerPoint Access and Visio The title Administrative Assistant does not mean the same thing in every company These additional skills may help recruiters determine if the applicant is under or over qualified and more suited to another opportunity Here is an example of how the above selected skills will appear in CSS for an applicant who applies for this position Skills dei Ge following list please check those skills for which you consider yourself to be proficient and which you will be willing to use on e job O Applicant Tracking L Benefits C Bilingual C Computer Skills O Customer Service Ll Employee Relations C HR Generalist CT MS Excel O MS Outlook CO MS PowerPoint O MS Word Entering CSS Uploadable Documents If using iGreentree s Candidate Self Service module CSS CSS Uploadable Documents may be entered for each requisition Uploadable Documents are additiona
123. TE This will only find Applicants who were first entered by CSS If an Applicant first came into the system by the Automated Resume Processor they would have ARP on the By field even if an Application has since been added For more on CSS see the Candidate Self Service Chapter Requisition Searches Select QuickSearch from the Requisition menu Simply entering criteria into this screen can perform the majority of Requisition searching Requisitons Find By Reg Requisition QuickSearch Entered By Updated By Re ts A pioggwetems Is Job Code F Position ct TotalOpenings Total Filled MA E EI weieen sl O Division el Exempt NE 0 g Deadline m gen F Full Part F Posted Interna Tel Sal Grade New Repl Posted Externa m Fre Replacing site codes co JobGroup Is HiringManager rr Note to Hiring gr Filed By How Fiteds jaon ajo E Contains 1 To find requisitions that are currently Open select Open from the list of status codes Select Search to run the search and be presented with Requisitions which have an Open status ER bile dd Status Emtered Ham ProgrammenfAnalyst Open 2037 Jnenng reject engineer en m MER 00i Software Development Manager open ss dA 22005 2005 002 Design Engineer Open sd 16 2005 iGreentree v8 3 User Manual Searching e 196 Req Number Search First choose Find By Reg from the Requisit
124. Te II Status e Te ops Location Te states 7 zip Recruiter JC anners Adrian Referral Name sis Follow up m Perform a QuickSearch for all applicants with a status of Future and an Objective of Programmer Applicant List view 4 ozs Tp pl Edit View EES ammeman Jon future Knox Katherine 06 20 2004 hr arter James future Knox Katherine 07 03 2004 ha earson Helen future knox Katherine os so 2004 E Dooley Thomas future knox Katherine 06 07 2004 C pe dmondson George Future rer Katherine 07 28 2004 o sessinger Harvey Future knox Katherine 06 07 2004 Once the applicant list is returned select Action Apply Template and click on the name of the App Template previously created Before selecting OK verify that all records displaying on the list need to be changed select OK to run the Action Apply Template 16 Applicants Selected Select a Template Add Project Mgmt Skill ARP resumes assign to TR From ARP with Source KE s programmers from Career Fair Location is H Tech Support answered Ad in Merc The system will prompt for confirmation before the Template is applied as this is not easily reversed in most instances To proceed select OK P The Apply Template process may result in data changes that ss cannot be easily reversed For the 16 selected applicants Are vou sure vou want bo proceed Click OK Eo proceed or Cancel to cancel iGreentree v
125. To connect an Applicant to a Requisition now considered a candidate for that position Creates a record in the both Applicant History of Reqs and Reqs Applied For History of Applicants May occur from almost any Applicant action Lookup Table Some coded fields may have Lookup Tables behind them allowing the user to enter information that relates to the code only once instead of entering it again on every Applicant or Requisition record An example is Department where the user selects a short code or name on the Applicant or Requisition screen yet additional information about the department such as the full name and department head is stored in a Lookup Table available for use in letters and report Main Menu The menu located on the left side of the iGreentree window This menu is always visible to the users who can make selections from it at any time MOPR Multiple Openings per Requisition option Used by organizations who frequently get one Req form for a large number of identical openings 20 Total Openings and Total Filled fields are used on master Reg and a subreq is automatically created when each opening is filled The system updates Total Filled automatically Notes A free text document within the iGreentree system that allows users to keep additional information that does nat fit into pre defined data fields Typically replaces writing on the back of a resume or requisition or using yellow sticky notes Optical Character R
126. Userld and Password can be changed by the applicant at any time when they visit your CSS Site Scanning Hardcopy Resumes Resumes that are received in the mail or via fax will need to be scanned to get them into iGreentree This process is done in a module called iGreentree ScanStation which must be installed directly on the computer that the scanner is attached to Scanning Process There are two major steps to processing hardcopy resumes 1 Scan the physical resume using the ScanStation program 2 Load the scanned resume into the iGreentree database via email There are some smaller steps within each of the above For each of the steps decide whom when and how Although some decisions must be made before beginning to scan live resumes the process can be changed later as needed The Time Factor On average the start to finish process of getting resumes into the Greentree database by a single person should produce at least 20 to 30 finished records per hour This process includes opening Greentree v8 3 User Manual Resume Processor amp ScanStation e 127 envelopes removing staples and collating pages in the document feeder scanning verifying loading the record to iGreentree adding basic recording data Such as source recruiter and status and saving the record This estimate also assumes recommended minimums for the scanning workstation a well maintained quality scanner a responsive network an average of 11 2 pages pe
127. Work Status Salary Requirements and or conviction information Some of the data may populate information in the iGreentree Applicant Form depending on amount of customization however much of the data is stored in the CSSForm Related Questions m yop woy Please answer the following questions Remember to click Save Changes when you are finished On what date are you available to start work MM DD ST 3 ASAP Minimum Salary Required enter number only Have you previously been employed at this company Ces No List all other names used for employment Po If you heard about us from a current employee Po please provide the employee s name Are you under 18 years of age Ces No If Yes what is your date of birth MM DD YY Are you a U S citizen ves No or can you provide evidence of your legal right to work in the U S Have you ever been convicted of a felony O yes No If yes enter dates and names of convictions Po Applicants are not obligated to disclose sealed or expunged records of conviction or arrest iGreentree v8 3 User Manual Candidate Self Service e 117 Resume The Resume section allows the applicant an opportunity to paste a text version of his her resume to be submitted along with his her application It can be viewed from the Resume Text Attachment and from the Document List Attachment in iGreentree Resume Please paste a text version of your resume in the box below R
128. Zip i Recruiter Doo ba User Name IEN Password E Hiring Mgrs QuickSearch Add Hiring Mar Comments A y y l iGreentree v8 3 User Manual Requisition Management Hiring Manager Module e 26 The New Hiring Manager screen will display Enter the Hiring Manager s Name and Title and then choose The system will perform a duplicate check to make sure this Hiring Manager does not already exist A record will be flagged as a duplicate if the Name AND Title match an existing record If a duplicate is found the following message will display Microsoft Internet Explorer Sorry Cannot add Duplicate Entry For Mame Terry Griffin Title Vice President Operations Please change Mame and or Title then try again Select OK on the message window and go to Hiring Mgrs QuickSearch on the main menu to find the original record and update as appropriate Hiring Mgrs QuickSearch Add Hiring Mgr If the Hiring Manager is a new person the system will save and create a record Once the Hiring Manager is initially saved the Entered and Entered By fields are populated automatically Entered 12 21 2005 By Muxlow Kristina In addition the Contact Information fields are now displaying Home Phone Work Phone and Email Hiring Manager Data The remainder of the fields on the Hiring Manager s record should be completed as needed Ata minimum Hiring Manager records in iGreentree need to have the following fields populate
129. a search Allows the user to choose which records to include in the report These reports may be more difficult to find and run than ReadyReports but they allow greater flexibility to the user in deciding which data to include Search dependent reports can be run from List View or Form View iGreentree v8 3 User Manual Appendix e iv Synonym Another word for the same thing Items in iGreentree that may need Synonyms include Codes for Resume Processing and Sections of a resume Synonyms are important because not all applicants will use the same wording on their resumes yet searching is easier if a common Code is used Tailoring Changes to standard database to make it meet your organizational needs Includes adding deleting re labeling fields from the Applicant and Requisition screens with some limitations Tailoring can be bought along with the initial purchase of your system Some organizations choose to have tailoring done later which is completed per a Greentree Systems proposed and customer approved bid Changes beyond normal Tailoring are called Customization and require a bid Contact Greentree Technical Support for additional information about Tailoring Template Applicant or Requisition data used to create records with one or more fields in common Used in initial data entry to copy records or enter records with common fields Also used for Apply Template action to change data in one or more fields on multiple records For the Hirin
130. achment Resume Text Notes and Resume Text may be long so this type of search may take longer Also Scanned resumes may have OCR errors so exact matches may not be found It is usually better to use additional non text search criteria with a text search Applicant History Viewing the applicants that have applied for a requisition is as easy as going to Applicant History The Applicant History contains information about the applicant s application and their status in the process Applicants for 2005 025 applicant UD Pre Sceen Reg Date TP Score TP Lotus actal Ricardo L sso M azo Me Applicant eck Alber 184 WA jarras A S Applicant Name of the Applicant who is logged to the requisition ID The Applicant s ID number Pre Screen The Applicant s prescreen score which is determined by the answers they gave to the CSS Questions and the answer weight for those questions An Applicant with a greater number of hash marks has answered more CSS Questions with an answer that was weighted with Desired and or Nice to Have Applicants who are tied to a requisition by an iGreentree User i e NOT through CSS will have N A in the Pre Screen column as no prescreen questions would have been completed Req Date The date the Applicant was logged to the requisition If the applicant applied through CSS he she will also have a CSSForm with the same date TP Score For use with Greentree s Assessment Vendor interface ple
131. acy purposes Should a User need to manually change a password for an applicant they can select Change Password from the Action main menu ef E L Gei iB e DS A Change Password window will display allowing the User to override the existing password with a new one The User must type the new password twice to verify as the entry is masked for security purposes Change Password IK Cancel Confirm Password You may also run this action by selecting the quick launch button located on the toolbar iGreentree v8 3 User Manual Applicant Processing e 184 Create CSS UserlD and PWD This action will allow the user to assign system generated CSS UserlD and Passwords to individuals Once the action has been completed you can use a mass mailing to send an email notification to the applicant s If a UserID and Password already exist the system WILL NOT create or override their current information To begin select Create CSS UserlD and PWD from the Action main menu Create CSS UserID and PWD 11 Applicants Selected This action will create a C55 UserID and Password if blank Existing UserID and Password entries will not be overumtten Please select a C55 Web ID CSS Web ID The User will now need to identify the CSS Web ID for these applicants usually Internal or External although other options may be available Once the Web ID has been selected click OK to continue the user will be notified when the action is
132. ager Module e 32 Yes No Question Type This question type allows a question to be asked of the Applicant that would require a response of Yes or No After entering the question of interest in the box provided the Hiring Manager needs to assign a weight to each response that would indicate a preference in how an applicant responds to the question 3 iGreentree Hiring Manager Microsoft Internet Explorer Ml El Enter Yes No Question sume Comcel D Help E Enter Yes No Question Answer Choices Weight Relative Select Select 4 The weight can be translated to the following point values set as defaults Highly Desired 6 Desired 4 Nice To Have 1 Ignore 0 and Must NOT Have 1 Applicant does not pass the pre screen does not meet all minimum qualifications Enter Yes No Question Answer Choices Weight Relative Select Select Desired Highly Desired Ignore Must NOT Hawe Nice To Have _ When finished select the Submit button iGreentree v8 3 User Manual Requisition Management Hiring Manager Module e 33 Multiple Choice Question Type This question type allows a question to be asked of the Applicant that would have a list of possible answers After entering the question of interest in the box provided the Hiring Manager needs to define the possible answers and assign a weight to each answer that would indicate a preference in how an applicant responds t
133. ains the above Synonym Synonyms can also be set up to utilize within statements A within statement tells the system to find a synonym that is within so many words of another word The within statement can search up to 9 words before or after the word to be found The format must be as follows word w 5 word A synonym can use the wildcard function or the w function but not both within the same synonym example The synonym is Access w 3 Excel This Synonym will find any of the following e Computer Skills Access Excel Word PowerPoint e Computer Skills Excel Word PowerPoint Access iGreentree v8 3 User Manual Module Maintenance e 262 However they system would not find the following e Computer Skills Access Dbase PowerPoint Word Excel e Responsible for providing and monitoring customer access to the vault Resume Analyzer uses FuzzySearch Technology iGreentree uses FuzzySearch technology when searching for data in resumes FuzzySearch looks for both the exact phrases listed as a synonym and also phrases that are very close only a letter or two different This technology is useful when there are OCR errors because a code that might not have been found when looking for an exact phrase is still found using FuzzySearch despite OCR errors The FuzzySearch level in Resume Analyzer can be set by adjusting the Resume Inbox Properties example The synonym is recruiter but the code is still found on a resume that mentions recruited
134. aintenance Letters Source Expense Reports Although some Source Expense reports can be found in ReadyReports standard reports that are used in the Sources Expense part of iGreentree are Search Dependant and require a search be performed to identify the data set from which the report should represent Select Source Reports from the Action menu or you may run this action by selecting located on the quick launch toolbar Action History Ai Send Letter Enter Expense Log Applicant BI Source Reports NOTE Typically this action is run in the List View it can however be run as an action for a single source in Form View QuickSearch Reports Run Onse Select Report aged to Source penses bu Month Source Listing Output Format Portable Document Format D w Other Actions for Sources Expenses Purge is normally used by the iGreentree Administrator to permanently remove inactive records that are no longer needed This can be done by selecting Purge under the Actions menu located only in List K View or the user may select located on the quick launch toolbar Enter Expense Distribute Expenses and Log Applicant will be discussed later in this Chapter iGreentree v8 3 User Manual Sources and Expenses e 96 Requisition Actions for Sources Expenses Post to Source To record where a Requisition has been posted use the Post to Source Action Before running this action be sure the Requisition is in
135. amples Design Eng or for all values Return to Previous Page Help The applicant will have the option to further refine their search if the results are too many For instance he she can further define the location to be just Atlanta by entering Atlanta on the Location field and Refine Search Results selecting the button Refine your Search Here SH Atlanta Any Department Fs Any Hiring Manager EN Any Recruiter EI Refine Search Results Clear Values The refined results will then be displayed 1 2005 023 Administrative Assistant Atlanta Days Bergman Pam Mercer Michael M 2 2005 024 Administrative Assistant Atlanta Days Greenberg Carol Mercer Michael M iGreentree v8 3 User Manual Candidate Self Service e 110 Browse Jobs Browse Jobs is located on the right side of the Find Jobs screen all available opportunities will be grouped together into categories that are often sorted by functionality or location These categories will allow the applicant to quickly see what types of positions are available Each of the categories displays a count of the number of available positions within that category The counts are updated periodically typically every 15 minutes The applicant can then click on a particular job category and be taken to a current listing of the available positions for that category Browse for Jobs 4 Opportunities o Professional New This Week k a A Goportunitie Opportunities Positions 3
136. an 3 in which case the Display Rows value will be used The above settings would translate to the following display in CSS Search Jobs Search Jobs Position Type Any Position Type Location Any Location Select no more than 3 Atlanta Dallas Department Any Department 4 Select no more than 3 Accounting Critical Care Unit e NOTE It is also important to complete the Additional Information window for all RegStatus codes If this information is not completed the module will not work correctly The three Additional Information pieces under each ReqStatus code include IsClosed IsOpen and IsPendingApproval By design only requisitions with a ReqStatus that has sOpen set to Yes are available for posting to CSS iGreentree v8 3 User Manual Module Maintenance e 253 CSS Search Result Columns These settings identify the column information that will be displayed when a list of available requisitions is returned C55 Search Result Columns For CSS External add Delete save Cancel Close PE Field Mame Display Order Allow Refine Search JobTitle Job Title Aes Jeepen Jagen i SC Pepariment Department 1 re O mn ae Juea Manager Hiring Manager e A A E e Field Name refers to the field name as defined in the database e Display Name refers to the column title as seen by applicants e Display Order refers to the column order that information will be displaye
137. anager Hiring Manager Reports ooocccccccncoccon o 210 Requisition Add AD DIOVENS sida ia 88 Copy to Template 87 EU ge 86 POS 10 SOU aid 99 Requisition Heporte 209 Take Ot Ose crs tiie ee 83 Source Expense Send clara wie meee 95 Source Hepnorte anaia 96 210 Add Leet 126 APPO ivi 36 40 Sale A 215 Aming Mana de Suns aia 26 GourCes Evpenses 91 Advanced Searching neneannneooennnennennenenne 199 AG Crile EE 202 BUGS CAN CM EEN 200 GIO OS asa Bcc calle io 207 ICON TIOS io 207 Parameter Sisi 205 Analyzing RESUMES ccoocccconocconccnnconcnnnncnnononoos 132 A O zen 219 APPlICA eege tee ebe 2 Applicant Heports 210 Applicant Self Entry cccccccccecsssseeeeeeeaeeeeeees 2 Apply Template n naannnnennnneennnnennnnnennennnnnene 240 AppReq Hesult 2 APDPIOVONS coccoooccnccnoccccononcnnnnnnnoncnnnnnnnononnnnnnnaneness 72 Adel EE See Purge E E UE ER Auen RE 13 193 EENEG ee 136 GCOMACT INC tarada dela 152 CSS Properties ciiin 156 Be 0 EE 24 150 Document iaa din 154 Education Summary coocccccccnnnccnnncnnnnnnnnnnos 149 EEQ cea set a acto seed Secale cad Sad ieee 153 Experience Summary cccccccccnnccnnncnnnnnnnnnnos 148 Licenses amp Certificates ooocccccononnco 149 NOTES ita ita 147 KEE dee ico 151 RESUME Image cccooocncconcccncccncnoncconcnnnnnas 150 RESUME Text 150 A eae ee 150 Requisition APPrOVE Scudo 40 72 ASE SMS Dee ee 32 Job Qualifications oooeannnnnnenoeennenneene
138. and budget maintains training records develops and delivers training programs Develops and maintains afirmative action program files EEO 1 report annually maintains records reports andlogs y iGreentree v8 3 User Manual Requisition Management iGreentree e 57 NOTE The a button is a tool for Search Criteria functionality and will be discussed within the Find Matching Apps Search Criteria section of this chapter Text Editor Capability The following menu choices are available from this window Menu Option What Used For To print the current window without going to Reports File Page Setup To change the margins or other formatting before printing this window Adjustments to left and right margins may affect text wrapping on screen All margin values must be non zero if any values are changed To undo the last change Only the most recent change may be undone To cut out highlighted text either to delete it or to hold it in the Clipboard to be pasted elsewhere To copy a string of highlighted text for pasting elsewhere Edit Paste To insert text that was copied or cut earlier The text goes in wherever the cursor is when the option is selected To cut out highlighted text without putting it in the Clipboard for later pasting Select All To highlight all of the text in the current window at once Edit Find To find a particular word or phrase within the text Can search up or down can turn the Match case option on or off
139. ant Source etc the results will be displayed in a list form To switch from List View and view a single entry you may use the summary or Edit View buttons Requisition List View MH 4 1 of 39 DD Edit View Action History Attachments Greentree Systems Inc lal Ol OA SO 2 Bie JobTitle 2004 001 Regional Sales Representative Filled Ff2f 2004 2004 003 PrograrmmerfAnalyst 11 11 2004 2004 004 Project Engineer Open dd 112004 2005 001 Software Development Manager Open 11122005 2004 0002 Regional Sales Representative Filled 10 30 2004 Summary View lf a search is preformed that returns a result of only one item you will be brought directly to the Summary View screen for that item The Summary View allows the user to see the main information as well as some History and Attachment Information directly on the main screen iGreentree v8 3 User Manual Requisition Management iGreentree e 73 New Search List View Co Edit VIEW CIEI 37 of 39 Action History Attachments Reg summary Greentree Systems Inc HR Generalist Recruiter Cannova Adrian Location Atlanta Status Open Req Number 2005 037 T etre Requisitions NAAA SSS HR Generalist Position CHi 145592 Total Openings El Total Filled 174488 Human Resources TETE OEE Operations Sal Grade KE FTE OS Shift Code A F 1zpm 4 30pm Job Group 2 ta ee Reqular EU Exempt Full Part F art Mew Repl ett Rep
140. any applicant that is tied to this requisition who does not already have a final result It will overwrite transient result codes such as New Applicant or Routed Set Requisition Status To withdrawn Set App Reg Result To Withdrawn Reg Select to run the action E You may also run this action by selecting the quick launch button located on the toolbar In addition to changing the Status of the Req the Result of Withdrawn Req is added to the History for any candidate who did not already have a final result Choose Applicants from the History menu History Att Applicants Applicant TID Pre Screen Reg Date Result L esubt Date Barth Sharon A3 MA AA O0R 200 Reject Skill 11 30 2005 Brewer Roger 251 WA 1 29 20 Declined Offer 11 23 2005 Dunaway Kathy E PILI ll 12 09 200 Withdrawn Reg 12 09 2005 Mass Withdraw The Withdraw Action can be run from the List View to affect a group of Requisitions all at once The mass Action will behave the same as the single action described above but it will withdraw every requisition listed REGARDLESS if only one is selected in the list Often this Action can only be run by the iGreentree Administrator iGreentree v8 3 User Manual Requisition Management iGreentree e 85 Fill In iGreentree when an Applicant is hired the requisition can be closed out using the Fill Action from the Requisition Actions or the Hire Action from the Applicant Actions to ac
141. ar from the Folder because they have been sent into iGreentree for processing into Applicant records ES Greentree Remote ScanStation Oy ES File Options Help e aemote Scanstation gt EES Resume Folders Contents of Test 1 E lest 0 GS InBoxes Ay FTP Sites Checking the Data in iGreentree Exit ScanStation and open the iGreentree database Perform an Applicant QuickSearch to find the applicants entered today Select Entered Range Gs iGreentree Find By ID Find By N ms Entered vesterday EE Tomorrow Applicant List View Action History Attachments Ip name Jimtered L tapus Recruiter Name p 25s Kent Clark EEN IS EEN lees Krueger Freddy 08 22 2080 Ces tee Amma erat a eooso1 Rumpole Basil EE An Applicant record has now been created from each Resume Some of the information found is on the base record other parts of the information are in Attachments If the user did not verify the Name Address Phone and Email NAPE information earlier the name and address should now be verified for accuracy from the Edit View correcting as necessary Other information may also be checked and or corrected if it will be searched on frequently within iGreentree such as the Education Summary in Attachments The Attachments that may have gotten information from the Resume include Experience Summary Education Summary Resume Text Resume Image Skills Objective At this point
142. are Development Ma 2005 002 Design Engineer iGreentree v8 3 User Manual Applicant Processing e 162 Applicants who apply via CSS will automatically be logged to the Req s they select Any Regs this Applicant had previously been logged to would already have a date in the Req Date column If a requisition is needed that is not on the list or if the user knows the Req Number they can select the Manual tab at the top and type in a Req number Select Requisition List Manual Reg 2005 001 There is also an option to use the button BE CAREFUL This option will pull up every requisition in the database and depending on how many may take a long time to generate Select a Requisition by clicking the box in the far left hand column or by manually typing in the Manual tab Click OK to return to the Action dialog box Log To Req OK Close Set Applicant Status To ed Log to Requisition 2005 037 P App Reg Result Routed Comments File Edit View Insert Format Tools test comments A You can also set the Applicants App Reg Result from this Action screen Select the ba button to view a list of available App Reg Results select the appropriate value and click OK to return to the Action screen Comments may be entered in this screen and are stored in Requisition History Described later in this Chapter To run the Action click OK ch Applicant s successfully logged to Reg ig WW Would vou like to log ap
143. ase contact Greentree for more information TP Intvw For use with iGreentree s Assessment Vendor interface please contact Greentree for more information Result The Applicant s result for this requisition The result may be an interim result such as New Applicant or it may be a final result such as New Hire or Reject Minimum Qualifications Not Met Result Date The date the result was last updated Result Updated By The name of the person who last updated the Applicant s result If the result was assigned by the CSS it will remain blank App Status The Applicant s overall status in the system CSS Required Docs Indicates whether or not the applicant has uploaded all the required documentation via CSS If no documentation is required for this requisition than n a will be displayed Comments An area where comments about the Applicant s result can be recorded Some organizations use this Comments field to track justification for the final result assigned iGreentree v8 3 User Manual Requisition Management iGreentree e 81 The View App button can be used to open a new window and display the selected applicant s main record page You can also use the View All Applicants button to open a new window and display all the applicants in a List View The Delete button is used to remove an applicant from the requisition iGreentree v8 3 User Manual Requisition Management iGreentree e 82 Post to Source Action Postings History Whe
144. at come from CSS the same Filing System can be used for the ARP duplicates e Resume Min Flds Identifies the minimum field information the processor must be able to identify from a submitted resume in order to create a valid applicant record iGreentree v8 3 User Manual Module Maintenance e 265 e Thesaurus Identifies the Thesaurus to be used by the resume analyzer for all resumes submitted to this inbox This property may need to be taken into consideration when deciding if multiple inboxes are necessary e App Template An Applicant Template can be created and set as an inbox property to automatically enter applicant data that will be the same for all applicants submitting a resume to this inbox For example a template that has a particular Source identified and a particular Recruiter assigned This option can be turned on or off as needed Also this property may need to be taken into consideration when deciding if multiple inboxes are necessary e Auto Response Letter Identifies the letter to be sent automatically via email to an applicant once a resume has been processed by Greentree This letter can be inbox specific and is defined by the letter selection under Letters in Maintenance e Send Via Identifies how the Auto Response Letter will be sent back to the Applicant after they submit a resume Currently the only option is Email If Email is not selected no response letter will be sent e Default Req Result This will be the
145. at is accepted by iGreentree The file formats that are accepted include doc txt and rtf HTML is also accepted but not consistently as the HTML coding picked up by the processor can cause a resume to error out Resolution Highlight all of the text within the resume and copy it Next create a new email message and paste the resume text into the body of the email message Verify that the applicant s name and address format is okay and send the new email to the original inbox address for processing Is there more than one attachment e cover letter and resume Often times a cover letter will not have an applicant s contact information in an acceptable format or it will have the hiring company s contact information at the top rather than the applicant s Resolution Cover letters references etc should be appended after the resume To correct these copy all of the resume text into the body of a new email message Next copy the cover letter or any other attachment and paste the information to the email message after the resume Once all information has been copied into the new email message verify that the applicant s name and address format is okay and send the email to the original inbox address for processing Greentree v8 3 User Manual Resume Processor amp ScanStation e 141 Some tips for handling erred resumes that are being forwarded directly back to the inbox address are 1 Remove any all of the forwarding information tha
146. ate The Applicant who was selected from the Possible Duplicate list is displayed on the left and the record that was started with is displayed on the right If the User began with the newer record which is to be merged then the arrows should be merging the data from the newer record into the older record Select the arrows to move the information from one field on the newer Applicant to the same field on the existing applicant Address 9876 White Picket Fence Or KI Address 1234 Some Street The above would update the older record with the new address If merging one field at a time it is important to be sure to merge the Contact Information Skills and History Attachments Contact Information Skills History Attachments The User can also select the large arrow to move ALL of the information from the newer applicant record to the older applicant record This is the easiest choice in most cases but Users must be careful to not merge data and overwrite specific exclusive information such as Referral Name Recruiter etc When finished merging the data click SNE so that the two records are combined into one A message will display confirming a successful merge and asking if the duplicate record can be deleted ch Selected data has been successfully merged n WW Delete duplicate applicant OK lt is not necessary to keep both records any more since all the data is stored in one Choose ols J to proceed with the deletio
147. atically The Hiring Manager may have the option to override any items that are auto filled iGreentree Maintenance Codes is where auto fill information is identified For example JobCode is a coded field that has the auto fill feature by default JobCode will auto fill the below identified fields on the Add New Req form with the information displaying in the Value column when the Job Code value 11112 is selected by the Hiring Manager Any field name with an A after it indicates an auto fill field if the information is provided iGreentree v8 3 User Manual Requisition Management Hiring Manager Module e 31 JobCode 00000 11100 jExemptNE A Exe 11111 Grade 4 16 O 11112 E HiringMgrReqTemplate A Administrative Secretary 11115 Phleb JobGroup A 1 11115 TSR Title A Senior Administrative Assistant Entering data on this field will populate other fields such as Job Title Job Group Exempt NE and Grade HiringMgrReqTemplate A identifies an existing requisition template in Greentree that can help populate all other requisition fields and Attachments including Job Description Job Qualifications Skills and CSS Questions This feature will save time and increase data accuracy and consistency Adding Skills to a Requisition The Hiring Manager can select desired Skills for Applicants applying to their requisition These identified Skills are the skills that will be presented t
148. ay wish to block this info from entr some users email scanning etc routing advertisements etc Form necessary Requisition Attachments Attachment Where data comes Why you need it Comments Name from Manual data entry or Track misc info Replaces scribbles on the back of Copy and paste from such as Reg forms and yellow sticky notes email discussions with Hiring Mgr budget info etc Job Description Req Template Generate Usually outlines the job s Copy and Paste from Postings and Responsibilities Word or Manually enter Search Criteria Job Qualifications Req Template Copy Generate Usually specifies the job s and Paste from Word Postings and Requirements or Manually typed Search Criteria Search Criteria Analyze Job Find Matching Can come from Analyzing Job Desc Description Apps qualified but may also set criteria however add change criteria as candidates needed needed Links CSS Site more information on job benefits etc manual data entry applicants or obtain a ranking if desired CSS Skills Manual data entry or Display E g Want certain skills to show in Req Template appropriate skills CSS for clerical applicants different in CSS screen skills for MIS Documents via CSS can provide docs documents scanning etc routing advertisements etc Approvers Hiring Manager or Add Keeps track of Allows the recruiter to review the Approver Req ie EES approval status of each approver It will also allow ap
149. can help record expenses related to monies being spent to fill Requisitions Select Enter A h 4 Expense from the Action Menu or select from the quick launch toolbar Action History 4 Y Find Matching Dial Add Dele OK Close E Io Expense S Enter Expense _ TT fF Add to enter an Expense for this Requisition Click Date L zepense __ Description L mgunt MM 1 10 2006 Travel for Interview Air hotel and food for Suzy Que 675 32 The Date field will default to the current date however a user may click into the Date field and select a different date if needed e Date The date the cost was incurred e Expense The name of expense Record any type of expense such as advertisements job fairs travel expenses agencies etc Description A detailed description of the particular expense Amount The dollar amount of the expense Expense Distribution If an Expense applies to more than one Requisition enter the Expense from _ List View where the expense will be equally divided among ALL of the Requisitions in the displayed list Choose Distribute Expense from the Action Menu or select S from the quick launch toolbar Action History lt Attacl Post to Source y Distribute Expense Enter the Expense that is for ALL of the Requisitions Enter the data similar to the single action but with the full dollar amount to be equally divided among all of the Requisitions The system will record the
150. cant Applied Pre Screen Result For This Result Date Result Updated By la Gooding Mervin 12 19 2005 MM 12 19 2005 JE Pollock Dave Harboraugh Harold 03 04 2005 Reviewable a Fowler Stephanie d Evans Curtis 157 02 22 2005 j New Applicant C J CJE Russey Terry For each logged and viewable applicant defined by their assigned Result For This Req column value for a requisition the Hiring Manager will be able to review all designated and available documents When viewing a document they will have the option to print if that is preferable to viewing online To viewa document the Hiring Manager will expand the applicant information by clicking on the next to the applicant s name Then they will click on the icon next to the document name The Hiring Manager will also be able to view an Applicant s historical information specifically relating to other requisitions for which they are also logged to 2004 016 General Surgeon Open 03 04 2004 Knox Katherine sere for Req 2004 016 1 Record Found pprcani i c Gerten Haroidl Documents for Harold Harborough CSSForm 03 05 2004 Other Re Appuea re olreeti xe Si te 20 Result ate iist Zeile No Records Found iGreentree v8 3 User Manual Requisition Management Hiring Manager Module e 45 After reviewing an Applicant s information the Hiring Manager should define the Result For This Re
151. cation Experience and Objectives The emails are removed from the original inbox after analysis New Applicant records created by ARP can be found by including ARP in the search criteria in the EnteredBy field Applicant QuickSearch EE KEE move me IES D Entered ss Byar Updated po a By rr name EA BER Resumes that the system suspects may be duplicates may be put into an alternate Filing System for later merging ignored or merged See Handling Possible Duplicates Any emails that the system cannot find Name and Address information on will be forwarded to the email address designated in Resume Inboxes Maintenance The person who receives these emails can then fix the name and or address problem and forward them back to the email inbox for re processing For information regarding the handling of erred resumes please refer to Handling Erred Resumes The system can also automatically email a letter to applicants who were entered via ARP as set in Resume Inboxes Maintenance The automatic response occurs when a resume is accepted into the system The automatic response cannot include any specifics such as job title since there is no data established at this point in the process to pull it from If desired the system can automatically generate a unique CSS Userld and Password and e mail the information to the applicant For this feature to work properly the applicant must have an e mail address on their resume The
152. cation Status Job Alerts Sign Out Add My Profile Contact Licenses Work Military Related Voluntary Information Education Certificates Languages History Unemployment Service Relatives References Questions Resume Survey Contains none of your information This profile will be used to create each application you make for any position with us You may go to any section s Has some or all of your information directly by clicking on the section name above Required items have not been completed Contact Information Enter your contact information Remember to click Save Changes when you are finished First Name Middle Initials sid sete O Home Phone 24 422 Po Work Phone 2 222 Po CellPhone e 48 2 SSSSOS S S S S SSN ee HH HR Save Changes Save amp View Next Required Entry Section ContactInformation ze Previous Next Help The applicant s name and email if provided will populate from the data collected when they created their UserlD and Password The data entered into Contact Information can be found in the Applicant s database record or in the Contact Information Attachment in the iGreentree database Applicants must log in before accessing the My Home Page An ee can either sign in on the Welcome Screen a described aa or ney may use the menu opion Please Sign In To view My Home Page please sign in If you do
153. ce should now be somewhere in the list History Attachr Postings A Applicants 14 source Date Applicant ID L tsapus L eguisftieon webl a 23 2008 1 Hawthorne Michael 170 interview ene added via css r2 o 2005 sen jim fr Geoosoor Added via css J2 22 2008 a cone Bonnie jiss interview meng 1 added Via Ce There is also a History of Applicants from this source that were Hired Hires for Employee Referra view App ee source DatelIp Applicant sds O Pp fi 10 2005 iao Peters Gima New Hire E Jeisizng jai Fepeken James mune Applicants 14 Cazag s Elson wanda new mire bigiznge Ier Abbott Wendy re iGreentree v8 3 User Manual Sources and Expenses e 100 Candidate Self Service Objectives This chapter is for anyone who will be allowing applicants to enter themselves via the Candidate Self Service CSS module After completing this chapter users will be able to e Understand how to configure maintain and use the CSS module e Find applicants and candidates entered via CSS e Identify the relationship between the CSS Profile and the data fields on the candidate record What is Candidate Self Service Candidate Self Service CSS provides applicants with real time access to search view and apply for existing job openings and to optionally monitor their own progress through your employment process It further allows them to receive automated notification of future open
154. ceive Job Alerts click Crear Search Crtena below Email Alerts Your active job alerts wil be m effect until 03 13 2008 Position Type Any Position Type Location 5 Any Locahon a Please select up to 3 or Ary agants Carlsbad CA Department Any Department Please select up to 3 or Any Accounting Cardiac Cath Lab id Job Description Save Search ndo Changes Cia EN Search creernia Helo The length of time an applicant s Job Alerts will stay active is a setting controlled by each individual company Each time the applicant logs back into your CSS Site their clock resets and their length of time default 30 days starts again The applicant can return to CSS Job Alerts at any time to inactivate the Job Alert by clicking the link lesr Search Criteria Help Throughout Candidate Self Service the applicant has access to many help menus If available the Helt links are typically found at the bottom of a page The help topics answer many of the common questions about specific areas of CSS Add Update My Job Alerts Help Use this section to specify your search criteria for future job openings for which you would like to receive an email Job Alert You may select one or more entries from each item in a drop down list To select more than one hold down the Control key while clicking each item to highlight it If there is a keyword box available enter a single word or phrase If ma
155. cific date is selected it will appear in the From box Select to continue and populate B GH the chosen date onto the date field i 01 01 2006 Yesterday Last Week Last Month Last Quarter Last Year This Week This Month e e This Year Next Quarter Next Year To select a date range click the appropriate relative date button such as Last Week and it will populate the From box Next choose a specific Month Year and Day and populate the To box or you may select another relative date if appropriate such as Today Select Posted External Range Ok Cancel ERT Januar v RM 00E e Sunday Monday Tuesday Wednesday Thursday Friday Saturday arma Last Week bg To 0131 2006 Yesterday Today Tomorrow 3 2 3 4 5s Je Last Week This Week Next Week ls fs 10 J at f 12 13 44 Last Month ThisMonth NextMonth 3 1s a7 as as 20 2 Last Quarter This Quarter Next Quarter l De Poza oe Le RSR 28 Last Tear This Tear Next Year Ok l Now choose to populate the range onto the date field Foie External Range iGreentree v8 3 User Manual Introduction and Overview e 6 Message Box A Message Box provides information about a system process or a user action Microsoft Internet Explorer E eh Save
156. ck the Pb button A prompt will appear where a text string can be entered Click Find to perform a search of the report contents Find Whats Match Whole Word Only Cancel Match Case Find Backwards Ignore Asian Character Width If the text string is found the User will be brought directly to where it is in the report Comma Separated Value CSV This output option tells Crystal Reports to provide the report output in CSV format The intent of this feature is to export data for use with other systems needing CSV formatted data This is an advanced feature of Crystal Reports not normally supported by Greentree Crystal Report Viewer This option can only be viewed by individuals with the Crystal Report viewer installed on their PC All iGreentree users had this installed with the client but individuals without access to the iGreentree module may not be able to view the report If the user wishes to manipulate or share the report with anyone else we recommend using PDF or an output format listed below Excel Choose this output format to bring data into a spreadsheet If the user has Excel on his her computer the data will appear in an Excel file From there the file can be saved or emailed using Send To Excel Tabular Choose this output format to bring data into a spreadsheet If the user has Excel on his her computer the data will appear in an Excel file From there the file can be saved or emailed using Send To Note
157. ck to the left The most important Code Type to set for each Thesaurus is usually Skill Select Skill from the list of Code Types at the top right and then pick the appropriate skills from the list using the arrows Greentree v8 3 User Manual Module Maintenance e 259 Thesaurus Synonym Section Language English Thesaurus Med Professional Sales Skill Codes excluded Skill Codes included from Financial Thesaurus in Financial Thesaurus ACLS Accounting Active Server Pages Accounts Payable Adenyl Cyclase Assay Accounts Receivable Admitting Auditing Advertising Billing AIDS HIV Budget Analyst Air Conditioning Claims Processing AIX Clerical ALGOL Coding Amino Acid Analysis Collections Analog ha Computer Skills Synonyms There is often more than one way to say the same thing Synonyms are used to enable the system to find variations of the same code with an Applicant s resume and standardize how it is presented to the users This in turn allows the user to simplify their search for Applicants by using the standardized term Greentree recommends using the most common term as the code Synonyms should be created for each code so Applicants who utilize another term for the code are updated with the code Synonyms Maintenance can be used to Add Delete and change any of the Synonyms used for Resume Processing Select the Synonym tab from within the Thesaurus window Thesaurus Synonym Section Lang
158. cking at the top of that column in the gray box where the name of the field is displayed The column will be sorted in ascending order O MD ame Stet Recruiter Mame Entered JP o Dooley Thomas Future Knox Katherine EIR Ch e Weu enne Adrien BBB If the same column is sorted again it will sort in descending order o ib Mame Status RecmuiterName Entered He iQue steven IAE NOTE Notice that when trying to sort by ID it treats the ID numbers as alphanumeric text which sorts from left to right regardless of the number of digits i e number 16 will appear before number 5 Therefore sorting by Entered is a better way to sort records in the order they came into the system If the User sorts on a column where several records are missing that data the applicants with blanks will appear at the top lio em Stts Recriter Name Entered Pjs Que Steven S is que suey e Hire aso Radish gennifer 1 Cha Watson Eddie SS 11 02 2008 Miz Corbin Andrea R Cannova Adrian 06 30 2005 Da Dunaway Kathy E Cannova Adrian o6 08 2004 Delineating a Search Often times a QuickSearch results may include records that are not needed Instead of running a new search with more criteria the User can delineate the search results so that unwanted records are removed To eliminate specific records click in the gray bar at the left of the record to be removed Pip Mame L teatus L eguiter Hames L ntered Ea qq 0126 2008 b
159. cocnccccooccnnconenonannconennnnnncrrnnnnnnncrrnnnnnnnrrrnnnnnnnerrnnnnanrrrrnnaaanes 97 A o o O A eee ee en 97 MASSA sb 97 o EE 98 Applicant Actions for Sources EXPenSess ccccccssssseeeeseesseeeeseeesseeeeeeeenseeeeeoesseeeseoesseesseonsnseessooeass 99 A A EE 99 SOIC SFSU EE EE EE 100 Candidate Seli ServiCe ii A Cs 101 What Is Candidate Self Service 2 caian cini aaae a Eiaa aaas iai 101 Welcome Te LE 102 Create New UserlD and Password sic ieee ee 102 PaASSWOIG ASSISTANCE rica oia aer 105 Search by JOD Be Une 106 MYV HoMe Pa Lo OCA PO o A se 107 MO te E EET dt os 109 Sercotel eee eee 109 BIOWSC JODS aid ee 111 Nat 114 ContactiniormmaloNsa Ee eek eo see 114 Selten keene A a re RA 115 Licenses age EE 115 EEEE E A ent enna E 115 WOK Ee e a di ness 116 UL A 116 Mia ENV O a EE ae 116 EEN EE Ee 117 nn en oR ES ea CRG era ee Oe ener eee et 117 Related QUEMAS iS 117 A ee 118 A o eee 118 PADDIVINIG FORA e iio EE 119 POMC AUC tiro iris EN 121 ele ege RE E 124 TODAS acotada 125 AA A A 125 Resume Processor amp SCANStation 1scccsscccsecccsencnenensenensnensesensnssensesensnsecenssensssenenssenssenensees 126 Resume PIOCES SOP AAA ceuseacetwaeuecconsvensstwseceasanevesseaveecsss swede 126 Emailed le 126 iGreentree v8 3 User Manual Contents Scanning ege eieiei TE 127 Handling Possible Ria et 137 Finding Applicants that were Entered 139 Handling Emailed RESUMES aida 140 Rejected nn UE 140 ACC Wa ENER un 142 Applicant P
160. communication that may be sent from your iGreentree System Exchange Settings These settings are needed if your organization has an exchange server enabled and you plan to utilize it for the Interview Action For more information on how to set up these settings please contact Greentree Customer Support Greentree Systems Inc Settings Group Exchange Settings J ropemg ala OOOO EELER boer Start Hour A Exchange Worker Password Show Exchange Info within Interview exchange Worker Account Use SSL for Exchange Integration Greentree v8 3 User Manual Administration and Maintenance e 235 GTS Subscription Services This is where login password information is stored if using services provided by Greentree Systems Inc This area should not be modified without instruction from Greentree personnel Changing this information may result in services malfunctioning HiringMgr Processing Should you desire you can allow your Hiring Managers to view CSS applicants that do not have all the required documentation attached to their profiles To allow change value to Yes System Settings Greentree Systems Inc Settings Group HiringMgr Processing AR te O Allow Hiring Managers to see CSS Candidates with Incomplete Required Docume Greentree Service Settings Group Ea MEE ANP P Piste Temporary Files Aging Hours JemailPracess Process Threshold Delete Temporary Files Aging Hours Sev
161. complete Other Mass Actions There are several Mass Actions that may be used by the designated Greentree Administrator The Apply Template Change Filing System Archive and Purge actions are often restricted for other Users For more information about these Actions see the Administration and Maintenance chapter of this manual Editing History From List Summary or Edit View History can be viewed Notice that although some of the fields within ae can be a directly such as Comments most of the data within History comes from Actions If data within History is incorrect the user can select the incorrect line and use the Delete key on the keyboard to remove the entire row Then re use the appropriate Action to enter the correct data iGreentree v8 3 User Manual Applicant Processing e 185 Searching Objectives This chapter is for anyone who needs to get information out of the iGreentree system After completing this chapter the user will be able to e Find data about Applicants Requisitions History Sources and Hiring Managers Find possible candidates for requisitions Switch between different views and windows Update information QuickSearch The QuickSearch in iGreentree allows the User to enter data onto one or more fields and search for records that match the same criteria QuickSearch form allows for searching of the base record as well as several of the History and Attachments From the Applicants menu select Quick
162. creen DOC Application Form Cover Letter in vor format Interview Audio Ok Choose to add the document type The Add New Document window will reflect that the document is uploading iGreentree v8 3 User Manual Applicant Processing e 155 Add New Document Uploading file Please be patient Document File CAiDocuments and Settings Browse E J The file type required for the Document Type must match the file type for the document being attached A file mismatch will generate the following error Upload New Document Results Sorry Only Files with an extension of TIF are being accepted for he document type you have selected You requested to upload C Documents and Settings Cari Hinson My Documents boat ad doc If the upload is successful the following message will display confirming the success Upload New Document Results The file was successfully transmitted by the user Total Bytes 673250 Document Added Successfully The document will be added to the Document List after clicking Hong Add To add another document to the Applicant s record click again and repeat the steps Delete To delete an existing document select the document row and click the button CSS Properties If using Candidate Self Service CSS information about the Applicants CSS Login Password Job Alerts activation and CSS web entry will all be recorded in the CSS Proper
163. cted according to relative size allowing plenty of room for potential growth The highest ID number available for Applicants is 999999 plan the ranges for each filing system accordingly Example The External Applicants filing system begins with a CurSeq of 1 and Internal Applicants filing system begins with a CurSeqg of 900001 and Possible Duplicates filing system begins with a CurSeq of 800001 This allows for 800 000 External Applicants 200 000 Internal Applicants and 99 999 Possible Duplicates e If the user tries to change the CurSeq number to a number that has already been assigned to an Applicant the next Applicant entered will get the next available number above that existing number e Users must be careful when creating new filing systems Once an ID number has been given it cannot be changed unless the Applicant is moved to a different Filing System using the Change Filing System action e Greentree Systems recommends NOT making a new filing system for each year since ID number ranges would become very limited It is easier to keep all similar Applicants together in one filing system and use date fields and other criteria to separate them in searches and reports Description Greentree Systems recommends the selectable Filing System names be kept short in length The Description allows for the extended name to describe which record types are stored in this Filing System Mask Each Applicant F
164. ction Greentree v8 3 User Manual Administration and Maintenance e 232 App Summary Grids The Summary Grids refers to the Summary View of an applicant see Applicant Processing for more information on Summary View This Settings Group controls the layout of the Summary View of any applicant in the System System Settings Greentree Systems Inc Settings Group App Summary Grids Property ANN pape summary and Rovs ealo A App Summary Grid Rows Documents en App Summary Grid Rows Intemiews O App Summary Grid Roms Lenses O i ES E CAMION CO DR App Summary Grid Rows Tests The Property column refers to the item s that can be displayed on the main screen both Attachments and History The Value column refers to the number of rows to be displayed if the Property exists For example the value of CSS Questions is set to 4 if an applicant has answered CSS Questions when applying via CSS the 4 most recent questions will be displayed in Summary View If the Applicants record does not have any CSS Question Answers associated to them then the grid will state No Information Available C55 Question Answers View All 5 Req Date Question Answer 2005 025 0221 2005 Do you have a current EN license in Texas any of the follawing states 2005 025 a K vou worked in a Cardiac unit E 75 of my nursing has been in Cardiac 2005 036 0305 2004 Do you pocess a certificate fram an Wes accredited nursing
165. d FirstName LastName Title Status Active and a valid Email address If using the Hiring Manager module the Status User Name and Password fields must also be completed Email The Email field is required if the Hiring Manager is to have Applicant information Routed to them or if they are going to use the Hiring Manager module Email email addressi yourcompany cam Status The Status field is used to indicate if the Hiring Manager is currently active and is a valuable field to utilize when creating Hiring Manger reports Once a Hiring Manager has changed positions or has left the company the Status should be changed to nactive as this will allow iGreentree to keep this managers Applicant and Requisition information but will exclude them from current reports if the report is designed to only include Active status managers An nactive status will also disable their access to the Hiring Manager module Status lActive 7 Greentree v8 3 User Manual Requisition Management Hiring Manager Module e 27 Username and Password If the Hiring Manager module is to be used a User Name and Password need to be entered It is suggested that a standard User Name and Password assignment convention be determined so that it is easy for a Hiring Manager to remember or for a Recruiter to assist them in remembering their information Password length and complexity can be controlled in System Settings However passwords cannot be set as password
166. d Select the existing CSS Web ID that is to be copied Click OK Greentree v8 3 User Manual Module Maintenance e 257 Copy to New CS5 Setting New Web ID Te sting Choose From Available Settings CSG External CSS internal ASE External ASE Internal A new CSS Web ID has been added The Setting Properties for this Web ID will be populated exactly like the Web ID which was copied Resume Processing Maintenance Thesaurus Maintenance A Thesaurus is a set of codes to be used for Resume Processing Separate Thesauri can be created for different types of Applicants who apply limiting the codes the system has to search for to those that are appropriate for that type of Applicant Create and Modify Thesauri The system looks for a great deal of information when it analyzes resumes Sometimes it may find information that is not applicable for particular Applicants So establishing thesauri for each of the major types of Applicants who apply can help the system find only the most appropriate information for each Applicant Choose Thesaurus from the Maintenance menu Thesaurus Malntenance Close Erie e Te Thesaurus Synonym Section Language English Thesaurus Clerical Computer Financial Med Professional Degree Codes excluded Degree Codes included from All Codes Thesaurus in All Codes Thesaurus Bachelors Certificate DOs OMO DOr Optometry Maintenance Codes Filing Syste
167. d They will be displayed by numerical order however it is not necessary for the numbers to be consecutive e Allow Refined Search defines whether or not a field can be used in further defining a search results A Yes translates to the field being available in the refine search No translates to the field not being available in the refine search GE above settings would translate to the following display in Sp ea Search Jobs Results A 2004 003 Programmer Analyst Atlanta MIS Le Bergman Pam Knox Katherine 2 2004 004 Project Engineer Dallas Engineering Rotating Walker Jane Mercer Michael M 3 2005 001 Software Development Manager Atlanta MIS Days Bergman Pam Knox Katherine 4 2005 002 Design Engineer Metroplex Center Engineering Days or Evenings Walker Jane Mercer Michael M 5 2005 007 Senior Administrative Assistant Metroplex Center Accounting Days Greenberg Carol Mercer Michael M 6 2005 009 Sales Support Assistant Atlanta Days Johnson Hugh Cannova Adrian 7 2005 012 Program Manager Field Engineering Dallas Engineering Days and Evenings Walker Jane Mercer Michael M D 2005 018 Registered Nurse Metroplex Center Critical Care Unit Days Evenings Myers Gary Chamonix Susan L 9 2005 019 Senior Administrative Assistant Metroplex Center MIS Days Greenberg Carol Mercer Michael M 10 2005 022 Sales Manager Atlanta Days Bergman Pam Cannova Adrian CSS Job Detail Fields These settings identify the information that will be
168. d notice and so forth until all Approvers have approved Highlight the name to reorder and select the Up or Down button Selected Cannova Adnan ACannova GreentreeSyst Chamonm Susan SChamonw GreentreeSy Collins Andrea ACollins iGreentree cam Greenbera Carol Cal When all Approvers have been selected and are listed in the appropriate order select Save approvers to req The process of adding approvers can be canceled by choosing Cancel and return to Req Add Save approvers to req Cancel and return to Rea Add The selected approvers will be listed under the Approvals section Approvals Add Remove Reorder Approvers Cannova Adrian ACannovag GreentreeSystems com Chamonix Susan SChamonx GreentreeSystems com Greenberg Carol Caoreenberg Greentree com Colins Andrea AColins Greentree com Adding Search Committee Members to a Requisition The Hiring Manager can also designate other Hiring Managers to use the Hiring Manager Module to comment review and or update the applicants that apply for a particular position The individuals selected will receive an email notification To add Search Committee Members the Hiring Manager will click on the Add button under Search Committee Search Committee ADO Femowe All Committee Member Security The Search Committee screen will display To add Committee Members highlight the Member s name and click the top arrow to move the name from the Available list to t
169. densed list of many records Creating a New Search If the User wants to perform a new search he she can click ew Loarel The User will be returned to the QuickSearch screen which will be populated with the most recent search criteria The User can click Clear oo to remove the old criteria and start a new search Changing Data on a Record Data can easily be changed on existing records The User must select the field to be updated by either clicking with the mouse on the field or using the Tab key on the keyboard If a text field is selected the user can overwrite the previous data by simply typing over it and clicking save Address l1234 Some Street If changing a coded field or a date field the User must click the ha button or the button respectively and select the new code or date from the window Greentree v8 3 User Manual Searching e 188 Once data on a record is altered and saved the Updated date and By field are automatically updated with the current date and user name of the person who made the change Updated By Moving to Another Record The User can navigate between records using the Navigation Box at the top of the search results window This navigational tool can be used from either the List View Edit View or Summary View Got Got ene a record jiii laj 4 2 of 16 kI Go to first Go th last record record Sorting the Record Results When in the List View a User can sort by fields of data by simply cli
170. dentify a profile with the specified email address Please contact our Human Resources Department for assistance Please enter your email address suzyque yahoo cam Send Me My Password If the email address provided exists in Greentree the applicant will receive a message confirming an email is being generated and sent to the email address provided Password Assistance Please enter your email address below to recelve an email with your UserID and Password Thank you You will receive an email shortly with your UserID and Password Done Return to Previous Page Help Greentree v8 3 User Manual Candidate Self Service e 105 The content of the email that is sent to the applicant can be edited in Letters Maintenance and the letter name must be specified in CSS Settings Maintenance From AutoMediieGreertree com Semti Thu 6 24 2004 2 39 PM To AIM eertree com tri Subject UserID and Password per your request June 24 2004 Dear Suzy Que Thanks for registering on our Employment Web Sas Here ses your Liest and Password UserlD Sury ue Password 5010703 To sign inte our Employment Web Site at you may use either the above UseriD or your Email along with the above password Once signed in you may change your UseriD ar password or bath Thank you for considenng employment opportunities with us Sincerely Human Resources Upon receipt of the UserlD and Password the applicant can return to Candidate Self Service
171. der epes 1 Click Add Answer again and insert another Repeat until there are four answers Display Order refers to the column order of the information when displayed for the applicant They will be displayed by numerical order however it is not necessary for the numbers to be consecutive Click Sele to save this Global Question and actively start asking applicants for this information iGreentree v8 3 User Manual Module Maintenance e 256 D Select all of the following that apply to you po Multi Select 4 Answerls O answer O 0 0 O IsplDisplay Order er reet Wilma to Travel willing to Work Weekends SSCS wills Work Part time A If a question is created incorrectly it can be cancelled before the save by clicking the button If Del Quest SI w eB the question has been saved the button must be used to stop the question from being actively asked of applicants The answers given by applicants to the Global Questions are kept within the applicant s CSSForm This form is viewable in the applicants Document List Attachment in iGreentree With the exception of the Source Question Style the answers are stored in the CSS Question Answers History Source responses will populate the applicant s Sources History CSS Global Questions Audit Is a non editable history of the changes that have been made to Global Questions in the CSS Global Questions Details of any questions that have been added or deleted will ap
172. displayed when a specific requisition is selected from the search results This information is presented to the applicant in the form of a Job Detail page C55 Job Detail Fields For CSS External add Delete Save Cancel close E Field Harne Display Order Include In Title postie 27 ob tes Als hen e e leegen oogen e P besmet pepate O O o o o o e Field Name refers to the field name as defined in the database e Display Name refers to the column title as seen by applicants e Display Order refers to the column order that information will be displayed They will be displayed by numerical order however it is not necessary for the numbers to be consecutive e Include in Title defines whether or not the field data should be included in the title of the Job Detail page A Yes translates to the field being included in the title No translates to the field not being included in the title The above settings would translate to the following display in CSS Job Detail iGreentree v8 3 User Manual Module Maintenance e 254 Job Detail a To apply for this Programmer Analyst position click on Apply for this position Email this job to a friend Job Title Programmer Analyst Req 2004 003 Location Atlanta Department MIS Job Description Responsibilities Maintain and enhance simulation front end applications knowledge of C Pascal Unix large application programming projects user interface and graphics Job
173. e zi Recruiter Mercer Michael M Lei Home Phone User Name Carol Work Phone Email Cgreenberg iGreentree com iGreentree v8 3 User Manual Requisition Management Hiring Manager Module e 28 Requisitions in Hiring Manager Module Requisitions can be entered into iGreentree in two ways directly entering into iGreentree by HR Users or entered via the Hiring Manager module by the Hiring Manager Logging In Hiring Managers can enter and record their own Requisition activity with Hiring Manager module Access to the Hiring Manager module is usually attained via a direct intranet link If a direct link is not available the user can type the URL into the address field of an Internet Explorer browser Check with the web server administrator if unsure of the intranet location URL Enter the User Name and Password of a valid Hiring Manager in the Hiring Manager login screen Advancing to the Login Password field can be done by either selecting the Tab key or using the mouse to click into the field Click Login igreenttee Links Greentree Systems UH Greentree Systems Inc Login Login Name Dane Login Password _Looin The first screen a Hiring Manager views upon successful login has the main menu to the left and a welcome message to the right 1G sentra Hirin Sea Manage oF Greentree Systems Inc Gel Home Reqs GREENTREE EMPLOYMENT SYSTEM gt offers for Hiring Managers E A
174. e Question s O es a RAE L Question sp Display Question style Question Style entered O Entered entered bn Updated Updated Bu De did you learn of this job opportunity 1 Source 03 03 2004 Rodgers Doug e by an Employee Referral who referred you 2 SourceComment 12 07 2005 Strasser Michael 12 21 2005 Pollock Dave The questions may be essay multi select allows for selection of multiple answers multiple choice Add Quest single entry source or yes no To add a prescreen question click the button A window will open that asks for the question type to be selected iGreentree v8 3 User Manual Module Maintenance e 255 Select Question Type Multi Select Multiple Choice Single Entry SOURCE source Comment Yesha Ok where is equal to the total count of existing questions plus 1 Click on the temporary question label and type over it with the actual question to be asked Select Essay and click A question will be added with the temporary label New Question Quection tp do iy Question Style bread Entered he Updated Updated hy moar ve How da gou msm of thir jot opportunity iSource ooN 1004 Rodgers Douo Ti If by an Employee Retamal vho referred you DSecurceCormment 12 1 Zanter Michael 12 21 2003 Polock Dave No answer needs to be identified as an Essay question will provide the applicant with a large text box for answer entry Click the L28We information
175. e First Initial of First Name AND SSN LastName First Initial of First Name OR Email OR SSH LastName First Initial of First Name OR SSN LastName FirstName LastName FirstName AND Addri LastName FirstName AND Addri AND Email LastName FirstName ANC Addri and SSH LastName FirstName ANC Email Logged Users To see who is currently logged into the Greentree system select Maintenance Logged Users Maintenance Codes Filing Systems Doc Types Dup Check Logged Users Logged Users Greentree Systems Inc UserName Login Name LLagin Date Last Access Date e Muxlow Kristina KMuxlow 2f4 2006 6 32 46 PM 2 4 2006 6 48 18 PM It is useful to know who is currently Logged into the iGreentree application prior to performing certain administrative functions such as system updates lf necessary contact the appropriate user s to request they exit iGreentree using Exit Exit Application Also in having a limited number of concurrent users this is helpful to determine current login activity For example if a 6 user system currently has 6 users logged in one of the inactive users based on Last Access Date can be contacted to logout thereby allowing the 7 user to login when previously they were unsuccessful Users who do not select Exit Exit Application when logging out of the system will remain on the Logged Users list for approximately 2 hours and will be automatically cleared at that time If a
176. e Test Value Requisition comments Typing Speed mm aa G o o yo P brms screening yen Passed ken at corporate location lf unsure whether a test has been added it is faster to go direct to the Tests History and check If it is not l Add there simply click to enter it Make Offer Use the Make Offer action to record information about offers and to generate offer letters The Offer Action is typically used when either a decision has not been made by the applicant or when all the details have yet to be finalized If the applicant accepts and all the information is available then this Action can be skipped and the User can go directly to the Hire or Fill Action To run select Make Offer from the Action main menu Action History Log to Source Send Letter _ Log to Req A Reject El Interview If a previous offer has been made some data may already appear in the Offer form The user can overwrite this data for the new offer If this is the first offer the applicant has received the form will be blank Make Offer OK Close For Requisiton Offer On 01 26 2006 Start Date Date Orient Applicant Status offer Outstanding y Total Bonus Kees Bonus Payment Amount 14 PA Bonus Payment Date 1 po E Bonus Payment Amount 2 hs Bonus Payment Date 2 E Requisition Status Offer Outstanding D App Req Result offer Select Letter Offer Exempt Offer Exempt with Bonus
177. e a checkmark next to their name If a result value is displaying for an applicant in the list careful consideration should be taken to determine if the applicant should be assigned the new result value or if the previously assigned result value is more applicable Do Not Assign Result to Non Selected Applicants Assign Result for other Apps Reject Alternate Selected zl Check All Uncheck All Jones Raymond L 16 y Once the hire has been successfully submitted the Hiring Manager will receive a confirmation message After selecting OK a new Hire form will display The hired applicant will no longer display on the View Offers form xj The requistior 2004 016 General Surgeon wil be marked as filed by Harold Harborough NOTE A LETTER IS NOT AUTOMATICALLY GENERATED FROM THE SYSTEM TO THE RECRUITER ON FILE OR THE APPLICANT WHEN THE HIRE ACTION HAS BEEN COMPLETED iGreentree v8 3 User Manual Requisition Management Hiring Manager Module e 49 Finding Applicants in Hiring Manager Module Hiring Managers also have the ability to find qualified applicants by name or who have recently applied either by CSS or manually in iGreentree to one of their requisitions Finding By Name To find an applicant by name in the Hiring Manager module the Hiring Manager must click on Find By Name from the Applicants main menu Y Applicants e Find By Name e New Applicants This will display the Find Applicants By Name form
178. e employee s name in Comments Mass Log to Source Suppose a large group of Applicants came from the same Source with these applicants displayed in List 3 SV _ from the quick launch toolbar OK Close View select Log to Source from the Actions menu or L Log to Source 143 Applicants Selected Date Logged 01 10 2006 Log to Requisition Source Unsolicited y spe Comments Action History File Edit View Insert Format Tools SETS es Paksa our main HR ofice ai Remember that this information is stored in both the Applicant History Sources and the Source History Applicants and Hires This is just like the single Log to Source action except that ALL of the Applicants are being logged all at once Sources History The Source is added to the History for this Applicant History Attachments Regs Applied For 7 Routes 1 Interviews Tests source Date Source C d Ct ntaacct Name Letters 3 04 18 2008 San Francisco Chronicle Patterson Mary 2008 043 Added via CSS Sources LZ 0418 2008 Durkin John 2008 043 Added Via CSS WebSource The Web coloumn indicates whether or not this applicant came thru an outside 3 party website such as Career Builder or Monster The Applicant was also added to the History for this Source at the same time To view choose ea from the History window From the Source window choose Applicants from the History menu The Applicant that we just logged to this Sour
179. e selected Requisition will be affected by the Action Single Actions If the user is in Sey all of the records that are currently displayed will be affected by the Action Mass Actions regardless of whether any record is highlighted or not Users have the option to remove one or more records from the list before performing the Action affecting only the remaining records iGreentree v8 3 User Manual Requisition Management iGreentree e 75 Single Actions Mass Actions Requisition Actions help to update records and generate output for all of the common events that occur during the recruitment process Once an Action has been performed in iGreentree a History of that event will be recorded All History can be reviewed by going to the History menu of an individual requisition Find Matching Apps Search Criteria Find Matching Apps is an Action that is a short cut for running the Search Criteria search engine located under attachments on the Requisition The defined search criteria can be used to search through existing applicants to find people who have the requirements for a position To begin we must first set up our Search Criteria for the specific requisition To illustrate start by selecting QuickSearch form the Requisitions menu Requisitons Find By Reg Add Requisition Find all Open Requisitions by entering Open on the Status field and clicking Search Switch to the Edit View for the selected Req by placin
180. e spent on data entry Time is spent verifying data that will be of little use Letters amp postcards may be delayed due to All letters and postcards are sent out in a timely later entry manner More paper shuffling Resumes are handled The Paperless Office is closer to a reality twice No interest applicants may be entered More storage space is required on the server manually Only data that has value is stored in the All data for all applicants is in the system system If a large volume of hard copy resumes is anticipated Greentree Systems recommends pre screening for the most efficient use of the system For resumes that are not scanned minimal Applicant data can still be hand keyed Preparing the Resumes for Scanning Optional Set aside no interest resumes for manual entry of name and address Sort the remaining resumes into piles for Folders Carefully remove all paper clips and staples from the resumes Smooth out the paper and make as wrinkle free as possible If the cover letter needs to be scanned as well as the resume place it behind the resume to avoid erroneous data populating in the name and address fields iGreentree v8 3 User Manual Resume Processor amp ScanStation e 128 e Separate resumes with blank sheets of paper e A blank sheet of white paper should be placed in between each resume This enables the scanning software to recognize that a resume is ending and a new one beginning e Do not write o
181. e was entered the management of duplicates is the same When a duplicate record is discovered the User should be viewing the Applicant record that may eventually be eliminated This will ensure that the older record will be the record retained and that the Entered date will reflect the original date entered From the Action menu select Dup Check Action History The potential duplicate Applicants will list for the User s review Possible Duplicates for Suzy Que View App Tapplicant Ul ss CSCS Clues to help determine whether this is the same person include address and social security number If Close there is no match in the list choose to exit the duplicate window ff an Applicant s on the list might be a duplicate of the newer Applicant highlight the name then select SADA a new window to allow you to compare the records more closely This will open Greentree v8 3 User Manual Applicant Processing e 179 Action History Attachments Greentree Systems Inc Du e stacy Que E H 9876 White Picket Fence Dr Suburbia CA 98762 Applicant ID 167 Reqs Applied For Entered 001262006 Req Job Title Req Date Result GD Muslow Kristina Ho Data Available IATA 0126 2006 EPAR Muxlow Kristina Experience ne SEO Job Tide From To Employer Ending Salary Reason For Leaving Referral Name Ho Data Available ete External Applicants an Education Location Recruiter School De
182. e wildcard can go at the start or end of the field or even both ends For example if the User knows the word Part Time was entered onto the Special Notes field but not whether or not there were words before or after it he she could enter Special Note P rt Time iGreentree v8 3 User Manual Searching e 191 Applicant Searches searching for Applicants is important for any recruiter and there are many ways to find Applicants in iGreentree Searching by Applicant Name Recruiters often want to find people by name and there is a special option from the main menu just for this purpose Under Applicants choose Find by Name Applicants Find By ID Find Bu Hame NOTE Searching by name can also be performed from the Applicant QuickSearch window Phonetic Name Search Often the recruiter may not know the exact spelling of an Applicant s name so name searches have a special feature that performs a phonetic name search The system will use Phonetic searching for last names if a wildcard is NOT included For instance the User could enter the name Nixon in the last Name field Name F M L Hixon When he she selects the 24 button the search will look for applicants whose last name Sounds Like Nixon ip Tmame Status Recruiter Name Entered A a as ion Karen n eannova adrian 06 20 2008 la monten r m chamonie Susan 06 09 2005 Case is not important when entering criteria but spacing is The s
183. eaning in Hiring Manager module and audits These lookup fields are used to trigger the next step of the approval notification process as each approver reviews the requisition in Hiring Manager module IsApproved Hiring Manager Module Defines a Code Value indicating a Hiring Manager has reviewed and approved the submitted requisition identifying them as an Approver IsRejected Hiring Manager Module Defines a Code Value indicating a Hiring Manager has reviewed and rejected the submitted requisition identifying them as an Approver NotReviewed Hiring Manager Module Defines a Code Value indicating a Hiring Manager has not reviewed the submitted requisition identifying them as an Approver RegStatus This is the overall status of a Requisition in an organization and populates the Status field on a Requisition record This status indicates the point a Requisition is at with regards to the recruiting process in an organization The value will drive many Reports and CSS Posting query results Additionally it may impact Resume Processing Log To Req and the Offer Hire Fill Actions CodeSelectableByHiringManagers Hiring Manager module Determines if the Code Value is available to the Hiring Managers when completing the Make Offer or the Hire functions when setting the Requisition Status value IsClosed iGreentree application and CSS Determines if the Code Value is that of a requisition that is not being actively recruited for In addition whe
184. earch cocccccoconccnncccnonncnncnnnno 189 Hiring Managers A 199 REQUISITIONS sei 8 72 196 SOUICE EXPENSE coooocccnccccnoncnnnononannonnnnnnanonns 198 Usmo Dales cada 190 Using Text FieldS iii ida 191 iGreentree v8 3 User Manual WINGO Ql sra n 191 Search Criteria isese a 60 Search Dependent Reports 182 209 SOCIOS serna illa 263 Sena ie ter anna oa 158 Send Nottcaton 40 Sending Hesumes 135 A setae 150 Source Expense Reports oooccccccoccncoconcnncnnnoo 210 SOUCO EE 158 SoOurces EXPENSES ccccccocccococoncnnononcnnnonos 2 91 99 Status Heoutstion 53 SOUICE EXPENSE coooocccnccccconconncnnnanennncnnnanennnoos 92 SYNONYIMS wccncsdenhceczedaveiesssstenescdstaetdestatercdaeeia 260 SYSTEM Settings scriind taninai ia 230 Tables da A 3 Take om Molland drid 83 Templates occcccocncccccncococncccanncnnncnonos 56 87 240 COPY EXISTO EE 87 ReQquUISIIO Nacer asa 53 MESS ie dec 172 Text Fields iii See Field Types Text SCAN taria ocios 191 Ee EE ee ee 258 TOOL PS ida 7 Upload Documents oooccnncccncnccnncccnonnnnncnonannnns 122 KEE A 191 Index e xvi
185. echnologist The buttons at the top of the window change allowing users to enter another requisition or continue working on the same one Data can be saved at any time and then the user can continue entering additional data if needed If the user forgets to save after entering additional data on an existing record he she will be prompted whether to save changes when they try to close the window w Kristina Entering Another Requisition Selecting the button will return the User back to the Add New Requisition screen where another requisition can be entered Using a Template for Data Entry Although it may take time for initial set up data entry with a Template makes entering a new requisition much quicker In the Template drop down field select a previously created template from the list of Templates Template SC Pick a template already created then choose ok If a Filing System is entered first and if a Template is then chosen that does not have a Filing System the field data will be erased So select the Template first then the Filing System The Req screen appears with many of the fields already filled in Add New Requisition Template Hr Generalist M Filing System Requisitions Status open Le Job Code 55588 HR Gencl Y Position Cta Total Openings 1 Total Filled o Job Tide HA Generalist Dept Hurnan Resources 7 Reg Temp Approved Division Operations 7 Exempt ME JExern
186. ecognition Commonly abbreviated as OCR A method of converting information such as a resume image that has been scanned into a text form that can be read by the computer Purge To remove records permanently from the database Purging large groups of old records may improve performance of the Greentree system and simplify searching Greentree v8 3 User Manual Appendix e ii QuickSearch Function to find the data within iGreentree Available for Applicants Requisitions Sources Hiring Managers and Templates ReadyReports Reports that include search criteria as part of the report definition Easy to run but less flexible than Search Dependent reports Best for reports that are run the same way on a regular basis such as weekly Postings Record A group of related information about one single item such as one Applicant or one Requisition Recruiter HR User Individuals with access to the iGreentree system typically the individuals responsible for recruitment of open positions Related Questions section of the CSSForm that is used to collect miscellaneous information not captured in specific sections of the CSSForm Requisition A job opening The iGreentree system can help track all aspects of the job opening including printing job postings requisition status reports EEO statistics tracking expenses and matching candidates to openings Report Librarian Person who creates and or changes Greentree reports All users can ru
187. ected about the applicant The data entered into this section will be used to populate the applicant s database record and Contact Info in the Attachment section Contact Information Enter your contact information Remember to click Save Changes when you are finished Last Name Que First Name Suzy Middle Initial s Address 1 1234 Some Street Address 2 City Any City State ST CA ZipfPostal Code 98765 Email Suzyquedhotmail com Home Phone 2 8 2 123 456 7890 Work Phone t 8 097 654 3210 Cell Phone 4H FHRH SSN HEEE EEEE 123456799 I ll iGreentree v8 3 User Manual Candidate Self Service e 114 Education The Education section populates the Education Summary Attachment in the applicant s iGreentree record This section and others formatted similarly will apply the required programming if the applicant starts to complete an entry but fails to fully complete the row or if there is a minimum number of entries required Education Please enter schools you have attended dates attended degrees received and your primary area of study When you click Save Changes entries Will be sorted by the From date with your most recent listed first From To Years Delete verity afore Sate ro coo Sen ad chi ai Item i emm EAS la MO A A MN ig Licenses Certificates Professional License and Certificates will populate the applicant s License amp Certificates Attachment
188. ed to find the Applicants who best match the needs for this particular job opening PLEASE NOTE If no search criteria existed the user would be brought straight to the Select Thesaurus box Search Criteria To see and maybe edit the criteria choose Search Criteria from the Attachments menu Desired will always be the default for requirements that are populated using the Job Description or Job Qualifications Analyze feature Search Criteria for 2005 037 cancel Find Apps Tye sd Desired Required Requirement Search Text Ss MajorfEmphasis RatimafsScore ES Bes Accounting O OO S lau Seed neien a a au e ess lau Seed eene a a eu Dee Comes A a MEL Desired Databases OO O OOOO Desired Employee Re Desired Human Res Desired Reimbarse SS eu Dee Damme O O Search Criteria can also be created from scratch by using the Add button here but most users prefer to have the system help by searching the Job Description and then modify the Search Criteria to set exact requirements for a position iGreentree v8 3 User Manual Requisition Management iGreentree e 78 Deleting Criteria Sometimes the user may not want one of the criteria that were created from the Job Description Highlight the line to be removed in this case Aa then click the button Search Criteria for 2005 037 Delete E Find Apps ere required Requirement Search pelete Search Criteria Emphasis rating Score Degree Desired W st
189. ed with the fields on the Requisition base form and using those fields After completing this chapter the user will be able to Set up Hiring Managers in iGreentree Enter new requisitions via the Hiring Manager Module Review and Approve Requisitions via the Hiring Manager Module Review logged Applicants via the Hiring Manager Module View and Make Offers to applicants via the Hiring Manager Module Hire Applicants via the Hiring Manager Module Find Applicants logged to requisitions Hiring Managers and iGreentree Hiring Manager information is entered into iGreentree to enable the routing of Applicant information reporting on requisition activity and if applicable provide them with a user name and password to access and manage their designated requisitions via the Hiring Manager Module Entering Hiring Managers The Hiring Managers within iGreentree should be people within the organization who are not users of the iGreentree application but need to enter requisitions for approval and or record job openings Hiring Managers can have requisitions assigned to them Applicant data can be Routed to them as well as the recording of Interview and Offer Hire details To create a Hiring Manager record in iGreentree select Add Hiring Mgr from the Hiring Mgrs menu Mew Hiring Manager Greentree Systems Inc Mame Fm Ls Me Status ss Address NI Division Je e Dept i E City en Location i State E
190. eed The applicant can sign in using their UserID or email address and Password If the applicant is new the link teate a UserID Password jg provided As previously mentioned links are also provided to assist the SS if ney have forgotten their password Apply for Position e To apply for the position of Accountant please answer the following questions related to this position To apply for this position you must first sign in with your UserID and Password below Login Login Forgot your Password Click Here Create a UserID and Password Return to Job Detail Page Help Once the applicant has signed in or if they signed in prior to selecting Apply for this position they will then be brought to a prescreening page that may contain several types of questions Some of the questions are referred to as Global Questions and others are Requisition Specific Questions This page also collects Skills information for this specific Requisition Greentree v8 3 User Manual Candidate Self Service e 119 Welcome My Home Page Fine Jobs My Application Status job Alerts Sign Out J Apply for Position Y To apply for the position of HR Generalist please answer the following questions related to this position Please answer all questions All Questions are Required 1 Do you have a Bachelors Degree Yes No 2 Do you have a minimum of 5 years of HR experience es No 3 How did you learn of this job opport
191. een tailored to meet individual organizational needs Enter data in each field making sure that everyone is in agreement on how each field will be used so that data being entered is meaningful to everyone Appicont Edit vion Te ist view sina new seven Leer eer OBREROS E ID EA Entered 0 11 2008 By Updated 01 12 2005 Name F M LJ Suzy Ir que ssn farra O Address 1234 Some Street Filing System 1 Applicants E ces Status Tel City Any City Location Po KA State ca v Zip Iouzag Recruiter Home Phone 123 456 7830 Follow Up Work Phone 387 654 3210 Available 01 01 2005 EMail Suzy que hotmail com DIG Status Pending Referral Name OIG Last Status Date Special Note Enter the remaining data on this window and again Entering Additional Applicant Records After adding an Applicant users can easily continue adding more records Select the KE ai button to get a blank Base Record window Enter another Applicant Name and address and click Save Attachment Data Regardless of whether initial data came from Candidate Self Service CSS Resume Processing or was manually entered into iGreentree there are several Attachments that may need to be completed iGreentree v8 3 User Manual Applicant Processing e 146 Notes A short note can be entered in the Special Note field on the Base Record when it really needs to stand out however most notes and other miscellaneous information about t
192. efers to the web location of homepage for the CSS module HiringMgrHREF ToApprover Refers to the hyperlink of a requisition entered via Hiring Manager module that an Approver should use to review the requisition during the approval process HiringMgrHREF ToHiringMgr Refers to the hyperlink of a requisition entered via Hiring Manager module that the Initiator should use to review the requisition during the approval process HiringMgrHREF ToNewSrchCommitteeMember Refers to the hyperlink of a requisition entered via Hiring Mnager module that the New Search Committee Member should use to review the requisition during the recruitment process HiringMgrHREF ToRecruiter Refers to the hyperlink of a requisition entered via Hiring Manager module that a Recruiter should use to review the requisition during the approval process RegApprovalStatusInfo Refers to the Status of a requisition as it is proceeding through the approval process To delete a Letter highlight the letter and select the Delete button Confirm the deletion by selecting OK Select the Save button Are vou sure that you wank to delete this Letter record Click OK bo delete record or Cancel to return i Cancel Before deleting a letter verify iGreentree or any other module CSS Hiring Manager module Resume Inboxes or System is not using the letter To find out if a letter is in use by a module see CSS and HiringManager Settings If a Le
193. el Gs Applicant Fields ay Applicant Template Frelds Gs Hiring Manager Fields Gs Person Requisition fields Ga Requisition Fields Ga Requisition Template Fields Ga Source Expense Fields Hierarchical View Notice the tabs at the bottom of this dialog labeled Hierarchical View and Flat View These tabs provide two ways to view the same list of fieldnames Hierarchical View groups the fields by type applicants requisitions etc Note that Person Requisition Fields are fields that contain information relating the applicants to logged requisitions Flat View lists the fields in one large alphabetic list NOTE AdvancedSearch provides 650 fieldnames that can be used for searching To select the ReqStatus field using the default Hierarchical View click on the next to Requisition Fields or double click on the words Requisition Fields to expand that section iGreentree v8 3 User Manual Searching e 202 Select Criteria Field ES Requisition Fields kee HeqDateApp kee Heoli ateliead kee HeqD ateE ntered ly RegDateFilled kee RegD atePostedE sternal kee RegD atePostedinternal kee RegDateSrchCommE nd kee RegDateSrchCommStart kee ReqDateStart kee RegD ateUpdated ee ReqDept y RegDivision Hierarchical View NOTE The open padlock graphic indicates that the user has security access to this field in Security Manager s row security settings A closed padlock w
194. election process and a better hire for you When you login using your Greentree username you can review the current status of your regs and submit a new requisition request on line by selecting a function at left s we plan to add expanded capabilities to our system in the near future please let us know your comments suggestions and ideas for how we can improve our service to you and your department Sincerely Corporate Human Resources Staff HR Greentreesystems com 800 348 8845 iGreentree v8 3 User Manual Introduction and Overview e 17 The menu that displays is expandable much like the main menu in iGreentree iSreentree Hiring SETE The Hiring Manager can add a requisition by clicking Add New Req e Add New Reg m A new screen will be opened and the Hiring Manager may start to enter data for a new job opening This entry can include basic information about the position such as Job Title etc Job Description and Qualifications Skills Pre Screening Questions selection of Approvers and Committee Members ca After entering all the data for a new job opening the Hiring Manager must choose Submit He she will receive a confirmation that the requisition was successfully entered If approvers were designated the first approver will receive an email notification that approval is needed Each time a decision is made by an approver the originating manager will receive an email notification If it was a decision
195. emember to click Save Changes when you are finished Resume Text Here is a copy of my Resume I am the greatest employee ever Voluntary Survey The Voluntary Survey collects information that allows the applicant to self identify for EEO recording and Affirmative Action reporting The information that is collected here will be stored in the Applicants EEO Attachment in iGreentree It is important to know that this section of the Application is NOT included in the stored CSSForm so that the information is not viewable by Hiring Managers Voluntary Survey We are an Equal Opportunity employer and do not discriminate on the basis of race ancestry color religion sex age marital status sexual orientation national origin medical condition disability veteran status or any other basisprotected by law Theinformation provided will be used for research reporting statistical purposes and to monitor legal compliance To help us comply with these government requirements please complete the following document Completion of this form is voluntary and will not affect your opportunity for employment or terms or conditions of employment if hired We appreciate your cooperation The following definitions are as offered by the federal government Gender Male Female OI Choose Not to Respond Ethnicity Are you Hispanic or Latino No not Hispanic or Latino Yes Hispanic or Latino A person of Cuban Mexican Puerto R
196. endar The system does not know anything about fiscal dates Relative dates are also inclusive so this search would find anything entered from January 1 of the previous year all the way through December 31 of the current year Searching with Text Fields Text fields can be searched by typing the text to be found onto the field to be searched Start a new Applicant QuickSearch by choosing New Search Try searching for Applicants in a particular city and click BE to see if any Applicants are found City any City TIP Case is not important when entering criteria but spacing is This works great when the user knows the exact spelling However there is a tool for users who do not have the exact spelling They can use a Wildcard search Wildcard Searches Wildcard searches can be performed on any Text field to assist the User with finding records that contain a particular string of known characters followed by one or more unknown characters The asterisk is the wildcard symbol that represents the unknown characters To search for people who live in any city starting with the letters San the User can type an asterisk after City san San Ben and then click Sareh This search finds people whose city starts with the letters San and any other characters following The User can also find people with a zip code starting with 95 by entering P ze and Search To find people who currently work in education try EMail edu Search Th
197. ent Uploadable in Doc List iGreentree application Determines if the Doc Type selected should be option as a type of document a user can upload Doc Types that have a specific Attachment identified for them should not have this box selected e Job Description Resume Text etc DoclsAppSearchable iGreentree application Determines if a Doc Type is an option when a user is performing a Contains QuickSearch from the Applicant QuickSearch screen DocisRegSearchable iGreentree application Determines if a Doc Type is an option when a user is performing a Contains QuickSearch from the Requisition QuickSearch screen DocisSearchCriteriaType iGreentree application Determines if a Doc Type is a Text Search option for a user when defining the elements of the Search Criteria Attachment for a requisition DocisSourceSearchable iGreentree application Determines if a Doc Type is an option when a user is performing a Contains QuickSearch from the Sources Expenses QuickSearch screen UploadablelnCSS iGreentree application CSS Hiring Manager module Determines if a Doc Type is a document that an applicant who is applying for a requisition via CSS could be requested to submit along with their application ViewableByHiringManagers Hiring Manager module Determines if a Doc Type is a document that a Hiring Manager should have access to if available for an Applicant Dup Check Dup Check is the set
198. er record will display a status which will reflect whether the requisition has been Not Reviewed Approved or Not Approved Status Date The date reflected is the date when the most recent change in Approval Status occurred Entered By Is the name of the User or Hiring Manager who added the approver Updated By Is the name of the User or Hiring Manager who made the most recent change to the approver s Status Comments Each approver has the opportunity to comment on the requisition they are approving If they complete the comment field it will be displayed here To add another approver simply click on the Add button and follow the prompts for Approver Name and Approval Status typically set to Not Reviewed and SAVE The sena Hotiicaten button can be utilized to send email notification to a Hiring Manager that their approval is needed The system will automatically send the email notifications in the order that the approvers are designated However in some circumstances a Hiring Manager may be unavailable and the recruiter may want to notify the next approver so as not to hold up the process Finding Reqs that were Entered Requisitions can be entered into iGreentree by a Hiring Manager if Hiring Manager Module is used or by an HR user Finding these requisitions is important to the recruitment process Within iGreentree choose Requisition QuickSearch from the Requisitions main menu Requisitons Find By Re
199. eral functions in the iGreentree System create temporary files on your PC This setting determines how long those files are saved before deletion Greentree recommends deleting these files on a daily basis therefore 10 hours is the standard recommendation EmailProcess Process Threshold Refers to the number of emails processed per pickup from a Resume Inbox For example the server has been set to pickup Resume Inbox messages every 10 minutes and this setting is 3 the system will pickup 3 emails every 10 minutes Greentree Systems recommends a value of 3 System performance will be negatively impacted when the threshold is set higher Job Alert Processing System Settings Greentree Systems Inc Settings Group Job Alert Processing J roapemgg ite 7 k P c58 30b Alert Expires Days Bob Alert Result Maximum Rows CSS Job Alert Expires Days This allows you to control how long in days an applicants CSS Job Alerts will remain active without any activity Activity qualifies as modifying logging into the CSS Site etc Job Alert Result Maximum Rows This allows you to control how many positions an applicant will be able to view in their Job Alerts email OIG Processing The OIG Processing settings are set up only if your organization subscribes to Greentree s OIG Processing Service These settings were defined upon implementation of your system and should not be modified without consulting Greentree Systems for more infor
200. eralist ES Question p you have a minimum of 5 years of HR experience Hew Questions The New Question can then be typed over with an Essay question that is open ended in format and Save encourages more than a one word answer Choosing will change the Current User entry in the Entered By field to the name of the user who is adding the question E If applicable please describe your prior surgical experience a 03 04 2004 Knox Katherine Multiple Choice Questions Another question type is Multiple Choice This question type should be used when specific answers are to be presented to the applicant for selection Select Question Type Multiple Choice Single Entry YesMNo After choosing Multiple Choice click and a new Multiple Choice question will appear deu Questiond Multiple Choice 1105 2004 Current User After the Multiple Choice question has been entered the User must then add the answers choices that are to be presented to the Applicant for selection Select _Add Answer to enter the first answer choice Questions for HR Generalist Add Gest Del Quest Add Answer Del Answer Save Cancel Close SERE ARAS PS Question Ge Question Style Entered By p you have a minimum of 5 years of HR experience Im A 03 04 2004 Fowler Stephanie y pro many years of Recruiting experience do you have WO Multiple Choice 01 042006 Current User Answers answer e lsplweigrte Cd Dis play Order Dp New Annan a
201. ers ni Desired Accounting IE O ei Peer Applicant Tre nt LETICIA OC Skill Desired Claims Proce Required Desired Nice to Have or Must Not Have The user can adjust the level of the criteria that remain Click in the Desired Required column of the line to be edited Choose one of the following levels Required In order to be found the Applicant must have this criterion in their record Desired If the Applicant has this criterion he she will be rated higher in the Match column Nice to have If the Applicant has this criterion he she will be rated in the Match column but not as high as for Desired criteria Must NOT have If an Applicant does have this criterion he she will not be found at all Desired criteria are 4 times more important than Nice to have The more match points the higher the person appears on the list of potential candidates Search criteria must not all be Must not Have At least one criterion must be Required Desired or Nice to Have The example below would only select applicants who have a Typing Skill If the Applicant has a Spreadsheet or Word Perfect Skill match points will be added to the Match column moving them up a bit in the list But if the Applicant has an Accounting skill more match points are added to the Match column moving the Applicant even higher in the list Desired Required Skill Skill Nice to have Spreadsheet Skil Required Typing skil Nice to have word Pered If Find
202. es Updates App Status Reg Status Copy to Edit New Template To create new Template similar to Template existing Req with Attachments Requisition Edit MI Printed report or Includes records found in search AppReq Result AppReq Results for other candidates same as Hire App Reports List File in other can output to Crystal Reports or program other program such as Word Add Approver Email The recruiter can add additional Notification approvers to an existing Req that is in the approval process Re Open Er J J Reverses a Fill or Hire Action Call Log Edit Call Log History Allows the user to record call particular requisition same data Change Filing List Changes both Filing System field System and Req number Purge List All deleted Should run Be careful permanently removes report first data good for cleaning out old info iGreentree v8 3 User Manual Appendix e vii Sources Expenses o Hoy List List Hardcopy letter the same form letter to a group of people Enter Expense Edit Req Expenses Same as Expense action in Req Distribute List Source Expenses Expense Log Applicant Edit Applicants Allows you to Logan Applicant Source Reports Edit Printed report or Includes records found in search List File in other can output to Crystal Reports or program other program such as Word Purge List All deleted Should run Be careful permanently removes report first data good for cleaning out Hiring Mana
203. es RegStatus IsCurrentForHiringMar Approver Reqs Dees Req Job Title Dept Hiring Mor Entered Recruiter 2004 002 Senior Administrative Assistant New Req Approved G Bergman Pam 01 16 2004 Fowler Kevin 2004 041 Senior Administrative Assistant New Req In Approval Process a Walker Jane 04 28 2004 Knox Kathenne aa a gt Page 1 of 1 2 Records Total List These Reqs Curreri The Hiring Manager must then select the Reg from the list of requisitions to proceed to the Review Req screen where a complete review of the requisition and a review of designated approvers can be done They also have the option to Add Approvers if additional Approvers are necessary Review Req Reoured Entry Undo Cove Approver Approval Status Status Date Comments Peterson Kerry Hor Reviewed Myers Gary Greenberg Carol Looks good Not Reviewed Entered 04 28 2004 By Walker Jane Reg 2004 041 Status New Reg In Approval Process Job Code 11112 Job Title Senior Administrative Assistant Dept Engineering Division Location Filing System Requisitions Total Openings 1 New Repl Replacing Grade 16 Full Part FTE 1 Shift Schedule Reg Temp Exempt NE Exempt Job Group 1 Hiring Mgr Walker Jane Recruiter Knox Kathenne Updated By Recelved Approved Deadline Posted Posted External Posting Category Note to Hiring Mgr Date Filled How Filled iGree
204. es the entered data will be stored and they will be brought back to the Application summary page where if necessary another section can be selected for editing Once the Applicant has downloaded the full Application they will see a new section at the very end of the Application labeled Information Acknowledgement This section typically contains a company s legal jargon about employment contingencies terms and or practices It also contains a final question that serves as the Electronic Signature Applicants must select Yes in answer to the final question or they iGreentree v8 3 User Manual Candidate Self Service e 121 will not be able to _Submit their application The Information Acknowledgement statement and the applicant s Yes choice will be stored within the CSSForm Information Acknowledgement PLEASE READ BEFORE SUBMITTING I hearby affirm that the information provided on this form and the accompanying resume if anyi is true and complete to the best of my knowledge I also agree that any falsified information or significant omissions may disqualify me from further consideration for employment and may be justification for dismissal at a later date I understand that my employment is contingent upon satisfactory background reports I hearby authorize Greentree Systems Inc to inquire of my former employers references and all other persons having Information concerning me to disclose to Greentree Systems Inc
205. es to continue select OK for each e A Archive 1 applicant s P Are you really sure Se u Archive 1 applicant s NOTE Archived Applicants Hiring Managers can be restored or permanently deleted in the Maintenance section of iGreentree For more information on these actions visit Archived Applicants Hiring Mgrs earlier in this chapter Purge This action is available for Applicants Requisitions Sources Hiring Managers and Templates from the List View This is used to permanently remove old records from the database Purging policies and procedures including frequency should be outlined and understood by all team members Itis recommended that the Purge function should be restricted to certain users to avoid accidental removal of records Purging large quantities of old data may improve system performance However attempts to purge too many records at once may result in a purge failed message due to a system timeout If this occurs try multiple purges of smaller record sets IMPORTANT ALWAYS make sure there is a recent complete permanent backup of the Greentree database before purging any data example It is the end of the second calendar year using the Greentree system and management wants to be rid of Applicant records that were entered more than a year ago Perform an Applicant QuickSearch to find the Applicants who were entered Last Year Applicants Find B y ID Find By Mame QuickSearch Entered Last Year
206. esides in a foreign country Greentree recommends the following to trick the processor into accepting the resume For address information not included type in the following as a fake address No Street Addr iGreentree v8 3 User Manual Resume Processor amp ScanStation e 140 2 3 NoCity NS 00000 IMPORTANT Do not use the word Address on the address line this is a reserved word used by the processor For applicants who live in a foreign country type in the following as a fake address above the real one Foreign Street Addr ForeignCity FS 00000 Having a consistent fake address that is used for processing erred resumes will assist recruiters when an applicant is being considered In seeing a No Street Addr they will know to look for another way to contact an applicant In seeing a Foreign Street Addr they will know to look at the Resume Text attachment to get the applicant s real address information Once the contact information has been corrected the document and or email should be emailed to the original inbox address for processing FY John Smith Message Plain Text Eile Edik wiew Insert Format Tools Actions s EE eB OE Mates resumes demomMiqreentree Com TET Subject Fw John Smith John Smith Mo Street Addr MocC Ca HS gdo 212 926 1520 home email horne corm POSITION Seeking position wher Assistant Is the file attachment of a format th
207. ess much like the following Firstname Lastname OR Firstname MI Lastname Street Address Street Address City ST 12345 City ST 12345 1234 If it is unable to identify the above information the email will automatically be sent to Notify On Error Before the email is resubmitted some decisions need to be made 1 Is the email that erred a valid resume or is it an unsolicited email advertisement 2 If itis a valid resume why did it error out What modifications need to be done prior to re submitting If the erred email is not a valid resume the message can be deleted If however the resume is valid the following should be reviewed 1 What is the formatting of the Applicant s contact information The reason for an erred resume is usually because a complete name and address including City ST ZlPCode at the top of the resume could not be recognized The most common culprits for this scenario are The applicant s contact information was included as the document Header or as an image or the address information is not included or is not in standard U S format i e a foreign address Resolution The most efficient way to correct this is to manually type the contact information into the body of the document or email and remove the image and or Header When typing the contact information be sure it is contained within the first few lines and follows the above format If the applicant did not include street address information or r
208. ettings Maintenance Duplicates Processing is set to Use Alternate Filing System and Duplicate Filing System is set to a specific Filing System such as Possible Duplicates Someone should be assigned to performing the periodic task of checking these records to see if there are truly duplicates and updating the records accordingly Start by searching for Applicants who are in that Filing System and were entered during a specific time period since the last time this function was performed Applicant QuickSearch w Entered kange Bel el Updated m Bel el Name F M D TT Address i Senf Filing System Possible Dups E PO E Skills Status EE After finding the list of possible duplicates switch to rom view Merging Duplicate Records Now a determination can be made for each Applicant one by one whether they are already in the system or an entirely new person From the Action menu choose Duplicate Check ction His Log to Sour Send Letter Log to Reg Reject Route Interview Test Result Make Offer Hire One or more possible duplicates will appear at the bottom of the screen Clues to help immediately eliminate some of these records include the name ID number address and social security number Possible Duplicates for Sandy Rhoads View App Close Applicant JD lsddress Jssm Rhoads Sandy 500007 Buttersworth Bogs Road PR iGreentree v8 3 User Manual Resume Processor amp ScanStation e
209. ettings are for use with the optional XML Person Loader module and are detailed in the documentation received with the implementation of the Person Loader For more information regarding the Person Loader please contact Greentree Systems Support System Settings Maintenance The System Settings contains numerous settings that the iGreentree Administrator can control Select Maintenance System Settings Maintenance Codes Filing Systems Doc Types Dup Check Logged Users Letters Reports Thesaurus HiringMgr Settin C55 Settings Person Loader stem occ Once selected the Overall System Settings Group will automatically be displayed iGreentree v8 3 User Manual Administration and Maintenance e 230 Greentree Systems Inc b Company Marne Greentree Systems Imc Default Hiring Manager Web Site HiringM anager iGreentree Web Site URL https IGTVUE3QA Greentree com Route Email Subjed Prefix SSCS Tum On Assessment Vendor Processing e use Ratings With Skills e Company Name Refers to how you would like your company name to be referenced in various areas of the system Default Hiring Manager Web Site Refers to the Name of your Hiring Manager website in Reviewer Notification messages iGreentree Website URL Displays the active URL for your iGreentree System to be used in App Req reviwer notification Override Sender Email with System Email Address Allows you to mask the email address used for communicati
210. fected by formatting such as bolding fonts etc Many of the options above also have keyboard shortcuts such as Ctr P for Print The shortcuts are displayed next to each item in its menu Users can memorize the keyboard shortcuts for functions used frequently File Edit View Insert Print Ctrl F These same editing functions are available for Job Qualifications Notes Resumes and Letter Maintenance The Job aia will gem in the Job Detail aa of Candidate Self Service ee Job Detail E To apply for this Registered Nurse Operating Room position click on Apply for this position Ba Email this job to a friend Job Title Registered Nurse Operating Room Req 2005 032 Location Dallas Department Critical Care Unit Job Description This professional staff person is responsible for performing assessments developing a plan of care implementing and evaluating the care The RN administers medications and treatment as ordered by physicians and in keeping with the current clinical nursing practice The RN is responsible for directing monitoring and evaluating the care delegated to non licensed personnel As a member of the interdisciplinary care team the RN works collaboratively with the other members to assure the safe and accurate delivery of care In addition the RN performs a range of technical services in a cross functional mode to comprehensively serve patient needs Job Qualifications Education Graduate of a sch
211. for an Applicant Requisition Source or Hiring Manager Information is entered via the Actions but is tracked in the History Some additional information such as Results may be entered in the History iGreentree v8 3 User Manual Appendix e ii Hosted Services Services provided by Greentree when your database is stored at a Greentree location Includes many system administration functions and may include services such as resume scanning resume loading document scanning sending acknowledgment letters and more Contact Greentree to discuss how these services could benefit your organization Image A graphic file that is an exact picture of the resume Differs from the Resume Text file which has been through OCR and contains simple alohanumeric text Import To bring data into your iGreentree system from some other database or other applications such as a spreadsheet or word processing program ScanStation A module that allows users to scan resumes from any location that can send the files via email to the iGreentree database Job Postings A list of the current positions that are open within the company May include titles departments job descriptions contact names and other information about the open jobs Posting a Reg to a Source means that source has been informed of that opening perhaps the Job Posting report was sent to them Letter Communication to an Applicant May be sent via email or printed hardcopy Log To Req
212. for this field Make Offer Default Selected Result Defines the default Result for this Req field value to display on the Make Offer form when a Hiring Manager selects the Make Offer menu option in the Hiring Manager module Offer is a commonly used Result code for this field Hire Default AppStatus Defines the default Applicant Status field value to display on the Hire form when a Hiring Manager selects the Hire menu option in the Hiring Manager module New Hire is a commonly used AppStatus code for this field Hire Default ReqStatus Defines the default Requisition Status field value to display on the Hire form when a Hiring Manager selects the Hire menu option in the Hiring Manager module Filled is a commonly used ReqStatus code for this field Hire Default Selected Result Defines the default Result for this Req field value to display on the Hire form when a Hiring Manager selects the Hire menu option in the Hiring Manager module Hired is a commonly used Result code for this field Hire Default Non Selected Result Defines the default Assign Result for other Apps value to display and then assign to all checked applicants when the Assign Result to Non Selected Applicants button on the Hire form is selected when the Hire menu option is displaying in the Hiring Manager module Reject Alternate Selected is a com
213. further Approvers can be added by the Hiring Manager Approvals COmIment Peterson Kerry Not Reviewed Myers Gary approved 5 12 2004 Looks good Greenberg Carol Approved 5 28 2004 Let s get a move on this Add Approvers Search Committee Members may be maintained thru the Review Reg screen as well The initiator can add or remove members as necessary Search Committee ADD Pemove Al Committee Member Security Created Created By Updated Updated By Griffin Terry Update s 1223 2005 Current User AC Mcwilliams Harry Read Only ze Read Read Only k 12 23 2005 Current User A Mercer Michael Read Only w Read Read Only v k l12 23 2005 Current user A lt is also the My Regs screen from which a Hiring Manager can review applicants who have been logged to one of their requisitions By selecting the button next to a requisition the Hiring Manager will be able to view applicants They will also see a pre screen question rating if the applicant applied to the requisition via Candidate Self Service CSS My Reqs Job Title Entered Recruiter iri 2005 002 Senior Administrative Assistant New Reg Approved 01 14 2005 Fowler Kevin a Hinson Kristina 2005 008 Registered Nurse Open 01 26 2005 Mercer Michael M Hinson Kristina 2005 016 General Surgeon Open 03 03 2005 a Knox Katherine a Hinson Kristina Applicants for Req 2005 016 3 Records Found Comments Appli
214. g A dd R e q uisitian iGreentree v8 3 User Manual Requisition Management iGreentree e 72 Periodic searches by Entered Date will find the new requisitions and allow HR to enter additional data and record the activity of the Req Users can also include additional criteria that will limit the search results to specific types of Reqs such as those that have an Approved or Pending Approval Status Requisition QuickSearch Geel Syesreins Dr Entered m e Tel updated Sigi E Req Status oOo Filing System EA JobCode Positionctd Total Openings Total Pied Job mes Depp Il Seaitengs Approved si Division Llrsenmptanwgsl Isi Deadline m Location PO Full Part PO 7 Posted Internal PE Sal Grade MS New Repl Te Posted External ee FTE Replacing Shift Code PO Posting Category VA Le Schedule PS Recruiter hy H Job Group PO Hiring Manager et Hiring Mgrs See All Apps Search Committee Start PO Search Committee End Note to Hiring Mgr Filled By How Filled Filed On ss StartOnm m Contains PO ha q Once the new Requisitions have been found users can add or change data and or Attachments and perform Actions as needed described in detail later in this Chapter List View The most common result form of a search is List View Any time a user performs a search that returns more that one result Requisition Applic
215. g records develops and delivers training programs Choose to have the system find Search Criteria from the Job Description If the Requisition already contains Search Criteria the user will be prompted with three choices for proceeding 4 A Postings Analysis We KE 10 search criteria current y exist for this requisition Would you like to append any new search criteria or overwrite the existing search If the user chooses ESvenwnite the existing Search Criteria will be deleted and the newly found Search Criteria will be added If is chosen the existing Search Criteria will be retained and new criteria will be added to it If the user selects the analyze process will be aborted If the user selects J or they will be prompted for a Thesaurus skill set The best Thesaurus to choose is the one that contains skill and degree codes that fit the type of Req selected For this example use All Codes iGreentree v8 3 User Manual Requisition Management iGreentree e 77 Select Thesaurus All Codes Computer Financial Med Professional The system now finds Skills and Education criteria based on the codes within the system and the text it searched in the job description You will receive a notice of how many criteria were extracted and that it has been successfully added A Successfully added 10 search criteria extracted From the Job Description The Search Criteria can now be fine tun
216. g Manager module there is a link in the Job Code lookup table to specify the Requisition Template including Job Description Job Qualifications CSS Questions and CSS Skills to expedite creation of a new requisition when the Job Code is selected Thesaurus A grouping of codes that is used for loading resumes It includes Degrees Skills and Objectives that are appropriate for a particular kind of applicant and can speed up the Analyze process by limiting which codes are found and entered for that Applicant iGreentree v8 3 User Manual Appendix e v Actions Quick Reference Applicant Actions rt yO Sennen Log to Source Edit App Sources To track where Applicant came from List Source Applicants Source Hires Mass Mailing List Hardcopy letter Interview Offer Hire and Fill Log to Req Edit App Can also happen from Log to Source List ReqsAppliedFor Reject Route Interview Test pee Applicants Results Offer and Hire actions program such as Word or AppReg Result can Log to Reg AS bs or For Requisition optional List Hiring Mgr Routes hardcopy also updates App Status Attachments can track results can Log to Req Can track results can ne to Req Hiring Mgr Intvws Results Edit App Tests habiles track other things that have results such as background checks certifications salary requirements App Offers Info can default to Hire or Fill Req Offers Updates App Status Reg Status Hiring Mor Offe
217. g managers to use the Hiring Manager module to enter and track their own Reqs OR Choose Add Requisition select or create Template if needed enter data then Save To Enter a Source or Hiring Manager Choose Add Source or Add Hiring Mgr enter data then Save To Look up One Applicant Choose Applicant Find by ID OR Choose Applicant Find by Name and enter first letter and a few consonant sounds of last name OR Choose Applicant Find by Name and enter first few letters followed by an asterisk OR Choose Applicant QuickSearch To Search for Several Applicants Find a Requisition that you need candidates for use the Find Matching Apps action OR Choose Applicant QuickSearch enter criteria choose Search To Search for Requisitions Source Expenses or Hiring Managers Choose the appropriate QuickSearch enter criteria choose Search OR Choose Requisition Find by Reg To Send Acknowledgments to Applicants If you use several different acknowledgment letters or ways of sending Find an applicant from Edit or Summary View choose Send Letter Action select a letter choose email or hardcopy If all applicants get same acknowledgment letter and all send the same way Use QuickSearch to find all applicants entered Today Choose Mass Mailing Action select a letter choose email or hardcopy iGreentree v8 3 User Manual Quick Reference IGREENTREE QUICK REFERENCE To Route Applicant Information Find the Applicant s
218. g the indicator next to the requisition to be viewed and clicking on the button iGreentree v8 3 User Manual Requisition Management iGreentree e 76 Analyze a Job Description or Qualifications The system can assist the user with starting to build the search criteria by analyzing the job description and job qualifications From the Attachments menu first choose Job Description Attachments gt Notes Job Description 1 File Edit View Insert Format Tools gt Administers various human resources plans and procedures for all employees assists in development and implementation of personnel policies and procedures prepares and maintains employee handbook and policies and procedures manual maintains all HE related paperwork Conducts recruitment effort for all levels of openings Gincluding internship program and temporary employees maintain applicant tracking records conducts new employee orientations develops internship program for applicable departments monitors career pathing program writes and places advertisements Performs benefits and 401E administration to include enrollment claims resolution change reporting pdate and communicating benefit information to employees develops and delivers new lure orentatiot Maintains and promotes the tuition reimbursement program and ongoing employee development programs develops annual training plan based on needs assessment and budget maintains trainin
219. ger Actions List Send Letter Edit Hiring Mgr Letters Deo or is Mailing available to send Mass Mailing List Hardcopy letter the same form letter to a group of people Hiring Mgr Edit Printed report or Includes records found in search Reports List File in other can output to Crystal Reports or program other program such as Word Change Edit Allows the user to change the Password password used with the Hiring Manager Module Maintenance Archived Hiring Mgr henna bf ee deleted Should run Be careful permanently removes report first data good for cleaning out old info Requisition Applicant Template Actions List new Template one that already exists Ee report first Template NOTE All Actions available in Edit View are also available in Summary View iGreentree v8 3 User Manual Appendix e viii History Quick Reference Applicant History History Name Action it comes from Comments Reqs Applied Log to Req Can also come from Log to Source Reject Route For Interview Test Results Offer and Hire actions can track results Can track results Interviews Can track results Make Offer Tracks dates answers and comments about each offer Tests Test Results Tracks tests and other items that have results such as reference checks and salary requirements Letters Send Letter Mass No need to print hardcopy since the letter text is stored Mailing Route Interview Make Offer Hire Fill Reo Tracks which source s
220. get to the module iGreentree v8 3 User Manual Module Maintenance e 250 Setting Properties and Descriptions Active Inactive Identifies whether or not the CSS Web ID is active This is often used during web site maintenance Entered By Identifies the name that will appear in the Entered By field on the Applicant screen for each Applicant that is added from this CSS Web ID The usual value for this property is CSS Filing System Identifies the Filing System into which applicants who apply to this CSS Web D will be placed Default Web Source Allows you to designate a default source code for each applicant applying thru your CSS Site This Source will only be used in the absence of any other source code No source entry will be created if this is left blank Default RegResult This identifies the result value which will be assigned to each applicant who completes an application for a specific job from this CSS Web ID and passes the built in prescreen if no prescreen is used they will be assigned this result too The result value will be assigned to the specific requisition selected by the applicant before submitting the application i e the one they were logged by this application This result will be viewable in iGreentree by going to the Applicant s Reqs Applied For History or by viewing the Requisition s Applicants History NOTE If your organization utilizes the Set Other App Req Results To in the Hire Fill Action the Result will
221. gr Settings Add Web ID HiringManager Setting Properties Description Active Requisitians Propert Reg Filing System Recruiter Knox Katherine RegStatus on Submit New Reg In Approval Process RegStatus on Approved Open New Reg Disapproved Ofer Qutstanding Offer Outstanding Ofer Mew Hire Filled Hired Reject Alternate Selected https gt8194 iGreentree com HiringManagers RegStatus on Hot Approved Make Offer Default App Status Make Offer Default RegStatus Make Offer Default Selected Result Hire Default AppStatus Hire Default RegStatus Hire Default Selected Result Hire Default Non Selected Result HiringMgr Web URL Msg to Submitter Interim Reg Status HM Reg Approval Note to Submitter Interim Your reg has received a Status Change HM Reg Approval Note to Submitter Your reg has been approved disapproved HM Reg Approval Needed Reg approval needed Msg Subject Line Interim Reg Status Msg to Submitter Reg Approved Msg Subject Line Submitter Reg Approved Msg to Approvers Approval Needed Msg Subject Line Approval Needed Msg to Recruiter Req Approved HM Reg Approval Note to Recruiter Reg Approved Msg Subject Line Recruiter Reg Approved new reg has been approved disapproved Msg to Recruiter Offer Made Msg Subject Line Recruiter Offer Made Msg to Search Committee Added to Reg Msg Subject Line Search Committee Added to Reg Msg to Search Committee Deleted from Reg HM Hiring Mar has
222. gree Major To Eo Follow Up Ho Data Available Available E DIG Status Skills DIG Last Status Date Skill Rating Special Note Ho Data Available The User can now compare other Attachment data such as resumes applications etc to determine if the Applicants are in fact one and the same f it not the same person close the second window using the EEE tor Close Merge button and then click If an Applicant is the same person click the will be displayed in a side by side view Merge Applicants y Systemi Pteni Apphcants IG t67 Zrtesd 01 20 2000 By Mundow Kristina 10 In Zrteed 01 23 2000 By Muxlow Kristina Updated 01 24 2000 By Muxlow Kristina Updated 01 24 2000 By Muxlow Krietina The Applicants Wamel FNL Stec H ArrgiEZROL 1 Sut Narra Haze iQue Narre Que TIM DIANA yde DIE SIN id2atrfictrswe Address 2276 White Picket Fence Dr Address 1234 Sora Street Address Chy Suburbia laa E Date CA Dtate CA lp 90762 g Ze 70765 t Statut 4 i Statut Mev Lorg eane y Locator i Locator Recruiter Recruiter Follow Up Fothow Up Available Available Spedal Note Special Note Referral Maree lp star al Harve Contact Inferneten Contact Inferrmneten sole NED iGreentree v8 3 User Manual Applicant Processing e 180 Close If this is not the same applicant to get back to the Duplicate screen and pick a different possible duplic
223. gt Reqg 2005 037 Status E Filing System Job Code 28888 HR Gen Position Ctri 145852 Total Openings Total Filled o Job Title ur Generalist sti tsti i sSCS Dept Human Resources 7 Reg Temp Regular v Approved 12 08 2005 Tel Division Operations Tel Exempt NE Exempt 7 Deadline Isi Location atlantas y Full Part Pat Posted Internal 12 08 2005 m Sal Grade 24 Is New Repl new Tel Posted External 12 15 2005 5 FTE o 5 Replacing Shift Code w Posting Category Human Resources Is Schedule M F 12pm 4 30pm Recruiter Cannova Adrian 7 Job Group 2 y Hiring Manager walker Jane Is Hiring Mgrs See All Apps Note to Hiring Mgr Filedey Howfile FilledOn m Startom m iGreentree v8 3 User Manual Introduction and Overview e 9 Moving to Another Record To move to another applicant record use the Navigation Box Go to Go to Previous Rex Eo to rst record record Changing Data To change data simply enter new data in the appropriate field s then choose the button See Field Types on page 5 for ways to enter data If the user forgets to save he she will be prompted when they close the record or select a different function Microsoft Internet Explorer P bn Save Changes Click OK to save changes or click Cancel to close without saving The Updated and By fields at the top are automatically updated to record the
224. hat user s password Each user should be given a unique username and password Connect to v82demo igreentree com 1 Xx i ER v82demo igreentree com ee Giusemame A Password o Remember my password Menus When first entering the database the user will see a menu similar to the one displayed below on the left side of the screen E iGreentee Hot Items Applicants Requisitons Sources Expenses Hiring Mgrs Adwanced Search Ready Reports Maintenance Reg Templates App Templates User Preferences Exit Each of the main functions has additional options beneath it The main menu can be expanded to include sub menus by clicking on the menu option Click again to minimize an option Es Greentree Hot Items Applicants Requisitions f Find By Reg QuickSearch Add Requisition When a sub menu is selected a new window will open to the right iGreentree v8 3 User Manual Introduction and Overview e 4 Within most windows there are additional menus The most common menus are Action History and Attachments These menus have sub menus that can be viewed by clicking on the main menu label Select a sub menu by moving the mouse down through the list and clicking on the item needed An additional window will appear at the bottom of the screen or pop up over the base record Applicant Summary Action History Attachments Field Types There are several types of fields in iGreentree which may be upda
225. he Selected list To remove an Approver from the Selected list highlight their name and select the lower arrow iGreentree v8 3 User Manual Requisition Management Hiring Manager Module e 37 A Select Committee Member Microsoft Internet Explorer provided by Comcast Select Committee Member Selected 4 Bergman Pam Chamonix Susan Greenberg Carol Walker Jane Available Brelsford Mark Cannova Adrian Collins Andrea Dominguez Keri Elliott Michael Fowler Kevin Griffin Terry Griffin Terry Hawthorne Michael Hinson Kristina iGreentree Demol gt ull Please note that for individuals to be included in this list they must be set up as Hiring Managers in iGreentree In addition they will need to be assigned Hiring Manager Userld s and Passwords so they can log in and view requisitions for which they are Search Committee members The selected Search Committee Members will be displayed under Search Committee Search Committee ADDO Femowe All Committee Member Security Bergman Dam A Chamonix Susan A Greenberg Carol A Walker Jane A The Hiring Manager must now select a Security level default is Read Only There are two levels to choose from Read Only Allows the Committee Member to view the applicant and all available documents As well as enter comments which can be viewed by other Committee Members including the Hiring Manager Update Allows the Committee Member the
226. he list by clicking on the Req The Review Req form will reflect all field values as the requisition currently stands in a new window including any changes made by HR Posting Category Note to Hiring Mgr Human Resourses iGreentree v8 3 User Manual Review Req Save Unda Close Help Required Entry Entered 03 03 2005 By Fowler Stephanie Req 2005 020 Status Open Job Code 888868 Position Ctrl 145892 Job Title HR Generalist Dept Human Resources Division Operations Location Atlanta Filing System Requisitions Total Openings 1 Total Filled 0 New Repl New Replacing Grade 24 Full Part Part FTE 0 5 Shift Code Schedule M F 12pm 4 30pm Reg Temp Regular Exempt ME Exempt Job Group 2 Hiring Mgr Hinson Kristina Recruiter Cannova Adrian Updated 12 22 2005 By Muxlow Kristina Deadline Approved 03 03 2005 Posted 03 03 2005 Posted External 03 05 2004 Requisition Management Hiring Manager Module e 44 Review Req will also have the latest information about the approval process If no Approvers were originally designated for a submitted requisition and one or more Approvers need to be added the Hiring Manager will need to contact the Recruiter to add them via the iGreentree application If Approvers had been designated and full approval has not yet been attained an Approver can be added from any of the Review Req screens in Hiring Manager module However if full approval has been attained no
227. he requisition has been re opened Several pieces of information were cleared from the Requisition Screen including Filled By How Filled Filled On and Start On Wa 1 Re opening this requisition will clear the hire we information From the requisition Lex You may also run this action by selecting the quick launch button ES located on the toolbar CSS Questions Audit Any changes that are made to CSS Questions are recorded in CSS Questions Audit History These changes include adding questions from Hiring Manager Module or CSS Questions Attachment and or editing deleting existing questions from CSSQuestions Attachment CSS Question Audit for 2005 036 Description dt Updated E ADDED QUESTION Do you pocess a certificate from O3 04 2004 04 25 27 PM Fowler Stephanie an accredited nursing assistant training course ADDED ANSWER Yes WEIGHT Desired DISPLAY 03 04 2004 04 25 27 PM Fowler Stephanie ORDER 1 FOR QUESTION Do you pocess a ADDED ANSWER No WEIGHT Must HOT Have O3 04 2004 04 25 27 PM Fowler Stephanie DISPLAY ORDER 2 FOR QUESTION Do vou pocess iGreentree v8 3 User Manual Requisition Management iGreentree e 89 Other Mass Actions There are three mass actions that are not addressed in this chapter The iGreentree Administrator normally uses Apply Template Change Filing System and Purge If knowledge of these functions is needed see the Administration and Maintenance Chapter of this manual and
228. he skills for the selected Applicant Attachments gt Notes Education Summary 1 Licenses amp Certificates Jenn Resume Text P Arpiar Trading O Resume Image Juste Serrie CSSForm 1 Human Resources Skills 4 sales Support Because they are also used frequently for applicant searching the Req Objective and Degree fields are also on the Applicant QuickSearch screen Contains Searches To search for specific data within other attachments use the Contains field The Contains search utilizes Microsoft s Text Search engine It is powerful but can be slow since it is searching large text files It is usually more efficient to search on codes such as Skills or Degrees Case does not matter in a Contains search To find Applicants who have Notes containing the word relocating the User would enter Contains Hotes ha relocating iGreentree v8 3 User Manual Searching e 194 Status Que Steven AS E R26 2008 SSES Barth Sharon Cannova Adrian a7 082004 Boswell Stephen T Mercer Michael M 0g 072004 Once some records are found users can see where in the notes that word was found Under Attachments select Notes Open Find from the Edit menu within the Notes window but don t forget to turn off the Match Case option Find what relocating Direction Cancel Match case Up Down File Edit Muxlow Kristina 01 31 2006 06 26 PM EST Suzy will be to CA In early October uzy on the phone today indica
229. hich are filled which are being Route applicant data and record routings handled by whom Create Postings paper and electronic Expenses per opening per department etc Report on what is overdue from managers Record Sources and Expenses Record History Post Requisitions to Sources Who applied for what what were the results Record which Applicants came from which What correspondence has been sent sources What happened with job openings and people Record Expenses report on Cost per Hire Record Candidates for Requisitions Print reports for recruiters and for management Find applicants who may be qualified for an Open Regs expenses cost per hire Req aging opening postings EEO periodic status reports Sourcing Log applicants to requisitions keep results per graphs amp charts etc logging iGreentree v8 3 User Manual Introduction and Overview e 1 Major Components of the System The major components of the system are displayed here with some example data and their relationships HIRING MANAGERS REQUISITIONS SOURCES EXPENSES APPLICANTS Adam Zwier Admin Assistant Employee Referral Francine Underwood Bonnie Yarvin Bookkeeper Employment Agency George Taylor Charles Xavier Custodian SE Job Fair Hilda Swanson Donna Washington Engineer Local Newspap Irving Roberts Edward Valentine Facilites Manager MonsterBoard Jackie Quon Greentree provides the tools to record the relationships and history for all of these components Bas
230. hich is based upon the level of the position I have carefully read the above Information Acknowledgement and I understand and agree to all of ves no the statements Subrnit Cancel If an applicant forgets to complete fields that are designated required an error prompting them to complete the missing information will appear when they attempt to submit Microsoft Internet Explorer x A The following question is required Information Acknowledgement If all required fields are completed and the Applicant clicks Submit their Applicant record is updated in iGreentree and they will be logged to the appropriate Requisition Upload Documents After selecting _Submit the applicant may be requested to attach specific documents This request for information is requisition specific and is set up in the Requisition s CSS Uploadable Document Attachment in iGreentree If no documents are entered into the Requisition s CSS Uploadable Documents this request will not be presented to the applicant When specific documents are requested the applicant can choose to attach the document The Browse button will work very similarly to the attachment button in the user s email They will be taken to their PC s file directory and be allowed to locate the document and select it Once selected the name of their file will populate onto the field on the CSS screen The applicant must click the 2 Pocuments button to have the document
231. hieve the same results Either action will automatically update the Applicant and the Rea as well as their History To try this action select Fill from the Action menu Applicant Offers On 01 06 2006 Answer Accept On 01 06 2006 Date Start Date Orient Set Applicant Status To New Hire Total Bonus Bonus Payment Amount i Bonus Payment Date 1 Bonus Payment Amount 2 Bonus Payment Date 2 Filled On 01706 2006 m How Filled O E Set Requisition Status To Filed M Set App Reg Result To Hired M Other AppReg Results for Hired Applicant Pe Other App Reg Results A Select Letter i Hire Confirmation Filled Reg Action History Attact E Find Matching Apps Post to Source Signer EI Enter Expense 9 Place On Hold y Take Off Hold k Withdraw T Include Letter Contents in Letter History AC Personalize before sending The Fill Action is just like the Hire Action except that the Fill Action requires an Applicant who is already logged to the requisition be selected to fill an Open Requisition If there are no Applicants logged to the Req the Action must be done from the Applicant Hire Action The Hire Action requires the user to pick a Req and will log the applicant to the Req if needed Output Format Some of the data will auto populate but this data can be overridden if necessary The system updates all of the
232. his Applicant will go in the Attachment called Notes To access select Notes from the Attachments menu or use the quick launch button L 5 located on the tool bar File Edit View Insert Format Tools opoke with Suzy on the phone today indicated application had been received and forwarded along to manager The window will scroll as additional notes are entered This information is then viewable by anyone with security access to Applicant Notes f notes are entered about phone calls and messages left for the Applicant a dated timed and signed history will be kept of the communications It is recommended although optional that Notes be spell checked prior to saving Click the Tools menu and select Spelling Tools Spelling Once checked for spelling errors click on the button to save the entered notes Suzy Que File Edit Muxlow Kristina 01 23 2006 02 33 PM PST Spoke with Suzy on the phone today indicated application had been A received and forwarded along to manager The system automatically enters the name of the person who entered the note i e the user s login name the date it was entered and the time from the server that it was entered Editing Saved Notes If a user needs to edit existing Notes go to the Documents Attachment where each document is stored separately iGreentree v8 3 User Manual Applicant Processing e 147 Attachments Notes 1 Experience Summary Education Sum
233. i iGreentree v8 3 User Manual Contents Introduction and Overview Introduction Welcome to the iGreentree Employment System This manual in conjunction with training will help provide new users with the information needed to use this system effectively Objectives Everyone who plans to use the iGreentree Employment System should go through the Overview It provides the basic framework for everything that follows Each user may then determine which of the remaining lesson s are appropriate depending upon their duties within the recruiting department After completing the Overview unit users will have a general understanding of the system be able to move around the system and perform basic functions They will be able to e Familiarize themselves with the capabilities and benefits of the iGreentree system Log in to the iGreentree system Select options from the Menu Become familiar with what each of those choices is for Exit the system properly Features of the iGreentree Employment System Record Applicants Send correspondence to Applicants Record Applicant activity Send acknowledgement letter postcards or emails Route information to managers amp others Print labels and or envelopes Schedule and record interviews Send offer and hire confirmation letters Record testing reference checking etc send regrets letters and other letters as needed Record Requisitions Communicate with Hiring Managers and Sources Which are open w
234. ic Definitions Requisition Jobopening RQ Result field for Applicants on a Reg also Result for Requisitions an App is Logged to enter one place appears in the other Result Recognition iGreentree Per Requisition 20 identical openings at once not recommended for others Service internet or intranet Processing email into iGreentree Processing have been scanned and or manually loading emailed resumes Department function within an organization See the Glossary near the back of the manual for more definitions of terms iGreentree v8 3 User Manual Introduction and Overview e 2 Employment Process Workflow The iGreentree System closely aligns with the processes that occur in the typical employment department Hing htarager Enters Requisttion Hring binager fuvfodule Requisition Goes Through Approval Hecouter efes Comeciness of Job Description Tie atc Zaire Aporovals Recruiter Changes Requistion Statusta Open Recruter Perftonre Seanch of Easting Applicants Recruiter Searches tor Hew Apolicants Pecruter Qualities Hot Duai ed A Applicants for Position Pore Screen eto Quaited Recruter Routes Applicant nfoto lutarager Route Tum Gown Appicant haer oe Action Rejects Acton A binager Requests hteniew Recruter Coordinates hteniew Ftergeu Actor hianager Rejects Preemployment Testing Completed Recarmed in Test Resuks Successful passes tests App
235. ic for Run nor Public for Edit Parameters using Recruiter should use SysCdeFldRecruiters as the Code Type Parameters using Hiring Manager should use SysCdeFldRecruitersandHireMgrs as the Code Type Rules for using the Fields Lists when adding Search Criteria When searching for Applicants do not select Hiring Manager or Source Expense Fields Select only Applicant Person Requisition and Requisition Fields When searching for Hiring Managers do not select Applicant or Source Expense Fields Select only Hiring Manager and Requisition Fields When searching for Source Expenses do not select Applicant or Hiring Manager Fields Select only Source Expense Fields and Requisition Fields For searching for words in text fields use the Includes condition eg ReqJobTitle Includes Unix For ranges where equal to or greater than or equal to or less than are needed use two criteria with an OR relationship For instance AppDateEntered Last Month OR AppDateEntered gt Last Month The arrow keys at the top of the Build Search page WS amp can be used to move criteria and groups without having to re select them Each item can be moved up down right or left as needed to create the correct visual representation of the relationships so the search will return the desired results iGreentree v8 3 User Manual Searching e 207 Reporting Objectives This lesson is for anyone who needs to enter and record
236. ican South or Central America or other Spanish culture or origin regardless of race OI Choose Not to Respond Race What is your race Select one of the following race categories White A person having origins in any of the original peoples of Europe the MiddleEast or North Africa O Black or African American A persons having origins in any of the Black racial groups of Africa O Asian A person having origins in any of the original peoples of the Far East Southeast Asia or the Indian Subcontinent including for example Cambodia China India Japan Korea Malaysia Pakistan The Philippine Islands Thailand and Vietnam O Native Hawaiian or other Pacific Islander A person having origins in any of the peoples of Hawaii Guam Samoa or other Pacific Islands American Indian or Alaskan Native 4 person having origins in any of the original peoples of North and South America including Central America and who maintains tribal affiliation or community attachment O Two or More Races I Choose Not to Respond Disability Status Please choose one of the options below if it describes your disability status O Disabled An individual with a disability is a person who has a physical or mental impairment that substantially limits one or more major life activities has a record of such impairment or is regarded as having such an impairment major life activities are activities that the average person can perform with little or no diffic
237. ichael M03 02 2005 New Applicant 03 02 2005 2005 050 Registered Nurse Operating Room Gannova Adrian 03 03 2005 New Applicant 08 09 2008 A list of all the Reqs that this Applicant has ever been logged to displays at the bottom of the window There is a View Reg button available to see more information about each Req This button will open another window over the Applicant s base record and display the selected requisition The user can examine some of the other History items while here Or close the window to return to the Applicant s record Introduction to Attachments Click on Attachments in the menu bar to see a list of all the different types of Attachments for Applicants Choose Notes from this list Bonnie Cone File Edit Muxlow Kristina 12 21 2005 01 43 PM PST Bonnie is would prefer a Hospital setting over Clinics A Notes can be used to record miscellaneous information about a person rather than scribbling on resumes applications or sticky notes If any existing Notes are available for this Applicant they will be displayed at the bottom of the screen Greentree v8 3 User Manual Introduction and Overview e 13 Introduction to Resume Processing The Resume Processing module allows resumes to be brought into the iGreentree system by either loading resumes that came from email or scanning hardcopy resumes with ScanStation Scanned Resumes Start a new Applicant search to find an applicant that wa
238. identify how many years of administrativa support experience you have Multiple Choice Please describe your administrative duties Essay How many managers have you concurrently worked for Single Entry Up Down Remove Select answer to Edit Reorder Up Down Delete Remove Desired gt fno Must NOT Have D Up Down Adding Approvers to a Requisition The Hiring Manager can also identify Approvers for their requisition The individuals selected will receive an email notification that they need to review a requisition for approval To add approvers the Hiring Manager will click on the Add Remove Reorder Approvers button Approvals dd Remove Reorder A pprovers The Requisition Approvers screen will display To add Approvers highlight the Approver s name and click the top arrow to move the name from the Available list to the Selected list To remove an Approver from the Selected list highlight their name and select the lower arrow Select Approvers To select approvers for this requisition select the name s from the list of Availabe approvers on the left then click on the gt button to move that person to the Selected column on the right The approvals will be routed in the order fisted in the Selected column To change the routing order select the approver in the Selected column and click on the Up or Down button to move that approvers name To remove an approver from the Selected colum
239. ield will update all other candidates who are logged to this Requisition Those Applicants who have a previously entered Result that is final for this Requisition will not be affected Users can select a letter at this point or if no letter is needed the Select Letter can be left as None A reminder to send a letter will prompt if one is not selected however if Continue is chosen the User will be allowed to proceed without one Other reminders may appear if the user leaves required information blank If the Requisition has multiple openings i e Total Openings greater than 1 the system will create a Child Req that it fills The Child Reg will have a requisition number similar to the original but at 01 will be added to the end A message will display confirming the successful completion of the Hire Action A The requisition 2005 037 HR Generalist will be marked as filed by Suzy Que You may also run this action by selecting the quick launch button located on the toolbar The Hire Action finalizes the hire process and updates additional fields in the database Applicant s Reqs Applied For History is updated to reflect that the Applicant has been hired for the requisition Job Title Result Date Result Updated By Req Status ES 037 HR Generalist Cannova Adrian 01 25 2006 Hired s_ fn f26 2006 Muxlow Kristina Filled The User can click ne ones to view the updated Requisition The Requisition now has a Status
240. iew Doc Documents and Reports Route Reg Type Cd Date Created Crested B Email Message File Edit View Insert Format Tools Select one or more people to Route to by clicking on the button The list of names available for Routing includes Hiring Managers and Recruiters If a selection is made incorrectly use the ll button to remove someone from the route list Route To Cannova Adrian ACannovaldGreentreeSusternms com gt Bergman Pam Pbergrman Mireentree com gt If a requisition is chosen that the Applicant is not already logged to they will be logged to that requisition when this action is run See Log to Reg for more information Choosing a Req is optional For Requisition 2005 037 A The Applicant Status is set to default to Routed The user can change this to a different Applicant Status code if another is preferred Set Applicant Status To Routed Le The Applicant s Result for this position is set to default to Routed The user can change this to a different Result code if another is preferred Set App Reg Result To Routed H iGreentree v8 3 User Manual Applicant Processing e 167 The Report Outout Format controls the output type for any Route Reports that might be included in what is being sent to the hiring manager Typically PDF files are preferred because most computers come with a PDF viewer and or it is free to download this software from Adobe s Website Report Output Format Portab
241. iewer Notification This group allows you to control the settings associated with the Reviewer Notification functionality in iGreentree Settings Group AppReg Reviewer Notification L ropem i Klepper Notification Email Output Format EMail HTML Format in Msg Body AppReq Notification Email Subject Line Activity on Reg AppReg Notify Reviewer Hiring Mgr Batch Notify Hiring Manager of Applicar AppReq Motify Reviewer Hiring Mgr Immediately Notify Hiring Manager of Applicar AppReq Notify Reviewer Recruiter Batch Notify Recruiter of Applicants for AppReq Notify Reviewer Recruiter Immediately Notify Recruiter of Applicant for R AppReg Notification Email Output Format Defines the type of email Hiring Manager Recruiter will receive when a specific result has been acheived AppReg Notification Email Subject Line This is where you can control the content of the subject line in the above email AppReq Notify Reviewer Hiring Mgr Batch This setting identifies the letter which will be emailed to Hiring Managers notifying them of applicant activity on their requisitions AppReq Notify Reviewer Hiring Manager Immediately This setting identifies the letter which will be immediately emailed to Hiring Managers notifying them of an applicant AppReg Notify Reviewer Recruiter Batch This setting identifies the letter which will be emailed to Recruiters notifying them of applicant activity on their req
242. iled look at that selected job The fields that are displayed on the Job Detail page are also maintained in CSS Settings Maintenance and as previously mentioned may differ between CSS sites iGreentree v8 3 User Manual Candidate Self Service e 111 Job Detail ys To apply for this Accountant position click on Apply for this position Email this job to a friend Job Title Accountant Req 005 035 Location Dallas Department Accounting Job Description Initial responsibilities include completing bank reconciliations and journal entries performing all aspects of A P performing analytical balance sheet recs reconciling investment reports to general ledger etc Job Qualifications Excellent growth opportunity for motivated professional with 2 3 years of related general accounting experience BS BA in accounting or related field required Proficient with MS Office databases amp A P software CPA MBA a plus Additional Links Resume Assistance Apply for this position Return to Previous Page Help The applicant can elect to apply for a position by clicking the APPLY TRS Sts POSMI A button or by using the Sa ehitorthis position link If the applicant determines they are not qualified or not interested then they can use the SS iite Previous Pade ink at the top or bottom of the page to return to the previous page which contains the results for the selected category Email A Friend If the applicant finds a job opport
243. iling System can have a unique mask to assign ID numbers A Mask must be assigned to specify the format of ID numbers up to 8 characters The following characters are the options from which a Mask is defined e fora digit assigned automatically by way of the CurSeq field e Standard alpha and numeric characters as well as hyphens and slashes iGreentree v8 3 User Manual Administration and Maintenance e 221 Requisition Filing Systems Select the next to RegFilingSys to display the current Requisition Filing Systems 4B RegFilingSys Reguisitions To view the current settings of a Filing System select the Filing System of interest The settings will be displayed to the right of the Filing System listing e g MB AppFilingSys 0 Multilingual Codes for Requisitions 6 RegFilingSys Language Description Reqguisitions Requisition Filing Systems allow for separate numbering and formatting of Requisitions For example a separate Filing System can be created for each location or requisition type that will require a different but systematic numbering CurSeq Current Sequence Number Defines the next number that will be assigned to the placeholders of the Mask when a new Requisition is added to the filing system As Requisitions are added this number will increase automatically by a count of one Description Greentree Systems recommends the selectable Filing System names be kept short in length The Description
244. in the iGreentree database Professional Licenses and Certifications Please enter any professional licenses and certifications which you currently hold or have recently held Date Date Issued Expires Delete Item See LI 2 LI Soe Oo 5 d Languages Foreign Languages does not have an Attachment for data to be stored in within iGreentree Instead this information will be stored as a part of the CSSForm in iGreentree This data is viewable by going to CSSForm Attachment or the Document List Attachment in iGreentree Foreign Languages Please list any foreign languages in which you are proficient and willing to use on the job Remember to click Save Changes when you are finished a Foreign Language Read Write Speak Delete Item A PP OUUOCE BS BSG OOOO amp iGreentree v8 3 User Manual Candidate Self Service e 115 Work History The majority of the data entered into Work History will populate the Experience Summary Attachment in the applicant s iGreentree record Any information that does not populate in the Experience Summary Attachment will be viewable through viewing the CSSForm Work History Please enter your employment history including your present employer When you click Save Changes entries will be sorted by the From date with your most recent listed first Employer 1 Employer City State Job Title Duties From Date MM YY To Date MM YY Leave blank if s
245. in an organization and populates the Status field on an Applicant record This status indicates the point an Applicant is at with regards to the employment process in an organization It is not related directly to a specific requisition Result iGreentree v8 3 User Manual Administration and Maintenance e 218 CodeSelectableByHiringManagers Hiring Manager module Determines if the Code Value is available to the Hiring Managers when completing the Make Offer or the Hire functions when setting the Applicant Status value Degree This code has a special lookup table where a ranking is identified for each Degree Code Value This lookup table is utilized when Finding Apps as defined in the requisition Attachment Search Criteria search Criteria assumes a degree with the selected rank or higher Degree Rank iGreentree application Determines valid degrees in Search Criteria For example if Associates has a rank of 1 Bachelors has a rank of 2 and Masters has 3 a Search Criteria that includes Associates will also find Applicants who rank higher having a Bachelors or Masters degree Objective Use Objective to record the general type of job they are interested in This Code Type is meant to record very general categories of positions not specific job titles Name iGreentree application Provides a place for an expanded name of the Code Value ReqApprovalStatus This Code Type defines the approval process points and their m
246. in iGreentree choose Applicant QuickSearch Use the Entered Date field to find Applicants that were entered within a specific time period Search for Applicants entered Yesterday to Today ae Greentree Applicants Find By ID Find By Mame Entered Range GH Once new Applicants are found the user can add or change data and or Attachments and perform Actions as needed Handling Emailed Resumes Rejected Emails An email that has been picked up by one of the defined iGreentree ARP automated resume processing inboxes and was not accepted is a rejected email When an email has been picked up by the resume processor it tries to find the minimum acceptance information as defined by Resume Min Fids in Resume Inbox Maintenance f it cannot find this information the resume will error out and then forward into the inbox that is designated for Notify On Error in Resume Inbox Maintenance Greentree recommends that the Notify On Error inbox be monitored and reviewed regularly Once the application has been in use for a while it may be appropriate to monitor the Notify On Error inbox more or less than once a week depending on the number of emails that error When an email is taken from the inbox the processor will open any attachments convert the contents to rich text rtf and review the contents As part of the review the resume processor looks at the beginning of the resume for text formatting that resembles a standard U S addr
247. information After completing this lesson the user will be able to e Run Search Dependent Reports e Run ReadyReports e Understand the basics of Reports Maintenance and Editing Search Dependent Reports Some reports are populated using the records the user chooses to include These reports allow the user greater control but require searching for the desired data records first Requisition Reports Although some Reg reports can be found in ReadyReports the reports that are found here allow the user to choose which Reqs to include before running the report One of the primary reports that many users need is a Requisition Activity report which can be printed on paper or sent via email Run a QuickSearch to find all Reqs with a Status of Open Status Open HM Search Select Requisition Reports from the Action menu or use the quick launch button Ej located on the toolbar QuickSearch Reports Bun Close Select Report Cost per Hire Detail Filled Regs Sorted By Recruiter Filled Regs Summary with Expenses Reg Activity with Candidates by Recruiter Requisition Activity Requisitians by Posting Source by Result Crosstab Output Format Portable Document Format P Any report generated from this list will ONLY include data from the Regs returned by our search results E Open Regs Highlight the Requisition Activity Report and then click Run NOTE The Requisition Reports may be modified or added to by the
248. information in the Expense History for Requisitions as well as the Expense History for Sources Expenses Distribute Expense Add Delete Ok Close bate Expense Description Art _ P 1 10 2006 Career Fair Booth Fees 10 000 00 After clicking Ok a confirmation window will display Select OK after verifying the distribution is correct 2 Distribute expenses to 39 requisitions ge View History for one of these requisitions to assure that the cost was split correctly Look at the Expenses History for any one of the Reqs listed iGreentree v8 3 User Manual Sources and Expenses e 98 NOTE An Expense Distribution can be performed across multiple Sources as well If the expense is to be recorded and distributed across select Sources and is not Requisition specific bring the list of sources into List View and run the Distribute Expense action under Sources Expenses Action History Attac Distribute Expense Expense History This information is recorded in the Expenses History for Requisitions as well as the Expenses History of the Source Expense Requisition Edit View Jj 5ource Expense For Action History Attachn Action History Attac Applicants 16 Postings 1 x a Postings Applicants Holds 1 Hires Ente mer Offers 2 Aia Letters TOM Vasen NOTE Entering an expense from the Source Expense window can also be done if the particular expense doesn t apply to a particular Requisition To do thi
249. ings of specific interest to the candidate CSS stores application like information in a Profile that can be viewed and maintained by the candidate to ensure currency and accuracy of the data The Profile information is merged into a requisition specific application CSSForm for each job applied for avoiding the need to complete multiple applications Applicants access CSS using a standard web browser Companies typically provide a link to CSS from their internet website Career Site so that external applicants can apply from anywhere that has internet access Oftentimes companies will elect to implement an additional CSS career site for use by internal applicants If an internal CSS is created it can be linked to the company s internet and or intranet site In addition companies may provide both internal and external applicants with internet access to the various CSS career sites via a kiosk PC located within one of their offices iGreentree v8 3 User Manual Candidate Self Service e 101 Welcome Page The Welcome page is the first page of CSS seen by an applicant when they arrive at your career site It is used introduce applicants to the site and to describe the options for using CSS The page may contain assistance which can be as simple as providing brief descriptions of the various functionality furnishing links for submitting a resume providing links to browser downloads and or links to other areas of your corporate site x
250. ion Select OK to proceed if these records are no longer needed in the database P j 4re you really sure Permanently purge 147 applicants and all related information From the system The selected records will no longer be available in the iGreentree system as confirmed by the message window A Purge Completed NOTE The Purge Action works the same way for Requisitions Sources Hiring Managers and Templates Greentree v8 3 User Manual Administration and Maintenance e 244 Module Maintenance Hiring Manager Module Hiring Manager Module is a tool that allows Hiring Managers to submit a requisition into iGreentree and automate its approval on line Each Manager has a password that enables them to log into the Hiring Manager module web page The approval process is facilitated by email notifications to each approver with links back to the approval page within the Hiring Manager module Maintenance functions for the Hiring Manager module will typically be performed by the iGreentree Administrator HiringMgr Settings Greentree Maintenance HiringMgr Settings is where organizations define which filing systems letters status codes etc will be used for the Hiring Manager module Maintenance Codes Filing Systems Doc Types Dup Check Lo gge d Users Letters Reports Thesaurus Resume Inboxes HiringMgr Settings iGreentree v8 3 User Manual Module Maintenance e 245 Sample HiringMgr Settings Setup Hiringhi
251. ion and Overview e 22 From this screen the Applicant can choose to review more specific details for a requisition by clicking the requisitions Job Title Job Detail E To apply for this Administrative Assistant position click on Apply for this position Email this job to a friend Job Title Administrative Assistant Req 004 069 Location Department Accounting Job Description Initial responsibilities include completing bank reconciliations and journal entries performing all aspects of 4 P performing analytical balance sheet recs reconciling investment reports to general ledger etc Job Qualifications Excellent growth opportunity for motivated professional with 2 3 years of related general accounting experience BS BA in accounting or related field required Proficient with MS Office databases amp A P software CPA MBA a plus Additional Links Resume Assistance Apply for this position Return to Previous Page The Applicant can choose to Apply for the position or return to the list of requisitions to review a different position When the applicant applies the information entered is stored on the Applicant s record in Greentree If that applicant returns to CSS and applies again later the stored information will be used to create a new application so that the returning Applicant can simply update the information versus having to re enter it Application Displayed below is your current application
252. ion provides a direct link to the Greentree web site http www GreentreeSystems com This site has a great deal of information on Greentree products training options Customer Service etc e Greentree Support E Mail This selection provides a link to directly send an email to Greentree s Technical Support team at Support GreentreeSystems com e Customer Corner This selection provides a direct link to the Customer Corner section of Greentree s website where you can sign in and have access to User Manual Documents Knowledge Base articles submit a Support Ticket and or view the status of any submitted tickets e Greentree Contact Info This selection links you to the Contact page on Greentree s web site Maintenance Select Maintenance from the main menu This will expand to display all in application maintenance items de iGreentee Hot Items Applicants Requisitons Sources Expenses Hiring Mgrs Hiring Mgrs AdvancedSearch Advanced Search d ReadyReports os iGreentree Hot Items Applicants Requisitions Sources Expenses Maintenance Maintenance Reg Templates App Templates User Preferences Exit Letters Reports Thesaurus Resume Inboxes HiringMgr Settings CSS Settings Person Loader System Settings Archived Applicants Archived Hiring Mgrs Release Notes Reg Templates App Templates User Preferences Exit The iGreentree Administrator or other users if permitted will use these options t
253. ions menu Requisitions Find By Req Then enter the Reg number and select Search Requisition Number E 005 0327 When a Req Number Search is completed the system will go directly to either the Req Summary View or Edit View depending on the preferences selected for the designated Requisition Action History Attachments Greentree Systems Inc Recruiter Cannova Adrian Location Atlanta LU Job Description On File pee ay LI Job Qualifications On File Req Number 2005 037 Applicants View Applicant Pre Screen Reg Date Result Result Date MAA 0125 2006 Hired 01 26 2006 A 145592 Dotson Mick MoMin uals 12 09 2005 Rej Min uals 12 09 2005 Total Openings 1 Total Filled E Postings el EU Requisitions gei ee SSeS HE Generalist O De Human Resources Source Date Posted Start Date Closing Date A TTM operations Mo Data Available Sal Grade ZA FTE O Offers view O Ee Shift Code Schede M F 12pm 4 30pm Offer Date App Name Answer Start Date Job Group EB 01 26 2006 Que Suzy Accept 01 30 2006 RATA IAN Regular DA ETE emt C55 Skills View Full Part Part New Repl pein MS PowerPoint Replacing Customer Service Approved 12 08 2005 Deadline HE Generalist Posted Internal 12 05 2005 MS Outlook Posted External 12 162005 Employee Relations ee A Human Resources MS Word NOTE Searching by Requisition Number can also be pe
254. iringMgrHREF ToRecruiter must be defined in this letter if a hyperlink is to be embedded in the email to allow the assigned Recruiter direct access to the Hiring Manager requisition approval screen The Letter Action assigned to this letter must be Reg Approval Review Completed to Recruiter This Action should only be defined for one letter Msg Subject Line Recruiter Req Approved Defines the text of the Subject Line for all emails sent to notify requisition Recruiters that their assigned requisition has been fully approved Msg to Recruiter Offer Made Defines which letter will be emailed to the designated recruiter when a Hiring Manager has extended an offer to an applicant against a requisition that is assigned to them The Letter Action assigned to this letter must be Hiring Mgr Notify Recruiter Offer Made This Action should only be defined for one letter Msg Subject Line Recruiter Offer Made Defines the text of the Subject Line for all emails sent to requisition Recruiters notifying them that a Hiring Manager has extended an offer to an applicant against a requisition that is assigned to them Msg to Search Committee Added to Req Defines which letter will be emailed to the listed Search Committee Members when they have been added to the requisition The Letter Action assigned to this letter must be Hiring Mgr Search Committee Added to Req This Action should only be defined for one letter Msg Subject Line Commi
255. isition s initiator once all designated approvers have given their approval The data insert item HiringMgrHREF ToHiringMgr must be defined in this letter if a hyperlink is to be embedded in the email to allow the Submitter direct access to the Hiring Manager requisition approval screen The Letter Action assigned to this letter must be Reg Approval Review Completed to HiringMgr This Action should only be defined for one letter Msg Subject Line Submitter Req Approved Defines the text of the Subject Line for emails sent to notify requisition Submitters that their requisition has been fully approved Msg to Approvers Approval Needed Defines which letter will be emailed to designated approvers notifying them to review a submitted requisition The data insert item HiringMgrHREF ToApprover must be defined in this letter if a hyperlink is to be embedded in the email to allow the Approver direct access to the Hiring Manager requisition approval screen The Letter Action assigned to this letter must be Reg Approval Review Request This Action should only be defined for one letter Msg Subject Line Approval Needed Defines the text of the Subject Line for emails sent to notify requisition Approvers that a requisition is available for their review and approval Msg to Recruiter Req Approved Defines which letter will be emailed to the designated recruiter when a requisition has been fully approved The data insert item H
256. isition the following message will appear 2 1 of these applicants were previously logged to this requisition Change the logging date to today and clear any old results For these applicants Select Cancel if previous App Req data should not be updated for those applicants who were already candidates for this Reg You will need to go back to the list of Applicants and remove the individual s before running the action again Select OK to clear the previous data and overwrite with the new data You may also run this action by selecting the quick launch button 2 A located on the toolbar Reqs Applied For History The Requisitions an applicant is logged to are recorded in the Reqs Applied For History for that Applicant Select Reqs Applied For from the History menu History Attachments Regs Applied For 1 The user can view a list of all Requisitions that the Applicant has applied for including identifying information as well as dates and results Req sd Job Title Result Date p 2005 037 HR Generalist Cannova Adrian 01 25 2006 Routed odf25 2006 From this History Users can review the entire Requisition by choosing IE eee An additional browser window will open showing the Requisition in Edit View Reject The Reject Action will update both the Status and Result fields while allowing a customized turn down letter to be generated and sent to the Applicant There are several scenarios that this Action can be used to sup
257. isition Specific Questions are questions that are identified for a particular requisition These questions can be set up in CSS Questions Attachment for each individual Requisition If a requisition has specific questions populated in its CSS Questions Attachment any applicant who applies for that position will be asked those same questions The applicant is required to answer the question and will not be allowed to continue if they choose not to answer them The questions can be in the following formats Yes No Essay Single Entry or Multiple Choice The Yes No and Multiple Choice answers can be assigned a weight for use in prescreening Each answer can be weighted with one of the following weight equivalents Must Not Have Ignore Nice to iGreentree v8 3 User Manual Candidate Self Service e 120 Have Desired or Highly Desired If an applicant chooses an answer that was weighted with Must Not Have they can be automatically categorized as not meeting minimum qualifications upon successful submittal of their application For more information concerning CSS Questions and weight assignments please see the GT Module Maintenance Chapter Skills Skills are requisition specific much like Requisitions Specific Questions Which position the applicant is applying for will determine which set of skills is presented for their selection The skills are defined in a Requisition s CSS Skills Attachment If no skills are identified then the applican
258. ithin that month The Experience Summary wit only di will only display the month and SEELE ll JobTite rom To Pp JAccount Manager o3 2004 07 2005 Greentree System 2 00 Relocation Recruitment Specialist 12 2001 o2 2004 Fairview Health Se AT Add Use the button again to enter another previous employer Click 44WB when finished entering updating the employment information iGreentree v8 3 User Manual Applicant Processing e 148 An employment item that has been determined to be inaccurate can be removed by highlighting the appropriate row and clicking Delete l Education Summary Use Education Summary to record the Applicant s educational background Although education data will often come directly from a resume or CSSForm it can be viewed edited and added to in iGreentree Choose Education Summary from the Attachments menu Attachments gt Notes 1 Experience Summary Education Summar Choose EE to enter information about education Enter the name of the school degree received major and dates attended To enter dates click in a date column and then choose the button Select the appropriate month and year and then click any day within that month The Education Summary will only display the month and year school LDegres Cid Mw Fromm To University of Some State Bachelors Being Perfect 097 1998 052002 Add Use the button again to enter additional education data Click S when fini
259. ition P e Search Parameters e Use Value f Use Parameter Click Save to save the new AdvancedSearch Run at Startup was checked so this search will automatically run whenever the user who created this AdvancedSearch logs into iGreentree Clicking Run under Hot Items on the main iGreentree menu can also run this search Or the user can also run this search by selecting it from AdvancedSearch Search List No other user can run this search because it was not checked Public for Run lf this search needs to be made available for other users Public for Run must be checked However keep in mind it cannot be used as a Hot Items search if it is Public for Run If this search needs to be in both places the user may want to use the Copy New feature to make a copy of the search for public use The original is then retained for the Hot Items search Using Parameters To make an AdvancedSearch prompt using a parameter the user must first add a parameter and then add it as search criteria Parameters can prompt for dates a text value string or a coded field Parameters cannot be used for searches that are flagged as Run at Startup as these searches must run automatically In the above example AdvancedSearch Recruiter X Active Reqs let s change the Recruiter criteria so that it prompts for a recruiter First uncheck the Run at Startup box and check both of the Public boxes Right click on Search Parameter for the
260. kill Code Spreadsheet the applicant s record will not be given the Skill Code of Spreadsheet Thesaurus Synonym section Language English CodeTypes Codes Associates Certificate DO Optometry DO Osteapathy GED HS Diploma Thesaurus All Codes Bachelor Clerical BACHELOR ARTS BACHELOR DEGREE Computer BACHELOR SCIENCE el BACHELORS Med Professional Sales Example The Degree Code Bachelors would be loaded into the Applicant record if any of the following phrases were found in the Education section of the resume and appropriate Synonyms had been set for this Degree Code e BS Bachelor Degree Computer Science BS Computer Science BS Computer Bachelors in Computer Science Bachelor Degree in Arts Keep Synonyms Simple When Greentree is looking in the resume for synonyms case is ignored The following noise words are also ignored within phrases in of the or if when where has is at and will and have If the noise word is included in the synonym then the noise word must be part of the text or it will not be found iGreentree v8 3 User Manual Module Maintenance e 261 example f iGreentree finds Bachelor of Science in the resume text it will ignore the of and will assume it means Bachelor Science which is one of the synonyms for Bachelor However if BS in Computer Science were the entry in the synonyms BS Computer Science in a resume would NOT be found unless BS Computer Science is also in the syn
261. l City Track applicants from this Source iw State Zip Track expenses for this Expense V Home Phe Post regs to this Source M w Work Phone Allow CSS Applicant to Select this Source iGreentree v8 3 User Manual Sources and Expenses e 91 Sources Expenses Data Many pieces of information may be recorded for a Sources Expenses record It is not necessary for all fields to be entered on a base record Contact F M L This is where you can enter the name of a contact for a Source or Expense Source Name Is where a specific name for the Source or Expense is identified For example Monster Hire com New York Times etc If the Source Expense Is to be searchable and specifically reported on each record needs to have the Source Name defined Depending on how detailed the reporting needs to be employee referrals might be handled as follows a single source record may be created with the Source Name being Employee Referral the Contact fields being the literal name of the referring employee and the Source Type see Source Type for more information defined as Employee Then when the Log to Source action is run for an Applicant they can be categorized as an Employee referral type as well as being logged to the specific referring employee Multiple Employee Referral records can be created based on the level of detail required for reporting The above described will achieve an individual employee level of rep
262. l Open Positions Showing Days Open Based on Requisition Date Received New Days Req No Position Department Replace Replacing Grade Recruiter Received Open 2004 003 ProgrammeriAnalyst MIS Replace Kathy Billingham 25 Katherine Knox 02 05 04 685 2004 004 Project Engineer Engineering New 23 Michael Mercer 02 04 04 686 2004 005 software Development Manager MIS New 25 Katherine Knox 04 06 04 624 2004 006 Design Engineer Engineering New 24 Michael Mercer 05 07 04 593 2004 011 Senior Administrative Assistant Accounting Replace Mary Solomon 16 Michael Mercer 09 07 04 470 2004 013 Sales Support Assistant Surgical Services Replace Tom Wicker 15 Adrian Cannova 10 01 04 446 2004 016 Program Manager Field Engineering Engineering New 23 Michael Mercer 11 04 04 412 2004 019 Registered Nurse Critical Care Unit Replace Michelle Ali 24 Susan Chamonix 11 28 04 388 2004 020 Senior Administrative Assistant MIS New 16 Michael Mercer 12 05 04 381 2005 005 Sales Manager surgical Services New 24 Adrian Cannova 01 24 05 331 2005 006 Administrative Assistant Surgical Services New 16 Michael Mercer 01 24 05 331 2005 007 Administrative Assistant Surgical Services New 16 Michael Mercer 01 24 05 331 2005 008 Registered Nurse Critical Care Unit New 22 Michael Mercer 01 14 05 341 2005 012 Technical Support Representative MIS New 25 Katherine Knox 01 25 05 330 2005 013 Accounting Assistant Accounting New 16 Susan Chamonix 01 26 05 329 2005 016 General Surgeon Hospice New 24 Katherine
263. l at once They will behave the same as the single Actions described above but it will put every requisition listed on hold REGARDLESS if only one requisition is selected Be careful with these Actions since a mistake is tedious to correct If a date were entered incorrectly for example the user would have to go back to the History for each Req individually to correct it Hold History The Hold dates and reasons are recorded in the Requisition s Holds History Choose Holds from the History menu History Att Applicants Postings Date On Hold Reason Lon Hold By Date OFF Hold Off Hold By comments p o1so05f2006 Manager on vacation Muxlow Kristina 01 31 2006 Muxlow Kristina Suzy Que out on LOA till 1 31 iGreentree v8 3 User Manual Requisition Management iGreentree e 84 Withdraw If a Reg gets cancelled after recruiting has started for it the Withdraw action should be used to update all of the appropriate information in the system The Withdraw action keeps the Requisition in the database but changes its status to Withdrawn Req thus removing it from CSS To try this action select Withdraw from the Action menu Action History Attac Fe Find Matching Apps Post to Source Enter Expense CH Place On Hold Y Take Off Hold withdraw The Action will default codes into the Set Requisition Status To and Set App Reg Result To fields These values can be overridden The Set App Req Result To will update the Result for
264. l be available This will allow users to review the letter text and or reprint it _ Letter Date Sentvis Sigmer Sent By Letter Mame Letter Status 1 20 2005 Email HTML Form Weber Carole CSS Application Received Sent 22 05 2008 nat HTML Form Mercer Michael MRussey Terry Hire Confirmation Sent 12 09 2005 EMail HTML For Weber Carole CSS Application Received Sent 12 00 2008 EMail HTML For Russey Tery You are being considered for aSent Log to Req The Log to Req action connects a person to a Requisition You may log a group of applicants at once to a requisition or if preferred you can log singularly log each applicant Select Log to Reg from the Action menu Log To Req oK cose Set Applicant Status To o a Log to Requisition a M Action History App Req Result e Log to Source Comments 3 Send Letter File Edit view Insert Format Tools EI amp A The Applicant s overall Status is often left blank but if completed it will update the applicant s base record The important part of this action is choosing the Requisition Click the H button next to Log to Requisition to be presented with a list of the available requisitions The list of Reqs will typically be set up to include any Reqs that currently have a Status of Open or Offer Outstanding Select Requisition List Manual Req Date Job Title 2004 003 ProgrammerfAnalyst 7004 004 Project Engineer 2005 001 i Softw
265. l documentation that will be requested of each applicant who applies for the requisition Uploadable Documents can be accessed from the Attachments menu Document Type k struction Text Resume in Word format Please attach your resume in a Word format iGreentree v8 3 User Manual Requisition Management iGreentree e 68 To add a document to the CSS Uploadable Documents click the ole button to be presented with the document types that are available document types can be added edited in Doc Types Maintenance Select Document Type Cover Letter Cover Letter in Word format EmMall4ttachment Photo 1pg Profile Profile References in RTF format References in Word format Resume Image Resume in Word format The selected Document Type will appear in the Document Type column The User can enter instructional text for that document CSS Uploadable Docs for HR Generalist Add Delete Save Cancel Close Document Type Cd Instruction Text P References in RTF format RSR Resume in Word format Please attach your resume in a Word format Typically the text should contain any needed details about what document is requested File type does not need to be specified as uploaded documents can be any of a list of valid file types as set in System Settings under CSS Processing CSS Uploadable Document Types CSS Uploadable Docs for HR Generalist add Delete save cancel Close Document Type Llnstruci
266. l inbox password This allows the processor to log into and retrieve all resumes sitting in the inbox e Fuzzy Search Determines whether or not the Resume Analyzer will use Fuzzy Search Fuzzy Search Level Sets the level of Fuzzy Search higher number fuzzier the processor is to use In other words how closely an identified resume text string must match an identified text string in the thesaurus before the thesaurus value is assigned to the applicant record Lowest 0 is best used for text files Low 1 works well for emailed resumes High 2 is utilized for OCR d resumes Highest 3 is typically reserved for faxes e Create CSS UserlD and Password Determines if new applicants entered into the system via this Resume Inbox should have a UserlD and Password automatically generated e CSS Website ID Determines which CSS Site the applicants will be associated with Most likely Internal or External e CSS New UserlD Response Letter Determines which letter if any will be e mailed to applicants who are entered via this Resume Inbox e Msg Subject Line CSS New UserlD Determine the subject line to be used in the e mail mentioned above iGreentree v8 3 User Manual Module Maintenance e 266 Appendix Glossary of Terms Action Function used to update data and or generate output such as letters or reports There is an Action available for each event that commonly occurs in the employment process Adverse Impact Reporting required fo
267. lacing nip oT HE 08 2005 Deadline Posted Internal 12 05 2005 Posted External OS 05 2004 MDDI DOVUN Human Resources TU BE CH Walker Jane Hiring Mgrs See All Apps False Search Committee End Search Committee Start Note to Hiring Moar Filled By How Filled Filled On Start On Entered 1208 2005 Fowler Stephanie r 12 09 2005 ON Fowler Stephanie O Job Description On File L Job Qualifications On File Applicants View Applicant Pre Screen Reg Date Result Result Date Dotson Vicki MoMinQuals 12092005 Rej Min Quals 12 09 2005 Postings Source Date Posted Start Date Closing Date Mo Data Available Offers Offer Date App Hame Answer Start Date Ho Data Available CSS Skills View MS PowerPoint Customer Service HE Generalist MS Outlook Employee Relations MS Word Expenses Date Expense Description Amount Mo Data Available The items highlighted in blue are hyperlinks and will take the user to the appropriate History or Attachment menu detailed later in this chapter Clicking on Req Number XXXX XXX will take the user to the Edit View screen the user may also click on iGreentree v8 3 User Manual Edit view Requisition Management Greentree e 74 Edit View This screen is similar to the Summary View screen it displays information for a single search result Edit View does not have quick links to History
268. le Document Format POF Of the available items listed under Documents and Reports the user must select which to send If the information displayed in the columns is not enough to identify which item to send the user can view the ue View Doc document by selecting the row and clicking on the view Doc button Documents and Reports U Route Req Types ste Created Created By To select a document to route click on the Route field next to the item to be sent Click the arrow to change the column from Noto Yes Selected Documents will be presented as separate attachments on the email message received When sending via email the user may wish to include some text to go into the body of the email The formatting of this text may be modified but the appearance of the text in the email may depend on the type of email system being used Email Message File Edit wiew Insert Format Tools his applicant might be a good fit for your department let me know what you e hink and will set up an interview Ok a After making the desired selections choose to run the action The system will display a confirmation message upon completing the Route A Your Route request was submitted successfully You may also run this action by selecting the quick launch button IR located on the toolbar Mass Route Groups of Applicants can be Routed in one step using the Route Action while in List View To begin choose Route from the Ac
269. licant Offer Extended tvtke Ofer Declines Acton Fals Pre Emplownent Testing Send Rescind Letter Hire Action Job Posting Printed and Posted for Intemal Apolicants Requistions Posted to intemal ASE hterral Applicants Fgolywa ASE Spplicant Apples va ASE Pedluntarye Suner Collected Apolicant recelues Thank you and Con rmati n Number Logged to He Track Applicants Source Log to Sunes Action ERO Info Entered if mot Al SEEM Inom Me Ready Completed via ASE Collected Add Reference Letter to Applicant Documents Weekly Mew Hire Report Generated Applicant Submits Resume wa Bral Applicant Auto Rephy Latter amp Logged to Req Cf reg number identified Resume Processed boy Scanning Personnel Achnauledgement Letter hale Send Latter Acon Applicant Submis Hardcopy Resume Introduction and Overview e 3 iGreentree v8 3 User Manual Human Resources View Individuals in the Human Resources department can view their recruitment data by using the iGreentree Employment System This application has much greater access to data than the other modules The Hiring Managers and the Applicants have their own modules described later in this chapter Logging on From Internet Explorer enter the iGreentree Employment System URL The user s password is case sensitive Successful program execution will display the User Login Window ready to accept a validated username and t
270. licking in the Display Order column The questions will list in the order defined in the Display Order column smallest to largest The User can alter the display order by simply highlighting one of the Display Order numbers and changing it to a higher or lower number Questions for HR Generalist Add Quest Del Quest Add Answer Del Answer aw Questions E Question sp GE Question Style Entered By P vou have a Bachelors Degree O A 03 04 2004 Fowler Stephanie pee II A rt TTT EE ET A UI E TT ET BR Do you have previous HR Generalist experience ee ae Muxlow Kristina Answers answer e Jlepfweight DisplayOrder ES EN CT E he UN LAI E Prescreen questions will be presented to the applicant in Candidate Self Service CSS after they select a position and choose to apply for it but before the application is presented for them to update and or review and submit YSterrre HR CIAL E Apply for Position v Y To apply for the position of HR Generalist please answer the following questions related to this position AAA at Ar A mui e ae Aoi A hie a Please answer all questions Ee wv Le dg z hy AS Questions are Required eh i cl 1 Do you have a Bachelors Degree C vas No 5 l ei e le 2 De you have a minimum of 5 years of HA expenence C vas C No de EN 3 Please descnbe your recruting expenence Be gt ka E em Ry a Mi A 4 How many years of recrueting ex
271. lt Hired y Other AppReq Results for Hired Applicant ellis y Other App Req Results a Select Letter Hire Confirmation Signer Output Format Include Letter Contents in Letter History Personalize before sending iGreentree v8 3 User Manual Applicant Processing e 176 The User should populate all of the relevant fields The Total Bonus amount can be further split into multiple payments and payment dates for ease of reporting and or inclusion in the hire confirmation letter The Filled On date will be automatically populated with the current date This date can be overwritten in the circumstance where the Applicant accepted the position on an earlier date The Filled On date is often used for calculating the Time To Fill How Filled is a field used to define the Applicant s transition into the Requisition that they are filling In other words is the Applicant an external applicant or is it a promotion transfer etc The Hire Action will default to update the Requisition Status to reflect the position is filled This will remove the posting from CSS if it was not already removed by the Offer Action The Applicant s Result will also be updated to reflect that they were hired Other AppReq Results for Hired Applicant refers to other positions the New Hire may have applied for Running this action will change ALL OTHER App Reg Results that this Applicant has applied for Other App Reg Results f
272. m 2 09 2005 es Applicant 12 05 2008 leen sonnie nes um Lamzms New Applicant 12 05 2008 In addition if the applicant is presented to the Hiring Manager the prescreen score is converted to display visually The Hiring Manager will see 62 5 of the maximum length of the graphical bar in Hiring Manager Module iGreentree v8 3 User Manual Requisition Management iGreentree e 66 ege A D SA 12 05 2005 Laf La JA Y SS AN _ JJ1128 2005 Lt J 12 05 2005 Lk Entering CSS Skills If using the Candidate Self Service module CSS CSS Skills may be entered for each requisition The skills selected in CSS Skills define which skills will appear in all CSS Applications submitted for this particular requisition The applying Applicant will have the option to choose from these skills when they apply for this requisition via CSS CSS Skills can be accessed from the Attachments menu HEAT Pp lapplicant tracking SSCS best hbiean S Jeomputer Sis SSOSCS S lte zone SS Employee Relations SS Jnr Generalist SSS As excel ws ota OO ooo Js Powerpoint ms mora Add Click on L to attain the available list of skills Highlight a skill that is to be added and use the Greentree v8 3 User Manual Requisition Management iGreentree e 67 Select CSS Skills Available Selected 11 Microtome A Applicant Tracking MIS Benefits MIS Management Bilingual Molecular Biology Computer
273. made an offer Hiring Manager has made an offer Search Cammittee You have been added You have been selected for a Search Commitee T 7 ID a a OI rt ID Search Committee You have been deleted Msg Subject Line Search Committee Deleted fram Reg You are no longer on the Search Committee for a Po Msg Email Output Format EMail HTML Format in Msg Body Web ID If using one Hiring Manager web Web ID will typically be set to HiringManager However the Web ID can be modified to reflect specific Hiring Manager web sites Active Inactive Defines whether the Hiring Manager module is available for use Active will make the module available to Hiring Managers who have a valid User Name and Password set up see Chapter 2 Hiring Manager Requisition Management nActive will deactivate the module and Hiring Managers will not be able to use the module This setting is often used when maintenance is being done to this web or the server that is hosting the web s Req Filing System Defines the requisition filing system for requisitions entered via this Hiring Manager web The filing system will determine the numbering used upon requisition submission NOTE Only filing systems that are set up with automatic number assignment may be utilized i e no may be used in the filing system mask Recruiter Defines the recruiter to automatically be assigned to requisitions entered via this Hiring Manger web Some
274. managers to enter and record their own Requisitions In addition they can review Applicants that have been approved by HR The Hiring Managers will access Hiring Manager Module using a browser window They will need to be provided with the URL for Hiring Manager Module s location Successful program execution will display the User Login Window ready to accept a validated username and that user s password Hiring Managers will be given their own usernames and passwords for the Hiring Manager Module Usernames and passwords are set up for each Hiring Manager record The Hiring Manager can log in by entering a valid username and password and clicking Login iG Air Links Greentree Systems TEHE Greentree Systems Inc Login Login Name Pam Login Password ETT Login The Hiring Manager will be brought to a Home page that typically welcomes them to the online requisition entry tool iG eS Links Greentree Systems Manga Greentree Systems Inc eau Home GREENTREE EMPLOYMENT SYSTEM gt Offers for Hiring Managers i CO EE Our new web based Greentree Employment System lets you the Hiring Manager work closely with your HR Rep to meet your staffing needs and requirements Using this system will let us communicate quickly and accurately and minimize the possibility of something getting lost misplaced or falling through the cracks The result will be a better image presented to our applicants a smoother s
275. mary Licenses E Certificates Resume Text Resume Image CSSForm Skills Objectives Contact Info 3 EEO Document List 1 Highlight the note to be edited lTupe Date a ARE B Aa Socka gt LE tes 01 2006 Muxlow Kristina oke with Suzy on the phone toda fey Click the button to display the note File Edit Muxlow Kristina 01 23 2006 02 33 PM PST Spoke with Suzy on the phone today indicated application had been received and forwarded along to manager gt Using the mouse highlight the note and use Ctrl C to copy Close the displayed note by clicking Close Delete With the copied note still highlighted click to permanently delete the selected note Return to the Notes Attachment and choose SCH Paste the copied note using Ctrl V Edit the note and choose Experience Summary Use Experience Summary to record the Applicant s previous employment history Although experience data will populate directly from a processed resume or CSSForm it can be viewed edited and added to in iGreentree Choose Experience Summary from the Attachments menu Attachments gt Notes 1 Experience Summar Click nee to enter information about where this applicant has previously worked Enter a Job Title employment dates Employer Ending Salary and their Reason For Leaving To enter dates click over a date column and then click the button Select the appropriate month and year and then click any day w
276. mation iGreentree v8 3 User Manual Administration and Maintenance e 236 Req Summary Grids The Summary Grids refers to the Summary View of a Requisition see Requisition Management for more information on Summary View This Settings Group controls the layout of the Summary View of any Requisition in the System System Settings Settings Group Reg Summary Grids Reg Summary Grid Rows Applicants Reg Summary Grid Rows Approvers oT CON Reg Summary Grid Rows CSS Additional Links O Reg Summary Grid Rows C88 Questions O Rea summary Grid Rows s5 skl O OCO pooo o ooo y yO Reg Summary Grid Rows C83 Uploadable bos SSCS Rea Summary Grid Rows Dommers p o Req Summary Grid Rows Expenses O O O ooo o o yoyo Reg Summary Grid Rows Offers OC OC o po oOo o Reg Summary Grid Rows Postings OC O p oOo O Rea Summary Grid Rows Search Commitee po o o Reg Summary Grid Rows Search Criteria C poo oOo The Property column refers to the item s that can be displayed on the main screen both Attachments and History The Value column refers to the number of rows to be displayed if the Property exists If information is not desired on the Summary View than the Value should be set to 0 Req Summary Grid Details There are several Summary Grid Sub Sections that can be controlled individually here Applicants Approvers Call Log CSS Additi
277. may also run this action by selecting the quick launch button located on the toolbar Routes History The Routing is added to the Routes History for the Applicant History Attachments Regs Applied For 1 Information about whom the documents were routed to who routed them what date they were routed on and for which requisition is recorded Comments may be optionally included ES Routed to Route Date Route Status Result Date Routing Comments iGreentree v8 3 User Manual Applicant Processing e 169 The results of the routing can be recorded after the user receives feedback from the person the documents were sent to The Result and the Result Date can be updated in the Route History In addition Routing Comments can also be used to store additional information about the result Click once in the Routing Comments field and then click the button to get a text window Use the AE Save when finished button to enter comments choose _ Comments for Route Wed Jan 25 File Edit wiew Insert Format Tools Adrian agreed to inter iew upon return from vacation 1240 Al View Reg If a Requisition was designated during the action the user can use the button to be ported over to view the Requisition Interview The Interview Action can be used to record dates times and results of interviews In addition a letter can be generated for the applicant confirming the appointment To begin select nterview from
278. may prompt for parameters allowing the user to narrow the records displayed on the report E Parameters for Webpage Dialog Parameters for Report un Cancel Output Type Adobe PDF vw L romgt Ivalue Start Date From 04042009 MM Start Date To 0630 2009 a Enter a Value for each prompt in our example dates Click inside the Value column to receive the button click on the arrow to select the desired Value Leave the output type as Portable Document Viewer for now NOTE The Value list will vary depending on the type of prompt hard coded into the report For our example a calendar was presented however the User could receive a value list of Recruiters Hiring Managers Codes etc Greentree v8 3 User Manual Reporting e 210 Click Sch to generate the report New Hires Report Start Date Range from 1 1 2005 to 12 31 2005 Job Name Start Date Gender Race Group Req No Job Title Department Cabrillo Yolanda 01 28 05 F 4 2004 002 Regional Sales Representative Bertelson James 04 11 05 M B 1 2005 004 Project Manager Engineering Harding Susan 04 11 05 F B 2 2005 003 Programmer MIS Ramirez Hernando 07 29 05 M 5 2005 006 Sales Support Representative Ellison Wanda 08 17 05 F B 4 2005 008 Regional Sales Representative Brewster Elliott 08 29 05 M Ww 4 2005 010 Regional Sales Representative Total New Hires 6 NOTE If a report not seen in the iGreentree standard report library is needed or if an existing rep
279. ment withdrawn When a Code Value is Renamed the value will be Renamed on all records that are using the Code Value The Renaming function should be used if a Code Value is misspelled or if the value is to be expanded on If a Code Value is to be changed to a value that already exists the Merge function should be used Merging Code Values Highlight a Code Value and select the Merge Code icon A or if you prefer right click the Code Type and select Merge 4 Recruitment withdrawn iGreentree v8 3 User Manual Administration and Maintenance e 216 A window will display with the Code Values Highlight the Code Value to Merge into and click OK Select Code to Merge into E Filled E New Reg Approved E New Reg Disapproved e New Reg In Approvyal Process offer Outstanding E on Hold e pen Withdrawn A confirmation of the Merge will be requested Select OK to proceed 2 Are vou sure that vou would like to merge Recruitment Only into Open When a Code Value is Merged the value will be Merged on all records that are using the Code Value The Merging function should be used if a Code Value is still to be recorded but recorded as another Code Value Note Since merging codes will update database records this process may take a few minutes to complete Deleting Code Values Highlight a Code Value and select the Delete Code icon E or if you prefer right click the Code Type and select Delete
280. menu for the applicant History Attachments Regs Applied For 1 Routes 3 Interviews 1 All offers that have been extended to the applicant will display Total Bonus Bonusl ste Bonus ZDate Ofer Date i 2005 037 200 00 50 00 25 00 07 31 2006 ess DO 01 31 2007 01 26 2006 The entire Requisition can be displayed by clicking the EAS button The Offers History has also been updated in the Hiring Manager s record To view the Hiring Manager s Offers History go to Hiring Mgrs menu and choose QuickSearch Search for the ali Manager that was designated for the requisition that was filled WERT Select Offers from the History menu History Attachrr Routes 15 Regs 6 Interviews 14 Offers 4 Offers for Jane Walker View App View Req Delete Save Cancel Close offer Date App Name J ppID gt Requisition Answer Date Answer S Start Date Offers 7 8 11 2005 TETT George er anos KEE 8 13 2005 Accept fe 2005 36 000 00 3 34 2005 Bertelson James iis 0 004 3 31 2005 Accept 1172005 100 000 00 3 2 2005 Jones Raymond L 2005 002 3 13 2005 Deci Money 3 22 2005 52 000 00 Ezezmgs que Suzy 165 Jmmem Serge 200 00 Greentree v8 3 User Manual Applicant Processing e 175 If the Applicant declines an offer that was extended their reason for declining can be recorded Keeping declination reasons can be useful in justifying change i e salary grade adjustments bonus incentive structures
281. monly used Result code for this field HiringMgr Web Url Defines the web location of the Hiring Manager module Typically it will be similar to the following YourCompanysiGreentreeWebServer HiringMgr Check with the web server administrator if unsure of this value Msg to Submitter Interim Req Status Defines which letter will be emailed to the requisition s Submitter initiator every time there is an approver status change For example if Approver1 approves or disapproves the requisition the letter HM Req Approval Note to Submitter Interim will be emailed to the initiating Hiring Manager The data insert item HiringMgrHREF ToHiringMgr must be defined in this letter if a hyperlink is to be embedded in the email to allow the Submitter direct access to the Hiring Manager requisition approval screen The Letter iGreentree v8 3 User Manual Module Maintenance e 247 Action assigned to this letter must be Req Approval Review Interim This Action should only be defined for one letter Msg Subject Line Interim Req Status Defines the beginning text of the Subject Line for all interim approval emails sent to the Submitter For example Your Req has received a Status Change is added on the Subject line the initiating Hiring Manager would receive the following email heading Subject Your Req has received a Status Change Reg ID 004 020 Msg to Submitter Req Approved Defines which letter will be emailed to the requ
282. more A The words New Answer will populate in the Answer column and the User must click his her mouse over the words in order to highlight the text and allow an answer to be typed over it ll f mswer Weight Display Order New Answerl The User must select A again to add in each of the answers that should be available for the applicant to choose from Greentree v8 3 User Manual Requisition Management iGreentree e 62 Each Multiple Choice answer can be assigned a weight Each weight will be used to calculate the applicant s prescreen score In addition the assigned answer weight can also be used to automatically disqualify the applicant gnore will be the default for all answers that are added To select a different weight simply click in the weight column for the weight to be altered and then click the zl button Choose ox the weight and click Select Answer Weight Mone Desired Highly Desired Must NOT Have Mice To Have An example of a Multiple Choice question s answer set up would be Answers O answer sp Weight Display Order MM Less than 1 year 7 Must HOT Have rT Peeves dCi dC NEXT EN LACIE E a pearl Desire 7 More than 5 years Desired a The Multiple Choice answers will list in the order defined in the Display Order column smallest to largest The User can alter the display order by simply highlighting one of the Display Order numbers and changing it to a higher or lower number
283. mpt_ME Full_Part Gender Grade HirinoMorstatus HowFilled InterviewLocation JobCode H E e FB PRP ER E RER ERD To view the Code Values existing for a Code Type select the next to the Code Type All existing values will display indented underneath the Code Type Adding New Code Values Highlight the Code Type and select the Add Code icon e or if you prefer right click the Code Type and select Add Code amp Collapse Mode Refresh Codes LC e Cancel An Add Code window displays To be consistent with the formatting of other Code Values entries type in the new Code Value using upper and lower case The new Code Value can be up to 200 characters long using any combination of letters numbers and spaces needed Add Code Recruitment nl Select Greentree v8 3 User Manual Administration and Maintenance e 215 The new Code Value will display indented below the selected Code Type NM RegStatus e Filled New Reg Approved E New Req Disapprow New Reg In Approv offer Outstanding On Hold Open Recruitment Only Renaming Code Values Highlight a Code Value and select the Rename Code icon or if you prefer right click the Code Type and select Rename E withdrawn The Code Value will be made active to edit Recruitment Only withdrawn Type in the desired renaming value and hit the Enter key on the keyboard open Recruit
284. ms Doc Types DO Osteopathy GED HS Diploma Dup Check Logged Users Letters Reports Thesaurus iGreentree v8 3 User Manual Module Maintenance e 258 Add Choose from the Thesaurus window Script Prompt Enter the name of the new Thesaurus Cancel Create a name for the new Thesaurus and click OK Now select Codes for each of the Code Types available on the right Degree is already highlighted so the Degree codes are displayed at the bottom of the window Select any and all codes that might be appropriate for sales applicants and move them to the Selected column using the arrows between the columns Double clicking on a code will also move it to the opposite column HINT With the cursor already in the column to be selected from type the first letter of the code needed to jump to that section of the code list Thesaurus Synonym Section Language English Thesaurus All Codes Clerical Financial Med Professional Degree Codes excluded Degree Codes included from Sales Thesaurus in Sales Thesaurus Bachelors Masters Dos Optometry Do Osteopathy ED HS Diploma Nursina Diploma PharmD PRD For Degrees it may be that ALL of the Codes are appropriate for this thesaurus If so use the double arrow button nl to move them all e ka button may be useful when most of the codes are needed then the user could move individual codes one at a time using the single arrow that points ba
285. n select the approver and click on the lt button to move the name back to the Available approvers column When the list of approvers in the Selecteo column ts complete and in the appropriate order select the Save approvers to req button To return to the requisition without adding any approvers select the Cancel and return to Reg Add button Available Approvers Available Selected Atreaya Nee NAtreayadrGreentres com a Chamonix Susan SChamonixn GreentreesSy Bergman Pam Pbergman iGreentree con Colins Andrea ACollins Greentree com Breisford Mark MBrelsford iGreentree cc Cannova Adnan ACannova GreentreeSyst Dominguez Ken KOominquez iGreentree Greenberg Carol Cgreenberq iGreentree cs Fowler Stephanie SFowler iGreentree c Griffin Terry TerryG GreentreeSystems Griffin Terry TGnffin iGreentres com Hawthorne Michael MHawthornedbrGreen Hohulin John HohulingyGreentrea com Greentree Demol 1GT_Demol iGreentre iGreentree Demo iGT_Demo2 iGreentre iGreentree Demo3 iGT_Demo3 iGreentrex Up Down Save approvers to req Cancel and return to Req Add iGreentree v8 3 User Manual Requisition Management Hiring Manager Module e 36 Once all the approvers are on the Selected list the Hiring Manager should reorder them to appear in the appropriate approval order The first name on the list will receive the first notice to approve the second name on the list will receive the secon
286. n Joes CA 9519 Manage Puchating and Facdtes Proce printed rmeaternsh product component and tenicas average Y bake monty Schade proa expedite wda comdnala deivei Jalat negotiate zj BASIL RUMPOLE 5948 Ata Drive iGreentree v8 3 User Manual Resume Processor amp ScanStation e 132 There are several icons in the Analyze screen Undo Changes allows users to revert back to the previous text tH Send Selected Resumes transfers the corrected resumes into iGreentree e Re Analyze can be utilized to update the display results in the analysis window if changes were ade to the text 3 E Output to File will create a text txt or Rich Text Format rtf file that displays the names and addresses of the resumes This option can be used prior to sending lo Print Analysis Results will prompt for printer information then print a list of all the resumes It may be helpful for a remote site to keep this list of what was sent This option can be used before sending a Delete Resume may be needed when the same resume accidentally gets scanned twice or for some reason a file exists that should not be processed into iGreentree E Close the Analyze window to return to the main Greentree ScanStation window where the entire Folder of resumes can be sent at once To assist the system in finding accurate contact information name address phone and email fix any errors that may have occurred within the
287. n a requisition is assigned a status code with this value set to yes the CSS functionality that allows the applicant to withdraw themselves from the position is disabled IsCurrentForHiringMgr Hiring Manager module Determines if the Code Value is that of a requisition that should be considered as a Current listing instead of Year to Date Last 12 Months All Reqs for a Hiring Manager IsOpen iGreentree application CSS Hiring Manager module When set to Yes means requisitions with this status are posted to CSS IsPendingApproval iGreentree application CSS Hiring Manager module Determines if the Code Value is that of a requisition that is in the approval process and is not being actively recruited for Result A Result indicates an Applicants disposition relating to a specific requisition A Result can be used for the Log to Reg App Req Route Interview Offer and Hire Actions Allow CSSDocUploadAfterSubmit Determines if an Applicant can upload additional documents for a specific requisition if they have this result code associated with it ApplicantsViewableByHiringManagers Determines if an Applicant with this specific result is viewable by the Hiring Manager in Hiring Manager module CodeSelectableByHiringManagers Determines if the Code Value is available to the Hiring Managers when setting the Result for this Req value for the selected and non selected Applicants thru the Hiring Manager Module
288. n and selects a Code Value that has associated Auto Fill information the designated fields will automatically populate on a record as a result of selecting the Code Value Auto Fill fields are designated with A in the Column after the lookup field name For example the Code Type JobCode will Auto Fillthe Exempt NE Grade JobGroup and Title fields on a requisition In addition JobCode can apply a requisition template to the Hiring Manager requisition submittal form JobCode Additional Info for 012345 Programmer I 300000 RN Pool mA 012345 Programme ME xemptNE A e 22222 Technical zu grade a e 23456 JHiringigrRegTemplate A e 33334 a E obsroup ta ER 44444 Sales Manaa Tit e 4 In a standard iGreentree application JobCode is the only Code Type that has the Auto Fil functionality incorporated A Tailored system may have others i e Grade may Auto fill salary fields on the requisition form Special Code Types There are several Code Types that have special properties the iGreentree Administrator and Users need to be aware of These Code Types drive the functionality of iGreentree as well as the Hiring Manager and Candidate Self Service modules In order for iGreentree and the modules to function fully and correctly these properties MUST be completed for each and every Code Value of the identified Code Type They are as follows AppStatus This is the overall status of an Applicant
289. n base record and the use of those fields After completing this unit the user will be able to Enter new requisitions via iGreentree Be familiar with how each Reg field is used Use Templates to decrease data entry and improve consistency Find Requisitions that were entered Requisitions in iGreentree Whether or not the Hiring Manager module is used the Recruiting department will want to track and maintain the Req data and there may be some information that is not entered by managers such as approval and posting dates and the current Status of the Req If your organization does not have the Hiring Manager module the Recruiting department will enter all of the Req information directly into iGreentree Regardless of who enters the data everyone in the Recruiting department should become aware of the information stored for Regs and how to use it To add a requisition select the Add Requisition from the Requisitions menu Requisitions Find By Reg QuickSearc Add Requisition iGreentree v8 3 User Manual Requisition Management iGreentree e 52 Add New Requisition Greentree Systems Inc te Filing System Le Job Codes Is Position Ctrl Total Openings Poo Total Filled Poo Job Titles 0 Dept E Reg Temp rw Approved Tel Division Exempt NE Is Deadline tion F FullfPare Posted Interna Sal Grade Is New Repl Il PostedExternal m FTE Replacing
290. n next to that position Positions which do not display Withdraw Application are no longer open Application Status Status Required Bee Status Active Documents Received HR Awa iting f i f O 2005 037 2 arie 07 10 2007 07 10 2007 Assessment X Withdraw Application N A Generalist Rua Completion Greentree v8 3 User Manual Introduction and Overview e 24 If an applicant does not see any positions of interest he she can set up Job Alerts that will email the a when are E that match the PREEN criteria Add Update My Job Alerts D Job Alerts notify you of newly available positions via email To receive Job Alerts ee select your criteria from the fields below Multiple criteria can be selected by holding SS down the control key Ctrl and clicking each value If you no longer wish to receive Job Alerts click Clear Search Criteria below Email Alerts Your active job alerts will be in effect until 09 13 2007 Position Type Any Position Type Location Any Location 4 Please select up to 3 or Any Atlanta Chicago Department ao Any Department e Please select up to 3 or Any Accounting Cardiac Cath Lab Job Description Undo Changes Clear Search Criteria iGreentree v8 3 User Manual Introduction and Overview e 25 Requisition Management Hiring Manager Module Objectives This chapter is for anyone who will enter Requisition data or wishes to become better acquaint
291. n of the Action The App Req Result field if populated will update the App Req Result field on both the applicant side and the requisition side for the selected Requisition Pull down the list for Log to Requisition Select Requisition List Manual Regio Regbste Job Title Req Status Allee E p f2004 003 2 _ Programmer Analyst open gt ooroo f pesin engineer open coson 03 02 2008 Senat Administrative Asi Offer Outstanding ooro program Manager Field Efopen gt zooor 03 02 2008 Registered Nurse open 1 Select the requisition make sure the selection arrow in the left gray column is pointing at the record to be selected Choose ER to select the Reg Choose to run the Action For our most popular actions you may also run the action by selecting the corresponding picture located above the applicant foci in 1 Edit View omy ES ZE By ell For Log to Requisition action you would select the button and the Log to Req Action dialog box would appear follow all other steps as normal iGreentree v8 3 User Manual Introduction and Overview e 12 Introduction to History Select Reqs Applied For from the History menu NOTE The total number of requisitions applied for is displayed here Applicant Edit View Eessen Merca Wichaal Moa ts 2008 Nev applicant EE 2004 019 Registered Nurse Chamonie Susari03 02 2005 New Applicant 03 02 2005 2004 011 Senior Administrative Assistant Mercer M
292. n of the duplicate The user will be presented with another merge confirmation message that also cautions about the deleted record s impact on the present search Hu Merge Successful Due to the merge ikemis may no longer be available It is suggested that you perform a new search before traversing the results again Click to return back to the Applicant main screen NOTE The screen will be blank since the record the User was viewing has been deleted Either proceed to the next Possible Duplicate or start a new search You may also run this action by selecting the quick launch button located on the toolbar Greentree v8 3 User Manual Applicant Processing e 181 Reporting Although some Applicant Reports can be found in ReadyReports see the Reporting chapter of this manual the reports that are found in the Applicant Action menu are search dependent That is the user must first run a search to determine the data to be used in the report Running the search first also allows the user to selectively remove if desired which Applicants should not be included in the report The applicants are chosen by performing a search either a QuickSearch or an Advanced Search For example the User could perform an Applicant QuickSearch for all Applicants with a status of New Hire Applicant List ievw TEA D Name pi Bertelson James New Hire len Brewster Eliot bone es alison Wanda bone le Farber Nancy bone
293. n reports but the Report Librarian has Crystal Reports and special security rights and training for Report Writing Result vs Status Status refers to how the applicant rates overall in your organization Whereas a result is how the applicant rates for the specific position they applied for An applicant could have many results but only one status Resume Processing A module of iGreentree that allows resumes to be processed and loaded regardless of whether the resumes are scanned with ScanStation scanned by an outsource outside scanning service and or whether the resumes are sent by the Applicant via electronic mail The processor populates base information for Applicants such as name and address and certain Attachments such as Skills and Education Summary It also allows users to maintain resumes on line and route as needed Routing Sending resumes applications or other Applicant data to hiring managers and others involved in the hiring decision for their consideration Scanning A method of sending information into the computer by sliding a paper through a scanner machine and allowing the computer to read the information and convert it into a computer file Usually used to scan resumes but may be used to scan other documents as well ScanStation Program that is used to scan resumes and other documents Must be installed on the computer where the scanner is connected Search Dependent Reports Reports that are run after performing
294. n several Applicants need the same data in one or more fields such as Source Template re hd Filing System This field determines how the Applicant record will be numbered and is a required field A single Filing System such as Applicants may be used or several filing systems with different numbering ranges for special groups of Applicants may also be used For example your organization may wish to use and External and Internal Filing System assigning different a different number sequence for each Filing System External Applicants NOTE Filing Systems can be created and modified from Maintenance Saving Applicants lt is usually helpful to _Save right after entering the Name and Social Security Number if used Upon saving the system automatically performs a duplicate check to determine if another record exists that may be for the same applicant If the system finds potential duplicates it will present a list of those applicants at the bottom of the screen Duplicate Applicant records are found based on the duplicate setting that is designated in Dup Check Maintenance See the Administration and Maintenance chapter of this manual The possible duplicates will be presented to the User for review Possible Duplicates List View Duplicate Use Duplicate Add New Applicant dress Jfesm o If one of the records listed seems to be a previous application from this same person select the possible duplicate record by clicking in
295. n the front of resumes that are to be scanned e Do not date stamp the front of the resume unless it is okay for this date to be visible in the scanned record if so Greentree Systems recommends stamping at the bottom Place a group of resumes in the document feeder as per the scanner manufacturer s instructions The instructions will typically specify the amount of paper that the document feeder is able to handle Since resumes are on various types of paper that vary in thickness a good rule of thumb is to put fewer pages of paper in the feeder than the manufacturer suggests iGreentree ScanStation is utilized to scan and OCR optical character recognition resumes The OCR technology takes the scanned image and creates a text version of the resume that can be used to create and populate an Applicant s record within iGreentree Using iGreentree ScanStation Make sure the scanner is turned on before the computer is turned on If it is not the user may need to reboot their computer after turning on the scanner It is suggested that all other applications be closed prior to beginning the scanning process iGreentree ScanStation is utilized to scan and OCR optical character recognition resumes The OCR technology takes the scanned image and creates a text version of the resume that can be used to create and populate an Applicant s record within iGreentree To open iGreentree ScanStation go to the computer s Start Menu under Programs
296. n00nnnnennnnonnnnnenneneennnne 165 Phon tle Search E 192 POSI Spain 97 Bregen Un e EE 120 PROCESS WorklOW asrin aneiens a 3 PUGO ieee a N a a A 243 QUICK Scar ia 186 APPIICANS voinnin ee 186 187 Mirno Managers aiii 199 EISE Srita 196 SOUICE EXPENSE irrin 198 Ra ME 133 A A 164 REDONS o ieia i 15 209 ein ee EE 182 210 Hiring Managers nennnnnennenennnenenennennnnne 210 Mamtenance 230 lueft de EE 211 Ready Reports cccccccssseeeeeceeeeeeeeeeeeees 210 Ree 209 Search Dependent nnoannnnnneannneneenneenenne 209 SOUICES EXPENSES ccccccccoocconnccononcnonononanenns 210 Reqs Applied For 164 177 REQUISITO radican aaa 2 REQUISITION Hepnorte 209 Requisition Specific Questions 001ss0a0an 120 Resume Folders 130 Index e xv RESUME Image n nnnnennnnnnnnenennennnnnesnnnnen 14 150 RESUME INDOXES AAA 264 Resume Processing nannn0nnnnannnannnnni 2 14 126 Resume TSN catch wie lanos 14 150 261 Ben 166 Rief 169 Save ASE SMS e 32 EISEN ee Ehe derail 55 scanning RESUMO Seti dE Eege 127 130 ScanStation E 126 129 Analyzing Hesumes 132 Optical Character Recognition 131 Resume Folders nnannnnennannnnnnennnnenennenenne 130 elle EE 130 Sending RESUMES na nnnenoannenonennneeneennnne 135 Setup for Sending Hesume 133 Veny Dala casara 136 Spa EE 8 Applicants E 10 186 187 192 199 Contains Searching sooannneonennnneneenenne 194 Delineating a S
297. not have a UserID and Password please create one by clicking on Create a UserID and Password Click Forgot Password to have your password emailed to you Login Login Forgot your Password Click Here Create a UserID and Password A returning applicant can log in using either their email address or UserID and their previously established password lf the applicant enters incorrect information they will receive an error message on the screen usually appears in red The error typically provides another link to a page that will email the password to them iGreentree v8 3 User Manual Candidate Self Service e 108 Find Jobs Find Jobs lets you find open jobs using your own search criteria by browsing categories of SS or by entering a specific job number if you Know it To access the applicant can either click on from the main menu or use the Find Jobs hyperlink located on many screens Find Jobs browse a list of jobs for that category or if you know the job number you can enter it below Please enter your criteria and click Find Jobs You can also click on a category at right to and click Find Job To select multiple search criteria you can hold down the Control key and click on each item Search Jobs Browse for Jobs Opportunities EH professional Professional New This Week Opportunities Positions 3 aN Positions Position Type Any Position Type ze Location Any Location
298. nterest go to the applicant QuickSearch form and enter the weekly date range and ARP as the Entered By le saldan Applicant QuickSearch Applicants Find By ID SESH hee p stem E Find By Name ID Entered Thi Week al By far p Updated El By Add Applicant Sl a WebSearch Ogcktesech F m1 SSN Requisitions iGreentree v8 3 User Manual Resume Processor amp ScanStation e 142 The returned results should then be reviewed for applicant names that are not real applicant names may ail OT 23 F Ft PEI Action History Attachments AAA E Entered L applied Peterson A 06 03 2002 96 03 2002 Ces use ero ss smes OOOO O S imens E a a E While reviewing the list of applicants entered This Week any applicant whose Name doesn t seem to be a real name should be brought into form view In the above example applicants applied C Peterson applied Carlos Camargo and Manager Hi It Once in form view go to the Resume Text Attachment verify the appropriate applicant information and make the corrections on the base applicant form as needed When completed select the Save button and proceed to the next applicant record If however the applicant is not truly an applicant as is the case of Manager Hi It Applicant Form View Ts TAM List View New Search save clo Action History Attachments Greentree Systems Il ayg4i4 Leed Carlos Camargo IN COLE ID 7165 Entered Joc os 2002 B
299. ntree call above numbers to schedule Visit Greentree s web site http www GreentreeSystems com Send email to Support GreentreeSystems com Greentree v8 3 User Manual Introduction and Overview e 7 Introduction to Searching Users can search for almost any data in the system Searches can be run for Applicants Requisitions Sources Expenses Hiring Managers and Templates Searching for Requisition Data Requisitons Find By Reg Select Requisitions then QuickSearch __SuickSearch Requisition QuickSearch Clear Search Greentree Systems Inc entered Wiel Updates Sim o Req j Status ld Filing System o ba Job Code F Position ctrl Total Openings Total Filled Job Title A E Dept C zj Reg Temp PO Approved E Division Exempt NE Deadline Location A Full Part Posted Internal Sal Grade New Repl w PostedExtermal FIE Replacing posting Category E Schedules 0 Recruiter Job Group il 7 Hiring Manager E Hiring Mgrs See All Apps Notification Te Search Committee Start Assessment Process Is Search Committee End B Note to Hiring Mgr Filled By O How Filled mw Filed On m Start On Le Contains ff To find all of the Reqs that are currently open click on the arrow for the Status field near the top middle Status rr Ok
300. ntree v8 3 User Manual Requisition Management Hiring Manager Module e 43 Req and Applicant Review A Hiring Manager can periodically review the status activity and Applicants of their designated requisitions through the Hiring Manager module To review designated requisitions the Hiring Manager selects My Regs from the Regs main menu Regs e My kegs e Add New Req e Pending My Approval e Approver Regs My Regs provides the Hiring Manager with a basic overview of their entered requisitions My Reqs 2q dobTila 2003 004 Project Engineer Open 02 06 2003 Mercer Michael M 2003 006 Design Enaineer Open 05 14 2003 lt 3 Mercer Michael M 2003 016 Program Manager Field Engmeenng Open 11 09 2003 3 Mercer Michael M 2004 016 General Surgeon Open 63 04 2004 Knox Katherne 2004 020 HR Generakst Open 03 04 2004 3 Cannova Adnan 2004 041 Senior Acmuirestrative Assistant New Reg In Approval Process 04 28 2004 2 Knox Kathenne 44 a iv Page 1 of 1 6 Records Total List These Reqs Curent H Hiring Managers can select to view a more extensive date range of requisitions by choosing another option from the List These Regs list The Current option is defined in Maintenance Codes RegStatus IsCurrentForHiringMor List These Reqs Currer Curent Year to Date Last 12 Morths All Reas For a more detailed review of the requisition the Hiring Manager can select the desired Requisition from t
301. o all applicants who apply on line for the particular requisition Skills are added by highlighting the desired skill s in the Available list and clicking on the arrow to move the skill s to the Selected list Skills Available Selected 10 ey MS Access A POSS STUDENT MS Excel Abstracting MS Outlook Accounting MS PowerPoint Accounts Payable Sales Support Accounts Recemable Spreadsheets ACLS Typing Active Server Pages Word Perfect Adeny Cyclase Assay Admitting Advertising AIDS HIV fur Conditioning AIX ALGOL gt Adding Questions to a Requisition The Hiring Manager can select to add pre screen questions that will be asked of all applicants who apply on line for the particular requisition Some questions can have answers weighted based on the appropriateness of the answer in qualifying an Applicant for the requisition CSS Questions are added by selecting the Add Question button on the Add New Reg form A Question Type window will display Select the type of question to be added and select the Submit button There are four 4 types of questions shown below Type of Question Example Question Do You have an MBA degree O Multiple Choice What is your preferred type of work 1 Full time 2 Part time 3 Temporary O Essay Please describe your supervisory experience O Single Entry How many years of supervisory experience do you have iGreentree v8 3 User Manual Requisition Management Hiring Man
302. o maintain the iGreentree system Permissions for menu items are defined in Security Manager See Security Manager documentation for more information Please note iGreentree Express users do not have access to all Maintenance items NOTE An within a Maintenance item indicates a value or item that is completely maintained by an organization An a icon next to a Maintenance item indicates a value or item that is required by the Greentree system and is not to be removed or tampered with by an organization Codes Maintenance Codes Maintenance is used to Add Rename Merge and Delete Code Values in the database To maintain greater control over Code Values restrict access to this menu item via Security Manager Codes Maintenance will be MUCH easier if restrictions are in place that permit only approved users to add and change Code Values Greentree recommends that the Greentree Administrator review and modify code values every six months to ensure that clean concise and pertinent codes are available in the Greentree application Greentree v8 3 User Manual Administration and Maintenance e 214 Select Maintenance Codes Codes The partial list of Code Types displayed here may be different from the list in the live system depending on how the system was tailored to meet organizational needs Codes Maintenance SG D i 2 e answer H App Status H Degree H Department Disabled Division Ethnicity d Exe
303. o reject or not approve the requisition only the Initiator will receive notification that the requisition has been Not Approved If the Initiator needs to make changes and then continue with the approval process they will need to contact the assigned Recruiter If requested by the Initiator the Recruiter can then go into iGreentree and make modifications to the original requisition Once the changes are completed the Recruiter should change the Status value to New Req In Approval Process They will also need to go to the Attachments Approvers menu option change the Approver s the one who rejected Approval Status from Not Approved to Not Reviewed In doing this the system will again send a notification to the rejecter Send Notification should NOT be selected to have them approve the modified requisition Once they approve the approval process will continue on as described above The complete approval audit trail can be viewed by the Recruiter under the History of the requisition History Attachments Applicants 16 Postings 1 _ Holds 1 Offers 2 Expenses 7 E Approvers Audit Close Approvers Audit For 2005 055 Trransaciion Spprover Tapproval Status Status DatelEntered By JUpdatedBy add Cannowa Adrian Not Reviewed 12 22 2005 Hinson Kristina add Brelsfard Mark Not Reviewed 12 22 2005 Hinson me add Berarnan Pam Not Reviewed 12 22 2005 Hinson Kristina
304. o the actual application The applicant s answers become part of their read only online application for the selected requisition The User can enter prescreen questions by selecting CSS Questions from the Attachments menu iGreentree v8 3 User Manual Requisition Management iGreentree e 60 Attachments CG Notes Job Description 1 Job Qualifications Search Criteria CSS Additional Links CSS Questions CSS Questions can be used to gather additional information about the applicant or to screen out those who are not qualified for the position Questions for HR Generalist Add Quest Del Quest Add Answer Del Answer Save Cancel Close Ouestiants Do you have a Bachelors Degree llresHo 0304 2004 Fowler Stephanie A A A Answers answer sd pl Weight Display Order bie ene RE he See Tove AA Add Quest l The User must select 77 77 to enter a new question He She will then be prompted to select a question type There are four question types to choose from Essay Multiple Choice Single Entry and YesNo Essay Questions The first available question type is Essay This question type should be used when the question requires space for a brief paragraph answer Select Question Type Multiple Choice Single Entry esha The User must click his her mouse over the words New Question so that New Question is highlighted iGreentree v8 3 User Manual Requisition Management iGreentree e 61 Questions for HR Gen
305. o the question 3 iGreentree Hiring Manager Microsoft Internet Explorer woe LL MO Uuestol LS Answer Choice 2 Enter Answer Choice 3 Enter Answer Choice 4 eae Enter Answer Choice 5 Gem Again the weight can be translated to the following point values set as defaults Highly Desired 6 Desired 4 Nice To Have 1 Ignore 0 and Must NOT Have 1 Applicant does not pass the pre screen does not meet all minimum qualifications A iGreentree Hiring Manager Microsoft Internet Explorer provided by Comcast Enter Multiple Choice Question How many years of clerical experience do you have Less than 1 year Must NOT Have ze When finished select the Submit button Greentree v8 3 User Manual Requisition Management Hiring Manager Module e 34 Essay Question Type This question type allows a question to be asked of the Applicant that requires a brief explanation and could not be answered in using one of the other question types Enter the question of interest in the box provided and select the Submit button FD iGreentree Hring Manager Microsoft Internet Explorer Ma El Entor Essay Question Please describe your administrative duties z Single Entry Question Type This question type allows a question to be asked of the Applicant that requires a minimal text number or date answer Enter the question of interest in the box provided and select the Submit button 3 iGreentree Hi
306. o update the requisition and applicant records in iGreentree When a Hiring Manager selects a For Requisition and Select Applicant combination that has had an offer previously extended the module will auto populate all fields on the Hire form that have information available The remaining fields should be completed once the applicant has confirmed their acceptance of the offer iGreentree v8 3 User Manual Requisition Management Hiring Manager Module e 48 Hire a Submit Cex Close amp Hep Required Entry For Requisition General Surgeon 2004 016 Si Select Applicant harold Harborough E C Offer Amount 120000 00 Offer Date 06 03 2004 E Total Bonus 35000 00 Bonus Payment Amount 1 15000 00 Bonus Payment Date 1 07 15 2004 s Bonus Payment Amount 2 20000 00 Bonus Payment Date 2 oa 15 2004 By Answer Da Answer Date E How Filled wi Filled Date ay Start Date be 15 2004 oad Orient Date 06 15 2004 El Applicant Status hew Hire a Requisition Status Filled D Result for this Req Hired 9 Assign Result to Non Selected Applicants 5 Submit Cleat Close amp Heb To ensure that all applicants are assigned a final result with regards to their bid for a requisition the Assign Result to Non Selected Applicants should be clicked The selected Assign Result for other Apps value will be the given result for all applicants logged to the selected requisition who hav
307. of Route Interview or App Req Comments Offer Answer or Date Pick individual line pick field enter data To change other History information Click in left gray column to pick individual line choose Delete then use the Action to enter a new history with correct information iGreentree v8 3 User Manual Quick Reference TABLE OF CONTENTS inui od cton ANG OVA A eal aaa 1 Introd UON titi ii ia 1 Employment Process WV OFKTOW circo aaa 3 FUMAN RESOUICES Vi Wi os 4 LOGGING Bola 4 Jet OCUICTION TO Se ALCINING EE 8 NTOAUCHON TOACHONS asa e a e a My id as 12 Ft OCULIG TOWN LO ASI ete alae Sale Nace e a My id 13 ItFOCUIGHIOM AAA ACA e e o 13 INtodticuion to Resume tele e EE 14 NTOdHCUON 10 REDOUN DEE 15 Sidler cacao a a ceca ete 16 Hiring M nager s VICW EE 17 PID DIC ANUS TE 21 Requisition Management Hiring Manager MOQUIC 1 1sccssccnsccnssnnccnnscnnsennsenssennsennsennsensees 26 Hiring Managers and RE an 26 Entering Hiring Managerg 26 Requisitions in Hiring Manager Module eis geeggegereuset gece ege ee dee EE 29 EO SOMA Mresavetsntantasnba A 29 Moni A A See eee ee eee 30 Bo AS IT TS BR 01 6 EE 41 A rR CO cana A ee eer eee 43 Red AUN BOICOT aca 44 Offers in Hiring Manager d TEE 46 glo o KR A EE 46 HEVIEWINO OM EE 47 FUNG PAO IONIC AU MUS ida dida 48 Finding Applicants in Hiring Manager Module cccccscssssseeesecessseeeeecenseeeeseeessseeeeeoenseeessonenseees 50 FIV ET INGA Nes rana acaricia
308. of more than 180 days and was discharged or released therefrom with other than a dishonorable discharge or 11 was discharged from active duty because of a service connected disability GI am not a veteran I Choose Not to Respond iGreentree v8 3 User Manual Candidate Self Service e 118 Applying For a Position When an applicant finds a position of interest they can apply on line for that opportunity From the Job Detail page the Applicant can select either the ARDY SOO US POS button or the GO rer ths paran link Welcome Find Jobs Signin_____________________ Job Detail E To apply for this Accountant position click on Apply for this position Email this job to a friend Job Title Accountant Req 2005 035 Location Dallas Department Accounting Job Description Initial responsibilities include completing bank reconciliations and journal entries performing all aspects of AP performing analytical balance sheet recs reconciling investment reports to general ledger etc Job Qualifications Excellent growth opportunity for motivated professional with 2 3 years of related general accounting experience BS BA in accounting or related field required Proficient with MS Office databases amp A P software CPA MBA a plus Additional Links Resume Assistance Apply for this position Return to Previous Page Help If the applicant is not logged into CSS at this time they will be prompted to do so before they can proc
309. ofile This will be the subject for the Added Profile email Msg Application Received This setting identifies the letter which will be emailed if they provide an email address to an applicant who passes the application prescreen or if there was not an application prescreen upon successful submittal of their application Msg Subject Line Application Received This will be the subject for the Application Received email Msg Application Received Assessment This setting currently not active for all customers please contact Greentree Support for more information Msg Subject Line Application Received Assessment This setting currently not active for all customers please contact Greentree Support for more information Msg Application Received but Disqualified This setting identifies the letter which will be emailed if they provide an email address to an applicant who fails the application prescreen upon successful submittal of their application Msg Subject Line Application Received but Disqualified This will be the subject for the Application Received but Disqualified email Msg Job Alert This setting identifies the letter which will be emailed if they provide an email address to an applicant who has previously set up a Job Alert to notify him her of a new job match Msg Subject Line Job Alert This will be the subject for the Job Alert email Msg Email a Friend This setting identifies the letter which will be emailed immediately
310. omething else is not selected the default choice will be used Document Special Attachment to a Requisition Applicant Source or Hiring Manager Documents such as References Applications Publications Drug Screening Results and Testing Forms can be attached to an Applicant Record Documents such as Job Descriptions and Requisition Forms can be attached to Requisition Records EEO Equal Employment Opportunity Export To take data from your iGreentree system for use in some other application such as a spreadsheet word processing program or an employee database HRIS Usually performed by running a report Field A place to store a single piece of information Filing System A grouping of applicants or requisitions that are assigned ID numbers in the same format and range of numbers There are typically several filing systems within each database Greentree Administrator The person within your Employment Department who is responsible for keeping your Greentree Employment System running smoothly This person performs routine maintenance as well as answering questions for users and serving as the main contact to Greentree Hiring Manager The individual responsible for filing the open requisition usually the manager of the department or floor Hiring Manager Module Module that allows Hiring Managers to enter and record their own Requisition activity including offers hires etc History History of actions that have been taken
311. on Text MM References in RTF format Please attach Your references in RTF Format Resume in Word format Please attach your resume in a Word format The request for additional documents that are set up in CSS Uploadable Documents will be presented to the applicant after they submit an application for the requisition using CSS Submit Application Please submit any of the following documents you would like to include with your application References in RTF format RTF Browse Please attach your references in RTF format Resume in Word format D0C Browse Please attach your resume in Word format Add Documents Ignore Adding Documents Help iGreentree v8 3 User Manual Requisition Management iGreentree e 69 Document List As we approach the paperless office users may choose to save paper files electronically additional documents that relate to the Requisition can also be added To access select Document List from the Attachments menu All available documents will be displayed along with information about when the document was added Date Created and who added it Created By In addition if the document was added for a specific requisition the requisition number will display as well as the corresponding Job Title Documents for 2005 037 Add Type Date Created Created By Klick Description 22 08 2005 Fowler Stephanie Job Qualification 12 08 2005 Fowler Stephanie Minimum
312. on with an alternate than the logged in user QuickSearch Result Maximum Rows Refers to the maximum number of records the system will return when a QuickSearch is performed For example if 1000 records match the QuickSearch criteria only the first 500 records will be returned if this value is set to 500 Greentree recommends a value of 500 QuickSearch Result Threshold Refers to the number of records that will be returned when a QuickSearch is performed without a warning window displaying letting the user know the number of records that meet the criteria Greentree Systems recommends a value of 100 Req Approval Process Type Refers to the type of requisition approval process utilized when a requisition is entered via Hiring Manager module The two options are Parallel and Serial Refer to Hiring Manager Module Maintenance for more information Route Email Subject Prefix Allows you to determine the prefix in the subject line of a route System Email From Address Refers to the email address that will populate the From field on system generated emails This email address will be utilized during the requisition approval process and auto response emails Typically a generic send only email address is created for this purpose System Email Login Name Refers to the email login name for the System Email From Address setting notated above In the above example the login name would be AutoMail System Email
313. onal Links CSS Questions CSS Skills CSS Uploadable Docs Documents Expenses Holds Offers Postings Search Committee and Search Criteria Each of these sub sections operates identically and can be used to control the information displayed within the specific Summary Grid For an example please refer to App Summary Grid Details for more information Resume Inboxes If your organization receives applications from a job board via email and if there is one or more requisitions on the subject line then these settings are for you If the Auto Create Req Specific Resume Text Document is set to a value of Yes then in addition to logging the applicant to each requisition the system will also make a copy of the Resume Text document as Resume Text Copy and associate the req number with the copy This will allow Hiring Managers to view the Resume Text information submitted thru the Hiring Manager Module System Settings Greentree Systems Inc Settings Group Resume Inboxes Ll rra tte Hd Resume Inboxes Auto Create Reg Specific Resume Text Document Ne ES Resume Inboxes Auta Create Reg Specific Resume Text Document To Type Resume Text Copy iGreentree v8 3 User Manual Administration and Maintenance e 237 System Password Rules This group allows you to maintain different Password Settings for CSS and Hiring Manager System Settings Greentree Systems Inc Settings Group System Password Rules k Property LMal
314. ons and assigning code values please visit the Administration and Maintenance section of this User Manual iGreentree v8 3 User Manual Requisition Management iGreentree e 90 Sources and Expenses Objectives This lesson is for anyone who needs to enter and record Source and Expense information After completing this lesson the user will be able to e Enter Source data Post Requisitions to Sources Enter and record Expense data Run Source and Expense recording reports Entering Sources Expenses The Sources Expenses section is used to record sources of applicants and expenses relating to the filling of a requisition New requisitions can be posted to these sources and expenses can be recorded per requisition to get cost per hire and other expense reporting Everyone in the Recruiting department should become aware of the information stored for Sources and Expenses as well as being familiar with how to utilize the information Select Add Source from the Sources Expenses menu Sources Expenses Quick Search Add Source Basic information about a Source or Expense are entered and saved on the base record Source Expense Form View Midlzaeez eee LL List View New Search Save Action History Attachments Greentree Systems Inc Entered 10 20 2005 By Griffin Terry Updated oT By Po Contact F M L p Source Name O Source Type IESSEN Lei Web Source Code status Address location Tel Recruiter Te
315. onyms Sometimes a synonym can be kept short and simple like Bachelor letting the system find it within a phrase like Bachelor of Science This will help avoid creating more synonyms than are actually needed and allow the system to analyze resumes faster when it has fewer synonyms to check However sometimes a longer phrase may be needed to clarify exactly what the system should look for example The simple synonym AS may seem at first glance to be a good synonym for Associates Degree But after processing the first few resumes it will quickly become apparent that it is finding an Associates Degree for every Applicant who mentions the word as in their Education section To avoid this the synonym should be changed to AS Degree and maybe A S Degree Case Spacing and Punctuation The system will find the data whether the synonym is in upper or lower case The system looks for synonyms as separate words and or phrases If a synonym is entered called database but the applicant has data base on their resume the skill will not be found If both words should be detected the synonyms should include both database and data base as synonyms for the skill code Database Keep this in mind for any word or phrase that is sometimes shown as one word and other times as two Spacing and punctuation DO matter Punctuation period comma ampersand etc is ignored within phrases in the resume text This is another item to consider when creating synonyms e
316. ool of nursing Licensure Certification Registered Nurse with current state licensure or licensure from a state within the Nursing Compact BLS certification required prior ta the end of general orientation Successful completion of AHA approved course in ACLS within six months of employment PALS or ENPC certification required for Emergency Room nurses with one year of employment Experience Minimum of one year adult acute care with cardiology cardiovascular nursing preferred Additional Links Frequently asked Questions MedCath Leadership Openings in Charlotte Area Apply for this position Entering Job Qualifications Select the Job Qualifications from the Attachments menu This Attachment works just like the Job Description The Job Qualifications appear in the Job Detail page of CSS below the Job Description see image above Greentree v8 3 User Manual Requisition Management iGreentree e 59 Job Qualifications for HR Generalist Analyze EEE close File Edit wiew Insert Format Tools mumum of five 5 years of Human Resources expenence Bachelors Degree required A master s A degree or PHE a plus but not required Entering Search Criteria Search Criteria is a search engine that allows the user to find existing applicants This topic will be discussed in the Find Matching Apps Search Criteria section found later in this chapter Attachments CG Notes Job Description 1 Job Qualifications 1 Search
317. op of the Welcome page provides a link My Home Page to this section of CSS Suzy s Home Page Please use this page to update your contact information on file with us view the current status of submitted applications and view your current search criteria for recerving email Job Alerts Welcome Suzy If you are not Suzy please click here Application Status Click Here to Edit Required status Documents Received Date Status App Number DE DI HR Hana ans Application A 2005 037 conri 01 04 2008 01 04 2008 heen x NA Contact Information Click Here to Edit App Id 170 Last Name Que First Name SUZy Middle Initial s Address 1 12345 Some Street Address 2 City Any City State ST CA Zip Postal Code 98765 Email suzyque hotmail com Home Phone 2 143 456 7890 Work Phone 490 759 0125 Cell Phone 2 799 012 3456 Change your Password or User ID Email Alerts Click Here to Edit Latest alerts sent to you that are still available No Records to Display Job Number Notified No Data Available Current Email Alert Criteria To enter Contact Information the applicant can click on lick Here to Edit link or use the My Profile link in the top menu Both links will move the applicant into the updatable Contact Information page iGreentree v8 3 User Manual Candidate Self Service e 107 Welcome My Home Page Find Jobs My Profile Appli
318. ort requires a change see the designated iGreentree Report Librarian or contact Greentree s technical support Options for Report Output Whether running Search Dependent reports or ReadyReports there are several options for output El Report Format Webpage Dialog E Output Type Adobe PDF Comma Separated Values CSV Crystal Report Viewer Excel Excel Tabular HTML Rich Text Format Word for Windows XML Adobe PDF A report that is generated in PDF Portable Document Format is in a very usable format because Acrobat Reader is frequently standard software on PC s If users do not have the Acrobat Reader they can download it at www adobe com Use the scroll bars at the bottom and right side of the window to move around the current page lf there is more than one page of data use the Navigation Box at the top to toggle to another page GC 100 e amp 1600 500 400 The user can also change the display size UU To print the user must select the printer icon C from the toolbar Selecting File Print will result in the printing of a blank page Before printing the user can adjust the Page Setup also from the File menu iGreentree v8 3 User Manual Reporting e 211 To save the file for later use such as attaching to an email or storing on your computer click El from the toolbar Name the report as desired and select the location you wish to save the report to To search for a specific word or phrase cli
319. orting If the money spent for a recruiting effort is not actually a source a record can still be entered so that recruiting expenses can be recorded accordingly as the Enter Expense action is run for a requisition Source Type Is where a general category for the Source or Expense is identified For example Employee Newspaper Internet etc If the Source Expense is to be searchable and generally reported on each record needs to have the Source Type defined A high level reporting need for employee referrals might be handled as follows a single source record may be created with the Source Name being Employee Referral the Contact fields would be empty and the Source Type defined as Employee Then when the Log to Source action is run for an Applicant they can be categorized as an Employee referral type The above described will achieve a basic source level of reporting Web Source Code When you request that a commercial web site such as Career Builder or Monster include this code in an incoming applicant URL the applicant will automatically be designated as coming from that particular source Example Web Source codes might be CB for Career Builder or MON for Monster If the applicant manually chooses a different source when they apply both sources are stored for later reporting evaluation and reconciliation if needed Status The Status field is important because it shows whether the source is currently active or not It will be
320. ould indicate that the user does not Regardless of the access the field can still be used for creating and executing the search Scroll down and select RegStatus from the list and click pm the user will be returned to the Add A New Advanced Search Criteria dialog o conca Add A New Advanced Search Criteria Where Field RegStatus sl Condition k e Use Value f Use Parameter Value i Pal The default Condition is set to At this point the user can click on the button next to Value and select a specific value such as Open from the list of ReqStatus codes However in this example we want to include requisitions which are either Open or Offer Outstanding so instead of select the Condition of In List Add A New Advanced Search Criteria OK Cancel Where Field RegStatus o Condition In List Values Del Add Statistics z You have access to this variable and will be able to run this query Criteria Data Type Code Type Code Type Reg5tatuzs There are no parameters defined for this data type Greentree v8 3 User Manual Searching e 203 Add Use the button to select the ReqStatus codes to be included in the search criteria and click l OF l SC SS to add the selection s click again to add the search criteria to the search and return to the Build AdvancedSearch page Build AdvancedSearch HY z CERT e Name of Search Katherine Enos Active Regs P
321. ource action for a Requisition Post regs to this Source v Allow CSS Applicant to Select this Source If Candidate Self Service CSS applicants are to be able to select this source when applying check this box If it is not checked for a particular Source the source will not appear on the selection list when CSS users are answering Global Questions of Question Type Source This is only applicable to the Candidate Self Service module Please refer to the CSS Maintenance chapter for more information regarding Global Questions Allow 055 Applicant to Select this Source v Contact Web URL If the Source has a website it should be entered here this allows the user to simply click the Link button to go to the source site itself rather than manually opening a new window first NOTE The URL must contain the complete path including http Other Fields It is important to make sure all users understand how each field is to be used The use or non use of every field should be discussed within the organization to ensure data entry is consistent Contact Information Address Phone etc is not necessary for the proper user in the iGreentree System These fields can be used however as a central rolodex for the organization if desired Recruiter and Location fields should only be used for reporting purposes if necessary Using Web Source Tracking After entering a unique WebSource code into iGreentree per above the next step is for HR to contac
322. oval from the main Hiring Manager Menu Y Regs e My Regs e Add New Reg Par din a MI y O D D roy El e Approver Reqs The requisitions displayed need to be reviewed and approved disapproved by the currently logged in Hiring Manager Pending My Approval Approvals Hiring Mgr i New Repl Replacing 2005 023 03 04 2005 0 1 a Hinson Kristina Food Services Chef New 2005 025 02 18 2005 0 2 Hospice Physical Therapist 2005 031 02 25 2005 0 1 a Johnson Hugh Critical Care Unit Registered Nurse Critical Care Unit aa Urin Page 1 of 1 3 Records Total N The Help button will display additional information regarding the req approval process A O Greentree Hiring Manager Microsoft Internet Explorer Reqs Pending Approval Help Click an Regs Pending Approval to see a list of requisitions for which you have been added as an Approver and which now aweit your approval or disapproval To add an Approver Before you approve or disapprove a reg you may add one or more additional Approvers Click on a req number to view a req on your Regs Pending Approval list Click on the Add Approver button to see a ist of available Approvers and select one or more to add Then click Save Approvers to return to viewing the reg To approve or disapprove a req Near the top of the page when viewing a req will be the list of Approvers for the req Next to your name will be a field for you to select Approved Not Approved or Not Reviewed To Approve the
323. pear here questions that are canceled before they are saved will not be recorded C55 Question Audit for CSS internal Updated Updated B ADDED ANSWER Mo WEIGHT Ignore DISPLAY 12 21 2005 11 50 05 AM Pollock Dave ORDER 2 FOR QUESTION Company policy ADDED ANSWER Yes WEIGHT DISPLAY ORDER 12 21 2005 11 50 05 AM Pollock Dave 1 FOR QUESTION Company policy requires that ADDED QUESTION Company policy requires that an 12 21 2005 11 50 04 AM Pollock Dave employee requesting a transfer to a new position DELETED QUESTION Campany policy requires that 12 21 2005 11 49 40 AM Pollock Dave an employee requesting a transfer to a new position ADDED ANSWER Mo WEIGHT Ignore DISPLAY 12 21 2005 11 44 08 AM Pollock Dave ORDER 2 FOR QUESTION Company policy ADDED ANSWER Yes WEIGHT DISPLAY ORDER 12 21 2005 11 44 08 AM Pollock Dave 1 FOR QUESTION Campany policy requires that ADDED QUESTION Company policy requires that an 12 21 2005 11 44 06 AM Pollock Dave employee requesting a transfer to a new position e Description will identify the change that occurred including whether it was an addition or delete and the specific details of the change e Updated identifies the date and time of the change e Updated By identifies which user made the change Copy to New Allows the user to copy an existing Web ID in order to create an identical Web ID Enter the name of the CSS web being added on the New Web ID fiel
324. perience do you have Loss than 1 year e 1 3 years 3 5 years C 5 7 years C More than 7 years 5 What your salary requirement 6 Do you have HR Generalist experience C Yves C No How did you arm of this job opporturnty D Please Select One Required Entry iGreentree v8 3 User Manual Requisition Management iGreentree e 65 Question Answer Weight The Multiple Choice and YesNo questions carry an answer weight which can be used to calculate a orescreen score for the applying applicant There are five weights that can be assigned to each answer Select Answer Weight Desired Highly Desired Ignore Must NOT Have Nice To Have Desired Is an answer weight that should be assigned to answers that are valued This weight carries the second highest prescreen value The standard weight for this answer weight is 4 Highly Desired Is an answer weight that should be assigned to answers that are highly valued This weight carries the highest prescreen value The standard weight for this answer weight is 6 Ignore Is an answer weight that should be used for answers that are neither positive nor negative It carries no prescreen value Ignore is the default weight assigned when adding answers The standard weight for this answer weight is 0 Must NOT Have Is an answer weight that should be assigned to answers that are not sought after and are in fact to be avoided This weight carries a negative prescreen value An ap
325. plicant has the option to select multiple criteria for one or more of the fields For instance they can select to specifically look at opportunities with a Location of Chicago or Metroplex Center and only those that are in the Human Resources Department Position Type Human Resources w Location Chicago Select no more than 3 Dallas Metroplex Center Department Select no more than 3 PE Job Description Find Jobs Once the Applicant selects the criteria they may choose the _ Find Jobs button to see the results of their search The results will be further defined by criteria set up in CSS Settings Maintenance that specifies things like posting date requirements and status codes Which fields of data are displayed is also maintained in CSS Settings Maintenance Search Jobs Results E Please click on a job link to view the Job Detail 1 2005 007 Senior Administrative Assistant Metroplex Center Accounting Days Greenberg Carol Mercer Michael M 2 2005 019 Senior Administrative Assistant Metroplex Center MIS Days Greenberg Carol Mercer Michael M 3 2005 023 Administrative Assistant Atlanta Days Bergman Pam Mercer Michael M 4 2005 024 Administrative Assistant Atlanta Days Greenberg Carol Mercer Michael M Avallable Positions Refine your Search Here ei Any Location Ki Any Deparment we Any Airing Manager ha Any Recruiter Refine Search Results Clear Values You can use in Refine Search fields Ex
326. plicant s to another Reg Press OK to continue or Cancel to close window You may log the applicant to an additional Requisition by clicking OK and you will be returned to the main Log to Requisition screen Or if complete click Cancel to return to the Applicant Screen You may also run this action by selecting the quick launch button e located on the toolbar Mass Log to Req A group of Applicants can all be logged to the same Req in one step using the Log to Req mass Action from the RH K This might be useful when a group of Applicants is logged to a requisition that is filled and now they will all be considered for a new requisition with the same title and qualification requirement It is important to remember that ALL the applicants who are in the List regardless of whether or not one is selected will be logged to the requisition selected iGreentree v8 3 User Manual Applicant Processing e 163 Select Log to Reg from the Action menu Log To Req oK close 10 Applicants Selected Set Applicant Status To Log to Requisition App Reg Result ction History Comments io Log to Source File Edit View Insert Format Tools Mass Mailing F AMA The Action is the same as described above for the Single Log to Req with the exception of displaying how many applicants will be logged to this requisition in red at the top If any of the applicants in the list were previously logged to the selected requ
327. plicant who chooses an answer with this weight assigned will automatically be disqualified after submitting their application The standard weight for this answer weight is 1 Nice To Have Is an answer weight that is appropriately applied to answers that are favored but not highly valued The prescreen value for this weight is less that Desired but more than gnore The standard weight for this answer weight is 1 The applicant s individual prescreen score is calculated as a percentage of the possible points for the requisition For instance if there are four CSS Questions for a requisition and each has an answer that is weighted as Desired 4 the maximum possible prescreen score is 16 If an applicant applies and chooses the Desired answers for two questions and chooses Nice To Have answers for the other two questions he she will have a total prescreen score of 10 out of 16 or 62 5 of the maximum possible score The applicant s prescreen score is then converted to display visually in the Applicant History for the requisition The applicant s Pre Screen column will display 62 5 of the possible matchsticks Applicant o C Cs s dC Pre Sereen RegDate Result sd Result Date ER suan he A as 26 2008 New applicant 11 28 2003 es Mactal Ricardo L 1430000 TTA 11272005 New Applicant 11272005 o Weber Carole Lan TTT 11 28 2005 New Applicant 11 28 2005 C brewer Roger faa mm
328. plicants Filing System D Filing System Internal Applicants 0007 Entered 04272000 Bvy _ ID 900002 Entered 10132000 E Updated 10 12 2000 By Weber Candace i Updated 10 13 2000 E FEMEL Sandy MamefFfMyL Sandy Mame MM Name MM Name Rhoads Name Rhoads SSH pooo SSH pooo t Mame O O O Alt Name oo dress Buttersworth Bogs Road Address Buttersworth Boas Roa dress CY Address fo City Pine Barrens City Pine Barons State ma State ma zip Jososs Zip ososs Status P Status Po ocation Po Location E Schuler Charnonix Susan Recruiter Chamonix Susan L A k r The existing record is displayed on the left the new data is displayed on the right If this is the same applicant the user should update the existing Base Record If this is not the same applicant close the window to get back to the Duplicate screen and pick a different possible duplicate e Let s assume this is the same person who re applied Select the A arrows to move the information from one field on the new applicant to the same field on the existing applicant Addr 5948 Alta Drive SI Addr 5948 Alta Drive Greentree v8 3 User Manual Resume Processor amp ScanStation e 138 Or select the large arrow to move ALL of the information from the new applicant to the old applicant When L Save is selected a confirming message will be displayed AN Menge Successfull Due to the merge itemi may no longer be available Iti
329. plied Pre Screen Result For This Req Result Date Result Updated By mmm la Gooding Mervin 10 q 12 19 2005 E Pollock Dave Harboraugh Harold a 03 04 2005 zen Reviewabe Reviewable 03 04 2005 Ger Fowler Stephanie E E Evans Curtis 157 02 22 2005 New Applicant New Applicant JF Russey Terry Hiring Managers can also submit offer requests to Human Resources via the Hiring Manager Module and check on the status of those offers Make Offer Submit Clear Close amp Help Required Entry For Requisition El Select Applicant El Offer Amount Offer Date A Total Bonus Bonus Payment Amount 1 Bonus Payment Date 1 E Bonus Payment Amount 2 Bonus Payment Date 2 ES Start Date A Orient Date al Applicant Status Offer Outstanding Kal Requisition Status Offer Outstanding bd Result for this Req Offer EN 5 ubrnit Clear Close a Help Greentree v8 3 User Manual Introduction and Overview e 20 Applicant s View The Candidate Self Service module CSS allows applicants the option to apply on line set up job alerts and check the status of their application They will access the Application from a web page either through the company s web site or from a kiosk in the office Welcome HERE Welcome to Greentree Systems Inc Employment Center New Applicants Previous Applicants Without logging in you can Login e Browse our open jobs
330. ply for existing job openings while also making available to them a tool that allows them to set job alerts for future openings A candidate who applies can return at a later date to follow up on the status of their application and or to update their information CSS stores the information entered by the applicant so that it can be accessed and used when applying for other positions thus avoiding the need to complete another application from scratch Most of the maintenance functions for the Candidate Self Service Module will be performed by the iGreentree Administrator iGreentree v8 3 User Manual Module Maintenance e 249 CSS Settings iGreentree s Maintenance CSS Settings is where organizations define which filing systems results letters etc will be used for a particular web Also defined will be the criteria for which positions will post to the specific CSS and what requisition information will be displayed for the applicant s review consideration Maintenance Modes Filing Systems Doc Types Dup Check Logged Users Letters Reports Thesaurus Resume Inboxes HiringM gr Settings CSS Settings Web ID CSS External CSG Internal Setting Properties ropert Description chives Inactive Active ntered By oss m ling System External Applicants fault Web Source efault Reg Result Hew Applicant ejected Reg Result Rey Min Quals ithdraw Reg Result Withdrew Application earch Append Criteria ISNHULLE Requisition
331. port iGreentree v8 3 User Manual Applicant Processing e 164 1 If the applicant is not a fit for a particular requisition but may be considered for future openings reject him her for the requisition but not overall Enter a Status of Future select the requisition he she is being turned down for and select the Set App Req Result To that appropriately identifies the reason he she is being rejected for that position 2 If the applicant is not a fit for the organization reject him her overall Enter a Status of Excluded and leave the For Requisition and Set App Req Result To fields blank 3 If the applicant is not a fit for a position nor overall reject him her for the particular requisition and overall Enter a Status of Excluded select the requisition he she is being turned down for and select the Set App Reg Result To that appropriately identifies the reason he she is being rejected for that position To use select Reject from the Action main menu Action History e Log to Source A Send Letter _ Log to Reg IST Reject Set Applicant Status for Is For Requiston Set App Req Result To Exclude Applicants with Emails Comments Select Letter File Edit View Insert Format Tools Regrets Signer Output Format Include Letter Contents in Letter History Personalize before sending The action can be used simply to update the Applicant and Requisition records or regardless of the scena
332. pplicant Processing e 159 If sending the letter via email the SES button becomes available so that additional information may be entered EMail Information Subject CC BCC d A annavad SreentreeSystems cam d JwalkergiGreentres com ee From KMuxlow iGreentree com Add Calendar Schedule Attachment Attachments i Add The email address populates automatically in the To field from the email field on the Applicant s record A Subject must be entered here The Recruiter and Hiring Manager listed on the chosen Requisition are listed to be copied by default Other recipients can be manually designated in the blank field Attachments can also be added if needed Choosing OK will start the action The user is then returned to the Send Letter action dialog box The Specify Email Information button will now have a check mark next to it to indicate that the user has already entered the email information NOTE If the Applicant chosen does not have anything in the Email field the user will not have the email choice available as an Output Format The letter must be printed Ok e l l Select to run the Action If Personalize before sending option was selected the letter will appear in edit mode with this Applicant s name address and other data inserted Personalize Letter File Edit Wiew Insert Format Tools January 25 2006 SUZY Que 1234 Some Street Any City CA 98765 Dear Suzy Thanks for you
333. pplicant s Result that is set in iGreentree for that particular requisition It is important to note that the Result in iGreentree can be masked so that the status the applicant views is not the exact code that appears in Greentree this is set up in Codes Maintenance for each Result code The applicant can view a static copy of the actual Application submitted by clicking on O located under view a App View SC EE Status Thank you for your interest in career opportunities with Greentree Systems INC MS Your job applications are listed below beginning with your most recent application If you have applied in error or you no longer wish to be considered for a position please click Withdraw Application next to that position Positions which do not display Mitharaw Application are no longer open Application Status View Job Date Status Applied 2005 035 Accountant 01 13 2006 01 13 2006 ER Withdraw Application S Registered Nurse Cath Application S 2005 040 Kb 01 13 2006 01 13 2006 e eived xo Withdraw Application IN 2005 037 HR Generalist 01 13 2006 01 13 2006 ARPeation x Withdraw Application Help Withdraw Application The applicant has the option to withdraw their application should they no longer wish to be considered for a position they previously applied for The applicant simply clicks the withdraw Application link next to the position for which they are no longer interested This process will update the applicant
334. pplicants Our new web based Greentree Employment System lets you the Hinng Manager work closely with your HR Rep to meet Logoff your staffing needs and requirements Using this system will let us communicate quickly and accurately and minimize the possibility of something getting lost misplaced or falling through the cracks The result will be a better image presented to our applicants a smoother selection process and a better hire for you When you login using your Greentree username you can review the current status of your regs and submit a new requisition request on line by selecting a function at left As we plan to add expanded capabilities to our system in the near future please let us know your comments Suggestions and ideas for how we can improve our service to you and your department Sincerely Corporate Human Resources Staff 800 348 8945 Greentree v8 3 User Manual Requisition Management Hiring Manager Module e 29 Submitting a Requisition To begin the requisitioning process the Hiring Manager must click on Add New Req from the Reqs main menu This will bring up the Requisition Add New Req form iGreentree v8 3 User Manual Requisition Management Hiring Manager Module e 30 At any time the Hiring Manager will have the following options Cl Steg Les Close D Hep The Submit option will submit the requisition to iGreentree and begin the approval process if all required fields on the Add
335. pplicants logged to the Req and also gives information about the results from that logging Reg summary Action History Attachments Ee Applicants 2 e Perform a Requisition QuickSearch to find that particular Requisition then use the Find Matching Apps Action This option finds people who may or may not already be logged to the Req but do meet the Qualifications Skills Degrees etc that were specified in Search Criteria ACtion History Attac NOTE See the Requisition Management chapter for more information about Search Criteria and Find Matching Apps Advanced Searching AdvancedSearch provides searching capabilities beyond what can be completed with a QuickSearch These additional capabilities include Naming and saving searches Designating searches Public shared or Private Searching on Attachments and History items such as Routes AppRegs Interviews etc Searching on null and non null values Selectable field conditions lt gt etc Boolean search logic And Or Or Not using nested search criteria grouping Parameter prompting with settable defaults Copy to New feature for creating a new search from an existing one Run at Startup feature for creating Hot Items search for each user iGreentree v8 3 User Manual Searching e 199 An AdvancedSearch can return any one of six types of search results Applicants Requisitions Hiring Managers Sources App Templates or Req Templates The func
336. provers allows the user to review any and all approver transactions History Attachment Applicants Postings Holds Offers Expenses Approvers Audit 2 Approvers Audit For 2005 029 Close od Transaction Approver Approval Status Status Date Entered B Updated E Add Johnson Hugh Hot Reviewed 11 22 2005 Russey Terry Greentree v8 3 User Manual Requisition Management iGreentree e 88 Re Open It may be necessary to re open a position once it has been filled Applicant later declines wrong position was filled by mistake etc Since the iGreentree System updates numerous pieces of information both on the Applicant and Requisition side it is necessary to use the Re Open action to ensure all pieces of data are changed To start select Re Open from the Action menu Action History Attact Ya Find Matching Apps Post to Source y Enter Expense y Take Off Hold ka Withdraw Hired Applicant Ramirez Hernando ts LA Fill Ri Copy To Template Requisition Reports Set Applicant Status To Le 2 Add Approvers Set App Req Result To Te El pe Open Set Requisition Status To Tel First verify that the name appearing in Hired Applicant is indeed the applicant you wish to un hire Next use the H button to select the new Set Applicant Status To App Req Result To and Set Requisition Status To When complete click ole You will receive two notification boxes before the action is completed to continue click OK A T
337. provers to be added or removed Search Hiring Manager or Lets others view In case more than one individual Committee manual data entry applicants needs to review approve applicants iGreentree v8 3 User Manual Appendix e xi Sources Expenses Attachments Name from Notes Manual data entry or Track misc info Replaces yellow sticky notes and Copy and paste from such as extra hardcopy files email discussions etc Objective Manual data entry General Only used to track general types of category NOT jobs that are good from that Source specific opening Contact Info Manual data entry Track extra Beeper pager cell phone fax phone numbers secondary email addresses etc temporary contact etc scanning etc brochures etc Hiring Manager Attachments Name from Notes Manual data entry or Track misc info Replaces yellow sticky notes and Copy and paste from such as extra hardcopy files email vacations Contact Info Manual data entry Track extra Beeper pager cell phone fax phone numbers secondary email addresses etc temporary contact etc scanning etc sent to HR Greentree v8 3 User Manual Appendix e xii Index PGUONS EE 12 A A 158 Applicant Hepnorts 182 Dup Check oococoocccncccccoccnnncnnnancnnncnnnanennnoos 179 ll 176 Interview 170 LOOTO R GO air 162 Log tO SOUCO n NENNEN 158 Make OMET cre n 174 BE OG EE 164 REPO Sarli madness 210 ROULE EE 166 Send eterna 158 Test E unta dead 172 Hiring M
338. pt 7 Deadline iGreentree v8 3 User Manual Requisition Management iGreentree e 55 The user may over ride any of the template populated data and add the data that is specific to that particular opening Once finished updating the requisition he she can click MS to retain the data and have a req number assigned Creating and Using Templates To enter several similar Requisitions or to copy existing requisitions and or Attachments a Template can be used There are three ways to create templates copy an existing requisition discussed later in this chapter create a template from scratch or copy an existing template Create a Template To create a Requisition Template from scratch go to Req Templates on the main menu and select Add Reg Template Reg Templates Quick Search Add Reg Template A blank New Reg Template form will appear for data entry Requisition Templates that are going to be used to enter requisitions should contain only data that is consistently the same for the position that the Template will be used to add New Reg Template Save Close ASIEN Tels SWS Wels MWe Template W Private Template Status ee a Filing System Lei Job Code Tel Position Ctd Total Openings Total Filled Job mies Dept KA Reg Temp Po ba Approved pom Division PO M Exempt WE eg Deadline cd Location EE Full Part a Posted Internal Po Sal Grade wy New Repl E
339. q and Result Date for an applicant by selecting the BI icon next to each of these fields The Result For This Req selections are defined in Maintenance Codes Result See Codes Maintenance for more information Additionally any pertinent comments relating to their Result selection should be stated in the comments section When finished select Else Offers in Hiring Manager Module Hiring Managers also have the ability to extend an offer to an applicant and hire an applicant to a requisition with minimal involvement by the assigned Recruiter Extending Offers To extend an offer via Hiring Manager module the Hiring Manager must click on Make Offer from the Offers main menu YZ Offers e View Offers Make Offer e Hire This will bring up the Make Offer form The following fields are required to be populated prior to selecting the Submit button For Requisition Select Applicant Offer Amount and Offer Date Make Offer El Subma Clear Close amp Help Required Entry For Requisition C Select Applicant a Offer Amount Offer Date ES Total Bonus DA Bonus Payment Amount 1 Bonus Payment Date 1 sd Bonus Payment Amount 2 AA Bonus Payment Date 2 ME E Start Date Eal Orient Date Saf sal Applicant Status offer Outstandina Requisition Status offer Outstandina EN Result for this Req Offe bai The selection list for the For Requisition field will only consist of requisi
340. r The fastest way to find an exact record is to search by the unique ID number For all other fields searched several records may have the same data If the ID number is known it is one of the fields that is a unique identifier and one every Applicant is guaranteed to have To perform a search by ID number choose Find By ID from the Applicants menu Find By ID Enter the ID number and Search Applicant ID D esl When Searching by a specific ID number the system will go directly to the Summary View for that Applicant if designated in your User Preferences Suzy Que 1234 Some Street Any City CA 98765 Email Suzygue hotmail corn HomePhone 123 456 7890 Pager 111 222 3333 WorkPhone 987 654 3210 O Notes On File Applicant ID 165 Reqs Applied For View Entered 123 2006 Reg Job Tide Req Date Result GA Muslow Kristina 2005 037 HE Generalist 01 25 2006 Hired Updated 1 26 2006 A Muxloaw Kristina Experience View See Sas VS Job Title From To Employer Ending Salary Reason For Leaving SS Account Manager 032004 07 2005 Greentree Systems Inc 2 00 Relocation ee DELLE External Applicants Recruitment Specialist 12 2001 02 2004 Fairview Health Services 2 00 Marriage Status Hew Hire 40 00 Location DAS Education view Follow Up Available School Degree Major To Mar Pending University of Same State Bachelors Being Perfect 05 2002 OIG Last Status Date
341. r Harold Harborough Applied Pre Screen Result For This Req Offer ef Documents for 2004 016 Document Created On cSSForm 03 05 2004 Himan George 61 302 678 4987 302 450 45004456 4 page 1 of 1 2 Records Total Finding New Applicants Only To quickly view only newly logged applicants to their positions the Hiring Manager can click on New Applicants from the Applicants main menu Y Applicants e Find By Name M E yi ON D D l Ed nts When a Hiring Manager selects to view their New Applicants there is a pre defined query that will run based on the iGreentree system s definition of a new applicant New Applicants are defined in Maintenance Codes Result IsNewApplicant See Codes Maintenance for more information New Applicants Close S Help Applicant App ID HomePhone Work Phone E 3 Twain Mark L 500007 425 222 1234 425 222 5555 e ca Zaborowski Jill 168 408 879 1410 44 4 gt page 1 of 1 2 Records Total List These Reqs Cuimerit Logging Off When finished adding approving and reviewing requisitions the Hiring Manager can select Logoff from the Logoff main menu Y Logotf Logoff iGreentree v8 3 User Manual Requisition Management Hiring Manager Module e 51 Requisition Management iGreentree Objectives This unit is for anyone who will enter Requisition data directly into iGreentree or who wishes to become better acquainted with the fields on the Requisitio
342. r can simply press the Enter key on the keyboard to choose that function Resizing Windows Many of the windows may be resized such as lists of History to display information to the user s preference Just put the cursor on the edge of a window and use the double headed arrow to drag to the size desired The menu bar on the left can also be resized making the window being viewed larger or smaller as needed iGreentree v8 3 User Manual Introduction and Overview e 5 Navigation Box The navigation box allows the user to switch between records MAuierz PIM The far left arrow will move to the very first record found in a search The single arrow on the left will move to the previous record The single arrow on the right will move to the next record in the list And the last arrow on the right will move to the very last record Calendar The calendar contains both specific dates as well as relative dates To view the calendar click on the E button next to any date field To select a specific date choose from the Month and Year coded lists and then click on the specific Day within the displayed calendar month 3 Select Posted External Range Web Page Dialog KK Select Posted External Range Sunday Monday Tuesday Wednesday Thursday Friday Saturday a ER ee 4 Jl 6 T a EN 10 aa az as a4 as 16 a7 as 1s 20 21 22 23 24 2s 26 27 2 28 o 21 sie Ok When a spe
343. r companies of a certain size that have government contracts to determine whether selection of applicants has adversely impacted minorities or females Applicant A person who applies for a specific position The iGreentree system can be used to track any applicant whether they apply by turning in a hard copy Application Form sending a resume via mail fax or email or apply electronically through Candidate Self Service Applicants who come from any of the above are all tracked in the same Applicant screen the Applicant Base Record although some may have different Attachments depending on where the data came from Applicant Tracking A system to help employment departments keep track of applications resumes and job openings including EEO statistics job postings applicant letters name and skill searching interview tracking and resume scanning Attachment Additional information attached to a base record Base Record The window where primary information about an Applicant Requisition Source Expense or Hiring Manager is stored The base record for an Applicant or Hiring Manager usually includes the person s name and address The base record for Requisition usually includes the job title and date the job was opened Candidate Self Service Candidate Self Service is a web based module for use by Applicants to review currently open positions create a profile apply online view application statuses and set up Job Alerts Access may
344. r interest in Greentree Systems Inc Your qualifications will be carefully reviewed and should there be a match with our current requirements you will be contacted to arrange an interview In the meantime thank you again for considering Greentree Systems Inc Sincerely Hum an Resources Greentree Systems Inc iGreentree v8 3 User Manual Applicant Processing e 160 If necessary the User can Edit the letters content and or formatting File Print can be used to print a copy of the letter When the letter is ready to be sent the User chooses OK to send it via the selected output format A processing box will display while the letter is being generated The User can cancel by clicking the Cancel Report Letter Request button Please wait If Email had not chosen as the Send By option the system would now open a Word Processing application the application which your computer associates with RTF files where the letter could be saved to a new file or Printed You may also run this action by selecting the quick launch button located on the toolbar Mass Mailing Letters can also be sent to a group of Applicants from the List View It is important to remember that the letter will be sent to ALL the applicants who are in the List regardless of whether or not one is selected Choose Mass Mailing from the Action menu Applicant Mass Mailing OK Cancel 10 People Selected view List No EMail Address for 7 People
345. r resume and a proficient operator Options for increasing resume throughput include Using a faster scanner Using multiple scanners simultaneously Assigning additional staff to help resume processing Multiple inboxes to take advantage of Templates Using smaller Thesauruses with relevant skills and education Minimizing the number of synonyms for each code Using the automatic options in the Folder Properties Encouraging applicants to apply electronically email or CSS Having resumes scanned and OCR d by an outside source Scanning some resumes and entering other applicants manually See the Scanning Decisions Checklist at the back of this manual for additional decisions that should be considered for scanning Scanning Goals What needs to be accomplished through the scanning of resumes Think about e Will resumes be routed to managers via email e Will acknowledgment letters or emails be sent to all applicants e Whois available to sort through paper e How will paper physically flow through the office e Do ALL resumes that come in need to be scanned or will a pre screen for possible candidates be done first Pre Screen scanning only Interest OR Scan ALL resumes that are received resumes Recruiters sort into interest amp no interest All resumes are scanned immediately upon receipt Recruiters get resumes sooner may hoard or Scan amp OCR steps take longer data into system delay sooner Much less tim
346. raining received Awards and decorations iGreentree v8 3 User Manual Candidate Self Service e 116 Relatives The Relatives section allows applicants to disclose any family members working within your organization This section does not have an Attachment within iGreentree and therefore information will be stored as part of the CSSForm in iGreentree Relatives Please list below any relatives currently working for Greentree Systems Inc Remember to click Save Changes when you are finished Relatives include all parents step parents children step children grandparents brothers sisters step brothers step sisters aunts uncles cousins and in laws Delete PASAS Se m kd gt C 7 le sl IT E References This section allows you to collect Reference information for the applicant This data is viewable by going to CSSForm Attachment or the Document List Attachment in iGreentree References DUDU In the spaces below please list any references that you would like to use for any positions applied for Please note that no reference will be contacted unless you are being considered for a position Nature of Delete Name Company Address Telephone a Item ooo Ee ll L ns TT L t S Related Questions The Related Questions section of an application allows you to collect miscellaneous information about an applicant that does not fall into one of the categories above Some examples may include
347. rch from the Hiring Mgrs menu Hiring Mgrs Hiring Manager QuickSearch Name F M L Title Address LI Status Ea Ir Dept Tel City a AA Division Tel State la Zip ESOO Location e EMail Recruiter Phone Comments Cee Contains Tel Ir iGreentree v8 3 User Manual Searching e 198 Most searching for Hiring Managers can be performed by simply entering criteria in this window Enter Search criteria in any of the fields on this window and then choose to find records with that information in the selected fields To find Hiring Managers who are currently Active pull down the list of status codes and select Active Status lActive M Name Lie LLacstion L tapus sd Po Elliott Michael Director of Human Resources Atlanta Ed Greenberg Carol Financial Systems Supervisor Atlanta E Griffin Terry Vice President Operations Atlanta Johnson Hugh Manager Sales and Marketing Atlanta Searching for Applicants Logged to a Requisition There are several ways to find Applicants who are logged to a particular Requisition e Perform an Applicant QuickSearch with a Req number in the Req field This search will find all Applicants who are logged to the selected Req Req 2005 034 e Perform a Requisition QuickSearch to find that particular Requisition then choose Applicants from the History menu From there choose View App to select a particular Applicant The search results will include A
348. rd some write it as two So include both database and data base in the Synonyms for this Skill Number of Synonyms iGreentree can hold an unlimited number of synonyms as long as there is disk space However the more synonyms it has to search for the longer the Analyze process will take So for efficient processing only include the common words and phrases that are typically used in resumes Sections Sections tell iGreentree where to look in the resume for each type of data example Suppose an Applicant has a skill of Applicant Tracking f Experience has not been identified as a section of the resume the system will search the entire resume for the phrase Applicant Tracking However if iGreentree has been set up to look in the Experience section for Skills it will process more quickly since it has a smaller amount of text to search Synonyms are also set up for each Section since people identify the sections of their resumes using different phrases Select the Section tab from within the Thesaurus window iGreentree v8 3 User Manual Module Maintenance e 263 Thesaurus Synonym Section Sections CodeType Degree EDUCATION EXPERIENCE Objective OBJECTIVE S QUALIFICATIONS School C skill Look forward Looking Forward Sincerely whom it may concern Would like your consideration Once sections are set to find the data that is needed from the resumes received the need to revisit this set up should be ra
349. re Section Maintenance should be reviewed in all new systems A few adjustments might make a difference in how the system will analyze future resumes Education and Experience are usually the most important sections to set for processing resumes So highlight the Education section and check which Code Types are being found for this section Adjust the Code Types as needed Also Add Edit and Delete synonyms for this Section as needed Resume Processing and ScanStation Modules Resume Inboxes This is used to set options for how the iGreentree system will process resumes that come directly from email via Automatic Resume Processing ARP ARP currently only works with Internet email If another type such as MAPI is used contact Greentree for possible workarounds In the meantime review the Resume Processing chapters for other options to get emailed resumes into the system Also see the Applicant Entry chapter for more information about ARP and other options for processing resumes Maintenance Codes Filing Systems Doc Types Dup Check Logged Users Letters Reports Thesaurus iGreentree v8 3 User Manual Module Maintenance e 264 InBox Name ScanStatian Inbox Properties App Template SSCS Msg Subject Line CSS New UserID Thanks for your resume Please visit our web site The above image displays all properties that can be set for each Resume Inbox e Inbox Name The name of the inbox that will collect a particular type
350. re a requisition has been posted can be recorded using the Post to Source Action The History of this Action is stored in Postings under History These Actions and their Histories are discussed in detail in the Sources and Expenses Chapter of this manual Enter Expense amp Expense Distribution Actions Expenses History Dollars that have been spent recruiting for a requisition can be recorded using either Enter Expense or Distribute Expense The History of these Actions is stored in Expenses History These Actions and their Histories are discussed in the Sources and Expenses Chapter of this manual Place On Hold Place On Hold is an important Requisition Action If used properly along with the Take Off Hold Action it will allow for more accurate time to fill reporting as the on hold time can be subtracted from the overall time to fill The Place On Hold Action changes the status of the requisition to On Hold which is often a defining factor for removal of requisitions from CSS In addition this Action allows for recording information about why a requisition is put on hold as well as various other details such as who requested the hold To use select Place on Hold from the Action menu Action History Attack Ya Find Matching Apps Post to Source j Enter Expense CH Place On Hold The status will automatically change to On Hold Select a reason for the Hold Action from the coded list Place On Hold Close Requisiton Status Jon Hold s
351. result value an applicant will be given if Resume Analyzer finds a reference to a specific requisition This result is applied only to the requisition identified in the current email If your organization utilizes the Set Other App Req Results To in the Hire Fill Action the result will not be updated for records that were populated by this default e Notify On Error This property works in conjunction with the Resume Min Fids property If the analyzer cannot find the identified minimum applicant information the email will be rejected and sent to this inbox This erred resume inbox should be an inbox that an HR representative can easily monitor It can be their inbox address This representative will be the one to correct and resubmit erred resumes For information regarding Handling Erred Resumes refer to chapter 6 e Log To Open Rea If Resume Analyzer finds a reference to an open requisition within the email being processed the applicant will automatically be logged to the requisition if this property is set to True If it is set to False Resume Analyzer will not look for open requisitions to log applicants to e POP3 Server Identifies the email POP3 server name or IP address e g mail greentreesystems com Usually the IT Department determines what to enter here as well as the next two properties e Login Name Identifies the email inbox login name For example careers iGreentree com careers is the Login Name e Password The emai
352. resume text section center window The image can be viewed from the bottom window to help or use the hardcopy resume if it is handy After fixing text Re Analyze by choosing the Re Analyze button 1 The system will prompt to Save the changes The system re reads that Text file each time the user Re Analyzes using whatever text is there at the time Choose Yes Greentree Remote ScanStation E _ K Save changes and re analyze RUMPOLE No Cancel The next step is to Send the resumes to iGreentree Sending Resumes Setup To send via email the option must be turned on in ScanStation and the user must enable the Property for email sending for the selected Resume folder Access the properties by highlighting the Folder and then going through the File Menu and selecting Properties Or right click on the Folder and select Properties iGreentree v8 3 User Manual Resume Processor amp ScanStation e 133 US Greentree Remote ScanStation En REmple Scansialion Resume Folders HECEVE leer 7 oss emal ENEN w Greentree Remote ScanStat Once Properties has been selected and displayed select Emailas a Sending Option fae Test 1 Properties Once Email is selected click on Settings to enter the email information A Sender a Recipient and System information must be entered ES E Mail Settings x Example Sender example sendert company cor Name User s name Email Address User s email address
353. rformed from the Requisition QuickSearch window Requisition Searches by Hiring Managers The Hiring Manager Module allows managers to find review their own Reqs See Chapter 2 for more information Source Expense Searches QuickSearches can be performed for Source and or Expense records Select QuickSearch from the Sources Expenses menu Sources Expenses Quick Search iGreentree v8 3 User Manual Searching e 197 Source Expense QuickSearch Entered al By Updated Ia Bs 0 Contact F M L Source Name Source Type Address Status Location City Recruiter State Zip Track applicants from this Source EMail Track expenses for this Expense Phone Post regs to this Source Allow 055 Applicant to Select this Source E Special Note Contains Mi Entering criteria into this window can perform most Source and or Expense searching Enter criteria in Search any of the fields on this window and then choose to find records with that information in the selected fields To find Sources that are currently Active select Active from the list of status codes Status active source Name Type sStatus Cd tact Location P our website Inte Ae Pura John e me a bere rebasa Chisholm Lou Atlanta Jerasstimg com ae a Hiring Manager Searches QuickSearches can be performed for Hiring Manager records Select QuickSea
354. ring Manager Microsolt Internet Explorer Enter Single Entry Question Enter Single Entry Question How many managers have you concurrently worked for Ed Once the questions have been added to the requisition Questions Add Question Question Edit Questions Question Question Type Answer Weight Do you have a valid California drivers license YesNo Yes Desired No Must NOT Have Please identify how many years of administrative support Multiple Choice Less than 1 year Must NOT Have expenence you have 1 2 years Nice To Have 3 5 years Desired More than 5 years Nice To Have Plaase describe your administrative duties Essay not applicable How many managers have you concurrently worked for Single Entry not applicable iGreentree v8 3 User Manual Requisition Management Hiring Manager Module e 35 the Hiring Manager can select Edit Questions Editing the questions can be as simple as re ordering highlight a question and click on the Up or the Down buttons provided they can completely Remove a question from the requisition or they can modify the answer selection and weighting presented to the Applicant when they apply for the requisition on line Once all edits are completed select Save 3 iGreemree Hiring Manager Microsoft Internet Explorer Edit Questions amp Answers Select question to Edit Reorder Up Down Delete Remove a 3 valid Califomia anver ICanca Please
355. rio the User can concurrently send a custom regret letter If the User would like to send a letter the action functions the same as Send Letter described above Ok l Choose to run the action with the desired selections The letter information will be stored in Letters History The Result code is also added to both the Reqs Applied For History for this Applicant and to the Applicant History for the selected Requisition You may also run this action by selecting the quick launch button ES located on the toolbar Mass Reject A group of Applicants can all be rejected in one step using the Reject Action while in List View This might be useful when a group of Applicants is logged to a requisition that is filled and a custom turn down letter needs to be sent to all the non selected applicants To run select Reject from the Action main menu iGreentree v8 3 User Manual Applicant Processing e 165 Action History Log to Source a Mass Mailing _ Log to Reg Ja The Action will provide a count of how many applicants the Action is going to impact It is important to remember that ALL the applicants who are in the List regardless of whether or not one is selected will be rejected when the Action is run Reject Applicant s 10 People Selected No EMail Address for 7 People Set Applicant Status To For Requisiton Set App Reg Result To Lei Exclude Applicants with Emails Comments Select Letter File Edi
356. rnal 02 28 2005 Sal Grade i15 New Repl Posted External 02 28 2005 J FTE o Replacing CE ShiftCode rv Posting Category Mursing RN Is Schedule TO Recruiter Knox Katherine 7 Job Group eo o Hiring Manager Johnson Hugh Hiring Mgrs See All Apps Va File Edit view Insert Format Tools his professional staff person is responsible for performing assessments developing a plan of care implementing and evaluating the care The RN administers medications and treatments as ordered by physicians and in keeping with the current clinical nursing practice The RN is responsible for directing and monitoring the care delegated to non licensed The Hiring Manager can use the Hiring Manager Module to approve requisitions and view submitted requisition status In addition the Hiring Manager can also review the applicants who have applied for their positions that were approved by Human Resources Regs e Add New Req M e Pending My Approval e Anprover Regs iGreentree v8 3 User Manual Introduction and Overview e 19 My Reqs Close Help Job Title Recruiter Hiring Mgr 2005 002 Senior Administrative Assistant New Reg Approved 01 14 2005 Fowler Kevin a Hinson Kristina 2005 008 Registered Nurse Open 01 26 2005 a Mercer Michael M a Hinson Kristina 2005 016 General Surgeon Open 03 03 2005 amp Knox Katherine a Hinson Kristina Applicants for Req 2005 016 3 Records Found Applicant App ID Ap
357. rocessing EE 144 Entering Applicants Manually ssania AE ewe 144 FIO D ICA Dala EE 145 Entering Additional Applicant Records iii a eel ee ae cee 146 EIERE a vit 146 AA CA as 158 LOG 10 SOUNCE SAUCES e dolina 158 Sena Li e cn eee ec roe 158 MES ae EE EE 161 Bee 162 OO OT RE EE EE 162 WAS Eog O eiii aora soria iia india 163 Reas Abplied FOIS sector ora 164 Se EE 164 o e A 165 ROU A A 166 Mass FOULS usaron isa 168 Routes ISI E 169 MI Weiss a da ado cdo diario died 170 ALE IVIE WS IST scada cn on dico Cota iaa doo 172 RE E EE 172 TESS MISIO EE 173 Make e EE 174 E TEE 175 o O A A ieee A A 176 DUNN Co ri thas eed od tr iia liada c acia 179 read 182 Request OIG Background Check 183 ne ER Ee EE 184 create GSS IR ne RE 185 Omer Mass PACU ONS eect cree ae ha ies erin meee cede nae ean ek neo en a E 185 DCAM CHING E 186 COUTCK SOA Cecio bacco acca cin ed ead wa swe edad w sees ede a E 186 General Searching and Results ovis siria id a 187 Searching WI Dates asilo oa 190 Se al CIMINO WIN Textiles vainilla ioiinas 191 Widcard SEACE S ui do nas 191 leiert doo nas 192 Bled Wei BE er 196 Surco EXDEnse SEANCES a dais 197 Hiring Manager Searches nnnnnannnnnneannnnonrnnnnnsrnnrrensnnrnnnrnrrrrnsrrrrrosnnrrrnsrnrrreonntrrrsrnnrrensnntrernnrerenne 198 Searching for Applicants Logged to a Heoutsmton 199 Advanced Searching nunca as 199 Building a Search EEN 200 Using Parametros 205 IST GN OUD HE 207 ele dee EE 209
358. rop off an updated resume View the status of applications that you have submitted Create or edit your criteria for recelving email Job Alerts My Profile Find Jobs Application Status Job Alerts Search by Job Number Find Job iGreentree v8 3 User Manual Candidate Self Service e 103 The applicant will also receive an emailed message that thanks him her for registering with the Career Site They have now created an applicant record in iGreentree The User Name information will be stored in CSS Properties Attachment SS Thanks for registering on our web site Message HTML i E z af x File Edit View Insert Format Tools Actions Help Type a question for help e Ce Reply Reply toal yEFoward E Ea LK m From AutoMailmDisreentree com Sent Wed 4 21 2004 11 37 AM Ta automailmiGreentree com LC Subject Thanks For registering on our web site April 21 2004 Welcome Suzy Que Thank you for registering on our Employment Web Site Are you ready for a career where you can make a difference We offer unlimited possibilities for motivated individuals in a state of the art dynamic customeroriented environment See how far your career can take you lf you havent already signed up to receive automatic notification of our future openings as they occur please visit our Employment Web Site sign in and then go to My Info HomesUpdate My Job Alerts Again thanks for registering and for your interest in employment opportunities
359. rs AppReg Result can Log to Reo Hire Edit Source Hires Letter optional Info can default from last offer Hiring Mgr Hires Updates App Status Reg Status AppReq Result AppReq Results for other candidates can Log to Req moe kee from 2 App records the same person Applicant Edit Printed report Includes records found in search Reports List or can output to Crystal Reports or other File in other TI Request OIG te Connects to the OIG Database for Background List employment status verification Report al 2 fields on App record MN a regarding an applicant ae Password applicant s CSS Password keent E BEE cl data sem fe O li system ID number e eem DEE Maintenance Archived Applicants report first data good for cleaning out UserlD and Password for applicants PWD iGreentree v8 3 User Manual Appendix e vi Requisition Actions List Find Matching Edit New browser To find possible candidates can Apps window with list also run from Search Criteria of Apps Attachment ranks results by how close matched Search Criteria List Source Postings posted Enter Expense Edit Req Expenses Can only choose from Expense Distribute List Source Expenses list if Source has Track Exp option Expense on Place On Hold Edit Req Holds Use to track time on hold and List perhaps to remove job from postings pore eS List to Fill reports ha e ee List Results Fill Edit Source Hires Letter optional Info can default from last offer Hiring Mgr Hir
360. rt Service Support Opportunites Teresa 2 Jess Extemal_Mursing Nursing Opportunities Persona gif a0 Jess Extemal Physiciansolinical Physicians amp Clinical Opportunities Persomi gif 5 Pess Extermal Technical Technical Opportunities Persona gif 2 e View SQL refers to an existing database SQL query that defines a specific view created in SQL Server to retrieve requisitions corresponding to the category The query further defines what fields are displayed in the selected categories Results e Display Name refers to the category title that the applicants will see e Image File Name refers to the image that will be displayed next to the Display Name Greentree recommends these images be 1 inch x 1 inch not required e Display Order refers to the order the categories are to be displayed They will be displayed by numerical order however it is not necessary for the numbers to be consecutive as shown below The above settings would translate to the following display in CSS Browse Jobs and the selected categories Results Greentree v8 3 User Manual Module Maintenance e 252 Browse for Jobs Opportunities ri Professional New This Week T Opportunities Positions 0 Positions 6 Opportunities All Opportunities HOTT Kar Job Title Job Title di Charlotte a Y Positions 23 y 4 Service Support Nursing Opportunities A gusa Opportunities Positions 0 Positions 6 Physicians amp Clinical Opportunities
361. rtunities A Ee ies Positions 0 _ Positions 5 Physicians amp Clinical Opportunities Positions 2 Technical Opportunities Positions 3 Regardless of which method used to search the Applicant will be presented with the requisition s that match his her search criteria Search Jobs Results E Please click on a job link to view the Job Detail 1 2004 003 Programmer Analyst Atlanta Evenings 2 2004 004 Project Engineer Dallas Steeg Rotating 3 2004 005 Software Development Manager Atlanta MIS Days 4 2004 006 Design Engineer Metroplex Center Engineering Days or Evenings 5 2004 011 Senior Administrative Assistant Metroplex Center Accounting Days 6 2004 013 Sales Support Assistant Atlanta Surgical Services Days 7 2004 016 Program Manager Field Engineering Dallas Engineering Days and Evenings D 2004 019 Registered Nurse Metroplex Center Critical Care Unit Days Evenings D 2004 020 Senior Administrative Assistant Metroplex Center MIS Days 10 2005 005 Sales Manager Atlanta Surgical Services Days Page 1 23 Nest Available Positions 23 Bergman Pam Walker Jane Bergman Parn Walker Jane Greenberg Caral Johnson Hugh Walker Jane Myers Gary Greenberg Carol Bergman Parn Knox Katherine Mercer Michael M Enox Katherine Mercer Michael M Mercer Michael M Cannova Adrian Mercer Michael M Chamonix Susan L Mercer Michael M Cannova Adrian iGreentree v8 3 User Manual Introduct
362. rwise type the information into the text area Letter text may include whatever formatting is preferred including graphics Modify New Letter Name Save Cancel Close Greentree Systems Inc File Edit View Insert Format Tools Aral 12 e 100 H J ice Ss H D ill Ii 44 gt To include data fields in the letter click the A4 button to Select Letter Insertable Field Letter insert fields are iGreentree fields that will personalize a letter based on the identified information for the Applicant Requisition Hiring Manager Source and Recruiter iGreentree v8 3 User Manual Administration and Maintenance e 228 RegFullPart Coded RegHiringMar Coded Regll RegJobCode Coded ReqJobGroup Coded ReglobTitle RegLocation The insertable field value will be placed where the cursor is positioned in the text before the field was picked Select OK to add the insertable field Examples of Letter Insertable Fields AppMrMsfromEEOGender Refers to the EEO Attachment Gender field If the Gender is F it will print Ms M will print Mr If U or blank it will print lt Unknown gt iCSSJobAlertSummaryBlock Refers to what requisition information is emailed to applicants who have set up Job Alerts This Letter Instertable Field is defined in CSS Settings Job Alert Fields CSSReferralHREF Refers to the hyperlink of a requisition that an Applicant has Sent to a Friend iCSSWelcomeHREF R
363. s run the Enter Expense action from the Source Action menu selecting to Add and so forth as described above Action History Send Letter Applicant Actions for Sources Expenses There are Actions for Requisitions that relate to Sources Expenses Post to Source and Enter Expense Source Recording The Source that each Applicant came from can be recorded in iGreentree if CSS has been purchased the Source is automatically logged when the application is submitted For paper applications you would need to use the following action Log to Source from the quick launch toolbar Date Logged 01 10 2008 Log to Requisition Select Log to Source from the Action menu or select L Log to Source Source Employee Referral Comments Action History File Edit wiew Insert Format Tools E Log to Source Carl Brown referred this applicant A If you know the requisition you may select it here This will log the application to the requisition if they are not already logged to it and then record their source for that requisition See Log to Req for more information about logging applicants to requisitions iGreentree v8 3 User Manual Sources and Expenses e 99 The default date today can be used as is or changed as needed Select the Source code from the select list Use the Comments field to include additional information about this particular Source For this example the Source is Employee Referral so we put th
364. s Result in iGreentree to reflect their decision This link will only be available if the position is still open and the applicant has a non final result The applicant will receive a confirmation that the steps taken to withdraw the application were successful Update Status Response My Home Page My Profile Application Status Job Alerts Successfully withdrew your application Return to Previous Page Greentree v8 3 User Manual Candidate Self Service e 124 Job Alerts The applicant has the option to create and edit Job Alerts by going to the menu Job Alerts The applicant can identify the criteria for the jobs they would be interested in Once the criteria have been selected and the applicant selects _ Save Search the Alert is activated Once enabled alerts will be emailed to the applicant whenever positions are posted that meet the applicants saved criteria Saved Job Alerts are activated in iGreentree under the Applicant s CSS Properties Attachment AE TT OO AAPP PTA Fe OTT SFC TY MA P AN Y DINAR mg AER orev Le KM o i diia iy H NN ie Dic id Fein e a wn te ka eth Oe rr Y tra a be a Bh tee A rm Zi Update My Job Alerts Job Alerts nobly you of newly available positions via email To receive Job Alerts select your crtena from the helds below Multiple cntena can be selected by holding down the control key Ctrl and chching each value If you no longer wish to re
365. s entered by either e mail or ScanStation Applicants Find By ID Find By Mame Select Applicants then QuickSearch __SuickSeareh In the By section next to Entered NOT updated use the coded list to select ARP Entered po E By app mw Click the button to perform the search The results will be displayed in List View highlight one Edit View applicant and use the button to review the specific applicant Under the Attachments menu select Resume Image Images are displayed using Adobe Acrobat If this software is not installed on the computer the image will not be able to be displayed Resume Imane for Ficaria L Martai As gt fr 14 bi i amp ham A Ricardo L Mactal 13 Chicago IL 60004 santiago dipitelone com Attachments Homa 630 511 0014 gt Notes Experience Summary 2 Education Summary 2 Licenses amp Certificates Resume Text 1 Resume Image OBJECTIVE Well trained Professional Registered Nurse with expertise in Caregiver position focusing am ursing care in hospital hospice psychiatric and rehabilitation WORK EXPERIENCE Wilson Hospital Darian 1 Emergency Room RN 10 2000 10 2001 Again from the Attachments menu select Resume Text Resume Text for Ricardo L Mactal File Edit View Insert Format Tools Ricardo L Mactal 33 Chicago IL 60004 santiagom di gtelone Com Home 630951 1 001 4 OBJECTIVE Well trained Professional Registered Nurse wi
366. s suggested that you perform a new search before traversing the resulte again The records are combined with appropriate data updated as selected If none of the people on the list is the same person as this new applicant just leave this record as a Possible Duplicate for now and use the Navigation Box to continue to the next Applicant RA 1or122 HK Moving Non Duplicates to New Filing System After checking all of the records in the list Merging when appropriate there may be one or more records left records which turned out NOT to be duplicates The non duplicates then need to be moved to the correct Filing System From the Action menu choose Change Filing System Move Applicants OK Close Select a Filing System External Applicants Action History Attac Internal Applicants Log to Source Fossible Dups Log to Req Route Select the appropriate Filing System and then choose Lo AN Mass Move Completed The applicants that were still displayed in the list are now moved to the correct Filing System They are assigned a new ID number which fits in the range of ID s for that Filing System Finding Applicants that were Entered HR people will need to find out which Applicants were entered Periodic searches by Entered Date will find the new Applicants and allow HR to enter additional data and record the activity of the Applicant iGreentree v8 3 User Manual Resume Processor amp ScanStation e 139 With
367. scriptions The User can enter a Job Description by selecting Job Description from the Attachments menu No Job Description Available defaults onto the Job Description screen Job Description for HR Assistant Analyze File Edit Mo Job Description Available Press Add to create anew job description gt Selecting the nae button will automatically remove the not available verbiage and allow the job description text to be entered Job Description for HR Generalist File Edit wiew Insert Format Tools Administers various human resources plans and procedures for all employees assists in development and implementation of personnel policies and procedures prepares and maintains employee handbook and policies and procedures manual maintains all HE related paperwork Conducts recruitment effort for all levels of openings Gnclucing internship program and temporary employees mantan applicant tracking recorde conducts new employee onentations develops internship program for applicable departments monitors career pathing program writes and places advertisements Pertorms benefits and 401E administration to include enrollment claims resolution change reporting update and communicating benefit information to employees develops and delivers new hire orientation Maintains and promotes the tuition reimbursement program and ongoing employee development programs develops annual training plan based on needs assessment
368. selected the user s name server date and time of the note entry will automatically be added to the note If an incorrect notation was made and the note has been saved the user will need go to Attachments Documents where each note is stored separately and Delete the incorrect note The user can then select to Add a new Note TIP Use Ctrl C to copy the old note before deleting and Ctrl V to paste the old note into the new note and then make the necessary change Objectives Use Objectives to record the type of job s or applicants that the source specializes in this may be helpful in reporting for your Organization Select Attachments Objectives to add an Objective for a source expense record Attachments gt Notes Contact Information Additional phone numbers and email addresses can be recorded for Sources This additional information may be helpful for reaching the Source when they are not available from the data found on the base record Select Attachments Contact Info to add additional contact information iGreentree v8 3 User Manual Sources and Expenses e 94 attachments 3 Notes Objectives Contact Info Document List Documents can be stored for Sources Expenses Examples of documents often retained here include Agency Contracts Posting Forms and Invoices Select Attachments Document List to View or Add documents to a source expense record Attachments gt Notes Objectives Contact Info Document List
369. shed entering updating the education information An educational item that has been determined to be inaccurate can be removed by highlighting the appropriate row and clicking Delete l Licenses amp Certificates Use Licenses amp Certificates to record relevant licenses and certifications for Applicants Although license and certification data will often come directly from CSS it can be viewed edited and added to in iGreentree Choose Licenses amp Certificates from the Attachments menu Attachments Zo Notes 1 Experience Summary Education Summary Licenses amp Certificates Choose Ss to enter information about licenses and certifications Enter the name of the license the Type if appropriate the State Issued Date Issued and the Date Expires To enter dates click over a date column and then click the button License Type L tate Issued Date Issued DP Jorivers License classa wi 2 5 a 2000 5 4 2010 iGreentree v8 3 User Manual Applicant Processing e 149 Add Use the button again to enter additional license or certification data Click AMB when finished entering updating the Licenses amp Certificates information A license or certification that has been determined to be inaccurate can be removed by highlighting the appropriate row and clicking Delete Resume Text Resume Image If an applicant pastes a copy of their resume into their application from the CSS Site a copy of the most recently submi
370. sition will need to be modified so that it can be used to create new Reqs To modify perform a Req Template QuickSearch and use the Edit View feature Greentree recommends consideration of the following Clear out the date fields and any other fields that will not be common for future Requisitions When a record has data in the Attachments these are copied into the Template too be sure to check Attachments and delete and or edit them accordingly The template was created as a Private Template meaning only the user who created can see it and use it If the Template needs to be shared with other users click Public There can be as many Templates as needed Some may consist of only Attachments such as Job Descriptions and or Search Criteria which are used to apply standard attachments to new Regs after they come in from hiring managers Others might be used to perform mass updates of existing records Users may have a Template for each of the standard positions that frequently are open making data entry fast and easy Templates associated with Job Codes may be used pre populate requisitions entered in the Hiring Manager module including Job Description CSS Questions etc You may also run this action by selecting the quick launch button located on the toolbar iGreentree v8 3 User Manual Requisition Management iGreentree e 87 Requisition Reports Users can report on requisitions using the Requisition Reports Action Reporting on req
371. smatch will generate an error Upload New Document Results Sorry Only Files with an extension of TIF are being accepted for he document type you have selected You requested to upload C Documents and Settings Card Hinson hy Documents HDH Documents OfferQuestions doc If the upload is successful a message will display confirming the success Upload New Document Results e file was successfully transmitted by the user otal Bytes 20450 Document Added Successfully The document will be added to the Document List after clicking Done To add additional documents to the requisition record repeat the steps above Delete To delete an existing document select the document row and click the button iGreentree v8 3 User Manual Requisition Management iGreentree e 71 Adding Editing Approvers Choose Approvers from the Attachment menu Approvers displayed may have been entered via Hiring Manager and or manually inputted by clicking on the Add button The attachment displays information about each of the approvers and their progress in reviewing the selected requisition Approvers For 2005 039 Adc lelete Send Notification l pprover L pproual Status Status Date Entered B Updated B MM Peterson Kerry Hot Approved 12 09 2005 Myers Gary Peterson Kerry The location is for Boston Approver Is the name of the individuals who are assigned to review the requisition Approval Status Each approv
372. specially for Degree codes For example one applicant may list their Bachelor of Science degree as BS and someone else may put B S Only a single synonym is needed to capture both of these BS since the system will ignore punctuation if it is not put into the synonym Be careful though as a resume that has B S would not be found due to the space between the B and the S However there may be times when punctuation IS included in the synonym and the system will only find the code if that punctuation is there Again using a Degree example this time for a Masters of Science If a simple synonym of MS is used it would find MS degrees but it might also find mentions of MS DOS the state of Mississippi and even Ms Within a cover letter such as Dear Ms Recruiter This is a good example of an occasion where the synonym SHOULD include the punctuation to avoid these other MS things that should not be found Another way to avoid getting other MS things is to create synonyms like MS Degree and MSN longer words and phrases that are more likely to refer to the degree Wildcard and Within The synonyms can be set up to utilize the wildcard A synonym that contains a wildcard will find any words that begin with an exact match of the characters before the asterisk example The synonym is Program A resume that contains Program Programmer and or Programming would be identified and the Applicant s record given the Programming Skill Code that cont
373. st current information will be automatically incorporated into the online Application ready for them to review and submit IU re VV GC OTI Add My Profile _ Contact Information Contains none of your information This profile will be used to create each application you make for any position with us You may go to any section directly by clicking on the section name above oe have not been completed Has some or all of your information Each section of the Profile is displayed below the main menu and the different color bars underneath indicate the completeness of that section Any section that is red not completed will prevent the applicant from submitting their application as it contains required pieces of information To complete the sections the applicant can either click on the section name or use the drop down menu located at the bottom of each sections to navigate to the desired section Contact Section ee Contact Information or Education The fields that are marked with a are a required entry The applicant cannot save the changes for a section if the required fields are not populated Once the applicant has completed the section they can navigate to the next section using the methods above or by clicking Save amp View Nest This will bring the applicant to the next section Contact Information The Contact Information section is where basic demographic data is coll
374. systems are designed for the Hiring Manager to select a recruiter when completing the on line requisition In that scenario this field would be left as None iGreentree v8 3 User Manual Module Maintenance e 246 ReqStatus on Submit Defines the requisition status to be given to requisitions submitted by the Hiring Manager New Req In Approval Process is a commonly used ReqStatus code for this field RegStatus on Approved Defines the requisition status to be given to requisitions once the ENTIRE designated approval process has been successfully completed New Req Approved is a commonly used RegStatus code for this field ReqStatus on Not Approved Defines the requisition status to be given to requisitions if one or more approvers reject it New Req Disapproved and New Req Rejected by Approver are commonly used RegStatus codes for this field Make Offer Default AppStatus Defines the default Applicant Status field value to display on the Make Offer form when a Hiring Manager selects the Make Offer menu option in the Hiring Manager module Offer Outstanding is a commonly used AppStatus code for this field Make Offer Default ReqStatus Defines the default Requisition Status field value to display on the Make Offer form when a Hiring Manager selects the Make Offer menu option in the Hiring Manager module Offer Outstanding is a commonly used RegStatus code
375. t View Insert Format Tools Regrets Signer Output Format 4 gt Include Letter Contents in Letter History The Applicant Status and App Reg Result selected will overwrite any existing Status or Result for the specified requisition that the applicants may already have If an applicant in the list is not logged to the selected requisition this Action will log them to it There is no personalizing letter option for Mass Reject Cox l Choose Ok to run the action and have the selected letter be generated or emailed to the applicants Be You may also run this action by selecting the quick launch button located on the toolbar Route Use the Route action to send Applicant information and or documents to others to record what type of information was sent and to record the results of the routing Even if nothing needs to be physically sent from iGreentree the user may use this action to record what was sent manually Select Route from the Action main menu Action History ie Log to Source Send Letter y Log to Reg ES Reject iGreentree v8 3 User Manual Applicant Processing e 166 The Route Action is used to send Applicant information to others It will also keep record when and to whom the information was sent Route To F a For Requisition Set Applicant Status To Routed Set App Req Result To Routed Report Output Format Portable Document Format PDF V
376. t is entered in the email message by default FW John Smith Message Plain Text File Edit View Insert Format Tools Actions Help Es Reiz Gs O as t 4 E oios A DI h r 4 d D hy E Ko W Mt il il bal lee resumes demomigreentree com Delete forwarding iginal Message Prom Terry Griffin mailto Terr yG Greentreesystems com Sent Thursday January 24 2002 4 55 PM Wi resumes demos igqreentree com John Smith John Smith S512 West 136th Street Apt 15 Hew York MY 10031 212 326 1520 home email home com 2 Remove any all of the error information that is appended at the end of an erred resume by default The reason for rejection may only give a part of why the resume was rejected ft Sei l Attachments Mone Ei UNITED PARCEL SERVICE New York MY 091 494 Delete error Information Hibject FW John Smith Received from resumes demo lt resumes demo iGreentreel com gt on 245 02 seno Cancel Accepted Emailed Resumes An accepted emailed resume is a resume that has been emailed to one of the defined iGreentree ARP automated resume processing inboxes and was accepted however incorrect applicant information was identified by the processor Greentree recommends that a weekly search be performed to identify all emailed resumes that had incorrect applicant information extracted To isolate the records of i
377. t the selected career site and provide them with the format of the link back to CSS for candidates to click on to apply for your posted positions on that career site Here is the format of the link for a sample career site to use httos abc igreentree com css external CSSPage Referred ASP Codes CSE amp Req lt reqno gt Where 1 abc igreentree com CSS_External your CSS web site URL 2 CSE your assigned WebSource code for this career site for example CB or MON per above 3 lt reqno gt requisition number for the posted position When the career site implements the above link their system will need to automatically substitute the requisition number into the link When the applicant is then linked into CSS the WebSource code from the link is captured by CSS and matched to the WebSource in iGreentree to create the record in History Sources Viewing Applicant History Sources Source records that are created by the WebSource method are in addition to the source record created by the CSS Global Questions with Source and SourceComment question type By storing both types of History Sources for the applicant capability for tracking sources such as events or Employee Referrals can be retained while also automatically tracking referrals from career sites WebSource source records are flagged with an in the Web column and by a comment of Added Via CSS WebSource This provides easy visual identification and also a
378. t will enable the information to still be recorded on the existing records Greentree v8 3 User Manual Administration and Maintenance e 217 Lookup Tables and Auto Fill Code Types The Lookup Table allows a user to input additional information for a particular Code Value to be utilized elsewhere in the iGreentree application Letters and or Reports For example the Code Type Department has a Lookup Table of additional information for a Department s associated Description Div Division and Supervisor Department Accounting Cardiac Cath Lab A carlin ts 1200 Engineering av Fame SSCS Dr Supervisor Greenberg Cara The Lookup Table appears to the right of the Codes column To change information in a Lookup Table simply click in the Value column field next to the Additional Information name of interest and type If the Additional Information of interest refers to a Code Type select the dropdown arrow to select the appropriate value Department AAA Accounting Additional Info for Accounting f Cardiac Cath Lab LL Column te e critical Care unit Description 200 ooo Deia Hlp ias O Dd supervisor Greenberg Card In a standard iGreentree application the following Code Types have a Lookup Table incorporated Department Division Grade JobCode JobGroup Location Objective and Test A Tailored system may have others When a user or Hiring Manager is completing a requisitio
379. t will not be presented with a Skill section when they apply After completing the prescreening questions the applicant can continue into the actual Application by Continue gt gt gt clicking on the button Application Candidate Self Service will pull any previously entered data into the current application so that the applicant can simply update the data to make it current Welcome My Home Page Find Jobs My Profile Application Status Job Alerts Sign Out Application Displayed below is your current application Please review each section carefully and select Gick Here to Edit if modifications are needed Click Subut at the bottom of the application when finished Position Applied For Job Title HE Generalist Req 2005 037 Location Atlanta Department Human Resources Contact Information Click Here to Edit Enter your contact information Remember to click Save Changes when you are finished Last Name ue First Name uzy Middle Initial s Address 1 1234 Some Street Address 2 City Any City State STi A Zip Postal Code 98765 Email 2Uz que hotmail com Home Phone 145 456 7090 Work Phone 8 787 694 3210 Cell Phone 4 2 4 FF The applicant may update any section as needed by clicking on the lick Here to Edit link in the header of each section to be moved into an edit page for that particular section When the applicant chooses Save Chang
380. tching jobs are found you will receive a single email listing those jobs along with a link to each job so you can view the Job Detail and apply if desired If you wish to no longer receive email Job Alerts click on Clear Search Criteria and then Save Search Close Sign Out When an applicant has concluded the use of Candidate Self Service they can utilize the Sign Out link on the main menu to exit the career site iGreentree v8 3 User Manual Candidate Self Service e 125 Resume Processor amp ScanStation Objectives This unit is for anyone who will be scanning and or loading resumes It is also for anyone who wants a greater understanding of how resume data gets into the system After completing this chapter users will be able to e Load resumes from email scan and load resumes Find Applicants that have been entered Handle duplicate applicants Resume Processor Resumes are entered into iGreentree via Resume Processor The Resume Processor can enter either emailed resumes or resumes that have been scanned and processed by ScanStation Emailed Resumes Email Inbox es that collects only resumes iGreentree Emails containing resumes collect in the Inbo box Handle duplicates and are scooped by the Resume Processor Applicant records appear with Resume Text Attachment Email responses generated automatically CSS Userld and Password generated Hardcopy Resumes ScanStation ScansStation iGreentree scan gt CO eee Analyze ae
381. ted Find what relocating To find Applicants whose Notes contain either relocating or relocate use a Wildcard but also put quotes around the text Microsoft calls this a Prefix It only works when the asterisk is at the end of a word Contains Notes 7 reloc To find Applicants whose Resume Text Attachments contain a specific phrase such as project management be sure to put quotes around the text Contains Resume Text Le project management To find Applicants who have Resume Text with the word Project close to the word Management use a proximity search Contains Resume Text 7 project near management Searching with Multiple Criteria QuickSearches can be performed on multiple criteria entered into many different fields Entering data in multiple fields is treated as AND search criteria therefore an Applicant must meet all the criteria identified in order to be returned in the search results Enter Customer Service as a skill Filing System of External Applicants and Status of Future Skills Find Any Filing System External Applicants Customer Service Status Future Locaton Greentree v8 3 User Manual Searching e 195 Searching for CSS Applicants Applicants may be entering the system via the Candidate Self Service module In the By field enter CSS and choose Search Applicant QuickSearch Io Entered m ey css s Updated E By y Name F M L IT S85 NO
382. ted in different ways Field Type Coded with AutoFill Number or Amount Buttons Has a limited list of choices to keep data consistent and easy to enter search Codes can be added to the list from Maintenance Has a lookup table behind the code with fields that fill in automatically as defaults on the main screen Lookup table values can be modified in Maintenance Dates are displayed in MM DD YYYY format for easy entry and searching Simple text fields let the user type any characters Numbers or dollar amounts are formatted for easy range searching These look like text fields but do not allow the entry of alpha characters Click on the arrow choose from the list and click OK To clear choose None Click on the arrow choose from the list and click OK Other fields will default but can be over ridden Click on the calendar button pick a date and click OK To clear highlight and press Delete key on keyboard Just type in the needed text Try to be consistent with case and abbreviations To clear highlight and Delete Don t bother keying or comma If round number don t bother keying 00 To clear highlight and Delete Full Part Job Code Le Approved Replacing Most windows have buttons in the top right corner allowing the user to choose functions as needed Buttons require a single click Sometimes when a button is highlighted as the default the use
383. tenance is sent to the email address provided From Dougri GreentreeSystems com Sent Thu 2 12 2004 8 51 AM To StephanieFm areentreesystems com Cc Subject Employment Opportunity Alert Attachments lt 2 ATTOOOO1 htm 1 KB February 12 2004 br A friend of yours thought you might be interested in one of our currently open positions Job Title Information Technology Specialist Location HQ It you would like to wiew more information or to apply for this position please click on the following link HTTP tank qtedev com 10203 CSSExt CSSPage Referred iSP Reqkey TCSblo92 7B439 4144 9E064 gt 309PPFC600067 AppEey AA4504085 Atab 4B7F BzA7 6CO00064556464 Please note that this email is not spam and was requested by the Human Resources The applicant who is sending the referral will receive confirmation that the email was successfully sent The applicant then has the option to either add another email address or to choose the Sun Previous Pade link and return to the job detail page Successfully submitted email to jahndoe hotmail com Enter your friend s email address Po Send Email Return to Previous Page Greentree v8 3 User Manual Candidate Self Service e 113 My Profile Applicants will use this section to enter and update their application information They can return to this area at any time and add edit or update information Therefore each time they apply for a position their mo
384. th expertise in Caregiver position focusing in nursing care in hospital hospice psychiatric and rehabilitation ES E WORK EXPERIENCE Zo Notes Experience Summary 3 Wilson Hospital Darian IL Emergency Room RN 102000 10 2001 Li 8 Certificat Trained with emergency response team Facilitated the access treatment and transfer release phases for acia dd assigned patients Maintained patient records consistent with hospital guidelines Assisted in Public Resume Text ii Amarenes Seminars Education Summary 1 This document ts a simple text file that would have been entered one of three ways First an Applicant may have pasted a text copy of his her resume into their online application Second they may have emailed a resume into an inbox that is processed into the system Third the resume text may be the result of a scanned resume that went through Optical Character Recognition OCR Resume Text can be searched However resumes that went through OCR may not be perfect due to OCR errors iGreentree v8 3 User Manual Introduction and Overview e 14 Emailed Resumes For resumes that come originally via email there is no Resume Image Attachment If a user were to select Resume Image from the Attachment menu the following message will display Attachments gt Notes Experience Summary 2 Education Summary 2 i a y 2 Resume Not Available Licenses amp Certificates S Resume Text 1 Resume Image
385. the Hiring Manager s Offers History go to Hiring Mgrs menu and choose QuickSearch Search for the Hiring Manager that was designated for the requisition that was filled Hiring Mgrs Add Hirin o M gr Select Offers from the History menu 1 kan III offer Date ES 3 12 2005 Jones Raymond L 2005 002 3 13 2005 DeclMoney 343142005 Bertelson James 11 2005 004 3 31 2005 ef11 2005 Hilman George ei 2005 012 9 13 2005 zz Que Suzy eg ener 1 26 2006 In addition the Hiring Manager s Hires History has been updated To review select Hires from the History menu Greentree v8 3 User Manual Applicant Processing e 178 Start Date applicant Cid Reg LNeuibepl 4 11 2005 Bertelzon James 2005 004 DP i 2772006 ajeu Suey e ess Dup Check Applicant duplicate check is performed automatically by Resume Processing and upon Saving during manual entry How duplicates are identified and what happens to them is based upon Maintenance settings for each of these types of entry See the Administration and Maintenance and Module Maintenance chapters of this manual Sometimes the potential duplicates are set up to be placed into a special applicant filing system typically called Possible Duplicates for easy identification Other times settings may allow duplicates to be entered into the database without any special flag to designate that the Applicant may in fact be a duplicate Regardless of how the duplicat
386. the user can perform Actions for these Applicants such as Log to Source Send Letter Log to Req and or Route Actions will be discussed in the Applicant Processing Chapter Applicant ID numbers can be written on the hardcopy resume and perhaps filed by ID numbers if it is necessary to keep the paper copy of the resume Many organizations discard the original hardcopy iGreentree v8 3 User Manual Resume Processor amp ScanStation e 136 resume at this point Since they save images they can always re print an identical copy from the Resume Image Handling Possible Duplicates As with the manual entry of applicants occasionally users will run into an applicant who has previously sent inaresume For resumes organizations have three options for how to handle duplicates e Ignoring Duplicates e Using a Separate Filing System e Merging Duplicates Ignoring Duplicates Some organizations choose to ignore duplicates and allow the system to create a new record each time an applicant applies The downside to handling duplicates in this manner is that it is much more difficult to review an applicant s history Multiple records will need to be reviewed in order to get a clear picture of what has happened throughout the person s history of applying Using a Separate Filing System Any applicants that the system perceives as possible duplicates can be put into a special Filing System as they are loaded into iGreentree This is possible if in Inbox S
387. the user is in only the selected Applicant will be affected by the Action If the user is in all of the records that are currently displayed will be affected by the Action regardless of whether any record is highlighted or not Users have the option to remove one or more records from the list before performing the Action which will affect only the remaining records Single Actions Mass Actions Log to Source Sources The Log to Source Action can be used to manually record where an applicant heard about an opening If CSS is used this information may be collected as an answer to a Global Question A History of where the applicant came from can be viewed in Sources History More information about Log to Source and Sources can be found in the Sources and Expenses chapter of this manual Send Letter Users can send letters to Applicants for a variety of reasons including acknowledging receipt of their application or resume regrets details for an interview offer letters hire confirmations etc These letters may be printed to paper or sent via email To begin select Send Letter from the Action main menu iGreentree v8 3 User Manual Applicant Processing e 158 Set Applicant Status To Follow Up On For Requisition Select Letter Thanks for the Resume You are being considered for a reg Signer Output Format Include Letter Contents in Letter History Personalize before sending A Status can
388. ties Attachment To review the Applicant s CSS information go to the Attachments menu and select CSS Properties iGreentree v8 3 User Manual Applicant Processing e 156 There are three fields on the CSS Properties form CSS Properties for Suzy Que Login suzyque CSS Web ID css External CSS Login The Applicant s CSS Login is the UserlD that he she created in CSS It displays and can be edited by clicking in the field and typing over the existing CSS Login Job Alerts Active The Job Alerts Active field displays whether or not the Applicant has set up a Job Alert in CSS to notify them when positions are posted that match the Applicant s Job Alert criteria The User can turn off the Applicant s Job Alert by clicking the button and changing the field to No CSS Web ID This field indicates which CSS Web the Applicant most recently applied thru when an organization has more than one CSS site i e Internal and External site J when finished entering updating the relevant CSS Properties fields Greentree v8 3 User Manual Applicant Processing e 157 Applicant Activity iGreentree has Actions that assist the user during the employment process Actions will update data and automatically record History while providing the option to generate any necessary output such as letters and or reports The Applicant Action menu can be used to change data send letters and perform other actions for Applicants If
389. till employed Beginning Salary Ending Salary Hours worked per week Reason for leaving Supervisor Title Phone May we contact this employer Unemployment Greentree Systems Inc Campbell CA Manager of Everything Manage Everything 01 05 1 00 2 00 0 Would like less travel Doug Rodgers YP of Marketing 123 456 7890 Dres Ono ELE ill The Unemployment section allows applicants to disclose periods of unemployment this section does not have an Attachment within Greentree and therefore information will be stored as a part of the CSSForm in Greentree Unemployment Please account for all periods of unemployment of one month or more When you click Save Changes entries will be sorted by the To date with your most recent listed first From To MMs YY id hd YY Reason L SOS Il 2 ee E JJ Military Service PT OOO0O0Q Delete Item Military Service does not have an Attachment within iGreentree this information will be stored as a part of the CSSForm in iGreentree Military Service Please enter your military service information Remember to click Save Changes when you are finished Branch of Service fo From MM YY To MM Rank at Discharge fo Are you a member of the Reserves Ces O No Are you an active member O Yes O No Reserves Branch Nature of duties and special t
390. ting that defines the criteria to determine if the applicant who is manually being entered in to iGreentree via the Add Applicant form is a potential duplicate has an existing record The Dup Check is invoked when the Save button is selected The Dup Check is also utilized when a user performs the Dup Check Applicant Action Select Maintenance Dup Check Maintenance Codes Filing Systems Doc Types Dup Check The current Dup Check settings will display to the right Duplicate Checking Maintenance cancel Save close asas EnS Male Duplicate Criteria for Add Applicant and Dup Check Action LastName HM For Duplicate Criteria with Resume Processing see Maintenance Resume Inboxes For Duplicate Criteria with ASE see Maintenance ASE NOTE Automated Resume Processing ARP has duplicate checking criteria defined elsewhere See Maintenance Resume Inboxes documentation respectively for more information There are several Dup Check criteria selections to choose from Review the list by selecting the down arrow and highlight the best option for the organization s manual data entry select Save iGreentree v8 3 User Manual Administration and Maintenance e 225 Select Duplicate Criteria LastName FirstName Mone LastMame LastName AND SSM LastName First Initial of First Mame LastName First Initial of First Name AND Addri AND Email LastName First Initial of First Name ANC Email LastNam
391. tion main menu ction History is Log to Source ei Mass Mailing _ Log to Reg L Reject This Action is very similar to the single Route action However information about ALL of the Applicants on the list will be sent The hiring manager will receive an e mail package for each applicant being routed Notice that the title bar of the Action shows how many Applicants will be affected by this Action iGreentree v8 3 User Manual Applicant Processing e 168 Close Route 10 Applicants To For Requisition Set Applicant Status To Routed Set App Reg Result To Routed Report Output Format Portable Document Format POF Available Documents Selected Documents Route Cover Sheet Resume Text Resume Image Hotes Photo pg Interview Motes Word doc Email Message File Edit View Insert Format Tools The document choices will be a compilation of all available documents This means that some applicants may not have all documents If the user chooses a requisition the system will route the CSSForm that was submitted for that specific requisition To make document selections use the arrows to move documents from left to right from the Available column to the Selected column there is no preview option in the mass Route Action After making the desired selections choose OK to run the Action The Route History for all of the selected Applicants will be updated after the Action is run You
392. tionality available for operating on search results is the same as that available after running a QuickSearch run Actions retrieve History and or review Attachments AdvancedSearch is listed under the main menu lt has two sub menu selections named Search List for running searches and Build Search for editing adding and deleting searches de iGreentree Hot Items Applicants Requisitions Sources Expenses Hining hi AdvancedSearch Search List Build Search Read y Reports Maintenance Reg Templates App Templates User Preferences Exit Search List and Build Search are menu securable in Security Manager Building a Search Add button to go to the Build Search page Begin by selecting Build Search Choose the Build AdvancedSearch Eten SS ces JE Name of Search ES Searching For i Public for Edit Public for Run Run at Startup Hotes Advanced Search Settings FEE Search Criteria Search Parameters SQL Syntax Search Results Clear Results No Records The sections of the Build AdvancedSearch page are as follows Name of Search this will be the name of the search as it appears on the Search List page iGreentree v8 3 User Manual Searching e 200 Searching For must be one of Applicants Requisitions Hiring Managers Sources App Templates or Req Templates Public for Edit checking this box means any user with access to Build Search can edit the search
393. tions that display on the My Regs list that are considered to be active for recruiting and have applicants logged to them The selection list for the Select Applicant field will only consist of applicants who are logged to the selected requisition Dollar fields should not have or commas entered The default values for Applicant Status Requisition Status and Result for this Req fields are set in Maintenance HiringMgr Settings See Hiring Manager Module Maintenance for more information Once the form is completed the Hiring Manager must select Submit to update the requisition and applicant records in iGreentree iGreentree v8 3 User Manual Requisition Management Hiring Manager Module e 46 Make Offer E Subeit Clear Cse SD Hep Required Entry For Requisition General Surgeon 2004 016 d Select Applicant Harold Harborough 8 ial Offer Amount 120000 00 Offer Date 06 03 2004 ES Total Bonus 3s000 00 Bonus Payment Amount 1 15000 00 Bonus Payment Datei 07 15 2004 u Bonus Payment Amount 2 20000 00 Bonus Payment Date 2 09 15 2004 By Start Date 06 15 2004 pp Orient Date 06 15 2004 SH Applicant Status loffer outstanding Requisition Status offer Outstanding ay Result for this Req lo ffor EN K Subri Den Chie Heb Once the offer has been successfully submitted the Hiring Manager will receive a confirmation message After selecting OK a new Make Offer form will display
394. tive Recruiter in your system to use as a Hot Items search Search results should include the following reqs Reqs with ReqStatus Open or RegStatus Offer Outstanding Reqs with Recruiter Recruiter X Begin by entering the following in Build Search Name of Search Recruiter X Active Reqs Search For Requisitions Public for Edit unchecked Public for Run unchecked Run at Startup checked Notes Recruiter X Open Offer OutstandingRegs Build AdvancedSearch Name of Search f Catherine Y nox Active Reqs Searching For Requisito v g Public for Edit M Public for Run w Run at Startup Notes Katharine Knox Open or Diles Dutstandrg Read R Advanced Search S ettings TTT Search Cena Sesich Parameters iGreentree v8 3 User Manual Searching e 201 To add search criteria right click on Search Criteria and select Add Criteria from the right click menu Advanced Search Settings Search Cribass Search Da dd Group Add Criteria Add A New Advanced Search Criteria OK Cancel Where Field El Condition L Use Yalue C Use Parameter Yalue This dialog lets the user select a field condition and either a value or a parameter For instance one example would be RegStatus Open Another example would be ReqDateFilled Last Month To add search criteria first click on the button next to Field to view the Select Criteria Field dialog Select Criteria Field Ok Canc
395. to Recruiter HM Reg Approval Note to Submitter Reg Approval Review Completed to HiringMar HM Reg Approval Note to Submitter Interim Reg Approval Review Interim 2 Add required code values to CodeTypes AppStatus RegApprovalStatus ReqStatus and Result in Maintenance Codes Be sure to define all Additional Properties for each of the code values 3 Define which potentially available applicant documents in iGreentree should be viewable by the Hiring Manager via the Hiring Manager module in Maintenance Doc Types DocType 4 Identify the Req Approval Process Type in iGreentree Maintenance System Settings Parallel All designated Approvers must review and approve the requisition Serial Designated Approvers are assigned an approval hierarchy For example if Approver3 approves the requisition this will override the need for Approver1 and Approver2 to review and approve the requisition Company Name Greentree Systems Inc QuickSearch Result Maximum Rows QuickSearch Result Threshold H Reg Approval Process Type Parallel Route Email Subject Prefix SE 5 Add Hiring Manager records in iGreentree Hiring Mgrs section At a minimum Hiring Manager records in iGreentree need to have the following fields populated FirstName LastName Title valid Email address User Name and Password Candidate Self Service Module Candidate Self Service CSS is an iGreentree module that provides Applicants with real time access to view and ap
396. to approve the next approver will also receive an email notification This process will continue until either an approver disapproves or until all approvers approve If all approvers approve the requisition an email is sent to Human Resources iGreentree v8 3 User Manual Introduction and Overview e 18 The entered requisition will be visible in iGreentree for User review even as it is going through the approval process To view the user must choose Requisitions QuickSearch Requisitons Find By Reg quick Search Then in the Status field select a code that reflects an in process status such as In Approval Process and click Search If several Requisitions are found it is easier to switch to Suit VEU and review them one at atime The various Attachments can be viewed to verify all information was entered correctly The User can decide if this requisition should post to Candidate Self Service and take the appropriate steps to make that happen Requisition Edit EE er gen wen Search Suinmary E close Action History Attachments Greentree Systems Inc Le Req 2005 031 Status Mew Req In Approval Pr Filing System requisitions Job Code 77778 RNOR Position CH AE Total Openings a Total Filled o EEE Dept critical Care Unit Y Reg Temp v Approved Division SS Exempt ME Mon exermpt Deadline CA Location Metroplex Center Full Dart een Posted Inte
397. to run the Action Move Applicants Close Dan 8 Applicants Selected a Select a Filing Sy tem Possible Duplicates External Applicants A message confirming the Action was completed will appear The listed records now are a part of the selected Filing System with a new ID number assigned to them This is the ONLY way to change the ID number for an Applicant or the Req Number for a Requisition A Update Completed LK iGreentree v8 3 User Manual Administration and Maintenance e 242 NOTE The Change Filing System Action works the same way for Requisitions Requisitions cannot be moved into another Filing System if the new Filing System has a Mask that contains a See Filing System Maintenance for more information Archive This action is available for Applicants and Hiring Managers from the List View only This is used to move the applicants out of your current system and into an archived file behind the scenes Applicants Hiring Managers who are moved into this file will not show up in searches drop down lists etc This is ideal for older applicant information or Hiring Managers that have left the organization but their information still needs to be retained Select Action Archive a box will pop up letting you know the number of Applicants selected for archival make sure this number is accurate and Select OK to continue 8 Applicants Selected This system will present you with two verification box
398. to the email address provided by an applicant using the Email a Friend capability in CSS Msg Subject Line Email a Friend This will be the subject for the Email a Friend email Msg Send Password This setting identifies the letter which will be emailed immediately to an applicant who has forgotten their User ID and or Password and is requesting the information be sent iGreentree v8 3 User Manual Module Maintenance e 251 e Msg Subject Line Send Password This will be the subject for the Send Password email e Msg Email Output Format This is the format which the CSS Letters will be generated Greentree recommends HTML Format in Message Body as this will allow hyperlinks to be imbedded into the emailed letter verbiage CSS View Menu View settings can be set for each CSS Web ID To define the View settings for a particular Web ID GE the CSS Web ID to be edited and click CSS Categories These settings determine what the applicant views in CSS Browse Jobs and the selected categories Results CSS Categories For CS5_External Add Delete Save Zancel o viewis oL Display Name sd ager File Name Display Order ces External NewOpeningsThis Week oP Rennie New This Week E af 5 con External Professional Professional Opportunities Personz gif E O55 External AllOpeningsBylJobTitle All Opportunities by Job Title Person4 gif Jess Extemal_Adminderical Opportunities in Charlotte NG Person gif 20 Jess Extemal_ServiceSuppo
399. to the position appearing in postings and CSS only one time Multiple Openings per Req MOPR will only work if all of the openings are identical same department same location same FTE etc f each opening is not the same the MOPR feature should not be used Instead enter each opening as a separate req MOPR functionality is built into the Total Open and Total Filled fields which appear on the Req screen Enter the total number of openings for this Req in the Total Open field Leave Total Filled blank since iGreentree will update this field automatically as requisitions are filled Total Openings Total Filled Other Fields The remainder of the Requisition fields may have been tailored to meet organizational needs Enter data in each field making sure that everyone is in agreement on how each field will be used iGreentree v8 3 User Manual Requisition Management iGreentree e 54 Saving a New Requisition Once a requisition is entered the user must the requisition to have a requisition number assigned The date entered and name of the person who entered the requisition will also display In SE EE SEH NEE and Attachment menus become accessible requisito Ec vio EC E st view summary eda new cese GORRA Gi Entered 01 04 2008 ByilMuxlow Updated Ey Rkeg 72005 040 Status Filing System Feguisitions Job Code 23456 7 Position CH S Total Openings fa Total Filled lo Job Title JUltrasound T
400. tted version will appear in Resume Text Also if using the ScanStation or Resume Processor Module Resume Text and or Resume Image files will be entered into the system automatically by email The resumes can be viewed from the Applicants Attachments menu See the Resume Processor and ScanStation Chapter of this manual for more information about these Attachments CSSForm If using Candidate Self Service CSS the CSSForm will be entered into the system automatically by CSS See the Candidate Self Service Chapter of this manual for more information about the CSSForm Attachment Skills Use Skills to record information about the Applicant s skill set Although skills will often come directly from a resume or CSSForm they can be viewed edited and added to in iGreentree Choose Skills from the Attachments menu Attachments 5 Notes 1 Experience Summary Education Summary Licenses amp Certificates Resume Text Resume Image CSSForm Skills Choose AEE to select a new skill for the Applicant Scroll down using the vertical scroll bar and use the button to move the skill to the Selected column Repeat till all desired skills are under the Selected column When finished click ok Greentree v8 3 User Manual Applicant Processing e 150 Select Applicant Skills Available Selected 1 Monoclonal 4ntibodies MRI MS Access MS PowerPoint reli de liinda MS Internet Information Server Add selected Skills Neonatology
401. ttee Added to Req Defines the text of the Subject Line for all emails sent to Search Committee Members notifying them that they have been added to the Requisition as a Search Committee Member iGreentree v8 3 User Manual Module Maintenance e 248 Msg to Search Committee Deleted from Req Defines which letter will be emailed to the listed Search Committee Members when they have been removed from the requisition The Letter Action assigned to this letter must be Hiring Mgr Search Committee Deleted from Req This Action should only be defined for one letter Msg Subject Line Search Committee Deleted from Req Defines the text of the Subject Line for all emails sent to Search Committee Members notifying them that they have been removed from the Requisition as a Search Committee Member Msg Email Output Format This field offers two choices of format for the email output of all automated hiring manager letters The Email HTML Format in Msg Body allows hyperlinks to be used within the emails The following are additional steps required to implement the Hiring Manager module 1 Modify the required form letters in Maintenance Letters The following letters are provided standard in all Greentree Systems for use with the Hiring Manager module HM Hiring Mgr has made an offer Hiring Mar Notify Recruiter Offer Made MG Reg Approval Needed Reg Approval Review Request E HM Reg Approval Note to Recruiter Reg Approved Reg Approval Review Completed
402. tter is in use be sure to change the module settings appropriately Reports Reports are created and modified in Crystal Reports by the iGreentree Report Librarian for more information see the Using Crystal Reports with iGreentree Manual Select Maintenance Reports iGreentree v8 3 User Manual Administration and Maintenance e 229 Maintenance Codes Filing Systems Doc Types Dup Check Logged Users Letters ReportHarme o check OutiMame sd Report Group Late Entered a Ai open postos o O Pes ugere 0924 2003 Applicant Interview Schedule Dates Recuiter Readykeports aam aeoiee O G seara 08 21 2004 eier Mailing Labels O amr utzesrdgerer 04 18 2003 Japplicant Hotes A EEE Japplicant Resumes O Aru searchRepor 03 22 2004 Aplicant Source Summary Grosstab amr uizesrd ereg 11 30 2008 Add Delete and Save changes are options here as in other Maintenance windows Report Name Each report must have a unique name describing the information in the report and or how it is used Reports with as part of the Report Name will prompt the user to enter the requested information prior to running the Report Check Out Name This is the name of the user who has checked out the report for modification Report Group This option determines where the report will be available within iGreentree Date Entered This is the date the report was first introduced into your iGreentree System Person Loader These s
403. uage English Codes AW Aids Technician Abstracter Accountant Accounting Clerk Accounts Payable Accounts Receivable Activities Therapist Administrative Asst Admissions Coord Thesaurus All Codes Audio Visual Aide technician technician AV Clerical Computer Financial Med Professional L L d d Sales iGreentree v8 3 User Manual Module Maintenance e 260 At least one Synonym must be included for each Code The Synonyms are what the system actually looks for in resume processing Add a new Synonym for the Administrative Asst Objective such as Executive Assistant Then highlight and Delete the Clerk synonym that is not specific enough to avoid being picked up incorrectly i e Sales Clerk would be found Then change the existing Clerical to Clerical Assistant using the Edit Button Make sure the Admin Asst Code is included in all appropriate Thesauri by checking the box next to the pertinent Thesaurus names The Skills Degrees and Objective Codes are defined in Codes Maintenance However the synonym is what the system searches for when it analyzes a resume For instance if the Skill Code is Soreadsheet and the Applicant s resume says Excel what happens That will depend on what Synonyms were identified for the Skill Code Spreadsheet If the Synonyms contain Excel and Spreadsheets the system will populate the applicant s record with a Skill Code of Spreadsheet However if Excel is not a Synonym of the S
404. ublic for Edit Public for Run w Run at Startup Notes Katherine Knox Open or Offer Outstanding Regs searching For Requisitions kd Advanced Search Settings where E Search Criteria i af RegStatus In List Open Offer Outstanding Field ReqStatus E Search Parameters Condition ln List LE A Offer Outstanding Del Add If lines of search criteria are being cut off in the Advanced Search Settings the splitter bar can be used to widen the Advanced Search Settings section Use the mouse to click on the splitter bar drag to the right and release Add another criterion for Recruiter Katherine Knox as follows w Add Advanced Search Criteria Sele Add A New Advanced Search Criteria nd Or Ard Field RegRecruiter a Condition le Use Value C Use Parameter Value Knox Katherine UK Click ae to add the new criteria to the search and return to the Build AdvancedSearch page iGreentree v8 3 User Manual Searching e 204 The AdvancedSearch should now look like this i Build AdvancedSearch BY z Get La e Name of Search Katherine Enos Active Regs Searching For Requisitions Public for Edit Public for Run i Run at Startup Notes Katherine Knox Open or Offer Outstanding Regs Advanced Search Settings And Or And ES Search Criteria sf RegStatus In List Open Offer Outstanding Field ReqRectuiter El ad And Heobiecnuter Enos Katherine Cond
405. ue yO P applicant Minimum Password Length Applicant Password Minimum Numeric Chars Count Applicant Password Minimum Special Chars Count mn Applicant Password Requires Upper and Lower Case e Hiring Mar Minimum Password Length i 1 Hiring Mgr Password Minimum Special Chars Count Hiring Mgr Password Requires Upper and Lower Case Hiring Mor Password Special Chars DAFT a Hiring Mar Password Minimum Numeric Chars Count ee Applicant Minimum Password Length Defines the necessary length for an applicants CSS Password Applicant Password Minimum Numeric Chars Count Defines the number of Numeric Characters required in an applicants CSS Password Applicant Password Minimum Special Chars Count Defines the number of Special Characters defined later required in an applicants CSS Password Applicant Password Requires Upper and Lower Case Here you can determine if an applicant s CSS Password needs to have both upper and lower case characters included Applicant Password Special Chars Allows you to define what you consider Special Characters for the CSS Password field Hiring Mgr Minimum Password Length Defines the necessary length for a Hiring Manager s password in the HM Module Hiring Mgr Password Minimum Numeric Chars Count Defines the number of Numeric Characters required in a Hiring Manager s password Hiring Mgr Password Minimum Special Chars Count Defines the number of Special Characters defined later
406. uisitions AppReg Notify Reviewer Recruiter Immediately This setting identifies the letter which will be immediately emailed to Recruiters notifying them of an applicant Assessment Processing This Settings Group is used to support interfaces for testing and assessment vendors This feature is currently not activated for all customers Please contact Greentree Systems Support for more information Calendaring Scheduling The Calendaring Scheduling setting allows you to automatically attach an appointment calendar file to the e mail message when this option is set to Yes Settings Group rr ooo aue YYY MM Interview Action Add Calendar Schedule Attachment The attached file has a VCS extension and in Microsoft Outlook if you double click or open the attachment it will try to add the interview appointment to your Outlook Calendar Greentree v8 3 User Manual Administration and Maintenance e 234 CSS Processinc System Settings Greentree Systems Inc CSS Processing MEP te 7 k D CSG Password Validation Type Email Required DS CSG Questions Editable After CSG Applicants Applied Modify weights only Jess Uploadable Document Types iO THT HTM HTML PDF EM Jessrorm Submit Auto Greate Rea Specific Resume Text Document Yes Jessrorm Submit Auto Greate Req Specific Resume Text Document To Type Resume Text Copy Befault c55 Site for Letter Processing ess Enteral O O OO O CSS Password Validation
407. uisitions will be discussed in the Reporting Chapter of this manual Add Approvers This Action will allow the recruiter to add approvers to a requisition that has a Pending Approval status Select Add Approvers from the Action menu we Find Matching Apps Associated Hiring Mgr Entry Default an Post to Source firinaMansger j Enter Expense oa lapprover T Place On Hold Fowler Kevin EFowlergicreentres com Y Take Off Hold BS Knox Katherine KatherinekalGreentreeSystems corn D Withdraw ka Fill Move Down Copy To Template of Requisition Reports ei Add Approvers Click add to generate the coded list of approver names Highlight the approver and click Ok To add more approvers click See again When more than one approver is designated the user has the option to Move Up or Move Down to alter the order of the approvers The order they appear on the list is the order they will be notified to approve When all approvers have been added choose from the main Action window to complete the change When the final OK is selected the system will submit the additional approvers A notification of success is given A Action completed successfully You may also run this action by selecting the quick launch button located on the toolbar Approvers Audit History The Audit History for Ap
408. ulty such as walking breathing seeing hearing speaking learning and working O Disabled Requiring Reasonable Accommodation Reasonable accommodation may include but is not limited to making existing facilities used by employees readily accessible to and usable by persons with disabilities job restructuring modifications of work schedules providing additional unpaid leave reassignment to a vacant position acquiring or modifying equipment or devices adjusting or modifying examinations training materials or policies and providing qualified readers or interpreters Reasonable accommodation may be necessary to apply for a job to perform job functions or to enjoy the benefits and privileges of employment that are enjoyed by people without disabilities An employer is not required to lower production standards to make an accommodation 4n employer generally is not obligated to provide personal use items such as eyeglasses or hearing aids Lam not disabled OI Choose Not to Respond Veteran Please choose one of the options below if it describes your veteran status Yeteran of a war campaign expedition A veteran who has served on active duty during a war or in a campaign or expedition for which a campaign badge has been authorized O eteran of the Vietnam era A veteran any part of whose active duty military naval or air service was during the period of August 5 1964 through May 7 1975 who i served on active duty for a period
409. unity Plesca Select Ke 4 If by an Employee Referral who referred you Required Entry Skills From the following list please check those skills for which you consider yourself to be proficient and which you will be willing to use on the job CO Customer Service Employee Relations J HR Generalist O MS Excel O MS Outlook O MS PowerPoint O MS Word Continue gt gt gt Return to Job Detail Page Help Global Questions Global Questions are questions that are asked of every applicant who applies EVERY time they apply The applicant is required to answer the question and will not be able to continue if they choose not to answer them The questions may be essay multi select allows for selection of multiple answers multiple choice single entry source or yes no The most common Global Question is one requesting the applicant to identify where they heard about the opportunity for which they are applying How did you learn of this job opportunity Please Select One The answers given by applicants to the Global Questions are kept within the applicant s CSSForm This form is viewable in the applicants Document List Attachment in Greentree With the exception of the question relating to Source the answers are stored in the CSS Question Answers History source responses will populate the applicants Sources History The Global Questions can be set up in CSS Settings Maintenance Requisition Specific Questions Requ
410. unity that they feel would be suitable for someone else they have the E to forward the information to that friend from the Job Detail EES Job Detail E To apply for this Accountant position click on Apply for this position Email this job to a friend Job Title Accountant Req 005 035 Location Dallas Department Accounting Using 4 Email this job to a friend the applicant will be directed to another page that provides a place for entry of an email address for the friend he she wishes to notify of the opening The provided email address is NOT retained in any way by the system iGreentree v8 3 User Manual Candidate Self Service e 112 Email A Friend To send information about this General Surgeon job to a friend please enter your friend s email address below We ll send a job description and a link back to this site to make it easy to apply If you have not yet signed in or your email address is not on file with us please enter your email as well Please note that any email addresses you enter into this form will be used only for sending an email about this position and will not be retained in our database or otherwise saved or used in any way We respect your privacy Thanks for sharing our job information with a friend General Surgeon Enter your friend s email address Once the email address has been entered and SU Emall selected a referral email message Customer defined in Letters Main
411. user is known to have closed iGreentree and their name still appears as a Logged User highlight the name entry and select the Logout button to remotely log them out of the application thereby freeing up a system seat for another user login Letters iGreentree utilizes Letters for many different functions and Actions throughout the system Letters can be sent by a user as part of several Applicant Hiring Manager and Source Actions In addition the system can send letters automatically during the requisition approval process or as an auto response to applicants iGreentree v8 3 User Manual Administration and Maintenance e 226 To view all available Letters select Maintenance Letters Maintenance Codes better name Jegen J P assessment interview result is au Assessment Received Interer False ess Application Received 058 Application Received Fase Jess Application Received Reject C88 Application Received but False Jess Email a Friend fess mallAFriend False Jessieb Alert email Josiane Jess send UsertD and Password 088 Send Password False Jess Thanks for Registering c55 Added Profile Fase ri confirmation Requisito Fil fre Jus Confirmation applicant Hire me Je Confirmation Filed Reg Requisition Fil rme Ji Hiring Mgr has made an offer Hiring Mar Notify Recruiter Offe False Jm Rea Approval Needed Req Approval Review Request False HM Rea Approval Note to Recruite Req Approval Review Complete False
412. val Status was changed to Approved the Hiring Manager will receive a confirmation of the change The requisition will also be removed from the Hiring Manager s Pending My Approval list For designated Approvers who are HR users of the iGreentree application and therefore are not set up as a Hiring Manager they will need to approve or disapprove the requisition in Greentree not the Hiring Manager module This is done by bringing the requisition into form view and selecting Approvers from the Attachments menu and completing the information Approvers For 2005 053 Send Notification Save Cancel Close lo lapprover 1 Approval Status Status Date Entered B Updated B Elie Andres Not Reviewed Hate Michael OOo o ellos Michael Not Reviewed Pomhome Mihal SSS iGreentree v8 3 User Manual Requisition Management Hiring Manager Module e 42 Approver Reqs The Hiring Manager also has the option to review only requisitions for which they are or were designated as an Approver This screen will not display requisitions for which they are listed as the Initiator those reqs will display under My Reqs To begin select Approver Reqs from the Regs main menu Y Regs My Regs e dd New Reg e Pending My Approval Approver Reqs Hiring Managers can select to view a more extensive date range of requisitions by choosing another option from the List These Regs list The Current option is defined in Maintenance Cod
413. xternal Applicants CellPhone 789 012 3456 Email E suzyquemhotmail cam HomePhone 123 456 7890 WorkPhone 456 789 0123 LI Notes On File Lj Application On File Resume On File Regs Applied For View Reg Job Title Reg Date TP Score TP Intww Result 2005 0235 Accountant New Applicant 2005 037 D HR Generalist a New Applicant Experience View Job Title From To Employer Ending Salary Reason For Leaving CEO of Everything 05 2005 Me Myself and I 0 00 need to make more money Education View School Degree Major To University of Any State Bachelors Any Major 05 1994 Awvatlabhle 09 01 2007 O1G Status Clear ore Last Status Date 0104 2008 Special Note Skills View All 13 Employee Relations Accounting M5 PowerPoint Accounts Receivable MS Outlook MS Access Spreadsheets Letter History View Letter Date Letter Name 11 29 2007 CSS Thanks for Registering 01 04 2008 CS5 Application Received 02 12 2008 CS5 Application Received 02 14 2008 You are being considered for a reg Tests Test Test Date Test Value Requisition No Data Available Both Edit and Summary view contain the same information with the same Actions History and Attachments The user can decide which view they prefer to work in The Edit View summary and List View buttons can be used to move back and forth between one record and a con
414. y Click to continue More interviews can be scheduled before leaving this window Once the last interview for this applicant has been entered choose close You may also run this action by selecting the quick launch button located on the toolbar Interviews History The Interview details are added to the nterview History for the Applicant to view select nterviews from the History menu History Attachments Regs Applied For 1 Routes 3 Interview Results can be entered in the Comments sections for each interview after the User receives feedback from the person who interviewed Interviewer Reg te Time Lintergien Result In addition Comments can also be used to store additional information about the result Click once in the Add Comments field and then click the button to open the text window Use the button to be Save allowed to enter comments Choose when finished Test Results Test Results can be used to record tests that an organization administers to the Applicant or tests that were administered by another organization Examples include basic computer skills scores Drivers License information psychological exams and completion of reference checks The Test Results Action can also be used to record other things that have corresponding values and dates such as Reference checks and drug screen results Select Test Results from the Action main menu iGreentree v8 3 User Manual Applicant Processing e 172
415. y opp Updated 06 03 2002 By opt Name F Mazzo rt Manager SSN Address what is driving your resource gar Filing System External Applicants budget Status City timing Location ka State Jor El Zip Recruiter El Home Phone Follow Up Work Phone Cell Phone EMail Resume Text for Hi It Manager A are File Edit Wiew Insert Format Tools Hi IT Manager Recruiter t BayMinds we believe in supporting our clients in every situation The most challenging and frustrating time for any business is when opportunities exceed available resources No matter what is driving your resource gap budget timing ora lack of expertise we have a cost effective solution Please allow me to drop a few lines on our highly qualified and experienced Oracle Applications Consultant Make note of the applicant ID number and perform a new Applicant QuickSearch using the non applicant s ID criteria and perform the Purge action Please refer to the user s manual section on Purging for details Only the most common scenarios for handling erred resumes have been presented here If more assistance is needed please contact Greentree Systems support at support greentreesystems com or by calling 1 866 348 8845 iGreentree v8 3 User Manual Resume Processor amp ScanStation e 143 Applicant Processing Objectives After completing this chapter Users will be able to Add an Applicant Manually
416. ystem finds last names that start with N and the next 3 consonant sounds like XN Character Name Search If the user knows the exact name they can enter it and click Sat However suppose the user wanted to find applicants named John but didn t want to miss anyone with Jonathan or Johnny They might try entering Hamelf H H rei to find all names that start with jo It is important to note that names like Joe and Joan will also be found but variations of John would not be missed Pip Mame Cid Sts Recruiter Mame L ntersd Hl Ammernan John Future Knox Katherine 06 20 2004 ME Henderson Jonathon a Knox Katherine 07142004 Combining Phonetic and Character search Combinations of phonetic and character searches can be performed For instance the User can search for everyone whose last name sounds like smith and first name starts with J Name F ML jas lsrnith olmo Mame Stats Recruiter Name Entered Kai Smith John Future Chamonix Susan L 08 05 2005 len Smith John Future Mercer Michael M 07 27 2004 res menne tamment susan 08 03 2005 Ja Smythe John M Kina Katherine 08 06 2005 iGreentree v8 3 User Manual Searching e 192 If a wildcard is being utilized in a name field the phonetic search will NOT be performed for that field For instance if in the above example jo had been entered in the First Name field June Smitt s record would not have been returned Searching by ID Numbe

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