Recruiting App by CloudGofer  

Admin/User Guide v1.10 

Last updated: May 11, 2020

Link to Admin/User Guide v1.9

Overview

Recruiting App enables a well defined recruiting process to manage and track progress of Jobs, Job applications and  candidates. It is natively built to seamlessly integrate with with worlds #1 CRM.

Process Flow

The Recruiting App is based on concept of how a recruiter and hiring manager typically works. Recruiter mainly works on Jobs and Job Applications and Hiring manager on Candidates and Interviews. Job Applications can be automatically converted to Candidates to fast track the hiring process (Enabled by default in App Settings). 

Features and Configuration

The App consists of  Jobs, Job Applications, Candidates and Interviews objects. Automated process to automatically convert job applications to Candidates, Reports (Job Application pipeline, Candidate pipeline) and a dashboard showing recruiting pipeline

Assigning Permission Sets and Licenses

Permission Sets:

Role Permission Set Comments
Recruiting App Admin Recruiting App Admin Permissions Permission set for Recruiting App Administrator to have full access to Jobs, Job Applications (Applicants), Candidates and Interview records including data upload etc.
Recruiter Recruiting App Recruiter Permissions Permission set for recruiter to have access to Jobs, Applicants, Candidates and Interview records
Employee Recruiting App Employee Permissions Permission set for Internal employees to access Jobs and Apply for a job.
Site/Community Guest User Recruiting App Site Guest User Permissions Permission set for external guest user to access Jobs and Apply for a job.

Note: Assign Recruiting App Site Guest User Permissions when external site/community is used for job listing.

Permission set and licenses can be assigned in two ways (either via User record or via Permission set and via Manage licenses from Installed packages). Please see the detailed steps below.

Assigning Permission Set and Licenses via User Record

1. Go to User Detail page -> Permission Set Assignment section, Click Edit Assignments

2. Select Permission set to be assigned, Click Save

3. Go to Manage Licenses section, Click on “Assign Licenses”

4. Select “Recruiting App” and Click Add

This successfully completes assignment of permission set and Recruiting App permissions to the User.

Assigning Permission Set and Licenses via Permission Sets and Manage License

1. Go to Setup -> Search for “Permission Sets”, Click on Permission Sets link in setup and select the permission set.

2. Click on “Manage Assignments”

3. Click on “Add Assignments”

4. Select the user(s) to whom the permission set to be assigned

5. You will see below Permission set assignment confirmation

6. You will see all the users to whom this permission set is assigned, this successfully completes the permission set assignment to the user(s). You can repeat these steps for other permission sets as needed.

Follow below steps for Assigning Licenses via Installed Packages

1. From Setup -> Quick Search for “Installed packages”, Select “Manage Licenses” next to “Recruiting App”

2. Click on Add Users

3. Select User(s) for whom the license is to be added

This successfully completes assignment of Recruiting App licenses to the user(s).

Platform Configurations

Email templates: Update email templates in “Recruiting App” folder to suit your needs.

Custom label: Used for header of the apply page on Site. Update it as per your needs.

Workflow Rules: Update to perform different actions, firing of emails on different statuses of Job application, Candidate, etc.

App Settings

App Settings

  • AutoConvert Job Application to Candidate: when set to Yes, Job Applications would be automatically converted to Candidate. Values: Yes, No, Default Value: Yes
  • External Community Or Site URL: External URL for Job Listing Site or Community. Also, used for link to Google Jobs Schema verification (available on Job detail page) – See Setting Up Community or section below
  • Resume File on Apply Page: Setting to configure resume file validation on external site Apply page, Default Value: Required. Values: Required, Optional

Data Mappings

Job Application can now be converted automatically to Candidate (See App Settings: AutoConvert Job Application to Candidate). The mapping of job application fields to Candidate fields can be configured using mappings.

Setting up a Digital Experience (Previously known as ‘Community’)

Design your Digital Experience for the guest users to apply for jobs through Experiences/Sites (pages)

Step 1: Enable Digital Experiences:

  • Go to Setup, In the ‘Quick Find’ search box type ‘Digital Experiences’
  • Click on Settings
  • Select Enable ‘Digital Experiences’
  • Select a domain name for your Digital Experiences, and click Check Availability to make sure that it’s not already in use. (We suggest that you use something recognizable to your users, such as your company name)

The Digital Experiences domain name is the same for all experiences/sites. You create a unique URL for each experience/site when creating it by entering a unique name at the end of the URL. For example, if your Digital Experiences domain name is – ‘UniversalTelco.force.com’ and you’re creating a customer experience/site, then you can enter ‘customers’ to create the unique URL – ‘UniversalTelco.force.com/customers’.

IMPORTANT NOTE:  You can’t change the domain name after you save it.

  • Click on the ‘Save’ button

Important note on Digital Experiences Settings: Please ensure that the setting “Assign new records created by guest users to the default owner” is unchecked.

Technical details: Above setting (unchecked) is needed for the external Apply page to function correctly. Especially if you are planning to accept a resume file, it is important that the guest user is the owner of the record.

 

Step 2: Create an Experience/Site using wizard:

  • Click on the ‘New’ button

  • Choose the ‘Build Your Own’ template’

  • Click on the ‘Get Started Button

  • Enter the name of your Experience/Site. For URL,  leave it blank or enter the name of your Experience/Site. This name is  appended to the Digital Experiences domain that you created when you enabled Digital Experiences for this org.
  • Click on the ‘Create’ button

 

Step 3: Using ‘Builder’ Workspace to build and  setup the Experience/Site:

  • Select ‘Builder’ Workspace. The Experience/Site is created in Preview status. Now you’re ready to build and customize or manage and moderate your experience/site. (Ignore default content on the Home page, we will be overriding the Home page with the ‘JobListing’ page in later steps).

  • Click on the Setting icon, present in the top left panel
  • In the General section, enable the checkbox for Public Access as shown below.

 

Step 4: Setting up Guest User Profile:

  • Click on the profile, For example here it is, ‘Job Profile’ as shown above. (Control/Command + Click to open in new tab)
  • In the Profile view, Click on ‘View Users’ or ‘Assigned Users’
  • Click on ‘Site Guest User’
  • Scroll down to the ‘Permission Set Assignment’ section, Click on the ‘Edit Assignments’ button
  • From ‘Available Permission Sets’ select ‘Recruiting App Site Guest User Permissions’ Permission Set and add it to ‘Enabled Permission Sets’
  • Click Save
  • Scroll down to the ‘Managed Packages’ section, and ensure that the ‘Recruiting App’ license is assigned to the site guest user. If not, click on ‘Assign Licenses’ , Select ‘Recruiting App’ , Click on the ‘Add’ button.

 

Step 5: Setup Home page:

  • Go to Administration tab
  • Select ‘Administration’ from the drop down menu

  • In the ‘Preferences’ pane enable the checkbox for ‘Let guest users view asset files on public and login pages’ and ‘Optimize images for mobile devices’
  • Important: Click on the ‘Save’ button at the bottom of the page to save these preferences.

  • In the ‘Pages’ pane, select ‘Home Page’ type as ‘Visualforce Page’ and then search and select ‘JobListing’ template
  • Click Save

 

Step 6: Activate and Publish the Experience/Site:

  • In the ‘Settings’ pane, Click on the ‘Activate’ button

  • Go Back to ‘Builder’ workspace (Click on the ‘Administration’ tab and select ‘Builder’ from the drop-down menu)  and Click on ‘Publish’

 

Step 7: Complete the Experience/Site setup:

  • Go Back to “Salesforce Setup”

  • In the ‘Quick Find’ search box type ‘Domains’
  • Select ‘Domains’ from the search results
  • Click on your Digital Experiences domain name

  • Now Click on your Experience/Community site label whose site type is ‘Community’

  • Click on the ‘Edit’ button

  • Make sure that ‘Active Site Home Page’ is set as ‘JobListing’ template
  • For ‘Site Template’ field search and set to ‘RecruitingAppCommunitiesTemplate’
  • Click on the ‘Save’ button

  • Congratulations !! You have completed Experience/Site setup.

 

Step 8: Update App Settings:

  • Copy “Community URL”

  • Go to the App Launcher and select ‘Recruiting App’

  • Go to the ‘App Settings’ Tab and update the ‘External_Community_Or_Site_URL’ setting

Sharing jobs externally on Experience/Site

Recently Salesforce introduced a setting called, “Secure guest user record access” in Org Wide Defaults (Sharing Settings) restricting access for all objects to private for unauthenticated users (guest users).

To publish the jobs (marked as Post Externally = True) on external community Site (Experience)

There are two options, we recommend option b.

a. Disable the “Secure guest user record access” (Not recommended)

b. Add a sharing rule to share all the Jobs which have “post externally” checkbox is checked.

  • Go to Setup, In the ‘Quick Find’ search box, search and select ‘Sharing Settings’
  • In the ‘Manage sharing setting for’ drop-down menu, select the ‘Job’ object

Secure guest user record access

  • Scroll down to ‘Job Sharing Rules’ section
  • Click on the ‘New’ button
  • Here you can create a new rule for the Job object, as shown below

Sharing Rule - Guest User Access for Jobs

Site Setup

You can either use Sites or Community as external job site, though sharing jobs externally via Community is recommended, Please refer Steps to set up Community section in this admin guide if you would like to setup community.

If you would like to receive applications via an external website using Salesforce sites (Community is recommended), follow below steps.

The package already contains Visualforce page for Applying for a job (need to expose it via a site though), Follow Steps mentioned here: http://help.salesforce.com/apex/HTViewHelpDoc?id=sites_configuring_sites.htm

Site Configuration details:

  1. Create a new Site with below details: 
    1. Site Label: RecruitingApp
    2. Default Web Address: (keep it blank)
    3. Active: Checked
    4. Active Site Home Page: “JobListing” , then Save the site.
  2. Go to public settings of the site (Profile of guest user : RecruitingApp Profile):
    1. Click on view users
    2. Click on the user (site guest user)
    3. Assign License (this is 2nd Recruiting App license you would be utilizing)
      • Go to “Managed Packages” section (at the bottom of the page) 
      • Click on “Assign Licenses” button
      • Check for the “Recruiting App” and click  on “Add” button.
  3. Recruiting App Permissions Setup:

There are two options A. Continue with previous step (while you are on site guest user record) or B. Update “Recruiting App” profile.

Option A:

    1. Go to permission set assignment section
    2. Click on edit assignment 
    3. Select and add “Recruiting app site guest user permissions” to Enabled Permission Sets
    4. Click save

Option B:

Or  you can update “Recruiting app” profile as below

    1. Enable Read and Create access for “Applicant” object
    2. Enable Read access for “Job”  object
    3. Enable Read access for “Candidate” object
    4. Update “Applicant” object’s field level security (FLS) for Applicant fields on the form , click visible check box for following fields:
      • Applicant Address, Applicant Education, Applicant Email, Applicant Gender, Applicant Preferred Phone, Candidate, Current Employer, Job, Notice Period (Days), Resume.
    5. Update “Job” object’s field level security (FLS), click visible check box for following fields:
      • Job Number
    6. Update “Candidate” object’s field level security (FLS), click visible check box for following fields:
      • Candidate Email 
  1. Update Label with the Site URL
  1. Go to Setup “Translation Settings”, Enable Translation Workbench.
  2. Click on “Add” assign language as “English” and Add the “User” and Save. 
  3. Go to Setup “Custom Labels” Click on “RecruitingApp_ExternalSiteURL”, Click on “New Local Translations/Overrides” button and  Select English language and Copy-Paste the Site URL in Translation text.
  4. Save.

Please note: Once Site is setup, refer Sharing jobs externally on community to setup external sharing of the jobs.

Customizing external “Job” page

Similar to apply page, Job detail page on external site as well as data shared via Google job Schema structure can be customized using Field Sets.

In Setup go to Objects and then to Jobs, Go to Field Sets

Job FieldSets

You can customize Job Details  page (available via Sites, used for applying via external applicants). You can customize following

  1. Customize fields to be displayed
  2. Order of the fields

Steps:-

  1. Go to Setup > Search for “Objects” in quick search > Select “Job” object  > Go to “Field Sets” section. Look for “FieldSetExternalJobListingPage” Field set.

2. Click on Edit.

       3. Now you can rearrange the fields, drag and drop which fields need to display so that it will effect on external URL apply page.

       4. Save.

Customizing “Apply” page

You can customize Apply page (available via Sites, used for applying via external applicants). You can customize following

  1. Customize fields to be displayed
  2. Order of the fields
  3. Mark field as required (default is optional)

Steps:-

  1. Go to Setup > Search for “Objects” in quick search > Select “Job Application” object  > Go to “Field Sets” section. Look for “FieldSetExternalPage” Field set.
  2. Click on Edit.
  3. Now you can rearrange the fields, drag and drop which fields need to display and also make the fields mandatory so that it will effect on external URL apply page.

(Click on wrench icon to make field required)

  1. Save.

Important Note: Sometimes Salesforce.com takes 15-20 mins before the above settings are effective for external site hence you may continue to see the “System config error:” even after doing everything as per above instructions. So take a break … have a good stretch/coffee/tea and come back.. it should work 🙂

Email Configuration

Upcoming feature in version 1.11

Receive Job Applications via Email

You can receive job applications via email. you also parse emails for extracting specific data.

Collaboration with Candidates via Email

In Lightning experience, you can now see emails sent and received to the candidate. Now you can reply to the emails received from the candidates.

Renaming Fields and Labels

How do I change the header text for the apply form ?

  • Enable Translation workbench by going to Translation workbench, add users as translators.

  • Add translators

  • Go to custom label and translate:

How to Rename/Change Field Labels?

Refer steps in “Renaming Fields and Labels” to enable translation workbench. Once enabled follow below step (as per screenshot) to rename custom fields.

Reports and Dashboard

Job and Candidate pipeline dashboard shows the funnel of respective records by status.

How to grant Account (Org) Login Access ?

Go to My Settings -> Grant Account Login Access

Select Appropriate “Access Duration” for “CloudGoferPartnerOrg Support”.

Go to Setup > Quick Search: Company Profile > “Company Information” > Copy Value give for Salesforce.com Organization ID

Email support@cloudgofer.com notifying that you have granted Login Access and Also share your Org Id* copied in the above step.

Org id* : is located under Setup >Administration Setup > Company Profile > company information

 

Uninstalling Recruiting App Package

Before we can uninstall the package, we must first remove all the components/settings provided by the Recruiting App

Step 1: Deactivate the ‘Applicant to Candidate Conversion Process’:

  • Go to Setup, In the ‘Quick Find’ search box, search and click on ‘Process Builder’
  • Expand the ‘Applicant to Candidate Conversion Process’ and then click on the ‘Deactivate’ button

Step 2: Remove Permission set from Guest user:

  • In the ‘Quick Find’ search box, search for ‘Sites’ and click on the ‘Sites’ option, under the ‘Sites and Domains’ heading
  • Click on your Experience’s Site Label
  • Click on the ‘Public Access settings‘ button
  • In the Profile view, Click on ‘View Users’ or ‘Assigned Users’
  • Click on ‘Site Guest User, ..’
  • Scroll Down to the ‘Permission Set Assignments’ section and remove the Recruiting App permission records by clicking on ‘Del’ for the desired record

Step 3: Remove Recruiting App templates:  

  • Go back to your Experience’s/Site’s setup
  •  Click on the ‘Edit’ button
  • Look for ‘Active Site Home Page’ lookup field
  • Replace ‘JobLsiting’ with ‘AnswersHome’ template
  • Click on the ‘Save’ button

Step 4: Remove Permission Set from one or more user/s:

  • In the ‘Quick Find’ search box, search and click on ‘Permission Sets’
  • Click on ‘Recruiting App Admin Permissions’
  • Click on the ‘Manage Assignments’ button
  • Mark the checkbox as checked for all the users under this permission set and click on the ‘Remove Assignments’ button
  • Similarly follow the above  3 steps for all the available Recruiting App Permission sets

Step 5: Uninstall the package:

  • In the ‘Quick Find’ search box, search and click on ‘Installed Packages’
  • Click on the ‘Uninstall’ option, beside the Recruiting App Package
  • Scroll down and mark the checkbox ‘Yes, I want to uninstall this package and permanently delete all associated components’ as checked
  • Click on the ‘Uninstall’ button

 

Data Model

A Job can have many applicants, Applicants are converted to Candidates, usually it’s 1:1 relationship (1 Applicant to 1 Candidate) however same person can apply for various jobs hence many applications by same person (applicant) may result into only one candidate. When an applicant is converted to a candidate, most of the details are copied from applicant to candidate (In case candidate is already existing in the system then latest information is copied over, some of the fields on candidate object have history tracking on so you can see old information in case you need to refer it. A candidate can go through multiple Interviews (1: Many).

Need Help?

Email support@cloudgofer.com 

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