Referral Workflow

A default Referral Workflow is applied to all new Jobs to manage the referral process, whereby a Candidate is referred to a Job and progressed through the job's stages.

Individual Referral Workflows are managed from a Job's Referral Workflow section.
All Referral Workflows can be viewed and managed via the Referral Workflow Feature. To open the Referral Workflow Feature, navigate to the Dashboard's Quick Access section and select 'Referral Workflow'. Alternatively from the Left Hand Menu select Recruitment Manager, Job Order and 'Job Referral'.

Items within the Referral Workflow Feature include:

Vacant Job Order Search – apply criteria to search and display relevant jobs in the Vacant Job List.
Vacant Job List – A list of Jobs displayed as a result of running a vacant job order search.
View Action – within the Vacant Job List, View is selected to open a Job record in a new browser window.
Export - exports the list of referral stages and referrals (Candidates) applied to stages, to a .CSV file that can be saved and analysed outside of Recruitment Manager.
Referral Workflow Panel – select a job from the Vacant Job List to display the Referral Workflow. Where a Candidate has been referred, the item is displayed next to the stage applied. To view actions available to the referral, click on the referral within in the workflow and use the right mouse click action to display the list. Select and item to run the action. To view actions available to the referral stage, select the Stage and use the right mouse click action to display the list. Select an item to run the action.

Actions available from the Referral include:

View Candidate - Open the Candidate's record. Within the opened record a 'toggle' action displays at the header where the user can click the next (>) or previous (<) to open the next or previous Candidate record assigned to the stage.
View Special Note - Where a special note has been added to the Candidate, click to display the note.
Edit Referral - Edit the Referral Record.
Delete Referral - Delete the Referral Record.
View Response - View responses to questionnaires.
Add Activity - Add an Activity to the Job.
Email Contact - Opens the Email screen with the Referral Contact's email applied. Where there is no Contact applied to the Referral Record, the 'Order By' Contact is applied.
Email Candidate - Opens the Email screen with the Referral Candidate's email applied.
SMS Candidate - Opens the SMS screen with the Referral Candidate's mobile no. applied.
SMS Contact - Opens the SMS screen with the Referral Contact's email applied. Where there is no Contact applied to the Referral Record, the 'Order By' Contact is applied.
Reject Referral - Move the referral to the 'Reject' stage.
Fill Referral - Move the referral to the 'Filled' stage to place the Candidate in the Job.
Email Resume – Email the Candidate's default Primary Resume to the Contact, where there is no Contact in the Referral Record, the 'Order By' Contact is applied. The Resume attachment can be changed and additional attachments applied if required.
Download Resume - Download the Candidate's 'Primary' resume.
Select Shift or Ctrl to multi-select individual Referral Candidates applied to a Stage (action available in Version 11.20 onwards). Actions available to multi-select Candidates include:
Email Candidate SMS Candidate
Move Referral - Displays a pop up where you can move the Referral to another Stage.
Undo Referral - Undoes the last move. This action will move the selected Referral to the prior stage. Note: Where more than one Referral is selected, the action will only work on the first item in the list - so do not use with bulk select. We will look to fix this issue in a future release.

Actions available from the Referral Stage include:

Email Stage Resumes – Email resumes for all Candidates applied to the stage. An 'Attachments' screen is displayed with each Candidate's default Primary Resume applied. The attachments can be changed, or additional attachments selected for each Candidate if required. On OK to display the Email screen with the attachments selected. The 'Order By' Contact is applied as the recipient.
Email Stage Candidates – Opens the Email screen with emails from all Referral Candidates at the stage, applied as recipients.
SMS Stage Candidates – Opens the SMS screen. Mobile numbers from all Referral Candidates at the stage applied as recipients.

Where Custom Actions have been defined to apply to the Referral Stage or the Referral, these items will display below the actions shown above. The user can then select the action required. Custom Actions are actions that can be applied to support the use of external features like FastTrack Marketplace Partners.

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