ARCHIVE & VIEW ARCHIVE


The Archive feature assists you to remove the job orders temporarily or permanently from your active job orders list. You can remove single or multiple or all records at a time. The job orders removed from the Job Orders home page will be available in the Job Orders View Archive page.

To Archive a record from the existing records:

  1. Select the record you want to archive and use the mouse to click on the Archive down arrow icon on the screen. You will see the menu listing.
  2. Select the ‘Archive’ link from the menu listing to remove the record temporarily. Result: You are prompted to respond to an alert message as shown below:

  1. Click on the ‘OK’ button, if you want to archive the job order to view archive page. Result: The screen refreshes by removing the job order record to view archive page.
  2. Click on the ‘Cancel’ button to cancel and return to previous page.

 

VIEW ARCHIVE

When you archive a record using ‘Archive’ link in the Job Orders Home page, they are not removed from the application, but transferred to the View Archive screen. This provision is available to the Akken Staffing users because there is possibility of deleting the record by mistake, or you may need a record to be used after it is been deleted. To ease these kinds of situations, Akken Staffing provides the ‘View Archive’ feature where you can retrieve or permanently remove a record from the application.

Click on the Archive down arrow icon on the Job Orders Home page. You will see the menu listing:

Click on the ‘View Archive’ link to view the list of the records deleted temporarily from the menu listing. Result: The screen refreshes by displaying View Archive screen. You can permanently delete a record from the application.


Make Available a Job Order

To make available a record from the View Archive screen:

  1. Select the record and click on the ‘Make Available’ link on View Archive screen. Result: The screen refreshes by making available the selected record.

Delete a Job Order

To delete a job order record from the View Archive screen:

  1. Select the record and click on the ‘Delete’ link on View Archive screen. Result: You are prompted to respond to an alert message as shown below:

  1. Click on the ‘OK’ button, if you want to delete the selected job order record. Result: The screen refreshes by deleting the Job Order record.
  2. Click on the ‘Cancel’ button to cancel and return to previous page.


SHARE JOB ORDERS

You can share the job orders with the others or make public or private as and when required by you.

Refer to the Sharing a record topic discussed earlier to know how to share a record.

Make a Job Order public

Refer to the Make a record public topic discussed earlier how to make a record public.

Make a Job Order private or unshared

Refer to the Make a record private or unshared topic discussed in earlier how to make a record private or unshared.


COPY JOB ORDER

The Copy link allows you to copy an existing job order, change any information necessary, and save it as a new job order. You can use the existing job order as a template to save time by eliminating the need to re-enter the information.

To copy a job order:

  1. Go to CRM – Job Orders – In the Job Orders home page, select the required job order and click Copy. The system displays the copied job order information in New Job Order screen.

  2. Add the necessary information to the copied job order and finally click Save to save the job order. The system creates a new job order and displays it in the Job Orders home page.

  3. Click Close to close the New Job Order screen.
 

Note:

  • You can copy only one job order at a time.
  • When the user clicks on Copy, the Filled and Job Order ID fields in the New Job Order screen will display no information.

EXPORTING JOB ORDERS

You can export the job order details from the application to use in other applications. Akken Staffing allows you to export job orders details in a CSV file format which can then be imported in to the other applications comfortably.

By default, the ‘Export‘ link will not be displayed on the header strip of Job Orders home page. To enable the ‘Export‘ link, on Job Orders home page, follow the following steps:-

  1. Go to Admin->User Management and click on Preferences icon, against the desired employee name. Result: The screen refreshes by displaying the User Management Preferences screen.

  2. Select the ‘Export’ check box option under Job Orders menu in CRM preferences column.

  3. Click on the ‘Update‘ link.
By following the above steps, ‘Export’ link will be enabled and displayed on the header strip of Job Orders home page


Export Job Orders

The following are the steps need to be followed to export the job order details,

  1. On the Job orders home page, select the job orders and click on the ‘Export’ link to export the job order details. You can select single, multiple, or entire job orders for exporting. Result: The File Download dialogue box is displayed.
  1. Click on the ‘Save’ button and specify the location to save the CSV file on your computer.

  2. Click on the ‘Open’ button to open the CSV file.
  3. Click on the ‘Cancel’ button to cancel exporting of job order details.

IMPORTING JOB ORDERS

You can import job order details from other applications. Akken Staffing supports importing of the job order details that use the comma separated value (CSV) format.

By default, the ‘Import‘ link will not be displayed on the header strip of Job Orders home page. To enable the ‘Import‘ link, on Job Orders home page, follow the following steps:

  1. Go to Admin->User Management and click on the Preferences icon, against the desired employee name. Result: The screen refreshes by displaying the User Management Preferences screen.

  2. Select the ‘Import’ check box option under Job Orders menu in CRM preferences column.

  3. Click on the ‘Update‘ link.
By following the above steps, ‘Import’ link will be enabled and displayed on the header strip of Job Orders home page.

Import Job Orders

Before beginning make sure that the file you are going to import is in comma separated value (CSV) format. You can use the import wizard available under Job Orders home page to import the job order details.

  1. Click on the ‘Import’ link. Result: The job orders home page refreshes by displaying the Import screen.
 

 

Import Job Order Screen

  1. Select the contact from whom this job order is disseminated from the drop down list of Select Contact field.

  2. Click on the ‘Create New Contact’ link to create new contact. See the Add New Contact topic to know how to create new contact.

  3. Select the file format from the drop down list in File Format field of import pop up window. The application supports importing of Comma Separated Values (CSV) files.

  4. Select the source application of your data to be imported in File to Import field

  5. Click on the ‘Browse’ button and select the required file.
  6. Click on the ‘Import’ link to continue. Result: The screen refreshes by displaying the job order mapping screen.

  7. Click on the ‘Cancel’ link to cancel and return to previous page.

Import Job Order-Mapping Screen

  1. The import wizard associates the Akken Staffing fields with field names from your import file. You need to assign each importing data field with fields available in the application. This can be done in mapping screen.

  2. In the mapping screen, assign each importing data field with the existing data field by selecting from the drop down list.

  3. When the fields assign correctly, click on the ‘Continue’ link to continue. Result: The mapping screen refreshes by displaying the matching criteria form.

  4. Click on the ‘Cancel’ link to cancel and return to previous page.

Import Job Order-Matching Criteria Screen

  1. In the matching criteria screen, you can re-check the mapped fields of the data to be imported.

  2. Click on the ‘Continue’ link, if the mapping criteria of the fields to be mapped are correct. Result: The matching criteria screen refreshes by displaying Import Message screen.

  3. Click on the ‘Change Mapping’ link to change any mapped fields criteria. Result: The matching criteria form refreshes by displaying the previous Mapping screen.

  4. You can do the necessary changes, and click on the ‘Continue’ link. Result: The mapping screen refreshes by displaying the matching criteria form.

  5. Click on the ‘Cancel’ link to return to import wizard.
  1. Click on the ‘OK‘ button. Result: The matching criteria screen refreshes displaying Job Orders home page with the new job order details.

  2. Click the ‘Cancel’ button to do changes in matching criteria screen.

FORWARD TO HIRING/ACCOUNTING

The Placements screen allows you to capture the placements details of the selected candidate for selected customer. You can enter the details like start date, end date, rate details, commission etc.

 

 

Placement Screen

To add placement details for the selected candidate:

  1. Status will be ‘Filled’ by default in the Status drop down list. However you can change the status by selecting from the drop-down list.

  2. Specify the status of the job order from the Status field. You can even edit the status of the job order by clicking on ‘edit list’ link available beside the status field.

  3. Click on the ‘edit list‘ link to add/edit/delete the statuses. See the ‘edit list topic for more details.

  4. The Candidate field displays the name of the placed candidate in a link form. Clicking on this candidate name link opens up the summary page of that particular candidate. See the Edit Candidate Details topic to know the features present in the candidate summary page.

  5. Select the job type of the job order from the drop down list of Job Type field.

  6. Specify the category of the job order from the Category drop down list. You can even edit the category by clicking on the ‘edit list’ link available beside the Category field.

  7. Click on the ‘edit list’ link, available beside the Category drop down list. Result: The edit list pop up window is displayed. See the edit list topic to know how to add/edit/delete the categories.

  8. Enter the job title or designation for which the job order is received in the Job Title text box. For instance, you can enter as Programmer or Accountant etc.

  9. You can click on the ‘view job order‘ link available beside the Job Title field. Result: The screen refreshes by displaying the summary page of that particular job order. See the Edit Job Order topic to know the features present in the summary page of job orders.

  10. Enter the reference code of the Job Order in the Ref. Code text box.

  11. The Company field displays the name of the placement company in a link form. Clicking on this company name link opens up the summary page of that particular company. See Edit Company Details topic to know the features present in the company summary page.

  12. You can also change the placement company by clicking on the ‘change’ link available beside company name link. Result: The Company Search pop up window is displayed. See the Search for Company topic for more details.

  13. You can create new company also by clicking on the new link available beside the change link. Result: The screen refreshes by displaying the add new company pop up window. See the Add New Company topic for more details.

  14. The Contact field displays the name of the placement contact in a link form. Clicking on this contact name link opens up the summary page of that contact. See the Edit Contact Details topic to know the features present in the contact summary page.

  15. You can also change the placement contact by clicking on the ‘change’ link available beside contact name link. Result: The Contact Search pop up window is displayed. See the Search for Contact topic for more details.

  16. You can create new contact also by clicking on new link available beside the change link. Result: The screen refreshes by displaying the add new contact pop up window. See Add New Contact topic for more details.

  17. The Job Reports To field displays the name of the reporting contact in a link form. Clicking on this reporting contact name link opens up the summary page of that particular contact. See the Edit Contact Details topic  to know the features present in the contact summary page.

  18. You can also change the reporting contact by clicking on the ‘change’ link available beside the reporting contact name link. Result: The Contact Search pop up window is displayed. See the Search for Contact topic for more details.

  19. You can create new reporting contact by clicking on the new link available beside the change link. Result: The screen refreshes by displaying the add new contact pop up window. See the Add New Contact topic for more details.

  20. The Job Location field displays the name of the placement company in a link form along with the complete address of that company. Clicking on this placement company name link opens up the summary page of that particular placement company. See the Edit Company Details topic to know the features present in the company summary page.

  21. You can also change the job location company name by clicking on the change link. Result: The Company Search pop up window is displayed. See the Search for Company topic for more details.

  22. You can create new job location company by clicking on the new link. Result: The screen refreshes by displaying the add new company pop up window. See the Add New Company topic for more details.

  23. The Schedule section allows you to capture the Start Date, Hours, End Date and Hired Date details of the placed candidate.

  24. The Billing Information section allows you to capture the billing details of the placed candidate.

  25. The Hiring Process sections allows you to specify the hiring requirements of the placed candidate.

  26. You can enter some notes for the placed candidate in the Notes textarea.

  27. Click on the ‘Place Candidate‘ link to place the candidate for hiring. Result: The selected candidate record is displayed in Hiring Management section of HRM.

  28. Note: If you are placing the Candidate with Job Type as ‘Direct’, then this candidate goes to Accounting->Assignments section for Approval. Once he is approved, then the candidate record moves to Customers->Create Invoices section.

  29. When you close a placement for a Candidate/Employee, then the Candidate/Employee record will be displayed in the corresponding sections based on the Job Types selected in the Closing Placement screen.

  30. Click on the ‘Cancel’ link to cancel and return to previous page.
 

Note:

  1. When you close a placement for a candidate with job type as Direct, the candidate record moves to Accounting – Assignments for approval.
The table below shows the status of the Assignment Type, Show Employee as CRM Candidate and Same as Job Type in Assignments options in Compensation screen.

Employee Type Assignment Type Show Employee as CRM Candidate Same as Job Type in Assignments
Internal Direct Internal Direct Unchecked Checked
Internal Temp/Contract Internal Temp/Contract Checked Checked
Temp/Contract Temp/Contract Checked Checked
Temp/Contract to Direct Temp/Contract to Direct Checked Checked
  1. When you create a new candidate with job type as Direct and hire him from HRM – Hiring Management, then the status of the Show Employee as CRM Candidate option is unchecked by default and Same as Job Type in Assignments option is also unchecked by default in Compensation screen.
  1. When you forward an applicant from HRM – Applicant Tracking to Hiring Management, then for all job types, the status of the Show Employee as CRM Candidate option is unchecked by default. And the status of Same as Job Type in Assignments option is checked / unchecked based on the status moved from applicant tracking to hiring management.
  1. The following table shows the mapping between Job Types and Employee Types during the closing placement process:
CRM Job Type Employee Type Assignment Job Type
Internal Direct Internal Direct Internal Direct
Direct Direct
Temp/Contract Temp/Contract Temp/Contract
Internal Temp/Contract Internal Temp/Contract Internal Temp/Contract
Temp/Contract to Direct Temp/Contract Temp/Contract to Direct


UPDATE STATUS SCREEN

The Update Status screen allows you to update the status of the interview held with the short listed candidate.

To update the status of the candidate, do the following:

  1. Click on the Update Status icon available in the Job Orders – Submissions screen. The system displays the Update Status screen.

  2. In the above Update Status screen,the Interview option will be selected by default.

  3. Enter the notes in the Notes text area and click Update link. The Add Appointment screen displays.

  4. Enter the required information and click on Save link in the Add Appointment screen. The system creates a new appointment and it will be tracked into Activities of Candidate and Job Order respectively.

 

SETUP INTERVIEW

The Setup Interview icon allows you to setup an interview for the short listed candidate. The user can now send an invitation event using the Setup Interview icon available in the Submissions screen.

 

Tip to setup an Interview:

To setup an interview for the short listed candidate, do the following:

  1. Click on the number link available under Candidates column in the Job Orders home page. The system displays the Submissions screen:


  1. In the above Submissions screen, click on Setup Interview icon.

  2. The system now displays the Add Appointment screen instead of Email Compose screen.


  1. In the Add Appointment screen,
    • The Participants list box of the appointment displays the Email Address of the candidate.
    • The Category of the appointment will be set to Interview by default.

    • Once the user saves the appointment, the system will do the following:
      • Send an email to the candidate’s email address as an appointment.
    • Display the invitation event in the eDesk – Calendars section.
  1. If the candidate has no email address, then the system creates the new appointment as an activity for the candidate.
 

REQUEST INTERVIEW

The Request Interview screen can send your request to the chosen contact to arrange for an interview for the short listed candidate.

 

 

Request Interview Screen

In the above screen,

  1. Specify the required information to setup the interview for the candidate and click on ‘Send’T link to send your request for arranging an interview with the selected candidate to the contact. The screen refreshes by sending your request.

  2. Click on the ‘Close’T link to close the window.


CANDIDATE SUBMISSION WINDOW

Candidate Submissions pop up window is displayed, when you click on the number link in the Candidates column on the Job Orders home page.



  1. The details of the submitted candidates are displayed under the following columns: Submitted Date, Candidate Name, Candidate Phone, Last Updated, Status and Type.

  2. On the top left hand corner of the submissions window, you will find ‘Submissions For (Job Order Name) displayed in red font. Beside that, you will find the view job order link enclosed in red parenthesis.

  3. You can click on the ‘view job order‘ link available at the top of the submissions window. Result: The screen refreshes by displaying the summary page of that particular job order. See the Edit Job Order topic to know the features present in the job order summary page.

  4. The Candidate Name column displays the name of the Candidate in a link form. Clicking on this candidate name link allows you to view the summary screen of that particular candidate.

  5. The submission date and time of the candidate(s) are displayed in the form of link in the Submitted Date column. Clicking on these date and time link will display the Submission Info screen. See the Submission Information Screen topic for more details.

  6. You can edit the status of the Submitted Candidates just by adding/removing the items in the Status drop list, except the original items in the list which are not editable.

  7. To add/remove the items in the Status drop down list, click on the ‘edit list‘ link available beside the Status column name display. Result: The screen refreshes by displaying the edit list pop up window. See the edit list topic for more details.

  8. Highlight the candidate and double click it to edit the details. See the Edit Candidate details topic for more details.

  9. The submissions pop up window automatically links you to scheduling interviews, updating the interview status and forwarding the selected candidates for hiring.

  10. The submissions pop up window allows you to do any of the following: Key to icon links in submissions pop up window are:
  1. [Note Icon]: Clicking on this icon allows you to add the notes for the submitted candidates. The notes added here will be shown in Candidate and Job Order Summary screens of the respective candidate and job order. See the Notes topic for more details.

  2. [Request Interview Icon]T: Clicking on this icon allows you to send the request to the contact for arranging an interview with the selected candidate. Result: The Request Interview pop up window is displayed. See the Request Interview topic to know more.

  3. [Setup Interview icon]T: Clicking on this icon allows you to setup an interview schedule with the short listed candidate based on his/her availability. Result: The Setup Interview pop up window is displayed. See the Setup Interview topic to know more.

  4. [Update Interview status icon]T: Clicking on this icon allows you to update the interview status held with the selected candidate. Result: The Update Interview Status pop up window is displayed. See the Update Interview topic to know more.

  5. [Forward to Hiring/Accounting]:T When the status of an interview held with the candidate is updated as ‘Rejected’ then this icon will not be displayed against the corresponding candidate record. Clicking on this icon allows you to forward the candidate for hiring by the end client by refreshing the screen. If the candidate type is ‘Employee’, then the candidate is ‘Forwarded to Accounting’ else ‘Forwarded to Hiring’.
  1. [Respond]: Clicking on this icon allows you to respond directly for the submitted candidate. Result: The screen refreshes by displaying the Job Order Inquiry pop up window. See the New Inquiries pop up window topic for details.

  2. [Placed Icon]: Clicking on this allows you to view the assignment details of the placed candidate.
  1. To close the Submissions pop up window, click on the ‘Close’ link.

PLACEMENT STATUS

A new column has been introduced in the “Manage Submissions” screen found within the Job Orders window to indicate the Placement/Assignment status of a submitted candidate.

 


There are two options to access the Submissions pop-up screen for a specified job order.

1. Go to CRM – Job Orders – Double click on open job order – Scroll down to Submitted Candidates (on the right hand side) – Click on “manage submissions”

2. Go to CRM – Job Orders – Scroll to the right on the main Job Order grid until the Candidates column is displayed – Click on the underlined number listed under the Candidates column

 

The new column enables the front office users to quickly view the status of a placement and the corresponding back office location for the completed placement.


CANCELING PLACEMENTS IN CRM

Front office users have the ability to cancel a pending placement by clicking on the “Placement details” icon on the far right corner of every submission.  The Placement Details icon appears on a record after the placement has been completed.  In order to cancel the placement, the user will need to open the manage submissions screen and click on the Placement Details icon and click on Cancel Placement. The option for cancellation is only available for candidates who are being placed for the first time.

 


Clicking on the link will display a text box that requires the user to provide a reason for cancellation. Once the reason has been filled in, click on cancel placement.

 


This will update the placement/assignment status on the manage submission screen.



Additionally, the canceled status is updated in the Candidate summary screen on the Placed panel.

 

ScreenShot023

 

NOTE: This does not change the candidate status in the main CRM Candidates grid.