1. Select the record you want to archive and use the mouse to over the “Delete” icon. You will see the menu listing “Archive” in the drop-down menu.
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.

MAKE AVAILABLE A JOB ORDER

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

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

Make a Job Order public

Make a Job Order private or unshared

COPY 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.

• 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

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

1. On the Job orders home page, select the job order(s) 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.
   
   
2. Click on the ‘Save’ button and specify the location to save the CSV file on your computer.
3. Click on the ‘Open’ button to open the CSV file.
4. Click on the ‘Cancel’ button to cancel exporting of job order details.

Importing Job Orders

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

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

1. The import wizard associates the AkkenCloud 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 are assigned 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.
    
5. In the matching criteria screen, you can re-check the mapped fields of the data to be imported.
6. 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.
7. Click on the ‘Change Mapping’ link to change any mapped fields criteria. Result: The matching criteria form refreshes by displaying the previous Mapping screen.
8. You can do the necessary changes and click on the ‘Continue’ link. Result: The mapping screen refreshes by displaying the matching criteria form.
9. Click on the ‘Cancel’ link to return to import wizard.
    

This will open a window asking if you want to continue

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 

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 the summary page of that 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 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 the summary page of that 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 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 the summary page of that 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 the summary page of that 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 text area.
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.

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.

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.
2. 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.
3. The following table shows the mapping between Job Types and Employee Types during the closing placement process:

UPDATE STATUS SCREEN

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 

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

1. Specify the required information to setup the interview for the candidate and click on “Send” 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” link to close the window.

CANDIDATE SUBMISSION WINDOW

Submissions Pop Up Window
 

From here you will be able to select the position available to view submittals.  

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 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 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:
11. [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.
12. [Request Interview Icon]: 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.
13. [Setup Interview icon]: 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.
14. [Update Interview status icon]: 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.
15. [Forward to Hiring/Accounting]: 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’.
16. [Placed Icon]:  Clicking on this allows you to view the assignment details of the placed candidate.
17. To close the Submissions, pop up window, click on the ‘Close’ link.
     

PLACEMENT STATUS

CANCELING PLACEMENTS IN CRM