Searching for Applicants, Job Openings, and Job Postings

This chapter discusses how to:

Search for applicants.
Search for job openings.
Search for external job postings.
Run the Job Search Agent.

Searching for Applicants

This section provides overviews of applicant searches, saved searches, automatch searches, and the applicant index, lists prerequisites, and discusses how to:

Define applicant and application and resume searches.
Define advanced keyword searches.
Save applicant search criteria.
Build the applicant index.
Run Automatch searches.

Understanding Applicant Searches

Finding qualified applicants for your job openings is a major task for your recruiting staff. To search for applicants, you use the Find Applicants page.

On the Find Applicants page, you can:

Run applicant searches that looks for specific records within your existing applicant data.
Run application and resume searches that uses a search engine to find keywords in the applicants resume text or attached resume document within our existing applicant data.
Search the internet for applicants using AIRS SearchStation.

AIRS SearchStation is a web-based tool that searches various locations on the internet for applicant information, including job boards, resume banks, and newsgroups.
Save searches.

Applicant Search

Applicant Search enables you to search for applicants in the applicant database based on specific record fields.

Application and Resume Search

Application and Resume Search enables you to search for applicants whose resume text or attached resume match specific words related to job requirements.

Search Internet

PeopleSoft software provides the ability to search the internet for applications in partnership with AIRS SearchStation. Linking your PeopleSoft system to AIRS SearchStation enables your recruiting staff to search for external applicants with the right experiences and skills.

AIRS SearchStation is a web-based tool that searches various locations on the internet for applicant information, including job boards, resume banks, and newsgroups. To access AIRS SearchStation:

Select the AIRS link on the Find Applicants page.
On the AIRS SearchStation website, enter your search criteria and start the search.
Check the applicants returned by AIRS and identify potential candidates.

You can save details of applicants that you plan to contact using the AIRS SearchStation options Save to Folder and Save to Disk.
Contact the applicants identified by the search to find out if they are interested in applying to your organization.
Load the applicants’ details into your PeopleSoft database as follows:
1. Navigate to the AIRS SearchStation website and display the applicant information.
2. Click the Save to Talent Acquisition Manager link.
  
  The AIRS system displays the default email address previously set up. Accept the default address.
  
  AIRS SearchStation emails the selected applicants’ resumes to your resume processing account. The resume processing extracts applicant data from the resume and inserts it into the applicant data tables.

Understanding Saved Searches

Searches can be saved two ways:

As a standard search that can be run at anytime.
As an automatch search that can be automatically run at regular scheduled times using the Run Automatch Search (HRS_AM) process.

Saved searches can be designated as either public or private. Public searches can be used by anyone. Only administrators and the creator of the search can update or delete public search criteria. Private searches are only available to the person who created the search.

To review a saved search and the results from the search, use the Saved Searches page.

The Saved Searches page displays a list standard and automatch searches. The displayed searches are the public searches available to anyone or the user's private searches. You can view the results of the search or run the search again. If you run the search again, the system replaces the old results with the new search results.

Understanding Automatch Searches

The Automatch process searches the applicant database for applicants that match the criteria. When the system finds an applicant that matches the criteria, a workflow sends emails to the recruiters responsible for the requisitions. Recruiters can view the results of the Automatch search and link applicants to the job requisitions.

Understanding the Applicant Index

Application and Resume Search and Advanced Keyword search are only as current as the index used to access the applicant database. Since applicants are continually being added to the data, you must frequently rebuild the applicant index using the Build Applicant Index page.

Prerequisites

To search for applicants using Application and Resume Search or Advanced Keyword Search, you must first run Build Applicant Index.

To search the internet for applicants you must set up AIRS SearchStation as a supplier.

See Setting Up Third Party Integrations.

See Understanding the Applicant Index.

Pages Used to Search for Applicants

Page Name	Object Name	Navigation	Usage
Find Applicants	HRS_REC_SCHAPP	Recruiting, Find Applicants, Find Applicants	Define Applicant Search and Application and Resume Search criteria. Click the AIRS link to search the internet for applicants.
Advanced Keyword Search	HRS_REC_SCHAPP	Click the Advanced Keyword Search link on the Find Applicants page.	Define advanced keyword searches.
Save Search	HRS_REC_SAV_SCH	Click the Save Search button on the Find Applicants page.	Save applicant search criteria.
Saved Searches	HRS_REC_SEARCHES	Recruiting, Saved Searches, Saved Searches	Review and run saved searches.
Build Applicant Index	HRS_SRCH_RUN_INDEX	Recruiting, Administration, Build Applicant Index	Build the applicant index.
Run Automatch Search Agent	HRS_RUN_AMH	Recruiting, Administration, Run Automatch Search, Run Automatch Search Agent	Runs searches that have been designated as automatch.

Defining Applicant and Application and Resume Searches

Access the Find Applicants page.

Use Saved Search

Select a previously saved active search criteria. This list of available saved searches includes public searches, as well as private searches created by the user. Saved searches are displayed alphabetically with the user's private search first followed by the public searches.

Applicant Search

Complete the criteria for your search. The system compares the fields you entered against the applicants that are already in your applicant database.

Applicant and Resume Search

Enter any words or phases that you want the system to compare to applicants resume text or attached resume documents that are already in your applicant database.

Search For

Enter the words or phrase that you want to search for in:

The resume text field in applicant data.
The resumes attached to the applicant's application.

Applicant Received

Select the date range that defines which applications to include in the search. Valid options are:

Anytime
Within Last Day
Within Last Month
Within Last Week
Within Last Year

Airs

Click to search the internet for applicants.

Search Results

Click to search the internet for applicants.

Name	Click to display the Manage Applicant page.
ID	Displays the applicant's identification number.
Job Opening	Click to access the Job Opening page.
Status	Click to access the Manage Applicant - Disposition Details page.
Resume	Click to access the Manage Applicant - Applicant Resume page.
Select Action	Select an action you want to take for the selected applicant. The system automatically executes the action and accesses the appropriate page. Actions are: Add Applicant to Saved List. Add Applicant to New List. Add Note: Accesses the Add Note page. Create Interview Evaluation. Forward Applicant. Link Applicant to Job. Make Active. Make Inactive. Prepare Job Offer. Prepare for Hire. Reject Applicant. Route Applicant: Accesses the Manage Applicant - Disposition Details page. Schedule Interview. Send Correspondence: Accesses the Send Correspondence page.
Select Group Action	Select an action you want to make to the applicants that have the check box next to their name selected. Click the Go button to execute the action. Actions are: Add Applicant to Saved List. Add Applicant to New List. Forward Applicant. Link to Job Opening. Make Active. Make Inactive. Reject Applicant. Route Applicant. Schedule Interview. Send Correspondence.

Defining Advanced Keyword Searches

Access the Find Applicants page.

Use Saved Search

Select a previously saved active search criteria. This list of available saved searches includes public Keyword and Advanced Keyword searches, as well as private searches created by the user. Saved searches are displayed alphabetically with the user's private search first followed by the public searches.

Advanced Keyword Search

Search for applicant who match	Select the option that defines how much of the search criteria an applicant must match to include in the search. Options are: All Fields Any Field
Resume Text	Enter the words or phrase that you want to search for in: The resume text field in applicant data. The resumes attached to the applicant's application.
Resume Language	Select the resume language to include in the search.
Job Opening ID	Enter or select a job opening ID.
Applied for this job opening	This field appears if you entered a job opening ID. Select the check box if it is an option by which you want to search.
Competencies that match the job opening's competencies	This field appears if you entered a job opening ID. Select the check box if it is an option by which you want to search.
Accomplishments that match the job opening's accomplishments	This field appears if you entered a job opening ID. Select the check box if it is an option by which you want to search.
Expressed interest in the same job family as the job opening is in	This field appears if you entered a job opening ID. Select the check box if it is an option by which you want to search.
Keywords that match the job description	This field appears if you entered a job opening ID. Select the check box if it is an option by which you want to search.
Applicant Type	Select the check box next to the type of applicant to include in the search. You can select more than one. Options are: Employee External Applicant Non-Employee
Exclude Applicants	Select the applicants you want excluded from the search. You can add more than one exclusion type. Options are: 010 - Active 020 - Hired 030 - Inactive 040 – Queued
Application Date Range	Enter or select the beginning date to use when searching for applications.
to	Enter or select the end date to be used when searching for applications.
Referral Source	Select a referral source.
Referral SubSource	Select a referral subsource.
Accomplishments	Enter text that defines the accomplishments to include in the search. If you entered a job opening ID, the system displays the accomplishments entered for the job opening. You can change the displayed text or enter additional text.
Competencies	Enter text that defines the competencies to include in the search. If you entered a job opening ID, the system displays the competencies entered for the job opening. You can change the displayed text or enter additional text.
Populate from Job	Click this button to have competencies and accomplishments pulled from the job opening if the job opening has any defined.
Education	Enter text that defines the education to include in the search. If you entered a job opening ID, the system displays the education entered for the job opening. You can change the displayed text or enter additional text.
Work Experience	Enter text that defines the work experience to include in the search. If you entered a job opening ID, the system displays the work experience entered for the job opening. You can change the displayed text or enter additional text.
Job Family	Select a job family to include in the search. If you entered a job opening ID, the system displays the job family entered for the job opening. You can override the displayed job family and select another.
Recruiting Location Area	Select a recruiting location to include in the search. If you entered a job opening ID, the system displays the recruiting location entered for the job opening. You can override the displayed job family and select another.
Country	Enter the country to include in the search.
State	Enter the state to include in the search.
City	Enter the city to include in the search.

Saving Applicant Search Criteria

Access the Save Search page.

Search Name

Enter a name for this search. Select a name that identifies the criteria used in this search.

Access

Select the access type for this search. Options are:

Private: Only the creator of the search can access this search. If the search is to designated as an Automatch search, access must be set to private.

Public: Anyone can access this search.

Setup as Automatch

Select if the search is to be designated as an automatch search.

Job Opening ID

This field appears if you select the Setup as Automatch check box. Select a job opening ID.

End Date

This field appears if you select the Setup as Automatch check box. Enter a date on which this automatch search is no longer valid.

Building the Applicant Index

Access the Build Applicant Index page.

Resume Search Collection

This process run in two modes.

Create New

Builds the index from the specified date entered in the From Application Date field.

Update Existing

Adds, updates, and deletes entries in an existing index file.

Attachment Temp Directory (attachment temporary directory)

If you have set up an attachment directory for applying online to store resumes, enter the location of the file server where the attachments are stored. If you store resumes in the database, enter a temporary path to a file server that can be used to store the resumes temporarily during the Applicant Index process.

This path should be relative to the PeopleSoft Process Scheduler. Make sure that all machines that run the Build Applicant Index process have access to this directory.

Running Automatch Searches

Access the Run Automatch Search Agent page.

Searching for Job Openings

This section provides an overview of job openings searches and discusses how to search for job openings.

Understanding Job Opening Searches

To search for job openings, use the Find Job Openings page. The Find Job Opening page enables you to search for job openings in the database based on specific record fields.

Pages Used to Search for Job Openings

Page Name	Object Name	Navigation	Usage
Find Job Openings	HRS_JO_FIND_JOB	Recruiting, Find Job Openings, Find Job Openings	Search for and select job openings.

Searching for Job Openings

Access the Find Job Openings page.

Enter Search Criteria

Search	Click to execute the search.
Reset	Click to clear the search criteria fields.
Job Opening ID	Enter or select the job opening ID to include in the search.
Status	Select the status to include in the search. Options are: Canceled Denied Draft Filled/Closed Hold Open Pending Approval All
Most Recent Activity	Select the date range that you want to define which job openings to include in the search. Options are: Last 2 Weeks Last 3 Days Last Month Last Week Last Year Today View All Yesterday
Job Type	Select the type of jobs to include in the search. Options are: Continuous Job Opening Standard Requisition
Display Jobs	Select the which jobs to include in the search. Options are: All Jobs Assigned to me Associated to me
Manager ID	Enter or select a manager ID to include in the search.
Recruiter	Enter or select a recruiter ID to include in the search.
Creator	Enter or select a creator ID to include in the search.
Business Unit	Enter or select a business unit to include in the search.

Search Results

Title

Click to access the Job Opening page.

Take Action

Select an action you want to make to the job openings that have the check box next to the job title selected and click Go. Actions are:

Add Note: Accesses the Add Note page.
Cancel: Changes the job opening status to Canceled.
Close: Changes the job opening status to Closed.
Hold: Changes the job opening status to Hold.

Searching for External Job Postings

This section provides an overview job posting searches and discusses how to:

Define basic criteria for job posting searches.
Define advanced keyword searches.
Build the job index.

Understanding Job Postings Searches

To search for job posting use the Search Postings - Basic Search or the Advanced Keyword Search pages. Search for Job Postings provides a list of all open job postings whose job posting titles or descriptions match the criteria you entered.

Job posting searches are only as current as the index used to access the data. Since job openings are continually being added to the database, you must frequently build the job index to maintain current job openings and job postings.

Pages Used to Search for Job Postings

Page Name	Object Name	Navigation	Usage
Search Postings - Basic Search	HRS_REC_SCHJOB	Recruiting, Postings, Search Postings, Search Postings - Basic Search	Define basic criteria for job posting searches.
View Job Posting	HRS_REC_JBPST	Click the posting title link in the Search Results group box on the Search Postings - Basic Search page.	View job posting details.
Build Job Index	HRS_JSRCH_RUN_PROC	Recruiting, Administration, Build Job Index, Build Job Index	Build the job index based on job openings in the database.

Defining Basic Criteria for Job Posting Searches

Access the Search Job Postings - Basic Search page.

Keyword Search

Search For

Enter the words that you want to search for in the job postings. These words are compared to the job posting title and description.

Posted Within

Select the date range for the job postings to include in the search. Options are:

Anytime
Last Month
Last Three Months
Last Week
Last Year

Search Results

Posting Title	Click link to access the View Job Posting Details page.
Job Opening ID	Click link to access the Job Opening page.

Defining Advanced Keyword Searches

Access the Search Postings - Basic Search page. Click the Advanced Keyword Search link.

Enter Key Words

Enter the words that you want to search for in the job posting. These words are compared to the job posting title and description.

Job Family

Select a job family.

Posted Within

Select the date range for the job posting to include in the search. Options are:

Anytime

Last Month

Last Three Months

Last Week

Last Year

Recruiting Location

Select a recruiting location. The system compares this to the Recruiting Location on the job opening.

Country

Select a country. The system compares this to the Country field on the job opening.

Full/Part Time

Select either full-time or part-time. The system compares this to the Full/Part Time field on the job opening.

Regular/Temporary

Select either regular or temporary. The system compares this to the Regular/Temporary field on the job opening.

Desired Annual Pay

Enter an amount and select a currency code.

Building the Job Index

Access the Build Job Index page.

Job Posting Search Collection

This process run in two modes.

Create New	Creates a new job posting index. If you enter a date in the Open Date From field all job postings with a posting open date later than the specified date are indexed.
Update Existing	Adds, updates, and deletes entries in an existing index file.

Running the Job Search Agent

This section provides an overview of the Job Agent Application Engine process (HRS_JOB_AGNT) and discusses how to run the Job Agent process.

Understanding the Job Agent Process

To match an applicant’s job search agent profile to open job openings, an administrator runs the Job Agent (HRS_JOB_AGNT) process.

During the process, the system:

Searches for old job search agents in HRS_AGNT_PROF.

The system deletes job search agents that are out of date. The system determines whether the job search agent is out of date by taking the last-modified date in the HRS_AGNT_PROF table and adding the number of days that you enter in the Days Job Search Agent Active field on the Recruiting Installation - Installation Options page. The process compares the resulting date to the system date. If the resulting date is less than the system date, the system deletes the job search agent.

See Defining Recruiting Installation Defaults.
Compares job search agent search criteria to job openings.

The job opening must be approved and open and the posting source must be a Company type recruitment source. For external applicants, the posting type must be External. For internal applicants, the posting type must be Internal.

For applicants to see the job opening posting description, the posting description must be visible to the applicant. Specify which applicants a posting description is visible to by using the Visible field on the Job Opening - Posting Information page.
Writes results to a file called HRS_AGNT_RSLT.

The system sends a notification using the JobAgentNotification template to the applicant, if the applicant provided an email address with their contact information, so that the applicant can see the results of the search. The system notifies applicants of all job openings that match the search criteria.

The system also posts a notification in the Notifications grid on the Careers Home page in PeopleSoft Enterprise Candidate Gateway. Applicants can click on the subject link for the notification to view the results. If the applicant has multiple job search agents the system posts a separate notification for each job search agent in the Notifications group box.

Page Used to Run the Job Agent Process

Page Name	Object Name	Navigation	Usage
Job Search Agent	HRS_RUN_JOBAGNT	Recruiting, Administration, Run Job Search Agent, Job Search Agent	Run the Job Agent process.

Running the Job Agent Application Engine Process

Access the Job Search Agent page.

Click Run to run this request. PeopleSoft Process Scheduler runs the Job Agent process at user-defined intervals.

Search Name	Enter a name for this search. Select a name that identifies the criteria used in this search.
Access	Select the access type for this search. Options are: Private: Only the creator of the search can access this search. If the search is to designated as an Automatch search, access must be set to private. Public: Anyone can access this search.
Setup as Automatch	Select if the search is to be designated as an automatch search.
Job Opening ID	This field appears if you select the Setup as Automatch check box. Select a job opening ID.
End Date	This field appears if you select the Setup as Automatch check box. Enter a date on which this automatch search is no longer valid.

Enter Key Words	Enter the words that you want to search for in the job posting. These words are compared to the job posting title and description.
Job Family	Select a job family.
Posted Within	Select the date range for the job posting to include in the search. Options are: Anytime Last Month Last Three Months Last Week Last Year
Recruiting Location	Select a recruiting location. The system compares this to the Recruiting Location on the job opening.
Country	Select a country. The system compares this to the Country field on the job opening.
Full/Part Time	Select either full-time or part-time. The system compares this to the Full/Part Time field on the job opening.
Regular/Temporary	Select either regular or temporary. The system compares this to the Regular/Temporary field on the job opening.
Desired Annual Pay	Enter an amount and select a currency code.