Session Four:

Job Folder Sourcing and Collaboration

Insert Training Series image here

2

Steps to Receive Your Starbucks Gift Card

1)  Register for the session 2)  Participate in the live training session

or Watch the entire recording 3)  Leave feedback with comments for the session

•On the session site or here: http://goo.gl/forms/zDijBGBXon

H E L P S C O M P A N I E S Hire Talent Faster

at Lower Costs

H E L P S J O B S E E K E R S Get Hired Faster

by Brands they Love

4

SOURCE

Filling Jobs

CRM, Collaboration, Hiring Manager Tools

CAPTURE

Building Passive Candidate Pipelines

Career Websites, Lead Capture Pages for Events and

Recruiters, Referrals, Networking

ENGAGE

Recruitment Marketing

Automated Engagement, Recruiting Campaigns

ATS Mobile Ready ATS

Optimized for high-volume hiring Custom Assessments

Onboarding +more HIRE

Why Can Findly do this? The Findly Ecosystem

Living Profiles @ TheHive 100% Mobile

Job Search and Apply Free Assessments

Global Privacy Controls

ATTRACT + ENRICH

5

SESSION 1

Building your talent community

Helping you to build your talent community:

•  For a number one source of great talent you already know.

•  To build a passive pipeline of engaged jobseekers.

In this session, we covered:

•  Bulk Imports

•  Manually Source and Add

•  Living Resume Profiles

•  Career Websites

•  Recruiter Networking

•  Employee Referrals

•  Recruiting Events & Campaigns

6

SESSION 2

Finding Candidates within your CRM

Helping you find job seekers for: •  Adding tags or notes.

•  Sending emails for engagement or marketing.

•  Adding to job folders for sourcing.

•  Downloading for offline processes/reporting.

•  Exploration of job seekers in your Talent Community for sourcing.

These features amongst others will be covered in sessions 3 and 4.

In this session, we covered: •  Search Overview •  Quick Search

•  Finding one person

•  Basic Search •  Finding groups of people •  ‘What’ and ‘Where’

•  Search Operators •  Boolean ‘AND’ ‘NOT’ ‘OR’

•  Advanced Search •  Filtering on specific fields

7

SESSION 3

Engaging Job Seekers & Profile Management

Enabling you to: •  Collect and capture great information to

help you source the right people.

•  Empower your team to easily find the right people.

•  Engaging your prospects to become a ‘living profile’.

•  Engage your talent community and inspiring them to update their profile.

•  Increase and retain passive candidates brand awareness and openness to opportunities.

•  Attract the right people to your recruitment events.

In this session, we covered:

•  The Findly CRM Profile •  Manually creating the profile. •  What information you can find and where to

find it. •  Adding additional information (tags, notes,

campaigns).

•  Emailing your profiles •  Prospect Buzz Light •  Invite to apply •  Newsletter

8

SESSION 4

Job Folder Sourcing and Collaboration

Helping you to:

•  Manage your jobseekers against a specific job so you can quickly sort through and disposition them to help you find the one right jobseeker.

•  Get collaborative input and feedback on the candidates you are considering - from anyone you want.

Today we will cover •  How to find job folders and how they are

automatically created and populated

•  How to manually create job folders

•  Manually moving candidates into job folders.

•  Dispositioning job folders using the default steps.

•  Emailing or downloading everyone who has reached a certain step in the folder.

•  The ‘Shortlist’ and external collaboration.

•  Creating custom processes for job folders.

9

CRM Job Folders Intro Cheat Sheet

•  What is a job folder? •  It’s a collection of jobseeker profiles that have been associated with a

job folder. •  Usually, it represents a real job, but it can also be used to ‘pre-source’

great people for a job that hasn’t yet been opened. •  Generally you want to use job folders for short-lived, low volume

processes, such as live job requisitions.

•  How do job folders get created? •  Job folders are created in one of three ways:

•  A recruiter manually creating it in the CRM •  A job being imported automatically after being opened in the ATS •  A jobseeker, going through a Lead Capture Page, set to automatically add everyone into a

jobfolder. Such as an ‘Apply’ link on your career website.

•  Job folders are uniquely identified firstly by req ID. If there is no (optional) req ID then the job folder name is used as a unique identifier.

•  NOTE: It is possible to have the same name against multiple job folders ONLY when the job req id is different for each folder.

10

CRM Finding Job folders

•  How to find job folders •  The folder icon on the navigation menu takes you to the ‘Job Folders

Overview’ page. •  Here, you can search for all job folders in your organization by job req # or by

job title. •  By default, only open jobs are searched.

•  Job folders are automatically closed when closed in the ATS. This synchronization may take a few hours.

•  You can search closed jobs by selecting ‘Search open & closed jobs’

•  The ‘My starred jobs’ list only shows open folders by default. •  You can override this by setting ‘Show closed jobs’ to ON.

•  Searching

•  Just begin typing a req ID or job name and the CRM will automatically show you the top 10 hits.

•  Type in more characters to get to the folder you are looking for. •  Whatever you type is a ‘starts with’ search, meaning it won’t find matches in

the middle of a word. •  You can use a wildcard * (any number of any characters) or ? (any single

character), for example searching for *count 99 because you remember part of the keyword and part of the req id.

11

CRM Creating job folders

•  Creating a manual job folder •  You might create a job folder just to collect some really great profiles you

are reviewing for a future possible opening. •  Don’t use it just to ‘collect’ profiles. Use TAGS for that purpose. Job

folders are more suited to moving profiles through a process toward an end goal (hiring for a specific job).

•  Cilck the “+new job” button to create a manual job folder. •  You must provide at least a req id OR name. •  You must provide a location. •  Click create and your new job folder is automatically starred and placed

into your ‘my starred jobs’ list.

•  TIP: If you open a job in your ATS, it may take a little while to populate into the CRM. In the meantime, you can create a job folder with the same REQ ID as in your ATS, and things will just ‘join up’ automatically.

12

CRM The job folder overview

•  Click on a job folder from the search results, or from your ‘My starred job folders’ to go to the ‘job folder overview’ page.

•  TIP: If you have found the job folder that you will be working with – it’s a good idea to click ‘Star’ so that this job folder is added into your ‘my starred jobs’ lists.

•  You can open and close the job folder from here. •  Opening and closing in the CRM is just opening and closing the CRM job

folder – it does not effect the ATS in any way.

•  You can share the job folder from this screen to instigate the ‘External collaboration’ feature.

•  You can also set a ‘custom process’ from this page.

•  The current process is shown with the number of profiles within each ‘step’ of the job folder process.

•  There is no ‘functionality’ associated with the process, it is a simple disposition tool. With the exception of ‘shortlist’.

13

CRM Viewing Steps and profiles.

•  Click on any of the steps in the job folder overview page to see the profiles in that ‘step results page’.

•  Clicking the red arrow, takes you page to the overview page. •  To go back to ‘all job folders’ click on the job folders icon on the

navigation bar again.

•  View any profile by clicking into them •  The ‘job folder navigation bar’ remains to indicate to you that you are

looking at a profile within a particular folder. •  You can do everything on that profile you can in the normal profile view,

with the addition of moving them through the job folder process steps. •  You get the ‘Navigation arrows’ to navigate through the profiles within

that step. •  You can review the profile and then choose the next step to move them

too by selecting the black and red ‘Move To’ icon on the right. •  Moving someone drops you onto the next profile within that step – You

remain looking at the same step, since it is thought you will disposition everyone in one step, and then move to the next.

14

CRM Viewing Steps and profiles continued.

•  Back to the ‘step results page’. •  From the ‘profile view’ you can get back to the step results page by

clicking on the ‘Viewing process step’ dropdown and selecting the current step.

•  You can quick navigate to any other step by using this same tool. •  Alternatively you can go back to the job folder overview page by clicking

the big red arrow and choose a different step from there. •  You can multi select and move a bunch of profiles at the same time. •  You can also use the ‘Batch actions’ toolbox to perform any of the batch

actions. •  Perhaps you want to email everybody in a ‘call for interview’ step. •  Perhaps you want to move everybody or a select number of people into a different job folder

that they could be considered for. •  TIP: If you presourced before a job was created, you can now use this batch action to move

all those people into the ‘live’ job folder.

15

CRM Job folder Shortlists and collaboration

•  The only process ‘step’ that has any associated functionality. •  When profiles are dropped into the ‘shortlist’ they are enabled for a

special piece of CRM functionality – Collaboration. •  Move or Leave profiles in this step so that you can collect all the profiles

you think would be a good fit, but would like some feedback from the team on.

•  Place feedback: •  As a CRM user, you can now place feedback on profiles within the

‘shortlist’ step. •  Simply click on the new ‘Feedback’ icons shown on the business cards

in this step, in both the step results page and the profile page itself. •  You can also access existing feedback information by clicking on the

‘Feedback’ tab in the profile view. When you are in a job folder, this tab has a special link to the job folder you are looking at to enable you to review all of the current feedback for this particular job folder.

•  Get feedback from non CRM users: •  Simply go to the job folder overview page (click the big red arrow) and

click on ‘Share shortlist’. •  Share this link with whoever you would like to get some feedback from –

they do not have to be a CRM user.

16

CRM External Collaboration

•  People viewing the shared shortlists: •  Only need an email address to enter the page. •  There are no passwords to remember. •  Can see only the ‘Shortlist’ profiles, they do not get to see any other

jobseekers you were sourcing and didn’t move to ‘shortlist’. •  They get the same step results page, and can place feedback directly on

that page.

•  Reviewing profiles •  Your external collaborators also get to review the ‘shared’ profile of the

jobseeker – the Findly profile. The Findly profile is the information that the jobseeker has chosen to share.

•  They do not get to see any of the other tabs in the CRM, including any of the private data you may have collected on them such as tags, notes, previous job folders, etc.

•  They do also get a feedback tab, which is just another way to provide the same feedback, change there answers or review there existing feedback.

•  They only get to see there own feedback and do not get to see others.

17

CRM Reviewing Feedback

•  Feedback Icons •  The feedback icons shown in the shortlist represent how many thumb

ups, thumb downs and how many comments has been added against each profile within the shortlist step.

•  After an appropriate time, you can review the profiles in that step and decide how to disposition them into the next step in your process.

•  You can review the comments themselves by going into the profiles and selecting the ‘Feedback tab’.

•  NOTE: You can add as many comments you like into the feedback section. Even if you have already placed a thumb up or thumb down.

18

CRM Custom Processes

•  What are custom process? •  Job folders remain with the ‘New’, ‘Maybe’, ‘Shortlist’ and ‘Exclude’ steps, but

you can extend the ‘Process’ Step with any number of custom steps that follow your own internal sourcing processes.

•  This feature simply extends the number of steps in order to give you flexibility on how to disposition your candidates within a job folder.

•  A CRM administrator must first setup a ‘custom process’. •  Once setup, the ‘custom processes’ can be applied to any job folder. •  Once a custom process has been applied, and someone has already moved

into on of the steps in that process, you cannot change it. •  You can however, change the process as long as no profiles are in any of the

custom process steps.

•  How do I apply one? •  First ensure the CRM admin for your company has setup the appropriate

custom processes for your organization. •  From the job folder overview page, you can select a custom process by

clicking on the ‘Selected process’ box (with the gear icon). •  If there are not any, then your CRM admin hasn’t yet set any up. •  The job folder will then automatically inherit those custom steps and you can

move profiles in and out of those steps using the same controls.

19

BONUS CONTENT! Custom Questions

•  Custom Questions has been released! •  Create custom questions that will appear in your Lead Capture Pages,

then search for jobseekers in the CRM based on their answers to find the right people for the right job.

•  Great resource for discovering custom questions: https://findly.atlassian.net/wiki/x/aoAIAg “Findly CRM Admin users can now create and manage custom questions within the CRM. These custom questions can be selectively added to Lead Capture pages to enable jobseekers to answer them while they join the talent community or apply for a job from your career website. Jobseeker’s answers to these questions become part of their Findly ‘living profile’ and enrich the dataset that all CRM users are able to view and search upon.”

20

Upcoming Sessions:

•  Session 1: Building your talent community •  Tuesday, July 28th, 2015

•  Session 2: Searching in your CRM •  Tuesday, August 11th, 2015

•  Session 3: Engaging Job Seekers & Profile Management •  Tuesday, August 25th, 2015

•  Session 4: Job Folder Sourcing and Collaboration •  Wednesday, September 2nd, 2015

•  Session 5: The Hive – How Job Seekers Stay Engaged •  Upcoming…

21

Recordings & Cheatsheets from Previous Sessions

Session #1 : Webinar - Getting Started with Building Your Talent Community

Session #1 Cheatsheet

Session #2 : Webinar - Finding Candidates in the CRM

Session #2 Cheatsheet

Session #3 : Webinar - Engaging Job Seekers and Profile Management

Session #3 Cheatsheet