Applicable Product:

• RMS

Applicable Release:

• V21 and higher

Summary:

 This knowledge base article demonstrates how to use the Select Contact window feature.

When users create requisitions, the Recruiters, Hiring Managers, Interviewers, Onboarding Managers, Approvers, and Editors may be automatically assigned based on the selected job category or location. These contacts are assigned and managed from within PeopleFluent RMS Administration Portal. However, there may be times when you need to add or remove a contact based on the job type or changes in your recruiting and hiring process.

Depending on your company's configuration and your assigned permissions, you may be required to select and add contacts to various panels within PeopleFluent Recruiting Portal. The process is similar to selecting and adding email recipients; however, the list of contacts is determined based on assigned roles. For example, when you are selecting approvers for a new requisition, the list from which you can choose only displays users who are designated as approvers. The same applies to editors, recruiters, hiring managers, and onboarding managers. The list for potential interviewers includes all users who have access to PeopleFluent Recruiting Portal, regardless of their assigned role.

Approvers and other contacts are selected from the Select Contact window. From this window, you can select the desired contacts, order them within the list, and save the list for future use.

Select Contact functionality includes the following functions:

• Controls for selecting approvers, editors, interviewers, hiring managers, and contacts.
• Search criteria with options for the user to create a team.
• Create up to 25 Saved User Lists that can be saved and reused.

The Select Contacts window is initiated when editing the following panels:

• Contacts Panel to add recruiters, hiring managers, interviewers, and onboarding managers.
• Requisition Approval Panel to add approvers and editors. The user can sort the selected approvers list and then click Save to retain the new order.
• Candidate Approval Panel to add approvers and editors when a candidate is moved into a workflow folder that initiates the Candidate Approval trigger.

The Select Contacts functionality is also used with the following actions:

• Selecting recipients of internal emails.
• Selecting Quick Find search criteria.
• Selecting contact criteria to include in workflow filters.
• Selecting interviewers.

Details:
 
The Select Contacts window allows users to search for and add names to a contact or approver list, delete names from a list, and in some cases, save a list of names for future use. The exact appearance of the Select Contact window may vary depending on the specific type of list you are creating. For example, the Select Contact window for choosing requisition contacts is slightly different than the window for selecting requisition approvers and editors.

The example below describes the Edit Approval functionality. However, the process for selecting Approvers, Editors, Recruiters, Hiring Managers, Interviewers, and Onboarding Managers is similar to that described below.

Users must be assigned the permission associated with editing a specific panel. In the example below, the user must be assigned Various Panels on the Requisition Screen > Approval > Add permission. This permission is assigned in PeopleFluent RMS Administration Portal.

To initiate the Select Contact window:

1. In the Workflow pane, click on the requisition you want to view. The requisition opens in the Details pane.
2. On the Main Info tab > Approval panel, click the Edit icon. If you are creating a new requisition, the Edit icon is not displayed on the panel.
3. The Edit Approval window opens, displaying the currently selected approvers, editors, and panels for review.

Figure: Edit Approval Panel Window

Table: Approval Panel User List Features and Descriptions

4. Click the Add button for the Approvers list.
5. The Select Contacts window opens, allowing you to select, edit, or remove approvers.

Figure: Edit Approval Select Contact Window

Table: Select Contact Window Features and Descriptions

6. Enter search criteria for the approver(s).
   1. Enter the last name and click Search.
   2. Click More Criteria to display additional search criteria. Enter search criteria and click Search.
   3. Click Less Criteria to collapse the list of search criteria to display only the Last Name field.
   4. Click Show All to display a list of all users who are assigned the approver role.
7. Select the checkbox next to the approver you wish to add to the Approvers list.
8. Click OK .
9. The selected users are displayed in the Approvers panel.
10. Repeat for the Editors panel as needed.
11. Click OK to save the selected approvers and editors.
12. Click the Up or Down buttons in the Re-order column to reorder the list of approvers.
13. Click Save Users List to save the selected approvers and editors for future use. Enter a name for the list in the resulting window and click OK.
14. If you select a previously saved list that includes inactive users, a warning icon is displayed next to the user name.
    1. Click the Delete icon in the list to remove the inactive user from the panel.
    2. Open the saved list and re-save it to remove inactive users from a previously saved list.
         

• Keywords: RMS, Recruiting Portal, Approvers, Contact List
  
  Created: Larryl Shaw