ATS v2: Long Lists

Overview

You can now have longlisted Candidates A person looking for a job. A candidate can also be referred to as a Job Seeker, Applicant, or Provider. appear in the ATS v2 User In Salesforce terminology, this is anybody that has login access to an instance. In BH4SF instances, usually the staff of recruiting companies Interface (UI) and move them to the application stage with a simple action. This article covers using Long Lists in ATS v2.

Use the Links below to jump to the following sections:

• About Long Lists
• Long Lists in ATS v2
• Logic and Limitations
• Configuration Guide

About

Long Lists are lists of candidates that have been contacted about an open position A job (vacancy, position, role) is an opening for which a customer's client needs a placement. but have not yet applied. For the candidate A person looking for a job. A candidate can also be referred to as a Job Seeker, Applicant, or Provider. to appear on the list, a Long List Name of a BH4SF custom object. It 'captures' Candidates that look like a good match for a Job, before the actual hiring process begins. It's like a list of potential candidates record must be created for them in the Org. The main function of Long Lists is to capture data about Candidates that are a good match for a Job A job (vacancy, position, role) is an opening for which a customer's client needs a placement. before the actual hiring process begins. This is similar to a pre-Application First stage of Job placement flow (Application> Submittal>Interview>Offer> Placement) stage.

Out-of-the-box, a Long List record contains the following essential data:

• Job or Contact: One of these values is populated based on how the Long List record is created.
  • Job: Pre-populated if the Long List record is created from a Job record.
  • Contact: Pre-populated if the Long List record is created from a Contact record.
• Status: There are three available values triggered by different actions:
  • New: Default value when a Long List record is created.
  • Converted: The status is automatically updated from New to Converted when the longlisted Candidate is applied to the Job referenced on the Long List record.
  • Placed: The status is automatically changes from New or Converted to Placed when a candidate is placed. This occurs when a Closing Report Fifth Stage of Job placement flow, a Candidate that reaches the Closing Report Placement stage has been assigned to a job. In BH4SF, a 'Closing Report' is a record that captures all the information related to the newly filled position (name of Candidate, position, salary, start date, which recruiter gets credit for the hire etc.) is created in the Org for the longlisted Candidate and the Job referenced on the Long List record.

Long Lists in ATS v2

Views

After completing the minor configuration required to have Long Lists in ATS v2, you will see longlisted Candidates added to the three ATS v2 views:

• List View One of the three user Interfaces in ATS v2 (the others being Kanban View and Table View): Uses the same out-of-the-box color coding used for the ATS v2 stages unless your Org color coding has been customized.
  
  • Grey Chevron: The Candidate was added to ATS v2 without having been longlisted.
  • Blue Chevron: The Candidate is currently in Long List.
  • Green Chevron: The Candidate has been moved from Long List to Application.
  • Red Chevron: The Candidate was rejected while still in Long List.
• Table View One of the three user Interfaces in ATS v2 (the others being Kanban View and List View): See the image below.
  
• Kanban View The main User Interface in ATSv1 (the page that opens after a job/candidate is selected and that shows buttons, stage columns, or swimlanes, and cards). One of the three UI Views in ATS v2 (the others being List View and Table View): See the image below.
  

Managing Longlisted Candidates in ATS v2

If you choose to include Longlists in ATSv2 In BH4SF, the newest version of the ATS tool (Application Tracking System), you will find candidates in the Longlist section of the three "views" (List View, Kanban View, and Table view). These candidates meet the following criteria:

• There is a Long List record in the system for the same combination of Contact ID + JobID.
• The Status on the Long List record is New.

Once your Candidates show up in the Longlist section, you can:

• Move Selected Candidates to the Application Stage
• Email Selected Candidates
• Add To Call List Selected Candidates
• Reject / Unreject Selected Candidates

Moving Selected Candidates to the Application Stage

You can move one or more candidates to the Application stage from Long Lists at once.

1. Select the candidates.
2. Click on the Move Forward button.
3. Select Move Forward Application.
   

Once this action is complete, the Candidate will be shown in ATS v2 in the Application stage.

Additional Information

• Candidates can only be moved to the Application stage from Longlist. They can not be moved to any other stage.
• Only Candidates in Longlist can be selected for this action. If Candidates in other stages are added, the Move Forward action is no longer available.
• When selecting multiple Candidates for this action, UI / Mass / Bulk mode is supported.
• Once the Candidate is moved forward, it can no longer be moved back.

Emailing Selected Candidates

You can Email one or multiple Candidates at once in Long List or any other stage.

1. Select the candidates.
2. Open the Actions drop down.
3. Click Email.
   
4. All selected Candidates will appear as recipients in the To field.
   

Using Add To Call List

You can add one or more Candidates to Call Lists A Mass Mailing tool that's used to mass mail a list of candidates or clients at once in Longlist or any other stage.

1. Select the Candidates.
2. Open the Actions drop down.
3. Click Add To Call List.
   
4. All selected Candidates will be added to either an existing or new Call List per standard process.

Rejecting and Unrejecting Selected Candidates

You can Reject or Unreject Candidates in Longlist. Once Candidates in Longlist are Rejected, no further actions are possible unless they are Unrejected. Follow the steps below to Reject or Unreject Candidates.

1. Select the candidates.
2. Open the Actions dropdown.
3. Click on Reject/Unreject. This will open the Reject Candidates modal.
   
4. Check the Longlist box in the Reject Candidates modal.
   
5. Click the Reject/Unreject button to save and close the modal.
6. The Candidate is now shown as Rejected in ATS v2 and the associated Long List record is updated to display a tick in the Rejected checkbox.
   

Logic and Limitations

The following points outline the background logic and limitations of ATS v2 Long Lists:

• While longlisted Candidates are in the UI as part of the application flow, the data flows from Long List records and not from Applicationv2 records.
• From the perspective of the underlying logic of ATS v2 they are not an application stage but a separate entity. From the end user perspective, some actions available for the application stages are not available for Candidates that are in the Long List section.
• If the Long List record status is not New, that means that the Candidate has already been applied to the Job, so it’s no longer possible to see such a Candidate as longlisted. Once the Applicationv2 record is created it’s no longer possible to create a Long List record for the same combination of ContactID+JobID. If this is attempted, a duplication error is thrown.
• It’s not mandatory to longlist Candidates for jobs A job (vacancy, position, role) is an opening for which a customer's client needs a placement., so it’s possible to apply Candidates to a Job without ever having created a Long List record for them.
• The Browse action from ATS v2 Actions menu is supported for longlisted Candidates, but not if the selected Candidates include Candidates in different stages.
  • If the user attempts any action except the one listed in the previous section, the following error is shown:
    
  • If the user selects Candidates in different stages for an action that is only supported if only Long List Candidates are selected, the following error is shown:
    
• If the user attempts to apply a candidate to the Job using the Quick Add modal in ATS v2 in an Org where Add Longlist to ATS v2 is enabled, the Select Candidate lookup field will ignore all Candidates that have a Long List record with the Status of New for the same combination of ContactID+JobID. Those longlisted candidates will not be found in search.
• Users are allowed to move an individual Long List Candidate to Application by clicking on a chevron (List View) or moving the Carding card to a different swimlane Clusters, or Swimlanes, are servers that hold our customer's databases, each cluster is like an apartment building and each customer's database is like an individual apartment. (Kanban View) but the end result is always that the Candidate is moved to the Application stage. Moves from Longlist to any stage other than Application are not supported.

Configuration

Prerequisites

• ATS v2 for Jobs and / or ATS v2 for Candidates is configured.
• ATS v2 High Volume is configured.
• 2020 Email Editor is configured.
• Supported for Lightning only.

Configuration Steps

1. Check Long List Applications duplicate check in TalentRover Properties custom setting.
2. Execute the following script in Developer Console > Debug > Open Execute Anonymous Window. This ensures the correct association of Applicationv2 records to existing Long List records:
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   Database.executeBatch(new TR1.ConvertLongListsBatch(), 200);

   • A query will be done for each record. The chunksize is limited to 200, the number of SOQL queries allowed per batch transaction.
3. Check Switch views to LWC and Enable LongList on LWC ATS checkboxes in ATS Configuration Settings custom setting.
4. Assign ATS v2 Permission Set to users who should have access to the Add Longlist to ATSv2 functionality.
   • This will not give access to the Long List tab so if users also need that please assign Long List Permission Set to relevant users too.
5. Open developer console, select Debug > Open Execute Anonymous Window, and execute the following script to create a Bulk Action An action that is performed for a large volume of data (for example, an email sent after selecting a large number of Candidates) Definition record for Convert LongList to Application Mass / Bulk action:
   
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TR1.BulkActionDefinitionUtility.createDefinitions();