How to combine all applications for your vacancy into one document

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Paula Hubbard
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How to combine all applications for your vacancy into one document The software will allow you to combine all of the

From the CorePortal, navigate to Back Office, by clicking on Admin Menu, then CoreHR Back Office.

For this process, the work is completed in the Applicant Status screen.

1 How to combine all applications for your vacancy into one document The software will allow you to combine all of the applications linked to your vacancy into one document. This is known as using the PDF generator or generating a PDF file. From the CorePortal, navigate to Back Office, by clicking on Admin Menu, then CoreHR Back Office. From within the erecruitment back office, click on Core Personnel. For this process, the work is completed in the Applicant Status screen. Navigate to the Applicant Status screen from the menu at the top. Click on Recruitment, then Recruitment Maintenance, then Applicant Status. The University of Edinburgh is a charitable body, registered in Scotland, with registration number SC Page 1 of 7

Type your Vacancy number into the Vacancy ID field Press the Tab or Enter

description of your vacancy, by clicking on the button.

2 Type your Vacancy number into the Vacancy ID field Press the Tab or Enter key on your keyboard to make sure the description populates into the yellow field. Click on the Search button Alternatively, you can also search by the description of your vacancy, by clicking on the button. Click on Generate Applications button The University of Edinburgh is a charitable body, registered in Scotland, with registration number SC Page 2 of 7

After clicking on the Generate Applications button, the default screen is below. It will default to all applicants in the Vacancy regardless of their applicant status.

In this example, we are going to select all applicants regardless of their applicant status. After clicking on Select All, the check boxes to the right to the applicant status will show a tick.

3 After clicking on the Generate Applications button, the default screen is below. It will default to all applicants in the Vacancy regardless of their applicant status. However, if you only want to include the applicants who have a status of INVITE FOR FIRST INTERVIEW, you would adjust the Status filter accordingly. Click on Select All button. In this example, we are going to select all applicants regardless of their applicant status. After clicking on Select All, the check boxes to the right to the applicant status will show a tick. These can also be selected or un-selected manually. After selecting the applicants you want to include, click Generate Applications button. This first step will create a PDF for each application. After the single PDFs of applications are available, the recruiter can merge these applications (or combine all applications) into a single PDF file. The University of Edinburgh is a charitable body, registered in Scotland, with registration number SC Page 3 of 7

After the PDFs have been generated, the recruiter will receive an email advising they are complete.

4 After you click on Generate Applications, a job will start and may take between 20 and 40 seconds to generate each application. Therefore, if you choose to generate 10 applications it may take 3 5 minutes. You will be given an acknowledgement message which you can click on OK. After the PDFs have been generated, the recruiter will receive an advising they are complete. It is possible for the recruiter to go in the Generate Applications screen and check on the progress of the applications being generated before the recruiter has received the to advise the job is completed. The recruiter may need to come out of the Generate Applications screen and then go back into that screen to see the generated applications. After the PDFs have generated, you will see a date and time stamp in the column Application Created/Updated. You may notice this looks like normal text. However, this is actually a clickable link and if you click on the date/time stamp for a specific applicant, it will open their application in a new browser window. The University of Edinburgh is a charitable body, registered in Scotland, with registration number SC Page 4 of 7

After single applications have a date and time stamp and a tick in the box then click on the Merge Applications button. This will perform similar to generating single applications.

5 Merging Applications The recruiter is able to combine or merge multiple applications into one PDF document. After the PDFs have generated for each application, the recruiter can Select All the applications to be combined into one document. After single applications have a date and time stamp and a tick in the box then click on the Merge Applications button. This will perform similar to generating single applications. Once the merge is complete, the recruiter will receive an advising the merge file is ready. When the recruiter opens the Generate Applications screen after receiving the , the date and time stamp for the merged applications is visible. When clicking on the date and time stamp, the PDF will open in a separate browser window. If the recruiter does not receive an advising merge is complete, it is likely one of the following limitations have occurred. The University of Edinburgh is a charitable body, registered in Scotland, with registration number SC Page 5 of 7

6 LIMITATIONS of Merging Applications 1. Number of applications The PDF generator will merge applications based on size. A limitation exists for the amount of applications which can be merged at one time. In a scenario where 80 applicants applied, if applicants were only to apply with a limited application and no attachments like CVs or supporting documents, the file size of all 80 applications would be relatively low. If the scenario was many, or most of the 80 applications included a CV and a 10 page supporting document with their application, the overall file size of all 80 applications would be much greater. Past history indicates this would be too much for the Merge Applications facility to process and this will result in a failed output. This may not show any details on the screen, or give an error message. This may also appear to have stalled on the screen. Due to this limitation and as it would be difficult to predict the file size of all applications for a single vacancy, we recommend applications should be merged in batches of 50, where the vacancy has more than 50 applications. 2. Error s for single applications. When the recruiter is about to merge single applications, they should first check the Error column to see if the word Error appears adjacent to any of the date and time stamps for single applications. If this is the case for any single applications, untick the single application so it is not included when clicking on the Merged Application button. If the recruiter omits to do this, they will receive an with E-Recruitment application conversion error Error applications can be printed separately from the Core Portal for individual applicants. The University of Edinburgh is a charitable body, registered in Scotland, with registration number SC Page 6 of 7

7 Deleting the Merged Application The recruiter is able to delete an existing merged application and merge a different group of applications. This will apply if the recruiter wants to merge the applications for 1 st round interviews and then again for the 2 nd round interviews. This is also used when large volumes of applications have been received. For example, if a vacancy had 283 applications, the recruiter can do 6 batches of merged applications. The recruiter can click on the Delete Merged Application button. This will remove the date and time stamp of the previous merged application. As the date and time stamp is blank, the recruiter can select applicants and merge application again. To clear the single application PDFs, select the applications by clicking on tick box. Click on Delete selected. This will not delete the application, it only removes the generated PDF. The University of Edinburgh is a charitable body, registered in Scotland, with registration number SC Page 7 of 7

How to notify an applicant from the system via

How to notify an applicant from the system via email The erecruitment software has the functionality to email applicants from within the system. Some examples of emails available to use are: Invite to