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4.5.36 - Recruit release notes - Roll-out early September 2017

Following our bumper pack of features in the previous release, this one is primarily about minor improvements and fixes, but as usual, we can't help throwing a bag of joy in there for folks as well.

Highlights include:

  • Significant performance improvements to System Builder for Partners
  • See which users are delegated to who in the Backoffice user list
  • Simplification of user self-management with new "My account" menu option in the Backoffice
  • Major new features and enhancements to the Advorto API and associated in-system documentation
  • Right-click context menu added to the Interview candidates list page
  • Hold down the shift key to select multiple consecutive items in Backoffice lists
  • New standard candidate portal branding options to support large banner and background image designs
  • Update to make it clearer that something is happening after clicking a Submit button (Candidate portal and Pop-up pages)
  • New toggle panel option available to show/hide content on forms with a click which will help users to see more on the screen at once and to only expand some sections if needed, e.g. for use on screening forms
  • Navigation enhancements in the Candidate portal - all key navigation items will now be included in the side navigation on all pages, rather than links only in the content of the Dashboard page
  • Security enhancement to only permit Backoffice access to users who are given the required user type (User or Super user), i.e. users who are only Hiring Managers will not be able to access the Backoffice. N.B. There's an important action for clients on this one, so make sure you check out the detail below.

Read on to get down and dirty with the detail and view some pretty pictures...

Backoffice

Simplification of user self-management
Users editing their own account details in the Backoffice has been made simpler and consistent with the form Super users see when editing users.

The Dashboard tile on the Settings page has been changed to "My account" and there is a new "My account" option in the top-right user navigation. Both these options are available to all Backoffice users, rather than controlled by the security group they are in.

User_menu.png

Currently logged in user and client name moved to User menu
For users who don't have access to more than one system and who do not have anyone delegated to them, the client name and user name will no longer be displayed at the top. Instead they will be displayed at the bottom of the User pop-up menu as shown in the screenshot above.

This is to help the main navigation not switch to mobile mode for users with smaller screen resolutions.

For users who are delegated to or who are able to switch to other systems they have access to, the drop-down lists to switch system or user will appear in the top menu as usual.

Visual verification that a form submission is in progress
An improvement to the UI has been made related to submitting forms, as it was not obvious that a submission was in progress, resulting in some users clicking submit buttons multiple times for no reason. A graphic will now be displayed as soon as the button is clicked to indicate that something is in progress.

Use shift key to select multiple consecutive items on list pages
An improvement to the Advanced and Simple view modes in the Backoffice has been made to support the use of the Shift key to make it quicker to select multiple consecutive items at once when required.

Clicking to select one row or tile, then holding shift and clicking to select another one either above or below the initially selected one will now also select all the rows or tiles in between as well.

New option available on forms to toggle showing and hiding of additional content
Forms may now include sections which may be expanded and collapsed to save space on the screen.

Where this option is used, users will need to click on the sections they want to view to see the content inside. It also means that users can see more of the important key information on the screen at the same time when they need to, without needing to scroll up and down.

Note that, as there are accessibility issues associated with having actual data entry fields inside this kind of mechanism, this feature may only be used for read-only content. e.g. On pop-ups to view the printable view of a candidate's application form, a read-only section displaying particular fields, or to view guidance notes and other text content, etc.

User type now enforced on Backoffice login
In order to improve enforcement of the Advorto user licencing model and to improve security of the system, the Advorto Backoffice will now restrict access to only users who are of the required user type (either User or Super User). A message will be displayed on the Login page to users who try to login to the Backoffice who are not correctly configured.

As a reminder, dependent on the edition purchased, only a certain number of HM portal users (User type: Hiring Manager) are allowed for each Backoffice user (User type: User or Super user). Users who are of type Hiring Manager are required to be restricted to use of the User portal only and are not permitted to use the Backoffice.

IMPORTANT: Prior to this release, it is recommended that relevant Super users within each client perform a brief audit to ensure that any users who require access to the Backoffice are assigned the required User type (either User or Super User). If the user types have not been assigned appropriately to date, note that this may have an impact on your monthly licence fee.

Click here for information on how to review your users (Super user access only).

Requisitions in the Backoffice and lists of approvers
The lists of users displayed on Requisition Timeline pages and in Backoffice Views for who is able to approve a requisition is now consistent between the two places. In addition, the names listed will now be the only people who can action the requisition and the My requisitions view for these users will also only show the applicable requisitions.

Using personal comms templates with a personal identity
An issue has been addressed which prevented a standard "Comms from me" (or equivalent) personal identity from being used on personal comms templates as the Sender. Previously an error would occur when selecting a personal email template configured in this way.

Note that users will need to edit and re-save any personal templates which are configured in this way in order to resolve the original issue.

Locations with no geo-codes (when geo-coding enabled) now supported
An improvement has been made to the self-service management of geo-coded locations. Previously, where geo-coding was enabled, but a user didn't assign an appropriate geo-code, this would cause issues in the Candidate portal when viewing a vacancy which was assigned the location without a geo-code. Adding locations without a geo-code via self-service is now fully supported.

Display locations with no geo-codes before or after those which have them
This release introduces a new configuration option for distance-based vacancy searching for clients who don't have geo-codes assigned to all their location. It is now possible to set vacancies with no geo-code to either appear before or after those which do have a geo-code as required when candidates do a location-based search.

Various issues addressed associated with self-service comms template editing
An issue has been addressed related to adding attachments to email templates via self-service. The list of available attachments now updates correctly based on the attachment type selected. Similarly, the merge field list also now updates as intended following selection of the email template type.

Update to Backoffice white label partner brand
Correction for the display of titles on some Backoffice pop-up pages. Some titles were appearing as grey, rather than white, e.g. on comms-related pop-up pages.

Links in the Advanced list views will now also be displayed as blue text. This is to make it clearer to users which content is links, as this wasn't obvious when the links were in other colours.

Vacancy timeline page enabled for templates
The Timeline page for vacancy templates has been enabled and updated to be relevant to templates, rather than vacancies.

See which users are delegated to who in the User list
This new feature allows Super users to see who has delegated to who in the User list. There is a new "Delegated to" column in the standard default user list view.

Advorto API
The API documentation has been greatly improved and also includes functionality to allow users to easily test specific actual API calls within the system and to view the response. See section about the API below for more information.

Improvement to logging of failed SMS
This change involves an improvement to the logging of failed SMS so these may be investigated more easily if required.

Sync users across clients (function available to partners only)
The function to allow user accounts to be synchronised across multiple clients on the same server has been reinstated on the new User list page. This feature is available to super client users only, e.g. Partners.

Editing users from the User Timeline page
An issue has been addressed on the User timeline page to allow the relevant user to be edited as expected via the Edit icon in the left menu.

Candidate submissions now always last event of the day in vacancy timelines
A minor change has been made to the ordering of candidate submission entries on the Vacancy timeline page. These will now always be shown as the last event on a particular day, rather than the first event as they are currently. This will avoid an unexpected order of events in a scenario where candidates submit to a vacancy created the same day.

Enhancement to the Failed comms page
Improvement to the failed comms page functionality, so clicking through to view an entry will show only the entry selected, rather than still showing the entire list as well.

Right-click context menu added to Manage attendees and Find candidates for slot list pages
Right mouse click to open the relevant context menu is now also available on the Manage attendees and Find candidates for slot list pages.

UI improvements to list page left navigation folder bar
A UI improvement has been made to the display of status folders in the Backoffice to ensure spacing between each status will be consistent when users have restricted access to folders.

In addition, the currently selected status folder will now display as a slightly different "Open folder" icon.

Create requisition menu option no longer shown to users who can't create requisitions
The Create requisition menu options will now no longer be shown in either the User portal or the Backoffice if the currently logged in user has not been assigned the role associated with creating requisitions.

Screen-reader-only text no longer shown on filter overview pop-up
Minor update to the datagrid filter overview pop-up to not show the screen reader-only text for users not using screen readers.

Improvement to alignment of content when viewing requisition detail
Minor UI update for tables within requisition read-only or display views in the Backoffice to improve the alignment of label text with the associated data.

Removal of duplicate bullets displayed when editing email templates used in processes
Minor UI update to remove duplicated bullets in the list of processes displayed when editing an email template which is associated with one or more processes.

In-column searching/filtering now available for Agency Name field
An issue has been addressed related to the use of in-column searching by Agency name. In any views where this field exists as a column, it may now be configured as a searchable column, rather than this field only being searchable using the global search.

Update to alert pop-ups to better support very long messages
Enhancement to the alert pop-ups which appear after running candidate processes where a large number of actions are taken and the message height is larger than the screen height. Previously, as there was no scroll bar, it was not possible to scroll down to the "OK" button. A scroll bar will now appear within the pop-up, allowing users to scroll down if required.

Marketplace-related tiles now only shown when required
Marketplace-related tiles on various Backoffice tab homepages are now no longer displayed for users in any security groups where access to Marketplace is not enabled.

Self-service commit improvements
An enhancement has been made to the self-service functionality to address an issue where further self-service changes could become blocked after making one self-service change. In addition, this change resolves an issue related to a new system needing to be published twice before self-service becomes available for the first time.

Actions available on Candidate Timeline pages
Some updates to the Candidate timeline pages have been made to ensure that only authorised actions and status folders are visible to users. e.g. Previously it was possible for a user to move a candidate to a folder that they did not have access to from the Candidate timeline.

Performance enhancement to list page map views
A performance enhancement has been made to the Backoffice list map views, to limit the maps to show a maximum of 1000 data points. Clients will therefore need to filter appropriately first in some way to obtain an appropriate data set.

Dashboard tiles now all aligned to security group settings
Some tiles on Backoffice tab homepages have been updated to show/hide in line with the security group a user is assigned to.

Jump-to links in validation summaries
Each issue mentioned in a form validation summary message will now be a link to the relevant field.

Update to title of Failed emails/SMS tile
The "Failed emails/SMS tile" and page has been updated to be "Failed comms", as the list doesn't only include emails and SMS templates.

Invalid Timeline links now redirect to Backoffice home page
If an incorrect, invalid or no ID at all is included on a Timeline URL, users will now be redirected to the Homepage, rather than causing an error.

Candidate portal

Enhancement to candidate portal navigation
The candidate portal UI has been improved - the following links now appear in the side navigation as standard when logged in, rather than down at the bottom of the Dashboard page only:

  • Account/contact details
  • Job alerts
  • Talent bank (if the candidate is talent banked only)
  • General profile

CandidateDashboard.png

Not only is this clearer for candidates, but they can now navigate between these pages, which they couldn't previously do.

Similarly, on the Application status page (after selecting a particular application), the following functions have also been moved to the side navigation:

  • View/Print application
  • Withdraw application
  • View vacancy details

ApplicationStatus.png

New Candidate portal theme for large banner or background images
This release introduces a new standard theme for the Candidate portal to support either large banner images or a large background image. The Candidate portal theme may currently be changed by Advorto or Advorto partners in the Advorto configuration toolkit only (System Builder). See screenshots below for examples of the new theme.

BackgroundTheme.png

BannerTheme.png

 

Outdated hits on download page should redirect to vacancy information page
Our monitoring has indicated that there are still many links out in the web, which are attempting to link to vacancy description documents that are no longer available or valid. The format of these links changed a long time ago in order to improve security. Rather than an error, users clicking these links will now be redirected to the relevant client's external candidate portal vacancy search page.

Accessibility improvements
A new Skip to content link has been added to the standard Advorto Candidate portal themes for the benefit of keyboard-only and screen reader users. This allows users to jump to the main content section of the page and is triggered by hitting the Tab key. Some users without accessibility requirements, but who like to navigate using their keyboard only may find this useful as well.

In addition, the updates include changes to some field labels to improve accessibility compliance in line with WCAG guidelines.

Jump-to links in validation summaries
Each issue mentioned in a form validation summary message will now be a link to the relevant field.

Visual verification that a form submission is in progress
An improvement to the UI has been made related to submitting forms, as it was not obvious that a submission was in progress, resulting in some users clicking submit buttons multiple times for no reason. A graphic will now be displayed as soon as the button is clicked to indicate that something is in progress.

CandidateSubmission.png

User portal

Create requisition menu option no longer shown to users who can't create requisitions
The Create requisition menu options will now no longer be shown in either the User portal or the Backoffice if the currently logged in user has not been assigned the role associated with creating requisitions.

Approval for requisitions coming through the process for the second time
An issue has been addressed where previously challenged requisitions were still only appearing in the "Requisitions I've approved/rejected" list for approvers, after a Hiring Manager had resubmitted the requisition for approval again.

Where an approver has previously challenged a requisition and the same requisition is coming through approval again, it will now appear in both the "Requisitions awaiting approval" and the "Requisitions I've approved/rejected" lists.

Advorto API

Updates to the Advorto API
This release includes a significant update to the Advorto API. There are a number of new API calls available and the API documentation has been greatly improved to make the API easier to understand and use.

Clients can get their own developers to use the API to perform a variety of tasks or create various integrations with other systems.

Examples of the kind of thing that you can do with the API are:

  • Post to Slack (or some other internal IM tool) when someone needs to screen a candidate
  • Get a list of candidates at an "Awaiting export to HR system" status, then pull all the data and documents for each candidate into your HR system and run a process to move each candidate to an "Exported" status in Advorto once complete
  • Get a list of active vacancies and associated vacancy data to display this information somewhere else
  • Manage users automatically in the Advorto system from another internal system

API.png

The full list of API calls now available includes:

Candidate

  • Get a list of candidates - get a list of candidates who are in a particular folder
  • Get a single candidate - get all the available data for a particular candidate
  • Get a printable View - get a particular PDF document for a candidate
  • Run process - run a particular process on a particular candidate

Configuration

  • List classifiers - get a list of all the classifiers and classifier items in your system
  • List folders - get a full nested list of all the candidate status folders in your system
  • List printable views - find out what PDF documents are available for a candidate
  • List security groups - get a list of the available user security groups for your system
  • List user roles - get a list of all the available user roles in your system
  • List Candidate Processes - get a list of the candidate processes that are available

User

  • Get user - get all the details for the user whose API token it is
  • Save user - add a new user or update an existing user
  • Get user by ID - get all the details for a particular user
  • List users - get a list of all the users in your system

Vacancy

  • List vacancies - get a list of all active (open or closed) vacancies in your system
  • Get Vacancy - get all the data for a particular vacancy

System Builder (Information for Partners only)

System Builder performance and UI improvements
Some performance enhancements have been made to System Builder, which will make many form configuration pages load a lot faster, in particular accessing the Applications and Printable view areas and all pages for systems with very large numbers of fields.

In addition, some minor enhancements have been made to the UI. Hitting Ctrl+S on form configuration pages will now trigger a save at any point, so users no longer have to always scroll to the bottom of the screen to save work.

Finally, when a save is done on form pages, a green tick will momentarily be displayed in the bottom-right of the screen indicating that the save had happened. Previously there was no indication that a save had taken place, which some users found disconcerting.

New Candidate portal theme for large banner or background images
This release introduces a new standard theme for the Candidate portal to support either large banner images or a large background image. The new theme is called "Advorto Styled". The Candidate portal theme may currently be changed by Advorto or Advorto partners in the Advorto configuration toolkit only (System Builder).

If a background image is added (Design > Content > Page Background Image Path), the theme displays in Background image mode. If no background image is added, the theme displays in Banner image mode.

The three Banner image 1-3 fields may be left blank, in which case the default banner images will be used. Alternatively, custom banner images may be uploaded to the Assets/Imaged directory (Design > Assets) instead, with appropriate paths added on the Content page.

e.g. {!System.FrontEndUrl}assets/images/Banner1.jpg

New control type available for forms to allow toggleable content sections
A new "Toggle Panel" control (green colour) has been added to the form building areas of System Builder to allow forms to have sections which may be expanded and collapsed to save space on the screen.

Where this option is used, users will then need to click on the sections they want to view to see the content inside. It also means that users can see more of the important key information on the screen at the same time when they need to, without needing to scroll up and down.

As there are accessibility issues associated with having actual data entry fields inside this kind of mechanism, this feature may only be used for read-only content. e.g. To view the printable view of a candidate's application form, particular application form fields (read-only), or to view guidance notes and other text content, etc.

Display locations with no geo-codes before or after those which have them
This release introduces a new configuration option for distance-based vacancy searching for clients who don't have geo-codes assigned to all their location. It is now possible to set vacancies with no geo-code to either appear before or after those which do have a geo-code as required when candidates do a location-based search.

The default mode will be to display vacancies in locations with no geo-code assigned after those which do have one. This may be adjusted by changing the mode to "After" in System Pages > Vacancies > Vacancy list in System Builder.

Unintentionally different Internal or Agency portal application forms
An issue has been resolved in System Builder, where it was possible to inadvertently configure a different internal or agency application form, where it would appear that these forms were set to use the same form as the main candidate form.

Date created column now available in client list
The Client list and Deployment information page in System Builder now includes a column for Created date to indicate when each client was originally created.

Pre-flight check for duplicate classifiers
A pre-flight check has been added to prevent more than one classifier being added to System Builder with the same name.

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