Feature Highlight: Workflow Statistic Reporting

Problem

An executive at your organization is asking for metrics surrounding how many candidates are passing through the workflow on different jobs within iCIMS Applicant Tracking (ATS). Perhaps they want to know how many candidates were sent offers last month, or maybe they are looking for an overview of how many candidates reached each step of the workflow for jobs closed this year. What filters and columns can help make creating these types of reports an easy task?

Solution

iCIMS ATS offers two sets of columns that can be used on Job searches to track how many candidates are currently in, or have ever been in, the various bins and statuses that make up your system's workflow. Additionally, when running recruiting workflow searches, filters can be used to focus on only candidates who were moved into a certain bin or status within a specified time frame. All of these columns and filters can be found under the Reporting & Advanced Options - Recruiting Workflow Statistics category when building your search. 

Using Recruiting Workflow Statistics in a Job Search

Despite being labeled as Recruiting Workflow Statistics, the following columns are available when building a Job report. When first expanding the section in the column picker, you will see a large amount of columns available - this is simply due to columns being available for each and every unique bin and status found within your system. The available column types are as follows:

• # Currently in [Bin Name] - There is a matching column of this type for each bin within the system. When used in a report, it displays the number of candidates that are currently (at the time of running the report) in one of the statuses that make up the given bin. For example, a bin called Initial Review may have several statuses within it - the column # Currently in Initial Review will total up the number of candidates found in all of those Initial Review statuses.
• # Currently in [Status Name] - There is a matching column of this type for each status within the system. The column matches the function of the Currently in Bin columns, but it returns the number of candidates within the single, specified status only. 
• # Ever in [Bin Name] - Like the above columns, there is a matching column of this type for each bin in the system. The # Ever in Bin is unique in that it keeps track of the number of candidates that are currently in or have ever been in a given bin at any time. This means that if a candidate was moved into a status within the specified bin but is later moved out, this column would track that candidate and include them in the total number. Using this column, it is possible to track the total number of candidates that have ever reached a certain bin. 
• # Ever in [Status Name] - There is a matching column of this type for each status in the system. This column matches the functionality of the # Ever in Bin column, but it returns the number of candidates for one status only. The column can easily produce seemingly complicated metrics such as "How many candidates have been submitted to hiring manager review?", as the column can report the total number of candidates that have ever been placed in that status, even if they are now in a later step of the workflow. 
• First Placed in Bin - When used in a Job search, this column returns the date for the first time any candidate was placed into any status within the specified bin.
• First Placed in Status - When used in a Job search, this column returns the date for the first time any candidate was moved into the specified status. 

  Reporting Tip: To get the most out of the # Currently in... and # Ever in... columns, add group-bys to your report to see the total number of candidates across different segments of your business. For example, adding Job ID as a column and a group-by will show you the total number of candidates for each statistic for each individual job. Similarly, adding Recruiter as a column and group-by will display the total number of candidates for each statistic on all jobs belonging to each recruiter. 
 

Using Recruiting Workflow Statistics in a Recruiting Workflow Search

When building a Recruiting Workflow report, the # Currently in and # Ever in columns outlined above are available for use but are only useful when used with group-bys. In Recruiting Workflow searches, additional filters and columns that provide date information relating to candidates' bins and statuses are also available. These filters are labeled as First in [Bin or Status Name] and Last in [Bin or Status Name]; the columns are labeled as Date First Placed in [Bin or Status Name] and Date Last Placed in [Bin or Status Name]. These options are described below. 

• Date First Placed in [Bin or Status Name] - There are matching filters and columns for each bin and status available within the system. As a column, Date First Placed in... returns the date for the first time the candidate was placed into the given bin or status. As a Recruiting Workflow search reports on all candidates, you will receive a unique date for each candidate in your report. As a filter, First in... can be used to narrow down your search results to only candidates who were placed into the given bin or status during a specified time frame. For example, a filter for Date First in Hiring Manager Review is Last Month would return candidates that were placed into that bin sometime during the last month, regardless of what bin or status they may be in at the current moment. 
• Date Last Placed in [Bin or Status Name] - There are matching filters and columns for each bin and status available within the system. The functionality of these filters and columns is similar to that of Date First Placed in... but instead shows the most recent time the candidate was placed into the specified bin or status. In the context of a bin, it shows the most recent time a candidate was placed into any status within the bin. These columns and filters are also useful if candidates are moved out of, and back into, the same bin or status multiple times. Note that these columns and filters do not report on the last date a candidate was in a status before being moved out, but rather the most recent date a candidate was moved into the specified bin or status. 

 

Using these Features

• For more information on building a Job search in iCIMS ATS, see Creating a Job Search.
• For more information on building a Recruiting Workflow search in iCIMS ATS, see Creating a Recruiting Workflow Search.