Overview

iCIMS Applicant Tracking, Offer Management, Onboarding, Opportunity Marketplace, and Connect (Legacy CRM) users can store notes within profiles using the Notes tab. Users can create, edit, and delete notes on each profile. Recruiters and user admins generally have access to the full functionality of the notes tool. Hiring managers generally only have access to edit and delete notes that they created.

Each note can include a title (optional), note content, and specify the date and time for the note. The system also automatically associates the note with the user who originally created the note. From any Notes tab, users may enable the Only Mine toggle to review only their notes. From the Notes tab on an Application (Recruiting Workflow) profile, users may enable the This Job Only toggle to review only notes about this candidate for this specific job.

Note: This article focuses on the Notes tab within the Person and Application (Recruiting Workflow) profiles, where it is most commonly used. However, other profiles, such as Job and Location (or Company) profiles, also support the capture and display of relevant free-text notes within the Notes tab.

This article is composed of the following sections:

• Creating Notes
  • Using @mention Notifications within Notes on a Person or Application (Recruiting Workflow) Profile
• Editing Notes
• Deleting Notes

  

Creating Notes

Users with relevant permissions may create a note on a profile.

1. Navigate to the Notes tab on the relevant profile.
2. Select the Leave A Note button to create a new note for the profile.
3. Provide information for the note:
   • Title (optional): Enter a title for the note.
   • Note: Enter the content of the note.
   • Date & Time: The Date & Time field value is set to the time the user selected Add A Note by default. Update the date and time using the calendar selector, if necessary.
4. Select the Save button to save the note to the profile.

 

Using @mention Notifications within Notes on a Person or Application (Recruiting Workflow) Profile

Person and Application (Recruiting Workflow) profiles support @mention Notifications within the Note text box for a note. 

1. To add an @mention to a note, complete all steps to begin creating or editing a note.
2. Within the Note text box, compose the note. Input the @ character, then begin typing the first or last name of the person whom you would like to @mention. 
3. After the user provides at least two characters of the name, the system provides a list of potential matches from the list of users who are assigned to a login group in the system. Select the relevant name or type the full name and input a tab to specify the person to @mention. 
4. Repeat this process as necessary, then complete all other steps to save or edit the note. 

Notes:

• Users manage how and whether they receive @mention notifications themselves. In-system notifications expire after 28 days. For more information on @mention notifications, review the Understanding and Managing Notifications in iCIMS Applicant Tracking article.
• If a user does not have access to the specific profile or Notes tab on which a note was left, the associated notification includes a preview of the Note text box entry. This preview includes the name of the person who created the note, does not include the note Title, and may not include the full text of the note.

 

Editing Notes

Users with relevant permissions may edit a note on a profile. Some users may only be able to edit their own notes; some may be able to edit notes created by others as well.

1. Navigate to the Notes tab on the relevant profile.
2. Select the More Options (three dots) icon to the right of the relevant note, then select the Edit button.
3. Make any relevant edits to the note. 
4. Select the Save button to save the changes. 

Notes:

• The date and time do not automatically update to the date and time of the edit. Update the Date field when editing the note to select a new date and time, if desired.
• The user associated with the note does not update if the note is edited by someone other than the original note creator.)

 

Deleting Notes

Users with the relevant permissions may delete a note on a profile. Some users may only be able to delete their own notes; some may be able to delete notes created by others as well. 

1. Navigate to the Notes tab on the relevant profile.
2. Select the More Options (three dots) icon to the right of the relevant note, then select Delete.
3. Review the popup confirmation message, then select Delete to delete all instances of this note.

Tip: For users with appropriate system access, an alternative way to delete notes in bulk or on a one-off basis is via a Contact Notes search:

1. Select Search > More… > Contact Notes.
2. Add any relevant Keywords or Filters, then select the Search button to locate relevant notes.
3. Select the checkbox to the left of the desired note(s), then select the Delete button.
4. Review the popup confirmation message, and select Delete to delete all selected notes.