Overview

iCIMS Candidate Relationship Management (CRM) is a powerful tool that organizations can use to recruit, attract, and engage qualified candidates. Working seamlessly with iCIMS Applicant Tracking (ATS), CRM provides comprehensive search and email capabilities that enable recruiters to find and communicate with the best-matching candidates for their jobs.

iCIMS Candidate Experience Management (CXM) combines the functionality of traditional candidate relationship management technology with AI-enhanced marketing automation capabilities to assess candidate engagement and automate campaigns.

CXM and CRM users have one of two roles: recruiter or recruiter admin. Recruiters have access to all functionality that allows them to search for and contact candidates. Recruiter admins, however, have extra permissions and capabilities not possessed by regular recruiters. This includes configuring user group access via search locks and access control in CXM or CRM.

For more information on user access and recruiter admin permissions, review the Managing Recruiter User Access and Configuration Settings in iCIMS Candidate Experience Management (CXM) and iCIMS Candidate Relationship Management (CRM) article.
 

Understanding Search Locks

The Search Locks tab of the Admin Settings page allows recruiter admins to view and edit their organization’s search locks. An important security and permissions tool, search locks utilize specific search filters to restrict recruiters' access to certain candidates in CXM or CRM. Your organization can apply a search lock to different groups of recruiters in your system. For example, to ensure that French recruiters cannot access candidates from other countries, a recruiter admin can create a search lock for that group with the Country of Residence filter set only to France.

Note: The Search Locks tab is off by default. Organizations must submit a case to iCIMS Technical Support to enable this tab and turn on search lock functionality in their system.
   
This tab lists all of your organization's search locks in table format. The following information is included in each row in the table:

• User Group: The group of recruiters affected by that search lock. For more information on how user groups are established, review the Configuring Access Control section below.
• Search Lock Filter: A summary of the specific filters set for that group.
• View Search: A link to view all filters and filter values for that search lock, as well as the candidates visible from that search.
• Edit: A link to edit any of the filters and filter values for that search lock.

 

Creating Search Locks

To set up search locks, a recruiter admin must submit a case to iCIMS Technical Support. iCIMS works with your organization to create search locks for specific groups of recruiters using the exact criteria you desire. The filters that can be configured for a search lock include:

• Country of Residence
• Include Tags
• Select Expertise
• Include Person Folders (e.g., Cand:Active, Emp:Current Employee)
• Exclude Person Folders
• Include Candidate Engagement (e.g., Candidate Authenticated, Recruiter Generated)
• Subscription Status (e.g, Subscribed, Unsubscribed)
• Created Start Date
• Created End Date
• Updated Start Date
• Updated End Date

For instance, if a search lock is set up with a Created Start Date of 01/01/2020 and Created End Date of 12/31/2020, the affected recruiters will only be able to view candidates with a profile creation date in 2020. Candidates with a creation date before or after this year will be hidden for those recruiters.

iCIMS adds all requested search locks to the table on the Search Locks tab, where they are accessible to recruiter admins in your system. 

Tips:

• The filters above are the same ones included on the Search Candidates panel from the Candidate Search page. For more on using these filters, review the article Searching for Candidates in iCIMS Candidate Experience Management (CXM) and iCIMS Candidate Relationship Management (CRM).
• When choosing between using an include filter and an exclude filter (e.g., Include Person Folders and Exclude Person Folders) to build a search lock, iCIMS recommends using the include filter whenever possible. For example, if you are creating a search lock to ensure that a group only sees candidates in the Cand: Active or Emp: Former Employee person folders, general best practice is to select those two folders from the Include Person Folders menu rather than selecting other available folders from the Exclude Person Folders menu.

Notes:

• Recruiter admins cannot create search locks themselves from the system; however, they can edit any search lock available on the Search Locks tab, as discussed in Editing Search Locks below.
• When creating a search lock for a group of recruiters, a recruiter admin can select a defined user/login group from ATS, or if there is no such group, they can inform iCIMS Technical Support as to what recruiters the search lock should apply to (e.g., recruiters with a certain number of years at the organization).
• User groups for customers with iCIMS ATS are set in ATS and synced to CXM or CRM. User groups for customers without iCIMS ATS must be created by iCIMS staff. To create or edit user groups for an organization without iCIMS ATS, submit a case to iCIMS Technical Support.

 

Viewing Search Locks

When a recruiter admin selects the View Search link for a search lock in the table, the Candidate Search page opens with the search lock's assigned filters and filter values populated in the Search Candidates panel. Here, the recruiter admin can view the exact filters for that search lock, as well as the candidates that would be accessible for the assigned user group.

Note: When a filter is configured for a search lock, that filter is hidden for the affected recruiters in the Search Candidates panel (and when running any search in CXM or CRM). This prevents a recruiter from making changes to a filter and potentially viewing candidates they do not have permission to view.
 

Editing Search Locks

When a recruiter admin selects the Edit link for a search lock in the table, an Edit Search Lock window opens, listing the available filters and specific filter values assigned to that search lock. Here, the recruiter admin can make changes to any filter, such as adding and deleting filter values, and save those changes by selecting the Save Search Lock button at the bottom.
   
Warning: Saving a search lock from this window overwrites all previous filter values.
 

Understanding Access Control

The Access Control tab of the Admin Settings page allows recruiter admins to define which pages and/or actions each user group can access within CXM or CRM. User groups in this section are the same as those listed in the Search Locks tab. Managing user group access allows recruiter admins to create more focused, streamlined experiences for users based on their roles and responsibilities.

There are two categories of access control: pages and actions.

• Pages: Controlling access to pages allows a given user group access to certain pages and not others. Users who can access a page have access to the full page.
• Actions: Controlling access to actions allows a given user group to complete certain actions and not others, regardless of the page or pages on which those actions are offered.

 

Configuring Access Control

To configure user group access within the Access Control tab, select a user group from the dropdown menu. A Pages table and an Actions table display with the title of the page and action, description of each page and action, and an Access section.

Note: User groups for customers with iCIMS ATS are set in ATS and synced to CXM or CRM. User groups for customers without iCIMS ATS must be created by iCIMS Technical Support. To create or edit user groups for an organization without iCIMS ATS, submit a case to iCIMS Technical Support.

In the Access section, select the checkbox beside each applicable page and action the chosen user group should have access to. Changes are automatically saved.