Overview
The Common Reports article identifies the most commonly requested searches and include this report type. To learn how to run searches and reports in the iCIMS system, see Creating a Recruiting Workflow Search. To learn how to save a report for future use, see Saving Search & Output Templates.
Rejection Reasons per Job
Helpful Hint: When creating a search, it is helpful to first come up with a clear idea for your report. Think about which candidates you want to report on (the "Who"), what details you want to know about them (the "What"), and how you want to organize the information (the "How"). The more specific you are with your idea, the easier it will be to break it down into these sections, which will help you choose the right Keywords and Filters (for "Who"), Columns (for "What"), and/or Group-Bys and Sort-Bys (for "How") for your report. This three section concept is used below to create a Rejection Reasons per Job report.
Scenario: To stay compliant, you want to run a report for all rejection (or disposition) reasons for candidates on jobs filled this year to ensure all rejected candidates have a documented reason.
1. Break your report idea down into the three sections to help determine the best way to create your search:
- Who are you reporting about: Using filters, you can narrow your search down to show only candidates who were rejected from jobs closed this year.
- What do you want to know about them: Using columns, you can review these candidates' rejection reasons.
- How would you like this information organized: Using group-bys, you can organize your results by job and rejection reason for easy disposition management.
2. To create your search inside the iCIMS system, from the top menu bar, select
Search > Recruiting Workflow. The "Who," "What," and "How" directly correlate with the three sections
(A, B, and C, respectively) outlined in the below image.
A. Keywords and Filters: Who are you reporting about?
To search for and report on rejected candidates, add a filter for Status (Category). To only review candidates on jobs closed this year, add a filter for Date Last in Closed (Filled).
- Keywords: N/A for this report.
- Filters:
1. Click Add Filter and add Status (Category). The selection path is General > Status (Category).
2. Select Rejected Flag from the list to the right of the added filter.
- Tip: The Rejected Flag category will limit your search results to candidates in any status that has a Rejected Flag enabled. For more information, see the Additional Information section of the Creating a New Recruiting Workflow Status article. As an alternative to the Category filter, you can add the Status filter and select individual statuses to report on instead.
3. Click Add Filter and add Date Last in Closed (Filled). The selection path is Job File > Job > Reporting & Advanced Options - Foldering > Date Last in Closed (Filled).
4. Select This Year from the dropdown menu to the right of the added filter.
B. Columns: What do you want to know about these candidates?
To view the candidates' rejection reasons, add a column for Submittal/Rejection Note Subject. To see the specific rejection status a candidate is currently in, add a column for Status.
1. Click Add Column and add Subject [Subject]. The selection path is General > Submittal/Rejection Note > Contact Notes > Subject [Subject].
- Tip: The Submittal/Rejection Note Subject column will display the subject of any workflow note OR rejection note associated with the status that the candidate is currently in. If you reject a candidate and provide a reason, then subsequently move them into a different status, the Submittal/Rejection Note column will not be able to pull the rejection reason into the report because the new status you have moved the candidate into has no note associated with it. As a best practice, iCIMS recommends not moving candidates to a new status after they have been rejected.
2. Click Add Column and add Status. The selection path is General > Status.
C. Group Results By and Sort Results By: How would you like this information organized?
To review candidates on each closed job individually, add a group-by for ID and Title. Then, add another level of grouping for Submittal/Rejection Note Subject to see the breakdown of rejection reasons and quickly spot any candidates without a documented reason.
1. Click Add Group-By and add ID. The selection path is Job File > Job > Detail Tab > ID.
2. Click Add Group-By and add Title. The selection path is Job File > Job > Detail Tab > Title.
- Tip: To separate each individual job into its own grouping in the search results, group by both Title and ID. Grouping only by Title will lump all jobs with the same title into one group, even if they are separate openings.
3. Click Add Level to add a secondary grouping. A "Then, group by the following" box will display. Within this new box, click the Add Group-By (green plus sign) icon and add Subject [Subject]. The selection path is General > Submittal/Rejection Note > Contact Notes > Subject [Subject].
