Overview

In iCIMS Applicant Tracking (ATS), an Application Profile (or classic Recruiting Workflow profile) displays data related to one candidate’s application to one job requisition. As a user advances a candidate through different bins and statuses or rejects their application, those changes all occur within one Application Profile (or classic Recruiting Workflow). If a user submits a candidate from one requisition to another requisition, this starts a new application/recruiting workflow without any previous activity data.

However, in cases where a recruiter or hiring manager determines that a candidate would be a better fit for a different requisition, or wants to resubmit a strong second or third choice candidate from one requisition to another suitable requisition, they may also want to retain the activity data from that original application/recruiting workflow. In that case, users can transfer both a candidate and the candidate’s activity from one requisition to another, using the Transfer Candidate Activity auto-launch action.

Note: Transferred activity includes all field-level activity. It does not include screening question answers.

The steps for user admins to configure and for all users with permission to advance or reject candidates to use the Transfer Candidate Activity auto-launch action are described in the following sections.

• Configuring the Transfer Candidate Activity Auto-Launch Action
• Transferring Candidate Activity
• Overriding Job-Based Consent for Evergreen Jobs

 

Configuring the Transfer Candidate Activity Auto-Launch Action

User admins can enable and configure the Transfer Candidate Activity auto-launch action by completing the steps outlined below.

1. Navigate to Admin > System Configuration > Applicant Tracking > Recruiting Workflow > Source (Workflow) and clear the pre-selected Hidden checkboxes beside the following fields:

• Transfer Activity From Job
• Transfer Activity to Job
• Transfer Activity from Submittal ID
• Transfer Activity to Submittal ID

2. Navigate to Admin > System Configuration > Applicant Tracking > Workflow.
3. Under Transfer Candidate Activity Configuration, select the checkboxes for both Transfer Candidate Activity and Transfer Candidate Activity History. Select Save.
4. On that same page, under Workflow Configuration, select the Edit link next to Recruiting Workflow Bins and Statuses. The Recruiting Workflow Bins and Statuses popup displays.
5. Under the relevant bin(s) and status(es) applicable to your organization’s workflow, assign the Transfer Candidate Activity auto-launch action to the desired workflow status(es).  

• Note: For details on configuring auto-launch actions, review the Creating a New Recruiting Workflow Status  article.

 

Transferring Candidate Activity

Once the Transfer Candidate Activity feature is enabled and configured, users with appropriate permissions can transfer candidate activity data from one requisition to another by completing the steps outlined below.

1. Navigate to a candidate’s Application Profile (or Recruiting Workflow profile in legacy).
   • Note: To transfer multiple candidates simultaneously, instead navigate to the Candidates tab of a Job Profile (or the People tab of a classic Job profile).
2. Select Advance (or Reject, as appropriate) and select the workflow status to which your organization has assigned the Transfer Candidate Activity auto-launch action. The Transfer Activity popup displays.
3. Select a searching or browsing option from the Filter Job By dropdown menu.
   • Note: If you selected a searching option, enter one or more search terms into the search field before selecting a job requisition.
4.  Select the requisition you want to transfer the candidate to from the Select Job dropdown menu.
5. Select Copy. A confirmation message displays in the popup window, along with a link to the new job requisition.
   • Note: Candidates who have selected job-based consent during their application cannot be transferred to other requisitions using this auto-launch action, and attempts to transfer them receive an error message explaining why they cannot be transferred, unless the customer has configured job-based consent in such a way that enables this action. Customers that choose to configure the job-based consent option such that recruiters may still transfer candidates to other jobs (e.g. if there is a similar open role, or the role is for an “evergreen” job) must ensure that this is clear to candidates and respected by users. For more on that feature, review the Overriding Job-Based Consent for Evergreen Jobs section below and the Understanding the Time-Based and Job-Based Consent Data Privacy Feature article.

After you transfer a candidate to a new requisition, the candidate maintains their most recent workflow status from their original requisition. Their workflow status in the original requisition changes to reflect the workflow status used to transfer their application.
 

Overriding Job-Based Consent for Evergreen Jobs

Some organizations use a single, long-term “evergreen” job posting to attract candidates for a frequently-needed role and then transfer candidates from the evergreen posting to individual open requisitions. However, if those same organizations also offer candidates the option of job-based consent, this prevents candidate activity from being transferred from one job to another. In that situation it is possible to override the job-based consent restriction on transferring candidate activity for a specific job.

Important Note: Customers are responsible for their own compliance with relevant data privacy laws. If the job-based consent restriction on transferring candidate activity is overridden, the customer is responsible for ensuring their job-based consent acknowledgement form visible to the candidate notes this exception and that candidate activity is only transferred within the parameters of the consent given. For more information, review the Understanding the Time-Based and Job-Based Consent Data Privacy Feature article.

Admins can enable the option to override job-based consent by completing the steps below.

1. Navigate to Admin > System Configuration > Applicant Tracking > Job > Detail.
2. Select the user group that should have access to this feature.
3. Under General Information, navigate to Override Job-Based Consent For Transfer Candidate Activity.
4. Clear the Hidden checkbox and select Save.

Once this option is unhidden for one or more user groups, users from those groups can enable the override for a specific job by completing the steps below.

1. Navigate to a Job Profile and select the Detail tab.
2. Select Edit.
3. From the Override Job-Based Consent For Transfer Candidate Activity dropdown menu, select Yes. Then select Save.

Once the override is enabled for a specific job, users with the field unhidden can transfer candidate activity from that job to other jobs even if the candidate has selected job-based consent.

Important Note: Customers are responsible for honoring candidates’ job-based consent and must ensure that the override is only enabled for evergreen jobs and only used to transfer candidate activity to specific requisitions for identical jobs.