July 28th 2022, Release Note: WFM UK | ATS: Advertise Vacancies by Division

Summary

Release date: July 28th 2022

Advertise Vacancies by Division

• Enabled by Default? - No
• Set up by customer Admin? - No
• Enable via Support ticket? - No 
• Affects configuration or data? - Yes

What's Changing?

New functionality within the Admin portal that will allow for Divisions to be configured which enables Vacancies to be advertised by Division.

Reason for the Change

Currently, vacancies are advertised for each location, and adding the ability to advertise by Division allows for customers to be able to manage vacancies at a more granular level through advertising by Divisions.

Customers Affected

All ATS customers.

Release Notes/Steps

The ability to advertise vacancies by Divisions will need to be enabled by your Fourth contact, however, all configurations should be completed before the Common Feature is enabled.

To configure the Admin portal so that vacancies can be advertised by Division, the following steps should be taken:

• Create the Divisions via a new Divisions menu item in Set Up
• Assign applicable Divisions to Locations via the Divisions tab in Location records
• Assign Divisions permissions to Users via User Manager

Creating Divisions

There are two ways to create Divisions within the Admin portal: Individually, via the Divisions Page, or by using a CSV to bulk import.

• To create a Division within the Divisions page, go to Set Up > Divisions > +New

Fig 1. Create New Division

• Select the Brand
• Enter the Division name, as it should be shown on the Vacancy
• Enter the WFM Division Name, as it is displayed within Workforce Management (WFM)
• Select Save

Once created, the Division is created, it can be assigned to the Location.

To import a Division list from CSV, the information must be in the required CSV template for it to be successful.  It should have the following three headings, which are all mandatory:

• Brand
• Division Name
• WFM Division Name

Fig 2. Division upload template

• To use a CSV to bulk import Divisions, go to Set Up > Divisions > Import from CSV
• Click and Select the file to import, or drag and drop the file into the import box
• Select Upload File

Fig 3. Division Import tool

A preview of the new Division will be displayed.

Fig 4. Division import tool validation

• If the information displayed in the preview is incorrect, Select the Previous button to return to the Upload page
• If the information displayed is correct, select the Continue button to move to the next step

The data will then be uploaded into the Divisions page in the Admin portal. Once completed, a confirmation will appear.

Fig 5. Division Import confirmation

• Select Go to Division to view the imported Division in the Divisions page

The Import tool will carry out validation to ensure:

• The file extension is correct (.csv)
• All Mandatory fields are completed

The Import tool will not import Divisions that already exist.

Assign Divisions to Locations

Once the Divisions have been created, they will need to be assigned to the appropriate Locations

• To assign Divisions to a Location, go to Set Up > Locations > Select Location > Divisions

Fig 6. Assign Division to Location

• Select the Divisions from the Available Divisions list that should be assigned to the Location, and, using the arrows, move them to the Assigned Divisions List 
• Select Save

Assigning Divisions Permissions 

Once Divisions are assigned to Locations, User Permissions should be updated to include the divisions each user should have access to. Assigning the Divisions Permission will determine which users are able to create vacancies for the selected Division(s) and can subsequently manage candidates who have applied to these vacancies.

• To update user permissions, go to Set Up > User Manager > select user
• Expand the Permissions menu

Fig 7. Assign Division to permissions

• Select the Divisions the User should have access to > Select Save

Enabling Advertising by Division

Once the Divisions, Locations and Users have been configured, the Advertise Vacancies by Division common Feature can be enabled.

 Contact your Fourth representative to arrange for the Common Feature to be enabled.

Creating a Vacancy

• To create a vacancy, go to ATS > Vacancies > Add New Vacancy

Fig 8. Add New Vacancy

A new field has been added to assign the vacancy to a particular Division. The Division drop-down field will only display Divisions that the user has been granted permission to create vacancies for via the Division Permissions assigned within the User Manager page.

When searching for a Vacancy in the ATS > Vacancy page, the option to filter by Division has been added

Fig 9. Filter Vacancies