Guidance: Basic navigation and search for recruiters (vX)

Civil Service Resourcing

October 10
07:58 2022

Basic navigation

The Navigation Panel is on the left-hand side of the screen, and is used to accessapplications, vacancies and interview schedules.

The Dashboard button returns you to the home screen.

If you select Applications or Vacancies, you can see your recently viewed items.

To logout of the system, select your name and Logout.

To view archived vacancies, select your name and Show archived data.To hide archivedvacancies, select Hide archived data.

Select the speech bubble icon to view any system messages, errors or updates.


To change your search criteria, select the dropdown and choose:

  • Search Applications - enter the candidates last name, email or ID.
  • Search Vacancies - enter the full (or part of the) vacancy title, or thevacancy ID.
  • Saved Searches - select your saved searches.
  • Saved Selections - access any saved selections.
  • Full Text - search for particular words or phrases within all applications andattachments.
  • Smart Search - search the entire system using words, phrases or numbers.
  • Advanced Search - select the three dots to use this - it allows you to selectspecific search criteria.
  • Select Begins to change between search results that begin, contain, exactlymatch or sound like the text you enter.
  1. In the Applications section of the Navigation Panel, select Search.
  2. Select Edit Search.
  3. Type or select the criteria you want to search for. Use the search at the top of the list to narrow down the results. Some fields will show further options where you can select values to include or exclude.
  4. Select Add Search Criterion to save.
  5. You can add further criteria to your search using the same process.
  6. To run your search, select Search.

The results of your search will be displayed in a table layout.

Saved searches

In the My Tasks menu, you can access your last search and any saved searches you have access to.

Once you have completed a search, you can save the details to access them again later:

  1. Select Edit Search.
  2. Select Save As New Search and enter a name for your search.
  3. Select either Private or Global - private searches are only visible to you, and global searches will be visible to all other users.
  4. For application searches, you can also select the option for Alert me when applicants are modified. This means you will receive notification emails when applications match your search criteria.
  5. Select Save.

If you have chosen the saved search alert option, every 15 minutes the system will check for applications that match your search criteria, and send an email when any new ones are found.

Stopping notification emails from searches

If you no longer want to receive notifications when applications match your search criteria:

  1. Go to your saved search.
  2. Select Edit Search.
  3. Deselect the Alert me option, then Save Search.

On your Dashboard there are quick link buttons, which allow you to navigate to the places you use most.

The Posting vacancies tab has quick links to:

  • create a vacancy
  • review vacancies ready to be published
  • review all candidates with Help Required status

The Sift and interview tab has quick links to:

  • review all candidates with Help Required status
  • review vacancies that have an online test after the full application form
  • review vacancies with sift or interview results ready to be released

The Pre-employment checking tab has quick links to see all candidatepre-employment checks and their statuses.

The Onboarding tab has quick links to review candidates who require onboarding actions to be completed.

The charts on each tab show the number of vacancies and applications at key statuses. You can select the bars to view more detailed information.

Table layouts

Table layouts show application, vacancy and interview lists and are on the NavigationPanel. You can filter information, reorder it, select rows and export to Excel.

Use the Displaying dropdown to change the number of items displayed.

Use the Selected dropdown to select or deselect multiple list items.

Use Filter results to search and filter the list. You can also select the down arrow to filter individual or multiple columns.

Use Layout to select a different layout. These display the most common searches.

You can select individual or multiple rows from a table. If you want to view only your selectedrows, select the Results dropdown then Show only selected.

To go to the full record for any row you can double-click it, or select it and click View fromthe List Action Toolbar (located under the main search box).

You can export your table into Excel by selecting Download layout.

Vacancy summary

All vacancy information is shown on the Vacancy Summary page.

Vacancy information tabs

  • Vacancy Details shows essential information which is used to build the advert onCivil Service Jobs. You can edit vacancy details by selecting Edit.
  • Candidate Forms shows the forms attached to each application stage. These areset automatically.
  • Panel allows you to add, edit or remove panel members.
  • Interviews shows all Interview Schedules for the vacancy.
  • External Postings allows you to post the vacancy to Civil Service Jobs.
  • Applications shows applications and their status.
  • History records all changes to the vacancy, and any vacancy emails that have beensent.

You can Copy or Add Comment to a vacancy using the List Action Toolbar, under themain search box.

Application summary

All information about an individual application is shown on the application summary page.

Candidate information tabs

  • Candidate Summary shows important candidate information. You can AddApplication Comments in this tab.
  • Comments allows you to Add Comments and Store against candidate.
  • Application Forms shows all application and recruiter forms attached to theapplication:
    • Forms will open in a new tab.
    • In each form you can Edit, Print, Close or Compare another form.
    • You can add a form by selecting +Add Form.
  • Other Applications shows a list of the candidates other applications, includingthose in archived vacancies.
  • Test results is present when online tests are required. It gives an overview of thecandidates progress and scores.
  • References shows the references issued for a candidate once they have reachedpre-employment checks, and their status.
  • History shows an application audit trail.

Status buttons

Status buttons show under the candidates name. Use these to move candidate to the nextstatus in the process, however we recommend doing this in bulk on the Application tablelayout - select Status, then Progress.

List action toolbar

This toolbar shows under the main search box. You can use this to Print Package, sendCommunications and change candidate Status.

Help and support

Contact the Product and Support Team if you have a technical

Published 11 July 2019
Last updated 10 October

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