Guidance: Basic navigation and search for vacancy holders (vX)

Civil Service Resourcing

October 10
07:57 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 application 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 Dashboard overview tab has quick links to:

  • create a vacancy
  • review vacancies in draft
  • review vacancies requiring an update

The Sift and interviews tab has quick links to:

  • review applications awaiting sift
  • view the interview schedule
  • add interview feedback

The Pre-employment checks tab has quick links to:

  • upload missing ID
  • track the progress of applications through pre-employment checks
  • review applications requiring a risk assessment
  • confirm checking requirements for candidates from other government departments

The Onboarding tab has a quick link to:

  • complete new starter forms

The lists on each tab show more details about your vacancies and applications.

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 filterindividual 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.
  • Panel allows you to add, edit or remove panel members.
  • Interviews shows all Interview Schedules for the vacancy - you may not have accessto this.
  • 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.

  • Test results is present when online tests are required. It gives an overview of thecandidates progress and scores.

Status buttons

Status buttons show under the candidates name. Use these to move candidate to the nextstatus in the process.

List action toolbar

This toolbar shows under the main search box. It shows relevant options in different parts ofthe system.

Help and support

Contact your recruitment team if you need help using the system.

Published 11 July 2019
Last updated 10 October 2022 +show all updates
  1. Changes to vacancy holder dashboards, quick links and options for searching.

  2. First published.

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