This article describes the basic functionality of the Product to enable a new user to begin working with and setting up of their Talenture database. This article will help familiarize the user with the important features of the product, build an understanding of the structure and flow in the product, and enable the user to use the application efficiently and effortlessly.
Key goals of this article are:
a. To make the user understand the basic working of the Product.
b. Getting familiar with the key features of Talenture.
c. To assist the user in configuring important system options to be used by all team members.
It covers the following sections where each section addresses one key goal of this article:
- Navigating through Sample Data
- Importing Old Recruitment data
- Adding New data in Talenture
- Working on a new Job
- Working with Candidate Interviews
- Configuration options
- Other Important configurations
A. NAVIGATING THROUGH SAMPLE DATA
Whenever a new account is setup, it comes with Sample data of Candidates, Contacts and Jobs . The purpose of Sample data is to make the user familiar with the product during the initial stages of usage on how to work on the data available. You can Edit and take actions on this sample data to get a hold on the working of the product or even delete it before starting work on your actual data.
The initial step towards Talenture IH application is to navigate through the Sample data given in the Product so that you can get an idea of how to use the Product by browsing through the following objects:
All the Candidates of your database can be viewed by expanding the 'Candidates' folder node in the Workbench . Added candidates are displayed in the list view when you expand Public Pool and click on 'Added' node.
2. Business Relationships Data: Contacts and Vendors
All the Clients/Vendors and their related Contacts can be viewed by expanding the 'Business Relationships' folder node in the Workbench. They are further categorized as Current and Lead type.
In the recruitment process, you majorly work on your jobs. You can view the Sample jobs data, all the jobs added by you or assigned to you by other members of your Recruitment team by expanding the 'Jobs' folder in the Workbench . Your jobs in different states i.e Drafts, Active, Closed etc. are listed there in the list views .
B. IMPORTING OLD RECRUITMENT DATA INTO TALENTURE IH
When shifting from an existing recruiting product to Talenture IH, you would want to migrate your candidate resumes, contact details and Jobs etc into our product. Talenture IH supports importing the following types of data in bulk using MS Excel files:
- Candidate Details
- Candidate Leads (Headhunting, Walk-ins)
- Job Details
- Vendor company details
- Contact person details (for vendor)
Note that, only CSV and XLS file formats are supported by Talenture’s Import from XLS feature.
Location of the Feature: Go to the Appbar, point to the Tools menu and click on the menu option ‘Import XLS and CSV Data’.
Help-center Article: This Section covers the articles on How to import the objects through XLS
C. ADDING NEW DATA IN TALENTURE IH
To start working on your Recruitment process, you need to first add Candidates, Contacts, Jobs etc into the Product. Talenture allows you to add New Candidates, Contacts, Vendors and Jobs in the most efficient and simple manner.
Talenture allows you to add Candidates manually as well as to import candidates directly into the product. These candidates can then be shortlisted in the relevant jobs according to your requirements.
a. Importing Resume files from Desktop: In the page that comes up after clicking on the ‘Import Resumes from Desktop’ menu option, use the 'Choose File ' buttons to select the resume files to import by browsing to the folders . This tool will then automatically parse the candidate details from the given resume files and add them to the database.
Location of the Tool: Go to the Appbar, point to the Tools menu and click on ‘Import from Desktop’ menu option.
Help-center Article: Get more information about How to Import candidates.
b. Adding Candidates Manually: You can manually add and edit candidate information in Talenture IH. The New menu option allows adding new candidates while Power View can be used for editing .
Location of the Feature: Go to the Appbar, point to the New menu and click on the menu option ‘Candidate’ for adding a new candidate.
Help-center Article: Click on this link to learn How to Add/Edit candidates manually.
2. Business Relationships Data: Contacts and Vendors
You should first add Contacts and Vendors (if any) before adding a new Job so that recruitment process can be carried out properly.
These objects can be added manually from the New menu in the Appbar, or can be added in bulk by using Import from XLS/CSV feature in the product.
Location of the Feature: Go to the Appbar, point to the New menu and click on the Contact or Vendor to add them to your database.
Help-center Article: Launch this link to know more about how to add New Contacts.
Help-center Article: Visit this link to know more about how to add New Vendors.
One of the key objects of your recruitment process is your Job. Jobs can be manually created using the New->Job action given in the product. You will then see a dialog Job Workflow you want to create your job with. In the beginning, it is recommended that you select the ‘Recruiter Basic’ workflow so that you can easily understand the concept of adding a job and assigning job roles to the Recruiter. This is the simplest workflow with which you can make a command over the basics of Job processing. Note that Jobs will be added to Drafts folder when you click on Save button after entering the required details in the Job detail sheet.
Location of the Feature: Go to the Appbar, point to the New menu and click on ‘Job’ to add it to your database.
Help-center Article: Get detailed information about the Job functionality.
D. Working on a New Job:
When you create a new Job you can save it as a Draft by clicking on Save button initially if you do not have full details of the requirement or are waiting for current job requirements to be completed. Draft Jobs are only visible to the User who has created them.
You can assign different job roles to different users in the Roles tab given in Job detail sheet. After assigning the job roles, now you can ‘Activate’ it by using the ‘Save as Started’ action. This moves the Job into the Active state.
Active Jobs are visible to all the users you have set in different roles in those jobs. They can see the details and start working on the jobs.
You can also make changes to existing jobs such as modifying job details, re-assigning work roles, closing/canceling as well as deleting the jobs from the list views.
E. Working with Candidate Interviews:
Creating a new Interview indicates start of interview process when working on a Job in Talenture IH. An Interview has various elements such as Candidate Interview details, Interview Rounds and their Reports.
Similar to Jobs, Interviews also provide an approval process which can be used in the organizations where an approval from a Line Manager/ Department Head is required before scheduling an Interview.
You can edit interview elements such as interview details, candidate details, add/remove interview rounds, re-assign interviewers, view interview round reports, add related documents etc.
a. How to create an Interview: In the Active Jobs data view, select the row for the Job and then from the bottom pane, select 1 or more candidates for whom you want to schedule the interview. Now in the menu bar in the bottom pane, point to 'Actions' and select 'Create Interview' .
Specify the Interview details such as Interview date & Time, Interviewer for each interview round, and type of Interview Round i.e. HR, Technical etc. Interview will be saved in Drafts and can be viewed under Interviews folder node. Click on the name to view the complete Interview details.
Location of the Feature: Go to Workbench, expand Interviews folder and click on Drafts. Other Interviews i.e Scheduled, Active, Closed, & Cancelled etc. can also be viewed here by clicking the Candidate name in their respective nodes.
b. Add rounds for an interview: Expand the ' Interviews ' data folder from the Workbench and click on the 'Drafts' data view. In the list view pane, select the candidate and click on the “ New Round ’ action given under Edit menu to add a new round for the interview.
Location of the Feature: Go to Workbench, expand Interview Rounds folder and click on Open. All the open Interview rounds will be visible here.
Help-center Article: Get detailed information about how to add Interview and Interview Rounds.
F. Configuration Options
The initial configuration involves setting up system settings and options to align with your organization's processes and data requirements.
1. Users and Teams
The following needs to be created in the product to allow other users of your team to be able to use the system:
Each Recruiter user should have a User Account created in the product. The number of user accounts you can create depends on the number of licenses you have purchased.
Location of the Feature: Go to the Appbar, point to Configuration and click on System Configuration. Now expand the User Management folder in the Navigator and click on ‘ Users’ . You can add new Users from the ‘New’ action given in the File menu.
Help-center Article: Get more information on how to Add new Users in the database.
b. Functional Teams
A Functional Team is equivalent to a recruitment team in your organization. Members of such a team work together on a set of Jobs under a manager.
Location of the Feature: Go to the Appbar, point to Configuration and click on System Configuration. Now expand the Team Recruiting folder in the Navigator and click on ‘ Functional Teams ’ . To add new functional teams in your database, click on the ‘New’ action given in the File menu.
Help-center Article: Get a broader view of How to Configure New Functional Teams.
2. Email Templates
There are pre-defined email formats for common types of messages sent frequently such as submitting resumes to clients, interview scheduling emails, request for updated resumes from candidates, etc.
Location of the Feature: Expand the Email folder under Configuration->System Configuration and click on ‘ Templates’ . New menu action is given in the list view to add new Email templates in your database.
Help-center Article: This section covers articles on how to Configure New Email Templates in Talenture.
3. Resume Forwarding Configuration
This includes the options to automatically generate the following elements when submitting resumes to clients from Talenture IH:
a. Header/Footer using Company Logo :
Your organization’s logo and Contact details can be set in Branding section under System settings of System Configuration. This will be automatically included in the header and footer portion of each resume forwarded. You need to add this either as a scanned image in the product (e.g. .jpg, .gif, .bmp etc.) or as Text.
Location of the Feature: Go to the Appbar, point to Configuration menu and click on System Configuration. Now expand System Settings folder and click on Branding . You can specify Header/Footer details on this sheet.
G. Additional Configurations
You can also customize your database by configuring the following options given in System configuration:
1. User defined Fields: To add user defined fields, go to System Configuration-> Data Customization
2. File Naming templates: To configure File naming Templates, go to System Configuration-> Recruiting Templates.
Below mentioned are the links for some other important functionalities of Talenture IH:
1. Configuring User defined fields: Know about how to Customize the existing views by adding User Defined fields.
2. Configuring new User Roles: Get a clear idea about How to add new User roles in the database.
3. Configuring Portal Addin for importing resumes from Job portals: ‘Learn How to Setup and Configure the PSAN Chrome Extension.
4. Setting up Automatic Mass Mail: Learn about Automatic Mass Mail Configuration in Talenture.
5. Recruiter Training video: ‘https://talentureih.zendesk.com/hc/en-us/articles/360001437345-Talenture-IH-Recruiter-Training-Module-1’
6. Admin Training video tutorial: ‘https://talentureih.zendesk.com/hc/en-us/articles/360001429169-Talenture-IH-Administrative-Training’