1. An introduction to the new and improved features and
functions introduced with v3 of Ciphr iRecruit

2. Re-organisation of workflow menu (standard)
• Withdrawn and rejected folders separated from active folders
Usability improvements (standard)
• Warning on tabbing away/closing without saving changes
• Improved navigation – change view always available
• ‘Breadcrumb labels’ on each page
• Employment type filter in vacancy view
• Spell checking and formatting in the vacancy record and communications
templates.
Powergrid improvements (standard)
• Powergrid on all summary pages
• Reset powergrid and ungroup button
• Multi-level sort order
• Downloading icons from powergrid to excel – clear text

3. Improved administration (standard)
• Ability for super users to remove owners
• Simplification of management of super-user profiles
• Bulk download of CVs
• Follow up folder
• Ability to edit and delete notes in application manager
• Transfer application to new vacancy function
• Re-publish from closed only publishes to specified targets
Additional communications (standard)
• Auto-emails now visible in history
• Ability to email rejected and withdrawn candidates
• Send communications to partially applied candidates
History log on line manager record (standard)
• Records which candidates have been forwarded to each partner

4. Highlighting related applications (standard – can be configured with client specific definitions)
• Applications from the same candidate for different posts
• Applications sharing same candidate name but applying for different posts
• Applications sharing same candidate name and applying for same post
Improved behaviour at login (standard)
• User ID locked automatically for 15 minutes following three failed login attempts
• Consistent message on logon failure
• Forgotten password function unlocks account
• Forgotten password now sends randomly generated password
Improved Talent Manager (standard when Talent Manager is installed)
• Ability to search talent pool only
• Bulk email of talent pool

5. Communication templates management (standard)
• Support for creating email, letter1 and SMS2 templates
• Copy and preview function
• Merge fields rationalised
 Listed in alphabetical order
 Consistent merge field naming
• Ability to associate templates with employment types
Letter templates management (optional)
• Ability to create letter templates
• Ability to store and print letters as part of workflow or as independent
action
1 Letters add-on must be enabled
2 SMS add-on must be enabled

6. SMS function (optional – may require additional configuration)
• Automatic interview/event reminders
• Ability to send ad-hoc SMS messages
Vacancy authorisation* (optional)
• Vacancy can only be published once authorised via authorisation process
Edit and delete notes in Application Manager (standard)
Delegation (standard)
• Ability to delegate responsibilities when on leave
References (optional – will require amendments to application form and may require additional config)
• Ability to request references
 Assumes candidate is asked to supply references at application)
* Requires Line Manager Module

7. Archive applications and vacancies (standard)
• Users can remove applications, candidates and vacancies from everyday view
• Includes bulk action option
• Bulk archive of partially applied applications
• ‘Resets’ candidate registration (when candidate has no live applications)

8. My messages (standard)
• Better layout
• Specific to each application
• New messages folder in Recruiter Portal
Candidate two-way communications (standard)
• Candidates can reply to messages from the Candidate Portal
• Messages stored in history log in recruiter portal
• Record highlighting and ‘New messages’ filter for easy viewing
• Improved layout of candidate portal messages page

9. Application form enhancements (optional– requires configuration)
• Question related help text
• Spell check and formatting in white box questions in application form
• Word count in application form
• Candidate unable to complete application once vacancy is closed
• Save and complete section
• Highlighting sections as completed, in progress and not started
• Enhanced application form logic
 Decision tree questions
 Conditional questions
Application form flags (optional – requires configuration)
• Warning flags for concerns with application
• Information flags for highlighting candidate considerations

10. Hiring Manager improvements (standard)
• Feedback notification now at interview and subsequent stages
Agency Management (standard when Agency Manager is installed)
• Email agents on closing vacancies

11. Means fewer clicks to reach required view

12. Enables better formatting of vacancy advert.

13. 1 A new ‘transfer’ button is 1
enabled.
NB, this replaces the
‘vacancy applied for ‘
field in the application
record, update info. tab.
This field is no longer
available.
2 User clicks on ‘transfer’
to be presented with a 2
list of vacancies to which
the application can be
transferred.
User is asked to confirm
the transfer
3 User is prompted to send
a communication to the
candidate. 3

14. 1 Application record history
is updated to record
transfer action.
1

15. 1 It is now possible to send
1
communications to
candidates in the talent
pool, both from within
the application manager
and as a bulk action.
NB this function is also
available for withdrawn
and rejected
applications,.

16. 1 A new column is visible in
the application view
powergrid. When the system
finds a match the application
row is highlighted and a code
indicating the nature of the 1
match is displayed in the new
column.
2 Matches highlighted are:
• Candidate match
• Name Match
• Name and vacancy match
• Candidate match in archive
When a match is found, users
can view and compare
applications using a new
‘view duplicates’ button in
the application record. 2

17. 1 Email/Template Management is 4
renamed ‘Communication Template
Management’.
2 Breadcrumb is also changed to read
‘Super User Functions > Document
Template Management.
3
3 ‘Add email template’ button
becomes ‘Add Template’ button
2
4 User hovers over ‘Add template’ to
display specific template type
buttons. User clicks on button for
1
the template they wish to create.
NB The SMS template button is only
visible when SMS has been enabled
NB When letter function is requited,
users are required to download an
ActiveX control to their PC.

18. 1 New field of ‘employment type is added to
email template.
User selects an employment type from the list
to which to associate the email.
This list should include ‘All’ and ‘Default’
options to cater for email templates that do
not need to be associated with a particular 1
employment type.
‘All’ should be the default and will result in the
template being displayed irrespective of
employment type associated with the
application being emailed
‘Default’ will result in the template being
displayed UNLESS there is a template for the
employment type with which the application is
associated.
All and Default should be 1st and 2nd options in
the dropdown respectively with employment
types listed alphabetically thereafter.
If recipient is NOT ‘candidate’ then the
employment type becomes NON-editable and 2
will default back to ‘All’ irrespective of any
selection made. When employment type is
NOT candidate, this field will be greyed out.
2 On clicking save, the system will NOT validate
that the event and employment type selections
are compatible and on preview the system will
NOT make validate the merge fields selected.

19. 1
1 New function to enable users to select and copy
contents of a template into a new one.
User selects a template name from the dropdown
list. List shows only templates of appropriate type 2
(e.g. email templates if creating a new email
template). User then clicks in ‘copy’ to copy the
contents.
2 Round arrow clears contents of the template.
7
The event list now only display events that are
configured to allow communications.
If possible, event names should be consistent so that 4 3
they appear in logically in alphabetical order.
3 Merge fields now shown in alphabetical order with
only one merge field for each field.
The cursor now changes to a hand when user
hovers over merge fields to indicate that they are
active.
4 Addition of a spell checker and minimal formatting.
5 Save and close button should be replaced with
separate ‘Save’ and ‘Close’ buttons.
Preview option is added to enable user to preview 5 6 5
6
the email as it will appear when used by end users.
It will pick up predefined values stored against each
merge field. See list on page xx).
7 Bcc field – this contains an email address or merge
field to allow email to be copied to another address

20. Super users can now create letter
templates.
1
1 Letter template has copy function to
enable users to copy existing letter 2
templates. 4
2 Event list only lists relevant events in 5
alphabetical order
3
3 Merge fields are displayed in
alphabetical order and Mouse icon
changes to a hand when user hovers
over a merge field in the list.
4 Letters can also be associated with
specific employment types.
5 Extended formatting options allow
users to format the letter template.
6
6 Letter template also have separate
save, preview and close buttons.

21. It is now possible for users to create SMS 1
templates
2
NB SMS must be enabled for these
templates to be visible 4
1 SMS template too have copy function to
enable users to copy existing SMS
templates.
3
2 Event lists relevant events in alphabetical
order
3 Merge fields displayed in alphabetical
order. Mouse icon now changes to a hand
when user hovers over a merge field in the
list.
4 Employment type field allows users to
associate templates with employment types 5
5 Separate save, preview and close buttons

22. 1 When a user edits a
template and saves
the changes, on
closing the dialog
box , the user is
returned to the same
place in the
powergrid – i.e. the
user is not returned
to the top of the
powergrid page that
they are on.
1

23. 1 When user is prompted to
select a template during a
mail/email action – for
example when inviting a
candidate to interview,
the list of available
templates will now be
filtered by employment
type.
1
So in this example, the
list displayed to the
recruiter would be all
templates (either letter or
email) for the event ‘Invite
to 1st’ interview where the
employment type is either
‘all’ or ‘Permanent’.

24. 1 Users are now able to search the
talent pool only for applications
by user name.
2 Search CV function now also has
a search talent pool only
function.
1
2

25. 1 When an application is
added to the talent pool a
new column in the
application view powergrid 2
is populated with the date. 1
2 The user is therefore able
to see how current is the
application for such
purposes and marketing or
approaching for a new
vacancy.

26. 1 A new section is added to
the vacancy record where
recruiters indicate what SMS
options they wish to enable
for the vacancy.
Choices are:
2
• Allow ad-hoc SMS messages
• Allow automatic interview
reminders
2 When SMS is enabled, the 1
candidate will be asked to
indicate whether they are
happy to be contacted via
SMS when completing their
application form or vacancy
monitor request
2

27. 1 When SMS is enabled, super-users are
able to create SMS message templates
which are associated with events as
1
with other template formats..
2 The option to send an SMS message is
added to the select communications
dialog box.
3 When the user selects ‘SMS’ they are
presented with a list of available SMS
templates. The user selects, edits and 3
saves as usual.
2

28. 1 A new ‘Request Vacancy’ button
is available to line managers in
1
the line manager portal.
2 Clicking on this buttons opens
a new vacancy template form
2
(simplified with just the
information required from the
Line Manager).
3 The vacancy details now
contains fields where the line
manager can outline reasons 3
for the vacancy..

29. 1 Line Manager is now able
to submit the vacancy for
authorisation by clicking
on submit.
1
2 On submission, vacancy
status is updated to pre-
authorised and is no
longer editable in the
Line Manager Portal
2 2

30. 1 With vacancy authorisation
enabled, the vacancy workflow
stages are updated to include the
following:
• Pre-authorised – when the vacancy 1
is first created
• Authorisation requested – when Authorise
the recruiter has requested
approval for a vacancy from a line
manager (Line Manager Portal is
required)
• Authorised – when the vacancy Please select a manager
has been authorised. NB A vacancy
cannot be published until it is in
the authorised stage.
• Not authorised – the vacancy has
not been approved.

31. 1 Recruiter has the option when a 4
vacancy is in the pre-authorised
state to:
• Request authorisation
• Authorise
• Not authorise
2 User clicks on ‘Request
1
Authorisation’, selects a line
manager from the dropdown list
displayed. On clicking ‘Confirm’
the user is prompted to send a
notification email to the line
manager concerned. The vacancy
is now in the ‘Authorisation
requested’ stage.
2
3 If the user instead clicks 3
‘authorise’ they are prompted to
complete a comment and
confirm their action. The vacancy
is now authorised.
4 Alternatively, the recruiter may 2
choose not to authorise the
vacancy by clicking on ‘Do not
authorise. On confirming this
action, the vacancy is moved to
the ‘Not authorised’ stage.
In all cases, the status in the line
manager is also updated.

32. 1 When ‘request
authorisation option is
selected, the line
manager to whom the
1
request has been sent is
now able to see the
vacancy in their line
manager portal.
2
2 The authorising
manager clicks on either
‘Authorise’ or Do not
Authorise’ and adds 2
comments as required.
The stage in the line
manager and recruiter
portals is updated as
appropriate.

33. 1 Comments added by Comments
recruiters and line
managers when 1
authorising/not
authorising a
vacancy are visible
in the line manager
portal.
1
Line Manager clicks
on notes icon to
view the comments
left.

34. 1 Super user sets delegation
against each responsibility
by clicking new ‘Delegate’
button.
2 Super users selects
recruiter to whom to
delegate responsibility 1
3 System confirms when
delegation is set.
2
3

35. 1 When delegation is set for any of their
responsibilities, the user will presented
with a dialog box each time they log in.
This dialog box simply informs the user 1
of their responsibilities status. If they
continue to log in they will still be able to
see all the applications for which they
have responsibility.
Once all delegations have been turned off,
this dialog box no longer appears on
login.

36. 1 When delegation is enabled, the name of the person
to whom responsibility has been assigned is listed.
2 Super user clicks on the cancel delegation button to
turn off delegation.
3 Super user is presented with a confirmation
message and then with confirmation that delegation
has been turned off.
On completion of cancel delegate action, the inbox
of the recruiter to whom the recruiter’s
responsibilities had been delegated is no longer 1
populated with the temporarily owned applications..
These applications are removed from the stand-ins 2
inbox. In addition, they will no longer see any new
applications that are subsequently submitted.
3

37. 1
1 A new tab is displayed in the
application manager when this
function is enabled. 2
2 This tab lists the referees listed
by the candidate in their
application form.
3 Reference Status drop down list
is used to indicate whether a
reference has been received.
3

38. 1
1 Request references
workflow dependent
action is visible in
Offered and Offer
accepted stages. User
clicks button and is
prompted to send a
communication.
2 User selects the template
associated with the
referee to whom they
wish to send request.
The number of templates
will equate to the number
of references requested. 2
Default is three.
3 Request action and
associated email sent is
logged in history tab.
3

39. 1 A new application view
‘References’ powergrid column is 1
enabled.
2
2 When references have been
requested, the ‘references
requested’ icon is displayed.
3
3 When the recruiter has had a
response from all referees, as
indicated by completion of the
references received fields in the
references tab, the ‘references
requested’ icon is updated to a
‘references received’ icon.

40. 1
1 A new ‘archive’ button is
available from the application
manager.
2 This action is also available as
a bulk action.
3 User clicks on ‘archive and is
presented with a confirmation
message.
4 On confirming the action, the 2
application status is updated
to ‘archived’.
3
The archived application is no
longer visible in any of the
following portals:
• Recruiter Portal
• Line Manager Portal
• Candidate Portal
• Agency Portal 4

41. 1 A new archive action is available
within the vacancy.
2 The user clicks on this button to
be presented with a confirmation
message.
3 On confirming the action, the
vacancy is archived and its status
updated. 1
The vacancy is no longer visible 2
in any of the following portals;
• Recruiter Portal
• Line Manager Portal
3
NB. Since the vacancy must be
closed before it can be archived it
will already have been removed
from the agency and candidate
portals.

42. 1 A vacancy cannot be archived
unless it is closed, filled or
withdrawn.
1
2 A vacancy cannot be archived if
any of its associated applications
have not been archived or
alternatively have not been
added to the talent pool.
2

43. If a candidate has more than one
application, one or more of which
have been archived, a user is able 1
to view the archived application
via the ‘view archives’ button.
1 From application view powergrid,
the user is able to determine that
the candidate has previously
submitted an application which
has been archived.
2 From the application manager, 2
the user can list any archived
applications, Clicking on the list
will open the archive application.

44. 1 My Messages is now presented with
three links to:
My received messages – messages
sent to the candidate via the recruiter
portal 2
My sent messages – messages the
candidate has sent to the recruitment
team via the candidate portal
1
Create new message – page where
candidates can create and send
messages to the recruitment team.
2 Messages listed are now associated
with the application the candidate is
currently viewing.

45. 1 Messages are now presented in
title summary format, listed in
chronological order with most 1
recent at the top. 2
3
2 User can expand the summary
view to display the complete
message.
3 New ‘reply to’ button allows
candidate to reply to messages
sent.

46. 1 When new messages arrive
from candidates into the
Recruiter Portal they are
displayed in a new ‘New
Messages’ folder.
2 In addition, they are 1
displayed in bold in the
stage folder until the
application record is
opened
2

47. 1 Users are able to view
messages received in 1
the application record
history log.
2 Users click on ‘view ‘
to display the
message received.
2

48. 1 Questions within the
application form can
now be set to trigger
‘warning flags’ and
‘information flags’
which are visible to the
recruiters upon 1
submission of the
application.
2 Recruiters are able to
view the application 2
record to determine the
reason for the flags
being raised

49. 1 No feedback from line
manager in
application record
2 Line manager
feedback received –
viewed
3 Line manager
feedback received –
not viewed
1
2
3