Release Notes Overview

This document outlines Springboard release version 7.25 scheduled for release in February 2022. These release notes re-publish features distributed to some clients as part of Release 7.24.5 in December 2021.

 

Version 7.25 introduces the following new features:

• Support Seek’s new Job Advertisement posting service
• Post job ads to LinkedIn via Limited Listings
• Processing simplification for Springboard’s Rules Engine Automation platform
• Capture digital signatures on offer letters and contracts
• New Rules engine action – create candidate tag
• New ways to prove advertising to sourcing channels to satisfy Visa posting requirements
• Ability to post candidates to talent folders across agencies
• Associate Activity Owners to job status steps for distributed work distribution
• Integration with Fit2Work platform
• Filter documents in the Documents tab by job

This release also covers bug fixes and other small improvements which are outlined in these notes.

 

Contents

Release Notes Overview.

Support for Seek’s new Job Posting service.

Post job advertisements to LinkedIn Limited Listings

Process simplification for Springboards Rules engine Automation.

New Automation action – Create Candidate Tag.

New ways to prove advertisement posting (Annual Market Salary Rate Testing) 7

Capture digital signatures on offer letters and contracts

Link candidates to other agency talent pools within your organisation.

New integration partners – Fit2Work.

Associate Activity Owners with process steps for job distribution.

Filter documents by job reference in the Documents Tab.

Minor bug fixes & Enhancements

 

This document provides details on each key change you will need to be aware of in order to leverage these improvements effectively. Please note that some screenshots in this document represent pre-release versions and may differ slightly in the production release.

 

Contact Information

IMPORTANT: Please contact your Springboard Account Manager if you have any questions regarding the information provided in these release notes.

 

Support for Seek’s new Job Posting service

With this release, Springboard is now integrated with Seek’s new Job Posting platform. This new platform modernises the job posting services between Springboard and Seek and provides the following benefits to customers.

Find your perfect match through targeted ads

Hone in on the most relevant candidates by advertising your role by location, down to the suburb or town level.

Make more informed decisions

Guided by SEEK's powerful data, the most appropriate job category is recommended to you based on the Job Title to maximise job ad performance.

 

 

Select a brand for your job ad

Branding allows hirers to promote their company brand on their job ads. Select the appropriate brand from a list of available thumbnails in the carousel.

 

 

New UI for posting job ads to Seek

As part of the migration to the new job posting platform, the user experience for Seek job posting from Springboard has been updated and freshened.

 

Migrating customers to the new Seek Job Posting platform

Springboard account managers will work with our customers to plan a date for migrating to the new Seek job posting platform.

Most importantly, there will be no interruption to existing job advertisements. Job posted prior to your customer cutover date will continue to be posted via the existing Seek User Experience and posting platform, and all new job advertisements posted to Seek after the cutover date will be done via the new experience and platform.

 

As older job advertisements expire or age out, all job ads will be posted via the new platform.

 

 Post job advertisements to LinkedIn Limited Listings

With this release, Springboard provides the ability to push all jobs onto the LinkedIn platform for free utilizing the Limited Listings integration option.

 

What is LinkedIn Limited Listings?

Limited Listings are free job posts gathered by LinkedIn from job boards, e-recruitment platforms, and aggregators across the web, to create a comprehensive job seeking experience for LinkedIn members. They are visible to candidates actively conducting a job search or viewing a company’s LinkedIn Page.

 

How will my jobs on Springboard be distributed to Limited Listings?

Once your solution is enabled for Limited Listing posting, all your job advertisements will be automatically pushed to LinkedIn Limited listings within 12-24 hours.

Once enabled, a new sourcing channel labelled LinkedIn Limited Listing will be available on your Job Advertisement page, and all new jobs will be default selected.

 

Are Limited Listings free, and available to my account?

Yes, posting jobs to LinkedIn via Limited Listings is free.

All clients will have access to this feature. To enable Limited Listings, you need to upload LinkedIn’s CompanyID for your company to Springboard.

LinkedIn’s CompanyID is the unique identifier that LinkedIn uses for your company’s pages.

 

Process simplification for Springboards Rules engine Automation

This release introduces an overhaul to Springboard’s Rules Engine automation engine. This overhaul simplifies how the Rules Engine work, which will provide the following benefits:

• Reduce the number of rules loaded into the engine by a factor of 50x, increasing performance and reducing the time taken to stop and start the Rules engine
• Increase the stability of the Rules Engine
• Remove the need for customers to synchronise changes to the rules setup on the Process Designer out to all active jobs whenever changes are made to Rules designs.

How has this been achieved?

The current rules engine works by creating rules against the process workflows (via Administration -> Process Designer). When each job is created and approved, a copy of those rules is created against every job.

 

So, if your Springboard instance has 15 rules created on a workflow, and you have 20 jobs in the system, there will be 300 rules in the Springboard Rules Engine (15x20=300).

 

In the Springboard Rules engine, there are over 250,000 rules loaded for all our customers.

 

With the new design, rules are still created against the process workflows. However, these rules are no longer copied onto the individual jobs. Instead, the rules remain on the process workflow only.

 

We expect this to reduce the number of rules loaded to be less than 5,000 (a reduction of 50x).

 

What does this mean for me?

The migration to the simplified rules engine will not impact the existing rules already configured for your instance within Springboard.

 

You will still be able to create custom rules on a specific job as you can now, although our analytics tells us that very few customers create job specific rules, most only create them on the Process Workflows.

 

To create new rules on a Process Workflow, go to Administration -> Process Designer. Select a workflow and click Manage Rules. This is unchanged.

 

From a specific job, new menu options have been created to help you view the rules active for a given job.

• Create rule for this job only– this option allows you to create a rule specific for this job.
• View rules inherited from workflow – view rules that were created on the workflow associated with this job
• View rules created on this job only – view rules that have been specifically created for this job only.
• Apply rules immediately -reply and ‘On entry’ rules. This option is unchanged.

For the majority of customers, rules that are active against this job will be found under ‘View rules inherited from workflow’, as these are the rules that were created on your main Process Designer workflow in operation for all jobs.

 

For most customers and most jobs, there will be no rules listed under “View rules created on this job only”. This does not mean there are no rules active on operating on the job, only that there have been no custom rules created specifically for that job.

 

What else does this mean for me?

When changes are made to the rules on the Process Designer, these rules will immediately take effect on all jobs associated with that workflow. There is no longer any need to perform a “Sync rules to existing jobs”.

 

Migrating customers to the new Rules Engine Platform

PeopleScout will migrate all customers to the new rule’s engine platform over the next 4-6 weeks. A notification will be sent to your account manager when this is occurring. You should not notice any impact on the automations running within your account.

 

New Automation action – Create Candidate Tag

With this release, a new action has been added to the Springboard Rules Engine – Create Candidate Tag.

 

With this new action, candidate tags can automatically be added to a candidate’s profile as they progress through the recruitment process.

When a candidate is processed and the rule matches, this candidate tag is automatically stamped against the candidate’s record.

New ways to prove advertisement posting (Annual Market Salary Rate Testing)

Clients often have a requirement to prove that positions have been advertised on their career site or job board for a period of time in order to satisfy local posting requirements or immigration rules.

 

With this release, Springboard introduces two new features that can be used to assist with proving that a particular job advertisement was posted to a careers site or sourcing channel for the required period of time, and to screenshot the job advertisement that was posted.

 

Taking a screenshot of a job advertisement, even after it has been archived

There are times when a screen print or screen shot of the job ad content needs to be taken after the job advertising period has already closed (for example, as part of making an offer).

 

It is now possible to use the ‘Preview Job Ad’ feature on the job advertisement page even for archived job ads. Previously, this feature was only available for live job advertisements.

 

To use the feature, simple re-check the sourcing channel (e.g. careers site) for the site where you wish to re-generate a preview of how the job ad was posted and click ‘Preview Job Ad’ for that sourcing channel.

The job advertisement is displayed, giving the user the change to take a screen print or screenshot that can be included in any compliance documentation required for recruiting the role.

Proof of job advertisement posting times to each sourcing channel

The Sourcing Channels section of the Job Ad Details screen now includes a report of the dates and durations each job ad was posted to each sourcing channel. You can screenshot this to provide to compliance agencies as proof of advertising that a given job advertisement has been posted to a job board or careers site for an adequate length of time.

Capture digital signatures on offer letters and contracts

With this release, Springboard offers the ability for candidates to sign offer letters, contracts, and any other documentation via the Onboarding Portal with their own digital signature.

 

The digital signature can be scrawled using the mouse or finger on a mobile device.

 

Springboard has always provided a secure method for accepting candidate documentation. By requesting login to the careers postal in order to access documentation, a candidate’s identify is ensured. Previously, candidates could acknowledge a document by accepting it (clicking a button) and typing their name and date for a pseudo-digital signature.

 

With this release, it is possible for the candidate to scrawl their signature and for that signature to be embedded directly within the final document.

 

Who will have access to this feature?

Digital Signatures is being made available to customers via a larger Contract Management extension, which includes the ability to manage and incorporate entire paragraphs into the offer and contract documentation.

 

For more information about accessing the Contract Management extension including digital signatures, contact your Account Manager.

 

Link candidates to other agency talent pools within your organisation

For clients that segregate Springboard instance into multiple agencies or departments, it’s not typically possible for a user in one agency to recommend a candidate to a talent folder (talent pool) in another agency.

 

With this release, Springboard can be configured to allow users in one agency to recommend (push) a candidate to a talent folder within another agency’s Springboard instance.

 

This utilises the Post to Talent Folder – Copy feature, providing the ability to post a candidate from one job or talent folder to another talent folder across agencies.

 

Who has access to this feature?

This feature is only appropriate for certain Springboard customers and must be specifically enabled via configuration controller by Application Support.

 

Clients can define which agencies can push candidates to which agencies.

 

New integration partners – Fit2Work

Springboard is thrilled to welcome two new integration partners into the Springboard ecosystem.

 

Fit2Work

Fit2Work provides on-demand and simple to order background screening and police checks that benefit individuals and businesses. fit2work’s powerful and secure online platform allows you to manage your screening checks from a single place. Store, access, and update records. Verify information with ease. Share and organise results between employees and employers.

 

Springboard provides a completely automated integration with Fit2Work, launching a candidate background check at the appropriate step of your recruitment process, and providing completed outcomes directly into the candidates’ grid completion. Drill into a candidate for more details on the outcome, with sensitive data retained only in Fit2Work for security and confidence.

 

Associate Activity Owners with process steps for job distribution

Many clients off-board parts of their recruitment process to separate teams within the organisation. Telephone screens, medical checks, and background checks are some areas of the recruitment process commonly assigned to dedicated teams.

 

This release introduces the following capabilities to assist with tracking and facilitating recruitment process off-boarding:

• Identify which steps of a recruitment process are assigned to an external group – known as an Activity Owner
• For each job, optionally nominate a named person (user) who will be performing that activity for that job

For example, you may associate the Background Checks step of the recruitment process with the ‘Medical Checks’ activity owner. For a specific job, you may assign the job to a dedicated medical check user, who can then log into Springboard to access that job.

 

By capturing the above two data points on your workflow and jobs, the following can be achieved:

• Generate reports on external activity owner work, such as “Time to xxx” reports
• As the activity owner, login to Springboard and search for all jobs that currently have candidates assigned to the workflow steps that you need to process.

For example, as a member of the Medical Check team, you can log into Springboard, perform a job search, and return only the jobs that currently have candidates within the ‘Background Check’ step of the process.

 

Who will have access to this feature?

Contact your account manager if you’re interested in incorporating activity owner tracking into your Springboard solution.

 

Setup and ongoing fees may apply depending on the size of your solution.

 

Filter documents by job reference in the Documents Tab

A new dropdown filter has been added to the Documents Tab to assist in identifying documents associated with a single job. This is useful for candidates who apply to multiple roles.

Help Section

We are simplifying the help menu within the application by removing redundant links and point help guides, video tutorials and release notes to People scout’s Zendesk portal.

 

Minor bug fixes & Enhancements

 

The following lists other items that have been fixed or improved as part of this release. If you would like further information on any of these items, please contact Application Support.

 

Release 7.25:

Career Site / Application Form

• Improvements to the <TAG_RECRUITER> tag in emails when a candidate withdraws their application
• Ability to enable / suppress the standard candidate has applied email confirmation at the backend agency org level

Onboarding Portal

• Improvements to messaging when a candidate declines their offer.

Jobs /Job Ad Posting

• Improvements to the user experience for saving job searches and setting up a default search

Candidate Management

• Option to attach the PDF version of a generated rich letter as an attachment to an email in addition to the MS Word version
• Performance improvements when loading a job with a large number of candidates
• Improvements to time zone management within the Communications tab
• Improve handling of multi select dropdowns on the offer details page for the new application form framework
• Hiring Manager Feedback – resolve an issue where a space at the end of the recipient’s email address can cause a problem with processing

Administration

• Improved user confirmation message when deleting a user account.

Automation

• Fix an issue where the Application Stage dropdown may not be selectable on the Link to Job action

Third Party Assessment Partners

• XRef – resolved an issue where some assessments could be set to Results Received prematurely.
• Improve error logging in the Communications tab for HRIS New Starter integrations

 

Release 7.24.5

Career Site / Application Form

• Maintain candidate search filter preferences when using the browser Back button
• Various improvements and fixes to the new application form framework
• New rich text editor incorporated into the new application form framework
• Resolve issue which stopped a draft applicant from completing their application when a job ad was not posted to any sourcing channels (blind ad)

Onboarding Portal

• Improvements in displaying onboarding documents to candidates who have multiple candidate records associated with the same user account
• Improvements to multi-recipient forms being displayed to candidates on the onboarding portal

Online (orbeon) forms

• Various improvements to accessing multi-recipient forms
• Improvements to ensure Form reminder emails are being sent to all recipients
• Change in date format for online orbeon forms
• Improvement to ‘Pre-fill approvers’ from RTH for multi-recipient forms

Jobs /Job Ad Posting

• New dropdown selector for Seek Videos
• Resolve issue with Jobs – Saved Searches feature
• Resolve issue with submitting a copied Job Advertisement

Candidate Management

• Improvements in the loading times for very large candidate grids
• Ensure hiring manager feedback and comments continue to be included in the View Hiring Manager Feedback Report PDF even for candidates who have been rejected
• Resolved issue with location validation on single and bulk interview generation
• Ability to restrict users performing a candidate search to only be able to search for candidates who have registered with a talent community
• Resolved issue where system could crash when selecting a Panel Member in the Manage Interview screen
• Resolve issue with Quick Create candidate that could cause a crash if the job the candidate is being added to was in an unexpected status

Administration

• Reference Data Admin - Automatically set the order number when creating new items

Automation

• Resolve issue with sending SMS to candidates via the Rules Engine

Security

• Provide a dedicated user privilege for the ‘Mark as Verbally Contacted’ action