2. Recruiting

Recruiting Portal

Bundesagentur für Arbeit (German Labor Office) Integration

Xing Publishing

Create Applicants and Applications automatically from received email

Autoresponse on Application

CV Parsing

List of workflows that send emails or create tasks



Recruiting Portal

With the Recruiting Portal you get a complete platform which can be used as it is or fully integrated within your website.

You can create vacancies in Dynamics HR Management and publish them with one click to the Recruiting Portal. Every change you make will automatically be transferred, which keeps the vacancy always up to date.

When someone applies for a vacancy, his information is transferred to Dynamics HR Management and a record for the applicant and his application is created and ready for you to process the application.

 

It only takes three steps to enable this extension

  • Enable Portals in Dynamics 365
  • Installation of the extension
  • Configuration of the extension
  • Optional: Customize the application form

Activate Portals in Dynamics 365

Instructions by Microsoft

Important: Note down your Dynamics 365 Portals URL


Install the Recruiting Portal extension

  • Go to the Download Page in the Customer Portal
  • Answer the questions to find out what solution you need
  • Download the file Recruiting Portal Installer and open it
  • Follow the instructions and a few moments later the Recruiting Portal is ready to use

Configure the extension

Go to Navigation Bar -> Portals -> Website Bindings

 

Open the Recruiting Portal record

 

Change the Site Name to your Portal URL (You can find this in the Admin Center. It looks like this: XYZ.microsoftcrmportals.com) and Save & Close the record

 


Optional: Customize the application form

You can customize the application form of your Recruiting Portal and choose, which information you want from your applicants

Go to Navigation Bar -> Settings -> Customizations and open Customize the System

 

Select Forms in the Entity Applicant and open the Applicant Portal Form

 

The Form Editor opens up, which allows you to customize the form via drag-and-drop.

When you are done with all customizations, press Save & Close.

Press Publish All Customizations to submit all your changes

 

All these changes are submitted in realtime to the Recruiting Portal

 

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Bundesagentur für Arbeit (German Labor Office) Integration

These instructions will guide you through the process of submitting your created vacancies to the employer portal for the German Labor Office (Bundesagentur für Arbeit).

Publish Vacancy

Configuration of the Recruiting Channel

Note: You can only configure recruiting channels with HR security roles.

To publish a vacancy to the German Labor Office (Bundesagentur für Arbeit), please follow this instruction.

Publish Vacancy

Log in to Dynamics 365 and make sure you are in the "HR HUB" or "HR HUB Recruiting" app.

Switch to "HR Hub" at the bottom left, if it' s not already the case, and navigate to "Vacancies". Create a new vacancy.

Select the Job Profile, Quantity of Position, as well as the Department and save your entries.

Please make sure that the "Vacancy Id" is automatically filled after saving. If this is not the case, you need to create the numbering first. Click here for more information.

Now click on New Vacancy Publishing if no recruiting channel for the German Labor Office (Bundesagentur für Arbeit) is listed yet. If an recruiting channel for the German Labor Office (Bundesagentur für Arbeit) is already listed, you can skip this step.

Now select "Bundesagentur für Arbeit" (German Labor Office) as the Recruiting Channel. Save your entry and switch to the "Publishing Submissions" tab.

Please make sure here that the "Posting Identifier" was automatically filled after saving. If this is not the case, please create a numbering for the Posting Identifier first. Further information can be found here.

The recruiting channel "Bundesagentur für Arbeit" is now in the list of recruiting channels.

Now, in the "Details" tab (next to the "Summary" tab you are currently in), enter all the required fields for "Recruiting Contact Details". Please also enter "Interview Location" under "Vacancy Details" and "Job Location" under "Job Details". These details are required by the German Labor Office.

Now switch to the "External Job Boards" tab and select "Labor Office (BfA)" under "Validation - Show Required Fields For".

Fill in the fields with the required information (Labor Office: Profession Details). Save your entries.

Then switch back to the "Summary" tab. To start the publishing operation, click None for "Bundesagentur für Arbeit" in the Publishing Operation and start it by clicking Start.

Save the operation. Your vacancy will now be transmitted to the Federal Employment Agency.

It may take a few minutes before you receive feedback that your vacancy has been successfully submitted to the Federal Employment Agency. If your vacancy has been successfully submitted, it will be listed on the Federal Employment Agency's employer portal.

 

Configuration of the Recruiting Channel

If the transmission of your vacancy to the German Labor Office (Bundesagentur für Arbeit) did not work, please check if the configuration of the recruiting channel for the German Labor Office (Bundesagentur für Arbeit) is correct.

1. Import the package "HR for Dynamics Installer with Base Data for German Labor Office"

Please make sure that you have imported the package "HR for Dynamics Installer with Base Data for German Labor Office".

To check if you have already imported the package, click on the Advanced Find in the upper right corner.

A new window opens. At "Look for" select Professions (BfA) and click on Results (red exclamation mark).

More than 5000 entries should be listed here. If this is not the case, you must first import the package "HR for Dynamics Installer with Base Data for German Labor Office". You can find more information about the import here.

Now select xRM1 Integration Settings in the advanced find at "Look for" and click on Results (red exclamation mark) and check if the entry "Bundesagentur für Arbeit" is created here.

Click on the entry and check if the URLs at "EndPoint URL" (Api Keys) and "Request Token URL" (Token Information) are correct.

EndPoint URL: https://hrbaxml.arbeitsagentur.de/in/upload.php
Request Token URL: https://hrbaxml.arbeitsagentur.de

You can now close this window.

Now select xRM1 Integration Mappings in the advanced find at "Look for" and click on Results (red exclamation mark). Check whether you have the feature "BundesagenturArbeitPublishing" as an entry here.

Double click to open the entry. The integration setting you just checked should be linked here.

Please cross-check if this is correct and links to the correct setting. If everything is correct, you can close the window.

Now select Recruiting Channels in the advanced find under "Look for" and click on Results (red exclamation mark). There should be an entry for "Bundesagentur für Arbeit".

Please be careful not to deactivate this entry or create a new entry with the same name. There should be no entries with duplicate names.

After everything is checked and correct, you can close the advanced find.

2. Configuration of the Recruiting Channel the Bundesagentur für Arbeit (German Labor Office)

After you have ensured that the package "HR for Dynamics Installer with Base Data for German Labor Office" is imported, now check whether the configuration of the recruiting channel is correct.

In the Settings, switch to the "Recruiting Channels" and open the "Bundesagentur für Arbeit" entry.

The "Additional Information" is provided by the German Labor Office. Please contact the German Labor Office (Bundesagentur für Arbeit) for this information.

The German Labor Office will also provide you with a certificate that is required for authentication. Upload this file in the Timeline. To do this, switch to the tab "Activites & Notes" and click on the paper clip and add the file as an attachment.

Save your changes. Before the vacancy can be published, the Vacancy Id …

… and the Posting Identifier …

… must be configured.

To do this, navigate to "Numbering" (Settings) and create a new numbering.

Make sure that the spelling of "Numbered Entity" and "Numbered Field" is correct.
Numbered Entity: xrm1_open_placement
Numbered Field: xrm1_vacancy_id

Select the desired Numbering Method. You can now also define a Prefix, Number of Digits, and Separator. For "Record maintained by" select "Self Maintained". The Vacancy Id will then be created automatically after saving a new vacancy, according to your previously defined settings.

Save your entries and create another numbering for the Posting Identifier.

Please make sure that the spelling of "Numbered Entity" and "Numbered Field" is correct here as well.
Numbered Entity: xrm1_channel_publishing
Numbered Field: xrm1_posting_identifier

Save your entries. Now please delete the existing entry for the "Bundesagentur für Arbeit" in the list of Recruiting Channels and create it once again. The Posting Identifier will then be generated automatically based on your previously defined settings.

After you have checked and configured everything, please switch back to Publish Vacancy and try again.

If your vacancy still cannot be successfully submitted to the German Labor Office (Bundesagentur für Arbeit), please get in touch with your contact person.

 

An overview of all error messages from the German Labor Office (Bundesagentur für Arbeit) can be found here.

 

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Xing Publishing

Dynamics HR Management has an out-of-the-box integration with Xing. With this you can publish vacancies on Xing with only a few clicks.

To publish vacancies on Xing, please follow the instructions here: DI Service Integration and here: Publishing vacancies

 


Note:

To publish vacancies on Xing, you need a premium account. More information by Xing: XING


 

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Create Applicants and Applications automatically from received E-Mail

Most companies use generic e-mail addresses like Application@Honag-US.com to receive applications.

You can configure your Dynamics 365 to automatically create applicant- and application records out of e-mails received by a specified e-mail address.

Requirements:

  • Admin access to Dynamics 365
  • Generic Mailbox for incoming applications
  • a Customizing Solution (How to create one)

 

1. Create a queue

Go to Navigation Bar -> Settings -> Business Management -> Queues

 

Click on +NEW to create a new queue

Enter a descriptive Name, set the Type to Public and enter the generic e-mail address

 

2. Configure the mailbox

Go to Navigation Bar -> Settings -> Email Configuration -> Mailboxes

 

Change the view to Active Queue Mailboxes and open the queue you created before by double-clicking it

 

Set the synchronization method to Serverside Synchronization and Save & Close

 

Highlight the mailbox and click Approve Email in the menu bar followed by a click on Test & Enable Mailbox

 

Click the checkbox in the upcoming window and confirm by pressing OK

 

After a few moments these three entries should show Successful

 

3. Create distribution process

Go to Navigation Bar -> Settings -> Solutions and open your Customizing Solution with a double-click

 

Click on New and select Process

 

Enter the details as shown below and press OK

 

Open the workflow you just created and set the Scope to Organization.

Afterwards, click on Add Step and select Check Condition

 

Click here to configure the condition

 

Enter the following parameter and Save & Close

The last field is a look up field. Search for the Active Queue you created before.

 

Select the row below the condition, click on Add Step and select Start Child Workflow

 

Select the entity Email and finally the existing workflow Create Application from Email - HR-Management [Multilingual] - xRM1

 

In the menu bar click on Activate and then on Publish All Customizations

 

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Autoresponse on Application

You can send applicants an automatic confirmation of receipt. This can be individually adapted to your company and can also contain dynamic content.

Log in to Dynamics 365 and open the Advanced Settings

 

Navigate to Navigation bar -> Settings -> Processes

 

Use the search function and open the workflow Application - Autoresponse for Incoming Application - HR Management [Multilingual] - xRM1

 

Deactivate the workflow

 

Now remove the check mark at On demand process, set a check mark at Record is created and Activate the process

 

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Activate CV Parsing

You can run CV parsing as soon as the CV has been added to the notes of an application. This avoids the need for manual execution via the dialog. The data from the CV is automatically analyzed and saved. That means information from an applicant's CV is filtered out and imported.

 


Note:

Your TEXTKERNEL credentials need to be saved in the system. Therefore we recommend to use the dialogue for CV Parsing at least once before setting up the automatic parsing.


 

To start CV parsing, navigate to HR Hub - Applications - Active Applications and double-click to open the desired entry.

Under the "General" tab, on the right side you will see an area for documents, which you can upload there. Upload the applicant's CV and then click the "Parse CV" button.

A new dialog opens. Select the previously uploaded CV and click Next.

The data from the CV is now analyzed and transferred.

 

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List of workflows that send emails or create tasks

Please view this article on how to change the content of the email: How to customize workflows and personalize email content

Name of the workflow Trigger Recipient
Application - Send Letter of Refusal - HR Management [EN] - xRM1 After an application is rejected. If the applicant has multiple applications, an email is sent to the HR Manager. If there is only one application, an email goes to the applicant Applicant or HR Manager
Application - Autoresponse for Incoming Application - HR Management [EN] - xRM1 On demand within an application, can be sent automatically Applicant, if email adress is available
Application - Process Final Decision – HR Management [EN] - xRM1 As soon as the final decision is Rejected by Company or Declined by Applicant Owner of the application

Execute recurrent search and send email - HR Management [Multilingual] - xRM1

After a recurring talent search found results

Person which created the Talent Search

GDPR Recruiting Start Privacy Processing 1/3 - HR Management [Multilingual] - xRM1 3 month after an applicant was put in the application pool (recurring every 3 month, until applicant refuses to be kept in the application pool) Applicant in application pool
Inform Manager to give feedback on Application - HR Management [EN] - xRM1 As soon as an application has a supervisor entered and reaches Stage 3: Line Manager Feedback Manager entered in the application

 

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