Published by Barry Francis on the 11 of October 2019.

Attract, Offer and Onboarding Overview

Built on the foundation of Talent, there are three products on offer that help with both the onboarding of new employees as well as the offboarding of existing employees, these are:

  • Attract

Create job listings that can be used to externally display a list of current positions available within your company.

  • Offer

Provide featured candidates with a contract-based offer that can be either declined or accepted.

  • Onboarding

Provide a list of activities to a group of members that showcase attached resources and step-by-step details to each member on the list.

The rest of the blog post seeks to highlight these three products and process designed within each.

Content

Attract

Templates

Email Templates

Admin Center

Creating new job(s)

Applying for a job (candidate)

Job interviews and suggestions

Manually adding candidates

Offer

Library

Preparing and Sending an Offer

Onboarding

Onboarding Templates

Tasks

Teams

Guides Activation

Candidate Outcome

Other assignee outcomes

Welcome guide admin outcome

Restrictions

Before we can begin working through each product, it must be stated that all three of these applications:

  • Cannot be customized.

There are no instances outside of what is shown that can be changed. Not all the data points are exposed either, meaning the email details that are sent out are the only ones that are available, even from a reporting standpoint.

  • The process is hard-set

Because of the fact that the applications are not customizable, this means that the process that is dictated cannot be changed in any way other than changing they way you utilize these components.

  • Flow emails are limited to the triggers that are available.

Flow can be set into trigger points within each of the three, however, it all depends on which trigger points are exposed for flow to use. An example is that I was able to hook an approval flow into Attract when a job was created. Keep this in mind when considering what flows you’d like to incorporate.

Attract

Attract, offer and onboarding are separate to Talent and can be access externally from Talent through each one of their respective links.

This means that you can access it through Talent right at the bottom of the navigation pane.

Once you’ve accessed Attract, there will be two different types of possibilities depending on your role.

As an administrator, you’ll have access to the templates and analytics available within Attract.

As a normal recruiter with Attract access, you’ll only have access to the jobs and home page.

Templates

Templates are based on the default job application templates that you would want a recruiter or hiring team member to follow when conducting a new job position that’s already been promoted externally.

The steps that have the Lock icon cannot be removed from the list but can have their activity name and header changed along with the options available under each activity.

For those that do not have a lock, you can choose whether you’d like to remove or keep within the process.

The other types of activities that are available are:

  • Scheduler
  • Feedback
  • Interview
  • PowerApps
  • Youtube
  • Web Content (iFrame)
  • Microsoft Forms
  • EEO/OFCCP Forms

I’d suggest adding each activity to the list to view the type of possibilities under each.

You can also create new templates should you require it, but you will need to notify the users that use this application of the change.

Email Templates

The email templates that are available here are the only time you have access to setting any type of email templates you’d like to use to send out email-based communications to candidates. Offer make use of some of these email templates.

These email templates would need to be setup for each one of the following scenarios:

  • Job approval
  • Application
  • Assessment
  • Scheduling
  • Feedback
  • Offer

If you decide to make a change to an email template, either open an existing one or create a new one under the relevant scenario.

There you will find a limited set of placeholders you can use to within the email body to have automatically set when the email is generated from the Attract system. Simply copy them from the right hand-side of the screen and paste them into the email body.

You can also setup default subjects and CC recipients.


Once you’ve made your changes, simply save the template to continue using it.

If you’ve created a new template and wish to make it the default, select the ellipsis button next to the email template and choose to make it the default template to use moving forward.

Admin Center

To make changes globally for Attract, click on the COG button on the top right of your browser and select Admin Center.

Within the admin center, you’ll be able to change the following:

  • Company information

Here you can update the company logo, web page, legal terms and company name.

  • User permissions

Based on the users that have access to Attract, you can assign them one of the following roles:

Administrator – full access to all features within Attract

Recruiter – generally used for normal users who need to create jobs and conduct interviews

Hiring Manager – used for members within Attract that need to assign roles, publish jobs and promote jobs to LinkedIn

Read only view – only have access to view the jobs within Attract but not be able to influence any of the records

  • Feature management

Enable some of the preview and or released features that are available in Attract.

I’d suggest doing some research on one of the features before enabling it to ensure your process remains intact.

  • Career site management

Here you can update the career site web address and enable it for search engine optimization. Should you also require it, you can enable terms and conditions which will open up the terms and conditions fields if selected.

  • Job board settings

Here you can setup the LinkedIn details.

  • Offer process

Within the offer process, you can setup which approval workflow to use, as well as other additional steps to your offer processes, i.e. expiration timer (defaulted to 14 days).

  • E-Signature

If at some point you wish to include Adobe sign, DocuSign or the default ESign, you can make the selection here.

  • Template management

You can enable or disable templates from being created within your Attract.

  • Email settings

Here you can default a single header, footer, links to your company’s privacy policy and links to your terms and conditions. Once set, you can then preview them from one of the links below.

  • LinkedIn Integration

Setup the LinkedIn integration details.

  • EEO/OFCCP reports
Creating new jobs

When a position needs to be filled by a new candidate based on a variety of reasons, a new job will need to be created.

To do this, they will select Jobs and then select New job.

From the Jobs page, they will be able to view a list of their current active jobs and change the filter by selecting the defaulted Active drop-down list next to the New job button.

The statuses available are:

  • Draft
  • Active
  • Approved
  • Rejected
  • Closed
  • Pending

When selecting a new job, they can choose to either import the job(s) from an Excel document or create it manually through the individual.

When selecting an individual, you will need to supply the Job title and role that they will be fulfilling in this job process: Recruiter or Hiring Manager.

Keep in mind that hiring managers will be able to post the job and create the offer should this next step be required.

Once the Add button is selected, they will need to select one of the templates available.

Then select the Done button to continue to the actual job setup.

Here they will need to input the following:

  • Job Title
  • Job description (minimum of 100 characters)
  • Job location (offers suggestions based on what you type in)
  • Number of openings (determine the number of candidates you can make offers towards)
  • Skills (while this field may not be open, it does reflect on the candidates job postings details screen)

Once the above fields are set, select the Save button to create the job and click on the Activate button to begin posting the job.

Within the job itself, if you wish to add more members to the hiring team on this job specifically, select the Hiring team tab, enter their name into the Add team members search box and set their role to be the Hiring Manager/recruiter etc.

Then, if the job is activated, you can then go ahead and click on the Postings tab, select Submit Post and choose to create a new Apply Now link for the new position.

This link can be inserted into your own websites via an iFrame or sent out via email communication by selecting the Get the “Apply now” link button on the same tab (Postings).

The above link is for that job posting specifically.

Applying for a job (candidate)

Now to jump to the candidate’s perspective. They will be able to access the link through any browser. The first page they arrive on is the login page. Here is where the company logo and details you setup in the Admin Center come through for viewing.

The candidate can choose from the list of available job listings or click on the job specific link to apply for that job. They will still have the ability to look over other job postings and not be prevented to only seeing that job posting should they choose to by clicking on the home button.

When they’ve look through the job details, they can choose to apply for the job by selecting the Apply button on the job details page.

If they haven’t already logged in, they will be presented with the following login screen.

The candidate then chooses the correct login path and eventually be able to apply for the job posting by entering in all the required fields and including a C.V.

Thereafter they will receive the following confirmation screen.

Following their application, they can view all the other applications they’ve posted, all the documents provided in each application and update their profile should they require it.

They will also receive email confirmation (setup through the email templates) that their application is currently being reviewed.

Job interviews and suggestions

The job owner will not receive any notification that a job application was received, they will need to monitor the job and its applicants as and when they can.

Under their My Jobs tab, they will be able to see if an applicant was received by viewing the number of applicants number.

They can also view the applicants from their home page.

To interact with this candidate, select the candidate from the home screen and move across the stages specified in the Process setup in the job templates section.

Within the candidate’s job application, they can view:

  • The candidates profile information captured by them through the job application.
  • Any personal / internal notes you wish to make on the candidate
  • Documents supplied by the candidate (including their C.V.)

NOTE: if the candidate has applied over time, all their documents will be available for each job application they’ve applied for. You can also add any attachments if you already have their C.V. or other documents here.

  • Candidates LinkedIn profile if LinkedIn integration is enabled
  • Reject the candidate at any stage should they wish to.

The rest of the process is governed through the activity page.

Here the job owner will need to advance through the stages, reading and applying each of the steps set in each activity.

Should they also require it, they can skip the stages, this is not something we can prevent, nor can we make the extra not locked activities required (i.e. not skippable):

The final stage is the interview stage where the job owner will need to schedule an interview with the candidate. The hiring team is included. They do not have to attend but will be required in order to provide feedback and have a candidate suggested.

NOTE: You can also untick the hiring team member should the job creator not require them, but if they do this, they will not be able to send out the interviewer schedule!

By creating a schedule, the job owner will be able to add additional interviewers, set an interview date and set the duration along with some other options.

  • Make this a panel interview

If this is set to Yes, all your interviewers will meet the candidate at the same time. The “Keep interviewers in this order” is blocked as all interviewers will meet at the same time.

  • Keep interviewers in this order

This will ensure that the first person you set on the left side, is the first person to talk to the candidate. If this is set to no then you can change the order of interviewers.

I’d suggest setting this to “No” as the default person should always be the job owner.

  • Suggest interview schedules

Allow for the candidate to suggest an alternative schedule.

  • Add skype meetings

If you aren’t meeting the candidate in-person but want to use Skype.

Once you click add, you’ll see a calendar window. Select the Send to interviewers button to continue on with the process.

You’ll not be able to send the interview schedule to the candidate until the interviewers are sent to first.

Work through the email, adding any other details you’d like to the emailer. Once set, click on the Send to interviewers button to send the interview out.

You’ll be pushed back into the activity window until the hiring team member has confirmed or declined the interview request.

The other team members will receive the following email with the details seen above below it.

If they reply yes, a calendar appointment will show up in their calendar booking them for this time.

Thereafter the responses are given, you can send the interview schedule to the candidate from the same activity screen and stage.

The candidate will receive the following email in their own mailbox once you’ve worked through the details of the email setup and clicked Send. You can use one of the email templates setup  should you require it.

Obviously, the job owner can adjust the interview schedule depending on various factors at any point. To do this, they can select the same edit button on the interview schedule and choose to start over with a different set of dates and options.

Finally, the interview happens, and the job owner needs to either reject the candidate OR Provide feedback under the interview activity.

Here the job owner will need to enter in their own feedback and select one of the following:

  • Recommended
  • Not recommended

This feedback will go to the hiring manager they’ve selected on the list.

The hiring manager will review the comments, job details and documents and make a final decision. They can also choose to reject the candidate OR they can to advance the stage and prepare an offer. Only the hiring manager will be able to do this as the recruiter role cannot make an offer, hence the hiring manager had to be included in the steps above.

Manually adding candidates

Job owners can manually add candidates to their jobs by selecting the job and selecting the Applicants tab. Their they can manually add individuals by providing:

  • Email Address
  • First Name
  • Last Name
  • The candidate applied via (list supplied)

The job owner can also choose to add a list of candidates from Excel should they choose to skip the manual step.

Each candidate added through the above means will receive the same introductory email the same candidate would receive if they applied for a job through the job viewings site.

Once added, they can

  • select each candidate and begin the process individually
  • Set a candidate as a Silver Medalist, e. leading the charge
  • Delete a candidate record
  • Select carousel view which will give a summary view of each candidate and allow you to flip through the list
  • Change the status of candidates provided

Offer

The offer module of the onboarding process is where contracts / offers are sent to recommended candidates in the hope that they will accept the offer presented to them.

Within offer, you can control the contracts (packages) that are being sent out from a digital stand-point and status of the candidate.

Alternatively, you can click on the Prepare Offer button on the candidate to be taken to the offer screen

Once you’re in Offer, you’ll be able to interact with all candidates that have been selected for Offer through the candidate screen.

Library

Templates is where you setup the contracts that will be used when interacting with candidates you’re about to make an offer with.

To create new and maintain existing contract templates, select the Templates tab button on the left navigation screen.

Click on the New Template button to create a new template or select one of the existing template to begin editing it.

There you can copy and paste wording from an existing contract into the body of the package and manipulate based on the controls provided.

Alternatively, you can click on the Import button on a new or existing template and choose to import a document.

Keep in mind that the formatting will not be exactly the same and will require manipulation from within Offer to fix the look and feel of the contract.

Finally, should you require dynamic slugs (system replaces text with values it can retrieve from what data exists), you can drag and drop

If a first name is available, the system will replace the slug with the value the candidate in this case has set as their first name.

Finally, if you wish to make the package active, make sure to select the Finish button on the top right of the form.

Preparing and sending an offer

Now that a template has been setup or edited correctly, head back into the Offers tab on the left navigation and choose to prepare an offer by selecting this button on a candidate that requires an offer.

Then you will be asked to create a package / contract for the candidate.

Enter in a unique name for the package and then choose to add a template from your exist set of active templates.

Determine if the document(s) you’ve added are required or not required and then save the offer.

If a package already exists for the candidate, but you did not complete the Prepare an offer process, you can always click on the same button as before (Prepare an offer) and select the package you’ve already created for that candidate. Keep in mind that at least one template MUST be required before you can publish!

You have a final chance to review the contract before sending it to:

  • Approvers
  • Candidate

If there were any approvers added, you can select that button to send the contract / package to them first before deciding to send it to the candidate, OR you can just send it to the candidate.

The other interactions you can complete the on package is to delete the draft, withdraw the offer or change the package to another active package for the same candidate.

You can also preview it before sending it as a final check.

When choosing to send to the candidate, here you can review the:

  • Details of the candidate (email and job applying for)
  • Packages attached
  • Expiration date can be set it required
  • Additional request for documents included that will be unique to every candidate offer
  • Email to be updated should you require it

Click on the Send to Candidate to send out the email with all the details included.

The candidate will then receive the following email:

They will be required to click on the Sign In button and sign in with their same profile they would have used for Attract or for the first time.

The candidate on the offer home screen will also show that the offer has been sent to them with an offer status of: To Candidate

From the candidate’s side, they will be able to review the offer

They will then need, if a signature is required, enter in their details and click on the Sign button before accepting the offer:

They can also download the offer should they require it.

The person who prepared the offer will receive an email update when the offer is accepted notifying them that this has happened.

Back in Talent, there will be a marker for this new employee under the Candidates to hire section in Personnel management for you to use in creating / updating the workers details and assigning to them the new position.

The candidate in Offer will also showcase that the offer has been accepted.

Back in Attract, the candidate will showcase the following update to the job owner:

Onboarding

Onboarding will allow you the ability to create a series of checklists that will be sent out to their respective assignees once determined.

If you wish to access Onboarding, log into Dynamics 365 for Talent and choose Onboarding at the bottom of the navigation pane.

Once in Onboarding, you will be presented with the dashboard showcasing currently active onboarding guides.

On the dashboard you can choose to filter the list by applying one of the filters seen on the top right of the form.

Select any of the ongoing guides to see where each assignee is in their own process.

Templates

If you wish to edit any existing templates, you can select it within this section of Onboarding. Alternatively, should you wish to create another template, click on the Plus icon.

You can also select the Ellipsis button by hovering over the template and choosing to:

  • Create a new guide
  • Rename the template
  • Save as a new template (copy template)

This will include the resources, activities and introduction message!

  • Share the template with other Onboarding users
  • Delete

When creating a new guide, you will need to provide a template name before continuing.

Then you will need to enter an introductory message that will be sent to the candidate.

Should you require it, you can select the Use this message to use the default welcome message in place of the message you’ve already set.

Remember to keep hitting that Save button through the process so as not to lose the activities or resources you’ve already included.

Then select the Resources tab and upload the resources you feel would be most appropriate to this welcome guide.

These resources will be visible by all assignees connected to the welcome guide:

  • Files that can be uploaded from your local computer
  • External link to another website
  • Map (type into the location and it will dynamically spit out the location based on what is input)

If you enter any contacts, these contacts will be able to also view the process of the onboarding tasks AND be available for use in any of the activities you setup. Keep in mind that these contacts can only be internal employees.

Now for the activities, the checklist of activities that each assignee will receive when the welcome guide is sent out.

To edit these activities, you can do one of the following on the new tab on the right-hand side of your screen:

  • New section – Select to create a new section which can house multiple activities
  • New activity – Select to create a new basic activity
    • Youtube – select to house a video link through Youtube as its own activity.
    • Sway
    • PowerApps
    • Microsoft Stream
    • Microsoft Forms
    • Web Content (iFrame) that pulls from another hosted site.

Let’s look at a basic section and activity to get a better understanding.

IT Tasks is the section name which you can edit at any point within the template.

New user form confirmation is the name of the activity which can also be edited at any point within the template.

The details for the activity are set within the description box.

Should you require the activity to be defaulted to an individual or mailbox, set that mailbox there or leave it blank to be set when sending out the guide.

Ignore the due date as this is only applicable when sending the guide.

For help, contact is where you can include the contacts you’ve listed in the contacts tab.

Category is simply a colour setting to help you distinguish colour patterns.

Once you’re all done setting up the activities, sections and assignees (where applicable), click Save and choose to preview the guide from all perspectives. Obviously, each check list of activities will ONLY appear to the person it is assigned too, they will NOT be able to see any other person’s activities.

Tasks

Tasks, quite simply, is a place you can visit to view your own list of assigned tasks.

Teams

Teams allow you the ability to setup multiple teams of individuals to use against certain templates.

Guides (Activation)

To send out a guide, click on the Guide tab on the left hand side navigation bar.

There you can click on the Plus icon to being sending out a guide.

Here you will need to supply the following:

  • Who the candidate is you are onboarding
    • If they are not on the list, click on the Add now button to manually input a first and last name, email, phone number, job title and when they start.
    • If you wish to import multiple candidates, click on the Need to onboard multiple people at once? button and follow the instructions on the next screen.
  • When do they start this new job
  • Schedule the automatic send yes or no.

If you select No, the scheduling will be hidden and you can just click on the next button.

Otherwise, set in the number of days before their job start date on when you want this to be sent.

The next screen is a customizable email that will be sent out to the candidate. Enter in any additional information you feel would be applicable, but keep in mind that this email is pulling from Attract s emails templates.

Click on the next button to continue.

Do not skip the next window, select the applicable guide you’ve setup and then select done.

This will then begin creating the guide under the Guide tab (won’t be longer than a minute).

BEFORE selecting the Send button, review the activities, resources, contacts and welcome message. This is where you need to set the assignees that would be applicable to each activity. By default, the blank assignee sections will be set to the candidate.

When you’ve reviewed all the contents of the welcome guide, click on the Send button on the top right of your screen to send out the welcome guide.

Here you can have another go at customizing the email before sending AND copy the link to the welcome should you want to send it out.

Selecting send here will send out an email to all assignees and eventually after a minute let you know it was sent.

Candidate Outcome

The from will be based on the person sending out the welcome guide including the final ending on the email.

The message will be based on the customizable email you reviewed.

The link to the welcome guide will be provided where they can click on it and be taken to a sign in page where they can choose to log in with their organizational account (if its been setup) or their own personal account (Google, Microsoft or LinkedIn).

Once they’ve logged in, they will see a list of activities they will need to complete.

If they need to view the list of resources connected to the guide, they can switch between the available tabs.

They can also view the list of available contacts should they have any queries.

Other assignee outcomes

There are other assignees that will be set outside of the candidate who do not need to see the preparation activities for the candidate, but rather assist the candidate in onboarding in a smoother process.

The email these additional assignees receive is seen below.

From the email, they can select one of the activities assigned to them and update them as and when they can.

They do not need to view the list of contacts and resources, they only get the list of tasks that they are required to fulfill.

Welcome guide admin outcome

The administrator of the welcome guide will then be able to view the progress of the welcome guide by accessing Onboarding and viewing the real-time progress from the Guides tab.

By opening the guide, they will see the progress of each activity and who is not completing their activities.

If they only want to see the progress of each assignee, they can select one of the Tasks assigned to: buttons to filter the activities.