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Prerequisite

Set up the reference sites as described in Set up and configure AEM Forms reference sites.

Overview

We.Finance is an organization that allows candidates to apply for employment through the reference site portal. The organization also uses the portal to manage candidates' interviewing scheduling, shortlisting, and internal communication. The site manages the following:

  • Candidates searching and applying for jobs
  • Screening and shortlisting of candidates
  • Interviewing process
  • Collection of candidate details
  • Candidate background checking
  • Rolling out offers to selected candidates

Huomautus:

Employee recruitment use cases are available in both We.Finance and We.Gov reference sites. The examples, images, and descriptions used in the walkthroughs use We.Finance reference site. However, you can run these use cases and review artifacts using We.Gov as well. To do so, replace we-finance with we-gov in the mentioned URLs.

Workflow models involved

The employee recruitment use case involves two workflows:

  • Before the interview - We Finance Employee Recruiting workflow
  • After the interview - We Finance Employee Recruiting Post Interview workflow

These workflows are created in AEM and can be found at:

http://[authorHost]:[authorPort]/libs/cq/workflow/admin/console/content/models.html/etc/workflow/models/

We Finance Employee Recruiting workflow

Following is the model of the We Finance Employee Recruiting workflow followed in this document.

workflow

We Finance Employee Recruiting Post Interview workflow

Following is the model of the We Finance Employee Post Interview Recruiting workflow followed in this document.

WorkflowPostInterview

Personas

The scenario involves the following personas:

  • Sarah Rose, the candidate applying for a job at the organization
  • John Jacobs, the recruiter
  • Gloria Rios, the hiring manager
  • John Doe, the HR person

Sarah applies for a job

Sarah Rose is looking for a job opportunity in the organization. She visits their web portal and explores the job openings listed on the Career page. She finds a matching job listing and applies for it.

home-page
We.Finance home page

career-page
We.Finance career page


Sarah clicks Apply on a job posting. The job application form opens. She fills all the details in the application and submits it.

job-application-form

How it works

The We.Finance home page and the career page are AEM Sites pages. The career page embeds an adaptive form, which uses a repeatable panel to fetch job openings using a service and list them on the page. You can review the adaptive form at http://[authorHost]:[authorPort]/editor.html/content/forms/af/we-finance/employee/recruitment/jobs.html.

See it yourself

Go to http://[publishHost]:[publishPort]/content/we-finance/global/en.html and click Career. Click Search to populate the job list and then click Apply for a job. Fill details in the form and submit the application.

Ensure that you specify a valid email ID in the application as any communication through this walkthrough will be sent to the specified email ID.

John Jacobs shortlists Sarah Rose's profile for the hiring manager's screening

The organization receives the job application submitted by Sarah. John Jacobs, a recruiter, is assigned the task to review Sarah's profile. He reviews the task in his AEM Inbox, finds the profile matching the job requirement, and clicks Shortlist. Sarah's profile is forwarded to Gloria Rios, the hiring manager, for her approval. 

jjacobs-inbox-1
John's AEM Inbox

candidate-shortlist
John Jacobs shortlists Sarah Rose's profile for the hiring manager's screening

How it works

The submit action in the Job Application form triggers a workflow that creates a task in John Jacob's inbox for screening the application. When John, reviews and shortlists the application, the workflow creates a task in the hiring manager, Gloria's inbox.

See it yourself

Go to http://[authorHost]:[authorPort]/aem/inbox and log in using jjacobs/password as username/password for John Jacobs. Open the Candidate Profile Review task and shortlist the applicant.

Gloria reviews the application and approves the applicant for an interview

Gloria, the hiring manager, receives the shortlisted profile as a task in her AEM Inbox. She reviews it and approves the candidate, Sarah Rose, for the interview. 

GloriaInbox
Gloria's AEM inbox
GloriaSchedulesInterview
Gloria approves Sarah Rose for an interview

How it works

When Gloria approves the candidate for an interview, the workflow creates a task in the AEM Inbox of John Doe, who is a recruiter for We.Finance.

See it yourself

Go to http://[authorHost]:[authorPort]/aem/inbox and log in using jjacobs/password as username/password for John Jacobs. Open the Candidate Profile Review task and shortlist the applicant.

Go to http://[authorHost]:[authorPort]/aem/inbox and log in using grios/password as username/password for Gloria Rios. Open the Candidate Profile Review task and click Schedule Interview.

John Doe schedules an interview

John Doe receives the task of scheduling an interview in his inbox. John Doe selects and opens the task and fixes the interview date and time, location, and the HR person responsible for the interview as John Jacob. John Doe clicks Send Invitation Email. An email is sent to Sarah and a task is assigned to Gloria, the hiring manager, for interviewing Sarah. 

JohnJAcobsAEMInbox
John Doe's AEM inbox
JohnDoeScheduleInterview
John Doe schedules the interview and sends the details to Sarah Rose

Sarah Rose receives the email with interview schedule

Sarah Rose receives the email with interview schedule, venue, and other details. She clicks Accept to signify that she is OK with the interview schedule and venue. As guided by the precise information, Sarah makes it to the interviews.

SarahRoseInterviewEmail
Sarah Rose receives the interview schedule

After the interviews, the Hiring Manager shortlists Sarah Rose

After Sarah Rose goes through the interviews and clears them, Gloria Rios, the Hiring Manager, opens the Candidate Selection task from her inbox and clicks Select. Gloria Rios's decision is conveyed to the HR person, John Doe, for further processing.

GloriaRiosInboxOffer
Gloria's AEM inbox
GloriaRiosSelectCandidate
Gloria Rios selects Sarah Rose after the interviews

John Doe requests more information

Before asking a candidate to join the organization, her background needs to be checked. John Doe opens and reviews the selected applicant's details and finds that some of her employment and education details are not filled in as yet. John Doe clicks Need More Information. 

JohnDoeInbox
JohnDoeNeedMoreInformation
John Doe requests more information from Sarah Rose about her education and work experience

Sarah Rose receives an email requesting further information

Sarah Rose receives an email notifying her that further information is required for processing her employment application. The email includes a link to the form for filling up the required information. 

SarahRoseEmailMoreDetails
Sarah Rose receives an email notifying that further information is required for processing her employment application

Sarah clicks the Provide Details link in the email. A form appears. Sarah fills up the required education and employment details as requested by John Doe and clicks Submit.

AdditionalInformation1
Sarah opens the additional information form by clicking the link in the email
AdditionalInformation2
Sarah fills up additional information as requested by John Doe and clicks Submit

John Doe reviews the selected candidate profile for the additional information provided

John Doe selects the candidate review request and opens it. John Doe finds that Sarah has filled up all the information as required. After reviewing the application, John Doe clicks Approve. On approval by John Doe, the request to perform a background check on Sarah Rose is forwarded to John Jacobs.

JohnDoeAdditionaInformationInbox
John Doe's AEM Inbox
JohnDoeAdditionalInformationReview copy
John Doe reviews the additional information provided by Sarah and approves it

John Jacobs receives a background check request

John Jacobs sees the background check request in his inbox. John Jacobs opens the task and reviews the information provided by Sarah Rose. After performing a background check, John Jacobs clicks Go Ahead to signify that the background check has been successful.

JohnJacobsBackgroundCheckInbox
John Jacobs's AEM inbox
JohnJacobsBackgroundCheckGoAhead
After performing the background check, John Jacobs clicks Go Ahead

John Doe sends out the joining letter to Sarah Rose

John Doe receives a request in his AEM inbox for sending the joining letter. John opens the request and views the details. John Doe attaches the joining letter PDF and then clicks Attach & Send Joining Letter.

JohnDoeJoiningLetterInbox
John Doe's AEM inbox
JohnDoeJoiningLetterAttachAndSend
John Doe sends out the joining letter for signing

Sarah Rose receives and signs the joining letter

Sarah Rose receives the joining letter for signing. Sarah clicks Click Here To Review And Sign Joining Letter. The joining letter PDF opens with a field to sign the document.

SarahRoseJoiningLetterEmail
Sarah Rose receives the joining letter for signing

Sarah can choose either to type in, use draw to handwrite, insert an image of signature, or use her mobile's touchscreen to draw her signature. Sarah types in her name and clicks Click To Sign. 

SarahRoseJoiningLetterSign
Sarah types in her name to sign the joining letter
SarahRoseJoiningLetterSign2
Sarah clicks Click To Sign to complete signing the joining letter

John Doe verifies that the joining letter is signed and sends the offer of employment

John Doe receives a task to verify signed joining letter. John Doe selects and opens the task. John Doe verifies that Sarah Rose has signed the joining letter and clicks Attach & Send Joining Letter.  

JohnDoeVerifySignedLetterInbox
John Doe's AEM inbox
JohnDoeOfferAttachnSend
John Doe verifies the signature on the joining letter and clicks Attach & Send Joining Letter

Sarah Rose receives the offer of employment

Sarah Rose receives offer of employment on email. The email has the joining letter attached with it. Sarah reviews all the details and responds to the email with her consent to join the organization.

SarahEmailSignedJoiningLetter
Sarah Rose receives offer of employment on email

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