Using Application Notes

Making notes on an application is a routine action in the system. We encourage users to always use HR best practices when making notes in order to avoid even the appearance of discrimination. Notes are added in a free-form style and are typically brief and concise.

 

Notes Access

Admin users can make and view all notes on any application, including notes marked Note viewable by Admins only (Confidential notes).

Other restricted users, including Posting, Non-Posting, and Viewing Managers and Assigned Users can only make and view notes if permission has been granted to do so on their individual user profile by an Admin.

Contact users may make application notes for applications forwarded by email (Share Application via Email). However, Contact users may only view other application notes for applications forwarded by email if the Notes - Application option is selected on the Email Application page.

 

Adding Notes

Notes are added from within the application record by clicking the Add Note button.

A new section will open after clicking the Add Note button.

Enter any notes in the Add Note field.

Enter a Score, as desired and if you have been instructed to do so by your HR Department.

Admin users can check the box Note viewable by Admins only to make a note "confidential" and appear only for other Admin users.

Click Add Note to add the note to the Timeline and close the Notes box OR click Close to exit the Notes box without saving.

 

A Notes tag will appear as a colored bubble in the Application Tags section and on the same row for the applicant on the View Applicants page. 

Hover your cursor over the tag to view recent notes history.

Editing or Deleting Notes

The option to edit or delete a note made on an application is available for 30 minutes after creating the note. To do this, visit the Timeline tracking on the application and you will see the option on the note history within the timeline to edit (pencil icon) or delete (x icon).

Click either option to proceed.

Edit Notes:

Only Admin users and the user that originally created the note can edit a note.

To Edit the note, click the pencil icon. The Edit Note box will open.

The Note field will include the previously entered text. Update the note, as necessary.

Click Close to exit without saving or Save to save the revision.

Edits will show in the Timeline and will include the editing user's name, date and time at the bottom of the note details so that all users can see the original note was altered at some point. It will not track the original text or the changes. Editing a note will not update the note's original creation date. 

Delete Notes:

Only Admin users and the user that originally created the note can delete a note.

**Note** This feature can be disabled by an Admin user contacting our Support Team.

To Delete the note, click the x icon. A warning message will appear reading:

Are you sure you would like to delete this note? It will be removed from all tracking and reporting.

Click Yes, Delete to remove the note or Cancel to exit without deleting the note.

Deletions are tracked as an action in the Timeline on the application and will include the deleting user's name, date and time. The original note will no longer be available and there will be no way to retrieve it

**Note** While you can delete a note, you cannot delete an attached file from an application. If a file has been attached that contains an SSN or DOB, please contact the Support Team for assistance.

 

Mention Other Users in Notes

You are able to mention another system user by mentioning them when creating an application note. Type @ and the person's name to launch a list of users who have access to the application. Click the name to select it. The mentioned name will appear in bold text. When you click Add Note, an email notification will be sent to the mentioned user so they will see the note and application.

Pinning/Unpinning a Note

A user can "pin" one application note to the top of the Timeline. This allows you to keep critical information more visible and prevent it from being overlooked. Only one note can be pinned per application. If you wish to pin a different note, you must unpin a pinned note first.

Hover over the desired note in the timeline, a pushpin icon will appear. Click the pin to pin the note to the top of the Timeline.

Repeat the process, clicking the pin icon again, to unpin the note from the top and return it to its chronological position in the Timeline.

Application Notes Report

The Application Notes Report includes basic information about the applicant and will show the most recent application status note and application note.

Admin users can access this report from the Reports dashboard on the Standard Reports tab.

 

Common Questions

Who has access to make notes?

Admin users can make and view all notes on any application, including notes marked Note viewable by Admins only (Confidential notes).

Other restricted users, including Posting, Non-Posting, and Viewing Managers and Assigned Users can only make notes if permission has been granted to do so on their individual user profile by an Admin.

Contact users may make application notes for applications forwarded by email.

Who has access to read notes?

Admin users can make and view all notes on any application, including notes marked Note viewable by Admins only (Confidential notes).

Other restricted users, including Posting, Non-Posting, and Viewing Managers and Assigned Users can only view notes if permission has been granted to do so on their individual user profile by an Admin (make/view notes are one option).

Contact users may read application notes for applications forwarded by email only if the Notes - Application option is selected on the Email Application page.

Is there a way to include notes about an applicant in a more structured format?

Yes! If you are looking to add interview notes, skills lists or other items that you need a more structured format, you may want to consider using HR Data Surveys.

How are spotlight notes different than application notes?

Spotlight notes are messages sent with the application, they are not application notes. As such, spotlight notes are recorded in the Timeline area under Actions. This will show who sent the spotlight, the date, the message, and who the spotlight was sent to. Assigned Users and Viewing Managers may have access to Notes/Actions, depending on their user permissions.

How does the application note score work with other scores for the applicant?

This score is a small text field, which means you can enter letters, number, and characters in this space. Because of this, it is not tied to an applicant's screening score. An applicant's screening score is based on the combined score of Job and Additional Question Score.

Can I delete an attached file?

While you can delete a note, you cannot delete an attached file from an application. If a file has been attached that contains an SSN or DOB, please contact the Support Team for assistance.