PART 1 - CREATING AN API KEY
IMPORTANT! – IN ORDER TO CREATE API KEYS USERS NEED TO HAVE RELEVANT ADMINISTRATOR OR DEVELOPER PERMISSIONS ENABLED ON THEIR USER ACCOUNT.
USERS WHO DO NOT HAVE DEVELOPER PERMISSIONS ENABLED NEED TO CONTACT THEIR GREENHOUSE ‘SUPER USER(S)’ WHO WILL BE ABLE TO ENABLE DEVELOPER PERMISSIONS ON THEIR USER ACCOUNT OR OTHERWISE GENERATE THE API KEYS DIRECTLY.
CiiVSOFT requires the Greenhouse user to create one API key for the Harvest API.
To create a Harvest API key, follow these steps:
Create New Harvest API Key
Click the Configure icon in the upper right-hand corner. Navigate to Dev Center on the left-hand panel. From the Dev Center page, click API Credential Management.
From the API Credential Management page, click Create New API key.
In the Create New Credential dialog box, make the following selections:
- API Type: Harvest
- Partner: Select CiivSOFT from the partner list
- Description: CiiVSOFT Harvest API Key
When finished, click Manage Permissions to generate the Harvest API key. If you selected a partner in the Partner dropdown list, the appropriate permissions are assigned to the API key automatically. If the partner was not available in the dropdown, you can add permissions to the key in a subsequent step.
In the subsequent dialog box, click Copy to save your API key to your clipboard. Store the API key in a secure location to provide to the partner. Click I have stored the API Key once you have copied and saved the key.
Note: You cannot access the full Harvest API key again after clicking I have stored the API Key. If you lose your API key and need to access it later, you must create a new API key, provide it to the integration partner, and then revoke access to the original key.
On the subsequent page, confirm the correct permissions are assigned to your new API key, or assign the permissions yourself by clicking the appropriate checkboxes.
STEP 8 - Please send a COPY of the API key via email to your CiiVSOFT Client Services Director.
PART 2 – ADD CiiVSOFT AS A USER
To add a user, follow these steps:
Step 1 - Click the Configure tab on the dashboard
Step 2 - Click Users from the menu in the left hand column
Step 4 – Enter the email provided in the checklist at the top of this form in the email field. This is usually [CLIENTNAME]@ciivsoft.com
Step 5 – Set permissions for CiiVSOFT user. Click on ‘Site Admin’ permissions area
Step 6 – Click checkbox on the following ‘User-Specific Permissions’ AND ‘Developer Permissions’ then click ‘Save’
Step 7 – Click on the newly created user from the users list
Step 8 – Lastly, enter CiiVSOFT in First name field and Processor in the Last Name field and then click ‘Save’
Using the CiiVSOFT Integration:
Using the CiiVSOFT task automation integration is easy. It has been designed specifically to work with the Greenhouse platform and operates autonomously in the background.
The integration comprises of three interconnected solutions which automate different recruiting tasks in Greenhouse.
ARKiiVE automates search within the Greenhouse database to find suitable candidates every time a new job vacancy is created. Any matching candidates are automatically assigned as Prospects against the new job vacancy. ARKiiVE provides Greenhouse users with a helpful, automated search and sourcing tool enabling them to get a head start on a new job requisition and potentially save on costly talent attraction and advertising activities.
FiiLTER automates initial applicant response handling, reviewing and screening new applications against job vacancies applied for. FiiLTER reviews new candidate applications against job vacancies and automatically advances matching candidates from the first pipeline stage to the next pipeline / Interview Plan stage enabling users to get straight to the best matching candidates for their vacancies, right within Greenhouse.
FiiLTER+ automates candidate referral by reviewing applications against all open vacancies and pipelining candidate applications against best matching jobs. Applications which are not deemed to be a match by FiiLTER for the job they applied for are provided with a ‘second chance’ and automatically place in a queue for FiiLTER+ processing. FiiLTER+ reviews each of these applications against all current open / live jobs. If an application is deemed to be a match to an open job the candidate is automatically assigned as a Prospect for that job.
CiiVSOFT’s task automation integration works automatically when jobs are created in the Greenhouse platform in the normal way.
USING ARKiiVE AUTOMATED DATABASE SEARCH
Step 1 – On the scheduled processing runs ARKiiVE will scan for new jobs.
Step 2 – For any new jobs ARKiiVE automatically searches the existing candidate database for matching records.
Step 3 – If ARKiiVE finds any suitable, matching candidates in the database it will automatically forward them as PROSPECTS for that job. Numbers of candidates forwarded are limited to 20 for ease of use. In the event that ARKiiVE finds more than 20 matches for a role only the ‘best’ 20 matching candidates will be forwarded.
NOTE: ARKiiVE will create a comment / note on the candidate record to ensure users recognise the candidate has been recommended by ARKiiVE.
Step 4 – To view the results, simply login to your Greenhouse account and navigate to the relevant job vacancy. You will see matching candidates found by ARKiiVE waiting for you to review in the Prospects area. Prospects can be converted to Candidates and managed through the remaining pipeline stages in the normal way.
USING FiiLTER AUTOMATED APPLICATION RESPONSE HANDLING
Step 1 – On the scheduled processing runs FiiLTER will scan for new candidate applications
Step 2 – FiiLTER automatically reviews each application against the job applied for.
Step 3 - Matching candidate applications are automatically advanced to the next pipeline stage for the job in Greenhouse.
Step 4 – To view the results, simply login to your Greenhouse account and navigate to the job vacancy. You will see applications screened and forwarded by FiiLTER in the next pipeline stage for the job. Candidate applications can be managed through the remaining pipeline stages in the normal way.
By default, FiiLTER automatically advances suitable, matching applications from the Application Review stage to the next pipeline stage for a job role. If a customer wishes to configure FiiLTER to forward matching candidates to a different or custom pipeline stage then this can be configured by CiiVSOFT. Please contact your CiiVSOFT account liaison for more information.
IMPORTANT any applications which have not been auto-advanced by FiiLTER will remain in the initial Application Review stage. Users still have the opportunity to manually review these applications in the usual way. FiiLTER never automatically rejects any candidates.
These candidates are the automatically queued for FiiLTER+ processing.
USING FiiLTER+ AUTOMATED CANDIDATE REFERRAL
Step 1 – On the scheduled processing runs FiiLTER+ will scan for new candidate applications which have not been advanced by FiiLTER against jobs applied for.
Step 2 – FiiLTER+ automatically reviews each of these applications against all current open / live jobs.
Step 3 - If an application is deemed to be a match to an open job the candidate is automatically assigned as a PROSPECT for that job.
Step 4 – To view the results, simply login to your Greenhouse account and navigate to the relevant job vacancy. You will see matching candidate referrals found by FiiLTER+ waiting for you to review in the Prospects area. Prospects can be converted to Candidates and managed through the remaining pipeline stages in the normal way.
NOTE: In the event that FiiLTER+ finds a candidate to be a match to more than one open vacancy then FiiLTER+ will only assign the candidate to the ‘best’ matching job.
For each element of the solution, CiiVSOFT creates candidate Notes and updates the Activity Feed to maintain full traceability of processing, (see example below)
There’s no additional workload or training required to use the CiiVSOFT task automation integration. Simply use Greenhouse in the normal way and feel the benefits of automation working in the background helping you to streamline tasks and processes.