Managing the Application Invitation Log

The Manage Invitations page allows you to view and manage the Application Invitation log. The Application Invitation log allows you to perform a search and apply filters for, view details for, resend, and cancel invitations that hiring associates previously sent via the Applicant dashboard.

You can only access the Application Invitation log if the Manage Invitations permission is active for the user role associated with your user account. Contact your system administrator for assistance with updating user role permissions.

Manage Invitations Fields

 

* - indicates a required field

Field	Definition
First Name	Field used to type the first name, or a portion of the first name, of the applicant whose invitation you want to filter by.
Last Name	Field used to type the last name, or a portion of the last name, of the applicant whose invitation you want to filter by.
Email	Field used to type the e-mail address of the applicant whose invitation you want to filter by.
Position	Field used to select the position associated with the job opening of the applicant whose invitation you want to filter by.
Company Client	Field used to select the company client associated with the application of the applicant whose invitation you want to filter by.
Job Opening Code	Field used to type the job opening code of the applicant whose invitation you want to filter by.
Hiring Manager	Field used to type the name of the hiring manager associated with the job opening of the applicant whose invitation you want to filter by.
Recruiter	Field used to type the name of the recruiter associated with the job opening of the applicant whose invitation you want to filter by.
Invitation Requester	Field used to type the name of the individual responsible for sending the invitation to the applicant whose invitation you want to filter by.
Start Date	Field used to type the beginning date, in MM/DD/YYYY format, of the date range by which the invitation was sent to the applicant whose invitation you want to filter by.
End Date	Field used to type the ending date, in MM/DD/YYYY format, of the date range by which the invitation was sent to the applicant whose invitation you want to filter by.
Invitation Status	Field used to select the current invitation status of the applicant whose invitation you want to filter by.
Reset	Button used to reset your filter criteria and refresh the Manage Invitations page.
Filter	Button used to apply your filter criteria and refresh the Manage Invitations page.
Applicant First Name	Displays the first name of the applicant.
Applicant Last Name	Displays the last name of the applicant.
Applicant Email	Displays the e-mail address of the applicant.
Position	Displays the position of the applicant.
Company Client	Displays the company client associated with the application.
Job Opening Code	Displays the job opening code of the job opening for the applicant.
Hiring Manager	Displays the name of the hiring manager associated with the job opening for the applicant.
Recruiter	Displays the name of the recruiter associated with the job opening for the applicant.
Invitation Requester	Displays the name of the individual responsible for sending the invitation to the applicant.
Invitation Sent Date	Displays the date by which the invitation was sent to the applicant.
Invitation Status	Displays the current invitation status for the invitation.
Application Started Date	Displays the date by which the applicant started the form collection completion phase of the online application process.
Application Last Form Completed	Displays the last form that the applicant completed during the form collection completion phase of the online application process.
View Invitation	Icon used to review the invitation originally sent to the applicant via the Manage Invitation - View page.
Resend Invitation	Icon used to resend the invitation via the Manage Invitation - Resend page. The Resend Invitation icon only displays if the current invitation status of the invitation is Invitation Sent.
Cancel Invitation	Icon used to cancel the previously sent invitation. The Cancel Invitation icon only displays if the current invitation status of the invitation is Invitation Sent.   When you cancel a previously sent invitation, you effectively prevent the invited applicant from directly applying to the job opening via the invitation. Once you cancel an invitation, if the applicant attempts to directly apply to the job via the invitation, the applicant receives an error message when they are redirected to the applicant portal to indicate that the application they are attempting to complete is invalid. The InvitationCancelledAlert Metadata setting indicates the error message that displays under these circumstances. Contact your system administrator for assistance with updating the InvitationCancelledAlert Metadata setting.
Page	Drop-down field used to select the paged results number for the Manage Invitations page. You can also use the next page or previous page icons, or modify the current number of records to display per page drop-down field to browse results and find the invitation record you want as necessary.   The number of records to display per results page drop-down field displays as disabled and with the 100 option selected by default if the ForceManageInvitationsPageSize100 Metadata setting is active. Contact your system administrator for assistance with updating the ForceManageInvitationsPageSize100 Metadata setting.

Manage Invitation - View or Resend Fields

 

* - indicates a required field

Field	Definition
Job Information	Section that includes the following fields you can use to view details of the previously sent invitation via the Manage Invitation - View page:   Field Definition Job Opening Displays the job opening code of the job opening to which the applicant was invited. Position Displays the position of the job opening to which the applicant was invited. Location Displays the location of the job opening to which the applicant was invited. Hiring Manager Displays the name of the hiring manager associated with the job opening to which the applicant was invited. Recruiter Displays the name of the recruiter associated with the job opening to which the applicant was invited. Requester Displays the name of the individual responsible for sending the invitation to the applicant.
Email Information	Section that includes the following fields you can use to view e-mail details of the previously sent invitation via the Manage Invitation - View page:   Field Definition Email Displays the applicant’s e-mail address. Subject Displays the subject line for the invitation. Body Rich text area that you can use to view the body content for the invitation. You cannot modify the body content when reviewing previously sent invitations via the Manage Invitation - View page.
Resend	Section that includes the following fields you can use to resend the invitation to the applicant via the Manage Invitation - Resend page:   Field Definition Email* Displays the applicant’s e-mail address. Subject Displays the subject line from the original invitation. You cannot modify the subject of the original invitation when resending invitations. Job Opening Displays the job opening to which the applicant was invited from the original invitation. You cannot modify the job opening of the original invitation when resending invitations. Body Rich text area that you can use to review the body content for the invitation you want to resend. You cannot modify the body content when reviewing previously sent invitations via the Manage Invitation - Resend page. Send Button used to resend the application invitation.

You can use the Manage Invitations page to do the following:

• Perform a Search and Apply Filters to Locate Invitations
• View Invitation Details
• Resend Invitations
• Cancel Invitations

To Apply Filters and Search for Invitations

1. From the Applicant dashboard, click the Manage Invitations icon. The Manage Invitations page displays.
2. Do one or more of the following to filter and search criteria for the invitations you want to locate as necessary:
• Type the first name, or a portion of the first name, of the applicant whose invitation you want to filter by in the First Name field.
• Type the last name, or a portion of the last name, of the applicant whose invitation you want to filter by in the Last Name field.
• Type the e-mail address of the applicant whose invitation you want to filter by in the Email field.
• Select the position associated with the job opening of the applicant whose invitation you want to filter by from the Position drop-down field.
• Select the company client associated with the application of the applicant whose invitation you want to filter by from the Company Client drop-down field.
• Type the job opening code of the applicant whose invitation you want to filter by in the Job Opening Code field.
• Type the name of the hiring manager associated with the job opening of the applicant whose invitation you want to filter by in the Hiring Manager field.
• Type the name of the recruiter associated with the job opening of the applicant whose invitation you want to filter by Recruiter field.
• Type the name of the individual responsible for sending the invitation to the applicant whose invitation you want to filter by in the Invitation Requester field.
• Type the beginning date, in MM/DD/YYYY format, of the date range by which the invitation was sent to the applicant whose invitation you want to filter by in the Start Date field.
• Type the ending date, in MM/DD/YYYY format, of the date range by which the invitation was sent to the applicant whose invitation you want to filter by in the End Date field.
• Select the current invitation status of the applicant whose invitation you want to filter by from the Invitation Status drop-down field.
3. Click Filter. The Manage Invitations page refreshes display invitation records that match your search and filter criteria.

To View Invitation Details

1. From the Applicant dashboard, click the Manage Invitations icon. The Manage Invitations page displays.
2. Apply filters and search for the invitation for which you want to view details as necessary.
3. Click the View Invitation icon. The Manage Invitation - View page displays.
4. Review the invitation details that display on the Manage Invitation - View page.

To Resend Invitations

1. From the Applicant dashboard, click the Manage Invitations icon. The Manage Invitations page displays.
2. Apply filters and search for the original invitation you want to resend as necessary.
3. Click the Resend Invitation icon. The Manage Invitation - Resend page displays.
4. Modify the e-mail address of the applicant via the Email field as necessary.
5. Click Send.

To Cancel Previously Sent Invitations

You can only cancel previously sent invitations if the current invitation status of the invitation is Invitation Sent. When you cancel a previously sent invitation, you effectively prevent the invited applicant from directly applying to the job opening via the invitation. Once you cancel an invitation, if the applicant attempts to directly apply to the job via the invitation, the applicant receives an error message when they are redirected to the applicant portal to indicate that the application they are attempting to complete is invalid. As a result, you should use caution when considering canceling invitations. Additionally, the InvitationCancelledAlert Metadata setting indicates the error message that displays under these circumstances. Contact your system administrator for assistance with updating the InvitationCancelledAlert Metadata setting.

1. From the Applicant dashboard, click the Manage Invitations icon. The Manage Invitations page displays.
2. Apply filters and search for the original invitation you want to cancel as necessary.
3. Click the Cancel Invitation icon. A message displays to confirm whether you want to cancel the invitation.
4. Click OK.

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