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What are application statuses?

Updated

Application statuses provide a direct overview of the current step in the recruiting process for an application. Your d.vinci system is status-based. The statuses form the foundation for all possible actions.

Configuration

On the Application Status page, you can create a new status using + Application Status.
See: Create Application Status

System behavior

  • Example statuses
    Examples: New, New for Department, First Interview, Hired.
  • Workflow
    Each application is always in exactly one status. The entirety of all selectable statuses in a sequence forms a workflow.
  • Status transition
    To switch from one application status to another, a status transition is required.
  • Functionalities
    Application statuses can have additional functionalities, such as: sending correspondence, questionnaires, automatic deletion after x days, screening questions.
  • Confidential information
    It is possible to mark an application status as confidential information. Comments, messages, and documents marked as such are only visible to individuals with the permission View/Edit Confidential Information of Applications.

  • Notes on Configuration

    • Properties
      • Display Name
        The display name is the name shown, for example, when you hover over the icon. It is also displayed in the status selection list during status transitions.
        This should be unique to avoid confusion.
      • Required Permissions
        Permissions can determine which role sees which applications in which status. The same applies to status transitions.
      • Icon
        The icon of the status should match the purpose of the status, making it clear to system users where the application is in the process, even without hovering over the status. For example, in the application list.
      • Automatic Deletion
        You can set whether an application is automatically deleted x days after reaching a certain application status. This is useful for complying with GDPR deletion deadlines.
        • Reduce after
        • Delete after
      • Pool Status
        If an application status is a pool status, keywords entered for an application in this status form the talent pools.
      • Final Status
        A job opening can only be closed when all applications are in a final status.
      • Consent to Extended Use Required
        The consent for extended use is a field in the questionnaires. When used correctly, it legally ensures that you can use the applicants' data for other purposes, such as adding them to your talent pool or considering them for another job opening (switching job openings/moving applications).
      • Confidential Information
        In the recruiting process, sensitive documents like salary agreements, internal approvals, or strategic notes are often created. These can be marked as confidential attachments, so only managers or selected HR staff with the appropriate permissions have access. This can be set directly when creating the status.
      • Events
        These are predefined events important for measurement in reports.
    • Status transition functionalities
    • Additional information for external systems

How our customers use this

Each application status has its own icon to prevent confusion when manually setting a status. Depending on the process step the status marks, the properties and functionalities are adjusted. Many customers also set up automatic status transitions that occur when a specific trigger is activated, in addition to the option to change statuses manually.
More on this here: Automatic Status Transitions.

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