Updates 2018/2019

UMANTIS APPLICANT MANAGEMENT

Editor: Ivan Seric | St. Gallen

dates and content

As our customer, you benefit from regular updates that are applied to your
software solution at two-week intervals (minor updates).
You also get more extensive major updates twice a year.

MAJOR Updates

Scheduled updates for 2018

1. Update: Calendar weeks 9 & 14
2. Update: Calendar weeks 38 & 43

Minor Updates

Update cycle

every two weeks

2. MAJOR UPDATE 2018

The second major 2018 update for beta solutions took place in calendar week 38.
Stable solutions received the second major update in calendar week 43. 
All the relevant update contents are shown below.

Explanation of icons
Important icons which are used in every update communication, and which are found at the left, have the following meanings:

Update contents

to minor updates →
Update to version 2018.2.0.0

Automated reminders for outstanding assessments

Send automated emails to managers/third-party assessors

Immediately active updates that require checking
Immediately active updates that require checkingUpdate that takes effect immediately and should be checked.

Perhaps you would like the people you have invited to assess a candidate (managers or third-party assessors) to get an automated reminder about their outstanding assessment?
In the organizational profile settings (/Administration/Edit), you will now find "Main Settings" for "Automated email reminders for assessment invitations". This is where you define how many days have to pass before the third-party assessors you have invited are sent a reminder email. These emails will only be sent to those people whose assessment is outstanding.

Main settings (view as administrator)


Note that, by default, an automated email is triggered after seven days. Your administrator can customize this value as required if your Applicant Management system needs to send an automated reminder before or after that. The value configured must be at least "2".

You can use the new variable [EmailReminder] to modify the associated system emails:

to make a distinction between a first invitation and a reminder. Our online help provides more information.

Online Help: For more information, see Automated reminder email for assessment invitations.  
This implementation is based on the following umantis Labs entry, among others.

PDF compilation is always created

Unsupported file formats are shown as such

Update (active)
An update that takes effect immediately, with no need to activate it or enable it for display.

Your Applicant Management system now always generates a PDF compilation of all documents with supported file formats. The user is also told which documents have an unsupported file format (such as .mp3, .avi, etc.) and are therefore not included in the PDF compilation. In this way, you know throughout the entire process which documents are still part of the application and therefore relevant to the application process, but not included in the PDF compilation.

Online Help: For more information, see Generate PDF summary.
This implementation is based on the following umantis Labs entry, among others.

Optional send date for emails

Send emails on a particular date or after a defined number of days

Update (active)
An update that takes effect immediately, with no need to activate it or enable it for display.

When sending emails, you now have the option to have the email sent out either on a specific date or after a certain number of days:

Optional send date
(email from template: /Recruiting/Applications/ChooseEmail/ID/Email)


This new feature will help you with scheduled communications with applicants. For example, if you have taken a negative decision (rejection), you can communicate this using an email which is triggered after a delay.

Online Help: For more information, see Emails.
This implementation is based on the following umantis Labs entry, among others.

Have you activated the new design yet?

Benefit from a major improvement in your user experience

Updates (hidden)
These updates must first be activated or enabled for display. To access the configuration mode, click on “Configure” in the top navigation menu.

We have already told you through our email communication about the main features of the new design. We would like to remind you again and recommend to you that you activate the new interface in your Applicant Management system. The new design will help you benefit from a number of improvements which will help you in your day-to-day work. 

Play the video and find out for yourself about the new interface’s numerous benefits:

New design in umantis Applicant Management

Temporary activation of the new design

Are you curious and want to see a preview of the new design? Temporarily activating the new user interface allows you to see the new functions without affecting other users. Simply add the following URL extension to the end of your umantis URL to activate the new design for your current browser session only: ?switchTemporaryDesign=1
(Example: https://recruitingapp-[YourCustomerID].umantis.com/?switchTemporaryDesign=1)

To go back to the old design, log out and then back in again, or just enter the following URL extension: 
?switchTemporaryDesign=0

Global activation of the new design

Your administrator can activate the new design/user interface globally using the following settings (/Administration/Design/Basics/Design) for your umantis application. Activation can be done for "internal" and/or "external" areas. We currently recommend only internal areas, i.e. for users within your company. Our online help will give more information on activation.


There is no longer any obstacle to globally activating the new user interface (for internal areas), because we have resolved any errors/"teething problems" that were reported in relation to the new design. Should any others be reported, our developers will fix them at regular intervals. These bug fixes will be included in the minor updates which are done every two weeks.

Online Help: For more information, see Information about the new umantis interface.
More videos about the new interface: Landing page.

NPS banner

NPS banner in your umantis Applicant Management solution

As part of the major update an NPS (Net Promoter Score) banner will also be activated in all Applicant Management stable solutions. The NPS banner will be displayed to internal users only (selected at random), and contains the following question:

"How likely are you to recommend this software to a friend or colleague?"

For more information, see the following page: NPS banner
↑ top

Minor Updates 2018/2019

Update cycle: every two weeks

Update History

Click on an element to see more details about it.
Version 23.1.6.2
Release: 6/16/2018

Changes in the user interface

Additional features and improvements

Immediately active updates that require checking
Immediately active updates that require checkingUpdate that takes effect immediately and should be checked.

With the release of version 23.1.5.2 you have the possibility to activate the new umantis design. Also, some new features of your current umantis user interface will be implemented. Below you will find an overview of these changes / innovations.

The following link leads you to a screencast showing the most important changes in the (current) umantis user interface: > link to recording

Fields to be checked

/SelfServiceLine and /SelfServiceBoard must be checked

Updates requiring configuration
For these updates, an administrator is required to perform certain important configurations. These updates are also marked with a lightning bolt.

Additional information and functionality has been integrated in the /SelfServiceLine and /SelfServiceBoard fields (specifically in the job and applications view). Please check each of these fields after the release. If you find errors, please contact our Customer Service team directly.

New document quick view and tooltips

See the most important information on applicants quickly and simply

Update (active)
An update that takes effect immediately, with no need to activate it or enable it for display.

You will now see a documents icon in the overview of all applicants, and clicking on the documents icon will open the PDF compilation of all candidate documents directly. If you hover over the new info icon with your mouse, additional information is shown in a tooltip. 

Document quick view and tooltips (.gif)


You will also find the new document quick view in each applicant's file (/Recruiting/Applications/ID/ID/Details).

Certain information that was previously displayed in tables is now displayed in the tool tip, which improves clarity. In our online help you will find an overview of the fields that are displayed by default in the tool tip, and how you can change these settings.

Online help: For more information, see Information about the umantis interface.

New features in the applicant file

Breadcrumb navigation, drop down hot spots, simple status configuration, new document quick view and central evaluation tab

Immediately active updates that require checking
Immediately active updates that require checkingUpdate that takes effect immediately and should be checked.

The applicant file is now arranged more clearly so that the sections containing information on the application and applicant can be expanded or collapsed. Thanks to these drop down hot spots you can define your own personalized view of the applicant file and show specific information, if required. A mouseover on the picture of the applicant will now show a tooltip displaying the most important information on that applicant. Using the new breadcrumb navigation, you can now quickly go to the job description or the applicant list — or view the job advertisement in a preview window. The status of an applicant can now be updated simply and quickly with the new drop down menu. The following animation shows the new features in the applicant file: 

View of new features in the applicant file (.gif)


The tab “Assessment by HR expert” has been integrated into the section “Actions” area. This allows for an immediate jump to the new assessment screen where you will find a compilation of all relevant actions, e.g. Assessment, assignment to applicant pool, change of status, sharing for hiring managers, assignment to committees, and communication with the applicant (/Recruiting/Applications/ID/ID/Details/QuickHandleApplication).

Please note that in this context, only one central tab " Evaluations " is recommended to be displayed. In this tab you will find all information relevant to evaluations. All important information about the applicant is already visible in the dossier/documents tab, and HR experts have the ability to take all important steps by using the actions. We therefore recommend that you hide the tab "Evaluation HR" (/Recruiting/Applications/ID/ID/Preselection) and rename the tab "Evaluations line manager" (/Recruiting/Applications/ID/ID/Appraisals) to "Evaluations".

Optional send date for emails

Emails can be sent either on a specific date or after a certain number of days

Updates (hidden)
These updates must first be activated or enabled for display. To access the configuration mode, click on “Configure” in the top navigation menu.

You can now determine an ideal send date for an email to be sent. For each email command, you can either define an exact date in which the email will be sent, or a set number of days after which the email will be sent.

Determine the send date for email


This option can be shown or hidden as desired. Please note that a draft email (optionally containing a send date) can only be stopped by deleting it (via the relevant communication pathway).

This feature is currently only available in German and therefore is hidden in this release.

Online help: For more information, see Emails.

Bug fixes & Improvements

  • Various bug fixes and improvements
  • Improvement: PDF summary with all supported file formats & information about number of converted files
  • Improvement: Blocked login (due to an excess number of attempts) is limited to a maximum of 20 attempts & the default value is 10 attempts
  • Improvement: Performance upgrade of AsyncSearchLinkBlocks
  • Bug fix: Application counter on vacancy overview shows wrong numbers
  • Bug fix: Application status can’t be set via email template setting
  • Bug fix: Drilldown cannot handle large amount of values
  • Bug fix: Tooltip overflow problem on last row of table
  • Bug fix: Mandatory fields on job requisition cannot be set to non-mandatory
  • Bug fix: Assigning several applicants to appointments leads to error message (customer-specific)
  • Bug fix: Application status set to "Receipt of application" for no reason
  • Bug fix: ActiveSourcing module produces error message
  • Bug fix: Several bug fixes related to new design
  • ...

New design available

New user interface can be activated temporarily or by the administrator, on request

Immediately active updates that require checking
Immediately active updates that require checkingUpdate that takes effect immediately and should be checked.

Version 23.1.5.0 enables the activation of the new user interface. You will soon receive a separate communication on the new design. Please note that the new interface will not be activated automatically with this release. This does not represent the new design, but various usability improvements which we do not want to withhold from the current umantis user interface.

If you decide to activate the new design, you can distinguish between "internal" and "external" activation. Every user has the possibility to temporarily activate the new design for the current browser session. After logging in again, the standard interface will be automatically displayed.

Please note that Version 23.1.8.0 (provisional release date: 26 June 2018) will automatically activate the new user interface for all umantis Applicant Management Beta versions.

For Stable solutions, the new design will be automatically activated with the next Major update, which will take place on October 9, 2018.

We recommend that you familiarize yourself with the new interface and get to know the various improvements. Should you have queries, feedback, or error messages, you can contact your umantis representative or send an email to the following address: design_feedback@haufe.com

Temporary activation of the new design

Are you curious and want to preview the new design?
Then just add the extension ?switchTemporaryDesign=1 to the end of the URL of your umantis application. (Example: https://recruitingapp-[your customer ID].umantis.com/?switchTemporaryDesign=1)

Global activation of the new design

Your administrator can activate the new design/user interface globally using the following design settings (/Administration/Design/Basics/Design) for your umantis application. Activation can be specifically customized to affect your “internal” and/or “external” fields. We currently recommend only internal fields, i.e. for users within your company. Our online help will give more information on activation.

Online help: For more information, see Information about the umantis interface.
Landing Page: New Design
Version 23.1 (Major Update)
Calendar weeks 9 and 14

1. Major Update 2018

This section describes the contents of the first major update of 2018
(released in calendar weeks 9 and 14)

Direkt aktive und zu prüfende Neuerungen
Direkt wirksame Neuerung, die geprüft werden sollte.

Direkt aktive und zu prüfende Neuerungen
Direkt wirksame Neuerung, die geprüft werden sollte.

General Updates

Information on the General Data Protection Regulation (GDPR)

Important information on the General Data Protection Regulation

Immediately active updates that require checking
Immediately active updates that require checkingUpdate that takes effect immediately and should be checked.

The European Union’s General Data Protection Regulation (GDPR) (cf. http://eur-lex.europa.eu) establishes stronger regulatory control over personally-identifiable data. This regulation has been in force since May 2016.

The deadline for implementing this regulation is May 25, 2018. After this date, companies must ensure their compliance with the regulation.

With this major update, Haufe-umantis applications (Applicant Management and Employee Management) are ready to be configured in accordance with this regulation. In concrete terms, this means that Haufe-umantis provides the underlying functional capabilities and provides all the necessary configuration options. However, the applications must be configured by each individual customer (provided that they have the necessary user role) in accordance with applicable law. This means that it is the customer's / your responsibility to ensure that the umantis solution is correctly configured in accordance with the new regulations. We support you in this process by providing you with all the relevant information and configuration options at our Online Help site. There you will find a list of all relevant requirements (as per GDPR) and implementations, along with a checklist of the settings you will need to review. You can check these settings with your company’s data protection officer and configure the settings for your umantis
application accordingly.

Additions and updates in umantis that relate to the General Data Protection Regulation

Immediately active updates that require checking
Immediately active updates that require checkingUpdate that takes effect immediately and should be checked.

As mentioned above, your umantis solution is ready to be configured in accordance with the GDPR. Among other changes relating to the General Data Protection Regulation, the following new functions
and changes have been implemented to support you in different areas relating to data privacy and protection:

Online help: For more information, see General Data Protection Regulation (GDPR).

Change language & time zone directly from the system navigation bar

Intuitive user language and time zone selection via new icon in system navigation bar

Update (active)
An update that takes effect immediately, with no need to activate it or enable it for display.

You will now see a new “globe” icon in the system navigation bar of your umantis application. Click on this icon to change the user language and time zone. The available languages are listed in both the
current user language and the target language (e.g. “French/Français”). Once you have selected your preferred language and time zone, simply refresh the page so that your changes can take effect.

Change language and time zone


Of course, you can also use configuration mode to hide this icon. You can also specify whether or not the time zone should be displayed.

Online help: For more information, see Languages.
Frequently used links are now available in the Actions area for Application documents

Update (active)
An update that takes effect immediately, with no need to activate it or enable it for display.

In the Application documents under Actions (/Recruiting/Applications/ID/ID/Details), you will now find four additional links that allow you to Forward to managers, Forward to others, Release for committees or Withdraw access from committees. In order to reduce the number of clicks required to access frequently used links, we have added these links into the Actions area for Application documents.  

Application documents (Resume) > Actions
(/Recruiting/Applications/ID/ID/Details)


The links are shown by default and can be hidden via configuration mode (either by the appropriate administrator or with the permission "setup administrator").

Online help: For more information, see Application documents.

Updates for HR experts

Resend or forward email

Option to resend or forward emails

Update (active)
An update that takes effect immediately, with no need to activate it or enable it for display.

For situations in which an email cannot be sent (e.g. due to a missing or incorrect email address), you now have the option to resend or forward it. To do this, use the two new actions provided in the detailed view of an email: 

Resend or forward email


Please note that you cannot automatically resend or forward all system emails. In this case, the actions are not shown, and a text label will inform you of this restriction. 

Emails that have been resent or forwarded are marked as such in the general communication history (/Contact/Contacts) and the Communication tab in the application documents (/Recruiting/Applications/ID/ID/Contacts):

Original and forwarded email in “Communication” tab (application documents)


When you open the forwarded email, you will also see a new section with the following note: “Email has been forwarded or resent based on original email”, with a link to the original email.

Online help: For more information, see Communication.
This implementation is based on the following umantis Labs entry, among others.

Copy questions and criteria list when copying a job

Extensions to the “Copy job” function

Update (active)
An update that takes effect immediately, with no need to activate it or enable it for display.

When you copy a job (/Recruiting/Vacancies/ID/CopyPosition), you now have additional checkbox options that you can use to copy the questions, criteria list, and assessment questions. Note that each of these checkboxes will only appear if you have actually entered the corresponding information in the job you are about to copy. For example, if you have not entered any assessment questions, then the option to “Copy assessment questions” will not be displayed when you copy the job.

Copy job
(/Recruiting/Vacancies/ID/CopyPosition)
Online help: For more information, see Copy job.
This implementation is based on the following umantis Labs entry, among others.

Automatically forward applications to committees

Define automatic forwarding and notification

Update (active)
An update that takes effect immediately, with no need to activate it or enable it for display.

When creating a job (/Recruiting/Vacancies/New), you can now specify whether incoming applications should be automatically forwarded to committees. In combination with this new feature, you can also specify that an email should be sent to the appropriate committee members for each incoming application.
If the option to “Forward an email to affected committee members for each application” is not activated, however, then the committees will receive no more than one notification email every 24 hours.

Automatically forward applications to committees
(/Recruiting/Vacancies/New)


We recommend that you review the corresponding email template as appropriate for your specific use case and customize it if necessary. The links used in the template can be configured to point to either the specific application or to the applicant overview for the job in question.

Online help: For more information, see Create new jobs.
This implementation is based on the following umantis Labs entry, among others.


Of course, you can set up automatic forwarding of applications to committee members for existing jobs as well (/Recruiting/Vacancies/ID/Description/Responsibility). In this case, the number of members in each of the committees available for selection will also be displayed: 

Job description > Responsibilities
(/Recruiting/Vacancies/ID/Description/Responsibility)
Online help: For more information, see Responsibilities.

Simplified administration of committees

Correct branch office assignment for committee members is sufficient for access permissions

Update (active)
An update that takes effect immediately, with no need to activate it or enable it for display.

By default, all committee members assigned to a branch office will now receive access permissions when an application (for a job at this branch office) is released to the relevant committee. For this to work, you do not have to define the “Access for committees” for every job, but simply ensure that each committee member is assigned to the correct branch office.

In specific cases where a job requires access for a special combination of committee members, you can add the committees that require access under “Special access for committees” (/Recruiting/Vacancies/ID/Description) to overwrite the “default logic” described above. 

Define and recognize committee membership

Membership in multiple committees is possible and visible in user overview

Update (active)
An update that takes effect immediately, with no need to activate it or enable it for display.

In the user settings, under “Roles and permissions”, you can now define the user’s membership in multiple committees.

Committee membership
(/Administration/Users/ID/Profile/Settings)


In the overview of all users (/Administration/Users), you can now also see which committee(s) the person belongs to.

Online help: For more information, see Roles and permissions
This implementation is based on the following umantis Labs entry, among others.

Release or restrict multiple applications at once

New multiple actions in application overview: Release to committees / Withdraw access from committees

Updates (hidden)
These updates must first be activated or enabled for display. To access the configuration mode, click on “Configure” in the top navigation menu.

The multiple actions Release to committees and Withdraw access from committees are now also available in the overview of all applications (/Recruiting/Applications). This enables you to select multiple applications (independently of the job in question) and release them to committees, or to withdraw access to them. Depending on your specific use case, this change may save you valuable time, since you no longer have to navigate to each individual job/application and carry out the action on each one individually.

Online help: For more information, see Applications / applicant overview
This implementation is based on the following umantis Labs entry, among others.

Keep track of data release settings

New container on home page with data release search links

Updates (hidden)
These updates must first be activated or enabled for display. To access the configuration mode, click on “Configure” in the top navigation menu.

The system now gives applicants the option to change their data release settings at any time. For HR experts, it is important to keep track of these data release settings and changes to them. A new container has therefore been added to the home page, containing new search links:

  • Pending decision on data release (number)
  • Data release consent retroactively withdrawn in the past 7 days (number)

With these search links, the responsible HR experts can quickly see which applicants (if any) require action and react accordingly. Of course, you can also search for applications using the advanced search function, to which these new criteria have been added.

Data release container (view for HR experts)
Online help: For more information, see Applicant Management home.

Alongside the data release settings, applicants will now always see a link labeled “To the privacy policy statement” in their profile (/SelfService/MyProfile) for every application. This link points to the specific privacy policy statement you have entered for this branch office (/Administration/Agency/ID/Profile).

View for applicant (/SelfService/MyProfile)


You should regularly review the privacy policy statement, especially with regard to the GDPR.

Online help: For more information, see Access for applicants.

Updates for administrators

Block access to person

Completely block or unblock access to a person

Update (active)
An update that takes effect immediately, with no need to activate it or enable it for display.

Administrators can completely block access to a person profile through all views and for everyone with access permissions and unblock it again if needed. Accordingly, a new Block access to person action has been implemented in the application documents (/Recruiting/Applications/ID/ID/Details). When access to a person has been blocked, that person is no longer visible for anyone (in any overview); as such, no one can view, edit, or delete any information about the person. In this situation, administrators are the only user roles with access and the ability to unblock the blocked person again: 

View of blocked person (as administrator)


Once the administrator has allowed access again, all user roles that had access permissions before the block was put in place will again have access to the person profile in question. Administrators can find people/applicants whose profiles have been blocked in this way by using the advanced search.

Online help: For more information, see Application documents.

Other updates

Improved anonymization of applications

Deleting personally-identifiable data and retaining selected structured data

Immediately active updates that require checking
Immediately active updates that require checkingUpdate that takes effect immediately and should be checked.

This change was applied as a minor update in version 22.1.8.0.

When an application is anonymized, all sensitive personally-identifiable data are permanently deleted. However, certain structured and non-personally-identifiable data is retained for use in statistics and analytics. You can find more information in our Online Help about anonymizing applications, and a list of all fields that are retained.

Please note that applications that were anonymized before this feature was released still followed the old anonymization logic: If the applicant had a job alert subscription, then anonymization caused all personally-identifiable information to be deleted except for the person’s email address and login name. The applicant still actively required this profile-related information to manage their job alert subscription.

Online help: For more information, see Anonymizing applications.

Web tracking via Google Analytics

Enter Google Analytics Tracking ID and analyze user behavior

Update (active)
An update that takes effect immediately, with no need to activate it or enable it for display.

Administrators can now enter a Google Analytics Tracking ID in the Settings for web tracking and web crawlers (/Administration/WebTrackingSettings) and activate tracking for specific areas (defined by URL ranges). A corresponding tracking code snippet is then generated and integrated into the header area of the umantis pages you select.
This allows you to collect and analyze data about user activity. The additional option to Anonymize IP addresses can also be activated if you want the collected data to be stored anonymously with Google. This option is especially useful for ensuring compliance with applicable data protection guidelines. Note that this option applies globally, i.e. to all the URL ranges you enter.

Online help: For more information, see Web tracking.

Changes to multiple actions

Order of elements changed in combined multiple action 

Update (active)
An update that takes effect immediately, with no need to activate it or enable it for display.

The combined multiple action “Change status (optional) and send email(s) from template” has been available in applicant overviews since version 21.2.8.0. This action has now been slightly revised and renamed to “Send email(s) from template and optionally change status”. When you apply this action, the selected email template is now listed first on the screen and can be edited if necessary before proceeding to the optional status change and/or archive action (below the email template). Changing this order minimizes the risk that the status changes already defined in this screen will be lost through later edits to the email template.

Online help: For more information, see Applications / applicant overview.
This implementation is based on the following umantis Labs entry, among others.

URL parameters with MD5 encryption

Authentication via URL parameters with MD5 no longer available as of September 2018 

If you do not use authentication with MD5 encryption, please ignore this section.

We would like to inform you that for security reasons, we will no longer be supporting authentication with MD5 encryption as of September 2018. We have already determined which customer environments will be affected by this change and have reached out directly to the relevant contacts. Therefore, if we have contacted you about this subject and you have not yet made the transition, we ask that you do so now. Otherwise, you are very likely to have login problems starting in September 2018. If you have questions,
please contact our Customer Service team directly. 

Also worth knowing

  • Additional search filters added to advanced application search

    As mentioned above for certain individual updates: The following search filters have been added to the advanced search function (/Recruiting/Applications?Extended=Search): 

    • Blocked applications only (administrators only)
    • Released to committees
    • CV/résumé contained in sourcing
    • Data release consent required
    • Data release consent modified in the past 7 days
    Online help: For more information, see Advanced search.

    Update (active)
    An update that takes effect immediately, with no need to activate it or enable it for display.

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Previous Updates
Use the following links to access previous updates for your umantis Applicant Management application:

What is included in minor and major updates? When do the updates take place? How are updates announced? For more information, visit the following page: Minor & Major Updates

To see the version/version number of your umantis application, hover your mouse here.

Need help?

We offer support for implementing and configuring these new features in your system.
Feel free to contact us for more information about our products and offers.

Contact our support team!

For customers in Germany (toll-free)

0800 71 18 417 (DE)

For customers in Switzerland (toll-free)

0800 22 50 14 (CH)

email to Support

For customers in the United States

USA: 1-855-MY-HAUFE

International

+41 71 224 01 23

email to support

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