1. Major Update 2018
This section describes the contents of the first major update of 2018
(released in calendar weeks 9 and 14)
- General updates
- Updates for HR experts
- Resend or forward email
- Copy questions and criteria list when copying a job
- Automatically forward applications to committees
- Simplified administration of committees
- Define and recognize committee membership
- Release or restrict multiple applications at once
- Keep track of data release settings
- Updates for administrators
- Other updates
Information on the General Data Protection Regulation (GDPR)
Important information on the General Data Protection Regulation
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
Additions and updates in umantis that relate to the General Data Protection Regulation
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:
Change language & time zone directly from the system navigation bar
Intuitive user language and time zone selection via new icon in system navigation bar
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.
For more information, see Languages
Additional links in Application documents
Frequently used links are now available in the Actions area for Application documents
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
The links are shown by default and can be hidden via configuration mode (either by the appropriate administrator or with the permission "setup administrator").
Updates for HR experts
Resend or forward email
Option to resend or forward emails
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.
Copy questions and criteria list when copying a job
Extensions to the “Copy job” function
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.
Automatically forward applications to committees
Define automatic forwarding and notification
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
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.
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
Simplified administration of committees
Correct branch office assignment for committee members is sufficient for access permissions
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
In the user settings, under “Roles and permissions”, you can now define the user’s membership in multiple committees.
In the overview of all users (/Administration/Users), you can now also see which committee(s) the person belongs to.
Release or restrict multiple applications at once
New multiple actions in application overview: Release to committees / Withdraw access from committees
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.
Keep track of data release settings
New container on home page with data release search links
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)
View for applicant (/SelfService/MyProfile)
Updates for administrators
Block access to person
Completely block or unblock access to a person
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.
Improved anonymization of applications
Deleting personally-identifiable data and retaining selected structured data
This change was applied as a minor update in version 188.8.131.52.
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.
Web tracking via Google Analytics
Enter Google Analytics Tracking ID and analyze user behavior
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.
Changes to multiple actions
Order of elements changed in combined multiple action
The combined multiple action “Change status (optional) and send email(s) from template” has been available in applicant overviews since version 184.108.40.206. 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.
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.
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