Criteria Assessment Integration

Once activated in the KeldairHR Marketplace, this service is ready to be added to one or more job applicant processing workflows. Adding Criteria as a step in a workflow makes it available for use in each applicant's file when processing the applicant using that workflow.

Assigning Criteria to a Workflow

• Select Processing Elements from the menu.
• From the Workflow, click the ⋮ menu and select Edit.
• Insert a custom assessment test step: 
  1. Click the Received stage arrow to display the Steps.
  2. Click +Add Custom Step
  3. Add a Step Name (Send Criteria Assessment)
  4. Add a Step Description.
  5. Select Use Integration from the action type drop-down.
  6. Choose Criteria from the list.
  7. Click Save to add this custom step to the Stage.
  8. Rearrange the step order by dragging and dropping the steps within the stage.
  9. To finalize the entire Workflow edits, click SAVE.
• The newly created assessment test step will now be available for use in all Applicant Files using that workflow.

Note:

• The Criteria process is automated upon submission of an application which will only work when assigned to the "Received Stage".
• If a Workflow has the Criteria step, but the Job doesn't have an assigned Criteria package it will not send a package.

Configuring Jobs

Criteria assessments can assigned to jobs on either a Job Template or Posted Job level. Each option is described below.

Configure a Job Template

• Select the Job Templates tab from the main menu and open a template by clicking the Job Title.
• On Step #1 review Information Elements and click CONTINUE to proceed.
• On Step #2 review Applicant Elements and click CONTINUE to proceed.
• On Step #3 review Processing Elements
• From the Select Criteria Package dropdown, view and assign a package from your Criteria account.
  • Both systems need time to connect to each other to retrieving the data from the Criteria system so please allow for a slight delay in navigating this step.
• Click SAVE to finish editing the Job Template. 

Configure a Posted Job

• Select Jobs from the menu and open a job by clicking the Job Title.
• Select the Job Details tab and click on the Step #3 Review Processing Elements to review.
• From the Select Criteria Package dropdown, view and assign a package from your Criteria account.
  • Both systems need time to connect to each other to retrieving the data from the Criteria system so please allow for a slight delay in navigating this step. 
• To confirm the changes, click SAVE.

Note:

• If a posted Job doesn't have an assigned Criteria package, but the Workflow has the Criteria step, it will not send a package. 
• If an Account Administrator or permitted user assigns a Criteria package to a posted Job (which contains a Criteria step in the Workflow) the users must manually go to an Applicant file, click the Criteria Step from within the Stage panel, and click the "Initiate" button to manually send the assessment test.

Sending Criteria Assessments to Applicants

Automatically Send Criteria Assessments

If Workflow has the Criteria step included and Criteria Assessments are assigned to the Job Template or selected at the time of posting a job, the Criteria package will be sent automatically to the applicant upon submitting their application. When applications are received, the newly created Applicant Files will be assigned to the default workflow stage of "Received" and applicants will be emailed the assigned "Application Submission Confirmation" message template. The hiring system will timestamp the receipt of the application and mark it as Received in both the Stages tab and the Streams tab of the Applicant File. Following these system-generated actions, the applicant will also be emailed the Criteria Assessments directly from Criteria. Once completed, Criteria will return the results directly into the applicant's file, and authorized users will receive a notification when complete. If desired, members of the hiring team with permissions can view the report from the Applicant File or in Criteria.

Manually Send a Criteria Assessment

When processing a job applicant using a workflow that contains a Criteria assessment step, users will be able to initiate the assessment test manually within their Applicant File. This may be necessary if Criteria was integrated after a job was posted or if the Existing Employee setting does not send the test and you find it necessary for an internal employee to take an assessment. After manually initiating an assessment test, the candidate is notified by a Criteria email with details on how to complete the required assessment. On average, once received, Criteria sends the selected test with an estimated turnaround time of 24 hours or less. Criteria will return the results directly into the applicant's file, and authorized users will receive a notification when complete. If desired, members of the hiring team with permissions can view the report from the Applicant File or in Criteria.

Follow these steps to manually send a Criteria assessment: 

• Open an Applicant File.
• From the Stages tab, click on the "Criteria step" in the Received Stage.
  • If the Criteria was integrated after a job was posted, a message will indicate "There was no Criteria assessment configured for this job when this applicant applied."
  • If the "Existing Employee" System Setting is enabled and the "Existing Employees" Criteria toggle is set to "No" a  message will indicate "this applicant identified as an existing employee and your rules say they don't get an automatic Criteria."
• Click INITIATE CRITERIA ASSESSMENT from the panel to send the applicant the job's assigned criteria assessment.

Follow these steps to manually send a Criteria assessment to an applicant labeled as an "Existing Employee": 

• Open an Applicant File.
• From the Stages tab, click on the "Criteria step" in the Received Stage.
  • If the Criteria was integrated after a job was posted, a message will indicate "There was no Criteria assessment configured for this job when this applicant applied."
  • If the "Existing Employee" System Setting is enabled and the "Existing Employees" Criteria toggle is set to "No" a  message will indicate "this applicant identified as an existing employee and your rules say they don't get an automatic Criteria."
• Click INITIATE CRITERIA ASSESSMENT from the panel to send the applicant the job's assigned criteria assessment.

If Criteria is deactivated, applicants with pending assessment tests in progress will be completed. Your existing assessment data from Criteria will be retained in each Applicant File by KeldairHR in case you would like to reactivate it in the future.

Follow these steps to deactivate Criteria:

• Select Marketplace from the menu and then Assessments.
• On the Criteria card click Learn More.
• Use the switch to toggle from Active to Inactive.
• Confirm by selecting, YES, TURN THIS OFF.
• A success notification will pop-up in the upper right corner to confirm the deactivation of the Criteria assessment integration.

Note: Deactivating Criteria from the KeldairHR Marketplace will not automatically remove related steps from existing Workflows. They will need to be updated separately.