General

In the OTYS system candidates can be linked to vacancies, in which case a 'procedure' is created. This procedure allows you to track the progress of a specific candidate for a specific vacancy, for which procedure statuses are used. This way you are able to for example track that a candidate applied to a job, was invited for an intake, was introduced to the customer, was invited for a first interview, was invited for a second interview and was rejected after the second interview. These status changes can also trigger workflows, so for example changing the procedure status to 'First interview' will automatically trigger the standard document (email) 'First interview confirmation'. Besides being able to track this for a specific procedure it is also possible to create queries in the OTYS system (for example create a widget on the dashboard of all procedures with status 'First interview') and create reports on it in our Reports-module (for example to create a 'pipeline' to see at what stage a procedure was ended).

Of we all prefer the procedure to end with the fact the candidate is hired for the job. However, in many cases the candidate is rejected at some stage. This rejection can take place in all phases (after the candidate applies on the job, after the intake with our client, after the candidate was introduced to the customer, after any interview phase with the customer). You might want to be able to report on the reasons candidates are rejected during the various stages of procedures or send an alternative email based upon this rejection reason. For this we have our 'rejection reasons'-functionality.

Dependencies

For legacy clients, OTYS supports to register three procedures statuses for each procedure. To make our software more ‘simple’, we changed this into procedures ‘only’ having one status (just like candidates, vacancies, customers and other entities have one status). Since then all new OTYS clients are only using this one procedure status and many existing customers have switched from using multiple procedure statuses to one procedure status. However, there are still old OTYS clients having two or three procedure statuses.

Please note this functionality expects the client to use one procedure status.

Activation

This feature is by default enabled for all OTYS clients. However, it will only be visible if you configure it for your client. If you for example have not configured any rejection reasons and change a procedure to a procedure status that indicates the candidate is rejected; you will not be asked to provide a rejection reason (since there are none configured yet).

Configuration

Configuration of rejection reasons consist of various elements:

Basic configuration
- Define ‘rejected’ procedure statuses
- Define rejection reasons
Workflow configuration
- Add rejection reasons to Procedures-module
- Show rejection reason in Procedures-widget on dashboard
- Add rejection reason condition to workflows
Reporting configuration
- Add rejection reason to procedures export
- Create a report on rejection reasons

To be able to use the ‘Rejection reasons’-functionality you should set up the basic configuration. The workflow & reporting configuration options only need to be configured in case you want these use elements.

We will explain how to configure these elements below.

Basic configuration

Define ‘rejected’ procedure statuses
To be able to define rejection reasons if a specific procedure status is selected, OTYS will need to ‘know’ which procedure statuses indicate that candidates are being rejected. To be able to do so, you can check the ‘Rejected’-checkbox in the configuration of the procedure status in client settings:

Open OTYS Go!
Click on your user-icon on the top right and choose ‘Client settings’.
Client settings list will open. At ‘Search setting number…’ on top right fill in ‘GE6’ followed by enter.
Open setting ‘Procedures - Procedure status 1 values‘ (GE6) in settings list on the left.
A window opens showing your current procedure statuses. Click on the (first) procedure status that indicates candidates being rejected.
A window opens with the configuration of this configuration status. Check checkbox ‘Rejected’ and click on ‘Save’-button on bottom right.
Repeat steps (6) & (7) for possible other procedure statuses that indicates candidates being rejected.

Please note that once this is configured, you will still need to define the rejection reasons that should be shown if you select a procedure status that indicates candidates being rejected.

Define rejection reasons
Once OTYS ‘knows’ which procedure statuses indicate that candidates are being rejected, OTYS will need to know which rejection reasons should be shown. To be able to do so, you will need to configure the rejection reasons in client settings:

Open OTYS Go!
Click on your user-icon on the top right and choose ‘Client settings’.
Client settings list will open. At ‘Search setting number…’ on top right fill in ‘GE371’ followed by enter.
Open setting ‘Procedures - Rejection reasons‘ (GE371) in settings list on the left.
A window opens showing your current rejection reasons. Click on ‘Add new’-button on bottom right.
A window opens to create a new rejection reason. At ‘Rejection reason’ fill in the name of the rejection reason and click on ‘Save’-button on bottom right.
Repeat steps (6) & (7) for other rejection reasons that should be added.

If you have a multi-lingual environment and want to ‘translate’ your rejection reasons; after adding all rejection reasons in your main language you can:

Close the window showing the rejection reasons, so you are back in settings list.
Change the content language using the flag-icon on the top right.
Open setting ‘Procedures - Rejection reasons‘ (GE371) in settings list on the left again.
A window opens showing your current rejection reasons. Opening the rejection reason you want to translate.
A window opens to update the rejection reason. At ‘Rejection reason’ translate the name of the rejection reason and click on ‘Save’-button on bottom right.
Repeat steps (11) & (12) for other rejection reasons that should be translated.

Once you have completed this configurations, users will be asked to define a rejection reason when a procedure status is selected hat indicates candidates being rejected.

Workflow configuration

Add rejection reasons to Procedures-module
In the Procedures-module it is possible to create a list view that defines the columns/fields that should be shown. If you want to show the rejection reason in this list, you can add column/field ‘Rejection reason’ to a list view in the Procedures-module.

Please note the configuration of list views is not part of this specific help page.

Show rejection reasons in Procedures-widget on dashboard
On the OTYS Go! dashboard it is possible to create views that include various widgets. One of the widgets that can be added to dashboards is the Procedures-widget, showing specific procedures. This widget will by default show the linked candidate, the linked vacancy and the status of each procedure. Using the configuration of the widget, it is possible to show additional fields for each procedure. If you want to show the rejection reason in this widget, you can add (extra) field ‘Rejection reason’ in the configuration of the Procedures-widget.

Please note the configuration of dashboard widgets is not part of this specific help page.

Add rejection reason condition to workflows
In the Workflows-module it is possible to create workflows that are triggered in case of specific actions within OTYS Go! (for example if a procedure status is changed). If such a ‘linked event’ is triggered, all workflow rules of this workflow will be checked. Each workflow rule can consist of one or multiple conditions and one or multiple actions. This way it is for example possible to make sure that if procedure status ‘Rejected based on CV’ is set, standard document email ‘Rejection email candidate’ is being generated. Within the workflow rules it is now also possible to add condition ‘JOB: If rejection reason is’ and select one or multiple rejection reasons. This new workflow condition is intended to work in combination with the existing workflow condition ‘JOB: If joined status 1 is…’. Please note that if you currently have one workflow rule that (for example) generates a rejection email based upon a procedure status; you will need to create additional workflow rules; all with condition ‘JOB: If joined status 1 is…’ set to the current procedure status(es) and all with an additional condition ‘JOB: If rejection reason is’ set to different rejection reasons, triggering different rejection emails.

Please note the configuration of workflows is not part of this specific help page.

Add rejection reason to procedures export
The most information from OTYS can of course be accessed through the OTYS Go! application, however in some cases a 'copy of the data' is desired. For simple 'on-the-fly' data copies, OTYS Go! users with appropriate permissions can create exports from the OTYS Go! user interface for the most important entities. In this process they can define the fields they want to export (based upon available fields), define the records they want to export and export the data to an Excel file. These exports are intended to be used for 'on-the-fly' data copies, for example to send a list of open vacancies to an external stakeholder which does not have access to the OTYS system. Through client setting 'Procedures - Export profiles procedures' (GE183) it is possible to configure the export profile (and thus the 'columns') of the procedures export. You can add the field 'Rejection reason' if you also want to add the rejection reason of each procedure to this export.

Please note the configuration of export profiles is not part of this specific help page.

Reporting configuration

Create a report on rejection reasons
In the Reports-module it is possible to create various reports based upon data in the OTYS system. We have created a specific report which allows users to report based upon rejection reasons. To create such a report, you can create a rejection rection reason report by taking the following steps:

Open OTYS Go!
Open Reports.
Click on ‘New report group’-button on top right of window.
A new empty report group opens:
1. At ‘Title’ fill in a name for the report group (for example ‘Procedure reports’).
2. At ‘Linked tables’ select ‘Vacancy’ and possible other tables you would like to include in this report.
3. Click on save-icon on top right.
Click on ‘Add page’-icon on top right
A new empty report page opens:
1. At ‘Name’ fill in a name for the report page (for example ‘Rejection reasons’).
2. At ‘Linked tables’ select ‘Vacancy’.
3. At ‘Module’ select ‘Rejection reasons’
4. Click on save-icon on top right.

Your report page reporting on rejection reasons is now set up.

By clicking on ‘Show more’ you will have additional options to filter data in the report:

Using the ‘Customers’-select it is possible to select one or multiple customers. When doing so, only procedures linked to vacancies of these customers will be included in the report.
Using the ‘Customer contacts’-select it is possible to select one or multiple customer contact persons. When doing so, only procedures linked to vacancies of these customer contact persons will be included in the report.
Using the ‘Vacancies’-select it is possible to select one or multiple vacancies. When doing so, only procedures linked to these vacancies will be included in the report.
Using the ‘Procedure status’-select it is possible to select one or multiple procedure statuses. When doing so, only procedures with these procedure statuses will be included in the report.
Using the ‘Rejection reason’-select it is possible to select one or multiple rejection reasons. When doing so, only procedures with these rejection reasons will be included in the report.

Besides the above mentioned filters, you have the following additional configuration options on the top right of the graph:

Using the period-select, you are able to define the reporting period (for example ‘current year’).
Using the detail-select, you are able to define how the period is ‘split up’ (for example ‘month’ to split up the results per month.
Using the view-select, you are able to define the graph type (for example a pie chart.
Using the legend-toggle, you are able to show or hide a legend.

Clicking the ‘Apply filters’-button will refresh the report based upon the current configuration. Clicking the ‘Save report’-button will save the changes so they will load the next time you open the report.

Please note the further configuration of reports is not part of this specific help page.

Usage

Usage of rejection reasons consist of various elements:

Defining rejection reasons for rejected procedures
Seeing rejection reasons for rejected procedures
Searching for procedures with a specific rejection reason
Creating an export with procedures and their rejection reasons
Accessing the report with data of rejection reasons

We will explain how these elements work below.

Defining rejection reasons for rejected procedures
While changing the procedure statuses in various ways, you are able to define the rejection reasons on the following places in the OTYS system:

When changing a procedure status after hitting the ‘Edit procedure’-button in the ‘Applications’-widget in a candidate detail to a status that indicates the candidate being rejected, an additional select ‘Rejection reason’ will appear to select the reason the candidate is rejected.
When dragging a procedure card in the Kanban board in a candidate detail to a column that indicates the candidate being rejected, a window will appear to select the reason the candidate is rejected.
When changing a procedure status after hitting the ‘Edit procedure’-button in the ‘Procedures’-widget in a vacancy detail to a status that indicates the candidate being rejected, an additional select ‘Rejection reason’ will appear to select the reason the candidate is rejected.
When dragging a procedure card in the Kanban board in a vacancy detail to a column that indicates the candidate being rejected, a window will appear to select the reason the candidate is rejected.
When changing the procedure status of selected procedures in batch from the Procedures-module list view, a window will appear to select the reason the candidates are rejected.
When dragging a procedure card in the Kanban board on the dashboard to a column that indicates the candidate being rejected, a window will appear to select the reason the candidate is rejected.
When dragging a procedure from one Procedures-widget on the dashboard to another Procedures-widget that indicates the candidate being rejected, a window will appear to select the reason the candidate is rejected.

Please note there are other places in OTYS system that allow uses to change procedure statuses (for example in the hiring manager portal); however for these status changes the rejection reason will not (yet) be asked.

Seeing rejection reasons for rejected procedures
Once a rejection reason is selected for a procedure, this rejection reason is shown for that procedure on the following places in the OTYS system:

In the ‘Applications’-widget in a candidate detail.
In the Kanban board in a candidate detail (if configured).
In the ‘Procedures’-widget in a vacancy detail.
In the Kanban board in a candidate detail (if configured).
In the Procedures-module list view (if configured).
In the Procedures-widget on the dashboard (if configured)

Please note there are other places in OTYS system that show procedures (for example the Kanban board on the dashboard); however on these places the rejection reason will not (yet) be shown.

Searching for procedures with a specific rejection reason
To search for procedures with specific rejection reasons, you can take the following steps:

Open OTYS Go!
Open Procedures.
Click on ‘Add criterium’-link in panel on right.
Click on criterium ‘Rejection reason’
At ‘Include’ select the rejection reasons for which you want procedures to be included in the search results.
At ‘Exclude’ select the rejection reasons for which you want procedures to be excluded in the search results.
Click on the ‘Search’-button at the bottom of the criterium

The procedures shown will now be limited based upon the selected rejection reasons. You are of course able to combine this criterium with other criteria in the search functionality of the Procedures-module. It is also possible to for example create a filter based upon your search query and load this filter in a Procedures-widget on the dashboard.

Please note the further usage of searching in modules is not part of this specific help page.

Creating an export with procedures and their rejection reasons
To create an export with procedures and their rejection reasons, you can take the following steps:

Open OTYS Go!
Open Procedures.
Create the search query that shows the procedures you want to export.
Click on ‘Export’-icon on top right of window.
A window opens to define the details of your export:
1. At ‘Selection’ select ‘Filter’ to (only) export the procedures from your current search query or select ‘All’ to export all procedures (regardless of your current search query).
2. At ‘Format’ select ‘Office 2000 plus’ for exporting an .xlsx-file or select ‘Office 97’ for exporting an .xls-file.
3. At ‘Template’ select the template you have previously configured that includes the ‘Rejection reason’ field.
4. At ‘Export status history’ select ‘Yes’ if you want your export to also contain all historic status changes of each procedure in separate lines or select ‘No’ if you just want to export (main) procedures data.
5. Click on ‘Export’ to execute the export.

Based upon the complexity of the export the export will be executed immediately (in which case you can immediately download it) or queued (in which case you can later download it by clicking the ‘Export queue’-button in the export window).

Accessing the report with data of rejection reasons
To access a previously created report with data of rejection reasons, you can take the following steps:

Open OTYS Go!
Open Reports.
In reports list on the left open the reports page which you have previously created showing data of rejection reasons.
You will see both a graph and a table showing data about the rejection reasons.

By clicking on ‘Show more’ you will have additional options to filter data in the report:

Using the ‘Customers’-select it is possible to select one or multiple customers. When doing so, only procedures linked to vacancies of these customers will be included in the report.
Using the ‘Customer contacts’-select it is possible to select one or multiple customer contact persons. When doing so, only procedures linked to vacancies of these customer contact persons will be included in the report.
Using the ‘Vacancies’-select it is possible to select one or multiple vacancies. When doing so, only procedures linked to these vacancies will be included in the report.
Using the ‘Procedure status’-select it is possible to select one or multiple procedure statuses. When doing so, only procedures with these procedure statuses will be included in the report.
Using the ‘Rejection reason’-select it is possible to select one or multiple rejection reasons. When doing so, only procedures with these rejection reasons will be included in the report.

Besides the above mentioned filters, you have the following additional configuration options on the top right of the graph:

Using the period-select, you are able to define the reporting period (for example ‘current year’).
Using the detail-select, you are able to define how the period is ‘split up’ (for example ‘month’ to split up the results per month.
Using the view-select, you are able to define the graph type (for example a pie chart.
Using the legend-toggle, you are able to show or hide a legend.

Clicking the ‘Apply filters’-button will refresh the report based upon the current configuration.

Please note the further configuration of reports is not part of this specific help page.

Technical details

Database tables
The functionality uses the following database tables:

otys_recruit.rejection reasons
This is the main table that stores the rejection reasons of the client and consists of the following fields:
- id: ID of the record.
- client_id: ID of the linked client.
- rejection_reason: The ‘fallback’ rejection reason name, which is used if if no language specific rejection is available.
otys_recruit.rejection_reasons_ml
This is the table that stores language specific rejection reason names for the rejection reasons of the client and consists of the following fields:
- id: ID of the record.
- client_id: ID of the linked client.
- rejection_reason_id: ID of the linked rejection reason.
- rejection_reason: The language specific rejection reason name.
- language_code: The ISO 639-2 language code (for example ‘en’ or ‘nl’) of the language specific rejection reason name.
otys_recruit.reacties
This is the main table that stores the procedures of the client and now has the following additional rejection reason field:
- rejection_reason_id: ID of the linked rejection reason.

Go! templates

The functionality uses the following Go! templates:
apps/procedures/partials/procedureRejectionReason.html (Go!, 11609)
This template is used when a modal is shown which to select a rejection reason after a specific procedure status change.
apps/settings/partials/edit/procedureRejectionReasonDetails.html (Go!, 11611)
This template is used when showing the list of current rejection reasons in client setting ‘Procedures - Rejection reasons‘ (GE371).
apps/settings/partials/edit/procedureRejectionReasons.html (Go!, 11610)
This template is used when showing the detail of a rejection reason in client setting ‘Procedures - Rejection reasons‘ (GE371).
apps/settings/partials/edit/procedureRejectionReasonUsedModal.html (Go!, 11636)
This template is used when deleting a rejection reason which is currently in use in client setting ‘Procedures - Rejection reasons‘ (GE371).

Related tasks

The following tasks are related to this functionality:

REJECTION REASONS: Rejection reasons project (#532635)
- REJECTION REASONS: Introduction (#532636)
- REJECTION REASONS: Create database structure for rejection reasons (#532637)
- REJECTION REASONS: Create client setting to manage rejection reasons (#532638)
- REJECTION REASONS: Define rejection reason when changing single procedure status in modal (#532639)
- REJECTION REASONS: Ask for rejection reason when changing single procedure status by drag & drop (#532640)
- REJECTION REASONS: Ask for rejection reason when changing procedure status in batch (#532641)
- REJECTION REASONS: Add rejection reason column in Procedures module (#532642)
- REJECTION REASONS: Add rejection reason filter in Procedures module (#532643)
- REJECTION REASONS: Add rejection reason in Applications-widget candidate detail (#532644)
- REJECTION REASONS: Add rejection reason in Procedures-widget vacancy detail (#532645)
- REJECTION REASONS: Add rejection reason in Kanban board candidate detail (#532646)
- REJECTION REASONS: Add rejection reason in Kanban board vacancy detail (#532647)
- REJECTION REASONS: Add rejection reason in Procedures-widget on dashboard (#532649)
- REJECTION REASONS: Add rejection reason in Procedures export (#532650)
- REJECTION REASONS: Add rejection reasons in Go! standard export (#532651)
- REJECTION REASONS: Create report for rejection reasons (#532652)
- REJECTION REASONS: Add rejection reason condition in workflows (#532653)

Known issues and improvements

The following known issues & improvements are available for this functionality:

GENERAL: Only first 20 rejection reasons shown (#534226)
We currently only show the first 20 rejection reasons in OTYS Go! Although we do not expect this to be an immediate issue (most clients will have less than 20 rejection reasons), it is probably wise to increase this current limit of 20 rejection reasons.
PROCEDURES: Excluding '(no rejection reason)' does not work correct (#534233)
When excluding option ‘(no rejection reason)’ in combination with other rejection reasons, the search is not showing the correct results.
GENERAL: Include rejection reasons in customer portal
Rejection reasons are currently not available in the customer portal when rejecting a candidate yet. It might be good to include them there.
GENERAL: Include rejection reasons in online cv presentations
Rejection reasons are currently not available in online cv presentations when rejecting a candidate yet. It might be good to include them there.