11th August 2019

Darwinbox Release Notes for Version 3.7.1

Enhancements to Recruitment

1. New Statuses in Recruitment and Offer Letter
   

With release 3.7, new statuses are added to Recruitment and Offer Letter. 

Explanation of all statuses is as given below: 

All statuses in Recruitment and Offer will be in sync. 

Few status changes from Candidate Detailed page are blocked. Offer statuses for generation, approval and sending to candidate are treated as read only and any change must be made in Offer Detailed page. 

Blocked direct movements / manual status changes in Jobs → Candidate Detailed Page are as follows. 

Can change from Make Offer to Offer Accepted / Rejected / Withdrawn to support offline cases. 

Blocked movements / manual status changes in Offer page are as follows: 

2. Auto archival for Positions in Requisition
   

With release 3.7, position in Jobs will get auto archived when the candidate who filled the position gets activated in the system. 

With this release, option to Archive from Selected and Filled statuses is blocked and an error message is displayed. 

Path: Recruitment → Jobs → Create / Edit Job

3. Option to select Requisition and fill position in Recruitment from New Hire page 
   

With release 3.7, requisition can be mapped during creation of New Hire. 

Path: Employees → Directory → New Hire

Position will be considered as closed and TAT will be calculated on adding employee. Make Offer and Offer Accepted Dates are considered the same as Employee Addition dates. 

Path: Recruitment → Jobs → Create / Edit Job

On activation of the candidate, the position status will change to Auto Archived. 

Path: Recruitment → Jobs → Select Job → Hired & Archived Positions

Path: Recruitment → Jobs → Create / Edit Job

Path: Recruitment → Jobs → Select Job → Candidates who became Employees

4. Enhancement to Job Page
   

With release 3.7, search and sort functionality is added to job detailed page. Top status bar is enhanced to display active jobs, open positions, pending and accepted offers

Path: Recruitment → Jobs

Search is enabled on Job Title, Job Code, Department, Department Code, Designation, Designation Code, Hiring Lead, Location, Location Type and Requisition. 

First filter is Company. 

Second filter is Job Status. Active Jobs has Open + Draft Jobs. 

Advanced filter is added in Jobs page to filter by the following filters. 

• Business Unit
  
• Department 
  
• Job Title
  
• Hiring Lead
  
• Grade
  
• Employee Type
  
• Region
  
• City
  

5. Enhancement to Job Detailed Page
   

With release 3.7, search and sort functionality is added to job detailed page. 

Filters are enhanced to show all statuses. 

Path: Recruitment → Jobs → Select Job 

Clicking on Jobs takes the user to Jobs page. 

Position wise statuses can be seen by clicking on Position statuses, Active Positions and Hired & Archived Positions. 

Clicking on Active Positions display all positions in Draft, Open, Selected and Filled status. 

Clicking on Hired and Archived positions display positions in Auto Archived status against which the candidate is Activated. 

Department, Office Location, Experience, Employee Type, Salary Package and Hiring Leads are displayed for information. These fields are taken from Job. 

Candidate status filters are displayed in the next line. 

Total Applicants is the default filter which shows the total number of candidates who have applied for the job. 

Clicking on Candidates in Evaluation display candidates At Shortlisting, At Screening, Process Ongoing, On Hold. 

Clicking on Candidates in Offer Stage displays candidates in the following statuses: Make Offer, Offer Pending for approval, Offer approved and to be shared with the candidate, Offer pending with the candidate, Offer expired, Offer accepted and to be added to pending list and In Pending List. 

Clicking on Candidates who became Employees displays candidates who are added as employees and Activated. 

Clicking on Rejected Candidates displays candidates in the following statuses: Rejected (At Pre Screening), Rejected (Post Screening), Offer Rejected by the candidate, Offer rejected by approver. 

Search bar is added. The first filter allows to search by Source. 

Second filters allows to search by Custom Tags. 

Candidate can be searched on the basis of Name, Email, Phone Number and Candidate ID.

Note: Pending to be scheduled sub-filter in Process Ongoing is removed in the current release. 

6. Enhancement to Offer Page
   

With release 3.7, search and sort functionality is added to offer page. Filters are enhanced and advanced filters based on dates are added. 

Top filters are based on selected Company. 

Path: Recruitment → Offers

Candidates can be searched on the basis of : 

• Candidate Name
  
• Candidate ID
  
• Email
  
• Phone Number
  
• Job Name
  
• Designation
  
• Business Unit
  
• Department 
  
• Region
  
• Locations
  
• Employee Type
  

Advanced Filters are added to the search bar to filter basis Business Unit, Regions, Employee Type, Date of Joining (From and To Dates), the Date of Acceptance (From and To Dates), Created On (From and To Dates) and Last Updated On (From and To Dates). 

Advanced filters, top filters and search work in combination. 

Note: 

Offer expired is based on daily cron run. Offer will remain as expired even after change in Date of Acceptance till cron is run again. 

Enhancements to Rewards and Recognition

1. Ability to add Program Logos in Addition to Badges
   

• In addition to the ability to define badges, admin can also define program-level logos.
  
• A program logo can be the same as or different from the badge(s).
  
• Program logo can be uploaded in Settings → Recognition → Programs (Program-level Settings → Recognition Details)
  

(Option to upload Program Logo in Rewards and Recognition → Program-level Settings)

• Once a program logo has been defined, it can be viewed at two places on front-end -
  

1. The Overview Page ({Recognition → Overview} where an employee can see recognition programs that they are eligible to give and receive)
   
2. The History Page ({Recognition → History} where employees can see history of recognitions given and received)
   

(Program logo visible on the Overview Page → Recognition Programs You’re Eligible to → Give Section)

(Program logo visible on the History Page → Given Section)

• Please note that if no custom program logo is uploaded by the user, the system will display a default program logo (see the image below.) On the contrary, if any badge(s) are not defined under an R&R program, when an employee receives that Reward and/or Recognition, nothing gets displayed under badges section on receiver’s public profile.
  

(Default program logo)

B)  Mobile Push Notifications for Rewards and Recognition

Mobile push notifications are triggered when an employee gets recognized (if the Program Type is Continuous.) These notifications are sent to -

1. Receiver of the Reward and/or Recognition
   
2. Receiver’s manager
   
3. Any CCed employees (selected in the recognition form)
   

C)  Ability to CC Additional Employees in Continuous Program Recognition Form

• An admin can choose to enable or disable the ability of recognizer to CC someone at org-level settings - Settings → Recognition → Organisation (Org-level Settings)
  

(Enabling/disabling addition of employees to CC)

• When recognizing someone a recognizer can choose to add other employees in CC to inform them about that particular Reward and/or Recognition.
  
• Recognizer sees the option to add additional recipients in the recognition form.
  
• When the Recognizer clicks on “Add Employees to CC” they see an elastic search bar using which they can search for and select employees they wish to inform directly about that particular recognition.
  

D)  Ability to Recognize Multiple Employees in One-go under Continuous Programs

• With this update, a recognizer can recognize multiple receivers using the same recognition form.
  

Settings

• Admin has the ability to allow/disallow multiple recognitions using same form. The path to access this setting is - Settings → Recognition → Programs (Program-level Settings) → Recognition Details
  
• If the setting “Max. No. of Receivers in a Single Recognition” -
  

1. is left blank or has a value of ‘1’ - employees will be able to choose and recognize only one individual at a time
   
2. has a value of more than ‘1’ - employees will be able to choose multiple employees. This setting also allows the admin to put an upper cap on the number of people an employee can collectively recognize at once using recognition form.
   

(Option to allow/disallow multiple recognitions in one go)

Front-end (Employee view)

• If the ability to recognize multiple employees collectively is enabled in settings, a recognizer can search for multiple individuals using search bar in the recognition form.
  
• The system will throw relevant error messages when a recognizer clicks on ‘Submit’ button in recognition form and -
  

• The selected employees are not eligible under a particular program
  
• In a point-based program and collectively the points being given are exceeding available budget of recognizer
  

(Selecting multiple receivers in the recognition form)

• If a recognition has been given collectively, under the History page (Recognition → History) -
  

1. In ‘Received’ section of receiver(s) and ‘Given’ section of recognizer, a banner named “Team Recognition” will be displayed above the program logo, and
   
2. In ‘Given’ section of recognizer, name of all receivers will be displayed.
   

(“Team Recognition” banner and names of multiple receivers visible on the History page)

E)  Ability to Define Recognition Tags at Program-level for Continuous Programs

• In program-level settings, admin will have the ability to define recognition tags that an employee can choose from while recognizing someone.
  
• These tags are usually company values or behavioral attributes associated with that particular Rewards and Recognition program.
  

Settings

• Setting to define recognition tags can be accessed in Settings → Recognition → Programs (Program-level Settings) → Recognition Details
  
• Multiple tags can be added; they have to be separated by vertical bar character ( | ). This allows the admins to add tags that may have a comma in it. For example, “Respect, Trust and Integrity” as a recognition tag/company value.
  
• If this field is left blank, “”Recognition Tags” drop-down won’t be shown on the front-end to a recognizer in the recognition form.
  

(Defining recognition tags at program-level settings)

• Admin can also define an alias for the recognition tags i.e. the field can be renamed on front-end to  another name like “Values”, “Company XYZ Values” etc.
  
• This setting can be accessed via Settings → Company → Aliases
  
• If there is an alias for recognition tags, it will apply the change at three places on the front-end -
  

1. Recognition form (of programs which have recognition tags)
   
2. Public profile of receiver (who has been recognized under a program having recognition tags)
   
3. History page in the Rewards and Recognition module
   

(Defining alias for recognition tags)

Front-end (Employee view)

• While recognizing someone an employee can choose the tags in recognition form.
  

(Tags in the recognition form)

• Tags associated with any recognitions are shown at two places on front-end -
  

1. The history page in Rewards and Recognition module where tags are shown corresponding to respective recognitions
   
2. An employee’s public profile where the tags are shown in a tag cloud
   

(Recognition tags in the history page)

(Recognition tags in a tag cloud on a receiver’s public profile)

Two half day deductions in a day

With release 3.7.1, we are enabling multiple attendance validations with in a single day, if there are only half leaves applied.

Path (Admin): Settings → Attendance → Create/Manage Policies → Include half-day Leave in counting above instance

Once enabled, if there is a half day leave for a day, the enabled validation will be validated again. Consider below scenario for attendance validations –

    i. If Absent, then Half day Casual Leave is deducted

   ii. If Late duration exceeded, then Half day casual leave is deducted – Include half day leave in counting instances

 iii.  If Early duration exceeded, then Half day casual leave is deducted - Include half day leave in counting instances

  iv. If Late mark exceeded, then Half day casual leave is deducted - Include half day leave in counting instances

   v. If Early mark exceeded, then Half day casual leave is deducted - Include half day leave in counting instances

  vi. If work duration not satisfied, then Half day casual leave is deducted

In above scenario, if user was assigned 9am-6pm shift and the employee has clocked in at 9.15am and clocked out at 5.45pm. Then previously before this setting, half day leave would have been triggered making the status P,0.5L. After this enhancement, based on above scenarios after late mark, since half day validation is also applicable for Early mark, second half day leave will be triggered for that day for early mark making the status P,0.5L,0.5L.

Also with this enhancement, half day leave deduction for late mark will be triggered for first half and early mark will be triggered for second half. In case of work duration-based validation, the leave will be triggered for second half by default but incase of an existing leave, it will be applied for first half. Though we are triggering leaves for first and second half, users will see them as only system deducted leaves and will not be able to apply leaves over it.

Note:

1.    Only validations for whom ‘Include half day leave in counting instances’ is enabled will be validated for the day after the initial half day validation. No change will be seen if the deduction is configured to be for Full day.

2.    Priority order is same as for full day validations if enabled, however if certain validations are disabled for half day, then those will be ignored while validating for second half

Displaying Proration of Previous CTC items in Pay Package

With the Release 3.7.1, the proration of Previous CTC items will be available for all CTC items created post the release. All items that are available in Current CTC Proration (including Variable Pay) will be saved in CTC Proration of previous CTC Line items.

Path: Compensation> Pay Package> Proration (for previous CTC Line Items)

The CTC proration will be available on clicking the proration button for the previous CTC line items.

Enhancements to Core

A.  Department and Employee wise restrictions in Position master and history report

With release 3.7.1, department and employee wise restrictions can be applied while generating report. This will help in filtering records as needed.

Path (Admin): Reports → Employee Roster → Position Master and Position History report

B.  Auto mapping of Job Level, Location and Employee Type in Offer Letter with respect to Position

With release 3.7.1, Job level, location and employee type are auto mapped while generating offer letter after selection of Position ID

Path (Admin): Recruitment → Offer Letter → Select Designation → Select Position ID

C.  Functional Area Cost center in Position Master, Employee Master and Custom roster

With release 3.7.1, Functional Area cost center is added in below rosters

a.    Custom roster

Path (Admin): Reports → Custom Roster

b.    Employee Master

Path (Admin): Reports → Employees Roster → Employee Master New

c.    Position Master

Path (Admin): Reports → Employees Roster → Position Master

D.  Position import link in Position details page

With release 3.7.1, link to import position details page will be available from Position Update page itself.

Path (Admin): Settings → Company → Designations → Position Details → Position Update

E.   New fields added to Employee’s Common profile

With release 3.7.1, all cost centers will be available to view from employee’s Common profile.

Path (Admin): Settings → Employees → Profile View settings

Once enabled, permissions to view can be enabled as required.

F.   Customized logo for extra menu

With release 3.7.1, custom logos can be placed for Extra menu icons created with specifications 130*130 pixels.

Note: This logo can be attached only while creating and is not available while editing the menu.

G.  Quick link to copy Email ID

With release 3.7.1, quick link to copy Email ID has been added in both ‘My reportees’ and ‘Directory’ page.

Path (Manager): My Reportees

Path (Admin): Directory

H.  Help text for Event and sub event

With release 3.7.1, help text can be provided for event and sub event option via. descriptions.

Path (Admin): Settings → Company → Event/Sub Event → Description

Once the description is set in Event/Sub event, the same can be viewed from information(i) icon beside the event and subevent fields like below in New Hire page

The same can be applied to sub events as well.

Enhancements to Reports

Maximum duration of reports extended to 6 months

With release 3.7.1, maximum duration for generation of report has been increased to 6 months from existing limit of 3 months for all reports.

Path: Reports