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Broadbean Integration

[As at July 2019]

The Influence Professional database allows integration with the Broadbean service (sometimes called AdCourier or Applitrack) to allow users to POST jobs to multiple job-boards using their Broadbean subscription. Once a vacancy has been posted to Broadbean, advert responses (CVs) can be retrieved and matched to the job, kept on file, or rejected, all from within the Influence database.

Pre-Requisites

In order to use the Broadbean Job Posting/CV retrieval system the following pre-requisites are necessary.
i) You need to purchase a subscription to the Broadbean Integration module. (Please call and speak to our sales team for prices - t: 01372 365 716)

ii) You must be using the Influence Professional version of the database (older Influence Classic systems would need to be upgraded).

iii) A live subscription to the Broadbean job posting service. (www.broadbean.com/uk)

Existing Broadbean Customers

If you are an existing Broadbean customer you will need to contact Broadbean and ask them to associate all of your existing user accounts with the Influence API Key.
(If they do not know the API Key, then ask them to call our support line, and we can inform them of the API Key , or you can call us beforehand to obtain the information.)

You should also make sure you have a note of the login details for your Broadbean User accounts as you will need to enter these into the User Profiles section of Influence.

New Broadbean Customers

If you are a new Broadbean customer you will need to contact Broadbean to purchase a number of User accounts, and also to subscribe to a number of Job Boards (Channels) that you wish to post your jobs to. When you request your user accounts you will also need ask Broadbean to associate all of your user accounts with the Influence API Key.
(If they do not know the API Key, then ask them to call our support line, and we can inform them of the API Key , or you can call us beforehand to obtain the information.)

Once your Broadbean user accounts are setup they should email you the login details for each of your users.
Keep a note of these login details as you will need to enter them against the relevant UserIDs in Influence.


You should then login to the Broadbean website (www.broadbean.com/uk), ensure the login details work, and then become familiar with the use of the Broadbean site. (How to post jobs, receive applicants, etc.) This will help with understanding the process when you use the integration from within Influence.

 

Influence System Integration

In order to get the integration working, you need to login to your Influence database as the ADM user (or other user with Admin privileges) and then record the relevant Broadbean account details against each user.

- Select [Maintenance] > [Setup] > [User Profiles].
Choose each UserID, select the ‘Other Settings’ page and enter the Broadbean login details for that user.

Optional
You may also want to associate any of the Job Boards (Channels) you have subscribed to with the Candidate Enquiry Source within Influence.

- Select [Maintenance] > [Setup] > [Code Tables]
Choose system area C - Contact Management, then choose Candidate Enquiry Source [913] and tick Extra Info [  ]
You can then enter the relevant ChannelID  (Clicking the [Channels] button will show a list of subscribed Channels)

Optional (2)
You may also want to associate any Area Codes within Influence with the equivalent 'Broadbean' Location code.

- Select [Maintenance] > [Setup] > [Code Tables]

Choose system area C - Contact Management, then choose Area Codes [001] and tick Extra Info [  ]

You can then enter the relevant Broadbean Location into the BroadbeanID column.

Please contact Broadbean themselves for an up-to-date list of Locations.

You should call then call Influence support (01372 365 716) and we will then need to make sure that the relevant integration has been turned on for you.

 

How to Post a Job to Broadbean

1)      Go to a vacancy record in Influence and choose the AdCourier page.

2)      Write your advert text, select the Industry using the drop-down and then choose the channels to post the job.
Click [Apply] to save any changes you may have made the the text, then click [Post Job] – The system will then login to the Broadbean Web Page for you to post these details.  
IMPORTANT
Do not change the job reference once you are logged into Broadbean otherwise responses will not come back correctly into your Influence database..


How to retrieve responses (CVs) from Broadbean

1)      Go to the [HOME] page and select the AdCourier Applications page. The system will query Broadbean, retrieve applicants and then process applications. You will then see a list of responses showing the Vacancy Ref and Job Description that they responded to, Applicant name (if provided), email address and channel.

The system will display a list of all the returned candidates.
The list will be sorted into Vacancy Ref. Number order  (Although this can be changed with parameters to sort in DATE order if preferred.)

2)      Right-click on any of the returned candidates to perform an action:

Display CV:  This will display the downloaded CV document for this applicant.

Display Cover Letter:  This will display the cover letter for this applicant.

Display Vacancy:  This will open the vacancy record in the Influence database for viewing.

Add new Candidate and Match to Vacancy: This will create a new candidate record (as if the downloded CV had been manually added to the database by Drag/Drop) and will then match the created candidate to the vacancy. The applicant will then be hidden from the applicant list.

Add new Candidate ONLY: This will add the candidate to Influence as if the downloaded CV had been drag/dropped into the database but will not then match them to the job for which they responded. The applicant will then be hidden from the applicant list.

Reject Applicant: This will mark the applicant as rejected and they will then be hidden from the list.


Additional options for people who pre-existed on your database prior to their application via Broadbean.

Update Candidate CV & Match to Vacancy: This will update the existing CV within Influence and match the candidate to the vacancy.

Update Candidate CV  Only: This will update the existing CV within Influence but will not add them to the vacancy as a match.

 

Note: The system will retrieve candidate applications from the last 2-weeks only. Candidate applications further back than this will be ignored to speed up processing.  e.g. If you last logged-in and retrieved candidates on 30th June, then didn't login again until 1st August, there would be a 'GAP' of the first two weeks of July in the retrieved applicants for the missing weeks.

 

Automated Applicant Retrieval and Candidate creation

It is possible to configure the system so that all applicants who respond via Broadbean are automatically imported into the Influence database as candidates.

(The downside to this (obviously) is that you have no control over which candidates are matched, so if an unsuitable candidate applies for a job, they will automatically be added as a MATCH, even though you would not consider them as appropriate.)

1)      Choose [Maintenance] > [Tools] > [Ad-Courier Candidate Import]
When prompted to start the process click [Start] then allow the process to run.

You should leave the process running all day, on one PC, which will process ALL applicants for ALL users.
Once you have finished working for the day remember to log off and close the session. you will need to re-start it the next day when you login again.


NOTE: This process must be manually started and run by a database user with Broadbean login details stored against their userID. The process will PAUSE between scans and can ONLY be stopped at these pauses. 

It is not possible to run this process as a daemon or background process

Once you have finished working for the day remember to log off and close the session. You will need to re-start it the next day when you login again.

Applicants not appearing in Influence.

Sometimes you may notice that if you login to your Broadbean account on the WEB you will see an applicant who does not appear in Influence. The most likely reason for this is that the applicant has previously applied for the job and been rejected. 

 You can find out more HERE



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  1. Graeme Orchard

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