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Website Integration User Guide

How to Setup and Post Requirements to your Website

  

Posting Requirements Online

There are four main options available to consider when posting Requirements online:

1. Website Plugin - Online Job Search
2. Custom API Development
3. Broadbean Integration
4. Custom Upload (Consultancy)

 

This user guide will provide details on how these features are implemented.

 

1. Website Plugin - Online Job Search

Colleague offers a standard template, consisting of a PHP and HTML page, which can be embedded into a client website. These pages link directly with your Colleague database via a hidden subscription key.

The template, which a web designer can then amend & brand as they see fit, will populate a search result of Requirements which have been set to appear on the website (via workflow on the Requirement record).

Applicants will be able to search against posted vacancies based on Job Type (Contract/Permanent), Location and Job Title / Keywords (contained in Job Description).

 

The option to apply for the role is made available, with the recipient email address being a configurable setting in Colleague.

 

Admin

Within the Admin area of Colleague there are settings which need to be configured so that the required functionality is available to the users and the necessary details are passed to the website.
 

User Group Permissions

Within the ‘User Group Permissions’ section in Admin, select the necessary User Group and then the 'Requirement' Permission folder.

There is a setting called: ‘Post Unpost Public Requirement’

This will need to be set to ‘Full Access’ so that users of that User Group are able to add or remove Requirements to and from the website.


 

Global Settings

Within Global Settings, there is a setting which defines which Job Description note tab is shown on the Job feed.

There is also an email address setting to configure the recipient email for applications:

 


 

Requirement

On the Requirement record there is workflow which sets whether the Requirement has been posted to the website.

Based on whether the User Group Permission has been set to ‘Full Access’, when on a Requirement, off the ‘View More’ menu, there is an option called ‘Post to Public’:


 

 

When pressed, this will stamp todays date to the ‘Public Post Date’ field on the Requirement and release the Requirement to be seen on the website.

It will also create a History log to record when and who posted the Requirement:

 

When it is appropriate to do so, a User can then remove the job from the website using the ‘Unpost from Public’ option off the ‘View More’ menu.

 

This will also generate a history to record when it was removed.

 

Searching

Users will be able to Search for Posted Requirements using the ‘Public Posted Date’ (Date Range: From and To) on the Requirement Search:

 

Users will also be able to see the ‘Public Posted Date’ as an available column when reviewing Requirement records.

 

API Registration

Setting up the Website page requires that a Developer registers with our API.

A developer can register to access Colleague’s API via this URL: https://coll7openapi.developer.azure-api.net/

Once registered, the developer can then subscribe to access a client’s system by going to ‘Products’ and then ‘Colleague 7 - Live’:

Within this area, the developer will need to advise the Company they are attempting to gain access to and click 'Subscribe'.

Colleague will be notified of the request and will then seek authorisation for the developer's access from the client.

When granted, Colleague will apply a unique subscription key to the developer’s account to access the client's database.

 

Template Files

As part of the subscription key process, there is also a ‘Public Key’, which is a restricted API key soley to gain access to Requirements that have been posted to public via the Requirement workflow.

The requesting Developer will be sent our templated set of web files (PHP and HTML) to embed this code into the website.

Colleague will edit the PHP page to contain the relevant ‘Public Key’ before sending the files.

Within the HTML, the Developer will need to adjust the AJAX call to correctly reference the PHP within their website structure:

 

Whilst Colleague will provide the base template, the recipient Developer is free to edit and design the page how they see fit, relevant to their website.

 

2. Custom API Development

Colleague's standard website plugin (above) is a templated path to posting Requirements to your website. However, Colleague's API enables web developers with the necessary call methods and functions to build their own integration should they wish.

The registration process to the API is as above, a developer can register to access Colleague’s API via this URL: https://coll7openapi.developer.azure-api.net/

Once registered, the developer can then subscribe to access a client’s system by going to ‘Products’ and then ‘Colleague 7 - Live’:

Within this area, the developer will need to advise the Company they are attempting to gain access to and click 'Subscribe'.

Colleague will be notified of the request and will then seek authorisation for the developer's access from the client.

When granted, Colleague will apply a unique subscription key to the developer’s account to access the client's database.

 

Available API Calls

With access to the API and a subscription key to the client’s system, the Developer can then use the various methods of searching, adding, editing, removing and downloading that is available.

 

To date, these options include:

Search

  • Search for existing Candidate records with the supplied criteria options
  • Search for existing Requirement records with the supplied criteria options
  • Advanced search for existing Candidates with custom criteria, returns the selected columns
  • Advanced search for existing Requirements with custom criteria, returns the selected columns

Candidate

  • Create a Candidate record
  • Get an existing Candidate record
  • Update an existing Candidate record
  • Create a Candidate Experience record
  • Update an existing Candidate Experience record
  • Get all Experiences related to a Candidate record
  • Download the latest Document for the specified Candidate from the system
  • Download a specified Document from the Colleague7 system
  • Get all available documents associated with a Candidate record
  • Retrieve the latest Document Info for the specified Candidate from the system
  • Upload a Document to a Candidate record

Lists

  • Add a list to a specified user
  • Add a record to a specified list
  • Get Lists Owned By User
  • Get all Lists belonging to multiple User(s)
  • Delete a record from a User list
  • Delete a User list
  • Get all records within a specified list

Requirement

  • Add a Candidate to a Requirement using a Candidate and Requirement ID
  • Retrieve a list of Candidates associated with the selected Requirement

History

  • Add a History to one or multiple Participants
  • Get recent history items for the specified entity

Record Ownership

  • Add a Report User as an owner of an entity
  • Add a User as an owner of an entity

Admin

  • Get all skills in the Colleague7 system
  • Get the lookups in the Colleague7 system that are in use on Candidate records
  • Get the lookups in the Colleague7 system underneath a specified parent. If no parent is specified, then the top level lookups will be returned.
  • Retrieve a Users Report Team Ids based on the supplied Report User Id (Teams the user is part of or manager of)
  • Retrieve a list of users

Other

  • Add a social media link to the specified Entity
  • Fetch all skills belonging to the specified entities
  • Get Notes via Entity Type/ID
  • Get Notes via ID (specified on entity if notes aren't default)
  • Update or Insert Notes via Entity Type/ID/Sequence

 

Example code is provided with each API call and the Colleague Support Team will support authorised Developers with any queries.

 

Further support is also available from Colleague’s API Field Directory.
 

3. Broadbean

An alternative route to posting Requirements online is via Broadbean. Colleague offers an integration with Broadbean, which is enabled through standard workflow on the Requirement.

This process requires that you setup an account with Broadbean: https://www.broadbean.com/uk/

For more information regarding this integration, click here to view our Broadbean User Guide

 

4. Custom Upload (Consultancy)

In the event that a client has their own intended process for posting jobs to their website, or a third party that is requesting a specific file format for the post, Colleague will undertake a bespoke website integration under Consultancy.

Bespoke website integrations will often use 'Custom Fields' on the Requirement to initiate the post and trigger a backend logic app to process the request.

This approach can also enable automated posts based on rules agreed with the client.

Consultancy requests are initiated by contacting the Colleague Support Team with your requirements.

Click here for further information regarding Consultancy.

 

 

Related Links

 > Broadbean Integration
 > Consultancy Explained
 > Colleague Support Team