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SmartRecruiters

Offer Clause Management

 

Requires:
  • SmartRecruit

SmartRecruiters is committed to helping our customers create offers that are accurate and built using efficient and intuitive processes. In order to continue improving and better achieve these aims, we have introduced clause management, which will allow the insertion of clause paragraphs to offer letters using the existing offer form. This is beneficial in a number of ways - it allows for much more flexible offer letters, which more accurately align to variations in compensation and benefits.  

This feature is optional for all customers who use SmartRecruiters Offer and existing offer templates will still work without requiring changes.

Build a Clause (Admin)

The user will build a clause in MS Word or OpenDocument Text Document (ODT) and format it according to existing offer template styles. Clauses can include merge fields.

Creating Clauses in SmartRecruiters (Admin)

1. User navigates to Admin / Settings page under Offer Templates and opens the Offer Clauses tab.

2. User creates a new clause and adds a title, description and clause ID label.

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3. User then has to decide how the inclusion of a clause is ‘triggered’ on the offer form. This is done by adding a trigger question and then the values which will show up in a single-select pull-down.

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4. The user then adds value labels and attaches MS Word documents for each. These are referred to as ‘nested clauses’.

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5. User then saves the clause and copies the code snippet from the clause.

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6. The saved clause is displayed on the Clause list.

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Associating clauses with offer templates (Administrator)

1. The user inserts the code snippet into the correct offer template.

2. The offer template is uploaded to SmartRecruiters.

Inserting clauses into offers (End-user)

1. Per the existing process, the user will select the offer template. If the offer template has clauses associated to it, the user will need to answer the questions in the Make clause selections section.

2. Once answered, the system will load the Offer details fields which includes merge fields and offer approval fields. The user will fill these out and proceed to completing the offer.

FAQ

What are the maximum file sizes for MS Word nested clauses and offer letters? 

Where a customer does not use clauses, the maximum file size remains unchanged at 10mb. If clauses are used, we recommend that offer letters are kept to 500kb (kilo-byte). In upcoming releases, this maximum will be increased. Each nested clause cannot exceed a file size of 20kb.

Are there a maximum number of clauses which can be associated to each offer letter? 

Yes - a maximum of 5 clauses per offer letter. In upcoming releases, this maximum will be increased.  

How many 'nested clause' (attachments) can be added to each clause?

A total of 10 ‘nested clause’ attachments can be added to each clause, plus 1 no clause value.

When a clause is inserted, will the system respect the formatting of the nested clause attachments, or the formatting of the offer template?

The nested clause attachments. Thus, for the sake of consistency, it's important that the nested clauses attachments are formatted the same as offer templates - same fonts, same font sizes, bolding, underline, paragraph spacing etc. 

What document formats are acceptable?

Acceptable file types are .DOC and .DOCX (Microsoft Word), and.ODT files used by LibreOffice and other open document standards. Note that Google Docs documents can be converted into .DOCX and .ODT. As a best practice, administrators should not mix file types when creating offer templates and nested clauses - e.g. where a customer uses Microsoft Word, all offer templates and clauses should be in .DOCX. 

What additional features will be available after this release? 

A number of enhancements are planned. These include: increasing the maximum file size per nested clause beyond 20kb and increasing the maximum number of clauses to 20 per offer letter and adding the ability to turn off "no option" nested clauses.

Can a clause be a continuation of a sentence, or does it have to start on a new line?

Yes, this is possible by formatting the clause snippet to not have any line-breaks. Here is an example of how the offer template needs to be formatted:

This ensures that all of this text will be on the same line. <<cs_{Clause_SigningBonus!=null}>> <<refLookup:Clause_SigningBonus>> <<es_>> It includes the text from the offer letter template and the clause.

Where a particular clause is not needed for a given offer, will the offer letter have a gap where the clause would have been? 

No. The code snippet will ensure that the offer is formatted correctly. Administrators are encouraged to not leave blank line spaces in their offer templates and nested clauses. Using spacing After (see image below) will lead to desired outcomes.  

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How are fields be displayed on the offer form? 

The non-clause related merge fields will be displayed first on step 3 (Offer details) and where the offer template has clauses, the clause related merge fields will be displayed.

How does the offer preview functionality work? 

It will still work the same way. Users can preview offer templates in Settings/Admin, and also during offer creation. Where Preview is clicked before the offer is saved, it will preview with placeholders for merge fields and clause IDs (code snippets). Where Preview is clicked after the offer is saved, all of the values for merge fields and clauses will be populated. 

How can users differentiate clauses from merge fields? 

When displaying clause IDs, all clauses will have a prefix which follows this example: <<Clause_SigningBonus>>. This mimics how it works for job fields used as merge fields. 

Will clauses work for multi-column offers? Can a clause be inserted into a table row? 

A clause can be added to a multi-column offer, however the clause will show up as separate from the table and cannot be inserted into a row for this release. This feature will be added in a future release, and additional documentation will be provided in the Help Center.