As Rollup Update 34 continued the deepening of integrations to Microsoft Dynamics 365 apps, we proudly present the Recruiting Portal for Applicant Login and introduce further improvements in the Leave & Absence Area to enhance convenient usage of our solution.

New Features

Recruiting Portal with Applicant Login

Major Benefit

Applicants can now create an account for the Recruiting Portal in order to save their application during the creation process, for example to add attachments at a later stage. Also, they can track the status of their submitted applications. User convenience is also heavily improved by pre-filling the data for other applications made with the existing account. Furthermore, applicants can save an application in Draft first, to finally submit it later. The applicant saves time and the possibility for mistakes is decreased.

Once the applicant clicks on the "Apply for this Job"-button on a vacancy, they are asked to provide some general information (such as name, contact details, notice period, etc.), give their confirmation to the company's GDPR regulations, attach files and maintain self-rating on skills (if skill rating is enabled for the vacancy). With RU34, the applicant is asked in the next step if they would like to create an account or not. If they choose to do so, an invitation email with a link that leads to the registration form is sent by the system. The Recruiting Portal Account is created when the applicant saves their password.

When an applicant logs on to their account, a new tab "My Applications" appears at the top which shows all applications in draft mode (these can still be modified), and all submitted ones (cannot be modified anymore). The "Status Reason" field shows the current status of these.

Furthermore, the applicant can modify their personal data in the "Personal Details" tab (this is mapped to the Applicant entity in HR for Dynamics). They can also create job history entries and education data and update their password here.

Applicants who send an unsolicited application are also asked at the end of the process if they would like to create an account. Here, the account creation is not mandatory.

Introduction to the functionality

• Applicant data like Job History and Education is transferred to HR for Dynamics to the Applicant Entity
• In the Contact entity only general information like first name, last name and email address are maintained (no personal info is stored here because more people have access to this). The Recruiting Portal account is based on the contact entity, only the application itself is connected to the applicant. Therefore, even when an application is anonymized due to GDPR compliance, the applicant is still able to log on to their account and submit further applications. However, in this case, they will only see the anonymized hash signs (#####) in their name field but are able to edit it.
• The email address cannot be changed anymore because this is the Unique Identifier for the Contact entity (and therefore, the Applicant entity in HR for Dynamics). There cannot be another account with the same email address (Duplicate Detection). This also means that when a user is logged in and wants to apply to a position, all the data is already pre-filled and editable, apart from the email address.
• Functionality to update passwords is given. The password has to meet current password policies for security reasons, i.e., the user has to choose a strong password. Otherwise, the account creation cannot be finalized.
• Microsoft Dynamics 365 Portal Password Reset functionality is implemented in case applicants forgets their login password, so that they can simply reset it by themselves.

Integration to Dynamics 365 Human Resources

Major Benefit

HR for Dynamics is further integrated to Dynamic 365 Human Resources.

With this integration customer can use Dynamics 365 Human Resources to submit and manage time off requests, but otherwise benefit from all enhanced functionalities provided by HR for Dynamics. The scope of the uni-directional integration is to transfer time off requests from Dynamics 365 Human Resources to HR for Dynamics to be reflected in Daily Summaries.

Introduction to the functionality

A Time off request is created in D365 HR. Depending on absence category (unscheduled= ad hoc, scheduled= planned) the time off request is in status "Draft" transferred to HR for Dynamics or only after its approval.

Ad hoc, unscheduled absences like sickness and accidents are transferred in status "Draft".

Scheduled, planned absences like vacation, parental leave or overtime are transferred once they are approved and in status "completed".

D365 HR offers user high flexibility to select for each day of a time off period a separate absence type (e.g. for 2,5 days of leave, first day overtime, second day vacation, third day only half a day vacation).
In order to support this flexibility, a multi-day time off request in D365 HR will be transferred into multiple one-day Leave Requests in HR for Dynamics.

All Leave Requests in HR for Dynamics automatically created will hold the GUID from the D365 HR time off request to manage synchronization processes (Tab D365 in Leave Request Form).

When the status of a time-off-request is changed in D365 HR (e.g. when it is cancelled), the change is also maintained in HR for Dynamics. This ensures the correct calculation of Daily Summaries.

However, Absence Type Settings must be mapped manually to the Leave Type in D365 HR.

Mapping of Absence Type Settings

The mappings of the integration to Dynamics 365 HR have been extended in Rollup Update 34. Time-Off-Requests are now mapped uni-directionally to Leave Requests in HR for Dynamics.
Navigate to Absence Type Settings in HR Settings Area of HR for Dynamics 365 to establish necessary configurations.

Within the General Tab select the correct parameter for Time Unit. In Dynamics 365 Human Resources multiple companies can be created within an environment.
For each company it needs to be decided whether days or hours is used as time unit. This time unit will then apply for all leave and absence types of that company.
In order to ensure correct processing of time off requests, all Absence Type Settings in HR for Dynamics connected to that company must match the same time unit.

Within the D365HR Tab select the corresponding D365HR Leave Request Type and D365HR Company.
Please consider: A absence type setting record can be connected only to one company in D365HR. In case multiple companies are used in D365HR for each company a separate set of Absence Types need to be created in HR for Dynamics.

Further Improvements

Hubdrive continuously enhances existing functionalities, the user interface and user experience of the solution.

For Rollup Update 34 the following improvements were implemented:

You have further questions about the Rollup Update or would like to contact us?