The My Jobs tab is going to be where you will be doing most of your work. The My Jobs page allows you to do the following: 

TABLE OF CONTENTS

• Creating a Job Description
• Editing a Job Description
• Blending Multiple Job Descriptions Together
• Cloning a Job Description
• Review / Approve Process
• Compare Versions
• Using Filters/Custom Columns
• Export Job Descriptions

Creating a Job Description

You can create a job description from the Home tab or the My Jobs tab. To create a job description, click Create New Job Description on either page.

A popup will appear, allowing you to enter a job title keyword and select the databases you want to search in. You can search through Sample Job Descriptions, Your Uploaded Job Descriptions, and the job descriptions within the O*Net database.

Pro Tip
If you want to browse through all the available job titles, leave the keyword field empty and click Search.

1. Job Title Keyword
    Enter a keyword related to the job title you are looking for. If you would like to see all the job titles available, click search with the keyword field empty.
2. Search Parameters
    The Job Description Manager uses 3 job description databases when searching for a predefined job description template:
   • Sample Job Descriptions from BLR
   • Uploaded job descriptions that were uploaded by the main admin of your account
   • Job Descriptions from the O*Net Online database
     
     If you'd like to create a job description from scratch, click Blank Template.
3. Job Title List
   Working off the keyword you used for your search and the search parameters you selected, a list of job titles will be displayed. Click the job title to begin creating the job description.
   

Explore the various job description options below:

Sample Job Descriptions When a sample job description is selected, another window will open with a preview of the job description template. Click Create Job Description to bring the job description to the Editor for further customizations.
Uploaded Templates When an uploaded job description is selected, another window will open with a preview of the job description template. Click Create Job Description to bring the job description to the Editor for further customizations.   During this step, you can also Delete the job description from your uploaded database.    CAUTION: When you click Delete, it will delete the uploaded job description from the database and all users will no longer be able to pull that template when creating a job description.
O*Net OnLine When a title from the O*Net Online database is selected, you will receive a popup showing all the data for that job title. During this step, you will be able to decide what parameters you want to bring into your job description.   The job description items will show for each section. By default, the top five items that are most relevant to the job title will be displayed.  If you want to change how many items are being displayed for that section, expand the section title on the left and select your desired number of items. Within this section, you are also able to change the section title to match the needs of your company.  If there is a section that you prefer not to have in your job description, uncheck the checkbox for that section.  After you've made all your customizations, click Create Job Description to create the job description and edit further.
Blank Template There may be times when you want to create your own job description, without any predefined template. Use the Blank Template to create a job description from scratch.  When this option is selected, you will be prompted to enter your job description title.    After you click Save, a job title is created on the My Jobs tab and you can use the Editor tab to edit the job description to meet your needs.

Editing a Job Description

After you've selected the appropriate job title or started with a blank template, a job will be created within the My Jobs tab. 

In this step, you will be doing the following:

1. Edit the Job Description title.
2. Blend Jobs together
3. Export Job Description
4. Assign custom columns/filters.
5. Edit your job description text.
6. Make internal comments for yourself.
7. Monitor any changes you or your reviewers have made.
8. Compare different Job Description Versions.

Blending Multiple Job Descriptions Together

Use Blend Jobs when you need to merge more than one job description to make the job description that meets your needs.

Start by creating a job description, using the steps in the Creating a Job Description section of this guide. 

To start, while you are in the Edit step, click Blend Jobs.

Select another job description A popup will appear with a list of job titles to select. Select the additional job description you want to blend with your original job description. Click your desired title to move to the next step.

A preview of the job description you selected will show in an additional popup window. Append Click Append to add the additional job description to the end of your original job description. This will allow you to remove, add and move sections around in the editor to further customize your job description. Replace Click Replace to replace your original job description with the new job description you just selected.

Cloning a Job Description

Save yourself time by cloning job descriptions that you've already created.

Click the vertical ellipsis, click Clone, enter the name of the new Job Description, and click Save.

After saving, the cloned job will show in alphabetical order on the My Jobs page.

Review / Approve Process

The Review/Approve process in the Job Description Manager allows you to invite colleagues to review your job description. This review process allows colleagues to view the job description you created, provide edits, and add comments. 

NOTE: Reviewers/Approvers do NOT need to be users of the Job Description Manager. Anyone with an email address can be added as a reviewer/approver. 

Follow the steps to learn how to send a job description through the Review/Approve process.

Step 1 - Review Step

1. Click on the job description you want to send through the review/approve workflow.
2. Navigate to the Review step (3) of the workflow.
3. Click Add to add reviewers to your workflow.

Step 2 - Select Reviewers

1. Select the reviewers you want to include in the review/approve workflow.
   NOTE: If you don't see any reviewers listed in this step, go back to the Settings tab to add reviewers or add reviewers by clicking +Add New User.
   
   
2. Select a group you created in the Settings tab or click +Add New Group to add from this step.
   Selecting a group will automatically check off the users within that group, removing the need to select the same people multiple times with each job description that is reviewed.
3. If you have multiple reviewers that need to be added, use the upload feature instead of adding them one by one.
4. After all appropriate reviewers are selected, click Add Reviewers.

Step 3 - Arrange Reviewers & Start Review Process

1. After clicking Add Reviewer in the previous step, a list of the selected reviewers will show.
2. By default, review invites (explained in Step 4) will be sent in alphabetical order. Click and drag the name tile to rearrange the order of the workflow. 
3. Click Save Reviewer Order if the order was rearranged. Click Send review request to start the Review/Approve workflow.

Step 4 - Status - In Review & Email Notifications

1. After clicking Send review request, the Review/Approve tab will show that the first person has been sent the invite to review the job description and the other reviewers are in the queue to be invited.
   
   NOTE: The second reviewer will not receive an invite until the first reviewer has Approved the Job Description. The review workflow will continue with each reviewer as soon as the prior reviewer approves the job description.
2. When the review/approval process starts, an email will be sent to you, letting you know that the status has changed from Editing to In Review.
3. During this time, the first reviewer will also receive an email inviting them to review the job description. The reviewer will click the link provided in the email to access the job description.
   
   NOTE: This link is a stand-alone HTML page with the job description. The reviewer will NOT be accessing the Job Description Tool.
   
   The review process can also be stopped at any time by clicking Cancel review. This will stop the workflow by deactivating the HTML page the current reviewer had access to and canceling any additional invites to other reviewers.
   
   To restart the workflow process, click Resend.

Step 5 - Reviewer's Workflow

Once the reviewer clicks the link in their email, they will receive a page that includes:

1. Visibility of all the reviewers in the review/approve workflow and their review statuses.
2. The Job Description editor is where the reviewer will make any necessary changes to the job description.
3. After making any changes needed, the reviewer will set a status. The status options are Approved, Approved With Changes, or Rejected. 
   
   NOTE: If the reviewer sets the status to Rejected, the review process will stop, and no other reviewers will receive review invites. 
4. It's recommended that reviewers leave a comment to clarify their status change. This comment can be a simple notification that everything aligns with their expectations, a brief explanation of the changes made, or a question for the original creator to address later.
5. Click Update to submit. This will initiate an email invite to the next user in the workflow.

Step 6 - Monitoring Review Process

At any point throughout the review process, status updates will show on the Edit and Review steps. 

1. The Edit step will include a Job History section that shows any comments made and statuses set by reviewers.
   
   Click View to show that version and revert back to that version if needed.
   
   You can also compare one version with another to see changes made. (See the Compare Versions section for more details.)
2. The Review step will show who reviewed the job description and the status they selected (Status = Approved, Approved With Changes, or Rejected). It will also show you who is currently reviewing the job description (Status = In Review) and who needs to still review the description (Status = In Queue).
   
   Reminder: The review process can also be stopped at any time by clicking Cancel Review. This will stop the workflow by deactivating the HTML page the current reviewer had access to and discontinuing any additional invites to other reviewers.
   
   To restart the workflow process, click Resend.

Important Reminders

- Reviewers/Approvers do NOT need to be users of the Job Description Manager. Anyone with an email address can be added as a reviewer/approver.

- The review process can also be stopped at any time by clicking Stop Review. This will stop the workflow by deactivating the HTML page the current reviewer had access to and discontinuing any additional invites to other reviewers.

- To restart the workflow process, click Resend.

Compare Versions

Compare multiple job description versions to see changes made by yourself, as the Job Description User, or changes made within the Review/Approve process by the reviewers/approvers. 

Follow the steps below to learn how to compare multiple Job Description versions.

Job Description Manager User:

Compare versions within the Edit (2) step of the workflow. 

Compare versions by clicking on the version number on the My Jobs page.

Reviewer/Approver User:

The Reviewer/Approver can compare versions through their review page.

Using Filters/Custom Columns

Filters (also known as Custom Columns) are a great way of assigning categories to your job descriptions. These filters can be used to refine and organize your job description repository and also be added to the job description itself. Refer to the Custom Columns section for instructions on how to set up your filters/custom columns. 

Assign Values to Job Descriptions. After you've added your custom columns within the Settings tab, you are now able to assign values to your job descriptions.  To add a value to a job description: Navigate to the Edit (2) step of the workflow by doing one of the following: Click the Job Description title on the My Jobs Page. If you are creating a new Job Description, you will land on the Edit (2) step after clicking Create Job Description.  Filters/Custom Columns can be found on the left side of the page. Click the value of your choice for each filter/custom column.  Click Save.

Ways to use Filters/Custom Columns: 

Refine Results on the My Jobs Page

• Select any value to narrow your results that include that filter.
• After selecting the value(s) of your choice, jobs with that value will show in your results.

Add Filter Values to Job Description

When you set up your filters/custom columns, you were able to select whether you wanted the selected value to show on your job description. Select the custom value and select the value of your choice. Click Save

Export Job Descriptions

At any time, if you would like to export your job descriptions, click Export Job Descriptions to export all jobs into one combined file or pick jobs to export into individual files.

One Combined File - All job descriptions are exported into one combined WORD document.

Multiple Files - When this option is selected, a popup will appear with a list of all your job descriptions. From here, you can choose which job description(s) you want to export. Each job description that is selected will be exported into its own WORD document.