Expiration Dates Functionality

Introduction

When a Job Opening record is created in ATS360, the system automatically populates the EXPIRY DATE field based on a predefined calculation. This calculation is governed by the settings in the ATS CONFIGURATION RECORD field of the Job Opening. Specifically, the DEFAULT EXPIRATION DAYS field in the ATS Configuration record determines how long a job remains open before expiring.

For example, if the DEFAULT EXPIRATION DAYS is set to 90 and the Job Opening is created on 06/01/2022, the EXPIRY DATE will be automatically set to 08/30/2022.

• Default ATS Configuration Record:

• ATS Job Opening record on create mode:

Email Reminder: Job Openings Near Expiry

 ATS360 includes a feature to notify Hiring Managers when a Job Opening is approaching its expiration date. A scheduled saved search, named “ATS | Job Opening Search - Expiry date coming - DO NOT EDIT / SCRIPT USE,” sends email reminders whenever an open Job Opening’s EXPIRY DATE is within the next three days.

For instance, if today is 08/29/2022, the saved search will return Job Openings with an EXPIRY DATE between 08/30/2022 and 09/01/2022.

• Sample Job Opening:

Saved Search Configuration

To ensure that the appropriate Job Openings are included in the email reminder, the saved search is configured with the following criteria:

• Job Status: Open
• Expiry Date: Not empty
• Expiry Date: Within the next three days
• Job Opening: Not inactive
• Expired: False 

The email reminder will include a table with the following columns for each Job Opening:

• Name
• Job Status
• HR Manager
• Expiry Date

 If you need to adjust the email content, go to the saved search, navigate to the Email tab, and select Customize Message. This is where the email template can be modified. The option INCLUDE VIEW RECORD LINK is checked, allowing recipients to view the results directly in NetSuite.

Recipients

The email reminders are sent to the HR managers assigned to each Job Opening.

Schedule

Currently, the email reminder is scheduled to run daily at 2 AM ET. The schedule can be modified in the Schedule subtab within the saved search settings.

Automatic Closure of Expired Job Openings

A scheduled Map/Reduce script—“ATS | MR | Job Openings Expiration Proc”—automatically closes Job Openings whose EXPIRY DATE was the previous day. This script performs the following actions:

• Sets the Job Opening’s status to Closed - Unfilled.
• Marks related Job Applications (unless already rejected) as Rejected.
• Sends an email summary to the Hiring Manager, detailing the closed Job Openings and the associated Job Applications marked as rejected.
• Updates the Expiry Warning Email Sent and Expired checkboxes to true.

This script runs daily, ensuring that all Job Openings with an expired date are processed accordingly.

ATS Email Log

All emails sent regarding a Job Opening, including expiration-related emails, are recorded in the ATS Email Log tab of the Job Opening record. You can search for specific emails using NAME = netsuiteui.expired.jobopening.

Script’s Saved Search

The Map/Reduce script utilizes a saved search called “ATS | Job Opening Search - Expired yesterday - DO NOT EDIT / SCRIPT USE” to identify which Job Openings need to be closed. The criteria for this saved search are as follows

• Status: Open
• Expiry Date: Not empty
• Expired: False
• Expiry Warning Email Sent: False
• Expiry Date: Yesterday