System Admin Insights

iCIMS Hacks: Data Sharing, Retention, and Permissions (9/5/25)

• Alex Marcus • Season 1 • Episode 30

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System Admin Insights covers key updates: Indeed requiring ATS disposition data, validation on HR data retention timelines, and a reminder that template permissions can be edited even after creation.

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00:33 Alex: Alright. Let's go ahead and get started. Welcome, everybody, to System Admin Insights, where Isim, Sis Edmonds, get together in community and help each other figure out how to get the most value out of Isim. 00:48 Alex: I'm just gonna, My name is Alex, and I am so happy to be here. As always, we like to kick things off with a little gratitude and chat. 00:56 Alex: Sometimes a week can be rough, and it always helps me at least. To center on the good things that are going on. 01:03 Alex: I will say that I'm grateful for the IRD team for being so solid and consistent that I am taking my first real vacation. 01:13 Alex: For me, in October, and I have been holding off on that until we've reached a certain level of, um, just everything, humming along to where I felt like I could really fully step away and completely unplug, would not be possible with the amazing folks that I, So thank you, everybody. 01:30 Alex: And I'm going to Italy. I'm very, very excited. What else we've got here? Grateful for the beautiful weather this week, says Vivian. 01:39 Alex: Patrick says grateful for our TA team hitting the road this week to grow. Our company, Fawn. Christine says grateful for the ability to travel. 01:47 Alex: Just return from Paris a few days ago. Also grateful for Kwasants and Champagne. Cherie, did I say that right? Probably not. 01:54 Alex: Cherie says, I just rescued a straight kitten in our parking garage. We are kitten fans at IRD for sure. Uh, Townsend says grateful for the opportunities that are ahead of me. 02:03 Alex: Good luck with those interviews, Townsend. And Cherie, I don't know if you're on the call, but Cheryl had shot the call. 02:08 Alex: Yeah, I'll shut her up later. Greg's looking forward to a gorgeous. Okay. Logging off early at 4.30, your secret is safe with us, Greg. 02:16 Alex: If we promise, we will not let anyone know. Ball chickens. Ball, just, ball, you want to explain that? You muted. 02:28 Alex: You 02:29 Paul Day: muted. Oh yeah, that's a funny story. I couldn't sleep last night and sometimes very late at night, like 3 a.m. 02:39 Paul Day: when I can't sleep, I buy things. Umm, and so I bought 02:42 Alex: it. 02:43 Paul Day: I bought a chicken coop. Umm, with, like, a nice one too with an addition and all that. Without realising. that you don't just buy chickens and put them out there in the coop, right? 02:57 Paul Day: So, now I'm shopping for what do they call it like aconsumer and a heat lamp cuz I'm gonna needle those things before I get cuz he's used. 03:05 Paul Day: The chicken goop. So, uhm, during lunch today, I actually ordered the chickens, uh, online. I'm sorry, I ordered three hands and a rooster and now, uhm, and I'm just so excited. 03:16 Paul Day: Yeah. Hahaha. 03:18 Alex: That's amazing. How do they do that? How do they deliver them? Just like a carton of eggs? 03:23 Paul Day: I, yeah, I have no idea. We'll see. Uh, they promise. They, they say it's a hundred percent live delivery and the estimated it says like, it's. 03:33 Paul Day: They're estimated to hatch on September 10th. And then I'm going to have to go pick them up from my local post office on the 12th. 03:41 Paul Day: That is the, that is the game plan. So we, we've got chickens on the way. 03:46 Alex: That's great. Sure. He saw it for me. Maybe a stork. I was thinking maybe drone, drone, chicken drop would be 03:51 Paul Day: nice. 03:52 Alex: That's so fun. Well, I'm looking forward to pictures. It's great. Alright. So, uh, we have a, now you know today with Vivian Larson, our HR technology. 04:01 Alex: Strategist and Vivian's going to talk to us for about 10 minutes about offer management permissions. Is that right Vivian? Uh oh, I think Vivian's frozen. 04:14 Alex: Vivian, Vivian, Vivian. Umm, might have lost her. 04:18 Paul Day: Oh, 04:19 Alex: okay, just pop up and then you, that was so funny on my screen. You look like, you look like the Mona Lisa there for a second. 04:24 Alex: I was like, oh. Alright, Vivian, so offer management permissions as a subject 04:30 Vivian Larsen: today. Alright, I'm having internet problems, unfortunately. So we're going to see if we can get through this. Okay. What we're going to talk about is something that came up a couple of weeks ago in one of the, uhm, SAI meetings that some folks didn't know. 04:46 Vivian Larsen: So I. I figured it wouldn't hurt to do a quick demo of it. It's an offer management. The ability to on the fly assign who can and who can't see a offer once an offer is created. 04:58 Vivian Larsen: So we're going to quick create an offer in. Our system. Just like you would launch offer workflow. Those of you that have offer management would should be familiar with us. 05:10 Vivian Larsen: Umm, I'm going to pick a template. Click next. Prepare the offer. This isn't. Part of the demo. This is, this is irrelevant. 05:18 Vivian Larsen: But any of you that have not used offer management, this might be new to you. Um, so this is the way that the offer management tool works. 05:24 Vivian Larsen: What I care most about for today's conversation is after, um, this point. I'm going to click finish. And this. So. 05:34 Vivian Larsen: Everyone gets the screen. This is the, the final screen and most people just click done and move on. But this little private guy gives you the ability to assign who has the ability to see, um, the individual offers. 05:49 Vivian Larsen: And when you say specific groups specific. What groups is kind of a misnomer because specific groups is individual people or login groups. 05:58 Vivian Larsen: So I could say Alex, who is in here, can see this offer letter. And then I also have the ability to give specific kinds of access. 06:07 Vivian Larsen: I can give. No access so I can specifically say Alex cannot see this offer. Or I can say he can view it. 06:14 Vivian Larsen: Or he has the ability to edit it. So. Every single user that has a specific permission setting in the background, which I'm going to show you as part of this. 06:22 Vivian Larsen: Um, has. Has the ability to do this and offer management. So this is a user permission that is driven by logging group. 06:29 Vivian Larsen: Um, so if we go ahead and click apply here, I want him to be able to view. Now, when I'm, uh. 06:36 Vivian Larsen: Hopefully by internet hasn't frozen again. It's. I'm not letting me click apply. There we go. Um, so now that I've clicked apply, this changed to specific groups. 06:44 Vivian Larsen: If I click done. And I go into the offer center as an admin, I can see who was given this permission. 06:51 Vivian Larsen: Once the little dots of death get done. I'm a little slow today, especially because I'm sharing. Mm. Kim? Alright, so we're gonna- nope, we're frozen. 07:08 Alex: Thoughts of death. 07:09 Vivian Larsen: Mm I have an internet problems. So we're gonna refresh. Let me see if I can't even refresh. There we go. 07:17 Vivian Larsen: Let me refresh. Uhm, so I'm gonna show you where those permissions were, just to keep us flowin' here. Offer management is where that is set up. 07:27 Vivian Larsen: Offer templates settings. settings. And the specific permissions is these guys. View offer template permissions, change offer template permissions. So if you'll notice, I am in the user admin login group. 07:41 Vivian Larsen: And the user admin login group has those two permissions checked. But in my recruiter login group, in my setup, the, parent recruiter doesn't have those two checked. 07:52 Vivian Larsen: So this is a conscious configuration decision you want to make within your platform. If you're going to give your users the permission to edit those access, it is these two view offer template permissions and change offer template permissions. 08:07 Vivian Larsen: And that determines whether they can make those changes or not. So any questions on that? 08:14 Greg Mendez: A quick question. Uhm, can you just refresh us? What's the key difference between offer template complete. Entitlements and offer template permission entitlements because it's been a while since I've kind of tinkered in there. 08:29 Vivian Larsen: Entitlements. 08:30 Greg Mendez: So right, right? Oh, you were right. You were just right there. It was enough. So there is, uh, there is two. 08:36 Greg Mendez: So there's offer template entitlements and there's offer template permission. Entitlements and I was wondering, what's the difference between the two? 08:44 Vivian Larsen: So this is the template specifically. Like if I'm in library creating templates 08:48 Greg Mendez: and then 08:49 Vivian Larsen: this is the permissions for the offer that so think of this as configuring and then this is end user. 08:56 Greg Mendez: That's what 08:57 Vivian Larsen: you are. 08:58 Greg Mendez: Yeah. Get it. Get it. Thanks. 09:00 Vivian Larsen: Yeah. So the final thing to show you just for the sake of being complete here, if it'll let me, is if I'm going into offers, this is also something a lot of people don't know about. 09:12 Vivian Larsen: I don't know why it's not very well advertised. But if you go on to library. You can actually see all the offers that are active in your system right here on offers. 09:21 Vivian Larsen: Um, and so these are the two active offers that are off active in my system. If I go into that piece, um, if I can get to the candidate. 09:32 Vivian Larsen: I can get to their offer. And I can see. Those permissions. So I can see who has been given permission to see them. 09:41 Vivian Larsen: Um, so if you, you know, are seeing this and not sure if you were aware of the setting and want to go do a quick spot check of whether your users are actively engaging in this or not. 09:52 Vivian Larsen: Um, that is where. You would do it. You'd just go to library, offer center, offers, click on one of your candidates actively an offer and then it will tell you whether they've left it private. 10:03 Vivian Larsen: Private is the default. Or they've been modifying it and letting specific people see it. Or again, you could also change those permissions at this point. 10:11 Vivian Larsen: So if you are in a situation where you want to make changes, you can make changes here too. Add Amanda, you have a question. 10:18 Amanda Trammel: More of an observation. You don't actually have to click on the name when you're starting from the offer center to adjust the permissions. 10:24 Amanda Trammel: If you go back there and you go to your offers. In the drop down next to the recent. Yeah, click on that drop down. 10:32 Amanda Trammel: You can manage the permissions from right there. 10:34 Vivian Larsen: Thank you for reminding me. I thought I could see it over here, but they shuffled it. Um, or it's been a minute since I've noticed it over there. 10:39 Vivian Larsen: Thank you. Yeah, so you can also modify it right here as well. Um, so you can also modify, like, who can see it? 10:49 Vivian Larsen: Alright, that is my. Yeah, you know, for today. Just a quick little nugget of information. Any other questions or any other information on offer? 10:58 Alex: There was a question earlier. Uhm. Oh, maybe, maybe, mad at it. Did you say this? Which there was a way to make it visible to people? 11:03 Alex: Who are assigned to the job? Like the HR, the recruiter, onboarding owner. Yeah. Is 11:08 Vivian Larsen: possible? Manually. When the person creates the requisition, or when the person creates the offer. So you can, umm, the other way that I've seen that- done, umm, is I've seen it done that they just- you open it up to a login group. 11:22 Vivian Larsen: So when you're in the templates themselves and you're creating the templates themselves, umm, there is a way to- I think there's a way to manage access. 11:31 Vivian Larsen: When you're creating- the templates themselves. Spend a minute since I've done that one. Yeah. Hold on. Let me show my screen. 11:36 Vivian Larsen: Share. Okay. So- No. No. I hit edit in the offer management area, and right here is private. I have the same, um, who can access piece right here. 11:54 Vivian Larsen: Um, oh, but I can't edit it here. No, I think you have to do it at the time of creating the offer. 12:00 Vivian Larsen: I think that's come up in the past before. Um, so it's- it's gonna automatically default to- private when you're creating the template. 12:06 Vivian Larsen: Um, and you do have to make the change to the offers themselves. The individual offers themselves. By managing access to the individual offer. 12:16 Vivian Larsen: Um, but you can- I'm pretty sure there is a way. I might not have that setting enabled in here. I'll have to go back and play. 12:22 Vivian Larsen: Um, but those of you that use offers- Bye-bye. For management more frequently. Isn't there a way within the templates area of the system to assign logging groups the ability to see specific templates and not? 12:32 Greg Mendez: Yeah, actually, um. Yeah. I'm jumping, trying to jump my platform is to see it. But there is a way you could do two things. 12:38 Greg Mendez: You can, uhm. You can restrict who gets to a logging group. So an example might be like, uh, these offer letters are for the United States. 12:46 Greg Mendez: These are the offer letters are for my recruiters who deal with, like, Shanghai. So that's an example. You could do that. 12:52 Greg Mendez: Uh, there's also another way deep. And I'm trying to remember, um, we set it up when we first set it up. 12:58 Greg Mendez: And you can go deep into the settings. You can actually give a logging group, automatic, just system wide access to see any offer letters without having to implicitly, explicitly designate 13:10 Vivian Larsen: them. Yeah, 13:11 Greg Mendez: that 13:11 Vivian Larsen: was those template permissions that we were talking 13:13 Greg Mendez: about. Yes. Having them to the jobs, solve any 13:17 Paul Day: issues, 13:18 Vivian Larsen: doesn't, doesn't affect the permissions at all. No, but thank you, Greg, for reminding me. So where you can is at the initial creation. 13:27 Vivian Larsen: So if I'm I'm, creating the template, that private button is there and it does give you the ability to modify the groups. 13:34 Paul Day: So does that mean the full template? Uh, that template will already have that every time it's used? 13:40 Vivian Larsen: Yeah, so if I'm creating this template from the very 13:43 Paul Day: beginning, 13:43 Vivian Larsen: uh, assigned to a. specific group and I'm saying that the, um, user admin login group. The parent user admin login group has access, can use, can edit. 14:01 Vivian Larsen: I have the ability to set the permissions. For the specific template I'm creating at the creation of the 14:07 Paul Day: template. So that the users won't have to when they're extending. 14:10 Vivian Larsen: If they're in the login group, yes, but the downside to that is that everyone in that login group can also see those offers. 14:16 Vivian Larsen: So if I'm. 14:17 Paul Day: This is beautiful. I didn't know you could do this. 14:21 Vivian Larsen: Mm hmm. If I'm opening it up to a recruiter, um, login group, then I'm opening this template up to every recruiter login group, which means that every recruiter will be able to go and see every offer created with that template. 14:31 Vivian Larsen: but see 14:32 Paul Day: you. Yeah, I get, I get these requests a lot from like teams that we like compensation teams that we put into items and stuff like that. 14:42 Vivian Larsen: Yeah, but the downside is that you can't do it retroactively. It has. . . . It has 14:46 Paul Day: to be 14:47 Vivian Larsen: in the creation of the template. 14:48 Paul Day: So, yeah. 14:50 Vivian Larsen: Yeah. 14:50 Greg Mendez: So, so to answer your question, Vivian, about, like, let's just say I, I, I, I had to go back and I, I forgot. 14:58 Greg Mendez: Oh, yeah, I've got to give this logging group access to that template. Um. Yeah, if you go back to the offer, the library and office center, and you just right click, if you have permission to do this, of course, um, if you're the user admin, you're most likely. 15:11 Greg Mendez: Uh, if you go back into that, you go, you right click on the 15:14 Vivian Larsen: actual. 15:15 Greg Mendez: Un-prosant template. 15:18 Paul Day: Sorry. I'm frozen. I can't, I can't 15:19 Greg Mendez: move. Oh, okay. Uh, I can put it. I can put a screenshot. I'll put a screenshot so people can see it. 15:24 Greg Mendez: And then, but there's a way you can actually just right click on the template. And there's a manage access option. 15:29 Greg Mendez: And what that is, basically, who has the right to see that template. And you can manage it under the library. 15:33 Greg Mendez: If you kind of forget after the fact, eh, you know, or you need to change it for whatever reason. 15:37 Vivian Larsen: Alright, I'm, I'm back up. Walk me through where? 15:41 Greg Mendez: Sure. So go back to your office and our library. Umm, and then, You see where it's right next to- let's say that's a lot of- just click on a little arrow. 15:49 Greg Mendez: That manage access is managing the permissions for the entire template. Oh, 15:53 Vivian Larsen: that wasn't there before. Okay, cool. Yeah, it wasn't letting me edit it. It's probably just with my internets being goofy. 15:59 Vivian Larsen: I thought it was here. So yeah, on the individual template, retract what I said, you can edit- if you've got the permission to edit it, and you can edit it retroactively. 16:08 Vivian Larsen: It may no sense to me that you couldn't, but I was not seeing that. So, okay. I can be proven wrong. 16:13 Vivian Larsen: Um, and I will say it and say I'm wrong when I am wrong. So yeah, so in the individual templates themselves, you- you can assign them to a specific group. 16:21 Vivian Larsen: You can say that only a specific login group can see the specific template, and that kind of solves your problem. 16:27 Vivian Larsen: Um, and then if you need a more confidential, more very controlled level, you can do it at the individual, um, offer letter level. 16:35 Vivian Larsen: So if you would want to create, like, an executive offer letter, you could make that one private and then ask the users from a training perspective to go at the end and give the specific people that need to see that individual confidential offer letter, the permission to see it. 16:49 Vivian Larsen: So. Sorry for the herky jerky, I'm having internet problems. And that's that. Any other questions? questions. 17:01 Alex: Alright, thank you so much Vivian. Illuminating as always. Uh, before we move to our general questions, I want to call out that we are doing a product deep dive with a company called Sarah-Brom. 17:15 Alex: Next week Wednesday at 12 p.m. Eastern. It's been a lot of, talk about ID verification and all the issues around that. 17:25 Alex: And Sarah-Brom is a company that has a number of interesting tools to address those issues. As always, this is not a sales pitch. 17:32 Alex: You will not end up in a sales funnel for participating in this. This is just to, to educate the community and the R.D. 17:39 Alex: team on tools that are out there. And also, Sarah-Brom will be buying lunch for the first 10 folks to RSVP for this call. 17:49 Alex: So we have four SAI members signed up. So far, those four, the next six. We'll get, a gift card for a lunch for attending. 17:57 Alex: So if you're interested, go ahead and RSVP here in the platform. And we hope to see you there. If you can't attend, we always archive these as well. 18:05 Alex: So there will be a recording here in the vendor selection area. You can click here and you'll see all of our product deep dives. 18:12 Alex: You can review that at your leisure. And with that, let's jump back over to the ISM space. I'm not sure if we had any posted questions for today. 18:23 Alex: Nope. It's angered on the call. Nope. So it looks like the floor is open. Who has a question for the group today? 18:30 Alex: Great. 18:42 Alex: Go ahead. 18:44 Greg Mendez: Sure. I'm gonna, I'm gonna keep on with the offer, uh, offer module theme. Uh, so. So. I know we mentioned that you can, of course, keep it private. 18:53 Greg Mendez: Um, my team is looking at our road map for the next few years with ISIMS and one of the things that came up a lot are executive letters or letters for people on the team. 19:03 Greg Mendez: Uh, so not an executive, but maybe we don't, you know, we're going to, we're going to be able to make an offer for a fellow recruiter. 19:10 Greg Mendez: We don't want the other recruiters to see. Um, is, I know I've heard of different ways to do that by, you know, creating a cool. 19:18 Greg Mendez: You know, I've or some flag that the job is confidential and using a some type of security rule. But I'm wondering for those who have actually done that, like in practice, does that slow things down? 19:29 Greg Mendez: Um, how's it? How's it? Does it work for you if you're using some type of security, combination security rule and controlling who can actually see the awful letter? 19:40 Greg Mendez: Was winning if anybody's done that or if you've done it with any of your clients. 19:47 Tawnya.Fairchild: This is Tanya from Fuji. We actually just revamped this recently because we realize that our rule we put in place originally was no longer functioning properly. 19:55 Tawnya.Fairchild: Um, so it did require security rule and then a formula to be used in the security. The security rule 20:01 Greg Mendez: to get 20:02 Tawnya.Fairchild: the permissions right, uhm, because we set it up where if you're assigned on the wreck, you can see it. If you're not, you can't. 20:08 Tawnya.Fairchild: So because we have, you know, eight groups of potential people to be assigned. To the wreck and the filters limitations. 20:19 Tawnya.Fairchild: We had to do a formula, but it helps. The only thing that you may want to consider that you haven't at this point is. 20:28 Tawnya.Fairchild: Do you need? A security rule for when the wreck is open versus when it's closed for reporting purposes. And that's one thing we're still trying to figure out. 20:40 Greg Mendez: Are you making the job invisible? I'm sorry. Are you making the job invisible? Or are you not, or is it just just to offer letter that's actually being, you can join the permissions for. 20:50 Tawnya.Fairchild: So we did it for the job because we are not using the offer management tool. So 20:55 Greg Mendez: we're 20:55 Tawnya.Fairchild: using forms for offer letters at this point. 20:58 Vivian Larsen: So the only reason I was chiming in is I actually had my hand slapped for writing in a formula in a security rule with one of my large clients I implemented and actually had the manager of cloud hosting tell me, don't ever do that again! 21:11 Vivian Larsen: And, So, um, I'm very glad it's working for you, Tanya. But what it was doing to that customer was as soon as we uploaded and migrated all of their candidates, they had like 400,000 records. 21:22 Vivian Larsen: It was very, very big customer. Um, it started crashing their search engine. Like, so they were taking hours to load that page and it was a really bad user experience. 21:32 Vivian Larsen: Um, so, so if it's working for you, maybe they fixed it in the back end, but just start paying attention to your speed and your load of time. 21:40 Vivian Larsen: It's 21:41 Tawnya.Fairchild: good to know. And we've, I've actually updated the searches for our assignment fields on requisitions. So we've got user lists that people are tied to. 21:49 Tawnya.Fairchild: So it only pulls names of people that are on those user lists. So it does limit the search results. Which I'm sure helps a bit, at least. 21:57 Tawnya.Fairchild: Okay, 22:03 Alex: any other thoughts on that? Right, Greg. I'll talk Thanks for the question. Tonya, thanks for jumping in, as always. Who else has a question today? 22:14 Alex: There you go. Good 22:23 Shuree Sockel: Alex, I wanted to ask about the bender next week that's coming in. Um, I'm not going to be available, but I'm looking forward to- watching the recording. 22:39 Shuree Sockel: I'm wondering if this tool might be an answer for a call I had earlier or with candidates that are specifically our IT group is getting all- a lot of where they'll see similar names, uh, or completely different names of two, three, four profiles. 23:01 Shuree Sockel: Umm, the resumes are very similar or there's some key things that matter. And it's the same person that's applying with fake resumes. 23:12 Shuree Sockel: Umm, sometimes a variation of their name. And they were looking at the interview. We use acuity. For interview scheduling and they saw that all their suspect ones had the same IP address. 23:27 Shuree Sockel: So when they looked at three records, it said they lived in different places, but the IP address was the same on all of them. 23:35 Shuree Sockel: We have four. For example, um, it, it seems to be a bigger problem. I mean, we had the bot that applied to 2,500 jobs. 23:46 Shuree Sockel: Then, then we get now, like, fraudulent candidate. It's, I'm wondering how often others are finding this. I feel like it's going to get more prevalent as the job market titans and people might be getting more desperate for work. 24:03 Shuree Sockel: Um. We, we didn't merge the records of the multiple people. Uhm. We put them in a different folder to identify that they're suspected to be fraudulent. 24:18 Shuree Sockel: We've had a couple of the recruiters can. In the the individuals and some of them, um, had like ridiculous answers. 24:25 Shuree Sockel: One said they had a brother that was impersonating them and it's just, they made up silly things. But, um, others disappeared. 24:34 Shuree Sockel: A couple of them disappeared, but a few of them are swearing that they have someone stealing their identity. And, uh, it just, it feels like it's getting to be a lot of work on our recruiting team to have to identify the, people that are potentially fraud. 24:51 Shuree Sockel: So, I guess my question is, do you think this vendor has a tool that could help in this area, and is anyone else experiencing this and uptick in this, and how are you, han- doing it? 25:06 Alex: So, I'm not entirely certain that I'm looking forward to the presentation to ask more questions like that. Sure, if you if you want to drop a few questions on that event as a com at, we'll surface them for you. 25:18 Alex: What I see on their website is, uh, identity verification, uh, biometric matches with the liveness detection, the selfie, social security number. 25:28 Alex: And one thing that was kind of unique was a portfolio of very viable credentials that include all of these things. 25:35 Alex: And for the brief conversation I had with them, I think, this portfolio is portable across multiple application, multiple, multiple, uh, uh, ATS products. 25:46 Alex: So we will ask all of those questions and anything else that you have for us if you just drop them as a comment on 25:50 Shuree Sockel: there. Okay. 25:52 Alex: Yeah. 25:52 Shuree Sockel: Uh, we have, we have another one that just came up yesterday of a final interview with someone in the, the hiring managers were talking to each other. 26:02 Shuree Sockel: And as they were talking about the candidate. But they discovered that it was not even the same person that was on camera with the second interview as the final interview. 26:14 Shuree Sockel: They were completely different people. So I. It's just, like, whack-a-mole catching all of these 26:22 Alex: things. Yeah. No, it's a huge, it's a huge burden on recruiters and companies. Anybody else have insights into what they're doing with it right now? 26:33 Alex: It must work. I mean, I haven't seen statistics on, I mean, I guess, because companies talk. 26:47 Alex: How do you report? It seems like, really, really, 27:06 Greg Mendez: yeah. 27:08 Alex: I mean, people are, 27:09 Greg Mendez: people are getting desperate out there and we're, we're all getting to see it and, you know, manifest in different ways from mass applications, uhh. 27:17 Greg Mendez: Uh, our, our recruiters are beginning to report just a kind of sliver of what was just mentioned. Uh, not to that scale but I think it's been more like, we really haven't been looking, and I think that's the concern that's been, uh. 27:31 Greg Mendez: Being in the flag is, as we start going into more and more veto interviewing, more structured, uh, it's, it's gonna surface. 27:40 Greg Mendez: And that's why we're getting to look at companies like this and say, hey, you know, what, how can we do this? 27:44 Greg Mendez: Also, especially, uh, as we start looking at, you know, if an organization is looking at doing, like, remote, e-Verify, or i9 verifications, it, the, the stakes, the stakes quickly escalate. 27:56 Greg Mendez: And you start wondering what other creative ways can people, you do the- this, and you don't want to be that test case. 28:03 Greg Mendez: But, yeah, as they start looking into those technologies, we kind of start thinking, okay, how can we start answering the basic questions? 28:10 Greg Mendez: Like, how can I confirm you are who you say you are? And you're the same person that's- start of the application process and is being onboarded. 28:18 Greg Mendez: Like, right now, um, I think we've just been- we've been taking that for granite and just assuming, or just kind of thinking only that an ID can just do the job in person. 28:28 Greg Mendez: And I think realistically, that's just- not becoming more, uh, practical as we started doing more and more remote rows. And that becomes more of a permanent part of our- our HR ecosystem. 28:38 Shuree Sockel: Yeah. 28:39 Paul Day: Some of the security features out there now. Um, I mean, I I've been through some processes like before. One of them was, uh, when I used to drive for Uber a long time ago. 28:51 Paul Day: And they have these companies where, like, when you're doing certain things like the i9 verification and stuff like that, like, you actually log in with a live person for like two seconds, and they ask you to hold up your ID. 29:04 Paul Day: They ask you to, uhm, you know, to like, it records your face in multiple places, right? And then it like verifies that it's used. 29:12 Paul Day: So I'm- wondering if something like that is what we need, you know? 29:24 Greg Mendez: Yeah, it's kind of like if you go over gone for like a certification exam. Sam. It's a mid-parametric testing center. 29:29 Greg Mendez: When those, you think they kind of check everything. They verify everything. If you're doing remote these days, you're having you scan the room to see the show. 29:36 Greg Mendez: There's no other person with you. They do the ID thing as well. Uh, you know, biometrics. you know, uh, it's kind of sad we have to go there. 29:46 Greg Mendez: But it is becoming, it looks like that's it. That's the space. And now, um, with AI beginnings could be more introduced and just becoming part of that. 29:56 Greg Mendez: We now know that. Uh, the first hack was used with an AI. Um, just recently, then we know it's going to be, it's going to be something that's going to be developed more and more. 30:06 Greg Mendez: It's going to get into the arsenal. Um, and if for those of us who have to work with government contracts. 30:11 Greg Mendez: Uh, we, you know, we're required to have, like, certain levels of security we have to assure, right? You're not going to, our government partners are, you know, state org, federal, they're going to expect that from us, or they're going to lose those contracts. 30:25 Greg Mendez: So we have to assure some basic- standard. And, uh, yeah, I'm kind of curious how this is- I am curious about their solution. 30:31 Greg Mendez: Uh, and I'm kind of curious to see, like, what's going to be the balance that people, candidates and employees are willing to accept to do this? 30:40 Greg Mendez: Like, what's, what's going to be the- I'm- I'm okay with biometrics, but I know a number of people, they don't even like- they don't even like submitting their fingerprint for, you know, the- let alone their- their- their- their, uh, an image of their face. 30:52 Greg Mendez: So that's gonna be interesting a couple- a couple 30:55 Alex: years. Are there any other tools out there that the group would like to see? We're starting to schedule more product deep ties for the fall. 31:07 Alex: If you have one- if you have one let me know, and we'll reach out and try to green them. to the community. 31:15 Alex: Alright, the floor is open. Who else has question today? Alright, the 31:25 Angela Biehl: Alex, I may have one. 31:34 Alex: Sure. 31:35 Angela Biehl: So, uhm, R&D rep reached out today and said that. and I'll see you something was changing with, indeed, easy apply. 31:42 Angela Biehl: I haven't had a chance to connect with her yet to figure what that is, but we have avoided implementing that as a government contractor with a P requirement. 31:53 Angela Biehl: So I'm just. I'm curious if anyone else is aware of, um, something new 31:57 Alex: with, 31:57 Angela Biehl: indeed, easy apply. 32:02 Tawnya.Fairchild: It's Tonya from Fuji again. Um, I met with R&D team earlier today. And I think it may be. 32:18 Angela Biehl: Yeah, I had asked questions about that specifically, so that may be 32:20 Tawnya.Fairchild: it. Oh, yeah. 32:23 Vivian Larsen: They're my, they're, I think they're forcing everybody to migrate to easy applied 2.0. Excuse me, my cat is walking in front of the camera. 32:29 Vivian Larsen: Um, easy to apply 2.0, which mandates screener disposition data. Um, so, and I think. If that's what is, is happening, um, they're going to be forcing everybody to move from easy applied current format to easy apply 2.0 and the reason is because of the mandated disco data. 32:47 Vivian Larsen: Um, and that's an indeed thing. So, if you're already talking to your indeed rep, have a conversation with them about that because that's what I understand the issue is. 32:58 Angela Biehl: Thank you, Vivian. And there were concerns in my organization with sharing that data. 33:03 Tawnya.Fairchild: So. Angela, I had the same concern and it brought it up on the webinar, uh, when they were going over a plan network stuff a couple weeks ago, still waiting on a response from, um, the product team member who was. 33:17 Tawnya.Fairchild: He was leading that webinar, but I asked my Indeed team today and they were like, I'm sure they're going to put something in the candidates, uh, like waiver, or terms of service that they sign when they sign up for Indeed, stating that they're. 33:30 Tawnya.Fairchild: Okay, that information to be shared back. 33:35 Angela Biehl: Well, I appreciate the the insight because, uh, you know, this has been something we've been assessing for for quite some time and if and yet to move forward with for. 33:44 Angela Biehl: For a number of reasons. Appreciate that. 33:48 Alex: So indeed is requesting candidate disposition data. Why? 33:53 Angela Biehl: To build very high tools and those know who's selected and what stage they're. And who's moving forward? 34:01 Tawnya.Fairchild: It'll 34:02 Vivian Larsen: start ramping people and successful high, whether they're successful, hireable or not, hireable. And start grouping people and tighten whether the this kind of resume success. 34:12 Vivian Larsen: And that kind of resume is successful. It's all to build databases. Didn't we, weren't we talking a couple weeks ago about LinkedIn doing something similar? 34:20 Angela Biehl: Um, well, I 34:21 Vivian Larsen: think that they're, yeah, they're forcing all applicant data, whether it is an applicant. They came to user LinkedIn or not 34:29 Angela Biehl: in the 34:30 Vivian Larsen: 2.0. Was it you that brought that up? 34:33 Angela Biehl: I don't think I was the one that brought it up, but we have not engaged in that resource for the same reason. 34:40 Angela Biehl: Yeah. 34:42 Alex: And is it, uh, uh, I'm sorry if I missed this. Is it required or is it an ask? 34:47 Vivian Larsen: If you want to use the tool, you've got to agree to it. They're not giving you an opt-out. So, like, the, we were, I think, the person. 34:55 Vivian Larsen: That brought it up. It was probably about four or five weeks ago was kind of talking about the GDPR and the, like, data privacy regulation privacy policy ramifications of this because, you know, in every individual company that has their own privacy policy will not report your data. 35:09 Vivian Larsen: A third party is probably one of the things that is in there. And so if LinkedIn is saying, we're not going to give you a choice because now we want to get, we want to build our database up even further than you are going to have to opt out of using the tool if you don't want to partake. 35:24 Vivian Larsen: Well, 35:28 Alex: that's fun. 35:29 Angela Biehl: I hope that more companies will not engage because of this 35:34 Alex: requirement. Yeah. Thank you. Or other job boards doing the same thing? 35:45 Angela Biehl: Likely to avoid career builder and what we've seen, you know, everyone's trying to adapt with AI. Yeah. 35:51 Alex: Yeah. Yeah. No. Alright. Well, thanks for bringing that up. Don't love that at all. 35:57 Angela Biehl: Uh, on a similar note, um, we're just starting to prepare for, um, an HR Data Layerhouse Project. And I was curious if anyone could share. 36:08 Angela Biehl: Information regarding how much they've kept of candidate data, um, in terms of timelines for this type of project. 36:22 Ariel Hsieh (she/her): Angela, this is Ariel from Viasat. This is a great question that I will be happy to share with you later on when our privacy team finishes vetting it because we also kicked off a data warehouse. 36:36 Ariel Hsieh (she/her): Integration. I think the loss that I saw we had, like, they're different, um, restrictions based on, like, if they're your current employee, if they were hired in an art print employee versus they got permitted versus they're like an applicant. 36:51 Ariel Hsieh (she/her): And I 36:51 Angela Biehl: think 36:52 Ariel Hsieh (she/her): with the applicant data, um, the conservative number that I've seen as one year, and then I think that they've also, um, expanded that to, like, three years, and it's normally from, like, the time of their application. 37:05 Ariel Hsieh (she/her): Um. And then for, like, the employee data at something, like, seven years. Um, but I'll be happy to share that information with you with whatever our privacy team comes back with. 37:15 Ariel Hsieh (she/her): Um, because we're also looking into this, into with the same thing. Um, or even, like. Um, depending on how, because it's our security team that's using the data. 37:24 Ariel Hsieh (she/her): Um, and they don't necessarily need everything after they've already vetted whether or not somebody needs to be flagged as a bad actor or not. 37:34 Ariel Hsieh (she/her): And then, um, we're looking into maybe developing, like, you know, once that data comes in, then after some point, then it automatically is like scrambled or unautomized. 37:42 Ariel Hsieh (she/her): Um, so I think that also depends to like what the data is being used for. Um, and if you do actually. 37:48 Ariel Hsieh (she/her): You really need to retain it somewhere else in this data warehouse when it already does exist in items. Um, so all good things to think about. 37:56 Ariel Hsieh (she/her): Um, but yeah, we'll be happy to share once we get that decision back on our end. 38:01 Angela Biehl: Thank you Ariel. And that's consistent with we've. Been looking at as well. So I really appreciate that, that confirmation. And are you using Isim's interview scheduling? 38:12 Ariel Hsieh (she/her): We are not. We ended up after a very long and arduous process of review with our. Internal security. I will get rejected because of the coronafy. 38:21 Ariel Hsieh (she/her): Uhm. The coronafy. 38:24 Angela Biehl: Yes. Yeah. So rounds and rounds to get that approved. 38:29 Ariel Hsieh (she/her): Yeah, because it's just kind of crazy that they do. You need to read right to all calendar data for all employees and they can't just read free busy. 38:37 Ariel Hsieh (she/her): Um, it's pretty shocking to me. So we submitted a feature request to them, um, you know, to see if they can influence. 38:45 Ariel Hsieh (she/her): So if, and they didn't mention that we weren't the only ones that were not able to Like, jump in the community site and, um, add yourself to that, uh, brainstorm. 39:06 Ariel Hsieh (she/her): That would be awesome. But yeah, unfortunately, no. So we're going to stay with paradox. Um, and we're actually revamping. We're doing a whole relaunch. 39:13 Ariel Hsieh (she/her): We finally. We're able to integrate paradox at Zoom. So, um, it should be good. But I was looking forward to, you know, there is something to be said about having everything in the same system. 39:23 Ariel Hsieh (she/her): Um, but unfortunately, yeah, got rejected. 39:27 Angela Biehl: Okay. And. One of the things we're seeing, I'm curious if there's anyone on the call who is using, like, version two, interview, scheduling, and items for a data warehouse. 39:37 Angela Biehl: So we're really looking for an easy way for our hiring managers to better see. You know, who's in final interview status and the scheduled dates and we've built dashboards and, but it's tricky to, to read because of the multiple slots. 39:53 Angela Biehl: So if we have a scientist who's, you know, meeting with nine people. And doing a presentation with all these other people, you know, they may have nine duplicates and a recruiting workflow search because of each of those slots for the interview. 40:06 Angela Biehl: And when we're sharing that with our IT team, you know, they're looking at all. All of those over and over and over again saying, like, why do we have all of these replicant data? 40:16 Angela Biehl: Um, and it's the only way I can get interview details into the data warehouse. 40:21 Alex: Regarding Chronophyte. I'm, I'm surprised that they thought it needed all permissions, because I know we've talked about this before, and so I used our AI in the platform to ask it about confirmations and it says, Chronophyte primarily assesses the free and busy availability of calendars. 40:38 Alex: There's a lot of access to the detailed content of calendar events, which is not what you said. And that, that's also what I remember. 40:44 Alex: Usually this gives citations. So we can point to the specific conversation. I don't know. We did it here, but Vivian, like, do you, have you worked with this Chronophyte permissions issue? 40:53 Vivian Larsen: No, this one is, was one that I transitioned into a different aspect of 40:58 Alex: support when this 40:59 Vivian Larsen: problem. I've heard noise about it being a reason for lack of adoption, though. So I think what you're expressing, what you said about going into the community and everybody piling on, that is how you make enough noise to get their attention. 41:13 Vivian Larsen: Umm, if it's an issue. Umm, and if coronavirus, as Paul was saying, if coronavirus saying that it's Isim's fault, uhm, then yeah. 41:23 Vivian Larsen: Yeah, definitely, uh, it's something, if they find out that enough can't, Clients are not adopting it on account of the fact that this is a complete blocker for them and can run reports for leadership to the more you talk in the community, the more they can run reports to leadership to say that this 41:39 Vivian Larsen: is an issue. And if there's a cost associated. With fixing it, then they can justify that cost if they can say, you know, $10 million worth of our customers are saying this is a problem. 41:48 Vivian Larsen: Um, so, 41:49 Paul Day: pile on. 41:50 Vivian Larsen: Absolutely. Absolutely. 41:52 Paul Day: I went inside into that conversation and was like, they didn't 41:55 Alex: really. Follow something wrong with your mic. You sound like a robot. 42:01 Vivian Larsen: No. Still sound. Go off. You can go on me again and see if that helps. On zoom. Hit the mute button and off. 42:16 Vivian Larsen: Now you're completely 42:17 Alex: nothing. 42:18 Paul Day: How about 42:18 Alex: now? 42:19 Vivian Larsen: That's better. 42:20 Alex: Okay, 42:21 Paul Day: so some of the gist of that conversation. That I had with them at HR Tech. It's like, if you look into them as a company, so like, you're buying their services directly from them. 42:32 Paul Day: Um, they will tell you that they only need read slash view only. Um, and that's default in integrations. 42:42 Paul Day: Read and write has to be, um, spent granted special permission. Right? So that's, that's just the validity of the data that you can find. 42:53 Paul Day: Online, what their platform requires. If you were to use it outside of Isms, which is why they kind of said it's the integration with Isms that is forcing this kind of setup. 43:05 Paul Day: And now I'm just talking, right, the data. Is out there if you look into the chronify, right? But I don't know the details of why behind the whole Isms thing, you know. 43:16 Ariel Hsieh (she/her): That tracks because on the chronify. Chronifies own like website when you look up there. Like API requirements. It says, like, it has a whole list of it. 43:28 Ariel Hsieh (she/her): You may need these, all these various, um, you know, permissions. It says, you know, like, it may access, you know, x, y, z, all. 43:37 Ariel Hsieh (she/her): All these areas. Uhm, but that's why it was so difficult to get a straight answer for the longest time of, does this specific items coronify situation? 43:49 Ariel Hsieh (she/her): Like, require it or no. Um, and then coronify, finally, like, confirmed, like, yes, required here. Like, we cannot pare down too free busy. 43:59 Ariel Hsieh (she/her): Um, even though, like, to Paul's point, I think, yeah, like, if you were just using their service outside of it, like, that isn't a potential option. 44:08 Alex: So I guess this is the key thing here that it's not supported. You can. I'm going to restrict access to specific users calendars by configuring an application access policy within your Office 365 tenant. 44:20 Alex: That's above my pay ground. 44:22 Ariel Hsieh (she/her): It also depends too. Like, if you're using exchange or ew s, I think before if you were using ew s, there was more flexibility there. 44:30 Ariel Hsieh (she/her): Um, but Microsoft is moving away from that anyways. So it doesn't make sense to. To implement with that. Um, so yeah. 44:41 Alex: Got it. Okay, let's. Let's take some time here to do a little, uh, small group networking. We'll have seven minutes. 44:50 Alex: And you can talk about something that's going on with, great with ISM, something you're proud of, something you're still challenged with or whatever. 44:57 Alex: Or whatever else comes up for you or open these rooms. You'll have, uh, six minutes and a one minute warning. 45:01 Alex: Here we go. Hey, I'm stuck you over here. How you doing? 45:40 Kaitlyn Faile: Okay. 45:41 Alex: Yeah. Alright. Uh, well, I put you in the room by yourself if you just wanted to chill. So, alright. I'll see you back in the room.

0:02: Any other questions today? 0:09: Not, I just have one thing that I'd like to ask the group. 0:12: Sure. 0:13: I pay a lot of attention to legislature and like things that are happening legally in our industry, cause it's always interested me and there was a big legislative change this past July in the EU that basically affects gig workers where If it basically affects Uber and Lyft and all of the, you know, Uber Eats and and DoorDash and all of those, where now they have to consider those people employees, so it's a, it's a really big change, meaning that those contractors now have to get all kinds of, thanks Tonya, they have to get all kinds of benefits as if they were a normal employee. 0:56: , so would it be helpful to everybody in the community if when I find something like that that's of interest to our industry, if I just post it to the community, would you like to see those things? 1:08: I would because often it spreads to California and then makes its way across. 1:16: So it's always interesting to hear what's going on and to consider how would we need to change anything based on things that are changing in other places, or do we need to make changes now? 1:27: This comes into effect at the end of 26. 1:29: So if you are someone with a gig type of job that you recruit for, it might affect you if you operate in any of the places, the law, and it's the entire EU if you operate in any of the places that that law was passed. 1:40: So, OK, I will take everybody's yes as a yes and start posting in the community when I come across stuff like this. 1:50: All right. 1:51: Thank you, Vivian. 1:53: Any final questions?  All right, everybody. 3:52: Well, I guess that's it for today. 3:54: Thank you so much for being a part of this community. 3:56: We'll see you here same time, same place next week, 1:30 p.m. Eastern. 4:00: have a restful and restorative weekend.