Set up the reference sites as described in Set up and configure AEM Forms reference sites.
We.Finance is an organization that allows candidates to apply for employment through the reference site portal. The organization also uses the portal to manage candidates’ interviewing scheduling, shortlisting, and internal communication. The site manages the following:
Employee recruitment use cases are available in both We.Finance and We.Gov reference sites. The examples, images, and descriptions used in the walkthroughs use We.Finance reference site. However, you can run these use cases and review artifacts using We.Gov as well. To do so, replace we-finance with we-gov in the mentioned URLs.
The employee recruitment use case involves two workflows:
These workflows are created in AEM and can be found at:
Following is the model of the We Finance Employee Recruiting workflow followed in this document.
Following is the model of the We Finance Employee Post Interview Recruiting workflow followed in this document.
The scenario involves the following personas:
Sarah Rose is looking for a job opportunity in the organization. She visits their web portal and explores the job openings listed on the Career page. She finds a matching job listing and applies for it.
We.Finance home page
We.Finance career page
Sarah clicks Apply on a job posting. The job application form opens. She fills all the details in the application and submits it.
The We.Finance home page and the career page are AEM Sites pages. The career page embeds an adaptive form, which uses a repeatable panel to fetch job openings using a service and list them on the page. You can review the adaptive form at
https://[publishHost]:[publishPort]/content/we-finance/global/en.html and click Career. Click Search to populate the job list and then click Apply for a job. Fill details in the form and submit the application.
Ensure that you specify a valid email ID in the application as any communication through this walkthrough will be sent to the specified email ID.
The organization receives the job application submitted by Sarah. John Jacobs, a recruiter, is assigned the task to review Sarah’s profile. He reviews the task in his AEM Inbox, finds the profile matching the job requirement, and clicks Shortlist. Sarah’s profile is forwarded to Gloria Rios, the hiring manager, for her approval.
John’s AEM Inbox
John Jacobs shortlists Sarah Rose’s profile for the hiring manager’s screening
How it works
The submit action in the Job Application form triggers a workflow that creates a task in John Jacob’s inbox for screening the application. When John, reviews and shortlists the application, the workflow creates a task in the hiring manager, Gloria’s inbox.
https://[publishHost]:[publishPort]/content/we-finance/global/en/login.html?resource=/aem/inbox.htmland log in using jjacobs/password as username/password for John Jacobs. Open the Candidate Profile Review task and shortlist the applicant.
Gloria, the hiring manager, receives the shortlisted profile as a task in her AEM Inbox. She reviews it and approves the candidate, Sarah Rose, for the interview.
Gloria’s AEM inbox
Gloria approves Sarah Rose for an interview
How it works
When Gloria approves the candidate for an interview, the workflow creates a task in the AEM Inbox of John Doe, who is a recruiter for We.Finance.
https://[publishHost]:[publishPort]/content/we-finance/global/en/login.html?resource=/aem/inbox.html and log in using jjacobs/password as username/password for John Jacobs. Open the Candidate Profile Review task and shortlist the applicant.
https://[publishHost]:[publishPort]/content/we-finance/global/en/login.html?resource=/aem/inbox.html and log in using grios/password as username/password for Gloria Rios. Open the Candidate Profile Review task and click Schedule Interview.
John Doe receives the task of scheduling an interview in his inbox. John Doe selects and opens the task and fixes the interview date and time, location, and the HR person responsible for the interview as John Jacob. John Doe clicks Send Invitation Email. An email is sent to Sarah and a task is assigned to Gloria, the hiring manager, for interviewing Sarah.
John Doe’s AEM inbox
John Doe schedules the interview and sends the details to Sarah Rose
Sarah Rose receives the email with interview schedule, venue, and other details. She clicks Accept to signify that she is OK with the interview schedule and venue. As guided by the precise information, Sarah makes it to the interviews.
Sarah Rose receives the interview schedule
After Sarah Rose goes through the interviews and clears them, Gloria Rios, the Hiring Manager, opens the Candidate Selection task from her inbox and clicks Select. Gloria Rios’s decision is conveyed to the HR person, John Doe, for further processing.
Gloria’s AEM inbox
Gloria Rios selects Sarah Rose after the interviews
Before asking a candidate to join the organization, her background needs to be checked. John Doe opens and reviews the selected applicant’s details and finds that some of her employment and education details are not filled in as yet. John Doe clicks Need More Information.
John Doe requests more information from Sarah Rose about her education and work experience
Sarah Rose receives an email notifying her that further information is required for processing her employment application. The email includes a link to the form for filling up the required information.
Sarah Rose receives an email notifying that further information is required for processing her employment application
Sarah clicks the Provide Details link in the email. A form appears. Sarah fills up the required education and employment details as requested by John Doe and clicks Submit.
Sarah opens the additional information form by clicking the link in the email
Sarah fills up additional information as requested by John Doe and clicks Submit
John Doe selects the candidate review request and opens it. John Doe finds that Sarah has filled up all the information as required. After reviewing the application, John Doe clicks Approve. On approval by John Doe, the request to perform a background check on Sarah Rose is forwarded to John Jacobs.
John Doe’s AEM Inbox
John Doe reviews the additional information provided by Sarah and approves it
John Jacobs sees the background check request in his inbox. John Jacobs opens the task and reviews the information provided by Sarah Rose. After performing a background check, John Jacobs clicks Go Ahead to signify that the background check has been successful.
John Jacobs’s AEM inbox
After performing the background check, John Jacobs clicks Go Ahead
John Doe receives a request in his AEM inbox for sending the joining letter. John opens the request and views the details. John Doe attaches the joining letter PDF and then clicks Attach & Send Joining Letter.
John Doe’s AEM inbox
John Doe sends out the joining letter for signing
Sarah Rose receives the joining letter for signing. Sarah clicks Click Here To Review And Sign Joining Letter. The joining letter PDF opens with a field to sign the document.
Sarah Rose receives the joining letter for signing
Sarah can choose either to type in, use draw to handwrite, insert an image of signature, or use her mobile’s touchscreen to draw her signature. Sarah types in her name, clicks Click To Sign, and dwonloads the signed copy of the joining letter.
Sarah types in her name to sign the joining letter
Sarah clicks Click To Sign to complete signing the joining letter