VMS Requisitions

The VMS Requisition widget displays all new and/or failed VMS requisitions. You may take various actions on the requisitions (convert to job, convert to opportunity, reject). You can also change client association, add a contact and add a website. Finally, you can add a note, send email or schedule a task.

Note: Any update to a VMS Requisition that is either in a New or Rejected status overwrites the old data with the latest data from the updated requisition (except for the Notes field as it is appended instead of overwritten). The update is stored as a transaction record. The initial requisition (with updated data) is the parent transaction. The update itself becomes a child transaction.

Note: The VMS Requisitions widget filters based on branch access to the related Job Order.

Any update to a VMS Requisition that has a Converted transaction basically acts the same way. However, the Transactions are found on the Job Order's associated Req record.

Accessing the VMS Requisitions Widget

Select adapt.studio > My Studios.
Select the VMS Requisitions widget.

Note: Due to the amount of information on this widget, we suggest viewing it in a single studio widget layout.

Filtering

You can filter on the following:

Group: Select a group from the droplist. Group is defined by your staffing service and can be things such as Branch, Recruiter, Corporation, Worksite, etc.
Filter: Insert alphanumeric text and click the lookup icon to search on any of the following columns listed on the widget: Requisition ID, Title, Req Status, VMS Name, Company, Client, Contact. For example, if you want to find all VMS Requisitions with 'Clerical' in the Title, type "Clerical" (without the quotations) in the Filter field and click the lookup icon.
Status: You can display all requisitions (with a status of New OR Failed), only requisitions with a status of New (there is one Requisition ID in the widget AND the client ID is valid) or only requisitions with a status of Failed (associated client ID is invalid).

Note: There are three other statuses that are not displayed on the widget, but can be viewed using the VMS Req FastFind: Converted (VMS Job has been converted into a Job Order or Opportunity), Rejected (staffing service has declined to service the VMS Job Order) and Update (subsequent updates of VMS requisitions default to a status of UPDATE ONLY if the original...Parent...VMS Job Order import status is set to Converted).

Information Displayed

The following information is displayed on the widget (from left to right):

Select: Use the checkbox to select the requisition on which you want to take some action.
Preview: Click the preview icon to see Detail concerning the VMS requisition (details below).
Status: Status of the requisition (New or Failed).
Grouping: The group assigned to the requisition. Group is optional and therefore, this column may be blank for some rows.
Import Date: Date the requisition was imported.
Requisition ID: This is a linked field. Clicking on the link takes you to the requisition record.
Title: Job title.
Type: Temp or Direct.
# Openings
Req Status
VMS Name
Company
Client: This is a linked field. Clicking on the link takes you to the client record.
Start: Start Date on the requisition.
End: End Date on the requisition
Contact
Partner

Preview Information Displayed

Clicking the Preview icon displays the Preview information at the bottom of the widget. There is a button directly under the Preview tabs. Clicking on the button will take you to the VMS Requisition record. The information is presented in five tabs:

Summary Tab
- Company: VMS Company
- Adapt Client: This is a link. Clinking on it takes you to the Client record.
- Job Title
- VMS Name
- Start/End Date
- Duration: (In Days) Calculated based on the start and end date.
- # Openings
- Job Type
- Bill Rate (Low)
- Bill Rate (High)
- Industry
- VMS Status
- Contact Name
- Contract Email
- Address
- City: State also included.
- Postal Code
- Country
- Submit By
- Job Description
- Skills
- Failed Reason: Only populated if the requisition has a Failed status.
Documents – Any documents associated with the requisition. You can view the document by clicking the "click to view" link. The document opens in its associated Windows program.
Journal – Any journal entries associated with the requisition.
Transactions – Any transactions taken on the requisition (e.g. updates). Trans ID is a linked field and takes the user to the transaction detail.
Notes – Any notes associated with the transaction.

Actions

You can perform the following actions (workflows) on the requisitions listed in the widget. Unless otherwise stated, you can perform the action from either the widget or the preview panel. Some of the actions can also be taken on the FastFind widget. In order to perform these actions

Requisition Activities > Convert to Contract Job

Use this workflow to create a contract Job Order from the VMS Requisition.

Select a single VMS Requisition (VMS status must be New) and select the Convert to Contract Job option.
The Convert to Contract Job Order page displays.
# Required, Start Date, Est End Date and Job Title default from the Requisition. Requestor defaults from the Contacts associated with the Company.
Select a Job Category. All other fields are optional.
Click Confirm.
The Job Order is created with the associated requisition accessible via a VMS Req link.

Requisition Activities > Convert to Direct Job

Use this workflow to create a direct Job Order from the VMS Requisition.

Select a single VMS Requisition (VMS status must be New) and select the Convert to Direct Job option.
The Convert to Direct Job Order page displays.
# Required, Start Date and Job Title default from the Requisition. Requestor defaults from the Contacts associated with the Company.
Select a Job Category. All other fields are optional.
Click Confirm.
The Job Order is created with the associated requisition accessible via a VMS Req link.

Requisition Activities >Convert to Contract Opportunity

Use this workflow to create a Contract Opportunity from the VMS Requisition.

Select a single VMS Requisition (VMS status must be New) and select the Convert to Contract Job Opportunity option.
The Convert to Contract Job Opportunity page displays.
# Required, Start Date, Est End Date and Job Title default from the Requisition. Requestor defaults from the Contacts associated with the Company.
Select a Stage, Est Close and Job Category. All other fields are optional.
Click Confirm.
The Job Opportunity is created with the associated requisition accessible via a VMS Req link.

Requisition Activities > Convert to Direct Opportunity

Use this workflow to create a Direct Opportunity from the VMS Requisition.

Select a single VMS Requisition (VMS status must be New) and select the Convert to Direct Job Opportunity option.
The Convert to Direct Job Opportunity page displays.
# Required, Start Date and Job Title default from the Requisition. Requestor defaults from the Contacts associated with the Company.
Select a Stage, Est Close and Job Category. All other fields are optional.
Click Confirm.
The Job Opportunity is created with the associated requisition accessible via a VMS Req link.

Requisition Activities > Reject VMS Requisition

Use this workflow if you decide not to service a VMS requisition.

Select a single VMS Requisition (VMS status must be New or Failed) and select the Reject VMS Requisition option.
The Reject VMS Requisition page displays.
Requisition ID, Title, VMS Name and Company are read-only and default from the selected requisition.
Use the Code Selection icon to choose a Reject reason (Required).

Note: The options in this list can be edited using Manage Lists in Administration.
If you want someone to receive a notification of the rejection, check the box on the Email Notification To field and then enter the email address in the text box (Optional).

Note: You can enter multiple email addresses by separating them with a semi-colon (;).
Enter Notes, if needed (Optional).
When you finished, click Confirm.
The status of the Requisition changes to Rejected and is removed from the VMS Requisition widget (but can still be found using the FastFind).

Update Requisition > Change Client Association

Use this workflow to correct or update the Adapt Client association to the VMS Requisition before converting it.

Select a single VMS Requisition and select the Change Client Association option.
The Change Client page displays.
The VMS Job and Current Client are read-only and default from the selected requisition.
Use the lookup icon to select the New Client name.
Click Confirm.
If the status of the requisition was failed, the status of the requisition changes to New.

Update Requisition > Add Contact

Use this workflow to add the Contact listed on the VMS Requisition to your Adapt database as a Contact.

Select a single VMS Requisition and select the Add Contact option.
The Create a Contact page displays.
Information like name, address, phone number, etc. default from the requisition while data like Account Manager defaults from the associated company. Source defaults to VMS Site. Most of this information can be edited.
When you are finishing editing information, click Confirm.
The Contact is added as an Adapt Contact.

Update Requisition > Add Worksite

Use this workflow to add a Worksite based on the address on the VMS Requisition.

Select a single VMS Requisition and select the Add Worksite option.
Company, Worksite Address, City, State, Postal Code and Country default from the Requisition. Worksite Contact, Billing Profile, Main number and Fax number default from the Company. Worksite Name defaults, but can be changed.
Correct any information, as needed and click Confirm.
The Worksite is added to the Company record.

General Activities > Add a Note

Use this workflow to add a note to one or more VMS Requisitions.

Select one or more VMS Requisitions) and select the Add a Note option.
The Add a Note page displays.
Enter a Subject (Required).
Show Task on defaults to the current user, but can be changed.
Enter other information, as needed.
Click Confirm.
The Note shows up on the Journal entries for the VMS Requisition.

General Activities > Send Email

Use this workflow to send an email to the Contact listed on the VMS Requisition.

Select one or more VMS Requisitions) and select the Send Email workflow.
If an email address is included on the VMS Requisition, it defaults into the Email field. Otherwise, the field displays no date and you will need to enter the email address manually.
The other fields are optional. Enter them as needed.
Click Send.
The Email is created and may be previewed in Outlook.
The Email shows up on the Journal entries for the VMS Requisition.

General Activities > Schedule a Task

Use this workflow to schedule a task associated to the VMS Requisition.

Select one or more VMS Requisitions) and select the Schedule a Task option.
The Schedule a Task page displays with Post On default to today and From/Post To defaulting to the current year. Post On and Post To can be edited.
Enter a Subject (Required).
The rest of the fields are optional. Enter them as needed.
Click Confirm.
The Task is created in Adapt and in Outlook.
The Task shows up on the Journal entries for the VMS Requisition.

Fast Find

Click this button to open the VMS Req Fastfind page (see below for more information).

The VMS Transaction Record

You can access the VMS Transaction record by:

Clicking the Requisition ID link on the VMS Requisition widget.
Clicking on the Transaction ID (located to the left of the workflow buttons) on the preview.
Clicking on the Trans ID link on the VMS Requisition preview (Transaction tab).
Clicking the TruReq ID link on the VMS Req Fastfind.
Clicking on the Transaction ID (located just below the tabs) on the Fastfind preview.
Clicking on the Trans ID link on the VMS Req Fastfind preview (Transaction tab).

Note: Clicking on the Trans ID link on Transaction tab of the VMS Req Fastfind Preview takes you to the child transaction record. The other options take you to the Parent transaction record.

The Summary segment displays all the information included on the Requisition. If you are looking at the Parent requisition record (e.g. if the Parent checkbox is checked), this includes any updates made to the original requisition. This is for informational purposes only and may not be edited, except for the VMS URL. You can edit this by clicking the icon to the right of the field.

The Transactions segment displays any child transactions of the displayed transaction.

The Documents segment displays any associated documents and the Journal segment provides an audit trail of changes made to the transaction (e.g. Updating, Changing Client Association, etc.)

VMS Req Fastfind

You can filter the VMS Req Fastfind with the following.

Note: Each filter selected acts with AND logic, so if you select a Status and a group, then the Requisition must have the selected status AND be assigned to the selected Group.

Status: You can select from New, Converted, Rejected and Updated. Once you select a status, the Fastfind search results automatically update to all requisitions with the selected status.
Import From/To: You can also select a date range that checks the Import Date field.
Grouping: You can filter by Grouping. Use the droplist to select a group.
Filter: You can filter on any number or word. If you only add a filter but not a column (next field over), then the system does a search and highlights where the word or number is used, but does not actually filter anything. However, if you select a filter word and then select the column (Company, Title, Requisition ID and VMS name), the list is filtered by the filter word you selected.
Show Only Parent Transactions: Placing a check in this box filters out any child transactions from the list.

The following actions can be taken on the VMS Req FastFind:

Reactivate VMS Requisition

Use this workflow to indicate that you would like to service a previously rejected requisition.

This displays only on the VMS Req Fastfind and functions only if the VMS Req has a status of Rejected.
Select a single VMS Requisition and select the Reactivate VMS Requisition option.
The Reactivate VMS Requisition page displays.
Requisition ID, Title, VMS Name and Company are read-only and default from the selected requisition.
Use the Code Selection icon to choose a Reactivate reason (Required).

Note: The options in this list can be edited using Manage Lists in Administration.
If you want someone to receive a notification of the reactivation, check the box on the Email Notification To field and then enter the email address in the text box (Optional).

Note: You can enter multiple email addresses by separating them with a semi-colon (;).
Enter Notes, if needed (Optional).
When you finished, click Confirm.
The status of the Requisition changes to New.