What's included here:

• Security Role Configuration
• Restricting access to Job Notes: read only view
• Restricting access to Job Notes: no access
• FAQs

Security Role Configuration

To access Job Notes, the user must have the required Security Role access. This is controlled in Security Roles > Create/Update Job(s) > Job Notes.

When Job Notes is activated, users can view job notes:

1. When Adding or editing a Job:

2. From the Job Notes button at the top of the Candidate List: 

3. In the List of Jobs > More menu:

• Select the three dots to display Job Details and Job Notes.
  

Job Notes is exempt from other edit job restrictions

Users with access to Job Notes can add notes at any time through the More menu or the Job Notes button next to the candidate list, even if the job authorisation has been approved and the job is no longer editable.

Job Notes are not subject to the same editing restrictions based on Job Approval that apply to other sections of the job creation process.

Restricting access to Job Notes: read only view

If a user has access to Job Notes but does not have access to edit a job, their visibility of Job Notes is read only. If a user with read-only access to Job Notes attempts to add a note, they will receive an Access Denied message like this:

Restricting access to Job Notes: no access

What it looks like when Security Roles > Create/Update Job(s) > Job Notes IS NOT activated:

1. Job notes are not displayed on the add or edit a job menu:

2. The Job Notes button is not visible on the Candidate Listing page:

 3. Job Notes is not visible when users select More on the List of Jobs page:

FAQs

How do I add Job Notes to a job?

Go to the More menu or use the Job Notes button on the Candidate Listing page. You can add notes at any time, even after the job has been approved and is no longer editable.

What are Job Notes used for?

Job Notes can serve as an internal communication tool between hiring managers, recruiters and HR teams.  Job Notes are also useful to record decisions or actions taken regarding a job.

They can be included as part of a Subject Access Request (SAR) under data protection laws. Because of this, it is essential that all Job Notes are factual, objective, and relevant to the job. Avoid using personal opinions, subjective statements or inappropriate language.

Why can't I add or edit Job Notes?

If you are unable to view or add Job Notes, your access may be limited.  Please review your permissions in System Settings > Security Roles (or ask your System Administrator / Superuser to check if you have more limited access).

Can I still add Job Notes after a job has been approved?
Yes, Job Notes can be added at any time, regardless of the job authorisation process.

Where can I find Job Notes for a job?

They can be found in multiple locations:

• During the add and edit job process.
• On the Candidate Listing page using the Job Notes button near the top of the page.
• From the More menu on the List of Jobs page.

How do I know if I have read-only access to Job Notes?

If you have read-only access, you will be able to view Job Notes but won't be able to make changes. When you try to add or edit notes an "Access Denied" message will appear.

How do I delete a Job Note?

It is not possible to delete or remove a Job Note once saved.

Can multiple users add or edit Job Notes simultaneously?

Yes, any users with the appropriate access level can add or edit Job Notes. However, changes may not be reflected in real-time for other users viewing the same notes, so it's recommended to refresh the page if you're expecting updates from colleagues.

Will Job Notes appear in reports or exports?

Job Notes are not included in reports or exports.