STEPS TO PRODUCE A PRINT BOOK

STEP 1: Select your applications

1. Use the search or selection tools to locate the list of applications you need for your Print Book.
2. Select the applications that you would like to include in the Print Book.
3. Under the 'Print' heading in the List Applications toolbar, click on Print Book.

STEP 2: Set Print Book Options

1. On the new page, you're presented with a range of options to fine-tune the format and content of your Print Book. The essential options to consider are outlined below:
   • Page Title Section
     • Hide Applicant Name: Check this option to exclude candidate names from the header, which should be done if the document will be used for blind screening. Please note, if the Summary Sheet you select includes the candidate name fields, this data will still be included.
   • Form Options Section
     • Select Summary Sheet: Choose the form that will be used to present the candidate information in the PDF. Under the 'Display Forms' category, find templates designed to present the information required for specific tasks, such as screening. Alternatively, select full forms from under 'Application Forms'.
   • Include Attachments
     • Attachment Options: Choose which candidate attachments to include (e.g. CV and/or Cover Letter).
   • Attachments Options
     • Generate Zip Archive (one file per Application): The default behaviour is to download all of the applications, and their attachments, into a single PDF. If you want one file per application, select this option.
2. Click on Create Print Book at the bottom of the page.
3. The Long Task Result page will show progress. This may take a few minutes for a large number of applications.

STEP 3: Access and Review Print Book

1. Once created, a summary of applications will be displayed including the following columns:
   • Application: This column displays each candidate's name along with the specific vacancy they have applied for. Clicking on any link in this column seamlessly directs you to the comprehensive Application Summary for the selected candidate.
   • Attachment Conversion: These columns outlines the conversion status of each candidate's attachments. As the Print Book is a PDF document, candidate attachments undergo a conversion process. In situations where a Print Book is initiated immediately after a candidate applies, their attachment may still be in the conversion queue. Note that certain documents, like password-protected files, cannot be converted and won't be included in the Print Book.
2. Click on Download/Open Print Book to download the Print Book.
3. After reviewing the Print Book, click Back to List to return to your list of applications.

FULL OVERVIEW OF PRINT BOOK OPTIONS

Below is a full overview of the options you have when setting up a Print Book.

Rendering Options

• Choose Page Size: Select the paper size (e.g., A4, A5, letter format).
• Font Family: Choose the font for the Application Summary and attached Forms.
• Include Cover Page: Add a front page with Book Title, your name and date.
• Include author on Cover Page: Selecting this option will add your name to the cover page.
• Book Title: Specify the document title (also appears on the cover page).
• Include Contents Page: This page succinctly lists all included applications and provides their corresponding page numbers within the document. The interactive nature of this feature allows you to effortlessly navigate to specific applications by simply clicking on their entries within the contents page.
• Watermark: This feature allows you to embed custom text, such as "CONFIDENTIAL," onto the cover page. Utilize the watermark to emphasize the sensitive nature of the document, adding an additional layer of security and professionalism to your Print Book.
• Header: Text added here will appear at the top of every page in the Print Book. For example, you could include the opportunity's title.
• Footer: Text added here will appear at the bottom of every page in the Print Book.
• Hide Page Numbering: Consider this option if you plan to physically separate the document by applications once the document has been printed.
• Footer Height: Set the height of the footer in pixels.
• Print on Both Sides: Select save paper when printing.
• Start Each Application on Odd Page: If you have selected to print on both sides, you may want to select this option so that a new application isn't started on the back of a page.

Page Title

• Hide Applicant Name: Check to remove candidate names from the contents page and the header at the start of each application. Note, if the Summary Sheet form you use includes the name fields, candidate names will still be displayed if you are permitted to see this data.

Applications Options

• Include Mobile QR Code: Incorporate QR codes for effortless mobile access. Each application within the document will feature a unique QR code at the beginning. When scanned, the QR code seamlessly directs users to the login page. After successful login, users gain direct access to the Application Summary page for the specific application. It's important to note that users must have access to the ATS and the relevant application for this feature to function optimally.
• Print One Application Per Candidate: When compiling a Print Book with multiple opportunities, candidates may submit applications for more than one role. Opting for this feature ensures the inclusion of only one application per candidate.
• Hide Forked Applications: On some graduate systems, candidates make one application and then their application is 'forked' onto other vacancies depending of their occupation preferences. If you check this option, a summary of the candidate's forked applications will be removed from the Print Book.
• Hide Other Applications: Exclude summaries of other applications made by the candidate. The summary includes the opportunity name and status reached.

Form Options

• Include Application Summary Sheet: This option is selected by default.
• Select Summary Sheet: Choose the form that will be used to present the candidate information in the PDF. The forms are split into two categories:
  • Display Forms: These templates are designed to pull specific information from the full candidate application form (e.g. information required for screening).
  • Application Forms: If you select one of these, the full submitted form will be displayed.
• Select Feedback Forms: This is a multi-select fields. You can select from the full list of feedback forms available on the system (e.g. screening feedback and interview feedback). If the selected form has been completed for a candidate, you'll have visibility of the provided feedback.
• Skip Empty Fields: Selecting this option ensures empty fields are excluded. De-select this option if you are including feedback forms that are yet to be completed.

Include Attachments

• 'Select all' to include all candidate attachments in the Print Book or selectively pick specific attachments.
• Adjacent to each attachment, in brackets, find the percentage of applications with converted documents ready for inclusion in the Print Book.
• A lack of a percentage figure indicates that none of the selected applications have uploaded that specific document.

Attachment Options

• Save Paper Printing Attachments: Optimise space for multi-page attachments in the Print Book by consolidating up to 4 pages onto a single page. This feature ensures more efficient use of paper and results in a condensed yet comprehensive representation of attachments in the document.
• Truncate Attachments to One Page: Include only the first page of each attachment.

Letter Options

• Include Last Generated Letter: This will include the last letter generated for each candidate through the system (e.g. their Offer Letter).

File Options

• Generate Zip Archive (one file per Application): The default setting compiles all applications into a single PDF document. However, if you prefer a file for each application, select the option for individual files. Upon accessing the file, a prompt will guide you to download a zip file. Within the zip file, each candidate's document is separately packaged, with the application ID number serving as the document name for easy identification.
• Always Include Original Attachments: If you select to generate a zip archive and select this option, candidate attachments will not be converted into PDF, and instead their original attachment will be included in the zip file.

When do you want to generate your printbook? (Optional extra)

• Right Now: Start the generation process immediately. This option is selected by default.
• Save for Later as a Scheduled Task:
  • Using this tool, you can schedule a time and a date when you would like your Print Book to run, so you can have it waiting for you when you need it.
  • Once you've selected 'Create Print Book', navigate to the subsequent page summarising the configured Print Book settings.
  • To modify the scheduled run time, go to the toolbar and select 'Actions' > 'Edit'.
  • Navigate to the 'Task settings' tab.
  • Within the 'Task settings' tab, locate the option to change the date when the Print Book is scheduled to run. Make adjustments based on your preferences and save.
  • You will receive an email notification when the task has been completed.
  • To access your scheduled Print Books, go to the 'Applications' in the left-hand menu and select 'Scheduled printbooks'.