TECHNOLOGY GUIDE:
THE APPLICANT TRACKING SYSTEM & CHATTER
Updated 2/10/15
Contents
APPLICANT TRACKING SYSTEM
How to access the Applicant Tracking System
Participating Firms: Volunteer List Management
Adding a new volunteer
Viewing your firm’s volunteer list
Removing volunteers
Editing volunteer information
Participating Firms: How to assign a case to an attorney at my firm
Coordinating Firms: How to reassign a case to different firm
CHATTER
Invitation
Completing your profile
The Homepage
The Clemency Project 2014 Group
Posting in the Group
Searching
Changing your email settings
Help
APPLICANT TRACKING SYSTEM
The Applicant Tracking System (ATS) is a case management tool enables you to manage the cases for your firm. This tool provides a management level overview of all the cases assigned to your firm so you can track the status of the cases and the workload of your attorneys.
There are two levels in the ATS: the participating firm level and coordinating firm level. You will only be able to see the section to which you have been granted access.
- Participating Firm Level
The firm level management allows you to see the status of the cases assigned to your firm and see the status of the attorneys in your firm. You can manage which attorney is assigned to which case. You can easily see how many cases on which each attorney is working and the status of those cases.
- Coordinating Firm Level
The coordinating Firm level management allows you to see the status of the cases assigned to each of the firms under your coordinating firm. You can easily see the number of cases on which each firm is working and the status of those cases. You can use this tool to reassign cases to a different firm.
How to access the Applicant Tracking System
- Go to the Applicant Tracking System,
- Log into the system
- Click on the Admin option from the menu at the top of the page
- In the Admin section click on Case Assignment Management
Participating Firms: Volunteer List Management
The volunteer list management tool is found on the Case Management page, in the Admin section of the Applicant Tracking System. This tool allows you to see the status of the volunteers for your firm, update their information, and add additional volunteers. When the information is updated, a notification will be sent to the Clemency Project 2014 (CP2014) administrators. The CP2014 administrators will review the information and activate the accounts of volunteers who have completed training.
Adding a new volunteer
You can add additional volunteer’s to your firm’s volunteer list using the Add a new volunteer to the list form. The email address is used to match up the information you enter to the volunteer’s account. It is important that the same email address is entered as the volunteer used while setting up their account. This is reduce the amount of time it will take to get volunteers activated.
Viewing your firm’s volunteer list
The list of volunteers in the Applicant Tracking System reflects the volunteers you have entered manually (or previously sent to the Lawyers’ Committee in 2014 under the old procedures).
The email address is used to match up the information you enter to the volunteer’s account. It is important that the same email address is entered as the volunteer used while setting up their account. This is reduce the amount of time it will take to get volunteers activated.
The From ATS section shows the status of the volunteer in the Applicant Tracking System. The ATS Account column informs you if there is an account in the Applicant Tracking System with a matching email address. The Training Survey Complete column shows if volunteer has completed the CP2014 online training and filled out the Post Training Survey. The Project Status column show if CP2014 administrators have activated the volunteer’s account.
Removing volunteers
The Status field is used to determine if the volunteer should be activated in the Applicant Tracking System. If the volunteer will no longer be working on cases, please unassign any cases from them, and uncheck the status field for their account. CP2014 administrators will deactivate their account.
Editing volunteer information
You can update the volunteer’s information by clicking the Update link for their record.
Participating Firms: How to assign a case to an attorney at my firm
The firm management section contains two sections: the cases assigned to your firm and the volunteers assigned to your firm. The cases assigned shows the basic information on the case, the status of the case, the district in which the applicant was sentenced, when the case was last edited, and to whom the case is assigned. Clicking the Details link will open the applicant’s record in a new window. The volunteer section shows the volunteers available to be assigned a case, when they last logged into the system, the number of cases assigned, and the status of those cases. Only those attorneys who have completed the training, and you have sent on the attorney spreadsheets will be appear and be available for assignment.
- Next to the case you wish to assign or reassign, click the Change Assignment link
- In the Assigned to column, you can select the attorney to whom you wish to assigned the case. If you need to unassigned the case temporarily, select the (unassigned) option.
- Once you have select the new assignment, click Reassign. If you do not want to change the assignment, you can click the Cancel link.
- When the case is assigned or reassigned the newly assigned attorney receives an email notification. The notification informs the attorney of the assignment, the applicant information, and who made the assignment. It will direct questions to you as you made the assignment. You will be CC’ed on the email for your records.
Coordinating Firms: How to reassign a case to different firm
The coordinating firm section contains two sections: the cases assigned to your coordinating firm and the firms assigned to your coordinating firm. The cases assigned shows the basic information on the case, the status of the case, the district in which the applicant was sentenced, when the case was last edited, and to whom the case is assigned. Clicking the Details link will open the applicant’s record in a new window. The firm section shows to the firms available to be assigned a case, the number of cases assigned, and the status of those cases.
- Next to the case you wish to assign or reassign, click the Change Assignment link
- In the Assigned to column, you can select the attorney to whom you wish to assigned the case.
- Once you have select the new assignment, click Reassign. If you do not want to change the assignment, you can click the Cancel link.
CHATTER
Salesforce Chatter is a collaboration tool that we will be using to share information for Clemency Project 2014. See below for a basic guide on how to use this resource.
Invitation
Upon being invited by APBCo to join Chatter, you will receive an email from Salesforce Chatter that appears as below. Click the “Get Started” link to sign up and complete your profile.
Completing your profile
Upon joining Chatter, you will be able to update your profile by adding a Picture (click “Add your photo” under photo) and adding your Contact Information (click thePencil next to “Contact”).
Add your photo and edit your contact information
To edit your “About Me” section, click the “Overview” tab, and then on the Pencil next to “About Me”
Edit the “About Me” section
This will bring up the “Edit Profile” box. Please fill in your name and Title. For the About Me section, please include:
- Name of Firm
- Year Entered Pro Bono Counsel/Partner/Coordinator Position (and any prior pro bono counsel position)
- Office(s) Over Which You Have Responsibility
- You may also include areas of practice specialty/interest or other fun information our about yourself. (Please note that the text field characters are limited.)
The Edit Profile Box
The Homepage
When you have completed your profile, close the “Edit Profile” box. Then click the Salesforce Chatter logo in the top left of the page to go to your homepage. On the left side of your Homepage, you can access:
- Feed (information that you follow – people, groups, posts and documents)
- People (a list of our members)
- Groups (all groups to which you are either invited or are public)
- Files (files posted in groups to which you have access)
The Homepage
The Clemency Project 2014 Group
To access the Clemency Project 2014 group, click on “Groups”, and then “Clemency Project 2014”
Accessing the Clemency Project 2014 Group
You can also use the group page to view all members of Clemency Project 2014, as well as all files posted by the group.
Group members and files
Posting in the Group
Within the group, you can post information, a file or a link or even launch a poll. Simply typeyour message in the “Share with Clemency Project 2014” box. You can also click “File” to attach your file, or “Link.” Once you have entered your post, click “Share” to share it with the group.
The Clemency Project 2014 Group page- Sharing information with the group
Note: It is EXTREMELY IMPORTANT that you post only on this page, and not on your profile page. Otherwise, your colleagues will not be able to see your posting.
Sharing a File
Sharing a Link
You can reply to a post by clicking “Comment” under the post, and then typing your reply. Be sure to press “Comment” to finalize your reply. You can also show your approval for a post by clicking “Like.”
Comment on or “Like” a post
Type your comment in the box, and click “Comment” to finalize it
When writing a text post, you can notify a person about the posting by using “@” and then typing the person’s name.Upon doing so, his/her profile will come up and you can select the person so they are linked to the post.
Linking a person to a post
Searching
You can search for people, documents and information at the top Search Bar. Your results will return any matching People, Groups, and Files.
Search
Search Results
Changing your email settings
You can set your email preferences to meet your own personal tastes. You can receiveWeekly Digests, Daily Digests or an email for every post. You can change your email settings under the Clemency Project picture on the group page. Clemency Project suggests signing up for Daily Digests so you stay up-to-date on the latest developments.
Changing your email settings
Help
If you would like more information about Chatter, or have difficulty with any of its functions, you can use the Help page to get answers to most of your questions. Click the “Help” link on any page.
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