Having the ability to edit the content of a drop down list gives you great flexibility in the configuration of your system, whether it be managing your department list, the positions you recruit for or even the job boards you advertise on.

However, before you begin making changes to drop down lists, there are a couple of things worth considering to ensure you fully understand the implications:

  • Changes made are LIVE - as soon as you add an option or relabel it, the change will be immediately available to select in the Core System, Hiring Manager and Candidate portals.

  • Updating Old Values - If you decide to change the label on an existing value, the label will be updated throughout the system, including where it has already been used. Whilst this is great for fixing spelling mistakes or changing the name of a department, it will look as those it has always been that department. Changes like this can have a detrimental affect on Reporting, so before making any changes, ask yourself "Do I need to be able to report on what this was called previously?"  If the answer is YES, it's better to archive the existing label and create a new one to replace it - remembering to update templates or other records accordingly

  • Archiving & Deleting Options - On certain drop down lists, you are able to archive old options that are no longer required, which is great for things like job boards you no longer advertise on. If you archive an option, you will still be able to report on it historically but wont be able to select it going forward. For those that cant be archived, you may be able to delete it. If you do delete an option, wherever this label has been used in the past will be also deleted, which cannot be undone or recovered.  Please think long and hard before deleting an item.  Unless it's something you definitely don't need to see ever again, Archiving is usually the best option.

  • Candidate Friendly - Certain lists will be visible in different areas of the system, so you need to ensure that the content of the list is suitable to ensure that candidates, hiring managers and vendors can see values that are applicable and relevant to them. For example, Candidates can search on the portal based on your Location, Position, Department and Function drop down lists, so you need to ensure that the options available to them help them to find jobs across your organisation. 

  • Shared Resource Lists - There are a number of lists, such as location or function, that appear in multiple different record types. This means that they share the drop down list as a resource and any options within the list with be available across those records. For example, location is used on a vacancy to show where the role is based, whilst the same list is used within job alert preferences to help match candidates to vacancies. Similarly, business area is used across companies and vacancies.

Influential Lists

As well as being cautious about how you manage list content, there are certain drop down lists that are crucial to the configuration of each system, so please take care when making changes to any of the following:

  • Contact Position - The position types assigned to contacts help you to create a structure or hierarchy within the organisation. This can be particularly effective to highlight those with additional responsibilities or seniority. This list will also help to drive any Authorisation Workflows, dictating who is available to select at each stage of the authorisation process. With this in mind, adding or removing options here can have a dramatic impact on who is available to select when raising new jobs.

  • Business Area / Department - These lists will be used for reporting across the organisation, as well as being a factor in authorisation workflows. They may even dictate the application and onboarding processes in place for candidates. 
  • Locations / Positions - These lists, along with Department, are likely used as part of your job alert settings, so creating or changing options here will impact the effectiveness of the auto alert system. As candidates specify their preferences when signing up to job alerts, making changes could result in them receiving far too many / not enough emails to be useful!

  • How Did You Hear About Us? / Details? - Candidate Source - This nested drop down list helps users to automatically track the candidate source, as they register and apply for jobs on the website. It will also track the source of any applicants coming through the CV import mailboxes. For this to work properly, you need to set up the relationship and set a source string, which is a unique code for each job board or source. If making changes to lists, ensure that the correct source strings are in place.


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