Projects

this guide covers how to setup and use a project to track talent you're not actively interviewing projects overview projects help you keep track of talent that you're not actively considering for any particular role you currently have open navigate to https //app ashbyhq com/projects to get started set up a project to set up a project, head to sourcing, then https //app ashbyhq com/projects from there, click the + new button from there, you’ll be able to title your project and add in a description for users to reference when adding candidates if you have any project custom fields set up, you’ll also be asked to fill out those fields if required add candidates to a project once you have setup a project, you can add candidates to that project from the chrome extension click the + icon in the projects section of the chrome extension, then select the project from the list the candidate will then be added to the selected project you can also add a candidate to a project from their candidate profile via the more tab and the add to project option adding a candidate to a project via their candidate profile adding candidates to a project in bulk you can also add candidates to a project in bulk on the candidate search page you can read more about filtering candidates at find candidates that meet your criteria by setting up filters as needed, then check the checkboxes next to the candidates you’d like to add to your project click add to project and select the project in question click start to kick off the process of adding candidates to your project bulk candidate actions on projects you have options to complete individual and bulk actions for candidates in projects including emailing, enrolling in sequences, and adding them to job considerations either check the checkbox next to each candidate or use the select all option to select all candidates in the project, then use the buttons to take action consider for job consider all selected candidates in the project for a role add to another project add all selected candidates to another project you’ve configured remove from project remove all of the selected candidates from the project archive archive selected candidates from a job consideration set tags add tags to selected candidates email send an email to all selected candidates in the project enroll in sequence enroll all selected candidates in a specific sequence there are also a few additional options available under the more menu transfer transfer selected candidate job considerations from one job to another more on this at docid\ fn4vk3fmmc2pohxo3sy y anonymize anonymize the selected candidates (more on this at docid\ dmwv1t1xms0rsjf7bb9vc delete delete the selected candidates (more on this at docid\ dmwv1t1xms0rsjf7bb9vc ) mark as do not contact mark the candidate as do not contact (more on this at docid mj dewlnurpgtpvczo81 once you have determined the candidate records and the action to be taken on them, you will then be taken to the bulk action wizard to confirm the bulk action in the selection section, you’ll be able to see the criteria you’ve set for this bulk action and the number of records that match this criteria be sure to take time to review this information if the action is destructive (for example, deleting candidates), you will be asked to confirm that you are aware the action is destructive by checking the i confirm that this action is destructive checkbox once you’ve reviewed the bulk action and the records that the action will be taken on, click the start x on x records button to continue if you are performing a bulk action on a small set of records, you will be asked to confirm the bulk action to be taken, along with the number of records the action is to be taken if the action is being taken on a large number of records, you will be prompted to type the action into the specified field before the action across the chosen records can be performed the number of records impacted will also be listed in the prompt window once you’ve typed the action into the field, click perform to perform the bulk action across your specified records the bulk action type and the number of records included in the bulk action determines the number of confirmation prompts you’ll receive deleting or anonymizing candidates up to 24 candidates inline prompt 24+ candidates confirmation window with typing prompt archiving, marking as do not contact or sending a survey up to 24 candidates inline prompt 24+ candidates confirmation window with typing prompt with any other bulk actions, if you are taking the action on 24 candidates or more, you will see the inline prompt to confirm your bulk action before it is performed if you opt to close out the bulk action wizard window at the point where the bulk actions are being process, you will be able to see the progress in a minimized version of the wizard to open the wizard back up, click the restore bulk action pullout button once the bulk action has been performed, you will be able to view a log of all the changes on the confirmation page click close to close out the bulk action wizard when you’re done project custom fields candidate, job and project custom fields can be configured on the legacy plus, plus and enterprise plans foundations legacy plus plus enterprise ❌ ✅ ✅ ✅ now you can add custom fields specifically for your projects you can use these to specify and house information in your project’s settings page you can show these custom fields as additional columns when viewing projects or filter by custom fields as needed creating a project custom field to create a custom field for your projects, head to https //app ashbyhq com/admin/organizational settings/custom fields/project within admin, from there, click the projects tab click new to create a new custom field when creating a new custom field, you’ll be asked to add the following; title the name of your field, used for filtering and the header if you add a column for this custom field to your project description a description that will show internally to clarify the information to be added to this custom field field type specify the format of the information added to this field is required? does this information need to be included? show in project list by default? check this if the custom field should be shown as a column when viewing your project list completing project custom fields to add information to the custom fields on a project, navigate to sourcing, then https //app ashbyhq com/projects click on the project in question, then click settings your custom fields will be listed under the basic info section if a custom field is set as required, you’ll see a warning message below an empty field requesting that you select an option or complete the field if a required field was previously filled and the information is removed, when navigating to another field, you’ll see a message prompting you to complete the field if you navigate away from the page leaving the field empty, the field will revert to containing the previously entered information filtering by a project custom field to filter by a project’s custom field, ensure that the advanced toggle is on for filtering from there, click add field to match to select the custom field you’d like to filter by once the filter has been selected you can then specify the field information you’d like to use to find specific projects confidential projects confidential projects are only available on the plus, legacy plus and enterprise plans foundations legacy plus plus enterprise ❌ ✅ ✅ ✅ making a project confidential you can set a project as confidential either when creating a project, or viewing the list of candidates in a project click new to create a new project and on the following screen, you can set the project as confidential by checking the is confidential? checkbox on the creation tab when editing a project, you can either click on the access tab in the left hand navigation bar, or click more , then access a pop up will then give you the option to make the project confidential once the role has been made confidential, you will have the option to allow other users access via the access list drop down or set the project back to public via the make public button please note that only users with elevated access and up can be added to a confidential project users who do not have access to the project will not be able to see it on their list of projects when logging in they will not see if a candidate has been added to a confidential project either once a new user is given access, you can then provide them with one of two roles member or admin member this user has full access to the project but can’t manage access permissions admin this user has full access to the project including being able to amend acces permissions only the project creator can switch a confidential project back to public you can view the visibility settings for all your projects on the projects https //app ashbyhq com/projects , as an additional visibility column will appear on the results table faq what permissions do i need to access a project? if you have elevated access permissions, you will be able to view all shared projects but will only be able to view or add leads to projects if they are considered for a job or jobs you have access to you will also be able to view or add any leads to the project if they have not been considered for a role yet you will need elevated access and to be added to a confidential project to have access to it again, you will only be able to view or add leads to the project if they have been considered for jobs you have access to, or if they haven’t been considered for a job yet if a candidate has been added to a confidential project and hasn’t been added to any public projects or considered for public jobs, can other users see that candidate? when a candidate is linked only to a confidential project (and no job considerations), the candidate's profile will not appear or be accessible for other users this level of privacy ensures that high profile candidates or candidates linked to sensitive roles are only accessible on a need to know basis, which can be achieved by granting access to others for the confidential project can i set an organization admin to access all confidential jobs and projects in ashby? you can on the permissions tab of the user’s profile on the employees page, there’s a can see and manage all confidential jobs and projects field here you can determine whether the organization admin has access to all confidential roles and projects or not to filter by a project’s custom field, ensure that the advanced toggle is on for filtering from there, click add field to match to select the custom field you’d like to filter by once the filter has been selected you can then specify the field information you’d like to use to find specific projects