Hiring Manager Training

A step-by-step guide for Hiring Managers of the process they must complete to fill a job using AFCS Salesforce.



Welcome to AFCS Salesforce!

Hiring Managers are responsible for selecting Candidates to fill specific jobs.

As a Hiring Manager, what can I do within Salesforce?

What follows is a step-by-step guide for Hiring Managers of the process they must complete to fill a job using AFCS Salesforce.

For clarity, the steps that initiate the Salesforce process and conclude the hiring action are also included.

You will note that throughout this document are highlighted terms. These will take you to a new screen where you can explore the issue, task, or action in more depth.

Step 1: Prior to Salesforce Action

Step 1: Prior to Salesforce Action

Request for Talent Acquisition Services Through MyPers

NOTE: AFMC and AFMC Centers do not use MyPers. AFMC users with Salesforce questions should contact their Salesforce Recruiter or Salesforce Recruiting Manager for additional information.

To begin requesting talent, click the link below.



Make sure you are on the Resources for FSS page, as indicated above.

Request Talent Acquisition Services.




Complete the Talent Acquisition Request Form.










Upload Position Description or any other supporting documentation; this is critical to providing the recruiter the information needed to create a complete and accurate Job Requisition within Salesforce, resulting in Job creation also within Salesforce.




Step 2: Receive a Salesforce License

When the Talent Acquisition team receives your request through MyPers, it will begin a review. Then, upon review, the recruiter will initiate a Job Requisition. When the Job Requisition has been approved and converted to an active job, the recruiter will send a request to a Recruiting Manager to assign you a license. This process can take some time. The Salesforce license that you are assigned from a Recruiting Manager will give you Salesforce access to review Candidates associated with your job. When the assigned recruiter identifies a Candidate as qualified, you will receive an automated email notification.

Step 2: Receive a Salesforce License

Registering in Salesforce

Once you have been assigned a Salesforce license by a Recruiting Manager, you will receive an email from Salesforce with instructions on how to verify your account. This email will include the link to Salesforce and your username.

Click Verify Account.

Note: This link/email expires within 24 hours, so respond promptly.




You will be taken to a page where you can set up your password and security questions.



Upon completion, you will move to the Salesforce login (See next step).



Step 3: Login

Step 3: Login

Logging Into Salesforce

Once you have properly set up your account, you can log in to Salesforce at any time while you have your license. The link to the login screen is https://afcs.my.salesforce.com/.

Bookmarking the page while you are in the midst of your search is highly recommended.



Note: Going directly to Salesforce.com login will not let you log in. You will get an error. It is important to always use the above link.



Step 4: Navigating the Homepage – Dashboard and Relevant Tabs

Salesforce offers many different ways to order, navigate, and customize the views of the information it contains. As you get more confident, you will find the process that works best for you. The purpose of this training is to introduce you to the basics.

Step 4: Navigating the Homepage – Dashboard and Relevant Tabs


When you have logged in to Salesforce, you will see the following Dashboard/Homepage.



Note: If you do not see the AFCS logo, STOP. What if I don’t see the AFCS Logo? How do I get to the right page? [This is an example of how tasks will be cross-references so as not to disrupt the flow of the step-by-step guide]

The tabs at the top of the pages can be reordered to suit your individual needs by “dragging and dropping.”

The blocks on the left of the screen (e.g., the Candidate Pool and Candidates Awaiting in the above image) correspond to views within the Candidates Tab at the top of the screen. Each block will have three items visible. The title of each block is a link; you can click it to enter that view in your full screen.


As a Hiring Manager, you will be looking at information in two primary areas: the Candidates and Job Applications tabs.

The Candidates tab shows all the applicants in the entire Salesforce Candidate pool. You can filter the Candidates by Occupation, Geographic Location, etc.

The Job Applications tab allows you to see (filter) Candidates by the specific job they have applied for.




Step 4: Navigating the Homepage – Dashboard and Relevant Tabs

Job Applications Tab


Note: Your page might not look like this. To see all the filters, click the arrow beside the header at the top of the block, and you can see the information organized in various ways.



A particularly useful view for Hiring Managers is Job Application Based on Status. This organizes the information based on what stage a Candidate is at.



From this page, there are several things you can do. You can sort the page by any of the tabs at the top of the page. For example, if you want to view Candidates by Job, the system will list all the Candidates by the job they have applied for:


If you wish to view a Candidate’s information, their resume, and other documents and all associated notes, click on their name.

This will open the full Candidate profile. (see Step 6: Managing Individual Candidates).



Step 4: Navigating the Homepage – Dashboard and Relevant Tabs

Candidates Tab

The Candidates tab allows you to search by a Candidate’s name. It is the same complete list of all Candidates, just organized differently.


As with the Job Applications tab, you can filter and sort the information in several ways: Name, Occupation of Interest, Career Area of Interest, and Professional Status (i.e., Veteran, Student, Professional, etc.).

You can customize these views.



Step 5: Review Candidates

Step 5: Review Candidates

Reviewing Your Candidates

The recruiter assigned to your job will perform a preliminary review of the Candidates who have applied to the job or been associated with your job because they are already in the Candidate pool and have been discovered and reviewed by your recruiter and determined to be a top Candidate. Your recruiter will either dismiss a Candidate (returning them to the general pool) or send them on for further evaluation by you, the Hiring Manager.

When a recruiter has moved a Candidate forward for further evaluation by you, their status will change, and you will receive an email notification that they are ready for your review.


You can then go into Salesforce and search for that Candidate and their supporting documents (resume, transcripts, etc.).

The Candidate profile is where you can review each individual Candidate.

This profile is accessible in several ways: from the Job Applications tab, the Candidates tab, or when a particular Candidate is sent to your attention by a recruiter. In fact, anywhere you see a name highlighted, you can click through to the Candidate Profile.



Step 5: Review Candidates

Candidate Profile

From this page, you can see all the information related to this Candidate in order to evaluate them.



Along the top of the page is a quick view of where the Candidate is in the process. In this instance, the Candidate is in the New stage.



Below are the tabs that allow you to access more information.



From the Files tab, you can download resumes and other documents associated with a Candidate. Click on any of the highlighted documents to download them.



When you click on a file, the following screen will appear. Click the Download button at the top.


A file window will appear.

Choose a file location based on your preferences and Save.


The file will also appear at the bottom of your browser window.


To close this view, click the ‘X’ in the upper right-hand corner of your screen.


Another way to manage a Candidate is the Job Applications tab at the top of your Dashboard. On the right side of each record is an arrow. The Edit button will get you to the page where you can take Step 6: Managing Individual Candidates.



The drop-down menu circled allows you to manage Candidates.


After reviewing an applicant’s resume, you must update the Stage of their Application.

Within the Candidate’s profile, you can see all the positions the Candidate has applied to.


Identify the Job you are filling and Edit to manage the specific Job Application.


From this screen, you will move the Candidate through the Stages of the Job Application process.





Step 6: Managing Individual Candidates – Stages

There are several different Stages a Job Application goes through, and it is vital that you carefully chose the most accurate one. Hiring Managers MUST manually move an application through the stages they are responsible for through choosing from the drop-down menu and saving the changes. - Awaiting Recruiter Review: Recruiter needs to review the application to determine if it should be sent to Hiring Manager - Hiring Manager Evaluation: Assigned to Hiring Manager and ready for review - Resume Review: Hiring Manager has reviewed the resume. Initial Hiring Manager notes are added at this time. - Interview: Hiring Manager has selected applicant for an interview. But sure to enter Interview Date and Time as well as any notes from the interview itself. - Offer Submitted: Applicant was selected for position - No Offer: If applicant was considered but not selected for position (more details here). If No Offer is selected, Hiring Manager MUST input the no offer reason. - Closed: Applicant’s application is closed and dispositioned - Not Qualified: Either Recruiter or Hiring Manager can determine if applicant does not meet the qualifications of the position - Not a Good Fit: Either Recruiter or Hiring Manager can determine if applicant met some but not all requirements for position (an interview can determine this option as well)

Step 6: Managing Individual Candidates – Stages

Hiring Manager Evaluation

After a Recruiter has reviewed an application and determined that the Candidate is Qualified, the Application is moved to Hiring Manager Evaluation.

This stage indicates that an Application is ready for Hiring Manager review.

If at any time you decide not to select a Candidate, you may choose that option which then removes the Candidate from the active applicant list under consideration.

Whenever you take an action, for example, when you review a resume, you MUST change the Stage to Resume Review.


For more details on how to manage candidates with in Salesforce, see here.


Step 6: Managing Individual Candidates – Stages

Resume Review

This stage indicates that the Hiring Manager has reviewed the application.

In addition, this stage and screen allows Hiring Managers to:

Step 6: Managing Individual Candidates – Stages


Hiring Manager has selected Applicant for an interview. But sure to enter the Interview Date and Time as well as any notes from the interview itself.

Remember to SAVE after inputting your updates.

Step 6: Managing Individual Candidates – Stages

No Offer

If you decide to NOT move forward with a Candidate, choose No Offer.



There are several reasons to move forward with a Candidate. The No Offer Reason will stay in the Candidate’s profile and might offer valuable insight on the next search.

Choose from the following No Offer Reason options:

Selected Another Candidate:  Applicant considered but not selected for position

Candidate Withdrawal – Found another opportunity:  Candidate turned down offer due to pursuing another opportunity

Candidate Withdrawal – Pay:  Candidate turned down offer due to salary offered

Candidate Withdrawal – No Relocation:  Candidate turned down offer because no relocation cost provided

Other:  Any other reason Candidate was either not selected or withdrew application.  Annotate reason in Hiring Manager Notes below

When the No Offer status is implemented, both you and the Recruiter associated with the Candidate will receive a form email like the one below.

This email will also include the reason no offer was submitted, in this case, because another Candidate was selected.



If you decide to move forward with a Candidate, there are several fields that can help you manage the Stage of the Job Application.



The Job Applications tab shows the different stages of the Candidates.




Step 6: Managing Individual Candidates – Stages

Offer Submitted

The Hiring Manager has decided to move forward with a Candidate and offer them the position that they have applied to.

Upon completion of this action, both the Hiring Manager and the Recruiter associated with the Candidate will receive the email below.



When a Candidate is selected and all the openings for the job are filled, all other applications will automatically be dispositioned to “No Offer.” The dispositioning of the candidates will only happen when the number of position equal Zero if the job has multiple vacancies.  Then return the dispositioned candidates to the candidate pool as New.

Each non-selected candidate will automatically receive the following email:


As part of this automation, candidates so dispositioned will be returned to the candidate pool as “New.”

Selecting a Candidate will automatically convert them to an employee within the Salesforce system. However, as the above email notes, Hiring Managers must then initiate the AFPC By Name Request RPA Process. 



Step 7: Initiate Hiring Protocols

Once you have completed the process in Salesforce and changed the status of a Candidate to Selected, Hiring Managers must initiate the By Name RPA process outside of Salesforce to begin the task of getting an official offer to your choice of Candidate and begin the federal hiring process.

Step 7: Initiate Hiring Protocols

Personalizing Screens

Now that you understand how different objects are organized within Salesforce, basic navigation, and the fundamental processes, we recommend that you personalize your screens to help you manage your applicant pool more efficiently. 

These screens can help organize all the information in Salesforce so that you only see the information that is relevant to you and personalize the information to best suit your needs. 

What follows is our recommendation for Hiring Manager screen personalization. As you get more confident, you may further customize your screens to better suit your workflow.

There are two tabs we recommend personalizing: Jobs and Job Applications.


All Jobs can be found under the Jobs tab. This serves as a database for all jobs irrespective of status or method of creation.


If you click on a Job Name (highlighted in blue), it will open the job, so the details of the job profile are viewable.

Create Clone

Select Job Pool from the dropdown.



Locate the gear on the right top of your screen and click the dropdown arrow.


A Clone allows you to duplicate the information using the primary Job Pool information without affecting the way in which anyone else sees or accesses the information. It allows you to organize your views in a way that best fits your needs. 


Upon selecting Clone, the following window will pop up.



Select a unique name for your list and keep the default choice “Only I can see this list view.”




Your personalized list is now available from the Jobs tab.



Pin it (using the thumbtack icon) to make sure it is the first list view that appears each time you return to the tab.


Notice the Pin has changed from sideways gray to upright blue.

Add a Filter

To see only your Jobs within your new Clone/List view, add a filter.

A filter (the funnel-shaped icon at the top left on your list view) allows you to choose which information you see. 

To see only your jobs, you would add a filter that chooses your role, Hiring Manager, and your name (First and Last). 


NOTE:  Name must be spelled exactly how it appears in the system.

Click Save.


Now in your personalized list view, you should only see the Jobs (positions) assigned to you.

Choose Fields

To personalize your view within your new Clone, you can also choose which fields (or pieces of information) are visible on your screen.

From your list view, click the gear icon and choose “Select Fields to Display.”


This allows you to add and remove fields to suit your needs.


The left menu identifies all the fields you can have.

The right menu identifies the fields you WANT to see. In addition, the right menu shows the order of the fields.

The arrows on the right side of each menu allow you to add and remove fields.


Job Applications

Select the Job Applications tab, click the drop-down menu, and select "All" option



Locate the Toggle Button on the top right of your screen and click the drop-down arrow.



A window will pop up, allowing you to create a clone.

Select a name unique to you. Ensure the "Only I see this list view" option is selected, then click Save.


The Clone you created should appear on the screen. To have this screen show every time you click on the Job Application, you need to Pin your clone. Click the Pin button next to the title.



Once you click the Pin button, you should see the following information pop up on your screen to validate your personalized screen that is now pinned and will show every time you click on the Jobs tab.

Notice the Pin has changed from sideways gray to upright blue.



If you only want to see your jobs within your new Clone, you might consider the following:



Click Save.


Now you should only see applicants assigned to you within the Job Applications tab. Since it is also Pinned to your clone, this screen setup should show when you click the Jobs tab.



To personalize your view with Jobs, click on the gear icon and a drop-down menu will appear. You now have more options available to you. To change the fields you wish to see, click "Select Fields to Display."