Everyone can read Library. HR administrators and the JD administrator change it; everyone else sees who to ask.
Its tabs are Skills, Skill sets, Qualifications, Templates, Reusable sections, Departments and Role families. Filter narrows a tab, and Show archived includes archived entries.
A job description keeps a copy of what it uses, so a change here never alters a published version.
Skills
Add a skill asks for its Name, Category, Description and Competency scale.
Skill sets
Add a skill set asks for a Name and Description. Then Add a skill for each skill in the set, with the level it requires. Drafts that use a set you change are told, and can take the new version.
Qualifications
Add a qualification asks for its Name, Awarding body, Level, how often it must be renewed (in months; leave it blank if it does not expire) and a Description.
Templates
Add a template asks for a Name, Role family and Description, then what a new job description starts with: Purpose (starting text), Responsibilities, one per line, Benefits, Skill sets, Other skills, Qualifications and Reusable sections it starts with.
Reusable sections
Add a reusable section asks for its Name in the library, When to use it, the Heading on the job description, Where it goes, its Text, and optionally Items to pick from, one per line. An author who adds it chooses which items to keep.
Departments and role families
Add a department or Add a role family asks for a Name and Description. A role family can choose its Workflow for its job descriptions; the rest use the default. When there is more than one layout, a department can choose its Layout for its job descriptions' PDFs.
Archive
Archive stops offering an entry for new job descriptions and templates. Job descriptions that already have it keep it. Nothing in the library is deleted.
Export and import
- Export library (JSON) downloads the library as a file: competency scales, role families, skills, qualifications, skill sets, reusable sections and templates.
- Import library… reads such a file. Before anything changes, Import the library shows how many of each kind would be Added, Updated, Unchanged or Cannot import. Entries are matched by name, and nothing is deleted or archived. Choose Import to go ahead.