taleo 10 - sp1 recruiting configuration guide

BP(A|S)

Taleo Enterprise

Taleo 10 - SP1Recruiting Configuration Guide

March 29, 2010

Recruiting Configuration Guide Taleo 10 - SP1 i

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Recruiting Configuration Guide Taleo 10 - SP1 ii

Table of Contents

Confidential Information and Notices .................................................................. i

Technical RequirementsTechnical Requirements ..................................................................................1-1

Technical Requirements ..............................................................................1-1

Basic ConceptsLogin ............................................................................................................2-1

Login and Product Access ...........................................................................2-1Single Sign-On ..........................................................................................2-1Accessing an Application ............................................................................2-2Creating Custom Instructions for the Forgot Password Message .....................2-2Logging In Before Accessing the Response Center .........................................2-3

Getting Help .................................................................................................2-4Online Help ..............................................................................................2-4Online Tour ..............................................................................................2-4Online Tour Creation Guidelines ................................................................2-5Uploading Personalized Online Tours ..........................................................2-5Tooltip ......................................................................................................2-6Web Support Link ......................................................................................2-6Displaying the Web Support Link .................................................................2-6Hiding the Web Support Link ......................................................................2-7

Operation Mode Management .......................................................................2-8Operation Mode .......................................................................................2-8Modifying the Operation Mode .................................................................2-10

Basic Concept .............................................................................................2-11

Recruiting Configuration Guide Taleo 10 - SP1 iii

Configuration Menu .................................................................................2-11Taleo Recruiting Administration Menu ........................................................2-12Application Timeout .................................................................................2-13Changing the Application Timeout ............................................................2-13System Status ...........................................................................................2-13History Section .........................................................................................2-14History Tab ..............................................................................................2-16Attachment ..............................................................................................2-16Folder .....................................................................................................2-18Print Function ..........................................................................................2-19Language Configuration ...........................................................................2-19Career Section Languages ........................................................................2-23Configuring Languages ............................................................................2-24Configuring the Base Language ................................................................2-24Enabling a Language ...............................................................................2-24Disabling a Language ..............................................................................2-25Time Zone ...............................................................................................2-25Using the Time Zone for the Offer Start Date ..............................................2-26

SettingGlobal and Recruiting Settings ........................................................................3-1

Setting ......................................................................................................3-1Setting Security Level ..................................................................................3-1Configuring a Setting .................................................................................3-2Resetting the Default Value of a Setting ........................................................3-2

Regional Setting .............................................................................................3-4Regional Setting .........................................................................................3-4Date Format ..............................................................................................3-4Locale Identifier .........................................................................................3-5Configuring the Currency ...........................................................................3-5Configuring the Number Format .................................................................3-6Configuring the Date Format ......................................................................3-6Selecting a Preferred Locale ........................................................................3-7

Organization-Location-Job FieldOrganization - Location - Job Field .................................................................4-1

Contextualization: Organization-Location-Job Field ......................................4-1Mapping ...................................................................................................4-4Structure Management ...............................................................................4-4Creating the Organization-Location-Job Field Structure .................................4-4Adding a Level to the Organization-Location-Job Field Structure ....................4-4Editing a Level in the Organization-Location-Job Field Structure .....................4-5Deleting a Level in the Organization-Location-Job Field Structure ..................4-5Element Management ................................................................................4-6Creating an Element for the Organization-Location-Job Field Structure ...........4-6Editing an Element in the Organization-Location-Job Field Structure ...............4-6

Recruiting Configuration Guide Taleo 10 - SP1 iv

Moving an Element in the Organization-Location-Job Field Structure ..............4-7Deleting an Element ...................................................................................4-7Adding an Element to the Location or Job Field Structure ..............................4-7Element Deactivation .................................................................................4-8Deactivating an Organization, Location or Job Field Element ........................4-8Deactivating an Organization, Location or Job Field Element While Displayed 4-9Organization-Location-Job Field Behavior of Deactivated Elements ................4-9

Department .................................................................................................4-14Department .............................................................................................4-14Creating a Department .............................................................................4-15Deleting a Department .............................................................................4-15Activating a Department ...........................................................................4-16Deactivating a Department .......................................................................4-16Associating a Department to an Organization ............................................4-16Associating a Department to a Location .....................................................4-17Dissociating a Department from an Organization ......................................4-17Disassociating a Department from a Location .............................................4-18

Position .......................................................................................................4-19Position ...................................................................................................4-19Viewing Information on a Position .............................................................4-19

UserUser Account .................................................................................................5-1

User Account .............................................................................................5-1User Account Status ...................................................................................5-1Employee Information ................................................................................5-2User Account General Preferences ..............................................................5-2Creating a User Account ............................................................................5-3Editing a User Account ...............................................................................5-4Activating a User Account ...........................................................................5-4Deactivating a User Account .......................................................................5-5Deleting a User Account .............................................................................5-5Generating a Password ..............................................................................5-5Delegating Work Items ...............................................................................5-6Transferring Work Items ..............................................................................5-6Locking a User Account ..............................................................................5-7Unlocking a User Account ..........................................................................5-7Assigning a User Type to a User Account .....................................................5-8Removing a User Type Assigned to a User Account .......................................5-8Associating a Configuration Profile to a User Account ...................................5-8Assigning a Coverage Area ........................................................................5-9

User Group Management .............................................................................5-10User Group .............................................................................................5-10User Group Management .........................................................................5-11Creating a User Group ............................................................................5-12

Recruiting Configuration Guide Taleo 10 - SP1 v

Adding a User to a User Group ................................................................5-13Removing a User from a User Group .........................................................5-13Deleting a User Group .............................................................................5-14Coverage Area ........................................................................................5-14Adding a Coverage Area to a User Group .................................................5-15Removing a Coverage Area from a User Group .........................................5-16Adding Organizations, Locations and Job Fields to a Coverage Area ...........5-16Removing Organizations, Locations and Job Fields from a Coverage Area ...5-17Reducing the Scope of a Coverage Area ....................................................5-17

User Type Management ...............................................................................5-18User Type ................................................................................................5-18User Type Permission ...............................................................................5-18Creating a User Type ...............................................................................5-19Activating a User Type ..............................................................................5-19Deactivating a User Type ..........................................................................5-20Duplicating a User Type ...........................................................................5-20Editing a User Type Properties ...................................................................5-21Dissociating All Users from a User Type .....................................................5-21Deleting a User Type ................................................................................5-22Granting a User Type Permission ...............................................................5-22Revoking a User Type Permission ..............................................................5-22User Types Provided by Taleo ...................................................................5-23

Configuration Profile ....................................................................................5-28Configuration Profile ................................................................................5-28Creating a Configuration Profile ................................................................5-29Activating a Configuration Profile ..............................................................5-29Deactivating a Configuration Profile ..........................................................5-29Deleting a Configuration Profile ................................................................5-29

Field and SelectionField .............................................................................................................6-1

Field .........................................................................................................6-1Field Security Level .....................................................................................6-2Field Contextualization ...............................................................................6-4Field Staffing Type Exception .......................................................................6-5Creating a Field .........................................................................................6-6Deleting a Field .........................................................................................6-6Editing the Properties of a Field ..................................................................6-6Associating a Field to an Organization ........................................................6-7Associating a Field to a Location .................................................................6-7Associating a Field to a Job Field ................................................................6-8Dissociating a Field from an Organization ...................................................6-8Dissociating a Field from a Location ............................................................6-8Dissociating a Field from a Job Field ...........................................................6-9Creating a Field Exception ..........................................................................6-9Removing an Exception from a Field ..........................................................6-10

Recruiting Configuration Guide Taleo 10 - SP1 vi

Making Content Required for a Field ........................................................6-10Creating Custom Instructions for a Field ....................................................6-10

Selection .....................................................................................................6-12Global Selection List ................................................................................6-12Recruiting Selection List ............................................................................6-12Creating a Small Selection ........................................................................6-13Deleting a Small Selection ........................................................................6-13Creating an Element for a Small Selection ..................................................6-14Adding an Element to a Small Selection .....................................................6-14Removing an Element from a Small Selection .............................................6-14Creating a Large Selection ........................................................................6-15Deleting a Large Selection ........................................................................6-15Creating an Element for a Large Selection ..................................................6-16Removing an Element from a Large Selection .............................................6-16

Field Layout .................................................................................................6-17Field Layout .............................................................................................6-17Positioning Department Fields in the Requisition File ...................................6-17Adding a Field to the Department Form .....................................................6-18Removing a Field from the Department Form .............................................6-18Positioning Fields in the Offer Form ...........................................................6-18Adding a Field to the Offer Form ..............................................................6-19Removing a Field from the Offer Form .......................................................6-19

File .............................................................................................................6-20User-defined File .....................................................................................6-20Block ......................................................................................................6-22Configuring a User-defined File - Overview ................................................6-25Creating a User-defined File .....................................................................6-25Deleting a User-defined File ......................................................................6-26Duplicating a User-defined File .................................................................6-26Activating a User-defined File ....................................................................6-26Deactivating a User-defined File ................................................................6-27Editing the Properties of a User-defined File ...............................................6-27Modifying the Title of a Section .................................................................6-28Modifying the Title of a Block ....................................................................6-28Modifying the Name of a Tab ...................................................................6-28Creating a Section in a User-defined File ...................................................6-29Deleting a Section from a User-defined File ................................................6-29Adding a Block in a User-defined File ........................................................6-29Removing a Block from a User-defined File ................................................6-30Choosing a User-defined Form for a Block ................................................6-30

Form ..........................................................................................................6-31User-defined Form ...................................................................................6-31Creating a User-defined Form ...................................................................6-32Duplicating a User-defined Form ...............................................................6-33Previewing a User-defined Form ................................................................6-33

Recruiting Configuration Guide Taleo 10 - SP1 vii

Deleting a User-defined Form ...................................................................6-34Activating a User-defined Form .................................................................6-34Deactivating a User-defined Form .............................................................6-34Adding Fields to a User-defined Form ........................................................6-35Organizing Fields in a User-defined Form ..................................................6-35Editing the Properties of a User-defined Form .............................................6-36Editing the Properties of a Field included in a User-defined Form .................6-36Creating Custom Instructions for a Block ....................................................6-36Creating Custom Instructions for a Section .................................................6-37Creating Custom Instructions for a Tab ......................................................6-37

File Setup ....................................................................................................6-39File Setup ................................................................................................6-39Associating a Requisition File to a Staffing Type ..........................................6-40Dissociating a Requisition File from a Staffing Type .....................................6-40Associating a Candidate File to a Staffing Type ..........................................6-40Disassociating a Candidate File from a Staffing Type ..................................6-41Choosing the Requisition File Available to Users .........................................6-41Choosing the Candidate File Available to Users .........................................6-41Files Associated to Configuration Profiles ...................................................6-42Associating Candidate Creation Files to a Configuration Profile ...................6-42Associating a Requisition File to a Configuration Profile ..............................6-43

Candidate Selection WorkflowCandidate Selection Workflow Configuration ...................................................7-1

Candidate Selection Workflow ....................................................................7-1Candidate Selection Workflow Example .......................................................7-2Standard Candidate Selection Workflows .....................................................7-3Candidate Selection Workflow Priority .........................................................7-4Candidate Interview and Candidate Selection Workflow ................................7-5Configuring a Candidate Selection Workflow - Overview ..............................7-6Creating a Candidate Selection Workflow ....................................................7-7Activating a Candidate Selection Workflow ..................................................7-8Deactivating a Candidate Selection Workflow ..............................................7-8Deleting a Candidate Selection Workflow ....................................................7-8Duplicating a Candidate Selection Workflow ................................................7-9Selecting a Default Candidate Selection Workflow ........................................7-9Associating a Candidate Selection Workflow to Organizations, Location and/or Job Fields ........................................................................................................7-9Disassociating a Candidate Selection Workflow from an Organization-Location-Job Field .......................................................................................................7-10Associating a Candidate Selection Workflow to a Requisition Type ...............7-10Disassociating a Candidate Selection Workflow from a Requisition Type .......7-11Bulk Move to the Hire Step/Status .............................................................7-11Activating the Bulk Move to Hire Step/Status ..............................................7-12Activating the Automatic Progression of a Candidate ..................................7-12Deactivating the Automatic Progression of a Candidate ..............................7-13

Recruiting Configuration Guide Taleo 10 - SP1 viii

Step ............................................................................................................7-14Candidate Selection Workflow Step ...........................................................7-14RSOffer Step ............................................................................................7-15Creating a Step .......................................................................................7-16Deleting a Step ........................................................................................7-16Activating a Step ......................................................................................7-17Deactivating a Step ..................................................................................7-17Duplicating a Step ...................................................................................7-17Selecting the Default Status of a Step .........................................................7-18Configuring a Step ...................................................................................7-18Adding a Step to a Candidate Selection Workflow ......................................7-19Removing a Step from a Candidate Selection Workflow ..............................7-19Ordering Steps in a Candidate Selection Workflow .....................................7-20Creating Custom Instructions for a Step .....................................................7-20

Status .........................................................................................................7-21Candidate Selection Workflow Status .........................................................7-21Status Progression Level ............................................................................7-22Creating a Status .....................................................................................7-23Deleting a Status ......................................................................................7-23Activating a Status ....................................................................................7-24Deactivating a Status ................................................................................7-24Duplicating a Status .................................................................................7-24Configuring a Status ................................................................................7-25Adding a Status to a Step .........................................................................7-25Removing a Status from a Step ..................................................................7-26Ordering Statuses in a Step ......................................................................7-26Activating a Status Shortcut .......................................................................7-27Deactivating a Status Shortcut ...................................................................7-27Allowing Date Entry and Modification for a Status .......................................7-27

Action ........................................................................................................7-29Candidate Selection Workflow Action ........................................................7-29Activating an Action .................................................................................7-30Deactivating an Action .............................................................................7-30Adding an Action to a Step .......................................................................7-30Removing an Action from a Step ...............................................................7-31Reordering Actions in a Step .....................................................................7-31Making Comments Mandatory for an Action ..............................................7-31

Qualifier .....................................................................................................7-33Qualifier and Qualifier Group ..................................................................7-33Creating a Qualifier .................................................................................7-33Deleting a Qualifier .................................................................................7-34Activating a Qualifier ...............................................................................7-34Deactivating a Qualifier ...........................................................................7-34Creating a Qualifier Group ......................................................................7-35Deleting a Qualifier Group .......................................................................7-35

Recruiting Configuration Guide Taleo 10 - SP1 ix

Activating a Qualifier Group .....................................................................7-35Deactivating a Qualifier Group .................................................................7-36Adding a Qualifier to a Qualifier Group ....................................................7-36Removing a Qualifier from a Qualifier Group ............................................7-36Ordering Qualifiers in a Qualifier Group ...................................................7-37Adding a Qualifier Group to a Status ........................................................7-37Removing a Qualifier Group from a Status ................................................7-37Ordering Qualifier Groups in a Status .......................................................7-38

Phase .........................................................................................................7-39Phase .....................................................................................................7-39Creating a Phase .....................................................................................7-39

LayoutPage and List Layout ......................................................................................8-1

Page Structure ...........................................................................................8-1Home Page and List Elements Configuration ................................................8-2Auxiliary Navigation Bar .............................................................................8-5Core Navigation Bar ..................................................................................8-6Search Widget ...........................................................................................8-7Page Header .............................................................................................8-8Creating a Page Header .............................................................................8-8Page Footer ..............................................................................................8-9Creating a Page Footer ..............................................................................8-9Welcome Title .........................................................................................8-10Creating a Welcome Title .........................................................................8-10Separator Line .........................................................................................8-10Adding a Separator Line ...........................................................................8-11List Usage ...............................................................................................8-11Selector and Autosuggest .........................................................................8-14Logo .......................................................................................................8-15Uploading an Organization Logo ..............................................................8-15Color Theme ...........................................................................................8-16Modifying the Theme ................................................................................8-17Selected Item Color ..................................................................................8-17

Center Stage ...............................................................................................8-19Center Stage ...........................................................................................8-19Creating a Center Stage ...........................................................................8-21Deleting a Center Stage ...........................................................................8-21Duplicating a Center Stage .......................................................................8-22Activating a Center Stage .........................................................................8-22Deactivating a Center Stage .....................................................................8-23Modifying a Center Stage Properties ..........................................................8-23Adding Channels and Links to a Center Stage ............................................8-23Removing Channels and Links from a Center Stage ...................................8-24Ordering Channels and Links in a Center Stage .........................................8-24Setting the Layout of a Center Stage ..........................................................8-25

Recruiting Configuration Guide Taleo 10 - SP1 x

Organizing a Multicolumn Center Stage ....................................................8-25Creating Custom Instructions for a Center Stage Channel ...........................8-26Associating a Center Stage to a Configuration Profile .................................8-26

Communications Channel ............................................................................8-27Communications Channel ........................................................................8-27Communications Channel Mode ...............................................................8-28Customizing Text in the Customer Support Section ......................................8-30

List ..............................................................................................................8-31List Format ..............................................................................................8-31List Format Context ..................................................................................8-32List Format Variation ................................................................................8-32Configuring Candidate and Requisition List Format - Overview ....................8-32Creating a List Format ..............................................................................8-33Deleting a List Format ..............................................................................8-34Ordering List Formats ...............................................................................8-34Activating a List Format ............................................................................8-34Deactivating a List Format ........................................................................8-35Selecting a Default List Format ..................................................................8-35Setting Sort Criteria in a List Format ...........................................................8-36Grouping Files in a List Format .................................................................8-36Assigning a List Format Variation to a Configuration Profile .........................8-37Granting Permissions to Create List Formats ...............................................8-37Creating Custom Instructions for a List Format Context ................................8-37

Column ......................................................................................................8-39List Column .............................................................................................8-39Selecting a Column for a List Format .........................................................8-39Ordering Columns in a List Format ............................................................8-40Removing a Column from a Context ..........................................................8-40Item Requiring Attention Icon ....................................................................8-41Activating the Item Requiring Attention Icon ................................................8-43Candidate File Identifier ...........................................................................8-43Specifying the Default Candidate File Identifier Content .............................8-44

Filter ...........................................................................................................8-45Advanced Filter ........................................................................................8-45Displaying Advanced Filters ......................................................................8-45Hiding Advanced Filters ............................................................................8-46Quick Filter .............................................................................................8-46Requisition List Quick Filters ......................................................................8-47Candidate List Quick Filters ......................................................................8-48Configuring a Quick Filter ........................................................................8-49Show Filter ..............................................................................................8-50Setting the Visibility of the Show Filter .........................................................8-51Setting the Show Filter Default Value ..........................................................8-52

Recruiting Fundamentals

Recruiting Configuration Guide Taleo 10 - SP1 xi

Agency and Agent ..........................................................................................9-1Staffing Agency and Agent ..........................................................................9-1Creating an Agency ...................................................................................9-2Deleting an Agency ....................................................................................9-2Adding an Agent to an Agency ....................................................................9-3Creating an Agent .....................................................................................9-3Deleting an Agent ......................................................................................9-3Deactivating an Agent ................................................................................9-4Transferring Referrals .................................................................................9-4Associating an Agency to an Organization-Location-Job Field .......................9-5Dissociating an Agency from an Organization-Location-Job Field ..................9-5Associating an Agent to an Organization-Location-Job Field .........................9-6Dissociating an Agent from an Organization-Location-Job Field ....................9-6Selecting a Preferred Agency .......................................................................9-6Defining a Referral Ownership Period ..........................................................9-7

Source ..........................................................................................................9-8Recruiting Source .......................................................................................9-8Source Types .............................................................................................9-9Creating a Source ....................................................................................9-10Adding a Source ......................................................................................9-10Removing a Source .................................................................................9-11Deleting a Source ....................................................................................9-11Reactivating a Source ...............................................................................9-12Editing the Properties of a Source ..............................................................9-12Editing the Organization-Location-Job Field of a Source .............................9-12

Event ..........................................................................................................9-14Recruiting Event .......................................................................................9-14Creating an Event ....................................................................................9-14Editing an Event .......................................................................................9-15Removing an Event ..................................................................................9-15

Job Board ...................................................................................................9-17Job Board Account ..................................................................................9-17Creating a Job Board Account ..................................................................9-18Deleting a Job Board Account ...................................................................9-18Editing a Job Board Account .....................................................................9-18Granting Access to a Job Board Account ...................................................9-19Revoking Access to a Job Board Account ...................................................9-19

Task ...........................................................................................................9-20Task .......................................................................................................9-20Self-assigned Task ...................................................................................9-21Activating the Self-Assigned Task Feature ...................................................9-22

Merge Form ................................................................................................9-24Merge Form ............................................................................................9-24Creating a Merge Form ............................................................................9-24Deleting a Merge Form ............................................................................9-25

Recruiting Configuration Guide Taleo 10 - SP1 xii

Activating a Merge Form ..........................................................................9-25Deactivating a Merge Form ......................................................................9-26Configuring a Form ................................................................................9-26Inserting Variables in a Merge Form ..........................................................9-26

Candidate ...................................................................................................9-28Candidate ...............................................................................................9-28Candidate Creation .................................................................................9-29Candidate Progression Status ....................................................................9-31ACE Candidate Alert ................................................................................9-33Candidate File .........................................................................................9-34Candidate File Tabs .................................................................................9-36Candidate Duplicate Check ......................................................................9-37Candidate File Event ................................................................................9-38Candidate Comparison ............................................................................9-40Activating the Candidate Comparison Feature ............................................9-42Candidate Sharing ...................................................................................9-42Candidate Interview .................................................................................9-43File Attached to an Interview Invitation .......................................................9-45Candidate Interview and Candidate Selection Workflow ..............................9-46Automatic Candidate Pooling ...................................................................9-47Configuring the Automatic Candidate Pooling ...........................................9-49Candidate Onboarding ............................................................................9-50Candidate Matching to a Requisition .........................................................9-51Matching Requisition Criteria ....................................................................9-52Setting Matching Requisition Criteria .........................................................9-53

Contingent Hiring ........................................................................................9-54Contingent Hiring ....................................................................................9-54Configuring Contingent Hiring - Overview .................................................9-54

Hourly Hiring ...............................................................................................9-56Evergreen Hiring ......................................................................................9-56Configuring the Evergreen Hiring Feature ..................................................9-58Hourly Manager Home Page and Center Stage ..........................................9-60Hourly Manager User Type .......................................................................9-61Fifth Level of Location ...............................................................................9-62

Requisition ..................................................................................................9-64Requisition File ........................................................................................9-64Requisition Creation .................................................................................9-65Requisition Template ................................................................................9-66Requisition Owner ...................................................................................9-67Preview of Candidates Matching a Requisition ............................................9-68Criteria for Matching Candidates ..............................................................9-68Filters for Matching Candidates .................................................................9-69Matched Candidates Preview ....................................................................9-70Setting Matching Candidate Criteria ..........................................................9-70Modifying Matching Candidate Filters ........................................................9-70

Recruiting Configuration Guide Taleo 10 - SP1 xiii

Setting Matching Candidate Country Filters ................................................9-71Activating the Matching Candidate Email Notification .................................9-71Deactivating the Matching Candidate Email Notification .............................9-72Requisition/Staffing Type .........................................................................9-72Activating a Requisition Type .....................................................................9-73Deactivating a Requisition Type .................................................................9-74Requisition Posting ...................................................................................9-74Requisition Posting via a Staffing Agent ......................................................9-75Collaborator ...........................................................................................9-76

Offer ..........................................................................................................9-78Offer ......................................................................................................9-78Offer Statuses ..........................................................................................9-79Offer Configuration .................................................................................9-80Configuring an Offer - Overview ...............................................................9-81

Competency ................................................................................................9-82Competency ............................................................................................9-82Competency Assessment ...........................................................................9-83Competency Assessment Definitions ..........................................................9-85Question Library ......................................................................................9-86Question .................................................................................................9-87Disqualification Question Library ...............................................................9-90Disqualification Question .........................................................................9-91Explanations for Disqualification Questions ................................................9-92Enabling Explanation in Disqualification Questions .....................................9-93

Report .........................................................................................................9-94Report .....................................................................................................9-94Custom Report Universe ...........................................................................9-94Organizing Custom Fields in Reports .........................................................9-95Configuring a Custom Field for Reports .....................................................9-95

ApprovalApproval .....................................................................................................10-1

Approval ................................................................................................10-1Approver .................................................................................................10-2Approval via a BlackBerry .........................................................................10-3eShare Approval Acknowledgement ...........................................................10-4Requisition Approval Rerouting After Changes ............................................10-5Setting a Default Approval Path for Requisitions ..........................................10-6

Dynamic Approval Routing ...........................................................................10-7Dynamic Approval Routing .......................................................................10-7Dynamic Approval Routing Approval Path ..................................................10-9Dynamic Approval Routing Reports to Structure ..........................................10-9Configuring Dynamic Approval Routing - Overview ..................................10-10Defining the Dynamic Approval Routing Reports to Structure ......................10-10Activating an Approval Path Category .....................................................10-11

Recruiting Configuration Guide Taleo 10 - SP1 xiv

Deactivating an Approval Path Category ..................................................10-11Creating an Approval Path .....................................................................10-11Deleting an Approval Path ......................................................................10-12Activating an Approval Path ....................................................................10-12Deactivating an Approval Path ................................................................10-13Editing an Approval Path ........................................................................10-13Testing the Dynamic Approval Routing Workflow ......................................10-14

Dynamic Approval Routing Rule ..................................................................10-15Dynamic Approval Routing Rules .............................................................10-15Exclusion Rule ........................................................................................10-15Inclusion Rule ........................................................................................10-16Creating an Exclusion Rule .....................................................................10-18Deleting an Exclusion Rule ......................................................................10-19Activating an Exclusion Rule ....................................................................10-19Deactivating an Exclusion Rule ................................................................10-20Adding a Role to an Exclusion Rule ..........................................................10-20Removing a Role from an Exclusion Rule ..................................................10-21Creating a Conditional Inclusion Rule ......................................................10-21Creating an Unconditional Inclusion Rule .................................................10-22Deleting an Inclusion Rule ......................................................................10-23Activating an Inclusion Rule ....................................................................10-23Deactivating an Inclusion Rule ................................................................10-23Adding a Role to an Inclusion Rule ..........................................................10-24Removing a Role from an Inclusion Rule ..................................................10-25

Dynamic Approval Routing Sequence ..........................................................10-26Sequence ..............................................................................................10-26Creating a Sequence ..............................................................................10-26Deleting a Sequence ..............................................................................10-27Adding a Role to a Sequence ..................................................................10-27Removing a Role from a Sequence ..........................................................10-28Ordering Roles in a Sequence .................................................................10-28

Functional Role ..........................................................................................10-30Functional Role ......................................................................................10-30Creating a Functional Role .....................................................................10-31Deleting a Functional Role ......................................................................10-31Activating a Functional Role ....................................................................10-31Deactivating a Functional Role ................................................................10-32Editing a Functional Role ........................................................................10-32Selecting a Default Assignee for a Functional Role ....................................10-32Adding an Assignee to a Functional Role .................................................10-33

Hierarchical Role .......................................................................................10-34Hierarchical Role ...................................................................................10-34Creating a Hierarchical Role ...................................................................10-34Deleting a Hierarchical Role ...................................................................10-35Activating a Hierarchical Role .................................................................10-35

Recruiting Configuration Guide Taleo 10 - SP1 xv

Deactivating a Hierarchical Role .............................................................10-36Editing a Hierarchical Role ......................................................................10-36Selecting a Superior Role ........................................................................10-36Adding a User to a Hierarchy ..................................................................10-37Removing a User from a Hierarchy ..........................................................10-37

Assignee ...................................................................................................10-38Creating an Assignee .............................................................................10-38Deleting an Assignee ..............................................................................10-38Associating an Assignee to an Organization .............................................10-38Dissociating an Assignee from an Organization ........................................10-39Associating an Assignee to a Location .....................................................10-39Dissociating an Assignee from a Location ................................................10-40Associating an Assignee to a Job Field .....................................................10-40Dissociating an Assignee from a Job Field ................................................10-41

SearchQuick Search ..............................................................................................11-1

Candidate Quick Search ..........................................................................11-1Specific Candidate Search ........................................................................11-2Requisition Quick Search ..........................................................................11-3

Advanced Search .........................................................................................11-5Conceptual Search ..................................................................................11-6Advanced Candidate Search Page ............................................................11-8Boolean Operators ..................................................................................11-9Randomized Search Result ......................................................................11-10Why Advanced Search is not Displaying Expected Results ..........................11-11Search Result Archiving ..........................................................................11-12General Profile Search ...........................................................................11-13Exclusion of Agency Owned Candidates in Search Results .........................11-14Excluding Agency Owned Candidates in Search Results ............................11-15Excluding Candidates with Specific Statuses from Search Results ................11-15Customizing the Advanced Candidate Search Form ..................................11-16Identifying a Field as a Search Criterion ...................................................11-16

Search Queries ..........................................................................................11-17Search Query ........................................................................................11-17

CorrespondenceMessage Template .......................................................................................12-1

Message Template ...................................................................................12-1Creating a Message Template ..................................................................12-2Editing the Properties of a Message Template .............................................12-2Editing the Context of a Message Template ................................................12-3Adding an Attachment to a Message Template ...........................................12-3Removing an Attachment from a Message Template ...................................12-4Activating a Message Template .................................................................12-4Deactivating a Message Template .............................................................12-5

Recruiting Configuration Guide Taleo 10 - SP1 xvi

Deleting a Message Template ...................................................................12-5Duplicating a Message Template ..............................................................12-5Editable Message Templates .....................................................................12-6

Paragraph ...................................................................................................12-9Paragraph ...............................................................................................12-9Adding a Paragraph to a Message Template ............................................12-10Creating a Paragraph for a Message Template .........................................12-10Ordering Paragraphs in a Message Template ...........................................12-11Editing a Paragraph in a Message Template .............................................12-11Previewing a Paragraph in a Message Template .......................................12-11Activating a Paragraph in a Message Template ........................................12-12Deactivating a Paragraph in a Message Template ....................................12-12

Correspondence ........................................................................................12-13Correspondence ....................................................................................12-13

Notification Configuration ..........................................................................12-15Notification ...........................................................................................12-15Activating a Notification .........................................................................12-16

External ServiceExternal Services ..........................................................................................13-1

Screening Service .....................................................................................13-1Input Field ...............................................................................................13-2Result Field ..............................................................................................13-3Result Set Field ........................................................................................13-4Screening Service .....................................................................................13-5Creating a Screening Service ....................................................................13-6Editing a Screening Service .......................................................................13-6Activating a Screening Service ...................................................................13-6Deactivating a Screening Service ...............................................................13-7Creating a Screening Service Field ............................................................13-7Editing a Screening Service Field ...............................................................13-7Deleting a Screening Service Field .............................................................13-8Editing a Screening Service User-defined Form ...........................................13-8Previewing a Screening Service User-defined Form ......................................13-8Adding a Screening Service to a Candidate Selection Workflow ...................13-8Removing a Screening Service from a Candidate Selection Workflow ...........13-9Editing a Service Label .............................................................................13-9Previewing a Service Label ......................................................................13-10Selecting a Message Template for a Screening Service ..............................13-10Deleting a Message Template from a Screening Service ............................13-10Creating a Phase ...................................................................................13-11

Data Archiving and DeletionAutomated Task Configuration ......................................................................14-1

Creating an Automated Task ....................................................................14-3Deleting an Automated Task .....................................................................14-3

Recruiting Configuration Guide Taleo 10 - SP1 xvii

Modifying an Automated Task ...................................................................14-3Activating an Automated Task ...................................................................14-4Deactivating an Automated Task ...............................................................14-4Executing Manually an Automated Task .....................................................14-5Stopping Manually an Automated Task ......................................................14-5Associating an Automated Task to a Location .............................................14-5Dissociating an Automated Task from a Location ........................................14-6Verifying if Candidates are Associated to a Requisition ................................14-6Recovering Candidates Deleted by an Automated Task ...............................14-7Verifying the Status of an Automated Task ..................................................14-7

Legal Agreement and SecurityLegal Agreement ..........................................................................................15-1

Legal Agreement ......................................................................................15-1Creating a Legal Agreement .....................................................................15-2Deleting a Legal Agreement ......................................................................15-2Modifying a Legal Agreement ...................................................................15-3Activating a Legal Agreement ....................................................................15-3Deactivating a Legal Agreement ................................................................15-3Displaying the Legal Agreement to Users at Login .......................................15-4Hiding the Legal Agreement to Users at Login ............................................15-4

Security .......................................................................................................15-5Security Policy ..........................................................................................15-5Configuring Security Policies .....................................................................15-5Defining Password Security Policies ............................................................15-6Defining User Accounts Security Policies .....................................................15-6Defining the Method to Change the Password ............................................15-6Defining Forgot Password Security Policies .................................................15-7Displaying the Forgot Password Link to Users at Login .................................15-7Hiding the Forgot Password Link to Users at Login ......................................15-7

Product Resource ConfigurationProduct Resource Administration ...................................................................16-1

Resource Administration ...........................................................................16-1Displaying Resource Identifiers ..................................................................16-2Hiding Resource Identifiers ........................................................................16-3Refreshing Resource Values .......................................................................16-3Blocking Resource Value Refresh ..............................................................16-4Unblocking Resource Value Refresh ...........................................................16-4

TroubleshootingProblem Solving ...........................................................................................17-1

Troubleshooting .......................................................................................17-1

BP(A|S)

Technical Requirements

• Technical Requirements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-1

Recruiting Configuration Guide Taleo 10 - SP1 1-1

Technical Requirements Technical Requirements

Technical Requirements

Technical RequirementsFor detailed information on technical requirements, refer to the latest version of the Taleo 10 Technical Requirements document for the applicable service pack.

BP(A|S)

Basic Concepts

• Login . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-1

• Getting Help . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-4

• Operation Mode Management . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-8

• Basic Concept . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-11


Basic Concepts Login

Login

Login and Product AccessAllows users to sign in the application to see the list of products to which they have access.

Detailed Description

When opening the Taleo Enterprise solution, the User Sign In page appears. Users must select the language in which they want to use the application. If a user changes the default language on the Sign In page, the page refreshes to the new language and subsequent Taleo pages are presented in the selected language. After selecting a language, users also have the possibility to tell the system to remember their selection so that the next time they sign in, the User Sign In page will be presented in the language selected.

In the User Sign In page, users must also provide a user name and password before being able to see the list of Taleo products to which they have access. The user name and password are provided by the system administrator. But the user has the ability to modify them.

Once a user’s credentials have been entered, the Table of Contents page appears and presents Taleo products purchased by the company and to which a user has access according to a user’s permissions and user type.

When accessing Taleo applications, the information displayed in the home page is specific to the user who signs into the application and is also dependent on the user type and configuration profile of the user.

Benefits

• Users are only presented with the products that they have access to based on their user type permissions.

Single Sign-OnSingle Sign-on (SSO) enables a system to allow users to access multiple computer platforms or applications after being authenticated one time only.

• Access to the Table of Contents page is always protected.

• Recruiting direct URL is now https://clientzone.taleo.net/enterprise/enterprise/flex.jsf?lang=en.

• Configuration direct URL is now https://clientzone.taleo.net/smartorg/index.jsf?lang=en.


The Taleo Table of Contents page is always protected so users can access it only if they have been authenticated i.e, valid SSO credentials have been supplied or a valid user name and password have been entered in the User Sign In page to access the Table of Contents page.

The access to the Taleo Table of Contents page can be protected either with or without a Custom Challenge URL.



• Without a Challenge URL and no SSO credentials sent, when a user accesses the main Taleo client zone URL, the Taleo Sign In page is displayed requiring user authentication. The Taleo Table of Contents page will be displayed if authentication is validated.

• With a Custom Challenge URL, when a user accesses any Taleo client zone URL, the Taleo Sign In page is not displayed.

• If the Challenge URL authenticates the user, the Taleo application page will be displayed.• If the Challenge URL does not allow the authentication of the user, the Challenge URL will

request authentication from the user. The Taleo application page will be displayed to the user only if the authentication is validated.

Users can directly access Taleo 10 products without going through the main Taleo client zone URL.

• Recruiting: https://clientzone.taleo.net/enterprise/enterprise/flex.jsf?lang=en

• Configuration: https://clientzone.taleo.net/smartorg/index.jsf?lang=en

The client zone must be replaced by the actual zone id of the client.

Benefits

• Improved security and system integrity.

• Seamless login process and elimination of multiple authentication processes.

Accessing an ApplicationPrerequisite

Users must know the Web address.

Users must have received a user name and password from the system administrator.

Steps

1. Select the language in which you want to use the application.

2. Enter your user name and password and click Sign In.

3. Click on the desired product.

Result

Users are signed in and can select the product they wish to use.

Creating Custom Instructions for the Forgot Password MessageAllows the system administrator to add information to the Forgot Password message that is displayed when a user makes a mistake at login.

Prerequisite

Configuration > [Settings] Settings

Steps

1. Click on the System Administrator Phone Number setting.

2. Click Edit.



3. Enter text in the Value field.

4. Click Save.

Logging In Before Accessing the Response CenterBy default, eShare users need to log in before being able to access the Response Center. The Response Center Login Required private setting controls this feature. If you do not wish users to log in before accessing the Response Center, communicate with Taleo Support to have this setting modified.


Basic Concepts Getting Help

Getting Help

Online HelpTaleo Administration offers comprehensive help about concepts or tasks to perform.


The online help provides information about a concept or a task to be performed. The online help, represented by this icon or the Help link, is available in the navigation bar located in the top right-hand corner of all pages. When clicking on the help icon or the Help link, a table of content of available help topics is displayed and it is also possible to search the help database to locate specific subjects. performed. The online help is available in the navigation bar locatedin the top right-hand corner of the page. When clicking on Help, atable of contents of available help topics displays. It is also possible to search the help database to locate specific subjects.

Online TourTaleo Recruiting Center offers short clips describing essential user interface elements of Taleo 10.


These online tours are short animations that present basic information about the design, navigation and certain features of the application. Each tour is no more than one minute in length to give users a quick way to get up to speed with how to use the product.

These tours, if activated by the system administrator, are available in the Clips tab in the right panel of the supporting tools, just beside the online help tab.

By default, key online tours designed by Taleo come with the product. Taleo reserves the right to add new online tours, modify existing tours or delete tours at any time without notice to customers.

The tab where these online tours are available is configurable. Customers can choose to disable the tab or replace the content with their own XML file linking to alternative learning materials for their end users.

All online tours have been built using Taleo Proficiency, Taleo’s custom online learning tool for an ever changing environment. For customers choosing to create custom content using Taleo Proficiency, the standard online tour content can be purchased as starting material. Contact Taleo Education Services or your Client Executive to learn more about Taleo Proficiency and/or purchasing the online tour content.

Benefits

• Makes the product more approachable.

• Facilitates first-encounter use of the product.

• Exposes basic, critical features clearly to users.

• Gives sense of accomplishment in user’s first hour of using the product.

• Encourages users to continue learning the product.



Configuration

Online Tour Creation GuidelinesCustomers should evaluate the content of the Taleo online tours to determine if it is appropriate given the context of their own deployment. For customers choosing to deploy their own custom online tours, here are some guidelines about what to consider when building this material:


• Focus on the minimum information a new user needs to know in the first few hours of using the product. The concepts have to be focused; otherwise, the online tours will fail.

• Keep each online tour under one minute in length so as to not lose the user's attention.

• Retention of concepts is significantly improved if a user can try to do immediately afterwards what the online tour was explaining. Use the Taleo Proficiency “See It and then Try It” mode to let the user try what they have just seen.

• Online tours are not eLearning tutorials. eLearning tutorials provide steps to achieve something. If you want to include true eLearning in the Online Tours section, we recommend that you clearly distinguish your online tours content from more in depth eLearning content, and present the online tours content first. Then, use the online tours to explain concepts and prompt users awareness of some issues. Use eLearning content to provide the additional details that are not in the online tour.

• Neither online tours nor eLearning tutorials should be designed to "replace" user manuals or online help. These mediums are not useful for reference. They cannot be indexed or searched. Users tend not to reflect on information presented in video format, but to act on it. So present information in this medium that aligns with this format.

Uploading Personalized Online ToursAllows the system administrator to replace Taleo online tour content with the company’s own XML file linking to alternative learning materials for their end users.

Steps

1. Configure the Online Tutorial recruiting setting available in the Taleo Recruiting Administration Settings feature.

2. Configure the Online Tutorial HTML Customized URL global setting available in the Global Configuration Settings feature.

Settings

Name Possible Values Default Value Location

Online Tutorial Configuration> [Recruiting] Settings

Online Tutorial HTML Customized URL

Configuration> [Settings] Settings

Taleo Recruiting Online Tutorial URL

Configuration> [Settings] Settings



This setting is used for inserting the URLs for custom online tour content. If the “HTML customized” value was selected for the Online Tutorial setting, then this setting must be configured accordingly. Note that one URL must be provided per language. And a URL must be provided for every active language

TooltipA tooltip is a short, explanatory text which appears when you “hover” your mouse over a button, a link, a table cell heading or icon without clicking it.


Tooltips are available throughout the system and they give you additional information about an action before performing it.

Taleo provides tooltips for buttons, links, icons and table cell headings. These tooltips are not configurable. However, for screening services, the system administrator can create tooltips for some types of user-defined fields.

Web Support LinkThe Web Support link is displayed in the auxiliary navigation bar, located at the top right hand side of all pages of the application.


The Web Support link is displayed to users if the system administrator has activated it. Furthermore, the Web Support optional feature must be activated by Taleo Support. If only the setting is turned on, users will not have access to Web Support even though the link will still be present.

Benefits

• Provides a level of control over which users will see the Web Support link.

Configuration

Displaying the Web Support LinkPrerequisite

The Web Support optional feature must be activated by Taleo Support. If only the configuration profile setting is turned on, users will not have access to Web Support even though the link will still be present.

Settings


Display Web Support Link in Auxiliairy Menu

• No• Yes

No Configuration > [SmartOrg] Administration > Configuration Profiles



Configuration > [SmartOrg] Administration > Configuration Profiles

Steps

1. Click on a configuration profile.

2. Click on the Display Web Support Link in Auxiliary Menu setting.

3. Click Edit.

4. Select Yes.

5. Click Save.

Result

The Web Support link is displayed at the top right hand side of all pages of the application.

Hiding the Web Support LinkPrerequisite

The Web Support optional feature must be activated by Taleo Support. If only the configuration profile setting is turned on, users will not have access to Web Support even though the link will still be present.


Steps


2. Click on the Display Web Support Link in Auxiliary Menu setting.

3. Click Edit.

4. Select No.

5. Click Save.

Result

The Web Support link is no longer displayed at the top right hand side of all pages of the application.


Basic Concepts Operation Mode Management

Operation Mode Management

Operation ModeThe operation mode of the system can be changed for service, configuration or implementation purposes.


The Operation Mode feature is available in the Global Configuration menu and gives users access to three operation modes:

• implementation

• maintenance

• production

To have access to the Operation Mode feature, the Manage Application Mode user type permission must be granted in the SmartOrg User Types feature.

The operation mode of the system can be changed for service, configuration or implementation purposes. The system administrator has the option to switch to maintenance mode or production mode for each product individually or for all. The system administrator can see the operation mode used by product as well as how many users are connected to each product. Products supported by the operation mode feature are:

• Recruiting Center

• Performance

• Career Section

• Onboarding

• New Hire Portal

For the above products, except the New Hire Portal, the system administrator will know the number of users using both the product AND the administrative area related to the product.

Production Mode: In production mode, all users as well as guests, agents and system administrators have access to the application.

In production mode, a system administrator can:

• View structure elements for Organizations, Locations and Job Fields.

• Save agencies, both via Integration and SmartOrg.

• Create and edit job templates.

• Select and view positions.

• Create and edit departments.

All tasks listed above can also be performed in maintenance mode and in implementation mode.

To import/export candidates (by Integration) and move candidates in the candidate selection workflow (by Integration), the system must be in production mode.

Maintenance Mode: The maintenance mode is a special administrative feature used to protect the integrity of the database when editing Organization, Location or Job Field information.



In maintenance mode, the application is inactive. All users, except the system administrator, are logged out automatically. The application displays a message to users as well as to candidates in Career Sections, indicating that the application is in maintenance mode. If users are logged in and have not saved data they were entering, this data will be lost.

For Taleo Recruiting, the system must be in maintenance mode for the following:

• Delete departments, both via Integration and SmartOrg.

• Delete positions, both via Integration and SmartOrg.

• Import job positions via Integration.

• Edit Organization, Location, and Job Field elements (Element Management), both via Integration and SmartOrg.

There are no transactions in Taleo Onboarding or Taleo Performance that require maintenance mode.

If Taleo Onboarding is in maintenance mode and a user is performing a Start Onboarding Process or Cancel Onboarding Process action from Taleo Recruiting Center, the transaction will still be scheduled to process.

Implementation Mode: The implementation mode is usually only for new customers or new zones (databases). It is used during the initial configuration and implementation stages of the application. Once the implementation is completed, the implementation mode is no longer available to the system administrator and a request must be made through Taleo Technical Support. When the implementation process is completed and the system has been moved out of implementation mode, it is no longer possible to add or remove structure levels in maintenance or production mode.

In implementation mode, a system administrator can:

• Create, delete and modify the Organization, Location and Job Field structure.

• Create, delete and modify levels in the Organization-Location-Job Field structure.

• Create, delete and modify elements in the Organization-Location-Job Field structure.

If changes need to be made to the structure of the database after implementation, the system administrator must contact Taleo Technical Support and request that the system be put back into implementation mode.

Benefits

• Provides the ability to put the system into maintenance mode to allow system administrators to keep users out of the system, for whatever reason.

• System administrators can see the number of users logged in across the product suite.

• System administrators can individually put products into maintenance or production mode.

Configuration

User Type Permissions

Name Location

Manage Application Mode Configuration > [SmartOrg] Administration> User Types > Configuration > Foundation Data



Modifying the Operation ModeAllows a system administrator to set the system in either the production or the maintenance mode.

Prerequisite

The Manage Application Mode user type permission must be granted in the SmartOrg User Types feature.

Configuration > Operation Modes

Steps

1. In the Operation Modes page, click Edit.

2. In the Operation Mode Editor page, select the desired mode for each product.

3. Click Save.

Result

The selected operation mode appears beside each product. If the system is put in Maintenance mode, users currently logged will receive a message and will be logged out.


Basic Concepts Basic Concept

Basic Concept

Configuration MenuThe configuration menu gives access to all administration components of Taleo Enterprise products.


The configuration menu gives system administrators access to all administration components of Taleo Enterprise products in one centralized menu. It is composed of sub-administration menus divided into two main sections:

• Global Configuration: This section is used to manage content, data, settings and configurations that are used across multiple products. Depending on the products activated in a company, the global configuration menu can include:

• Operations: Operation Modes and Release Notes.• Settings• Selection Lists: standard selections used in different products such as Education Levels,

Employee Statuses, etc.• Roles: role definitions of both hierarchical and functional roles. Both role types are used for

the Dynamic Approval Routing module. In addition, functional roles are leveraged in defining Onboarding tasks.

• Dynamic Approval Routing: approval workflow definitions for requisitions and offers according to specified business rules.

• Security: security policies and legal agreements presented to users when signing in an application. Note that agreements for career sections are managed under Career Section Administration.

• Competencies: competency tools used in Taleo Performance for Rating Models, Competencies, Guidance Plans, etc.

• Synchronization Tool: This section allows you to export configuration elements, such as career sections, application flows, etc., from a source database to a target database.

• Specific Configuration: This section is used to manage content, data, settings and configurations that are targeted to a specific product or product area. Depending on the products activated in a company, the specific configuration menu can include:

• SmartOrg• Recruiting • Career Section• Onboarding• Taleo Performance

System administrators have access to what they should based on their user type permissions.

Benefits

• System administrators can access all administration components under one place.



Configuration

Taleo Recruiting Administration MenuThe Taleo Recruiting Administration menu allows system administrators to fully configure all Taleo Recruiting Center features.


The Taleo Recruiting Administration menu is accessed via the Configuration menu and allows system administrators to configure the following elements:


Name Location

Access Administration Configuration > [SmartOrg] Administration > User Types > Recruiting > Administration

Menu Item Description

List Format Configuration of candidate and requisition list formats.

Fields Configuration of fields, selections and custom fields used in reports. Layout configuration of department and offer fields. Configuration of the candidate file identifier.

File Configuration Creation of user-defined forms, user-defined files and configuration or candidate files and requisition files.

Process Configuration of candidate selection workflows, search fields, matching candidate filters and criteria as well as matching requisition criteria.

Correspondence Configuration of message templates.

Global Configuration Configuration of Recruiting Center settings, agencies, department and position lists, merge forms, notifications, regional settings, requisition types and center stage.

Source Tracking Configuration of sources.

Integration Configuration of job board accounts and screening services.

Automated Tasks Configuration of automated tasks used to delete and archive information contained in the database.

Product Resources Display of resource ID.



Configuration

Application TimeoutApplication timeout is a security feature that signs out the user when the application has been idled for more than thirty minutes.


The application includes a security feature that warns the user when the application has not been used for more than thirty minutes even if a user is still signed in the application. When the timeout delay is reached, a message notifies the user that the timeout delay for the application is imminent.

Two scenarios are possible:

• User takes action: When the application has been idled for thirty minutes, a message notifies the user that the application requires attention. Clicking “Access the application” will direct the user to the application. When the user accesses the application, they can reset the application and a message indicates the remaining time before the session expires.

• User does not take action: If the user does not reset the application within the defined delay, a message will be displayed, indicating that the user has been signed out of the application and will need to sign in again to use the application.

The timeout delay is set by default to thirty minutes. The reminder displayed before timeout is set by default to ten minutes before timeout.

Private settings allow the configuration of the application timeout. Contact Taleo Support for details.

Benefits

• Ensures uniform experience to users across browsers.

• Allows users to save information before the application times out.

• Unattended application will automatically sign out the user avoiding any unwanted intruders.

Changing the Application TimeoutPrivate settings allow the configuration of the application timeout. Contact Taleo Support for details.

System StatusA status indicates the current state of an element in the system.


Name Location

Access Administration Configuration > [SmartOrg] Administration > User Types > Recruiting Functional Domain >Administration




Elements can have one of the following statuses:

• Draft: A Draft element can be modified. A Draft element cannot be used. It must be Active before it can be used.

• Active: When an element is Active, only the name and description can be modified. It is not possible to update the behavior of the element.

• Inactive: When an element is Inactive, only the status can be modified. The only possibility is to go back to the Active status.

A Draft element can become Active. An Active element can become Inactive. An Inactive element can become Active. However, an Active element cannot “go back” to the Draft status.

Benefits

• Allows users to create elements without making them available right away.

• Allows users to remove an existing element from use without removing it form the database.

History SectionThe History section presents useful tracking details on an element in Taleo Recruiting Administration.


The History section is a read-only table. The three most recent events are displayed. To view a more complete listing of events, click More.

A History tab is also available in Taleo Recruiting Center in candidate files, requisition files, competencies, questions and disqualification questions. For candidate files, users can perform different actions in the History tab provided the system administrator has activated specific settings and granted specific user type permissions (see Configuration section below).

Benefits

• Allows the system administrator to track any modification applied to an element.

Draft Active Inactive

History

Element Description

Date and Time Date and time when an event occurred.

Event Event or action performed on an element.

Details Information regarding the event.

By The “actor” (person or system) who performed the event.



• Supplies customer support with valuable information for troubleshooting.

Configuration


Name Location

View history tab for internal submissions when the permission "View sensitive information for internal submissions” is not activated.

Configuration > [SmartOrg] Administration > User Types > Recruiting > Candidates

View sensitive information for internal submissions Configuration > [SmartOrg] Administration > User Types > Recruiting > Candidates

Add comments in tracking summary (on preselected candidates)


Add comments in tracking summary (general) Configuration > [SmartOrg] Administration > User Types > Recruiting > Candidates

Edit comments in history summary Configuration > [SmartOrg] Administration > User Types > Recruiting > Candidates

Send correspondence (using the send correspondence action)


View confidential messages Configuration > [SmartOrg] Administration > User Types > Recruiting > Candidates

Settings


Workflow Event Date Management • No• Yes

No Configuration > [Recruiting] Settings

Default History Event Categories • Agents• Attachments• Candidate

file update• Candidate

information • Candidate

progression• Comments• Offer • Corresponden

ce• Questions

and competencies

• Resume• Regulations• Screening

Services

• Attachments• Comments• Candidate

Progression

Configuration > [Recruiting] Settings



History TabThe History tab presents useful tracking details on an element in Taleo Recruiting Center.


The History tab is displayed in candidate files, requisition files, competencies, questions and disqualification questions.

The information displayed in the History tab is non editable except in the candidate file (user type permissions are required).

Depending on which part of the application the History tab is displayed, the information provided will vary:

In candidate files, the information displayed in the History tab can be filtered with the Show filter.

Benefits

• Allows users to track any modification applied to an element.

• Supplies customer support with valuable information for troubleshooting.

AttachmentAn attachment is a file that can be tied to a requisition, a candidate file, an offer, etc.


User type permissions allow users to attach and remove files in requisitions and candidate files.

Settings can be configured to specify the following:

History tab in requisitions, competencies, questions and disqualification questions

Element Description

Date Date when an event occurred.

Type Event or action performed on an element.

Comments Comments entered by the user.


History tab in candidate files

Element Description

Date Date when an event occurred.

Events Event or action performed on an element.

Details Information regarding the event.

Comments Comments entered by the user.




• the maximum size of an attachment (by default, the allocated limit is 100 kb).

• the maximum size of all attachments (by default, the allocated limit is 500 Mb).

• the maximum number of attachments (by default, five files can be attached).

The following file formats are supported by the application. It is the responsibility of the system administrator to define which formats are available to users.

• Word Perfect (.wpd)

• MS Word (.doc)

• MS Word 2007 (.docx)

• Adobe (.pdf)

• Text (.txt)

• Rich Text Format (.rtf)

• Hypertext Markup Language (.htm)

• Portable Document Format (.html)

• Zip Format

Configuration


Name Location

Attach and remove files in requisitions. Configuration > [SmartOrg] Administration > User Types > Recruiting Functional Domain > Requisitions >General

Attach a file (on preselected candidates). Configuration > [SmartOrg] Administration > User Types > Recruiting Functional Domain > Candidates >General

Attach a file (general). Configuration > [SmartOrg] Administration > User Types > Recruiting Functional Domain > Candidates >General

Settings


Attached Files Maximum Total Size any 500000000 bytes Configuration > [Settings] Settings

Attached File Maximum Size any 100000 bytes Configuration > [Settings] Settings

Attachment Maximum Number per Candidate

any 5 Configuration > [Career Sections] Settings

Candidate maximum attachment updates

any 5 Configuration > [Career Sections] Settings



FolderA folder is a storage area for organizing candidate files and search queries.


Users, if they have been granted the proper permissions, have the ability to organize folders in ways that best suit their needs. They can store candidate files as well as candidate search queries in folders. They can create, delete and rename folders and they can also share folders with other users.

The folder feature is represented by this icon and is available in the left panel of the Candidates list and Search Queries page.

Benefits

• Allows users to organize files more efficiently.

Configuration

Attachments Format Filter • Word Perfect (.wpd)

• Text (.txt)• Rich Text

Format (.rtf)• Hypertext

Markup Language (.htm)

• Portable Document Format (.html)

• MS Word (.doc)

• MS Word 2007 (.docx)

• Adobe (.pdf)• Zip Format

Any File Format Configuration > [Career Sections] Settings


Name Location

Use personal folders Configuration > [SmartOrg] Administration> User Types > Recruiting > Candidates

Share personal folders Configuration > [SmartOrg] Administration> User Types > Recruiting > Other

Access shared folders Configuration > [SmartOrg] Administration> User Types > Recruiting > Other

Settings




Print FunctionThe print function allows users to create a PDF version of a requisition file, a candidate file or a list of requisitions or candidate files that can then be printed.


The print function is available in a candidate list, a requisition list as well as within a candidate file and requisition file. Users can print a list or the details of each file selected. Multiple files can be selected from a list to be printed (maximum of 50 files). The print function creates a PDF for users to save and/or print.

When using the print function, users can print:

• a requisition file or candidate file containing all sections of the file or only specific sections. For example, a user can choose to print from a candidate file only prescreening and basic profile information. Sections selected by a user when using the print function are saved as defaults for the next print action, but blocks selected within the main submission file section are not. Also, sections available to a user are based on how the file is configured and on user permissions. This means, if a system administrator wanted to allow users to more precisely control what is printed, he/she can do this by increasing the sections in the file layout.

• a list of requisition files or candidate files. The content of the file is presented in different columns and the content of each file is displayed in a row. The format of the list (that is, the columns used to display the information) is identical to the requisition or candidate list format used.

When selecting one or several candidate files in a candidate list or requisition-specific candidate list in order to print them, the Submission file is printed. When printing from a General Profile list, the General Profile file will be printed.

When using the print function, only fields containing data are visible in the view/print mode; this means fields with no data will not be rendered when printing.

The PDF generated by the print function will be identical to the data presented to the user for the selected sections while looking at the information in view mode.

Note that attachments cannot be printed without first opening them.

Benefits

• Option for more granular sections of information for print selection based on the candidate and requisition file configurations.

• Ability to print what the user wants in a list or file.

• Cleaner print output.

Language ConfigurationLanguage configuration refers to the configuration of languages in Taleo products by the system administrator.




Each user, be a system administrator or a user, has a language preference. This preferred language is used as the default content language in the system. The content language is the same across all Taleo products, but if a product does not support the same set of content languages, it will have its own preference configuration.

In Taleo applications, the languages in which an element was created are indicated in the Language drop-down list.

When creating or editing an element, the Configure option next to the Language drop-down list becomes available and gives you access to the Language Configuration window where you can specify the languages in which an element will be available.

A language can be assigned the following attributes:

• In Use: The language in which the element is available.

• Base: The language in which the element was first created and upon which all translations are based.

• Status: The Active status indicates that the element is available in that language. A Draft status indicates that the element is not available in that language.

When multiple languages are used for an element, this icon is displayed: . Hovering your mouse over the icon displays the languages activated for the element. When only one language is used for an element, the name of the language is displayed. When only one language is used in your company, there is no special indicator.



Configuration

Settings


Correspondence Language • French• English• Spanish• German• Italian• Simplified

Chineese• Japaneese• portuguese (

Brazil)• Polish• Russian• Thai• French

(France)• English

(United Kingdom)

• Traditional Chineese

• Korean• Hungarian• Greek• Swedish• Czech• Dutch

None Configuration> Settings



Content Language • French• English• Spanish• German• Italian• Simplified



(France)• English

(United Kingdom)



None Configuration> Settings

Application Languages • French• English• Spanish• German• Italian• Simplified



(France)• English

(United Kingdom)



• French• English• Spanish• German

Settings




Career Section LanguagesThe Career Section module is available in several languages.


The Career Section module supports the following languages:

Career Section Supported Languages

Chinese (Simplified)

Chinese (Traditional)

Croatian

Czech

Danish

Dutch

English

English - Great Britain

Finnish

French

French - France

German

Greek

Hungarian

Italian

Japanese

Korean

Lithuanian

Malay

Norwegian

Polish

Portuguese - Brazil

Romanian

Russian

Serbian

Slovak

Spanish

Swedish

Thai

Turkish



Configuring LanguagesSteps

1. Open an element.

2. Select Configure next to the Language drop-down list.

3. In the Language Configuration window, select the base language.

4. For each required language, select Active from the Status drop-down list.

5. Click Save.

Result

The selected languages appear in the Language box and the word Base appears next to the base language.

Configuring the Base LanguagePrerequisite

The language must be active.

Steps

1. Open an element.

2. Click Configure next to the Language drop-down list.

3. In the Base column, select a radio button next to the desired base language.

4. Click Save.

Result

In the Language box, the word Base appears next to the selected language.

Enabling a LanguagePrerequisite

The Enable Languages button must be displayed.

Steps

1. Open an element.

2. Select a language from the Language drop-down list.

3. Click Refresh.

4. Click Activate.

5. Click Refresh.

Result

The Disable Languages button appears when the language is selected for the Language drop-down list.

The element can be configured in the enabled language.



Disabling a LanguagePrerequisite

The Disable Languages button must be displayed.

Element must be inactive.

Steps

1. Open an element.

2. Select a language from the Language drop-down list.

3. Click Refresh.

4. Click Disable Languages.

5. Click Refresh.

Result

The Enable Languages button appears when the language is selected from the Language drop-down list.

The element can no longer be configured in the disabled language.

Time ZoneTime zones are used throughout the system where a date or time is required.


In Taleo Recruiting, dates and time are presented in a manner that takes into account the user’s time zone thereby making dates easier to understand and freeing users from the task of converting the dates themselves.

A setting allows the system administrator to set the default time zone for the entire company. Users who are in the same time zone as the company do not need to modify their time zone. However, users who are not located in the same time zone as their company will need to modify their time zone to view information in their own time zone (for interview scheduling, for example).

Time zone changes can be done by users in the My Setup page, under Preferences. The My Setup link is displayed to users if they have the proper user type permission and if the auxiliary navigation bar has been activated in their configuration profile. Once configured, the new time zone information will replace the default company time zone.

An example where time zone is used is for scheduling interviews with candidates. When scheduling an interview, the time zone of the person scheduling the meeting is used as a reference value. This means that the time of the meeting in Taleo Recruiting is displayed according to the time zone selected by the person who scheduled the meeting, but the time of the meeting in Outlook or Lotus Notes is displayed according to the time zone set in the recipients’ Windows settings. For example, a user living in San Francisco schedules an interview from 2 p.m. to 3 p.m. Pacific Time. For an attendee living in New-York, the time of the meeting in Taleo Recruiting is from 2 p.m. to 3 p.m. Pacific Time, but the time of the meeting in Outlook is from 5 p.m. to 6 p.m. Eastern Time.



Benefits

• All dates and time are displayed according to the user’s time zone.

• When users share information or send e-mails, the time zone is explicit, avoiding ambiguity for the user receiving the information.

• The time zone feature makes Taleo Recruiting global system appear like a local system.

Configuration

Using the Time Zone for the Offer Start DateBy default, the time zone is used for the offer start date. The Offer Start Date Time Zone Activation private setting controls this feature. If you do not wish to use the time zone for the offer start date, communicate with Taleo Support to have this setting modified.


Name Location

Access the "Preferences" section in 'My Setup' menu Configuration > [SmartOrg] Administration > User Types > Recruiting >Other

Settings


Time Zone Any UTC time zone none Configuration> Settings

Auxiliary Navigation Bar • Yes• No

Yes Configuration > [SmartOrg] Administration > Configuration Profiles

BP(A|S)

Setting

• Global and Recruiting Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-1

• Regional Setting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-4


Setting Global and Recruiting Settings

Global and Recruiting Settings

SettingA setting is used to configure features and elements in Taleo products.


There are two types of setting:

• Global settings: Settings related to multiple Taleo products.

• Product settings: Settings specific to each Taleo product, for example, Recruiting, Onboarding, Performance, etc.

Settings are configured by system administrators. A default value is set by Taleo prior to application delivery. The system administrator can decide to change the value that will be applied throughout the application. If for a given setting a user can change the value, the user’s value overrides the value set by the system administrator.

For a list of all Taleo 10 settings, refer to the Excel file entitled TEE Settings_External_Taleo 10.xls.

Benefits

• Allows a system administrator to activate and deactivate features in the application.

• Allows a system administrator to configure the application to the specific needs of a company.

• Allows a system administrator to see the actual configuration of the system.

Configuration

Setting Security LevelEach setting has a security level assigned to it.


A setting is assigned one of the following security levels:

Settings

Product Location

Global settings Configuration > [Settings] Settings

SmartOrg settings Configuration > [SmartOrg] Settings

Recruiting settings Configuration > [Recruiting] Settings

Career Section settings Configuration > [Career Section] Settings

Onboarding settings Configuration > [Onboarding] Settings

Taleo Performance settings Configuration > [Taleo Performance] Settings



Configuring a SettingAllows a system administrator to configure the behavior of an element in Taleo products.

Prerequisite

The security level of the setting must be Public.

The Manage Settings user type permission must be granted in the SmartOrg User Types feature.

Configuration

Steps

1. In the Configuration page, click Settings for the desired product.

2. In the Settings page, locate the setting using the Refine by list or the Feature column.

3. In the Settings page, click on a setting.

4. Click Edit next to the name of the setting.

5. Make changes.

6. Click Save.

Resetting the Default Value of a SettingSettings throughout the application can be reset to their default values, even after being changed and saved.

Prerequisite

The security level of the setting must be Public.

The Manage Settings user type permission must be granted in the SmartOrg User Types feature.

For global settings:


For product settings:

Configuration > [Product name] Settings

Steps

1. In the Settings list, click on the name of a setting.

2. Click Reset next to the name of the setting.

Security Level Description

Public A system administrator can view and change the setting.

Protected A system administrator can view the setting, but changes can only be done by Taleo.

Private A system administrator cannot view nor change the setting. Only Taleo can change the setting.



Result

The default values of the setting will be restored and will reflect in the application.


Setting Regional Setting

Regional Setting

Regional SettingThe regional settings feature is used to configure locales (generic and specific language code) used throughout Taleo Recruiting and Career Sections.


The regional settings feature is used by the system administrator to configure locales (generic and specific language code) used throughout Taleo Recruiting and Career Sections, that is configure the date, the number and the currency formats.

In the Regional Settings page, the Locale Identifier list varies according to languages activated in Taleo Recruiting and Career Sections. For example, if your organization only supports English (en) and French (fr), the Locale Identifier list will contain en and fr as well as all specific locale identifiers related to fr and en, that is, fr-FR, fr-CA, en-GB, en-Au, etc.

The regional settings of a locale consist in four elements:

• Number: Defines the decimal symbol, the maximum number of decimals, the negative number format, etc.

• Currency: Defines the decimal symbol used for currencies, the default currency, the maximum number of decimals for currencies, etc.

• Date: Defines the date format used in the application. A date can be represented by text, number or a combination of both.

• Language: With each locale, comes a set of predefined values that are specific to the specified language, regardless of the country or region.

Date Format

Date Format

Format Description

Text A date element that always appears in the form of text, such as days of the week, will be displayed in long form if four letters are used for its representation on the Date tab. If less than four letters are used, the date element will appear in an abbreviated form. For example, configuring a date format using “EEE” would produce “Fri” for Friday, while using “EEEE” would produce the long form “Friday”.

Numbers The system adds zeroes to single numbers in certain cases. For example, if the date element “DD” is part of the date format, the ninth day of the month will be displayed with a leading zero, thus, “09”. If the date element is “D”, however, the system will display “9” without a leading zero.

Text and Numbers When the date format element is composed of one or two characters, a numeric value results. For example, if the date format element is “M” or “MM”, the month of February will be depicted as “2” and “02” respectively. On the other hand, a date format element made up of three or more characters will result in a textual representation of the date: in the case of “MMM”, February will appear as “FEB”, if “MMMM” is used, February will be displayed as “February”.



Locale Identifier

Configuring the CurrencyPrerequisite

Configuration > [Recruiting] Administration > Regional Settings

Steps

Date Format Syntax

Symbol Meaning PresentationExample (US

locale)

Y Year Numeric 2009

M Month of the year Alphanumeric July, Jul. or 07

D Day of the month Numeric 10

H Hour AM/PM (1-12) Numeric 12

h Hour of the day (0-23) Numeric 22

m Minute of the hour Numeric 38

s Seconds Numeric 59

E Day of the week Textual Tue, Tuesday

a AM/PM marker Textual PM

K Hour in AM/PM (0-11) Numeric 0

‘ Escape for text Delimiter ‘

‘‘ Single quotation mark (twice the escape character) Literal

Locale Language used in the Career Section

da Danish

de German

en English

es Spanish

fr French

it Italian

ja Japanese

nl Dutch

pl Polish

pt Portuguese

ru Russian

sv Swedish

zh Simplified Chinese



1. Click on the name of a locale identifier.

2. Click the Currency tab.

3. Select the values for each setting.

4. Click Done.

Result

The decimal symbol used for currencies, the default currency, and the maximum number of decimals for currencies used in Taleo Recruiting Center are now configured and will be applied each time a currency is displayed in Taleo Recruiting Center.

Next Step

Configuring the date format.

Configuring the number format.

Selecting a locale.

Configuring the Number FormatPrerequisite


Steps


2. Click the Number tab.

3. Select a value for each setting.

4. Click Done.

Result

The decimal symbol, the maximum number of decimals, the negative number format used in Taleo Recruiting are now selected and will be applied in the Recruiting Center each time numbers are displayed.

Next Step

Configuring the date format.

Configuring the currency.

Selecting a preferred locale.

Configuring the Date FormatPrerequisite


Steps


2. Click the Date tab.



3. Select a value for each setting.

4. Click Done.

Result

The date format configuration is applied in the Recruiting Center each time a date is displayed.

Next Step

Configuring the number format.

Configuring the currency.

Selecting a preferred locale.

Selecting a Preferred LocalePrerequisite

More than one locale must be available


Steps


2. Click the General tab.

3. Select a value.

4. Click Done.

Result

The selected locale will be displayed by default when more than one locale is available.

Next Step

Configuring the date format

Configuring the currency format

Configuring the number format

BP(A|S)

Organization-Location-JobField

• Organization - Location - Job Field . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-1

• Department . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-14

• Position . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-19


Organization-Location-Job Field Organization - Location - Job Field

Organization - Location - Job Field

Contextualization: Organization-Location-Job FieldOrganizations, locations and job fields represent the fundamental data structure by which information is organized in the application.


Contextualization, i.e. Organization-Location-Job Field structure associated to an element, represents the framework the application uses to organize, classify, link, match or search for information in the application.

Organization describes the hierarchical structure of an organization. Up to 20 organization levels can be created. The system proposes the following organization structure, but other terms may be chosen to better reflect the hierarchical structure of a company:

Location represents a geographical area, such as a country or state. Locations are listed in a hierarchical order, from the broadest geographical area (often a country) to increasingly specific areas (work location). Up to 5 location levels can be created. Locations must be associated to Taleo network locations used for various purposes, mainly integration with external systems, using a common and standard universal structure. A common location structure is:

Job Field represents the employment sectors or domains. Up to 4 job field levels can be created. Job fields must also be mapped to the network job fields, again to have a common language with the external world, be for posting or integrations. This mapping also serves to inherit existing classification for competencies. The system proposes the following job field structure, but other terms may be chosen to better reflect the structure of a company:

Organization Structure

Company

Sector

Department

Division

Location Structure

Country

State/Province

Region

City

Work Location

Job Field Structure

Category



Although Organization-Location-Job Field structures are configured with the help of a Taleo representative during the implementation phase (implementation mode), modifications to structure elements can be done in maintenance mode at any time. It is possible to customize the application to reflect a company’s unique structure and make modifications to Organization-Location-Job field elements in real time so that the data accounts for any changes in the structure.

There are several key elements of Taleo solution that are tied to contextualization (Organization-Location-Job field structure), such as:

• Candidate experience (job field)

• Candidate selection workflow

• Requisitions and job templates

• Message templates

• Onboarding processes

• Reporting

• Integration

• User management

• Source tracking

• Prescreening competencies, questions and assessments

• Forms management

• Candidate matching

• Roles

• Approval paths

• Agencies

• Fields

The purpose of contextualizing an element (that is, associating it to organizations, locations and/or job fields) is to make the element relevant according to a specific context. Below is an example of contextualization with candidate selection workflows.

The CSW1 would not be available to the user for this requisition, because the last level of its Location does not match that of the requisition.

Function

Specialty

Organization Location Job Field

Requisition Urban transportation United States/California/Los Angeles

Bus driver

CSW1 Urban transportation United States/California/San Jose

Bus driver

CSW2 Urban transportation United States Bus driver

Job Field Structure



The CSW2 could be available to the user for this requisition. The parent element of the lowest level of the requisition for each dimension (Organization, Location or Field) must be the same as the lowest level of the workflow for each dimension:

When using contextualization, the system applies the AND operator between Organizations, Locations and Job Fields entities. However, the OR operator is applied between elements of the same entity.

In the following example, a field would be displayed if Canada (or any of its children) AND Architecture were selected.

In the following example, a field would be displayed if Canada AND Architecture were selected, or if United States AND Architecture were selected.

For additional details on Organization-Location-Job Field structure, refer to the SmartOrg Administration Manual.

Benefits

• Imposes order on various types of information.

• Gives extensive control over information.

Configuration

Location Canada

Job Field Architecture

Location Canada

Location United States

Job Field Architecture


Name Location

Manage foundation data Configuration > [SmartOrg] Administration > User Types > Configuration > Foundation Data

Settings


CSW OLF Association Activation • No• Yes


OLF Selector Tree Default • No• Yes

Yes Configuration > [Recruiting] Settings



MappingMapping is essential to the Organization, Location, and Job Field concept because it allows the creation of an association between a custom element and a standard element from an external system.


Through mapping, it is possible to organize and exchange data between two or more systems in a compatible format. Mapping locations, for example, helps the application to communicate location information to job boards when posting a requisition. The two systems agree that the data structure location will represent a geographical place such as a country, a state or a city. The systems are then able to swap information based on a mutually comprehensible data exchange agreement.

Structure ManagementThe Structure Editor lets you create and delete organization, location, and job field levels according to your organization’s needs. The structure that you establish in the Structure Editor will form the basis of all organization Organizations, Locations, and Job Fields throughout the application.

Creating the Organization-Location-Job Field StructurePrerequisite

The Manage Foundation Data user type permission must be granted in the SmartOrg User Types feature.

The application must be in implementation mode.

Configuration > [SmartOrg] Administration

Steps

1. Click Structure Management under Organizations, Locations or Job Fields.

2. Click Edit.

3. Click Create to add levels.

4. Enter a description for each level.

5. Translate the description into every supported content language.

6. In the Displayed column, select the levels that you want to display to the user.

The levels must be displayed in sequence. For example, you can choose to display levels 1 to 3 and not 4, but you cannot display 1, 2, 4, but not 3.

7. Click Save.

Adding a Level to the Organization-Location-Job Field StructurePrerequisite






Steps


2. Click Edit.

3. Click Create to add levels.

4. Enter a description for each level.

5. Translate the description into every supported content language.

6. In the Displayed column, select the levels that you want to display to the user.

The levels must be displayed in sequence. For example, you can choose to display levels 1 to 3 and not 4, but you cannot display 1, 2, 4, but not 3.

7. Click Save.

Editing a Level in the Organization-Location-Job Field StructurePrerequisite


To edit the description of a level, the system must be in maintenance mode.

To edit which levels are displayed, the system must be in implementation mode.


Steps


2. Click Edit.

3. Make required changes.

4. Click Save.

Deleting a Level in the Organization-Location-Job Field StructurePrerequisite



If you want to delete a level in the Organization structure, you must first move elements that are attached to it to another level. You cannot delete levels if elements are linked to the level.


Steps


2. Click Edit.

3. Click Delete next to the desired level.



Element ManagementThe Element Management feature allows a system administrator to view the properties of the Organizations-Locations-Job Fields and to manage their children.

Creating an Element for the Organization-Location-Job Field StructureCreating an element allows the system administrator to create an element from scratch (that is, no pre-defined structure is provided, a manual mapping is required).

Prerequisite


The application must be in implementation mode or maintenance mode.

Entering a sequence number will overwrite the default alphabetical sequencing available in the system.

For an element to be active, all of its parents must be active. If not, the Active (Pending) status will appear in the Status column.


Steps

1. Click Element Management under Organizations, Locations or Job Fields.

2. Click Create next to Children.

3. Complete the fields.

4. Click Save.

Editing an Element in the Organization-Location-Job Field StructurePrerequisite


The application must be in implementation mode or maintenace mode.


Steps


2. Click Edit in the Actions column.

3. Make the required changes.

4. Click Save.



Moving an Element in the Organization-Location-Job Field StructurePrerequisite


The application must be in implementation mode or maintenance mode.

You can only move organizations. Locations and job fields cannot be moved.


Steps


2. In the list of Children, select the element that you want to move.

3. Click Move.

4. Specify under which organization you want to move the selected element.

5. Click Save.

Deleting an ElementPrerequisite




Steps


2. In the list of Children, select the desired element.

3. Click Delete.

If the organization, location or job field that you want to delete has elements, you must reassign the elements to another organization, location or job field. Click OK in the message box. When the selector opens, you can reassign the elements by selecting a new organization, location or job field. All the elements (templates, requisitions and candidates) associated to the organization, location or job field are now reassigned to the organization, location or job field selected above.

Adding an Element to the Location or Job Field StructurePrerequisite




Steps




2. Click Add next to Children.

3. Select the desired element.

4. Click Select.

Element DeactivationOver time, Taleo clients might need to deactivate or reactivate certain Organization-Location-Job Field elements in SmartOrg to ensure that the foundation data structure reflects changes to their business process structure.


To deactivate or reactivate Organization-Location-Job Field elements whether the zone is in Production or Maintenance mode, a user must be granted the Manage Application Mode user type permission.

Reports mention whether the status of an Organization-Location-Job Field element is Active or Inactive. In addition, if you deactivate Organization-Location-Job Field elements, they are no longer displayed in the Recruiting Center but if elements or users are part of requisitions, templates, questions, tasks, candidates, etc. and the elements or users are deactivated afterward, that information is retained for reporting purposes.

If a parent Organization, Location, or Job Field element is deactivated or reactivated, all child elements are updated to have the same state as the parent element.

If an Organization-Location-Job Field element is part of a record (e.g., requisition or candidate file) and the element is deactivated, the system continues to display the element in the record. The Organization-Location-Job Field element is not displayed, however, in Organization-Location-Job Field selectors (e.g., Location Selector) if a user creates a new record or edits an existing one. Recruiting Center users can delete a deactivated Organization-Location-Job Field element from an existing record.

Deactivation is available via Taleo Connect Client (TCC). This can be done by changing the status of the Organization-Location-Job Field element.

Deactivating an Organization, Location or Job Field ElementPrerequisite


Before you deactivate an Organization-Location-Job Field element, you should carefully review all associated objects (that is, requisitions, message templates, agencies, etc.) and assign a different Organization-Location-Job Field element to each object if necessary.


Steps


2. If the element you want to deactivate is displayed in the list of Children, click the corresponding Deactivate in the Actions list.



• If the element is at a lower level, you can drill down to the appropriate level by clicking the element description in the Description list and then click the corresponding Deactivate.

3. Click OK.

Deactivating an Organization, Location or Job Field Element While Displayed

Prerequisite


Before you deactivate an Organization-Location-Job Field element, you should carefully review all associated objects (that is, requisitions, message templates, agencies, etc.) and assign a different Organization-Location-Job Field element to each object if necessary.


Steps


2. If the element you want to deactivate is displayed in the list of Children, click the corresponding the element description in the Description list.

3. Click Deactivate next to the element description near the top of the following page.

4. Click OK.

Organization-Location-Job Field Behavior of Deactivated Elements

Context ActionOrganization-Location-Job Field

behavior if element is deactivated

Agency

Agency View Not displayed

Agency Edit Not displayed

Agency Add Not displayed

Agency - generate new posting Add Not displayed

PDF Form

Any Future Object configuration such as PDF Forms or Passport Services with Organization-Location-Job Field context

Add Not displayed

Any Future Object such as PDF Forms or Passport Services with Organization-Location-Job Field context

View Not displayed

Any Future Object such as PDF Forms or Passport Services with Organization-Location-Job Field context

Edit Not displayed

Automated Tasks for defined Organization-Location-Job Field contexts




View Displayed to support historic data integrity


Edit Displayed if current/historic data selected (to allow re-saving and viewing without affecting data integrity)


Add Not displayed

Candidate File

Candidate File View Displayed to support historic data integrity

Candidate File Edit Displayed if current/historic data selected (to allow re-saving and viewing without affecting data integrity)

Candidate File Create Not displayed

Candidate Search - New Search Organization-Location-Job Field preferences

Candidate Search - New Search Organization-Location-Job Field preferences

Other Not displayed

Candidate Search - Run Saved Search with Organization-Location-Job Field preferences

View Not displayed


Edit Not displayed


Add Not displayed

Career Sections Organization-Location-Job Field

Career Sections Organization-Location-Job Field association admin/config

View Not displayed


Edit Not displayed


Add Not displayed

Career Sections URL

Career Sections URL View Displayed

Career Sections URL Edit Displayed

Career Sections URL Add Not displayed

Correspondence

Correspondence config/admin View Not displayed





Correspondence config/admin Edit Not displayed

Correspondence config/admin Add Not displayed

Disqualification Questions

Disqualification Library config View Not displayed

Disqualification Library config Edit Not displayed

Diversity Forms config/admin Add Not displayed

LUDS

LUDS View Not displayed

LUDS Edit Displayed if current/historic data selected (to allow re-saving and viewing without affecting data integrity)

LUDS Add Not displayed

Offer Data

Offer Data View Displayed to support historic data integrity

Offer Data Edit Displayed if current/historic data selected (to allow re-saving and viewing without affecting data integrity)

Offer Data Create Displayed if current/historic data selected (to allow re-saving and viewing without affecting data integrity)

Onboarding Tasks

Onboarding tasks admin assigned to Organization-Location-Job Field

View Not displayed


Edit Not displayed


Add Not displayed

Onboarding Transaction

Onboarding transaction association to legacy Organization-Location-Job Field

Other Displayed to support historic data integrity

Onboarding transaction filtering by Organization-Location-Job Field

Filter Not displayed

Prescreening Questions

Prescreening Library config View Not displayed

Prescreening Library config Edit Not displayed

Prescreening Library config Add Not displayed

Privacy Agreements config/admin

Privacy Agreements config/admin View Not displayed

Privacy Agreements config/admin Edit Not displayed

Privacy Agreements config/admin Add Not displayed





Reports

Reporting - Running Reports Other Indicated as “inactivated” in the listing

Requisitions

Req File Data View Displayed to support historic data integrity

Req File Data Edit Displayed if current/historic data selected (to allow re-saving and viewing without affecting data integrity)

Req File Data Create Not displayed

Req Tree View in Recruiting Filter Not displayed

Requisition Filter by Manager or Recruiter

Filter Not displayed

Requisition Templates

Requisition Templates View Indicated as “inactivated” in the listing

Requisition Templates Edit Not displayed

Requisition Templates Create Not displayed

Automated Tasks

Run Automated Tasks for Defined Organization-Location-Job Field contexts

Other Displayed to support historic data integrity

SmartOrg-Organization-Location-Job Field

SmartOrg - Organization-Location-Job Field Admin

View Invalid; system doesn’t allow


Edit Not displayed


Create Not displayed

SmartOrg-User

SmartOrg - User Admin View Invalid; system doesn’t allow

SmartOrg - User Admin Edit Not displayed

SmartOrg - User Admin Create Not displayed

Sources

Source.Tracking config/admin View Not displayed

Source.Tracking config/admin Edit Not displayed

Source.Tracking config/admin Add Not displayed

User Groups

User Groups View Indicated as “inactivated” in the listing

User Groups Edit Not displayed

User Groups Add Not displayed





User Groups - access to cand/req data per segmentation rules

Other Indicated as “inactivated” in the listing

Departments

Departments View Displayed

Departments Edit Displayed

Departments Add Not displayed

Work Locations

Work Locations View Indicated as “inactivated” in the listing

Work Locations Edit Not displayed

Work Locations Add Not displayed

Taleo Performance Flex GUI - Employee

Taleo Performance Flex GUI - Employee View Displayed to support historic data integrity

Taleo Performance Flex GUI - Employee Create Not displayed

Taleo Performance Flex GUI - Employee Edit Displayed

Taleo Performance Flex GUI - Position

Taleo Performance Flex GUI - Position View Displayed to support historic data integrity

Taleo Performance Flex GUI - Position Create Not displayed

Taleo Performance Flex GUI - Position Edit Not displayed

Taleo Performance Flex GUI – Job Role (Career)

Taleo Performance Flex GUI - Job Role (Career)





Edit Not displayed

Taleo Performance Flex GUI – Business Org






Edit Not displayed




Organization-Location-Job Field Department

Department

DepartmentA department represents a division or service in the company where a future employee will work. It is the lowest level of an organizational unit.


A department represents a division or service in the company where a future employee will work. For example: a technical writer, a translator, an editor can all work within the documentation department. For departments to be available in the application, the system administrator must activate the related setting. Departments are available in:

• Taleo Recruiting Administration menu, in the department list, to edit and create departments.

• SmartOrg in the department feature, when creating a user account.

• Taleo Recruiting when creating a requisition.

Departments can be linked to organizations and locations provided the system administrator has activated the proper settings. If the settings are not activated, then departments will not be displayed to the user.

When creating a department, the system administrator can define default approvers for requisitions and offers. Specified approvers will be selected automatically when users are requesting the approval of a requisition or an offer.

Departments can be imported from a Human Resource Management System (HRMS) in Taleo Recruiting using the Taleo integration service or they can be manually created by the system administrator.

The autofill functionality is available for departments provided the system administrator has activated the proper setting. Therefore, when users select a department when creating a requisition, the department-related fields will automatically be filled.

Configuration


Name Location

Manage foundation data Configuration > [SmartOrg] Administration> User Types > Configuration > Foundation Data

Settings


Enable Department • No• Yes


Link Requisition Location to Department Location

• No• Yes




Creating a DepartmentPrerequisite

The Enable Department setting must be activated.

Configuration > [Recruiting] Administration > Department List

Steps

1. Click New...

2. Complete the fields as required. ID number must be unique. The field Name must be translated in every available languages.

3. Click Done.

Result

The department is created and displayed in the Department List page available to users when creating a requisition.

Deleting a DepartmentPrerequisite


The system must be in maintenance mode.

Configuration > [Recruiting] Administratio > Department List

Steps

1. Click on a department.

2. Click .

Result

The department is no longer available for use and is permanently removed from the database.

Link Requisition Organization to Department Organization

• No• Yes


Requisition Completion Level Require Effective Department

• Required For Saving

• Required for Sourcing

• Required for approval

• Not Required

Not Required Configuration > [Recruiting] Settings

Department Autofill Activation • No• Yes


Settings




Activating a DepartmentPrerequisite


The department must be created.


Steps


2. Specify if the department is always active or if it is active during a specific period of time.

3. Click Done.

Result

The department is available to users in Taleo Recruiting.

Deactivating a DepartmentPrerequisite


The department must have the Active status.


Steps


2. Select Inactive.

3. Click Done.

Result

The department is unavailable to users while maintaining the information in the database for reuse.

Associating a Department to an OrganizationPrerequisite

The Enable Department setting must be activated

You must create a department before you can associate it to an organization.


Steps


2. Specify to which organization the department is associated.

3. Click Done.



Result

The department is associated to the selected organization.

Next Step

Associating a department to a location.

Associating a Department to a LocationPrerequisite

The Enable Department setting must be activated

You must create a department before you can associate it to a location.


Steps


2. Specify to which location the department is associated.

3. Click Done.

Result

The department is associated to the selected location.

Next Step

Associating a department to an organization.

Dissociating a Department from an Organization Prerequisite


The department must be associated to an organization.


Steps


2. Under Organization, click .

3. Click Done.

Result

The department is no longer associated to the organization.

Next Step

Associate the department to an organization.



Disassociating a Department from a LocationPrerequisite


The department must be associated to an organization.


Steps


2. Under Location, click .

3. Click Done.

Result

The department is no longer associated to the location.

Next Step

Associating a department to a location.


Organization-Location-Job Field Position

Position

PositionA position represents a job within a company.


A position represents a job within an company. It indicates the type of work offered in the requisition. For example: an administrative assistant, a technical writer, a translator, an editor are all positions within the documentation department. Positions are mainly used by large organizations for headcount planning and management.

Positions are available in:

• Taleo Recruiting Administration menu in the position list.

• SmartOrg in the position feature, when creating a user account.

• Taleo Recruiting when creating a requisition.

Positions are imported from a Human Resource Management System (HRMS) in Taleo Recruiting via the Taleo integration service.

Positions cannot be created nor edited by a system administrator.

The autofill functionality is available for positions provided the system administrator has activated the proper setting. Therefore, when users select a position when creating a requisition the department-related fields will be automatically filled.

Viewing Information on a PositionAllows a system administrator to see information such as the position ID, position title, Organization-Location-Job Field structure associated to a position.

Prerequisite


Configuration > [Recruiting] Administration > Position List

Steps

1. In the Position List page, click on a position.

2. View the information.

3. Click Close.

BP(A|S)

User

• User Account . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-1

• User Group Management . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-10

• User Type Management . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-18

• Configuration Profile . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-28


User User Account

User Account

User AccountA user account is created for each user who has access to Taleo applications on a regular or occasional basis.


User accounts are defined by the system administrator in SmartOrg.

When creating a user account, the system administrator defines the following:

User Account StatusA user account is assigned a status.

Element Description

Personal Information • Complete name• Postal address• E-mail address• Phone and cellular numbers• etc.

Employee Information Used for Taleo Performance and Dynamic Approval Routing. Once information in this section is provided, the user's profile is updated and the person is considered an “employee.” Only employees can be users of Taleo Performance.

• Employee picture• Employee status• Employee manager• Organization, Location, Job Role• etc.

Account Information • User name• Password• External user identifier• Configuration profile• etc.

User Types User types assigned to the user account.

User Groups User groups to which the user is part of.

Coverage Areas User’s coverage area which represents the intersection of a permission domain with an organization, location and job field. The configuration is not mandatory.

General Preferences • Frequent collaborators and approvers• Default recruiter and hiring manager• Default theme• Preferred content language• etc.


User User Account


User accounts can have one of the following statuses:

Employee InformationEmployee information is specific to Taleo Performance and the Dynamic Approval Routing.


Employee information is defined in the User Accounts feature available in SmartOrg.

Employee information is specific to Taleo Performance and the Dynamic Approval Routing.

Certain fields in the Employee Information section are not mandatory. However, when fields in this section are populated, the Organization and Location fields become mandatory.

If inserting a picture of the employee, the file limit is 20 KB and the only supported format is .jpg. Note that the uploaded file is cropped from the center to obtain a square (so make sure the picture is correctly centered) and it is then resized to 48 X 48 pixels which results in about 5 KB.

An employee can have one of the following statuses:

• New: New employees currently in an Onboarding process.

• Current: Default value.

• Former Employee

If no data is entered in the Job Role and Employee Status fields, default values are assigned automatically by the system, which are Employee and New respectively.

User Account General PreferencesGeneral preferences are assigned to each user account.


A user’s general preferences are defined in the User Account feature available in SmartOrg.

The system administrator configures a user’s general preferences settings. However, most settings can be modified by the user in Taleo Recruiting (by clicking My Setup link) to fit his/her personal preferences.

Status Description

Active Only the name and description can be modified.

Inactive Only the status can be modified. The only possibility is to go back to the Active status. Inactive users cannot be selected.

Deleted The user account has been deleted.

Locked The user account has been locked. The user cannot access Taleo products.

Expired The user account has expired. The validity period of the user account has expired.


User User Account

Creating a User AccountAllows the system administrator to add a new system user to the database and to specify personal information, account information, preferences, etc. for this new user.

User Account General Preferences

Element Description

Accessibility Features Enable accessibility features in the system.

Candidate List Content By default, show only candidates that are in selection process (if relevant).

Content Language Indicates the preferred content language.

Correspondence Language Indicates the preferred correspondence language.

Country Indicates the preferred country.

Default Distance Unit Default distance unit used when creating a user.

Default Hiring Manager Default hiring manager.

Default Recruiter Default recruiter.

Default Text Size Indicates the default text size.

Default Theme Indicates the default theme.

Display Question Details in Libraries Indicates the default view (details/no details) in the libraries.

Enable eShare Email for Response Center Access Determines whether or not an eShare email will be sent.

Fax Notification Send faxable messages to the user by fax, not by email.

Frequent Collaborators Default frequent collaborators.

Identifier Content Default identifier content.

Last Update Last update date.

Offer Frequent Approvers Default offer frequent approvers.

Place of Residence Default place of residence.

Preferred Non-Electronic Media Preferred non-electronic media.

Requisition File Automatic Filling Indicates if the user will use the "automatic filling" option of the requisition file.

Requisition Frequent Approvers Default requisition frequent approvers.

Selected Item Default Color Indicates the default color of the selected items.

Sorting Key Default sorting key.

Tab displayed when accessing a candidate file from a list

Tab displayed when accessing a candidate file in navigation

Time Zone Indicates the preferred time zone.

When managing by candidate

When managing by offer

Workflow Events Notification Keep the user informed of workflow events by email.

Zip Code Used in search preferences, with the location (place of residence) and last update.


User User Account

Prerequisite

The Manage user accounts user type permission must be granted in the SmartOrg User Types feature.

In the Employee Information section, certain fields are not mandatory. However, when fields in this section are populated, the Organization and Location fields become mandatory.

In the Employee Information section, if no data is entered in the Employee Status and Job Role fields, these fields will be populated with their default values, Current and Employee.

Configuration > [SmartOrg] Administration > User Accounts

Steps

1. Click Create.

2. Specify the language in which you want to create the user account.


4. Click Next.

5. Click Finish.

Result

The user account appears in the User Accounts list.

If the Employee Information section is completed, the user's profile is updated and the person is considered an “employee.” Employees are used in Taleo Performance abd the Dynamic Approval Routing.

Editing a User AccountPrerequisite



Steps

1. Click on a user account.

2. Click Edit next to the section you want to modify.

3. Make the required changes.

4. Click Save.

Activating a User AccountPrerequisite



Steps


User User Account


2. Click Activate in Account Information.

3. Click Yes.

Deactivating a User AccountAllows a system administrator to delete a user account from the system if, for example, the user is no longer working for the organization.

Prerequisite


You need to transfer the user’s work items to another user.


Steps


2. Click Deactivate in Account Information.

3. Click Yes.

Deleting a User AccountPrerequisite


For the deletion to be possible, the user must not own any requisitions, templates, folders; no actions must be assigned to the user; the user must not report to a manager.

Any pending tasks and owned objects must first be transferred to another user.


Steps

1. Locate the user in the User Accounts list.

2. Click Delete in the Actions column.

3. Click Yes.

Result

Once deleted, the user account status is set to Deleted and the user account is deactivated.

Generating a PasswordAllows a system administrator to generate a password for a user if, for example, the user does not have his/her username handy or does not have an email address to receive a temporary access code.


User User Account

Prerequisite



Steps


2. Click Generate Password in Account Information.

3. Specify if you want to send the password in an e-mail.

4. Click Yes.

Result

The user will be forced to change his/her password at next login.

Delegating Work ItemsAllows the system administrator to delegate work items to an alternate user during a certain period of time, for example, while the owner of the work items is on vacation or on sick leave.

Prerequisite


For a user to be valid for delegation, the following rules must be applied:

• The new owner must be different from the current owner.

• It is always possible for a Recruiting Center user to be the new owner.


Steps


2. Click Delegate in Account Information.

3. Select a user.

4. Select From and To dates.

5. Click Save.

Transferring Work ItemsAllows the system administrator to reassign a user’s work items (requisitions, templates, folders) to another user before permanently deleting the user from the system.

Prerequisite


If the work items transferred belong to an employee, the designated user must also be an employee.

The owner of the work items transferred must have the same user type as the designated user.


User User Account


Steps


2. Click Transfer in Account Information.

3. Select a user.

4. Click Save.

Result

Work items have been transferred permanently. Note that correspondence messages are not included in the items being transferred.

Next Step

Delete the user account.

Locking a User AccountAllows a system administrator to lock a user account if, for example, the user was fired.

Prerequisite



Steps


2. Click Lock in Account Information.

3. Click Yes.

Next Step

Deactivate the user account.

Transfer the user’s work items.

Unlocking a User AccountAllows a system administrator to unlock a user account if, for example, a user enters an incorrect password too many times and the system locks the account.

Prerequisite



Steps



User User Account

2. Click Unlock in Account Information.

3. Click Yes.

Assigning a User Type to a User AccountPrerequisite



Steps


2. Click Edit next to User Types.

3. Click Add next to User Types.

4. Select one or several user types.

5. Click Select.

Result

The user types appear in the User Types list.

Removing a User Type Assigned to a User AccountPrerequisite



Steps



3. Click Remove next to the user type.

Result

The user type is no longer displayed.

Next Step

Assign a user type to the user account.

Associating a Configuration Profile to a User AccountPrerequisite



User User Account

Each user account is assigned one configuration profile. If no configuration profile is used, the default value of each setting is used.

Changes made to a configuration profile are applied the next time a user linked to this configuration profile logs in.


Steps


2. Click Edit next to Account Information.

3. Choose a configuration profile.

4. Click Save.

Assigning a Coverage AreaAllows the system administrator to define a coverage area for a user account by selecting functional domains and specifying an Organization-Location-Job Field structure.

Prerequisite

The Manage user accounts permission must be granted in the SmartOrt User Types feature.


Steps

1. In the User Account page, click on a user account.

2. Click Create next to Personal Coverage Areas.

3. Click Add next to Functional Domains.

4. Select the desired functional domains then click Select.

5. Click Save.

6. If desired, specify organizations, locations and/or job fields for the coverage area.

If no Organization-Location-Job Field structure is specified, then the coverage area will apply to all organizations, locations and job fields .


User User Group Management

User Group Management

User GroupA user group is a group of people who need to have access to the same information.


A user group is a group of people needing to have access to the same information (for example, a group of people who work on the same requisitions). The creation of a few groups typically simplifies the work of an organization’s users because each group has access only to the information that its members need.

User groups are used in Taleo Recruiting, Taleo Performance and Taleo Reporting and Analytics.

User groups are created and defined by the system administrator in SmartOrg if he/she was granted the Manage groups user type permission.

One group, called the Main Group is created for all users within an organization. The Main Group’s Organization- Location-Job Field structure cannot be modified.

The creation of a user group by the system administrator involves:

• Defining a name for the group.

• Selecting users belonging to the group.

• Defining the coverage areas of the group to specify the product areas to which the group will have access, that is selecting domains and sub-domains and linking them to organizations, locations and job fields.

For Reporting, group creation also involves:

• Creating a folder in Business Objects.

• Selecting groups that have the reporting domain tied to it to define who gets access to the reports within that folder.

The product domains when defining a coverage area are:

Special rules regarding user groups:

• Users should be removed from the Main Group after being added to a specific group.

• To gain access to elements associated to a particular group, the user must belong to that group.

• It is only possible to delete a group if all its members belong to at least one other group.

• It is not possible to delete a group if a user is associated to this group.

• It is not possible to delete a group if elements (such as requisitions) remain associated to the group.

Recruiting Performance Reporting and Analytics

Requisitions Succession Plans Reporting and Analytics

Search



• If a user is removed from a group and the user owns one or more element (such as requisitions) associated with this group, the elements will appear in red in the system (for example, in the requisition list) to indicate that there is a conflict.

Benefits

• Along with user type permissions, groups facilitate the control of the information that is available to users, and shared by users.

• The use of groups allows for a greater control over the volume and content of information that users have access to.

• Groups are particularly useful in large organizations.

• Group properties specify to what Organization, Location, and Job Field information the members of a specific group will have access.

• User’s work is simplified by creating a few groups, and by giving each group access only to the material that its members need.

User Group ManagementUser groups are used in Taleo Recruiting, Taleo Performance and Taleo Reporting and Analytics.


• Taleo Recruiting Center

• Search and requisition are independent domains that can be individually applied to a user group.

• It is to possible to create a user and to not link the user to a user group. In Taleo Recruiting Center, it is recommended that users belong to at least one user group if they are a recruiting user who creates, approves or otherwise manages requisitions. If a user is authorized to search, the user will be able to view candidates of all Organization-Location-Job Field structures unless a user group using the recruiting search domain.

• If users do not belong to a group linked to the Requisition domain, and they are a Recruiting user, the user will only see requisitions they own or collaborate on or without restriction (All) if so authorized. The user will not see information in or by group, even if their user type permission state otherwise – since there are no groups linked to the user to view. In addition, the user will not see information in or by group, even if their user type permission state otherwise – since there are no groups linked to the user to view.

• If the group transparency feature is being used, no group is required. With this feature, the system will pick the closest group behind the scenes and apply it based on an Organization-Location-Job Field structure match. The configuration profile setting for group transparency is called Enable Group Transparency.

• Taleo Performance

• Users will only see the data of the domain that belongs to their group, provided they have the proper user type permission.



• It is possible to create a user and not link the user to a group for a given domain. For all sub-domains (except for the Employee Succession Search) users will not be able to see information in or by group, even if their user type permission state otherwise – since there are no groups linked to the user to view. If a user is authorized to search (sub-domain Employee Succession Search), the user will be able to view employees of all Organization-Location-Job Field structures.

• Taleo Reporting and Analytics

• The reporting administrator creates documents within the reporting and analytics environment. These include Web Intelligence Documents, Analytics, Advanced Analytics, Single Dashboards, Tiered Dashboards, Hyperlinks, Desktop Intelligence Documents and imported files (PDF, XLS, DOC, TXT, etc…)

• Each reporting document is filed into a “folder.”• Each reporting folder can be linked to one or more reporting groups containing the

reporting domain.• Users can belong to one or more groups that have the reporting domain associated,

Reporting Administrator ties these groups to reporting folders where reporting and analytic documents are filed.

• Users only have access to the documents included in the folders to which their group(s) are linked. With the exception of reporting administrators, if a user has no groups linked to a reporting domain, he/she will not be able to see any reports.

• When generating a report data presented is still derived by user’s access in that application (Recruiting Center or Performance)

Benefits

• The existing user group structure can be leveraged for more products, reducing administration for customers.

• Flexible distribution of Reporting and Analytics documents.

• Better data access management in Taleo Performance.

• More flexible group definition in Taleo Recruiting.

Creating a User GroupPrerequisite

The Manage groups user type permission must be granted in the SmartOrg User Types feature.

Configuration > [SmartOrg] Administration > User Groups

Steps

1. Click Create.

2. Complete the New Group page.

3. If your organization activated more than one language, enter values for each of the other languages, being sure to click Refresh after you select a new language and before you enter the values for that language.

4. Click Save.



Result

The system displays the user group. If you display the list of user groups, the new user group appears there.

Next Step

Adding users to the user group.

Defining coverage areas for the user group.

Adding a User to a User GroupPrerequisite


You must create a user group before you can add users to it.


Steps

1. Click on a user group.

2. Click Add next to Users.

3. Click the check box next to each user you want to add to the user group.

4. Click Select.

Result

The user is displayed in the Users list.

Removing a User from a User GroupPrerequisite



Steps


2. Click Show next to Users.

3. In the Actions column, click Remove next to the user you want to remove.

Result

The user is no longer displayed in the Users list. The History section is not updated automatically but if you move to a different page and then display the user group definition page anew, the action you performed is displayed in the History section.

If you remove a user from a group and the user owns one or more requisitions associated with this group, the requisitions will appear in red in the Requisitions list to indicate that there is a conflict. To revert the situation, re-enter the owner of the requisitions in the group, reassign each requisition owned by this user to a new user who belongs to the same group, reassign each requisition owned by this user to a group to which the owner used to belong.



Deleting a User GroupPrerequisite


It is not possible to delete a group if requisitions or templates remain associated to the group.

Configuration > (SmartOrg) Administration > User Groups

Steps

1. In the User Groups list, locate the user group you want to delete.


3. Click Yes.

Result

The user group is removed from the User Groups list.

Coverage AreaCoverage Area is an alternative way to define which requisitions a user can view and manage. This option may be useful for customers where managing groups is not feasible because the level of granularity required for user access definitions creates too much group administration overhead.


Coverage Area is an attribute section in the SmartOrg User Accounts feature. System administrators can use this area as an additional or alternative way to define which requisitions a user can access and/or which candidates a user can search and retrieve. Note that the existing ways of granting permissions by assigning individual owners and contributors to requisitions and by assigning users to groups, continue to work as before.

A user's account can be associated to one or several coverage areas. Each coverage area represents the intersection of a permission domain (either Requisitions or Search) with an organization, location and job field. For example, a user's account Coverage Area for requisitions may be as follows: Locations: San Francisco and San Diego; Organization: Engineering.

Once the system administrator has assigned a coverage areas to users, it is possible to define in the user type permissions of a user will be restricted to only seeing information within that coverage area. This is done by switching the requisition access option to use the coverage area feature by selecting the Only if the user is an owner of the requisition, a collaborator or if the requisitions are associated to this user’s coverage area option. This option is available for all of the permissions available under Recruiting > Requisitions > General, and Recruiting > Requisitions > Templates.

For maximum control of user data access, this feature can be used in combination with the Configuration Profile settings by selecting the My coverage area value in the Show Information For Filter Default setting and by hiding this filter from the user via the Show information for Filter Visibility setting. This would limit users from seeing every requisitions outside of their coverage area.



Benefits

• Coverage Area lets customers easily allow users to see all requisitions within their area of responsibility without having to be assigned as an owner or collaborator, without having to create and maintain a group for one or a small number of users, without having to make many changes when a user’s area of responsibility changes.

• Coverage Area works well in networks of stores or restaurants, where a small number of users at each location or department need permission for all of their requisitions.

• Coverage Area Coverage Area works well in environments with frequent manager moves. Even if done manually, changing the coverage area in one place may be much easier than changing owners/collaborators on multiple requisitions or modifying groups.

• This feature provides a more granular method of information segmentation that supports hourly deployments and their needs for across store collaboration for hiring activities.

• This feature saves time in managing permissions for environments with many locations or organizations having only one or a small number of managers for each (for example, decentralized environments such as retail and hospitality).

• Integration to external systems of record which maintain such assignments can be simplified.

Adding a Coverage Area to a User GroupAllows the system administrator to limit the information available to a user group by specifying core products and Organizations, Locations and Job Fields.

Prerequisite


You must create a user group before you can add coverage areas to it.


Steps


2. Click Create next to Coverage Areas.

3. Click Add next to Functional Domains.

4. On the Functional Domain Selector page, click the check box next to each domain and subdomain you want to make available to the user group.

5. Click Select.

6. Click Save.

Result

The domains you added are displayed in the Functional Domains section of the Coverage Area page. No Organizations, Locations or Job Fields are associated with the coverage area.

Next Step

Add organizations, locations and job fields to the coverage area.



Removing a Coverage Area from a User GroupAllows a system administrator to reduce the kinds of information currently available to the user group.

Prerequisite



Steps


2. Click Show next to Coverage Areas.

3. In the Actions column, click Remove next to the coverage area you want to remove.

4. Click Yes.

Result

The coverage area is no longer displayed in the Coverage Areas list. The History section is not updated automatically but if you move to a different page and then display the user group definition page anew, the action you performed is displayed in the History section.

Adding Organizations, Locations and Job Fields to a Coverage AreaAllows the system administrator to further define which information will be available to members of the user group according to organizations, locations and job fields.

Prerequisite


You must add functional domains to a coverage area before you can add Organization, Location and Job Field values.


Steps

1. On a Coverage Area page, click Add next to the type of item you want to add: Organizations, Locations or Job Fields.

2. After the system displays the corresponding selector page, click the check box next to each item you want to add to the coverage area.

3. Click Select.

4. You can repeat the previous steps if you added Organization elements, for example, and you also want to add Location and Job Field elements.

Result

The Organization, Location and Job Field elements you added are displayed in the corresponding sections of the Coverage Area page.



Removing Organizations, Locations and Job Fields from a Coverage Area

Prerequisite



Steps


2. Click Show next to Coverage Areas.

3. Click on a coverage area.

4. On the Coverage Area page, click Remove next to the item you want to remove.

Result

The Organization, Location or Job Field element you removed is not longer displayed in the corresponding section of the Coverage Area page.

Reducing the Scope of a Coverage AreaYou can remove functional domains, Organizations, Locations and Job Fields if you want to reduce the scope of a coverage area.

Prerequisite

Configuration > (SmartOrg) Administration > User Groups > [click a user group name] > (Coverage Area) Show

Steps

1. In the Coverage Areas section, click the name of the coverage area you want to modify.

2. You can perform any of the following steps.

• To remove a functional domain, Organization, Location or Job Field, click the corresponding Remove in the Actions column.

• To remove all Organizations, all Locations or all Job Fields, click Remove All next to the corresponding item.

Result

The items you removed are no longer displayed the Coverage Areas page. The actions you performed are displayed in the History section of the user group definition page.


User User Type Management

User Type Management

User TypeA user type is a set of permissions from various domains, used by various products to control what users associated to a user type can do.


User types are centrally managed in SmartOrg for all products.

The system provides standard user types predefined by Taleo. The system administrator can also create new user types.

A user can be assigned more than one user type. Users navigate in multiple applications according to permissions specified by their user type. If possible, use a single user type which combines all of the permissions necessary.

When creating a user type, the system administrator can provide a description to clarify the intent of each user type, which will be displayed in the user type selector and listed under the user account definition page.

A user account can be associated to several user types. For example, the recruiter and administrator for recruiting, and manager for performance.

A user type can cumulate permissions for multiple functional domains and therefore have access to many products. A domain can be used in more that one product. The same domains are used for groups or coverage areas.

As a best practice, it is recommended to leave untouched the Taleo default user types. It is better to duplicate a default user type and to make desired changes.

User Type PermissionA user type permission grants users access to a specific context in the application.


Permissions are organized by functional domains (core products):

• Recruiting

• Integration

• Configuration

• Performance

• Reporting and Analytics

Functional domains are then separated into sub-domains. Depending on the amount of permissions in a sub-domain, permissions can be grouped into sections. When permissions are grouped into sections, the system administrator can select the desired section in a drop-down list and quickly see the permissions grouped in that section.



Functional domains are highlighted when permissions have been granted. Also, the Expand All button allows the system administrator to see at a glance all domains, sub-domains and permissions granted to a user type.

Each user account is assigned at least one user type for which a series of permissions are granted.

A user type can cumulate permissions for multiple functional domains and therefore have access to many products. A domain can be used in more than one product. The same domains are used for groups or coverage area.

If the system administrator modifies the permissions associated with a user type, the changes affect all users who have been assigned the user type.

For a list of all user type permissions, refer to Taleo 10 - User Type Permissions document.

Creating a User TypePrerequisite

The Manage user types user type permission must be granted in the SmartOrg User Types feature.

Configuration > [SmartOrg] Administration > User Types

Steps

1. Click Create.

2. Complete the New User Type page.

3. Click Save.

Result

The system displays the new user type definition page.

Next Step

Grant user type permissions.

Activating a User TypeAllows a system administrator to make a user type available.

Example of how permissions are organized in a functional domain

Functional Domain Recruiting

Sub-Domain Requisitions

Section Requisition Types

Permission name Allow access to professional requisitions

Permission name Allow access to hourly requisitions

Permission name Allow access to campus requisitions

Permission name Allow access to contingent requisitions

Permission name Allow access to executive requisitions



Prerequisite


The user type must have the Draft status.


Steps

1. Click on a user type.

2. Click Edit next to Properties.

3. Select Active in the Status field.

4. Click Save.

Result

The status Active appears in the User Types list.

Deactivating a User TypePrerequisite


The user type must have the Active status.


Steps



3. Select Draft in the Status field.

4. Click Save.

Result

The status Draft appears in the User Types list.

Duplicating a User TypeAllows a system administrator to quickly create a user type that is similar to an existing user type.

Prerequisite



Steps

1. Locate the user type you want to duplicate.

2. Click Duplicate next to the user type.



3. If your organization activated more than one language, enter values for each of the other languages, being sure to click Refresh after you select a new language and before you enter the values for that language.

4. Click Save.

Result

On the user type definition page, your actions are displayed in the History section. On the User Types page, the new user type is displayed and its status is Active.

Editing a User Type PropertiesAllows the system administrator to modify the code, name, description and status of a user type.

Prerequisite



Steps



3. Enter your changes on the User Type Editor page.

4. Click Save.

Dissociating All Users from a User TypeAllows the system administrator to dissociate all users from a user type before deleting a user type.

Prerequisite



Steps

1. In the Refine by field, select User Type.

2. In the adjacent field, enter a word or part of a word found in the name of the user type you want to delete.

3. Click Refresh.

4. Click a name displayed in the User Accounts list.


6. Locate the user type you want to remove and click Remove in the Actions list.

7. Click Save.

8. Repeat steps 4 to 7 for each user who has the user type you want to delete.

Result

The user type is no longer displayed in the User Types list.



Deleting a User TypePrerequisite


You can delete a user type provided no users are associated with the user type.


Steps

1. Locate the user type you want to delete.


Result

The user type is no longer displayed in the User Types list.

Granting a User Type PermissionAllows a system administrator to grant access to different parts of the application, products or services.

Prerequisite


Configuration > [SmartOrg] Administration > User Types > User Type

Steps


2. Click on a functional domain.

3. Click Edit next to the sub-domain.

4. Select the permissions you want to grant.

5. Click Save.

Result

All users assigned with this user type now have the selected permissions.

Revoking a User Type PermissionPrerequisite



Steps

1. Select a user type.

2. Click the functional domain (and in some cases the sub-domain) containing the permission.

3. Click Edit next to the section containing the permission you want to revoke.



4. Clear the check box next to the permission you want to revoke.

5. Click Save.

Result

On the user type definition page, your actions are displayed in the History section. The users who have the user type will no longer have the permissions you revoked.

User Types Provided by Taleo

Taleo Recruiting

Role Description

Assistant (1, 2) Assistants help out hiring managers and recruiters in their daily work. They are co-owners of the requisition and can carry out requisition related activities to help out the recruiter or hiring manager.

Collaborator (1, 2) Collaborators can help out or take responsibility for certain parts of the hiring process.The collaborator role was created to provide special access to a number of users throughout the requisition’s life cycle. The recruiter, the hiring manager and the assistants, if any, are still the principal actors throughout the requisition’s life cycle. Collaborators will help out or take responsibility for certain parts of the process.There is no limit to the number of collaborators, and collaborators do not have to be part of the user group.

Data Entry Clerk The Data Entry Clerk is responsible for capturing hard copy resumes. This position requires high-volume processing skills. The person is required to capture resume information supplied in the form of paper resumes, faxes, and enter it in the system. The data entry clerk normally has a limited access to the application.

Guest The Guest is a user who is granted a special access to the application for a limited period of time. Guest permissions are comparable to Recruiter 2 permissions, but with restricted access to the application.

Hiring Manager (1, 2, 3, 4, 5) The Hiring Manager is usually the department manager of the business unit where a new job or position is open.The Hiring Manager:

• Determines the education level, the experience, and skills that the position requires.• Prepares and reviews the requisition.• Prepares and reviews the prescreening questionnaire.• Participates in the candidate selection process.

Because the hiring manager is not a member of the HR Department, he or she usually has limited access to the Recruiting Center.In some companies, the candidate’s personal information is kept from hiring managers for two possible reasons:

• The HR Department may not want hiring managers to contact candidates directly.• The organization may want to avoid the possibility that a hiring manager might

choose or reject a candidate in a discriminatory fashion.



Taleo Performance

HR Director The Human Resources Director is the head of the Human Resources department in the organization. The HR Director:

• Oversees overall HR operations (budgets, department efficiency, costs, etc.)• Ensures the smooth and efficient operation of the HR Department and is

responsible for improvements in the recruiting and staffing process.• Is involved in high-level approvals but does not usually deal with specific

requisitions or candidates.

Integration Manager The Integration Manager can access the integration console and manage Screening Services, and configure the Integration Console.

Recruiter (1, 2 and 3) The Recruiter is responsible for the requisition from its creation until a candidate is successfully hired.The Recruiter:

• Hires candidates and is responsible for any follow-up action until the end of the probationary period.

• Has access to confidential candidate information, and to salary and budget information relative to requisitions.

• Prepares and extends job offers to selected candidates.

Supervisor The Supervisor is responsible for a group (or several groups) of people within the HR Department and has an overall view and understanding of the activities within the group.The Supervisor:

• Has access to sensitive, budget oriented information.• May be responsible for a specific territory or division.• May be responsible for specific types of hires or for hires related to a specific

project.

System Administrator The System Administrator is the only user type who can have access, by default, to Configuration. Ideally, the system administrator is a member of the HR Department because he or she has access to sensitive employee information. The system administrator must also have an in-depth knowledge of the workings of the HR Department, and a thorough understanding of the application.The System Administrator:

• Configures, manages, and ensures the proper operation of the application.

System Integration The System Integration Manager controls and manages actions that will be executed by the Integration Toolkit. The System Integration Manager can configure permissions and security settings related to the Integration Tool and will be able to modify department and user information imported from HRMS.

Unrestricted User The Unrestricted User has extensive permissions similar to those granted to system administrators.

User Manager FOR WHAT IS THIS USER USED? ANYTHING SPECIAL ABOUT THIS USER TYPE?

Role Description

Business Goal Administrator All administrative tasks related to business goals.

Employee All employee tasks related to performance management, goal management, career management and succession planning, as per defined by the organization.

HR Administrator - All Career Plans All administrative tasks related to career management.

Role Description



HR Administrator - All Employee Metrics Grants the user access and edit rights to the private employee metrics (Risk of Loss, Potential and Promotability Readiness) shown in the Talent Profile screen, in the Succession Matrix and also on the back side of the performance cards for all employees.

HR Administrator - All Goal Plans All administrative tasks related to goal management.

HR Administrator - All Historical Reviews Grants the user access to the last review rating on the back side of the performance cards for all employees.

HR Administrator - All Reviews All administrative tasks related to performance management.

HR Administrator - All Succession Plans All administrative tasks related to succession planning.

HR Administrator - Global All administrative tasks related to performance management, goal management, career management, succession planning and team management.

HR Administrator - Specific Employee Metrics Grants the user access and edit rights to the private employee metrics (Risk of Loss, Potential and Promotability Readiness) shown in the Talent Profile screen, in the Succession Matrix and also on the back side of the performance cards only for employees corresponding to a specific context.

HR Administrator - Specific Goal Plans All administrative tasks related to goal management for a specific group of employees, as per the related OLF.

HR Administrator - Specific Historical Reviews Grants the user access to the last review rating on the back side of the performance cards only for employees corresponding to a specific context.

HR Administrator - Specific Reviews All administrative tasks related to performance management for a specific group of employees, as per the related OLF.

HR Administrator - Specific Succession Plans All administrative tasks related to succession planning for a specific group of employees, as per the related OLF.

HR Administrator - Team Management All team management tasks.

HR Administrator - Team Management Specific All team management tasks for a specific group of employees, as per the related OLF.

Manager - Career Plans All management tasks related to career management, including team management.

Manager - Global All management tasks related to performance management, goal management, career management and succession planning, including team management.

Manager - Goal Plans All management tasks related to goal management, including team management.

Manager - Reviews All management tasks related to performance management, including team management.

Manager - Succession Plans All management tasks related to succession planning, including team management.

System Administrator All configuration tasks.

System Integrator All integration tasks.

Role Description



Reporting and Analytics

Career Section

Onboarding

Shared User Types

Role Description

Analytics User Runs standard reports or advanced analytics, which help users find trends in their hiring practices.Runs audit reports, that is reports that allow users to find any outstanding items that require their attention and to identify bottlenecks in the hiring process.

Dashboard User Views analytics dashboards which allow users to view a snapshot that depicts the efficiency of their company's hiring practices.Drills down to break out different attributes and trends within the data.

Role Description

Career Section Administrator Has access to the Career Section Administration module to manage career sections.

Role Description

External User Eshare user who uses the Response Center to complete tasks assigned to him/her. The External User does not have access to Onboarding.

HR Administrator Manages administrative entities (email template, documents, process definition, task definition, user-defined form).Can access the New Hire Portal.

HR Director Views all onboarding processes.Cannot manage administrative entities.

Onboarding Supervisor 1, 2 Uses Onboarding.Monitors his/her onboarding processes.Performs tasks assigned to him/her.

System Administrator Manages system configuration.

User Manager Manages roles and permissions.

Role Description

My Account All Provides access to all user account information.Delegates tasks and requisitions.Edits user account.Modifies user information imported from HRMS.

My Account Delegate Delegates tasks and requisitions.

My Account Edit Edits fields available in the account except fields related to HRMS.Does not grant permission to delegate.



SmartOrg

My Account Edit and Delegate Edits fields available in the account except fields related to HRMS.Delegates tasks and requisitions.

My Account HRMS edit Edits fields available in the user account, including HRMS fields.Does not grant permission to delegate.

Role Description

Account Manager Unlocks user accounts.Resets (generates) user password.Activates and deactivates user accounts.

Foundation Data Manager Manages Organization, Location and Job Field elements and structure.

Security Manager Manages password, forgot password, account and registration policies.

User Manager Manages users and groups.

User Manager (HRMS) Has all user management privileges, including managing user fields related to HRMS.

User Type Manager Manages user types.

Role Description


User Configuration Profile

Configuration Profile

Configuration ProfileA configuration profile is defined by a set of settings which control how the application behaves for a specific set of users.


It is through the configuration profile that different product behaviors can be achieved such as a streamlined manager product experience vs. a more robust recruiter product experience. Users may have the same set of permissions which grant access to specific features, but how a user is presented access to the features is then further controlled by the configuration profile designation.

In addition to user types, which control permission access to specific features, users have a configuration profile associated with their user account. A configuration profile is assigned to each user of the application via his/her user account in SmartOrg. Therefore, depending on the user signing into the application, elements displayed to the user will vary depending on the configuration profile associated to the user.

The configuration profile feature is available in SmartOrg and accessible trough the central configuration menu. A user type permission grants users access to this feature.

Three default configuration profiles are provided:

• Recruiter

• Hiring Manager

• Hourly Manager

The system administrator can edit the settings for these default configuration profiles and can also create new configuration profiles. Changes made to a configuration profile are applied the next time a user linked to this configuration profile logs in.

By default, when a new user is created, no configuration profile is selected. If no configuration profile is used, the default value of each setting is used.

For a list of all the settings available in the Configuration Profiles feature as well as their description, values and default values, refer to the excel file entitled TEE Settings_External_Taleo 10.xls.

Benefits

• The Configuration Profile feature provides a way to configure the application to better fit the user experience.

Configuration


Name Location

Manage configuration profile Configuration > [SmartOrg] Administration > User Types > Configuration > User Management



Creating a Configuration ProfilePrerequisite


Steps

1. Click Create.

2. Complete the required fields.

3. Click Save.

Result

The configuration profile appears in the Configuration Profile list.

Next Step

Configure configuration profile settings.

Activating a Configuration ProfilePrerequisite

A configuration profile must have the Draft or Deactivated status.


Steps


2. Click Activate.

Next Step

Associate a configuration profile to a user account.

Deactivating a Configuration ProfilePrerequisite

A configuration profile must be activated.


Steps


2. Click Deactivate.

Deleting a Configuration ProfilePrerequisite

A configuration profile must have the Draft or Inactive status.




Steps

1. Click Delete next to the configuration profile.

2. Click Yes.

BP(A|S)

Field and Selection

• Field . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6-1

• Selection . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6-12

• Field Layout . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6-17

• File . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6-20

• Form . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6-31

• File Setup . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6-39


Field and Selection Field

Field

FieldA field is used to collect and display information.


System administrators can configure fields in the system via the Fields section of the Taleo Recruiting Administration module.

Fields are divided into four categories based on where they are used in the application. These categories are:

• Candidate

• Department

• Offer

• Requisition

The system provides standard fields predefined by Taleo and that can be made available in Taleo Recruiting, career sections, candidate search feature and History tab. The properties of a field such as where the field is used, if content is required for the field and confidentiality level can be modified by the system administrator. The field label may also be modified. Contact Taleo Consulting Services for further information.

Custom fields can be created to collect information according to specific organization requirements. Custom fields can also be made available in Taleo Recruiting Center, career sections, candidate search feature, History tab but also in reports using the Taleo reporting solution. The maximum number of custom fields that can be created is by default 50 but additional fields can be made available if purchased. The following types of custom fields can be created:

• Text

• Multilingual text

• Number

• Date

• Selection

When configuring a field, the system administrator specifies if the content for a field is required to save, approve or source. If this is the case, users must enter information in the field in order to proceed. If content is not required, users do not have to enter information in the field. If a field in a file is mandatory and the user is not authorized to edit the field because of the security level of the field, an error message will be displayed and the user will not be allowed to complete the transaction.

Also, the system administrator must specify:

• the field security level

• the field Organization-Location-Job Field contextualization

• the field staffing type exception



Benefits

• The capacity to make fields available according to locations, organizations and job fields as well as staffing types provides an experience tailored to the actual situation of users, removing unwanted information in the pages.

• Empty fields are not displayed in view mode, providing an easier to read file with pertinent information only.

• Users see fields they are allowed to see; fields are displayed based on security level and Organization-Location-Job Field structure.

Configuration

Field Security LevelA security level is associated to each field to restrict access or viewing of a field.


Each field is associated to a security level:

• General: Most basic security level; most fields have this level by default.

• Restricted: Security level used to restrict specific users from either viewing or editing the information.

• Confidential: This is a confidentiality level beyond the Restricted security level that can be used to restrict users from viewing and/or editing the information, especially sensitive information.

When configuring fields, the system administrator specifies the security level of a field.

The security level of a field is associated to the security level of the following user type permissions:

• Security level for requisitions (in view mode)

• Security level for requisitions (in edit mode)

• Security level for internal candidates (in view mode)

• Security level for internal candidates (in edit mode)

• Security level for external candidates (in view mode)


Name Location

Access Administration Configuration > [SmartOrg] Administration> User Types > Recruiting > Administration

Settings


Enable Field Classification • No• Yes




• Security level for external candidates (in edit mode)

• Security level for offers (in view mode)

• Security level for offers (in edit mode)

When defining a user type, the system administrator needs to decide which security level will be granted for these specific permissions. Each user type has one of the above security levels associated to it to define if the user type has a general, restricted or confidential access to information.

The security level of a field can be modified at any time, thus impacting the user types associated to that security level.

At a high level, the user type permissions work as follows:

• Users having the “general” permission access will only see/edit fields set at the “general” security levels.

• Users having the “restricted” permission access will see/edit fields set at the “general” and “restricted” security levels.

• Users having the “confidential” permission access will see/edit fields set at all security levels, that is “general”, “restricted” and “confidential”.

For example, a hiring manager might have a view and edit access to general requisition fields, a view only access to restricted requisition fields and no access at all to confidential requisition fields, while having a view only access to general offer fields.

More specifically the behaviors of these permissions are:

• Restricted/Confidential Fields in View mode in the File:

• If a field is at a higher security level than the user has access to view, the field will not be displayed to the user.

• Restricted/Confidential Fields in Edit mode in the File:

• If a field is at a higher security level than the user has access to edit, but the field security level gives them access to view it, then the field will be in read only mode in the edit. If a field is at a higher security level than the user has access to edit or view, then the field will not be displayed to the user.

• Restricted/Confidential Fields on the List:

• If a field is at a higher security level than the user has access to view for both external AND internal candidates, then the column will not display. If a field is at a higher security level than the user has access to view for either external OR internal, but not both, then the column will display and the field will show the word Confidential for those candidates that the user is restricted from seeing the content, whether the field has data or not. As well, grouping by this field on the list will not be possible in this scenario.

• Restricted/Confidential Fields in the Advanced/Quick Filters of a list:

• If a field is at a higher security level than the user has access to view for both external AND internal candidates, then the column will not be available in the Advanced or Quick Filters. If a field is at a higher security level than the user has access to view for either external OR internal, but not both, then the column will be available in the Advanced or Quick Filters. If the user filters using this field, then the system will filter as specified for the candidate type that they can view, but will not filter the candidate type that they are restricted from seeing the content and therefore will return all candidates for that type.

• Restricted/Confidential Fields in the Search (Quick/Advanced/Duplicate Check):



• If a field is at a higher security level than the user has access to view for both external AND internal candidates, then the field will not be available in the Search.

• If a field is at a higher security level than the user has access to view for either external OR internal, but not both, then the field will be available in the Search. If the user searches using this field, then the system will search as specified for the candidate type that they can see, but will not search the candidate type that they are restricted from seeing the content.

• Restricted/Confidential Fields in message templates (Correspondence):

• If a field is at a higher security level than the user has access to view, then the user will not be able to send a message template that contains the restricted or confidential token.

Configuration

Field Contextualization Field contextualization resides in specifying the Organization-Location-Job Field structure for a field.


Fields can be contextualized to define when fields are to be available for specific Organizations, Locations or Job Fields.

For each field, with the exception of fields set as mandatory by the system, the system administrator can choose to define that a field is only available for a specific Organization, Location or Job Field. This means that outside of the defined structure, the field will not be visible. Therefore, when creating a requisition, certain fields may or may not appear in the requisition if the fields have been tied to a specific Organization-Location-job Field structure.


Name Location

Security level for requisitions (in view mode) Configuration > [SmartOrg] Administration> User Types > Recruiting > Requisitions > General

Security level for requisitions (in edit mode) Configuration > [SmartOrg] Administration> User Types > Recruiting > Requisitions > General

Security level for internal candidates (in view mode) Configuration > [SmartOrg] Administration> User Types > Recruiting > Candidates > General

Security level for external candidates (in view mode) Configuration > [SmartOrg] Administration> User Types > Recruiting > Candidates > General

Security level for internal candidates (in edit mode) Configuration > [SmartOrg] Administration> User Types > Recruiting > Candidates > General

Security level for external candidates (in edit mode) Configuration > [SmartOrg] Administration> User Types > Recruiting > Candidates > General

Security level for offers (in view mode) Configuration > [SmartOrg] Administration> User Types > Recruiting > Offers > General

Security level for offers (in edit mode) Configuration > [SmartOrg] Administration> User Types > Recruiting > Offers > General



For example, if a field is associated to the location United States, the field will only be available if the location of the requisition resides in the United States.

Fields set as mandatory will only be mandatory in contexts where the field appears.

For offer and candidate fields on a candidate submission, this Organization-Location-Job Field structure dependency is based on the structure of the requisition.

There are few fields which cannot be contextualized or marked with various security level, because they are mandatory to support the requisitions or candidates in the system:

• Creation date

• Last modified date

• Requisition number

Field Staffing Type ExceptionThe system administrator can decide to associate a field to a given Organization-Location-Job Field structure for different staffing types.


Once an Organization-Location-Job Field structure is associated to a field, the system administrator can decide to use a different structure for different staffing types. In essence, this allows the system administrator to define the Organization-Location-Job Field structure specifically for staffing types where specific contextualization is required.

An exception regarding the staffing type (Professional, Hourly, Campus, Contingent, Executives) can be created for a field. When doing this, the system administrator will be able to define new properties for the field as well as a new Organization-Location Job Field structure for the field for that staffing type. For example:

• A customer wants the Shift Availability Grid field to be visible for Hourly job submissions only. This would be done by modifying the property of the field to not available, and then adding an exception for the Hourly staffing type where the property for the field is set to available.

• A customer wants to set the Social Security Number field so that it does not appear on any candidate submissions except for Hourly submissions in the United States. This would be done by modifying the property for the field to not available, and then adding an exception for the Hourly staffing type where the property for the field is set to available and has the United States location linked to it.

• A customer wants to allow the designation of whether medical clearance is an employment precondition on all requisitions in the Medical Testing division except for executive jobs where clearance is only required for Medical Testing requisitions in China, the United States and the United Kingdom. The customer does NOT want this field to display in any other contexts. This would be done by making the field available for recruiting, linking the field to the Medical Testing organization, and then creating an exception for the Executives staffing type where the property of the field is set to available and is linked to the China, United Kingdom and United States locations and the Medical Testing organization.



Creating a FieldPrerequisite

Configuration > [Recruiting] Administration

Steps

1. Click on a field category.

2. Click Create Custom Field.

3. Provide the required information.

4. Click Done.

Result

The field appears in the list of custom fields and can be used to create user-defined forms. created fields can be used to collext information specific to a company’s requirement.

Deleting a FieldPrerequisite

Only custom fields can be deleted.


Steps


2. Click Show Custom Fields.

3. Click Delete next to the field to be deleted.

4. Click Done.

Result

The field is no longer available when creating a user-defined form.

Editing the Properties of a Field Prerequisite


Steps

1. Click on field category.

2. Click on the field.


4. Make changes as required.

5. Click Save.



Result

The confidentiality level, the use and if the content is required for the field is specified .

Next Step

Associating a field to organizations, locations or job fields.

Associating a Field to an OrganizationPrerequisite

The Enable Field Classification setting must be activated in the Recruiting settings.


Steps


2. Click on the desired field.

3. Click Add next to Organizations.

4. In the Organization Selector, select one or more organizations.

5. Click Select.

Result

The organizations selected appear in the Organizations section of the field page.

The field is available in Taleo Recruiting Center for an Organization-Location-Job Field structure context associated to the same organization.

Associating a Field to a LocationPrerequisite



Steps


2. Click on a field.

3. Click Add next to Locations.

4. In the Location Selector, select one or more locations.

5. Click Select.

Result

The locations selected appear in the Locations section of the field page.

The field will be available in Taleo Recruiting Center for an Organization-Location-Job Field structure associated to the same location.



Associating a Field to a Job FieldPrerequisite



Steps



3. Click Add next to Job Fields.

4. In the Job Field Selector, select one or more job fields.

5. Click Select.

Result

The job fields selected appear in the Job Fields section of the field page.

The field will be available in Taleo Recruiting Center for an Organization-Location-Job Field structure associated to the same job field.

Dissociating a Field from an OrganizationPrerequisite



Steps



3. Click Remove next to an organization.

Result

The field selected no longer appears in the Organization section of the field page.

The field will be available in Taleo Recruiting Center for all Organization-Location-Job Field structures.

Dissociating a Field from a LocationPrerequisite



Steps





3. Click Remove next to a location.

Result

The field selected no longer appears in the Locations section of the field page.


Dissociating a Field from a Job FieldPrerequisite



Steps



3. Click Remove next to the job field.

Result

The job field selected no longer appears in the Job Fields section of the field page.


Creating a Field ExceptionPrerequisite


Steps



3. Click Add next to Exceptions.

4. Select a staffing type from the Staffing Types drop-down list.

5. Click Create.

6. If desired, click Add next to Organizations, Locations and/or Job Fields.

7. Select organizations, locations and/or job fields.

8. Click Select.

Result

The selected staffing type appears in the Exceptions section of the field page. The field will no longer be available when creating a user-defined form for a specific staffing type or Organization-Location-Job Field structure of a staffing type.



Removing an Exception from a FieldPrerequisite


Steps



3. Click Remove next to an exception.

Result

The field is available when creating a user-defined form for a specific staffing type or Organization-Location-Job Field structure of a staffing type

Making Content Required for a Field Prerequisite

A user type permission grants users access to this feature.

Option is not available for all fields.

Configuration > [Recruiting] Administration > Fields

Steps


2. Click on the field.

3. Click Edit.

4. Select the type of requirement from the Content required list.

5. Click Save.

Result

Content will be required in the field for sourcing, posting or requisitions.

Creating Custom Instructions for a FieldPrerequisite

The Instructions field supports 1000 characters, embedded HTML and hyperlinks.

Configuration > [Recruiting] Administration > User-Defined Forms

Steps

1. Click on a user-defined form.

2. In the Page Content section, click in a field.

3. In the Selected Element Properties section at the bottom of the page, enter custom instructions in the Instructions field.



4. Format instructions if desired.

5. Click Save.

Result

Instructions are only viewable by users when they are in edit mode within a file. The instructions appear underneath the field to assist users in understanding what they need to do with certain fields contained in a file.


Field and Selection Selection

Selection

Global Selection ListA global selection list is a list of elements (values) used to define a field, that can be used by several products and that can only be viewed and edited.


Global selection lists are available in the Global Configuration Menu.

There are seven global selection lists:

• Education levels

• Employee statuses

• Job levels

• Job types

• Schedules

• Shifts

• Travels

Global selection lists can be edited, that is system-defined items can be added or removed.

Recruiting Selection ListA recruiting selection list is a list of elements (values) used to define a field, that can be used in Taleo Recruiting and that can be viewed, edited and created.


There are two types of selection:

• Standard selection: A predefined selection provided by the system. Standard selections cannot be created. They can only be made available in Taleo Recruiting or career sections. For certain standard selections (for example, Advance Notice), you can add and remove pre-defined elements. For others (like Commission Package, Option Package, Relocation Package and Stock Package), you can create new elements.

• Custom selection: A selection created by a system administrator to collect information according to specific organization requirements. You can add elements to a custom selection.

There are two categories of selection:

• Small selection: The selection provides a few elements and is represented by a radio button or a drop-down list. For example, the selection for the Justification field could contain the following elements: New Position, Replacement, Modification, Extension, Audit, Backfill, Jury Duty, Special Project, Vacation, Leave Absence, Succession Planning.



• Large selection: The selection provides a large number of elements and is represented by a selector. Large standard selections (such as employers, institutions, RSlocations, programs) are provided by the system. Large user-defined selections (LUDS) can be imported from other systems or created from scratch in Taleo Recruiting Administration. A large user-defined selection can be associated to an organization, location or job field.

When creating a custom small selection, it is possible to select an option so that elements contained in the small selection are sorted in alphabetical order.

Creating a Small SelectionAllows a system administrator to create a small selection and its possible elements (values) to collect information specific to a company’s requirement.

Prerequisite

Configuration > [Recruiting] Administration > Selections

Steps

1. Select the Small Selections tab.

2. Select the Custom tab.

3. Click New...

4. Complete the fields as required.

5. Click Done.

Result

The small selection is available in the Selection page, under Small Selections, Custom.

Next Step

Creating an element for a small selection.

Deleting a Small SelectionPrerequisite

Configuration > [Recruiting] Administration > Selection Lists

Steps



3. Click on a selection

4. In the Selection Editor, click .

5. Confirm the deletion.

Result

The small selection is no longer available in the Selection page, under Custom Small Selections list.



Creating an Element for a Small SelectionPrerequisite

The small selection must be created first.


Steps

1. In the Selection List page, select the Small Selections tab.



4. In the New/Modified Elements field, enter a value.

5. Click Apply.

Result

The new value is added to the Available Elements list.

Next Step

Adding an element to a small selection.

Adding an Element to a Small SelectionPrerequisite


Configuration > [Recruiting] Administration > Selections

Steps




4. In the Available Elements list, select an element.

5. Click Add.

Result

Additional elements (values) are added to the small selection.

Removing an Element from a Small SelectionPrerequisite


An element cannot be deleted if it is being used.

Configuration > [Recruiting] Administration> Selection Lists

Steps






4. In the Active Elements list, select an element.

5. Click Remove.

6. Click Done.

Result

The element (value) is deleted from a small selection.

Creating a Large SelectionAllows a system administrator to create a large selection and its possible values to collect information specific to a company’s requirement.

Prerequisite


Steps

1. In the Selection List page, select the Large Selections tab.


3. Click New...

4. In the Selection Editor, complete the fields as required.

5. Click Done.

Result

The large selection is available in the Selection page, under Large Selections.

Next Step

Creating an element for a large selection.

Deleting a Large SelectionPrerequisite

The large selection must not be in use.


Steps

1. Select the Large Selections tab.


3. In the Selection list, select a selection

4. Click .




Result

The large selection is no longer available in the Selection page, under Large Selections, Custom.

Creating an Element for a Large SelectionAllows a system administrator to add elements (values) to a large selection.

Prerequisite

The large selection must be created first.


Steps

1. In the Selection List page, select the Large Selections tab.


3. Click on a number of the Number of Elements column.

4. In the Selection Element list, click New...

5. In the Selection Editor page, complete the fields as required.

6. Click Add.

Result

Additional elements (values) are added to the large selection.

Removing an Element from a Large SelectionAllows a system administrator to delete a value that collects information specific to a company’s requirement.

Prerequisite

The large selection must be created first.

An element cannot be deleted if it is being used.


Steps

1. Select the Large Selections tab.


3. Click on a number in the Number of Elements column.

4. In the Selection Element list, select an element.

5. Click .

Result

The element is removed from the large selection.


Field and Selection Field Layout

Field Layout

Field LayoutField layout consists in determining the position of standard and custom fields in requisition files, candidate files, offer grids.


Field layout works differently depending on the type of field.

Offer Field Layout: Both standard and custom offer fields can be positioned in the offer form (which is available to users via the candidate file). The layout consists in specifying in which category/section of the offer grid the field will be displayed (Top Section, General Terms, Bonuses, Details), which sequential field position it should occupy and when it will be displayed (Always Displayed or Hidden by default if empty). Fields for a specific section must be sequentially grouped together. If a field is configured to display in any context, it will appear in the offer form and the system administrator will define the placement of the field. If a field is not configured to display in a given context, it will be omitted from the offer form and the rest of the fields will slide up in position to accommodate the field's absence.

Offer field layout configuration is available in Taleo Recruiting Administration, in the Layout Offer feature.

Department Field Layout: Only custom department fields can be positioned in the requisition file, under the Administration section. The layout consists in specifying the line and position where the field will appear in the requisition file.

Department field layout configuration is available in Taleo Recruiting Administration, in the Layout Department feature.

Candidate and Requisition Field Layout: To position candidate and requisition fields in a file, you need to create blocks of information (called user-defined forms) where you can place standard and custom fields intermixed within the same form.

Candidate and requisition field layout configuration is available in Taleo Recruiting Administration, in the User-defined Form feature.

Positioning Department Fields in the Requisition FilePrerequisite

Custom department fields must first be created.

Configuration > [Recruiting] Administration > Department Field Layout

Steps

1. Select the line and position to determine the position of the field.

2. Click Apply.

Result

The field will be positioned in the requisition file as specified.



Adding a Field to the Department FormPrerequisite

Custom department fields must first be created.


Steps

1. Click Add...

2. Select a field.

3. Click Add.

4. Click Done.

Result

The added field will appear in the Field Label list of the Field Layout -Department page.

Next Step

Configuring the layout of department fields.

Removing a Field from the Department FormPrerequisite

Custom department fields must be included in the form.


Steps

1. Select a field.

2. Click Remove.

Result

The removed field no longer appears in the Field Label list of the Field Layout -Department page.

Next Step

Configuring the layout of department fields.

Positioning Fields in the Offer FormPrerequisite

Custom offer fields must first be created.

Configuration > [Recruiting] Administration > Offer Field Layout

Steps

1. Select the line and position to determine the position of the field.

2. Click Apply.



Result

The fields will be displayed in the offer form as specified.

Adding a Field to the Offer FormPrerequisite

Offer fields must first be created.


Steps

1. Click Add...

2. Select a field.

3. Click Add.

4. Click Done.

Result

The added field appears in the Field Label list of the Field Layout -Offer page.

Next Step

Configuring the layout of offer fields.

Removing a Field from the Offer FormPrerequisite

Custom offer fields must be included in the Offer form.


Steps

1. Select a field.

2. Click Remove.

Result

The removed field no longer appears in the Field Label list of the Field Layout -Offer page.

Next Step

Configuring the layout of offer fields.


Field and Selection File

File

User-defined FileA user-defined file is used to build requisition or candidate files. It is a page consisting of sections, and each section contains user-defined forms or system-defined information blocks.


The content and layout of requisition files and candidate files are configured by the system administrator. To have specific fields and blocks of information displayed in a page, several elements must be configured and organized in an orderly manner.

The following image illustrates the relationship between fields, forms and files.

User-defined files are used the same way throughout the application. Default files provided by Taleo can be modified or duplicated. User-defined files can also be created from scratch.

User-defined files are configured by the system administrator in the User-defined Files section of the Taleo Recruiting Administration menu.

When creating a file, the system administrator selects the file type he/she needs to create. Available file types are:

• Requisition File

• Requisition Template

Field

Form/Block

File



• Candidate File

• Create Candidate

Once the file type has been selected, the system administrator defines the properties of the file. All files have some basic properties such as a name, a code and a description to facilitate future references. Depending on the type of file being created, there are specific properties about the nature of the file and how it will operate.

The system administrator can edit tab labels and instructions contained in user-defined files. This is done in the Tab Label Management section.

When creating a user-defined file, the system administrator is able to create sections as desired. Blocks are then inserted in the sections. A list of available blocks appears on the left hand side of the window. To insert blocks, the system administrator must select the block, then drag and drop the block in the desired section. These blocks will appear as sub-sections of the file.

User-defined files must be activated before they can be used in building requisition or candidate files.

File Type Specific Properties

Requisition File This is the type of file used for managing requisitions. For this file, the system administrator determines how requisition approval and posting will be handled during the creation process of the file. Options available are:

• Without assistants: This is the default value. There is no special behavior.• With assistants: When this value is selected, users will be prompted through the approval

and posting pages upon saving and closing the requisition file provided the requisition is ready for approving and posting.

• With automatic internal posting: When this value is selected, the requisition will be automatically posted to internal career sections once the requisition is ready for sourcing. The user does not need to perform any actions on the posting and sourcing page.

Requisition Template This is the type of file used for managing requisition templates. There are no special setting attributes to consider when creating this type of file.

Candidate File This is the type of file used for managing candidates. There are no special setting attributes to consider when creating this type of file.

Create Candidate This is the type of file used for any create candidate flows. For this file, the system administrator can determine whether captured candidates using this flow will or will not receive the following e-mails:

• Sending an ACE Candidate Alert Mail (default is No)• Sending a Capture Resume Acknowledgement Letter (default is No)

Requisition File Tabs Candidate File Tabs Create File Tabs

• Attachments• Approvals• Posting and Sourcing• History• Reports• Alerts

• Offers• Approvals• Attachments• Agents• History• Tasks

• Attachments



Benefits

• Files are highly configurable and allows the system administrator to determine the placement and naming of sections, and the fields residing in each of these areas.

Configuration

BlockBlocks are inserted in sections created in a user-defined file by the system administration.


When creating a user-defined file, the system administrator is able to create sections as desired. Blocks are then inserted in the sections. A list of available blocks appears on the left hand side of the window. To insert blocks, the system administrator must select the block, then drag and drop the block in the desired section. These blocks will appear as sub-sections of the file.

Settings


Requisition File Creation Requisition File 1• Requisition

File 2• Requisition

File 3

Requisition File 1 Configuration > [SmarOrg] Administration >Configuration Profiles

Candidate File Creation • Quick General Profile

• General Profile 1




• Job-specific Submission 1




• General Referal

• Job-specific Referral

Quick General Profile

Configuration > [SmarOrg] Administration >Configuration Profiles



In addition to defining the ordering of sections and associated blocks, the system administrator can define the properties of each of the blocks. Each user-defined form that has been created is a type of block that can be inserted into in a file. The system administrator has the option to select which form he/she wants to use for a specific block. For example, if the system administrator has created three Candidate Personal Information forms, when adding the Candidate Personal Information block to the file, the system administrator will get to choose which of the three Candidate Personal Information forms will be used for that file.

Some block types have special properties that the system administrator can configure.

Beside the user-defined forms that are used as blocks of information in a file, pre-defined blocks of information provided with the system are available and can be incorporated in a file. Some of these blocks have special properties. Note that the field level content of these blocks is not configurable, but the system administrator does have control over the placement of this information in the file.

Candidate Block Special Properties

Candidate Personal Information Option to force users to provide a valid US social security number.

Certification Option to set the minimum number of entries required.

Education Option to set the minimum number of entries required.

References Option to set the minimum number of entries required.

Work Experience Option to set the minimum number of entries required.

Requisition Block Special Properties

Information This block must be one of the first four blocks in the file.

System-defined Candidate Block Special Properties

Account information None

Additional Information None

Contingent Staffing None

Cover Letter None

Disqualification Questions None

Employment Preferences Option allowing the display of the Organization menu.

Job Posting Notification Option to send by default an email notification whenever a new position matching this profile is posted.

Prescreening Questionnaire Option allowing the display of mandatory questions (none, single answer, single and multiple answer, all).

Prescreening Skills Option allowing the display of the mandatory statement checkbox. Setting allowing the selection of the skill assessment format (Simple, Detailed or Combined). Setting allowing to save only skill assessments when a candidate provides information about a given skill.

Profile Questionnaire Option allowing the display of mandatory questions (none, single answer, single and multiple answer, all).



For each section and block, the system administrator can customize the label and provide custom instructions to explain the purpose of the section or block to users. The name of a section and of a block is viewable by users when they are in view and edit mode within a file as well as in the file’s Table of Contents.

User-defined files must be activated before they can be used in building requisition or candidate files.

Profile Skills Option allowing the display of the mandatory statement checkbox. Setting allowing the selection of the skill assessment format (Simple, Detailed or Combined). Setting allowing to save only skill assessments when a candidate provides information about a given skill.

Regulations Option allowing the display of the mandatory statement checkbox. Setting allowing the selection of the skill assessment format (Simple, Detailed or Combined). Setting allowing to save only skill assessments when a candidate provides information about a given skill.

Resume Option to define the minimum number of characters required in the resume field.

Screening None

Shift Availability Grid None

Source Tracking None

Submission Medium None

System-defined Requisition Block Special Properties

Abstract Not in template.

Candidate Selection Workflow Not in template.

Disqualification Questions Not in template.

Group Not in template. This block must be one of the first four blocks in the file.

Owners This block must be one of the first four blocks in the file. In addition, settings allow the display of the following fields: hiring manager, hiring manager assistant, recruiter assistant, collaborators. Note: There is no setting to disable the recruiter field, but this can be accomplished by contextualizing the field so that it only shows up in very limited circumstances. Technically, this field is required to save a requisition to the database as the recruiter is considered the primary owner, but if the field is hidden from view, the user creating the requisition will be assigned the role of recruiter behind the scenes. If the customer has activated Dynamic Approval Routing, the Owners block display the Manager field for users to be able to route a requisition for approval.

Questions None

Regulatory Services None

Screening None

Skills Option to select the simple skill assessment format when the skill assessment format is set to Simple or Detailed.

Structure This block must be one of the first four blocks in the file. Also, settings allow the display of organization, work location or job role fields.

System-defined Candidate Block Special Properties



Configuring a User-defined File - OverviewAllows the system administrator to configure the content and layout of requisition files and candidate files.

Prerequisite

Configuration

Steps

1. Select fields to include in the file.

a. Use existing fields or create new ones.

2. Select forms to include in the file.

a. Use existing forms or create new ones.

3. Add fields to the forms (standard and custom fields can be intermixed).

4. Activate the forms.

5. Create the user-defined file.

a. Duplicate an existing file or create a new one.

6. Select a file type (candidate file, requisition file, requisition template, create candidate).

7. Add sections and blocks to the file.

8. Activate the file.

9. Specify the purpose for which the file will be used.

10.Associate the file to a staffing type.

11.Associate the file to a configuration profile.

12.Associate the configuration profile to a user type.

Creating a User-defined FilePrerequisite

Configuration > [Recruiting] Administration > User-defined Files

Steps

1. Click Create.

2. Select a file type and click Create.

3. Provide a code and a name.

4. Complete all other fields as required.

5. Click Save.

Result

The user-defined file can be used to build requisition and candidate files.

Next Step

Creating sections in the user-defined file.



Adding blocks in the user-defined file.

Deleting a User-defined FilePrerequisite

The user-defined file must have the inactive or draft status.


Steps

1. Click Delete next to the file.


Result

The user-defined file no longer appears in the User-defined Files list and can no longer be used.

Duplicating a User-defined FilePrerequisite


Steps

1. Click Duplicate next to the file.


3. Click Save.

Result

The new user-defined file is available in the User-defined Files list.

Next Step



Activating the user-defined file.

Activating a User-defined FilePrerequisite



Steps

1. Click on a user-defined file.

2. Click Activate.



Result

The status of the user-defined file changes to Active in the Status column of the User-defined Files list.

The user-defined file is available in the Candidate File Setup or Requisition File Setup page and can be selected for a specific usage when building a requisition or a candidate file.

Next Step

Choosing the requisition file or candidate file available to users.

Deactivating a User-defined FilePrerequisite

The user-defined file must be active.

The user-defined file must not be in use.


Steps



Result

The status of the user-defined file is changed to Draft in the Status column of the User-defined Files list. The system administrator can modify the user-defined file or make it unavailable when building requisition or candidate files.

Next Step

Editing the properties of the user-defined file.



Editing the Properties of a User-defined FilePrerequisite

The user-defined file must not be in use.


Configuration > Recruiting] Administration > User-defined Files

Steps

1. Cick on a user-defined file.


3. Modify fields as required.

4. Click Save.



Modifying the Title of a SectionPrerequisite


The Title field supports 75 text based characters.


Steps


2. Under Sections Ordering, click on a section.


4. Modify the value in the Title field.

5. Click Save.

Result

The modified name of a section included in a user-defined file is viewable by users when they are in view and edit mode within a file as well as in the file’s Table of Contents.

Modifying the Title of a BlockPrerequisite


The Title field supports 75 text based characters.


Steps


2. Under Sections Ordering, click on a block.


4. Modify the value in the Title field.

5. Click Save.

Result

The name of a block included in a user defined file is viewable by users when they are in view and edit mode within a file as well as in the file’s Table of Contents.

Modifying the Name of a TabThe name of a tab in a user-defined file can be modified. The system administrator can send the new name to Taleo Support who will then activate the text for your zone. Contact Taleo Support for further information.



Creating a Section in a User-defined FilePrerequisite



Steps


2. Click Edit next to Section Ordering.

3. Enter the name of the section in the Add a Section field.

4. Click Create Section.

5. Click Save.

Result

A new section appears in the Section Ordering list of the user-defined file.

Next Step

Adding blocks to the user-defined file.

Deleting a Section from a User-defined FilePrerequisite



Steps



3. Click Delete next to a section.

4. Click Save.

Result

The section and blocks included in the user-defined file are no longer displayed.

Adding a Block in a User-defined FilePrerequisite



Steps





3. Drag and drop blocks from the Available Blocks list to a section.

4. Click Save.

Removing a Block from a User-defined FilePrerequisite


The block must not be mandatory.


Steps



3. Drag and drop blocks from a section back to the Available Blocks list.

4. Click Save.

Choosing a User-defined Form for a BlockPrerequisite

Not available for all block types.



Steps


2. Under Section Ordering, click on a block.


4. Select a form in the User-defined Form drop-down list.

5. Click Save.

Result

The system administrator can select which form he/she wants to use for a specific block.


Field and Selection Form

Form

User-defined FormA user-defined form is a block of information containing standard and/or custom fields. Blocks can then be assembled together to create candidate and requisition files.


A user-defined form contains fields which have been specified to appear together in a section of a candidate or requisition file. Once created, user-defined forms are linked to a block (system defined) which are used to create the candidate and requisition files. A user-defined form can contain standard and custom fields intermixed.

User-defined forms are used the same way throughout the application. User-defined forms can be edited or created from scratch and while doing so the system administrator can specify to use the default form layout as the starting point. In both cases, it is possible to customize the layout of the form, field labels, custom instructions, etc. Fields appearing in a user-defined form can be removed provided that they are not mandatory (indicated by a red dot).

User-defined forms are configured by the system administrator in the User-defined Forms section of the Taleo Recruiting Administration menu. When creating a form, the system administrator selects the file type in which the form will be used. Available file types are:

• Requisition File

• Requisition Template

• Candidate File

Once the file type has been selected, the system administrator selects the desired form type. Available form types are:

Requisition File Requisition Template Candidate File

Abstract Additional Information Background Check

Additional Information Budget Basic Profile

Budget Compensation Candidate Personal Information

Compensation Contingent Terms Certifications

Contingent Terms External Description Education

External Description Identification References

Identification Internal Description Work Conditions

Internal Description Other Work Experience

Other Profile eSignature

Profile



These form types are suggested ways of packaging information and each form type contains a default template that the system administrator can use to start building the form. The system administrator can also choose to build the form from scratch and ignore the default template. Note that it is possible to create multiple user-defined forms for each type of form. For example, three different user-defined forms for references could be created and used for different purposes.

When defining the form, the system administrator provides a name, a code and a description to facilitate future references. Then, rows, columns, sections can be added to the form via the Toolbox. Fields are then inserted in the form. A list of available fields appears on the left hand side of the window, in the Field Chooser. To insert fields, the system administrator must select the field, then drag and drop the field in the desired section. Each field included in the form can have the following properties edited by selecting the field and scrolling to the Selected Element Properties section at the bottom of the form:

Once created, user-defined forms can be previewed to see how the information will be displayed to users. It is also possible to configure user-defined forms in all the languages activated for a company. Forms can be translated as required, but if no translation is provided, the form is displayed in the base language.

User-defined forms must be activated before they can be used in building requisition or candidate files.

Note that user-defined forms appearing in screening services are supplied by the system, they cannot be created by the system administrator. However, they can be edited.

Benefits

• Allows a system administrator to customize a user-defined form according to specific needs.

Creating a User-defined FormPrerequisite

Configuration > [Recruiting] Administration > User-defined Forms

Steps

Property Option Description

Field Type This can be used for text fields to define if the field will be a text input, text area, or rich text format (RTF). For selection fields, it can be used to define if radio buttons or drop-down lists will be displayed. For date fields, it can be used to define if a date input or drop-down list will be displayed.

Instructions This can be used to provide any special instructions necessary to explain what is being requested for the field. The instructions will appear just below the field while the file is in edit mode. For details, see the Text Customization chapter.

Mandatory This can be used to designate if the field is mandatory for this form. If the field is already designated as required, it will show as mandatory for the context regardless of this value. It is not recommended that mandatory form designation is defined here. Rather, it is recommended that they be configured at the field level, vs. on the form itself.



1. Click Create.

2. Select a file type and click Next.

3. Select a form type and click Create.

Or, select Use the default template to use the default form provided by Taleo.

4. Provide a code, a name and a description.

5. Add rows, columns and sections using the Toolbox features.

6. In the Field Chooser list, select fields, then drag and drop them in the desired section.

7. Edit the properties of a field by selecting the field and scrolling to the Selected Element Properties section at the bottom of the form.

8. Click Save.

Result

The custom form appears in the User-defined Forms list and is available when creating user-defined files.

Next Step

Preview the form.

Configure the form in all the languages activated for your company.

Activate the form.

Duplicating a User-defined FormPrerequisite


Steps

1. Click Duplicate next to the form.

Result

The new user-defined form appears in the User-defined Forms list with the extension (copy).

Next Step

Edit the user-defined form.

Previewing a User-defined FormPrerequisite


Steps

1. Click Preview next to the user-defined form.

Result

The page containing the form is displayed without having to login to Taleo application.



Next Step

Adding fields to the user-defined form.

Activate the form.

Deleting a User-defined FormPrerequisite

The status of the user-defined form must be Inactive.


Steps

1. Click Delete next to the user-defined form.


Result

The user-defined form no longer appears in the User-defined Forms list. The user-defined form can no longer be used in user-defined files.

Activating a User-defined FormPrerequisite


Steps

1. Click Activate next to the user-defined form.

Result

The status of the user-defined form is changed to Active in the Status column of the User-defined Forms list. The user-defined form can be used when building requisition or candidate files.

Next Step

Creating a user-defined file.

Deactivating a User-defined FormPrerequisite

The user-defined form must be active.

The user-defined form must not be in use.


Steps

1. In the User-defined Forms page, click Deactivate next to the user-defined form.



Result

The status of the user-defined form is changed to Draft in the Status column of the User-defined Forms list. The user-defined form is unavailable when building requisition or candidate files and can be modified.

Next Step

Editing the properties of the user-defined form.

Adding fields to the user-defined form.

Organizing fields in the user-defined form.

Adding Fields to a User-defined FormPrerequisite


Steps

1. Click on a form.

2. Select a field from the Field Chooser list.

3. Drag and drop the field in the desired section.

4. Edit the properties of a field by selecting the field and scrolling to the Selected Element Properties section at the bottom of the form.

5. Click Save.

Result

The fields are added to the user-defined form in order to customize the form to specific needs.

Next Step

Preview the form.

Editing the properties of the fields.

Creating custom instructions for the fields.

Organizing Fields in a User-defined FormPrerequisite


Steps

1. Click on a form.

2. Select a field in the Page Content section.

3. Drag and drop the field elsewhere in the Page Content section.

4. Click Save.

Result

Fields are included in the different sections of the form.



Next Step

Preview the form.

Editing the properties of the fields.


Editing the Properties of a User-defined FormPrerequisite


Steps


2. Modify the Name, Code and Description fields.

3. Click Save.

Result

The name, code and description of the user-defined form are modified.

Editing the Properties of a Field included in a User-defined FormPrerequisite


Steps


2. In the Page Content section, click in a field.

3. In the Selected Element Properties section, located at the bottom of the form, modify the properties of the field.

4. Click Save.

Result

The properties of the field included in a user-defined form are modified, i.e., the field type, adding instructions, indicating if the field is mandatory, etc is set..

Next Step

Preview the form.


Creating Custom Instructions for a BlockPrerequisite

Configuration > [Recruiting] Administration > User-Defined Files

Steps




2. Click on a block.


4. In the Description field, enter custom instructions.


6. Click Save.

Result

The specific instructions appear underneath the block title of a file to assist users in understanding what they need to do in a specific block of a file.

Creating Custom Instructions for a SectionPrerequisite

The Description field supports 4000 full HTML based characters.


Steps


2. In the Section Ordering section, click on a section title (displayed in bold).




6. Click Save.

Result

Instructions are only viewable by users when they are in edit mode within a file. The instructions appear underneath the section title to assist users in understanding what they need to do in a specific section of a file.

Creating Custom Instructions for a TabPrerequisite

The Description field supports 4000 full HTML based characters.


Steps


2. In the Tab Label Management section, click Show.

3. Click on a tab.






7. Click Save.

Result

Instructions are only viewable by users when they are in edit mode within a file. The instructions appear underneath the tab header to assist users in understanding what they need to do in the History, Referral and Attachments tabs of a file.


Field and Selection File Setup

File Setup

File SetupThe File Setup feature allows the system administrator to indicate which candidate files and requisition files are used in specific purposes.


File setup allows the association of user-defined files to specific purposes. For example, assigning a specific candidate file to edit a general profile.

File setup is performed in the Taleo Recruiting Administration menu in either the Candidate File Setup or Requisition File Setup feature.

Once the system administrator has created and activated user-defined files, he/she needs to do the following:

• designate which files will be used for specific purposes;

• associate files to staffing types, if desired;

• specify which configuration profile will have access to specific files.

The system administrator designates which candidate file and/or requisition file will be used for each of the following purposes:

Candidate File Purpose

Candidate File General profile (for editing and viewing).

Job submission (for editing and viewing). With this file, the system administrator first defines a primary file. Then, if desired, the system administrator can set a different file to be used for each staffing type. If a specific staffing type file is not specified, the default file will be used.

Create Candidate Quick profile creation.

1st general profile creation.

2nd general profile creation.

3rd general profile creation.

4th general profile creation.

1st job submission creation*.

2nd job submission creation*.

3rd job submission creation*.

4th job submission creation*.

General profile referrer/candidate file.

Job specific referrer/candidate file.

Requisition File Purpose

Requisition File Requisition File 1*.



For each job submission creation file and for each requisition file, the system administrator can, if desired, set a different file type to be used for each staffing type. If a specific staffing type file is not specified, the default file will be used.

Then, the system administrator specifies which configuration profile will have access to specific files. This is done via the SmartOrg Configuration Profiles feature. See chapter Files Associated to Configuration Profiles.

Associating a Requisition File to a Staffing TypePrerequisite

Configuration > [Recruiting] Administration > Requisition File Setup

Steps

1. Click Edit.

2. Click Add Staffing Type.

3. Select a staffing type in the first drop-down list.

4. Select the situation in which the file will be used in the second drop-down list.

5. Click Save.

Dissociating a Requisition File from a Staffing TypePrerequisite


Steps

1. Click Edit.

2. Click Remove next to a staffing type.

3. Click Save.

Result

If no other staffing types are associated to the requisition file, the requisition file will be used with all types of staffing.

Associating a Candidate File to a Staffing TypePrerequisite

Configuration > [Recruiting] Administration > Candidate File Setup

Steps

1. Click Edit.

Requisition File 2*.

Requisition File 3*.

Requisition Template Job Template File.

Requisition File Purpose



2. Click Add Staffing Type.

3. Select a staffing type in the first drop-down list.

4. Select the situation in which the file will be used in the second drop-down list.

5. Click Save.

Disassociating a Candidate File from a Staffing TypePrerequisite


Steps

1. Click Edit.

2. Click Remove next to a staffing type.

3. Click Save.

Result

If no other staffing types are associated to the candidate file, the candidate file will be used with all types of staffing.

Choosing the Requisition File Available to UsersPrerequisite

The user-defined file must be created and activated.


Steps

1. Click Edit.

2. In the Requisition File Setup Editor page, for Requisition 1, Requisition 2 and Requisition 3, select the purpose for which the requisition file will be used.

3. Click Save.

Result

The selected files will be available to users when creating a requisition.

Next Step

Associating a requisition file to a staffing type.

Choosing the Candidate File Available to UsersPrerequisite

User-defined files must first be created and activated.


Steps



1. Click Edit.

2. For each candidate file, select the purpose for which the candidate file will be used.

3. Click Save.

Result

The selected files will be available to users when creating a candidate.

Next Step

Associating a candidate file to a staffing type.

Files Associated to Configuration ProfilesSystem administrators define which configuration profiles have access to which activated user-defined files.


Once user-defined files have been created and activated, the system administrator can define which configuration profiles have access to which activated user-defined files. This is done via the SmartOrg Configuration Profiles feature.

For example, the system administrator may grant hiring managers access to the Requisition File 2, the quick profile creation, the 1st general profile creation and the 1st job submission creation. While hourly hiring managers may have access to the Requisition File 3, the quick profile creation, the 2nd general profile creation and the 2nd job submission creation. Since each user account is tied to a configuration profile, this then ultimately will drive what files the user can see while using the system.

Note: There is only one specified Job Template file and Candidate File for all users, so there are no configuration profile setting options related to these files.

Associating Candidate Creation Files to a Configuration ProfileAllows the system administrator to specify which create candidate files are associated to a configuration profile.

Prerequisite

Files must be created.


Steps

1. In the Configuration Profiles page, click on a configuration profile.

Setting Name Description

Requisition File Creation Indicates the files used to create a requisition.

View or Edit Requisition Files Allows the selection of one of the three requisition files for editing/viewing post creation (the system administrator can choose that the file used for editing/viewing will be the same file used for creating the file).

Candidate File Creation Indicates the files used to create a candidate.



2. Click on the Available Candidate Creation Files setting.

3. Click Edit.

4. Select the desired files.

5. Click Save.

Associating a Requisition File to a Configuration ProfileAllows the system administrator to specify which requisition files are associated to a configuration profile.

Prerequisite

Files must be created.


Steps

1. In the Configuration Profiles page, click on a configuration profile.

2. Click on the Create Requisition Files setting.

3. Click Edit.

4. Select the desired files.

5. Click Save.

BP(A|S)

Candidate SelectionWorkflow

• Candidate Selection Workflow Configuration . . . . . . . . . . . . . . . . . . . . . . . . 7-1

• Step. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-14

• Status. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-21

• Action . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-29

• Qualifier . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-33

• Phase. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-39


Candidate Selection Workflow Candidate Selection Workflow Configuration

Candidate Selection Workflow Configuration

Candidate Selection WorkflowA candidate selection workflow (CSW) provides the framework to move a candidate through the hiring process.


A candidate selection workflow (CSW) includes steps, phases, statuses and actions a user must go through before hiring a candidate. An analogy can be drawn between the candidate selection workflow and moving candidate resumes from one pile to another as the selection progresses and the number of resumes retained is reduced.

The CSW is created by the system administrator then selected by the user when creating a requisition. When candidates apply on the requisition, the selected CSW is used to track and manage candidates from the time they are new to the system to the time that they are hired. Candidate files in each step of the CSW can have a status. Specific actions can be performed on these candidate files depending on the steps and statuses. A set of user type permissions grant users access to the actions that can be performed in a candidate selection workflow.

CSW can be displayed to the user on a priority basis. The system will sort workflows according to the level of compatibility and ensure that the most appropriate workflow is displayed when a user is creating a requisition.

A CSW can be contextualized, that is organizations, locations and job fields can be associated by the system administrator to the candidate selection workflow. As a result, when creating a requisition, the user will only see the CSW with an Organization-Location-Job Field structure matching the one of the requisition. If a CSW is not associated to any Organization-Location-Job Field element, this means that the CSW will be available for all requisitions.

When associating an Organization-Location-Job Field structure to a CSW, the more specific the level of the structure is, the more compatible the workflow will be with a requisition. Moreover, the system will automatically select the workflow which provides the highest degree of compatibility with the requisition.

Standard candidate selection workflows are supplied with the application which can be used as templates to create customized workflows.

A candidate selection workflow can be associated to a requisition type (professional, hourly, etc.). As a result, when creating a requisition, the user will only see the CSW matching the selected requisition type. If a CSW is not associated to any requisition type, this means that the CSW will be available for all requisition types.

Configuration


Name Location

Choose a candidate selection workflow Configuration > [SmartOrg] Administration > User Types > Recruiting > Requisitions > General



Candidate Selection Workflow Example

CSW user type permissions are grouped under the Candidate Selection Workflow functional domain.

Configuration > [SmartOrg] Administration > User Types > Recruiting > Candidates > Candidate Selection Workflow

Settings


Reset Candidate Selection Workflow after Candidate Re-applies

• If the submission has reached the status Hired, Inactive or Withdrawn

• If the submission has reached the status Hired, Inactive. Withdrawn or Rejected

• Always unless the submission has reached the status Rejected

• Always

If the submission has reached the status Hired, Inactive or Withdrawn


Example of a Candidate Selection Workflow

Step Status Status completing the step Status stopping the CSW

New • To be reviewed• Waiting for info• Under consideration• Phone screen• Candidate declined• Short list*• Rejected

Short list Rejected

Manager review • Manager to review• Under consideration by manager• Candidate declined• Short list*• Not interested

Short List Not interested


Name Location



Standard Candidate Selection Workflows

Interview • To be interviewed• 1st interview • 2nd interview • 3rd interview • 4th interview • Assessment/Test scheduled• Candidate declined• To offer*• Rejected

To offer Rejected

Pre-offer check • Pre-offer checks to do• Pre-offer check initiated• Candidate declined• Pending results - Proceed

conditionally*• All checks passed - Proceed*• All checks NOT passed - Proceed*• Rejected

• Pending results -proceed conditionally

• All checks passed -Proceed

• All checks NOT passed -Proceed

Rejected

Offer • Offer to create• Offer sent out • Negotiating • Offer rejected• Offer accepted*

Offer accepted

Hire Hired

Standard Candidate Selection Workflows

Workflow Description

Standard A streamlined version of the Master workflow similar to the original sequential workflow.

Internal A workflow designed to accommodate an internal recruitment selection process.

Executive A workflow designed to accommodate an executive recruitment selection process.

Executive (Agency) A workflow designed to accommodate an agency driven executive recruitment selection process.

Temporary/Contract A workflow designed to accommodate a temporary or contract recruitment selection process.

Campus/Student A workflow designed to accommodate a campus recruitment selection process.

Master A workflow that can be customized when no other workflow meets your requirements.

Reference Workflow 4.1

Sequential Workflow 4.1

Staffing Station A workflow for applications received via Staffing Stations.

Union A workflow for unionized candidates.

Example of a Candidate Selection Workflow



Candidate Selection Workflow PriorityThe candidate selection workflow priority ensures that the most appropriate workflow is displayed to the user when creating a requisition.


The system can sort candidate selection workflows (CSW) according to the level of compatibility and ensure that the most appropriate workflow is displayed when a user is creating a requisition.

The system administrator must identify one CSW as the company default workflow. However, the default workflow will be preselected only if no other workflow is found to be compatible to the requisition or if other workflows are compatible because they are linked to all Organization, Location and Job Field (all-all-all).

The system automatically preselects the most compatible workflow as follows:

• The system makes the sum of the differences between the levels specified in the workflow and in the requisition.

• The workflow with the least differences is the one displayed in the Candidate Selection Workflow field.

• In case of a tie, the sort is performed on the code of the workflows.

A workflow with no value (Null) for a dimension (Organization, Location or Job Field) will consequently be associated to all structure elements from that dimension. However, associating a workflow to no specific value (equivalent to all) will penalize its level of compatibility. Hence, a workflow tied to all-all-all will be much less pertinent than a workflow with the slightest specificity in its categorization.

Example:

Workflow 1: There is no difference between the Organization-Location-Job Field information of this workflow and that of the requisition.

Workflow 2: Because there is no job field, the sum of the difference is 20.

Organization Location Job Field

Food Processing/Food Production United States/California/Los Angeles Cashier

Code Organization Location Job Field

CSW1 Food Processing/Food Production

United States/California/Los Angeles

Cashier

Difference (0) (0) (0)




All




Workflow 3: There is a difference of one level in the Organization dimension, and a difference of two levels in the Location dimension, so the sum of the differences is 3.

Workflow 4: There is no difference between the Organization-Location-Job Field information of this workflow and that of the requisition.

Workflow 5: Since no dimension is specified in this workflow, the sum of the differences is 60.

Workflow 6: Once again, since no dimension is specified in this workflow, the sum of the differences is 60. However, this is the default workflow.

Workflow 7: The location of this workflow is not compatible with that of the requisition. This means that this workflow is excluded. In this example, the workflow that would be displayed in the Candidate Selection Workflow field is Workflow 4 (a_csw4), because even though Workflow 1 (z_csw1) and 4 are tied and have he lowest sum of differences, Workflow 4 will be displayed first when a sort is performed on the code.

Candidate Interview and Candidate Selection WorkflowThe candidate interview feature can be configured in the candidate selection workflow for proper candidate selection tracking.


CSW3 Food Processing United States Cashier





Cashier



CSW5 All All All



CSW6 All All All




United States/California/San Jose

Cashier

Difference




Candidate selection workflows can be configured by the system administrator so that when users schedule an interview, the candidate’s status automatically changes to a preset value. To automatically change the candidate’s status, the system administrator must activate the Interview Scheduling Behavior option for the statuses in question, that is 1st, 2nd and 3rd interview statuses (available in the Statuses Usage tab of a step).

Example:

A recruiter uses a candidate selection workflow containing the 1st, 2nd and 3rd Interview steps. All three steps have the following statuses:

• To be scheduled

• Scheduled

• Passed

The Interview Scheduling Behavior option is activated for the Scheduled status. The candidate is currently at the 1st Interview step and the To be Scheduled status.

The recruiter schedules an interview for the candidate. When the recruiter sends the interview invitation to the attendees, the status of the candidate automatically changes from To be Scheduled to Scheduled.

The candidate attends the interview as scheduled. The recruiter wants to invite the candidate to a second interview. The recruiter has to perform the following steps:

• Change the status of the 1st Interview step to Passed.

• Move the candidate to the 2nd Interview step and set the status to To be scheduled.

• Schedule a new interview.

Since the Scheduled status is also configured for the 2nd Interview step, the candidate’s 2nd Interview status automatically changes to Scheduled once the interview is sent to the attendees.

When using this functionality, a best practice is to configure the Interview steps with a completion status that indicates the successful completion of the interview (for example, Passed, Successful). This helps to ensure that an interview that is past due is not simply forgotten.

Configuring a Candidate Selection Workflow - OverviewPrerequisite

Configuration > [Recruiting] Administration > Candidate Selection Workflow

Steps

1. In the Workflows tab, click New, complete the fields then click Done.

2. In the Workflow Details page, add steps to the candidate selection workflow and put them in order.

3. Click on the steps you added to the CSW and specify if the step is mandatory, restricted or conditional.



4. In the Steps tab, click on the step added to the CSW and customize each step, that is:

a. rename the step (optional);

b. create custom instructions for the step;

c. select appropriate statuses for the step and put them in the proper order;

d. select the default status of a step;

e. determine the status progression level of the step;

f. link a status to a shortcut button. This shortcut allows users to change the status of a candidate directly in a candidate file;

g. make qualifiers or comments mandatory for the step;

h. set notifications for the status;

5. In the Statuses tab, customize the statuses that make up the steps so they fit your organization needs. This includes:

a. rename the status;

b. add qualifiers (reason linked to a status for rejecting a candidate or for explaining why a candi-date declined a job offer.

6. Associate the CSW to an Organization-Location-Job Field structure (optional).

7. Associate the CSW to a requisition type.

8. Grant the Choose a candidate selection workflow user type permission.

9. Activate any user type permissions located in the Candidate Selection Workflow functional domain.

Creating a Candidate Selection WorkflowPrerequisite

Determine your organization needs, determine if the process is feasible, select an existing workflow that can be used as a starting point, standardize the workflow as much as possible to produce efficient, easy to use reports.


Steps

1. Click New...


3. Click Done.

Result

The candidate selection workflow appears in the Workflows page. The candidate selection workflow can be used as a framework that will allow users to move candidates from one step to another during the selection process.

Next Step

Adding steps to the candidate selection workflow.



Activating a Candidate Selection WorkflowPrerequisite

The candidate selection workflow must be created.

Configuration > [Recruiting] Administration > Candidate Selection Workflow > Workflows tab

Steps

1. Click on a Code.

2. Select Available.

3. Click Done.

Result

In the Workflows page, a check mark appears in the Available column next to the candidate selection workflow. The candidate selection workflow is now available to users when creating a requisition.

Deactivating a Candidate Selection WorkflowPrerequisite

A candidate selection workflow must be active in order to deactivate it.


Steps

1. Click on a workflow.

2. Clear the Available check box .

3. Click Done.

Result

In the Workflows page, a check mark no longer appears in the Available column next to the candidate selection workflow. Users can no longer use the candidate selection workflow. The candidate selection workflow remains available in the database.

Deleting a Candidate Selection WorkflowPrerequisite

A candidate selection workflow being used by another user cannot be deleted.


Steps

1. Select a candidate selection workflow.

2. Click .



Result

The candidate selection workflow can no longer be used in Taleo Recruiting. The candidate selection workflow is permanently removed from the database.

Duplicating a Candidate Selection WorkflowPrerequisite

The candidate selection workflow should be similar to the one being created.


Steps

1. Click on a candidate selection workflow.

2. Click Duplicate.

3. Make required changes.

4. Click Done.

Result

The candidate selection workflow created from an exiting one is available in the Workflows page.

Next Step

Adding steps to the candidate selection workflow.

Associating the candidate selection workflow to an Organization-Location-Job Field.

Selecting a Default Candidate Selection WorkflowPrerequisite

The candidate selection workflow must be activated.


Steps

1. Click on a workflow.

2. Select Default Workflow.

3. Click Done.

Result

In the Workflows page, a check mark appears in the Default column next to the candidate selection workflow. The candidate selection workflow appears by default when users create a requisition.

Associating a Candidate Selection Workflow to Organizations, Location and/or Job Fields

Prerequisite





Steps


2. Under the Display Context tab, click Add in the desired Jobs, Organizations or Locations sections.

3. Select Organization-Location-Job Field elements.

4. Click Done.

Result

The candidate selection workflow is associated to an Organization-Location-Job Field structure. When users create a requisition, only the workflows matching the structure of the requisition will be displayed according to the Organization-Location-Job Field selected for the requisition (instead of all workflows of the company). Moreover, the system will automatically select the CSW which provides the highest degree of compatibility with the requisition.

Disassociating a Candidate Selection Workflow from an Organization-Location-Job Field

Prerequisite

The candidate selection workflow must be associated to an Organization-Location-Job Field structure.


Steps


2. Under the Display Context tab, click Remove next to the organization, location or job field you want to remove.

3. Click Done.

Result

The candidate selection workflow is no longer associated to the Organization-Location-Job Field element and will be available for requisitions not associated to an Organization-Location-Job Field structure.

Associating a Candidate Selection Workflow to a Requisition TypePrerequisite



Steps


2. Under the Display Context tab, select a requisition type in the Available Requisition Types list.



3. Click Add

4. Click Done.

Result

The selected requisition type now appears in the Selected Requisition Types list. When users create a requisition, workflows are displayed according to the requisition type (professional, hourly, contingent, etc.) selected for the requisition (instead of all workflows of the company).

Disassociating a Candidate Selection Workflow from a Requisition Type

Prerequisite



Steps


2. Under the Display Context tab, select a requisition type in the Selected Requisition Types list.

3. Click Remove.

4. Click Done.

Result

The requisition type returns in the Available Requisition Types list.

Bulk Move to the Hire Step/StatusUsers can move more than one candidate to the Hire step/status in a single transaction.


When this feature is activated, users are able to select more than one candidate to move to the Hire step/status. The system performs a verification to see if the number of candidates selected is equal to or less than the number of positions still open.

If additional information is required during the hire action, for example the start date, all the information entered will apply to all candidates hired in that action.

This feature supports candidate selection workflows with or without the RSOffer step.

The setting is a global setting that affects all requisition types (professional, executive, hourly, etc.). It cannot be activated for a specific requisition type.

As a recommended practice, customers should activate this feature to perform mass-hiring.

Benefits

• Improved usability for users by allowing them to move more than one candidate to the Hire step/status.



Configuration

Activating the Bulk Move to Hire Step/StatusPrerequisite


Steps

1. Click on the Simultaneous Hiring of Multiple Candidates setting.

2. Click Edit.

3. Select Yes.

4. Click Save.

Result

User will be able to move more than one candidate to the Hire step/status.

Activating the Automatic Progression of a CandidatePrerequisite

Requisition and candidate statuses must be active to consider a candidate for the furthest active progression status.

Tracking solution must be removed.

Configuration > [Recruiting] Administration > Candidate Selection Workflow > Steps tab

Steps

1. Click on a step.

2. Under the Statuses Usage tab, click on a status.

3. Select the option Allow candidates to reach this status automatically when the (optional) conditions specified below are met.

4. Click Create a Condition...


6. Click Done.

7. Click Done.

Result

The automatic progression feature is now activated for the status so that candidates can reach a status automatically when specified conditions are met.

Settings


Simultaneous Hiring of Multiple Candidates

• No• Yes




Deactivating the Automatic Progression of a CandidatePrerequisite

The automatic progression of candidate application must be enabled in order to deactivate it.


Steps

1. Click on a step containing the status for which you want to deactivate the automatic progression option.

2. Under the Statuses Usage tab, click on the desired status.

3. Clear the option Allow candidates to reach this status automatically when the (optional) conditions specified below are met.

4. Click Done.

Result

The automatic progression feature is no longer activated for the status. Candidates can no longer reach a status automatically.


Candidate Selection Workflow Step

Step

Candidate Selection Workflow StepA step represents a major stage or event in a candidate selection workflow.


A step in a candidate selection workflow can be mandatory or optional.

• Mandatory: If a step is mandatory, the user must take the candidate through the step before moving on to any subsequent steps. The user will not have access to the subsequent list of steps until the step is completed.

• Optional: If a step is optional, the user can skip the step entirely and move the candidate on to the next step. Or, the user can move a candidate conditionally through a step without completing the step in order to move to a subsequent step, and return to the conditional completion step later to complete it.

Most steps are mandatory and sequential, meaning that they must be completed in the prescribed order. In some scenarios, a user may be able to move a candidate to a step without completing the current one, but the system will require that all mandatory steps be completed before a hire can be completed.

Each step must be finished with a completion status, indicated by an asterisk (*), before a candidate can move to another step in the hiring process. A completion status completes the step.

Notifications can be added to steps, This allows sending a message to users to let them know when a step is reached by candidates.

There is no limit on the number of steps that can be used in a CSW. However, a best practice is to only add necessary steps.

Example of a step versus possible statuses:

Configuration

Step Status

New • To be reviewed• Waiting for info• Under consideration• Phone screen• Candidate declined• Phone screen


Name Location

Move submissions to next step Configuration > [SmartOrg] Administration > User Types > Recruiting > Candidates > Candidate Selection Workflow



RSOffer StepThe RSOffer step is a step that can be included in a candidate selection workflow to allow users to use the offer management module.


The system administrator is responsible of adding the RSOffer step in the candidate selection workflow. The RSOffer step must be placed before the Hire step.

The RSOffer step cannot be customized or edited (except for qualifier groups and qualifiers that can be added to specific statuses).

The RSOffer step has the following statuses:

Bypass steps Configuration > [SmartOrg] Administration > User Types > Recruiting > Candidates > Candidate Selection Workflow

View candidates in steps whose confidentiality level is "Restricted"

Configuration > [SmartOrg] Administration > User Types > Recruiting > Candidates > Candidate Selection Workflow

RSOffer step

Status Description

Offer to be made Initial status of the Offer step.

Draft Offer terms have been started and saved, but not approved.

Cancelled A draft offer has been created and then cancelled prior to routing for approval or extending to the candidate.

Approval in progress Offer has been routed for approval.

Approval rejected Offer has been rejected.

Approved Offer has been approved.

Extended Offer has been extended to the candidate.

Rescinded fter the offer has been extended or the candidate has accepted the offer, the user (company) rescinds/revokes the offer.

In negotiation Offer was extended to the candidate. The user marked the candidate as wanting to negotiate the offer. If a new offer should be created, the user will need to rescind the offer in order to create a new offer. If a new offer is not required, then either recapture the candidate response (accept or refused) or status them as Rejected or Has Declined.

Refused Offer was extended to the candidate. The user marked the candidate as refusing the offer. A new offer can be created at this point.

Accepted Offer was accepted by the candidate.

Reneged After the candidate has accepted the offer, the candidate refuses the offer (goes back on his or her word).


Name Location



Creating a StepPrerequisite


Steps

1. Click New...


3. Click Done.

Result

The step appears in the Steps page.

Next Step

Adding statuses to the step.

Adding actions to the step.

Activating the step.

Deleting a StepPrerequisite

The step cannot be used in a candidate selection workflow.


Steps

1. Select a step.

2. Click .

Result

The step no longer appears in the list of steps, and information is permanently deleted from the database.

Rejected After the offer has been rescinded to a candidate, the user should status the candidate as Rejected in the Offer step. This will allow another offer to be created and extended.

Has declined After the offer has been refused or reneged by the candidate, the user should status the candidate as Has Declined in the Offer step. This will allow another offer to be created and extended

RSOffer step

Status Description



Activating a StepPrerequisite

The step must be created.


Steps

1. Cick on a step.


3. Click Done.

Result

In the Steps page, a check mark appears in the Available column next to the step. The step is available for selection when creating a candidate selection workflow.

Next Step

Adding a step to a candidate selection workflow.

Deactivating a StepPrerequisite

The step must not be used by a candidate selection workflow.


Steps

1. Click on a step.

2. Clear Available.

3. Click Done.

Result

In the Steps page, a check mark no longer appears in the Available column next to the step. The step is removed from the list of steps available when creating a candidate selection workflow. The step remains in the database.

Next Step

Deleting the step, if the step is no longer required.

Duplicating a StepPrerequisite

The step should be similar to the one being created.


Steps

1. Click on a step.



2. Click Duplicate.

3. Enter a new code.

4. Make other necessary changes.

5. Click Done.

Result

The step created from an existing one appears in the Steps page.

Next Step

Adding statuses to the step.


Activating the step.

Selecting the Default Status of a StepPrerequisite

The step must be created.


Steps

1. Click on a step.

2. In the Statuses Usage tab, click on the desired status.

3. Select the option This is the initial status for this step.

4. Click Done.

Result

In the Step Details page, under the Statuses Usage tab, a check mark appears in the Initial column next to the status. A the default status is specified when a candidate reaches the step.

Configuring a StepPrerequisite

The step must have been added to the candidate selection workflow before configuring it.


Steps


2. Under the Steps Usage tab, click on the desired step.

3. Decide if the step is mandatory, restricted or conditional.

If mandatory, the user will be forced to go through this step before going on to any following step.

Restricted prevents the step from being visible in the Candidates list.

If conditional, the step can be skipped entirely and the candidate can be moved to the next step.



4. Set notifications for the step if desired. This allows you to send a message to users to let them know when the step is reached by candidates.

5. Click Done.

Result

In the Workflow Details page, under the Steps Usage tab, a check icon appears in the Mandatory, Restricted and Allow columns depending of your configuration choices.

Next Step

Ordering steps.

Adding a Step to a Candidate Selection WorkflowPrerequisite

The step must be activated in order to add it to the candidate selection workflow.

If no steps are available, you can create one.

There is no limit on the number of steps tha can be used in a CSW. However, a best practice is to only add necessary steps.


Steps


2. Under the Steps Usage tab, click Add...

3. Select a step.

4. Click Add.

5. Click Done.

Result

The step is added to the candidate selection workflow. Candidate will be required to go through the step for that candidate selection workflow.

Next Step

Configuring the step.

Ordering steps.

Associating the candidate selection workflow to an organization, location or job field.

Associating the candidate selection workflow to a requisition type.

Removing a Step from a Candidate Selection WorkflowPrerequisite

The step must be included in the candidate selection workflow.


Steps




2. Click on the check box next to a step, then click Remove.

Result

The step is no longer included in the candidate selection workflow. A step removed from a candidate selection workflow is not deleted permanently; it is still available in the Steps page and can be reused.

Ordering Steps in a Candidate Selection WorkflowPrerequisite

Steps must have been added to the candidate selection workflow.


Steps


2. Under the Steps Usage tab, select a new position (number) in the list next to the step name.

3. Click Reorder.

Result

The steps in the candidate selection workflow are ordered as specified.

Creating Custom Instructions for a StepPrerequisite

Only one text can be entered for each step for each language.

Text must be provided for all available languages.

A maximum of 1000 text based characters is supported. HTML, rich text format (RTF) and hyperlinks are not supported.


Steps

1. Click on a step.

2. Enter text in the Step Information field.

3. Click Done.

Result

The instructions appear in a callout located within the Selection Workflow area in the left hand side of a page. The callout displays all step-related instructions for the specific workflow, no matter what step the user has selected. The provided information regarding a step in a candidate selection workflow can explain users, for example, the purpose of the step, what are the next steps in the workflow, etc.


Candidate Selection Workflow Status

Status

Candidate Selection Workflow StatusA status indicates the position or state a candidate has reached in the step of a candidate selection workflow.


A candidate can change status during a step but the candidate can only have one status at a time in each step. Statuses are more flexible than steps as most are optional and do not need to be followed in a certain order. Statuses can be temporary therefore requiring an additional action from the user or they can complete a step (indicated by *) because they complete the step by either moving the candidate to the next step or terminating the candidate selection process.

Available statuses will depend on the candidate selection workflow being used. For example:

• Approved

• In Process

• Negotiating

• Waiting for results

Example of a step versus possible statuses:

Statuses also have different progression levels.

Step Status

New • To be reviewed• Waiting for info• Under consideration• Phone screen• Candidate declined• Phone screen

Progression Level Description

Initial Indicates the first status that will apply to a candidate accessing a new step. Example: For the 1st Interview step, the initial status would be To Be Scheduled.

Not Started Indicates that the step has not started yet. Example: For the 1st Interview step, “To be Scheduled” is a Not Started status because the interview has not been scheduled and the step has not officially started.

In Progress Indicates that a candidate needs to be moved to other statuses before moving to the next step. The option “move” is not available to the user at this point. Example: For the 1st Interview step, “Scheduled” is an In Progress status.

Completed Indicates that a candidate can move to the next step. The option “move” is available to the user at this point.



A status can be linked to a button that will be used as a shortcut to change the status of a candidate directly in a candidate file.

Configuration

Any changes made to a status affects all candidate selection workflows using the modified status.

Status Progression LevelA status progression level represents levels of a status in a candidate selection workflow.


Progression levels for a status are not related to the candidate selection workflow, they are always available. Available progression levels are :

Conditionally Completed Indicates that a candidate can move from one step to another even if some activities are not completed in the step (missing information, waiting for an approval, waiting to confirm an interview date, waiting for test results, etch.). When a status is conditionally completed, the user is able to return to the step and eventually complete unfinished activities. The step is not completed until all activities are finished. More than one status in a step can be conditionally completed.

Shortcut Button Description

Changes the candidate’s status to the next appropriate status.

Changes the candidate’s status to Rejected.

Changes the candidate’s status to Under consideration.


Name Location

Change submission status Configuration > [SmartOrg] Administration > User Types > Recruiting > Candidates > Candidate Selection Workflow


Initial Indicates the first status that will apply to a candidate accessing a new step. Example: For the 1st Interview step, the initial status would be To Be Scheduled.

Not Started Indicates that the step has not started yet. Example: For the 1st Interview step, "To be Scheduled" is a Not Started status because the interview has not been scheduled and the step has not officially started.




Creating a StatusPrerequisite


Steps

1. Click New...


3. Click Done.

Result

The status appears in the Statuses page.

Next Step

Activating the status.

Adding qualifiers.

Deleting a StatusPrerequisite

The status cannot be used in a step.

Configuration > [Recruiting] Administration > Candidate Selection Workflow > Statuses

Steps

1. Select a status.

2. Click .

Result

The status no longer appears in the list of statuses and is permanently removed from the database.

In Progress Indicates that a candidate needs to be moved to other statuses before moving to the next step. The option "move" is not available to the user at this point. Example: For the 1st Interview step, "Scheduled" is an In Progress status.

Completed Indicates that a candidate can move to the next step. The option "move" is available to the user at this point.

Conditionally Completed Indicates that a candidate can move from one step to another even if some activities are not completed in the step (missing information, waiting for an approval, waiting to confirm an interview date, waiting for test results, etc.). When a status is conditionally completed, the user is able to return to the step and eventually complete unfinished activities. The step is not completed until all activities are finished. More than one status in a step can be conditionally completed.




Activating a StatusPrerequisite

The status must be created.

Configuration > [Recruiting] Administration > Candidate Selection Workflow > Statuses tab

Steps

1. Click on a status.


3. Click Done.

Result

In the Statuses page, a check mark appears in the Available column next to the status. The status is available for selection when creating a step.

Next Step

Adding the status to a step.

Deactivating a StatusPrerequisite

A status must be active in order to deactivate it.


Steps


2. Clear the Available check box.

3. Click Done.

Result

In the Statuses page, a check mark no longer appears in the Available column next to the status. The status no longer appears in the list of statuses available when creating a step. The status remains in the database.

Next Step

Deleting the status, if the status is no longer required.

Duplicating a StatusPrerequisite

The status should be similar to the one to be created.


Steps

1. Cick on a status.



2. Click Duplicate.

3. Complete fields as required.

4. Click Done.

Result

The status created from an existing one appears under the Statuses tab.

Next Step

Adding qualifier groups to the status.

Activating the status.

Configuring a StatusPrerequisite

The status must be added to the step before configuring it.


Steps

1. Click on a step.

2. Click on the desired status.

3. Configure the settings.

4. Click Done.

Result

In the Step Details page, under the Statuses Usage tab, different information appears in the Progression Level, Reference Model, Initial, Qualifiers and Comments columns depending of your configuration choices.

Any changes made to a status affects all candidate selection workflows using the modified status

Next Step

Ordering statuses.

Adding a Status to a StepPrerequisite

The status must be activated in order to add it to the step.


Steps

1. Click on a step.

2. Under the Statuses Usage tab, click Add...

3. Select a status.

4. Click Add.

5. Click Done.



Result

The status is added to the step.

Next Step

Configuring the status.

Ordering statuses.


Removing a Status from a StepPrerequisite

You cannot remove a status that was selected as the initial status. You must first select another status that will become the initial status.


Steps

1. Click on a step.

2. Under the Statuses Usage tab, select a status.

3. Click Remove.

4. Click Done.

Result

The status is no longer included in the step. A status removed from a step is not deleted permanently; it is still available in the Statuses page and can be reused.

Ordering Statuses in a StepPrerequisite

Statuses must be included in the step before ordering them.


Steps

1. Click on a a step.

2. In the Step Details page, under the Statuses Usage tab, select a new position (number) in the list next to the status name.

3. Click Reorder.

4. Click Done.

Result

The statuses in the step are ordered as specified.



Activating a Status ShortcutPrerequisite


Not all statuses have shortcut icons available.


Steps


2. Select the option Activate the corresponding action.

3. Click Done.

Result

A shortcut icon linked to the status is displayed in Taleo Recruiting. Users can quickly change the status of a candidate using the button.

Deactivating a Status ShortcutPrerequisite


Not all statuses have shortcut icons available.


Steps


2. Clear the option Activate the corresponding action.

3. Click Done.

Result

A shortcut icon is no longer linked to the status in Taleo Recruiting.

Allowing Date Entry and Modification for a StatusPrerequisite

The status must be created to activate this setting.

For actions that result in a change of status (that is, Change Status, Move, Bypass, Offer, Hire a Candidate, Candidate has Declined, Reject Candidate). The results displayed in reports will reflect the actual dates when events were performed.

The Set candidate selection workflow event date user type permission must be granted in the SmartOrg User Types feature.


Steps




2. Select the option Allow event date entry and modification.

3. Click Done.

Result

Users will be able to enter the date when an event was performed, rather than when it was recorded.


Candidate Selection Workflow Action

Action

Candidate Selection Workflow ActionA candidate selection workflow action is an event performed on a candidate file during the hiring process.


A candidate selection workflow action is linked to a specific step of the candidate selection workflow by the system administrator and it is performed by a user when a candidate reaches the step of the workflow. For example, if the action Start Onboarding Process is added to a step, then the recruiter can start the Onboarding process when a candidate is in that step.

Candidate selection workflow actions are provided by the system. They cannot be created. Available actions for a candidate selection are:

Configuration

Candidate Selection Workflow Actions

Action Description

Add Comments Add comments to a candidate file.

Attach Files Attach a document to a candidate file.

Bypass Bypass a step in a candidate selection workflow without any restriction.

Change Status/step Change the status of a step in a candidate selection workflow.

Export to SAP Export a candidate file to SAP human resources management system (HRMS).

Fill Out Form Add a PDF form to a candidate file. The candidate will be required to fill out the form.

Grade Enter or remove a grade in a candidate file.

Move Move a candidate from one step to another.

Revert Undo the last action in a step.

Send Correspondence Send a correspondence to a candidate.

Start Onboarding Process Start an onboarding process.

Undelete Undelete a candidate file.

Update Start Date Update the start date of a candidate.


Name Location

Change submission status Configuration > [SmartOrg] Administration > User Types > Recruiting > Candidates > Candidate Selection Workflow



Activating an ActionPrerequisite

Configuration > [Recruiting] Administration > Candidate Selection Workflow > Actions tab

Steps

1. Click on an action.


3. Click Done.

Result

In the Actions page, a check mark appears in the Available column next to the action. The action is available for selection when creating a step.

Deactivating an ActionPrerequisite

The action must be active.

Configuration > [Recruiting] Administration > Candidate Selection Workflow > Actions tab

Steps



3. Click Done.

Result

In the Actions page, a check mark no longer appears in the Available column next to the action. Also, the action is no longer available in the list of actions for selection when creating a step.

Adding an Action to a StepPrerequisite

The action must be activated.


Steps

1. Click on a step.

Move submissions to next step Configuration > [SmartOrg] Administration > User Types > Recruiting > Candidates > Candidate Selection Workflow

Bypass steps Configuration > [SmartOrg] Administration > User Types > Recruiting > Candidates > Candidate Selection Workflow


Name Location



2. Under the Actions Usage tab, click Add...

3. Select an action then click Add.

Result

The action is added to the step indicating which action the user needs to perform when a coandidate reaches the step.

Next Step

Ordering actions in the step.

Removing an Action from a StepPrerequisite

The action must be activated.


Steps

1. Click on a step.

2. Under the Actions Usage tab, select an action.

3. Click Remove.

Result

The action is no longer available for the step. An action removed is not deleted permanently, it is still available in the Actions tab and can be reused.

Reordering Actions in a StepPrerequisite


Steps

1. Click on an step.

2. Under the Actions Usage tab, select a new position (number) in the list next to the action name.

3. Click Reorder.

Result

The list is updated to reflect the new order of the actions. Actions will be carried out in the specified order in the step.

Making Comments Mandatory for an ActionPrerequisite


Steps




2. Select Make comment mandatory.

3. Click Done.

Result

In the Actions page, a check mark appears in the Comment Mandatory column next to the action and users will need to provide a comment for this action.


Candidate Selection Workflow Qualifier

Qualifier

Qualifier and Qualifier GroupA qualifier is a reason linked to a status for rejecting a candidate or for explaining why a candidate declined a job offer.


Qualifiers are reasons for rejecting a candidate or for explaining why a candidate declined a job offer. Qualifiers are created by the system administrator and linked to the Has declined and Rejected statuses. Qualifiers provide additional information needed to move a candidate in a candidate selection workflow or to change the status of a candidate.

When users change the status of a candidate to Has declined or Rejected, the qualifiers displayed will vary depending on the statuses linked to the steps chosen for the selected candidate selection workflow.

For example, a candidate may have declined a job for personal reasons, because he/she does not want to relocate, or because he/she has accepted another position. In this case the qualifiers could be:

• Not willing to relocate

• Not willing to travel

• Feels that salary is insufficient

• No reason given

• etc.

A qualifier group is a set of qualifiers created by the system administrator. Instead of linking one qualifier to a status, the system administrator can link a group of qualifiers.

Creating a QualifierPrerequisite

Configuration > [Recruiting] Administration > Candidate Selection Workflow > Qualifiers tab

Steps

1. Click New...


3. Click Done.

Result

The qualifier appears in the Qualifiers page.

Next Step

Activating a qualifier.



Deleting a QualifierPrerequisite

The qualifier must be deactivated.

The qualifier must not be used in a candidate selection workflow.

Configuration > [Recruiting] Administration > Candidate Selection Workflow > Qualifiers

Steps

1. Select a qualifier.

2. Click .

Result

The qualifier no longer appears in the list of qualifiers.

Activating a QualifierPrerequisite

The qualifier must be created.

Configuration > [Recruiting] Administration > Candidate Selection Workflow > Qualifiers tab

Steps

1. Click on a Code.


3. Click Done.

Result

In the Qualifiers page, a check mark appears in the Available column next to the qualifier. The qualifier is available in the qualifiers list when creating a qualifier group.

Deactivating a QualifierPrerequisite

The qualifier must be active.

Configuration > [Recruiting] Administration > Candidate Selection Workflow > Qualifiers

Steps

1. Click on a qualifier.

2. Clear the Available check box .

3. Click Done.

Result

In the Qualifiers page, a check mark no longer appears in the Available column next to the qualifier. The qualifier is no longer available for selection when adding a qualifier to a qualifier group.



Creating a Qualifier GroupPrerequisite

Configuration > [Recruiting] Administration > Candidate Selection Workflow > Qualifier Groups

Steps

1. Click New...


3. Click Add to add an existing qualifier or New to create a new qualifier.

4. Select at least one qualifier.

5. Click Done.

Result

The qualifier group appears in the Qualifier Groups page. Users have a mean to explain why they moved a candidate in the candidate selection workflow or changed the status of a candidate.

Next Step

Activating a qualifier group.

Deleting a Qualifier GroupPrerequisite

Qualifier group must not be in use.


Steps

1. Select a qualifier group.

2. Click .

Result

The qualifier group no longer appears in the list of qualifier groups when adding a qualifier group to a status.

Activating a Qualifier GroupPrerequisite

You must create a qualifier group before you can activate it.

Configuration > [Recruiting] Administration > Candidate Selection Workflow > Qualifier Groups tab

Steps

1. Click on a qualifier group.


3. Click Done.



Result

In the Qualifier Groups page, a check mark appears in the Available column next to the qualifier group. The qualifier group is available in the Add Qualifiers Group list when creating a status.

Deactivating a Qualifier GroupPrerequisite

A qualifier group must be active in order to deactivate it.


Steps



3. Click Done.

Result

In the Qualifier Groups page, a check mark no longer appear in the Available column next to the qualifier group. The qualifier group is no longer available for selection when creating a status.

Adding a Qualifier to a Qualifier GroupPrerequisite

The qualifier must be activated.


Steps


2. Click Add...

3. Select a qualifier.

4. Click Add.

Removing a Qualifier from a Qualifier GroupPrerequisite

The qualifier group must not be used.


Steps


2. In the Qualifiers list, select a qualifier.

3. Click Remove.



Result

The qualifier is no longer included in the qualifier group. A qualifier removed from a qualifier group is not deleted permanently; it is still available in the Qualifiers page and can be reused.

Ordering Qualifiers in a Qualifier GroupPrerequisite

A qualifier group must include more than one qualifier.


Steps


2. In the Qualifier list, select a new position (number) for a qualifier.

3. Click Reorder.

Result

The qualifiers in the qualifier group are ordered as specified.

Adding a Qualifier Group to a StatusPrerequisite

The qualifier group must be activated in order to add it to the status.


Steps


2. Click Add...


4. Click Add.

Result

The specific qualifier group is available to users when modifying the status of a candidate.

Removing a Qualifier Group from a StatusPrerequisite

The qualifier group must not be used.


Steps



3. Click Remove.



Result

The qualifier group is no longer linked to the status. A qualifier removed from a status is not deleted permanently; it is still available in the Qualifier Groups page and can be reused.

Ordering Qualifier Groups in a StatusPrerequisite

Qualifier groups must be included in the status.


Steps


2. In the Qualifier Groups list, select a new position (number) for a qualifier group.

3. Click Reorder.

Result

The qualifier groups in the status are reordered as specified.


Candidate Selection Workflow Phase

Phase

PhaseA phase is a configured parameter for an action.


Phases are used in a candidate selection workflow. They allow a system administrator to configure a parameter for an action that will be performed during the candidate selection workflow.

Phases are available in a candidate selection workflow only if phases are integrated to a service. Therefore, not all services have phases that can be configured in a candidate selection workflow.

If phases are available for a service, the system administrator will be able to create phases and configure them.

Example:

The phase allows the system administrator to associate the workflow, step and status that will trigger a follow-up appointment and further configure which appointment invitation will be distributed. A requisition can include up to ten phases. However, to avoid confusion, it is recommended to use only two or three phases per requisition. The appropriate invitation will be automatically sent based on the calendar ID association selected by the user in the requisition file Screening section.

Benefits

• Provides the ability for a system administrator to configure the parameters of an action performed during the candidate selection workflow.

Creating a PhasePrerequisite

The Access Screening Services configuration and the Access Administration user type permissions grant users access to this feature.

Configuration > [Recruiting] Administration > Selections > Large Selections tab > Custom tab

Steps

1. In the Custom tab, click the elements link located on the same row as the service for which you are creating a phase.

2. Select New.


4. Click Done.

Result

A new phase is now available in the drop down list under phase in the CSW Action section of the service.

Next Step

Adding an invitation phase to a requisition.

BP(A|S)

Layout

• Page and List Layout . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-1

• Center Stage . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-18

• Communications Channel . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-26

• List. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-30

• Column . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-38

• Filter . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-44


Layout Page and List Layout

Page and List Layout

Page StructureThe same page structure is used in Taleo Recruiting Center and information is organized the same way throughout the application.


Pages all have the same structure and can be displayed as a normal layout or as an expanded layout. The normal layout displays the following:

To hide or show the right or left pane, users simply have to click available in the corresponding pane.

In addition, the overall layout of the page can be expanded to take advantage of the screen real estate. To expand or collapse the page, users must click available in the auxiliary navigation bar.

The recommended screen resolution for the page layout is 1024 x 768.

Pane Description

Top Pane The top pane is the section of the screen above the core navigation bar. It contains the search widget, the Advanced Search link, the Search Queries link, the core navigation bar, the auxiliary navigation bar as well as a logo or header text the client wishes to display.

Central Pane The central pane is the middle and main section of the application. It is where the primary content is presented. For example, the candidate list, requisition list, candidate file, requisition file. Upon initial login, this area contains elements configured in the center stage. The center stage can be customized for specific needs or users. A center stage is selected for each configuration profile and a configuration profile is tied to each user. Consequently, depending on the user logging in to Taleo Recruiting Center, the information displayed in the central pane of the home page will differ.

Left Pane This is the section of the screen located on the left hand side. It is persistent throughout the application and it can be expanded and collapsed. It contains filters, folders and other key content for navigation.

Right Pane This is the section of the screen located on the right hand side which is called supporting tools. It is persistent throughout the application and it can be expanded and

collapsed. It can contain the Communications tab ( ), the

Clips tab ( ) and the Help tab ( ). Supporting tools such as the Communications channel, the online help, customer support content/custom instructions that Taleo or you have configured, tours (short clips) provided by Taleo to help end users understand essential skills and features

Lower Pane The lower pane is the section of the screen located at the bottom. It can contain a footer.



Home Page and List Elements Configuration

Element Description Configuration

Auxiliary Navigation Bar The auxiliary navigation bar is the bar located at the top right hand side of pages and contains:

• Home• My Setup• Training and/or e-Learning• About• Sign Out• Web Support

• Full screen mode icon

Configuration > [SmartOrg] Administration> Configuration Profiles > Auxiliary Navigation Bar

My Setup link The My Setup link is displayed in the auxiliary navigation bar.

Configuration > [SmartOrg] Administration> User Types > Recruiting > Other > Access the "Preferences" section in 'My Setup' menu

Training link The Training link is displayed in the auxiliary navigation bar and gives access to online training materials.

Configuration > [SmartOrg] Administration > Configuration Profiles > Training Section URL

Configuration > [Settings] Settings > Training Link Activation

eLearning link The eLearning link is displayed in the auxiliary navigation bar and gives access to eLearning materials.

Configuration > [SmartOrg] Administration > Configuration Profiles > eLearning Section URL

Web Support link The Web Support link is displayed in the auxiliary navigation bar and gives access to Web Support. This link only works for users who are authorized Web Support users.

Configuration > [SmartOrg] Administration > Configuration Profiles > Display Web Support Link in Auxiliary menu

About link The About link is displayed in the auxiliary navigation bar.

Configuration > [SmartOrg] Administration > Configuration Profiles > About Link in Auxiliary Menu

Core Navigation Bar The core navigation bar is located just above the central panel and contains:

• Home icon • Tasks tab• Requisitions tab• Candidates tab• Offers tab• New Hires tab• Libraries tab (Templates, Questions,

Competencies, Disqualification Questions)

Configuration > [SmartOrg] Administration > Configuration Profiles > Core Navigation Bar

Requisitions tab The Requisitions tab is displayed in the core navigation bar and displays requisitions.

Configuration > [SmartOrg] Administration> User Types > Recruiting > Requisitions > Access the "Requisitions" section

Offers tab The Offers tab is displayed in the core navigation bar and diplays offers.

Configuration > [SmartOrg] Administration> User Types > Recruiting > Offers > View offers



Libraries tab The Libraries tab is displayed in the core navigation bar and provides access to requisition templates, questions, competencies and disqualification questions.

Configuration > [SmartOrg] Administration> User Types > Recruiting > Prescreening > Access the question and competency libraries

Search Widget A tool allowing users to perform candidate search, specific candidate search and requisition search.

Configuration > [SmartOrg] Administration > Configuration Profiles > Search Widget

Configuration > [SmartOrg] Administration > User Types > Recruiting > Search > Access Quick Search and Specific Search

Configuration > [SmartOrg] Administration > User Types > Recruiting > Search > Access Requisition Search

Advanced Search link The Advanced Search link is available at the top right hand corner of pages, just beside the search widget. It allows users to search for candidate files using an array of criteria that are different than the ones used in the search function.

Configuration > [SmartOrg] Administration > Configuration Profiles > Advanced Search Links

Configuration > [SmartOrg] Administration > User Types > Recruiting > Search > Access advanced search

Search Queries link The Search Queries link is available at the top right hand corner of pages, just beside the search widget. A search query is an advanced candidate search that has been saved in order to be used repetitively and potentially shared with other users.

Configuration > [SmartOrg] Administration > Configuration Profiles > Advanced Search Links

Configuration > [SmartOrg] Administration > User Types > Recruiting > Search > Access advanced search

Configuration > [SmartOrg] Administration > User Types > Recruiting > Other > Folders

Center Stage A center stage is what users see in their first panel when they first log into the application.

Configuration > [Recruiting] Administration > Center Stage

Configuration > [SmartOrg] Administration> User Types > Recruiting > Administration > Access Administration

Configuration > [SmartOrg] Administration > Configuration Profiles > Center Stage Configuration

Communications Channel The Communications channel allows the display of useful information to users when they first log into Taleo Recruiting.

Configuration > [SmartOrg] Administration > Configuration Profiles > Communication Channel Mode

Configuration > [SmartOrg] Administration > Configuration Profiles > Communication Channel -Custom Section Title




Configuration > [SmartOrg] Administration > Configuration Profiles > Communication Channel -Custom Section Text

Configuration > [SmartOrg] Administration > Configuration Profiles > Communication Channel -Custom Section Link

Configuration > [SmartOrg] Administration > Configuration Profiles > Communication Channel -Custom Section Link Tooltip

Configuration > [SmartOrg] Administration > Configuration Profiles > Communication Channel - Custom Section Link URL

Configuration > [SmartOrg] Administration > Configuration Profiles > Communication Channel - HTML Custom Section URL




Online Tour Short clips describing essential user interface elements of Taleo 10.

Configuration> [Recruiting] Settings > Online Tutorial

Configuration> [Settings] Settings >Online Tutorial HTML Customized URL

Configuration> [Settings] Settings > Taleo Recruiting Online Tutorial URL

Show Filter The Show filter allows users to filter information displayed in a list using ownership and collaboration criteria.

Configuration > [SmartOrg] Administration > Configuration Profiles > Show information for Filter Visibility

Configuration > [SmartOrg] Administration > Configuration Profiles > Show information for Filter Default

Quick FIlters Quick filters help users to quickly filter a list down to relevant information.

Configuration> [Recruiting] Administration > List Format

Advanved Filters Advanced filters are used to filter lists by a more expansive set of filtering criteria.

Configuration> [Recruiting] Administration > List Format

Page Header The header text is displayed on all pages of the application.

Configuration > [SmartOrg] Administration > Configuration Profiles > Recruiting Header Text




Auxiliary Navigation BarThe auxiliary navigation bar is the bar located at the top right hand side of pages.


A setting allows the display of the auxiliary navigation bar.

If the bar is displayed, it is available at all times for users to see and access. The auxiliary navigation bar contains the following links, some of which are also configurable for display by either user type permission or by settings:

• Home

• My Setup (available if a user type permission was granted)

• Training and/or e-Learning (available if the setting was activated)

• About (available if the setting was activated)

• Sign Out

• Full screen mode icon

• Web Support (available if a setting was activated)

Configuration

Page Footer The footer text is displayed on the home page of the application.

Configuration > [SmartOrg] Administration > Configuration Profiles > Center Stage Footer Text

Welcome Title The welcome title is displayed on the home page of the application.

Configuration > [SmartOrg] Administration > Configuration Profiles > Center Stage-Welcome Title

Separator Line The line separating the Welcome title from the main content of the center stage.

Configuration > [SmartOrg] Administration > Configuration Profiles > Center Stage-Separator Line

Logo A logo can be displayed in the upper left corner of Taleo Recruiting and Taleo Performance pages.

Configuration > [Settings] Settings> Organization Logo

Color Theme A theme is a set of colors used for body text, headings, links within an application.

Configuration > [Settings] Settings > Default Theme

Selected Item Color This is the color displayed when selecting elements in the user interface

Configuration > [Settings] Settings > Selected Item Default Color


Name Location

Access the "Preferences" section in 'My Setup' menu Configuration > [SmartOrg] Administration> User Types > Recruiting > Other




Core Navigation BarThe core navigation bar is located just above the central panel.


A setting allows the display of the core navigation bar.

If the bar is displayed, it is available at all times but the display will dynamically collapse when deep inside the application. Users can hover their mouse over the core navigation bar section for the bar to dynamically re-appear at any time. User type permissions grant users access to different areas of the core navigation bar. The core navigation bar may contain the following elements:

• Home icon

• Tasks

• Requisitions (available if a user type permission was granted)

• Candidates

• Offers (available if a user type permission was granted)

• New Hires

• Libraries (Templates, Questions, Competencies, Disqualification Questions) (available if a user type permission was granted)

Configuration

Settings


Auxiliary Navigation Bar • No• Yes


Web Support Link in Auxiliary Menu • No• Yes


About Link in Auxiliary Menu • No• Yes


Training Section URL Configuration > [SmartOrg] Administration > Configuration Profiles

eLearning Section URL Configuration > [SmartOrg] Administration > Configuration Profiles

Training Link Activation • No• Yes

No Configuration > [Settings] Settings


Name Location

Access the "Requisitions" section Configuration > [SmartOrg] Administration> User Types > Recruiting > Requisitions



Search WidgetA tool allowing users to search for candidates and requisitions.


The search widget is available at the top right hand corner of pages. It is available to users if it has been configured in the user's configuration profile and if the user type permission has been granted.

The search widget gives access to three types of search:

• candidate search

• specific candidate search

• requisition search

Benefits

• Allows users to quickly navigate to specific candidate files and requisition files.

Configuration

View offers Configuration > [SmartOrg] Administration> User Types > Recruiting > Offers

Access the question and competency libraries Configuration > [SmartOrg] Administration> User Types > Recruiting > Prescreening

Settings


Core Navigation Bar • No• Yes

Yes Configuration > [SmartOrg] Administration > Configuration Profile


Name Location

Access candidate Quick and Specific search Configuration > [SmartOrg] Administration > User Types > Recruiting > Search

Access requisition search Configuration > [SmartOrg] Administration > User Types > Recruiting > Search


Name Location



Page HeaderA header text can be displayed at the top of all pages of the application.


To display text in the header, the system administrator must first submit the desired text to Taleo Support. Text requirements are:

• The text area supports up to 50 characters.

• Text must be supplied for all active languages.

• Basic HTML formatting such as color, bold and italics are possible, but it is not possible to embed hyperlinks.

A Configuration Profle setting allows the activation of this feature.

Configuration

Creating a Page HeaderPrerequisite

Text must be supplied for all active languages.

A maximum of 50 characters is allowed.

Basic HTML formatting such as color, bold and italics are possible, but it is not possible to embed hyperlinks.

Steps

1. Create a text for the page header.

2. Send the text to Taleo Support.

3. In the SmartOrg Configuration Profiles feature, activate the Recruiting Header Text setting.

Settings


Search Widget • No• Yes

Yes Configuration > [SmarOrg] Administration >Configuration Profile

Settings


Recruiting Header Text • No• Yes

No Configuration > [SmartOrg] Administration> Configuration Profiles



Result

The header text will be displayed to the user in the center of the top panel on all pages of the application.

Page FooterA footer text can be displayed on the home page of the application.


To display text in the footer, the system administrator must first submit the desired text to Taleo Support. Text requirements are as follows:

• The text area supports up to 50 characters.

• Text must be supplied for all active languages.

• Basic HTML formatting such as color, bold and italics are possible, but it is not possible to embed hyperlinks.

A configuration Profile setting allows the activation of this feature.

Configuration

Creating a Page FooterPrerequisite

Text must be supplied for all active languages.

A maximum of 50 characters is allowed.

Basic HTML formatting such as color, bold and italics are possible, but it is not possible to embed hyperlinks.

Steps

1. Create a text for the page footer.

2. Send the text to Taleo Support.

3. In the SmartOrg Configuration Profiles feature, activate the Center Stage-Footer Text setting.

Result

The footer text will be displayed to the user when logging in. The footer text is displayed on the home page of the application, along two lines on the bottom left of the page.

Settings


Center Stage Footer Text • No• Yes




Welcome TitleThe welcome title is displayed to users when they first log in into the application.


A Configuration Profile setting allows the activation of this feature.

By default, the text displayed is Welcome followed by the name of the user signing in.

For example, Welcome John Smith. The text Welcome is configurable; contact Taleo Support for information.

Configuration

Creating a Welcome TitleSteps

1. If you want to have a different Welcome title, contact Taleo Support.

2. In the SmartOrg Configuration Profiles feature, activate the Center Stage-Welcome Title setting.

Result

The Welcome text will be displayed to the user when logging in. The word Welcome displayed by default at the top left of the Center Stage is replaced.

Separator LineThis is the line separating the Welcome title from the main content of the center stage.


By default, the separator line is not displayed.

A configuration Profile setting allows the activation of this feature.

Configuration

Settings


Center Stage-Welcome Title • No• Yes


Settings


Center Stage-Separator Line • No• Yes




Adding a Separator LinePrerequisite

Center Stage must be created and activated.


Steps


2. Click on the Center Stage - Separator Line setting.

3. Click Edit.

4. Select Yes.

5. Click Save.

Result

A line is added between the welcome title and the content of the center stage.

List UsageSeveral tools are available to manage requisition and candidate lists.


List Filtering: Several filters are available to filter information in a list:

• quick filters

• advanced filters

• show filter

Column Sorting: Columns in a list are sortable by clicking on the column header. Columns made of a user-defined field, including partner services result fields, are also sortable.

Column Manipulation: It is possible to drag columns and change the width of a given column on a list. Columns can also be moved on the page using a drag and drop action. Changes in columns are kept during the session.

Column Display and Interaction: Column headers and rows have different colors depending on their statuses:

An up or down arrow is displayed in the column header to indicate a descending or ascending sorting order.

Header Color Status

White Indicates a normal status.

Light Blue Indicates that the cursor is passing over the column header or row.

Dark Blue Indicates that the row has been selected or that the column is used to sort elements.



Candidate Count Column: The Candidate Count column indicating the number of candidates who applied on a requisition is available on the left of the list to make it easier and faster for users to get to the list of candidates.

Actions Directly in the List: Several actions can be performed directly in a list using inline actions. For example, from the requisition file, users can select a drop-down just adjacent to the requisition and take an action on the file without having to load the file first.

Callouts: Candidate and requisition files display a callout containing relevant information about the file. The callout is displayed as a bubble beside the candidate or requisition name.

For the candidate file, the callout includes the following information:

• Candidate name with an hyperlink to the candidate file.

• Home, work and cellular numbers (primary phone is indicated).

• E-mail address.

For the requisition file, the information contained in the callout as well as the link to access the requisition file are different based on the context.

The callout contents available are:

• A small callout including the following information:

• Requisition title with an hyperlink to the requisition file.• Requisition ID.• Activated languages.• Activated features such as ACE Alert, Daily Recruiting Report, Urgent Need and Prevent

Posting.

• A medium callout including the following information:

• Requisition title with an hyperlink to the requisition file.• Requisition ID.• Status.• Status detail.• Recruiter.• Primary location.• Requisition type.• Activated languages.• Activated features such as ACE Alert, Daily Recruiting Report, Urgent Need and Prevent

Posting.

Callouts are not configurable.

Context Type of callout Link

Requisition list Small callout Requisition file

Candidate list from requisition Medium callout Requisition file

Candidate submission on a requisition Medium callout Requisition file

Requisition selector (Match, Capture, etc.) Medium callout PDF of the requisition file

Candidate pooling list Medium callout Requisition file



All Files on One Page: Requisition and candidate lists display all requisitions or candidate files in a single page. Users can simply scroll through a single long list versus needing to go through information page by page. A maximum of 1000 candidate files or requisition files can be displayed. If this limit is exceeded, no files will be displayed and the user will first have to filter the list using quick filters.

Candidate Bulk Actions: The following actions can be performed for 1000 candidate files at a time:

• All candidate selection workflow actions such as move, change status, add comments, enter grade, revert, bypass, reject candidate, candidate has declined, hire, etc.).

• All queue and route actions.

• Delete and undelete.

• Start and delete the onboarding process.

• Share.

• Match.

The share and match bulk actions are delayed scheduled actions if the following requirements are met:

• For the Share action if (number of candidates) * (number of recipients) >= 10.

• For the Match action if (number of candidates) * (number of requisitions) >= 10.

When the action is delayed, a new task is scheduled for immediate execution. The execution of the action depends on the scheduler’s load. As a general rule, the action is executed a few minutes after the task is created.

The processing of actions by the system is done in groups of 20 and is committed within that group of 20. For example, if a recruiter wants to hire 21candidates on a requisition and the requisition only has 20 positions available, the system will hire the first 20 candidates and commit the data. Once candidate 21 is processed, the system will fail and will display a message to the recruiter indicating that he/she cannot hire the last candidate because there is no longer any positions available. If the recruiter needs to undo the first 20 hired transactions, he/she will have to do it manually.

Note that the Send Correspondence and Print actions are limited to 50 candidates at a time.

Option to Reset the Item Requiring Attention Icon: There is a setting configurable by the system administrator to remove the Item Requiring Attention icon when an action has been performed against a candidate, even if the candidate’s file has not been physically viewed. The actions for which this feature is available are:

• Successful CSW move/change step and status

• Successful offer related actions

• Successful Start Onboarding action

• Successful delete submission

• Successful comparison of candidates

Benefits

• Users can quickly get to what they want on a list.

• Users see what they need to see when on a list.

• Users do what they need to do when on a list.



Selector and AutosuggestFor selectors having a large list of values, the autosuggest feature is present.


When typing letters in a large selector, a drop-down list appears and the system presents values that are relevant with the letters entered and retrieves as many entries as possible. The lookup begins to work as soon as three characters are entered and the list continues to narrow as more characters are entered. The match is made based on a "contains" search to increase likelihood of finding what the user is seeking. When the right entry is found, the user simply selects it from the list. If the list of matching elements cannot be reduced to ten entries, the [more...] option is displayed and the user can access a pre-filtered browser. To increase selection speed of relevant values, for Organization, Location and Job Field, the autosuggest works across the entire structure hierarchy using a single autosuggest field. In addition to the autosuggest feature, users at any time can use the search icon to the far right of the field to open up a full search browser to find the value they are looking for.

For example, if a user types the letters can to find a Primary location, the autosuggest feature might suggest:

• Canada

• Canada > British columbia

• Canada > Nunavut

• Canada > Ontario

• Canada > Ontario > Ottawa

• Canada > Ontario > Toronto

As another example, if using a more precise term such as Toronto, the autosuggest feature then might just suggest Canada > Ontario > Toronto.

This feature does not take into account accents. Therefore, if a user wants to find the word École, he/she can type École or Ecole.

If a user prefers to browse a list of available entries, a selector is available.

Benefits

• Allows a quick selection of known data elements without having to browse to find the right element.

• Consolidates selection across multiple fields into a single field.

• Fewer clicks every single time a user is making a familiar selection

LogoA logo can be displayed in the upper left corner of Taleo applications pages.


The system administrator has the ability to upload a logo that will appear in the upper left corner of Taleo applications pages. By default, the Taleo logo is displayed.



A limit of one logo can be defined by zone. The logo must have a JPEG format and dimensions of 185 x 60 pixels.

Benefits

• Provides the ability to brand Taleo applications to more closely fit a customer branding.

• Provides a consistent look and feel across Taleo applications.

Configuration

By default, the Taleo logo is displayed. The system administrator can upload another logo if desired.

• Migration

• For Taleo Performance customers, the logo already implemented will be migrated. • The Taleo Performance setting to upload a logo was moved out of Taleo Performance

Administration and into the new Central Configuration menu.

Uploading an Organization LogoPrerequisite

A limit of one logo can be uploaded per zone.

Logo must be in a JPEG format and have dimensions of 185 x 60 pixels.


Steps

1. Click on the Organization Logo setting.

2. Click Edit.

3. Click Browse to select the file containing the company logo.

4. Click Save.

Result

The uploaded logo will be displayed in the upper left corner.

Color ThemeA theme is a set of colors used for body text, headings, and links within Taleo applications.


The following standard color themes are provided by Taleo.

Settings


Organization Logo Taleo Logo Configuration > [Settings] Settings



A theme is selected by the system administrator for the different Taleo applications.

By default, the theme is the Taleo green. Users can overwrite the theme selected using by the system administrator in the My Setup page, under the Preferences tab.

Benefits

• Provides the ability to brand Taleo applications to more closely fit a customer branding.

• Provides a consistent look and feel across Taleo applications.

Configuration

Modifying the ThemePrerequisite

Only one color theme can be displayed per zone.


Steps

1. Click on the Default Theme setting.

Taleo Aqua Sand Ice Silver


Name Location

Access the "Preferences" section in 'My Setup' menu Configuration > [SmartOrg] Administration > User Types > Recruiting > Other

Settings


Default theme • Aqua• Silver• Snow• Taleo• Ice• Sand

Taleo Configuration > [Settings] Settings

Auxiliairy Navigation Bar • Yes• No




2. Click Edit.

3. Select the desired color.

4. Click Save.

Result

Colors selected for body text, headings and links are displayed to user.

Selected Item ColorColor displayed when selecting elements in the user interface.


The following standard colors are provided by Taleo:

• Green

• Soft blue

• Yellow

• Blue (inverted)

• Dark (inverted)

A default color is selected by the system administrator. However, users can override the default color by modifying the Selected Item Default Color in the My Setup page, under the Preferences tab (available via the Setup link located in the up right corner of pages).

A high contrast color scheme, Dark (inverted), is available to users to address the Section 508 compliance standard for visually impaired users.

Configuration

Settings


Selected Item Default Color • Green• Blue (inverted)• Soft Blue• Yellow• Dark (inverted)

Soft Blue Configuration > Settings

Auxiliairy Navigation Bar • Yes• No



Name Location



Layout Center Stage

Center Stage

Center StageA center stage is what users see in the center panel when they first log into the Recruiting Center.


From the center stage, users can be presented with key information and/or jump into the underlying application to perform more complex actions. For example, a center stage may contain elements such as task list, links to create requisitions or view candidates, channels providing overview information on requisitions, candidates or offers.

A center stage can be customized for specific needs or users. Consequently, depending on the user logging into Taleo Recruiting Center, the information displayed in the central panel of the home page will differ. The center stage linked to a user is defined via the user’s configuration profile.

The Center Stage feature is available in Taleo Recruiting Administration, under Center Stage.

Three default center stages are supplied with the application:

• Recruiter

• Hiring Manager

• Hourly Manager

The system administrator can edit these default center stages and can also create new center stages either from scratch or by duplicating existing ones. Changes made to a center stage are applied the next time a user linked to any configuration profiles using that center stage logs in.

In addition to the center stage configuration, the system administrator can decide to display a welcome title in the center stage, to add a separator line between the welcome title and the widgets of the center stage, and also add a footer text on the center stage.

Information in the center stage may be displayed as follows:

• Single column: channels, links and lists are displayed in one single column.

• Two columns: channels, links and lists are displayed in two columns. The system administrator can choose which column and the order in which each widget will appear in that column.

• Two columns with header: channels, links and lists are displayed in either the header or one of the two columns, as specified by the system administrator when placing the widgets.

A center stage may contain channels, links and lists.

Channels contain overview counts of information about the area and links that can redirect the user to another part of the application. Channels are supplied by Taleo and cannot be created nor edited. The following channels are available:

• Candidates

• Offers

• Onboarding

• Requisitions

• Tasks


Layout Center Stage

A channel always includes a list of elements as well as the number of items associated to each element. The elements on the list are clickable and bring users to a more detailed area of the application, for example the candidate list, requisition list, etc. The elements on the list are also dependent on the value selected in the Show filter.

The number in the following two columns work as follows:

• The number in the column is specific to you (not to your user groups). It represents the number of items that are new or have been updated by another user since you last viewed them. For example, if you approve your own requisition, a “new” task is added to your Ready for sourcing tasks, and the number in this column for Ready for sourcing element increases by one.

• The number in the Total column represents the total number of items including new, previously viewed, and updated. For example, if you choose your user name in the Show list and Ready for sourcing appears in the Tasks channel, the number in the Total column represents the total number of your requisitions that are ready for sourcing.

Links redirect the user to another part of the application. Links are supplied by Taleo and cannot be created nor edited. The following links are available:

• Create a Requisition

• Onboarding Process

• Reports

• Search for candidates

• View My Candidates

• View My Requisitions

There is one list format that is available in the center stage as well, known as the Mini Requisition list. This mini requisition list can be added in the center stage to allow users to access a candidate list directly from the home page without having to go through the standard requisition list page. This mini requisition list can contain up to four columns of summary information about each requisition, including the number of candidates. It can also display up to 30 requisitions (the ones with the most recent submission activity). This mini requisition list is used by default with the Hourly Manager center stage.

Benefits

• Displays only the necessary information to specific users.

• Provides a unified method for accessing and interacting with all Taleo applications.

• Provides the ability to customers to self-administer the working environment to provide a more compelling user experience.

Configuration


Name Location

Access Administration Configuration > [SmartOrg] Administration> User Types > Recruiting > Administration


Layout Center Stage

Creating a Center StagePrerequisite

The Center Stage Configuration user type permission must be granted in the SmartOrg user type feature.


Steps

1. Click Create.


3. Click Save.

4. Click Edit next to Channels and Links.

5. Click Add.

6. Select channels and links.

7. Click Select.

8. Click Save.

Result

The newly created center stage appears in the Center Stages list. The information displayed in the central pane of the home page is configured as specified.

Next Step

Activating the center stage.

Deleting a Center StagePrerequisite


The center stage must be inactive.


Settings


Center Stage Configuration Recruiter View Configuration > [SmartOrg] Administration > Configuration Profiles

Center Stage-Separator Line • No• Yes


Center Stage Footer Text • No• Yes


Center Stage-Welcome Title • No• Yes



Layout Center Stage

Steps

1. Click Delete next to the center stage.

Result

The center stage is permanently deleted from the database.

Duplicating a Center Stage Allows a system administrator to create a center stage based on an existing one.

Prerequisite



Steps

1. Click on the name of a center stage.

2. Click Duplicate.


4. Click Save.

5. Click Edit.

6. Click Add.


8. Click select.

9. Click Save.

Result

The newly created center stage appears in the Center Stages list.

Next Step

Activating a center stage.

Activating a Center StagePrerequisite

The center stage must have the inactive or draft status.



Steps


2. Click Activate next to the name of the center stage.


Layout Center Stage

Result

The center stage appears as active in the Center Stage list. The center stage can now be associated to a configuration profile and a user account in SmartOrg.

Next Step

Associating the center stage to a configuration profile in SmartOrg.

Deactivating a Center StagePrerequisite


The center stage must have the active status.


Steps

1. Cick on the name of the center stage.


Result

The center stage appears as inactive in the Center Stages list. The center stage is no longer available in SmartOrg when associating a center stage to a configuration profile or user account.

Modifying a Center Stage PropertiesPrerequisite



Steps



3. Modify the fields as required.

4. Click Save.

Next Step

Adding channels and links.

Adding Channels and Links to a Center StagePrerequisite

The center stage must be in the inactive or draft status.


Layout Center Stage

The Center Stage Configuration user type permission must be granted in the SmartOrg User Types feature.


Steps



3. Click Add next to Channels and Links.


5. Click Select.

6. Click Save.

Result

When a user associated to that center stage will access Taleo Recruiting, the channels and links will appear.

Next Step

Ordering channels and links as well as columns in the center stage.

Removing Channels and Links from a Center Stage Prerequisite


The user type permission Center Stage Configuration must be granted.


Steps



3. Cick Remove next to the channels and links to be removed.

4. Click Save.

Result

The channels and links will no longer appear in the Center Stage page. When a user associated to that center stage will access Taleo Recruiting, the removed channels and links will no longer be displayed.

Next Step


Ordering Channels and Links in a Center StagePrerequisite



Layout Center Stage



Steps



3. Specify the row order of each channel and link.

4. Click Reorder.

5. Click Save.

Result

When a user associated to that center stage will access the Recruiting Center, the channels and links will be displayed in the new order.

Next Step


Setting the Layout of a Center StagePrerequisite




Steps



3. Select the desired layout.

4. Click Save.

Result

The center stage is laid out in one or, two columns or in two columns with a header.

Next Step

Organizing a multicolumn center stage.

Organizing a Multicolumn Center StagePrerequisite




Layout Center Stage

Configuration > > [Recruiting] Administration > Center Stage

Steps

1. In the Center Stage Configuration page, click on the name of a center stage.

2. In the Center Stage page, click Edit next to Channels and Links.

3. In the Channel and Link Editor page, select a value in the Section drop-down list.

4. Click Save.

Result

Channels and links appear in the home page either on the right or left hand side of the page.

Creating Custom Instructions for a Center Stage ChannelThe text appearing under the name of a channel in the center stage can be customized. For example, for the View Candidates channel, the following text could be modified: “View detailed information about your candidates”. Although no default text is supplied with the application, the system administrator can send the text to Taleo Support who will then activate the text for your zone. Refer to the chapter entitled Label Change. You can also contact Taleo Support for further information.

Associating a Center Stage to a Configuration ProfilePrerequisite

The Center Stage must be created.


Steps


2. Click on the Center Stage Configuration setting.

3. Click Edit.

4. Select a center stage in the Value field.

5. Click Save.

Result

The center stage is selected for each configuration profile and a configuration profile is tied to each user. Consequently, depending on the user logging in to Taleo Recruiting Center, the information displayed in the central pane of the home page will differ.

Next Step

Associate a configuration profile to a user account in the SmartOrg User Accounts feature, under Account Information.


Layout Communications Channel

Communications Channel

Communications ChannelThe Communications channel allows the display of useful information to users when they first sign in Taleo Recruiting.


The Communications channel is located under the tab located on the right panel of the home page.

The Communications channel provided by default is made up of three sections, each being expandable and collapsible by users.

The Communications channel is configured by the system administrator. By deploying the Communications channel, customers can display different information at different levels of customization to different user populations, depending on the level of information that needs to be shared with the group of users.

Benefits

• Flexible options for communication to different audiences.

• Default option allows for distinct support instructions for different configuration profiles.

• Custom option allows for distinct messaging of text and supporting documents to different configuration profiles.

• Ability to disable section for configuration profiles where the information is not applicable.

Section Name Default Text Link

Customer Support Text entered by the system administrator.

None

Documentation Center Release notes, tutorials, training manuals, FAQ, glossaries, and other support documentation directly related to the recruiting application.

The Documentation link gives access to the Communication Center.

Resource Center Informational links within the hiring cycle, articles, research content, and more.

The Resource Center link gives access to the Resource Center



Configuration

Communications Channel ModeCustomers have many options regarding if and how the Communications channel will be displayed to users. For each configuration profile, customers can define the appropriate approach to take by configuring the Communication Channel Mode setting.

Settings

NamePossible Values

Default Value Location

Communication Channel Mode • Default• Customize

d• HTML

customized

• Disabled

Default Configuration > [SmartOrg] Administration > Configuration Profiles

Communication Channel - Custom Link

Custom Communication Channel - Custom Link


Customer Support Section • Yes• No


Communication Channel - Custom Link Tooltip

Custom Communication Channel - Custom Link Tooltip


Customer Support Text Custom Customer Support Text Configuration > [SmartOrg] Administration > Configuration Profiles

Communication Channel - Custom Text

Custom Communication Channel - Custom Text


Communication Channel - Custom Title

Custom Communication Channel - Custom Title


Communication Channel - HTML Custom URL

Custom Communication Channel - HTML Custom URL


Communication Channel - Custom Link URL

Custom Communication Channel - Custom Link URL


Communication Channel Mode

Value Description

Default The Communications channel is displayed in the standard Taleo format.



However, the Customer Support section can be displayed and text in the Customer Support section can be customized by configuring the following configuration profile settings:

• Customer Support Section• Customer Support Text

If no text is customized, then the default text as defined by Taleo will be displayed.

Note that a private setting must be activated by Taleo Support to define the Communications channel URL.

Customized The Communications channel can be customized to display different links.

By using this option, the system administrator can customize for each active Recruiting Center language, a title, text, link, link tooltip, and URL.

The Customer Support section can be displayed and text in the Customer Support section can be customized by configuring the following configuration profile settings:

• Customer Support Section• Customer Support Text

If no text is customized, then the default text as defined by Taleo will be displayed.

The title of the Communications channel is customized via this configuration profile setting:

• Communication Channel - Custom Section Title

The text in the Communications channel is customized via this configuration profile setting:

• Communication Channel - Custom Section Text

The link text that brings users to the Communications channel is customized via this configuration profile setting:

• Communication Channel - Custom Section Link

The tooltip of the link that brings users to the Communications channel is customized via this configuration profile setting:

• Communication Channel - Custom Section Link Tooltip

The URL of the custom page in the Communications channel is customized via this configuration profile setting:

• Communication Channel - Custom Section Link URL

Note that if the setting is set to Customized and the above settings have no content, then the Communications channel will be blank.

HTML Customized The Communications channel contains the URL of the client’s HTML page.

Using this option, the system administrator can define an entirely distinct URL for each active Recruiting Center language. This URL will then be loaded in an iFrame and replace the Communications channel section on the home page. The HTML customized URLs can be the same or can be different for each individual configuration profile.


Value Description



Customizing Text in the Customer Support SectionPrerequisite

The Communication Channel Mode setting in the user’s configuration profile must be set to either Default or Customized.

The Customer Support Section setting must be activated in the SmartOrg Configuration Profiles feature.


Steps


2. Click on the Customer Support Text setting.

3. Click Edit.

4. Enter the desired text for each activated language.

5. Click Save.

Result

Added text will be displayed in the Customer Support section located in the Communications channel in the right panel of the page.

The URL is customized via this configuration profile setting: • Communication Channel - HTML Custom section URL

If no content is provided or if content is invalid, then the Communications channel will be displayed blank or with an error message.

Note that the HTML Customized mode requires that Flash Player be set in transparent/opaque mode.

A private setting must be activated by Taleo Support to define the standard Communications channel URL.

Disabled The Communications channel is not displayed.


Value Description


Layout List

List

List FormatA list format allows the display of candidate file or requisition file information in different columns.


List formats are configured by the system administrator then used by users in Taleo Recruiting Center. List formats are available for candidate lists as well as requisition lists.

Users can select (among the list formats created by the system administrator) the list format they wish to use to display files in a list.

If they have been granted the permission, users can also create up to three list formats and select columns to display specific information. Columns available to choose from have been previously defined by the system administrator.

Benefits

• Facilitates the search and organization of information.

• Improves the organization of lists.

• Speeds up candidate evaluation and improves recruiting process.

• Displays only relevant information in columns.

Configuration

Settings


Requisition List Format • Variation 1• Variation 2• Variation 3

Variation 1 Configuration > [SmartOrg] Administration > Configuration Profiles

Candidate List Format • Variation 1• Variation 2• Variation 3

Variation 1 Configuration > [SmartOrg] Administration > Configuration Profiles


Name Location

Create personal list formats for the requisition list Configuration > [SmartOrg] Administration > User Types > Recruiting > Requisitions

Create personal list formats for the candidate list Configuration > [SmartOrg] Administration > User Types > Recruiting > Candidates

Access requisition-specific candidate lists Configuration > [SmartOrg] Administration > User Types > Recruiting > Candidates


Layout List

List Format ContextList formats are organized by context, that is pages in the system where a list would be presented to users.


List format contexts are provided by the system. System administrators cannot create new contexts.

A context can contain several list formats. The number of list formats that can be created for a context is defined by Taleo.

List Format VariationThree variations are available to organize list format contexts.


Three variations are available to organize list format contexts:

• Variation 1

• Variation 2

• Variation 3

The system administrator can configure list formats across all relevant requisition and candidate list formats for each of these three variations. Then, for each configuration profile available in the SmartOrg Configuration Profiles feature, the system administrator defines which variation will be used for requisition and candidate list formats.

Configuring Candidate and Requisition List Format - OverviewPrerequisite

Configuration > [Recruiting] Administration > List Formats

Steps

1. Select the context for which the list format is created.

Type of List Default List Format Contexts

Candidate • All Candidates by Requisition List• All Candidates by Folder List• All Candidate by Offer List• Requisition Specific Candidate List• Candidate Capture/Possible Duplicates List• Search Results / Advanced Search• Search Results / Quick Search

Requisition • Requisition List• Mini Requisition List


Layout List

2. Create the list format.

a. Select columns.

b. Put columns in the right sequence.

c. Set column sorting criteria.

d. Select the default list format for the context.

e. Group files in the list format.

3. Activate advanced filters for the context.

4. Select elements appearing in the quick filters.

5. Create custom instructions appearing on the list format icon.

6. Activate the list format.

7. Select a list format variation for each configuration profile.

8. Grant the user type permission allowing users to create personalized list formats.

Result

The list format is available in Taleo Recruiting Center and users can select it.

Creating a List FormatPrerequisite


Steps

1. Click on the Candidate or Requisition tab.

2. Click on a context name.

3. In the Formats for this Context tab, click New...

4. Enter format details.

5. Select the desired columns.

6. To order columns in the list format, select a number in the Sequence Number column then click Reorder.

7. To sort files in the list according to a specific criterion, click the triangle icon in the Sort by column next to the desired column name.

8. Click Done.

Result

The list format appears in the Context Details page, under the Formats for this Context tab.

Next Step

Activating the list format.

If you created a candidate list format, specify the candidate file identifier content.


Layout List

Deleting a List FormatPrerequisite

The list format must be created in order to delete it.

A default list format cannot be deleted.


Steps



3. In the Formats for this Context tab, select a list format.

4. Click .

Result

The list format is deleted from the database. It no longer appears in the Context Details page, under the Formats for this Context tab and it is unavailable to users.

Ordering List FormatsPrerequisite

There must be more than one list format.


Steps



3. In the Formats for this Context tab, select a number in the Sequence Number column.

4. Click Reorder.

5. Click Done.

Result

List formats for the context are displayed in the specified order.

Activating a List FormatPrerequisite

The list format must be created.


Steps



3. In the Formats for this Context tab, click on a list format.


Layout List

4. Select Active.

5. Click Done.

Result

In the Context Details page, under the Formats for this Context tab, a check icon appears in the Active column next to the list format. Also, the list format is available to users in the candidate or requisition lists.

Deactivating a List FormatPrerequisite

A list format must be active in order to deactivate it.


Steps




4. Deselect Active.

5. Click Done.

Result

In the Context Details page, under the Formats for this Context tab, a check icon no longer appears in the Active column next to the list format. Also, the list format is unavailable when users select a list format for a candidate or requisition list.

Next Step

If you no longer want this list format, you can delete it.

Selecting a Default List FormatPrerequisite

The list format must be activated.


Steps




4. Select the option Default format for this context.

5. Click Done.


Layout List

Result

In the Formats for this Context tab, under the Formats for this Context tab, a check icon appears in the Default column, next to the list format. The list format will be applied by default to a requisition or candidate list.

Setting Sort Criteria in a List FormatPrerequisite

The list format must be created in order to set sorting criteria.


Steps




4. To select a criterion, click in the Sort By column next to the desired column name.

5. To select a second sorting criterion, click in the Then by column next to the desired column name.

6. To select a third sorting criterion, click in the second Then by column next to the desired column name.

7. To select ascending or descending sorting order, click repeatedly.

8. Click Done.

Result

Up to three different sorting criteria to display files in a candidate or requisition list are specified.

Grouping Files in a List FormatPrerequisite



Steps




4. Select the option Group records by first sort criterion.

5. Click Done.


Layout List

Result

Files are grouped in the candidate or requisition list. For example, a system administrator could decide to group candidate files by cities. As a result, the candidate list could display candidate files grouped by the city of Boston, then the city of Los Angeles, New York, San Francisco, etc.

Assigning a List Format Variation to a Configuration ProfilePrerequisite

Configuration > [SmartOrg] Administration > Configuration Profile

Steps


2. Click the setting Candidate List Format or Requisition List Format.

3. Click Edit.

4. Select a list format variation in the Value drop-down list.

5. Click Save.

Next Step

Associate a configuration profile to a user account in the SmartOrg User Accounts feature, under Account Information.

Granting Permissions to Create List FormatsPrerequisite

Configuration > [SmartOrg] Administration > User Types > User Type

Steps

1. Click the Recruiting functional domain.

2. Click Edit next to Requisitions.

3. Select the Create personal list formats for the requisition list permission.

4. Click Save.

5. Click Edit next to Candidates.

6. Select the Create personal list formats for the candidate list permission.

7. Click Save.

Result

Users assigned the user type will be able to create up to three personal list formats.

Creating Custom Instructions for a List Format ContextPrerequisite

Only one text can be customized by context by language.

Text must be created for all available languages.


Layout List

A maximum of 1000 text based characters is supported. HTML, rich text format (RTF) and hyperlinks are not supported.


Steps



3. Enter text in the Step Information field.

4. Click Done.

Result

The text appears in a callout located to the left of the List Format Configuration icon available in the top right hand corner of a list. The callout only appears if instructions are provided. The instructions appear for all lists in the context. Provide text will help clarify the list format options to users or explain that other contexts are available for different recruiting circumstance


Layout Column

Column

List ColumnA list is composed of columns that display different types of information.


For a column to be available for a list format, it must have been made available for this purpose. This is done via the field configuration feature. When defining the properties of a field, whether the field was provided by Taleo or is user-defined, the system administrator must specify if the field will be available in Taleo Recruiting. When this option is selected, the field becomes available when selecting a column for a context.

Example of a list format and its columns.

Configuration

Selecting a Column for a List FormatPrerequisite



Steps



Context List Format Columns

All Candidates/By Requisition Education Item Requiring Attention Icon

Disqualification Question Result

Candidate Record Identifier

Requisition Number and Title

Selection Step and Status

Education Level (most relevant education)

Program (most relevant education)

Settings


Maximum Candidate List Columns Any 17 Configuration > [Recruiting] Settings

Maximum Number of UDF for Candidate List Columns

Any 12 Configuration > [Recruiting] Settings


Layout Column


4. Select the check box next to a column.

5. Click Done.

Ordering Columns in a List FormatPrerequisite

The list format must be created in order to reorder the columns.

There must be more than one column in the list format.


Steps




4. Select a number in the Sequence Number column.

5. Click Reorder.

6. Click Done.

Result

Columns are placed in the list according to the order specified.

Removing a Column from a ContextPrerequisite

The column must be available in the context.


Steps



3. In Columns in this Context tab, select a column.

4. Click Remove.

Result

The column no longer appears in the Columns in this Context tab. Also, the column is not displayed to users when they customize their own candidate or requisition list format.

Next Step

Reordering columns in the context.


Layout Column

Item Requiring Attention IconThe Item Requiring Attention icon is used to draw users attention to items that they own that require viewing.


The Item Requiring Attention icon appears in the Candidates list and Requisitions list to draw a user's attention to items that he/she owns and that require viewing.

This icon is only displayed to the owner of an element. A user who creates a requisition is considered the owner of the requisition. However, when creating a requisition, the user can specify other owners for the requisition by completing the Recruiter, Recruiter Assistant, Hiring Manager and/or Hiring Manager Assistant fields.

The icon is removed when:

• an item that has the Item Requiring Attention icon is opened

• the user takes action on an item from the list view (without opening the item)

There is a setting configurable by the system administrator to have the system remove the Item Requiring Attention icon when an action has been performed against a candidate, even if the candidate’s file has not been physically viewed.

The table below indicates the actions affected by the activation of the setting.

Action The icon is removed?

General Actions

Go in the candidate profile No

Offer Actions

Create Offer Yes

Make Offer Yes

Cancel Offer Yes

Capture Expectation Yes

Capture Candidate Response Yes

Capture Competitive Offer Yes

Extend Offer Yes

Renege Offer Yes

Rescind Offer Yes

Send Offer Yes

Update Expiration Date Yes

Update Start Date Yes

Request Approval Yes

Amend Approval Path Yes

Decide on Approval Yes

Terminate Approval Yes


Layout Column

Candidate Selection Workflow Actions

Move/Change Status & Step Yes

Bypass Yes

Reject Yes

Has Declined Yes

Hire Yes

Schedule Interview Yes

Update Interview Yes

Cancel Interview Yes

Mark as Yes Yes

Mark as No Yes

Mark as Maybe Yes

Move all to next step Yes

Move to next step Yes

Revert Yes

Reset Selection Process Yes

Candidate File Actions

Match No

Merge No

Share No

Fill Out Form No

Print No

File in folder No

Compare Yes

Add Comment No

Add Grade No

Attach File No

Send Correspondence No

Find Similar Candidate No

Remove candidate No

Delete Submission Yes

Undelete Submission Yes

Create Screening Request No

Onboarding Actions

Start Onboarding Process Yes

Cancel Onboarding Process Yes

Action The icon is removed?


Layout Column

Configuration

Activating the Item Requiring Attention IconPrerequisite

Configuration > [Recruiting] > Settings

Steps

1. Click on the Item Requiring Attention icon in Candidate Submissions setting.

2. Click Edit.

3. Set the value to Yes.

4. Click Save.

Result

The system removes the Item Requiring Attention icon when an action has been performed against a candidate, even if the candidate’s file has not been physically viewed.

Candidate File IdentifierA candidate file identifier contains candidate-specific information presented in the Candidate Record Identifier column of a candidate list.


A candidate file identifier can provide the following information in the form of text or icon:

• Candidate name (first name, last name, middle initial)

• Identification number

• Ace candidate

• Internal candidate

• In at least one selection process

• Referred candidate

• Registered person

The Candidate Record Identifier column is always present in a candidate list. The system administrator is responsible of defining which information will appear by default in the column. However, users can modify the information set by the system administrator via the My Setup page.

Settings

Name Possible Values Default Values Location

Item Requiring Attention icon in Candidate Submissions

• Yes• No

No Configuration> [Recruiting] Settings


Layout Column

Specifying the Default Candidate File Identifier Content Prerequisite

Configuration > [Recruiting] Administration > File Identifiers

Steps

1. Click Candidate.

2. Select the information you want to display.

3. Select a sorting key to determine which value will be used to sort the candidate column.

4. Click Done.

Result

Selected values appear in the Record Identifiers page. Also, The element selected will appear by default in the Candidate Record Identifier column of a candidate list.


Layout Filter

Filter

Advanced FilterAdvanced filters are used to filter lists by a more expansive set of filtering criteria.


Both requisition and candidate lists have “advanced” filtering tools at the very bottom of the left panel of the page. Users can select several advanced filter criteria to filter a list. Once executed, the criteria are presented to the user across the top of the screen with a small x adjacent to the filter criteria. By clicking the x, the criteria can be removed and the list will dynamically update according to the updated criteria set. User-defined fields can also be available as filtering criteria.

Advanced filters are filtering on an already filtered list, that is whatever advanced filter criteria is selected, the list will be filtered based on what is already displayed in the list. For example, a user filters a requisitions list using the Pending, Open and On Hold status quick filters (he does not select the Draft status filter). The user then applies the advanced filter “Status Details/Draft”. The list will display “No matches found”. In this example, the system first displays all requisitions except Draft ones. Then, from the results displayed by the quick filters, the system finds those requisitions that are draft.

When using advanced filters for which words must be entered, users have the ability to enter partial words. For example, a user could filter a candidate list with candidates whose first name starts with “cath”. The system would retrieve candidates whose first name is “cathy”, “catherine” or “cathia”.

Advanced filters are activated by the system administrator. The system administrator has the ability to specify if the Advanced Filters button will be displayed or not. Criteria available in advanced filters are pre-defined by the system based on the columns selected for the list format context. The system administrator cannot modify them.

Benefits

• Easy removal of filter criteria and dynamic list updating improves usability.

• System administrators can control if users have access to advanced filters by context.

Displaying Advanced FiltersPrerequisite


Steps



3. Select Show Advanced Filters.

4. Click Done.

Result

The Advanced Filters button is displayed for the selected candidate or requisition list format context.


Layout Filter

Hiding Advanced FiltersPrerequisite


Steps



3. Clear Show Advanced Filters.

4. Click Done.

Result

The Advanced Filters button is no longer displayed for the selected candidate or requisition list format context.

Quick FilterQuick filters help users to quickly filter a list down to relevant information.


Quick filters are displayed on the left panel of a page and are available in the following lists:

• Tasks

• Requisitions

• Candidates

• Offers

• Requisition Templates

• Questions

• Disqualification Questions

• Competencies

By default, quick filter categories are collasped and only display selected filtering criteria. When no quick filter is selected, the list displays all available entries. As soon as one filter is selected, it is automatically applied to the list and the list refreshes according to the selection made. Users do not need to refresh the list. For example, in the Requisitions list, if the Open quick filter is selected, only open requisitions will be displayed in the list.

Several quick filters can be applied at a time. Quick filters can be restored to their initial value.

The system administrator can configure quick filters available in the Requisitions and Candidates lists. For a list format context, the system administrator has the ability to select filters amongst a predefined list of filters that will be displayed.

The system administrator can define a default value for certain quick filters. These default values are automatically applied to the list.

• If a quick filter is displayed to users, users can choose to edit the default value for the filter.


Layout Filter

• If a quick filter is not displayed to users, this means that the users will only see candidates according to this default value. As a result, the total number of candidates on a requisition can be different from what users see on their list.

For example: In the list format "All Candidates / By Requisition", the system administrator decides to not display the ACE filter but yet decides to set the ACE filter as a default value. As a result, when users review the candidates list of a specific requisition, they will see a certain number of candidates. However, if they click the "candidate" number, which will display the list format "All candidates / By Requisition" for that same requisition, the system will present them with only the ACE candidates, but will not display the ACE filter and therefore the number of candidates they see are reduced to only show ACE candidates.

The system administrator also has the ability to define the order in which quick filters are displayed. It is important to note that for candidate list filters, the configuration option appears repeatedly for every single list format, however, similar requisition formats such as requisition specific candidate list formats will share the same configuration. Changing it in one location, will change it in all others as well. (Important Note - you must click apply changes - which is about half way down the page prior to clicking Done for the changes to the filter format configuration to take place.)

Benefits

• Dynamic filtering on screen improves usability.

• Configuration by variation options gives flexibility in layout for different user audiences where necessary.

Requisition List Quick Filters

Requisition List Quick Filters

Filter Main Requisition List Mini Requisition List

Primary Location yes yes

Organization yes yes

Job Field yes yes

Status yes no

Requisition ID yes no

Note: The Status quick filter is considered a multi-select within the same field and acts as an OR filter. For example, when selecting the Draft and Open status filters, the user will see all requisitions that are either in Draft or Open status.


Layout Filter

Candidate List Quick Filters

Candidate List Quick Filter

FilterAll Candidates by Requisition

All Candidates By Folder

All Candidates By Offer

Requisition Specific

Candidate List

Search Results - Quick or Advanced

Candidates - Internal

yes yes yes yes yes

Candidates - Referred

yes yes yes yes yes

Candidates - Requiring Attention

yes yes yes yes yes

Candidates - In selection Process

yes yes no no no

Candidates - Active on Current Requisition

yes no no yes no

Candidates - Exclude disqualified

yes no no yes no

Candidates - New in selection process

yes no no yes no

Submissions - Submission completed

yes no no yes no

Submissions - Meet required criteria

yes no no yes no

Submissions - ACE yes no no yes no

Submissions - Assets Met

yes no no yes no

Submissions - Results between %

yes no no yes no

Submissions -Creation Date

yes no no yes no

Submissions -Completion Date

yes no no yes no

Submissions - Last Activity Date

yes no no yes yes

Submissions - Step yes no no yes no

Submissions -Status

yes no no yes no

Submissions -Employer

yes yes no yes yes


Layout Filter

Configuring a Quick FilterPrerequisite


Steps


2. Click on context name.

3. Click the Filters in this context tab.

4. Select filtering criteria by selecting the Displayed check box next to each criterion.

5. Select a default criterion by selecting the Default Value check box next to a criterion.

6. Order filtering criteria by selecting a number in the Sequence Number column.

7. Click Done.

Result

Quick filters are displayed for the selected requisition or candidate list format context.

Submissions -Program

yes yes no yes yes

Requisitions - Status

yes no no no no

Requisitions - Organization

yes no no no no

Requisitions -Primary location

yes no no no no

Requisitions - Job Field

yes no no no no

Requisitions - Requisition ID

yes no no no no

Folder Name no yes no no no

Offer Status no no yes no no

Offer Dates: Creation, Start, Approval, Expiration & Acceptance

no no yes no no

Note: Candidates quick filters are considered a single select on different fields and act as an AND between the filters. For example, when selecting the Internal and Referred candidate filters, the user will only see the candidates that are Internal and Referred

Candidate List Quick Filter

FilterAll Candidates by Requisition

All Candidates By Folder

All Candidates By Offer

Requisition Specific

Candidate List

Search Results - Quick or Advanced


Layout Filter

Show FilterThe Show filter feature allows users to filter information displayed in a list using ownership and collaboration criteria.


The Show filter can appear in:

• requisitions list

• candidates list

• home page

The Show filter is displayed to users if the Show information for Filter Visibility configuration profile setting has been configured in the user's configuration profile.

The Show filter:

• can be displayed everywhere except in the home page

• can be displayed everywhere including the home page

• cannot be displayed at all.

Values appearing in the Show filter depend on the permissions granted to the user and on the configuration of the application.

Possible values are:

• I own

• I collaborate on

• I own or collaborate on

• I own in My coverage area

• I own or collaborate on or in My coverage area

• Groups the user is part of

• All

For example:

• If a user’s permissions do not allow a user to see requisitions he/she does not own, the user will only see the “I own” value.

• If a user’s permissions allow a user to see requisitions he/she does not own BUT the collaborator feature is not available in the company, the user will not see the following values related to the collaborator feature: “I own or collaborate on”, “I collaborate on” and “I own or collaborate on or in My coverage area”.

• If a user’s permissions allow the user to see requisitions he/she does not own AND the collaborator feature is available in the company, the user will see the following values related to the collaborator feature: “I own or collaborate on”, “I collaborate on” and “I own or collaborate on or in My coverage area”.

Benefits

• The Show filter may be hidden to avoid users changing it and being distracted or confused by it.


Layout Filter

• A default value may be set for the Show filter for users’ convenience and to ensure that they see the relevant requisitions without having to change this filter each time.

• Retail and hourly customers can use the configuration to default to My coverage area and to simplify the experience for their decentralized hourly managers.

Configuration

Setting the Visibility of the Show FilterPrerequisite


Steps


2. Click on the Show information for Filter Visibility setting.

3. Click Edit.

4. Select the desired option in the Value field.

If you think users will not need to change the value of the Show filter, consider not displaying the Show filter to them.

5. Click Save.

Result

The system administrator can specify if and where the Show filter is displayed to userss

Next Step

Setting the Show filter default value.

Settings


Show information for Filter Default

• I own• I collaborate on• I own or I collaborate

on• My coverage area• All users

I own Configuration > [SmartOrg] Administration > Configuration Profiles

Show information for Filter Visibility

• Never display• Everywhere except in

the home page• Everywhere including

in the home page

Everywhere including in the home page



Layout Filter

Setting the Show Filter Default ValuePrerequisite

The Show information for Filter Visibility setting must be activated in the SmarOrg Configuration Profiles feature.


Steps


2. Click on the Show information for Filter Default setting.

3. Click Edit.

4. Select the desired value in the Value field.

If you want to ensure users see relevant requisitions without having to change the filter each time, do not display the Show filter.

5. Click Save.

Result

A default value is selected for the Show filter.

BP(A|S)

Recruiting Fundamentals

• Agency and Agent. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9-1

• Source . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9-8

• Event . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9-14

• Job Board . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9-17

• Task. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9-20

• Merge Form . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9-24

• Candidate . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9-28

• Contingent Hiring . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9-53

• Hourly Hiring . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9-55

• Requisition . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9-63

• Offer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9-77

• Competency. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9-81

• Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9-93


Recruiting Fundamentals Agency and Agent

Agency and Agent

Staffing Agency and AgentA staffing agency is a company offering staffing services such as a sourcing strategy, internet mining, media placement, or retained search. A staffing agent is a person working for a staffing agency and who can refer candidates for positions available in your organization.


A staffing agency can be used for the following services:

• Sourcing strategy: Agency providing services to prepare a job ad.

• Internet mining: Agency searching the internet for candidates and resumes for a specific requisition.

• Media placement: Agency posting a requisition on electronic media such as newspapers, magazines, billboards.

• Staffing: Agency that provides full headhunter/recruiting services, in addition to the sourcing services above. The agency may recruit, prescreen and actually submit a candidate for a requisition via the agency portal.

• Contingent staffing: Agency used for contingent staffing. MWBE means Minority Women Business Owned. This is a flag available when exporting the agency information to an external system where billing occurs.

The following business rules apply to agencies and agents:

• An agency cannot be linked to an agency portal. Only agents (associated to an agency) are linked to agency portals.

• An agent can only be associated to one agency. The agency must offer staffing services.

• An agent has access to only one agency portal.

• An agent can be associated to an Organization-Location-Job Field structure. When a user whishes to invite agents to refer candidates for a job, the structure associated to the agents displayed by the system will correspond to the one of the requisition. If an agent is associated to more than one Organization-Location-Job Field, the requisition/agent mapping must satisfy all associated structures of the requisition to appear on the list.

Configuration


Name Location

Post to staffing agents/agencies Configuration > [SmartOrg] Administration> User Types > Recruiting > Sourcing

Request Internet mining by specialized agencies Configuration > [SmartOrg] Administration> User Types > Recruiting > Sourcing

Request sourcing strategy by specialized agencies Configuration > [SmartOrg] Administration> User Types > Recruiting > Sourcing



Creating an AgencyPrerequisite

The agency portal and application flows must be created. For more information, see the Career Section Administration Manual.

Configuration > [Recruiting] Administration > Agencies

Steps

1. Click the Agencies tab.

2. Click New...

3. In the Properties tab, complete the fields.

Use the same name for the agency and the agency portal.

The same e-mail address cannot be used for an agency and an agent.

4. Click Done.

Result

The agency appears in the Agencies tab of the Agency Management page.

Next Step

Adding an agent to an agency. You may also want to associate the agency to an Organization-Location-Job Field structure or select the agency as a preferred agency for sourcing, internet mining and media placement. You can also configure the languages in which the agency can be displayed.

Deleting an AgencyPrerequisite

Agents associated to the agency must first be deleted.

Referrals of the agents must be transferred to another agent.


Steps


2. Select the name of the agency.

3. Click .

Result

The agency is no longer available in the Agencies list of the Agency Management page.

Settings


Agent Ownership Delay Any 0 Configuration > [Recruiting] Setting



Adding an Agent to an AgencyPrerequisite

The agency portal and application flows must be created. For more information, see the Career Section Administration Manual.

The agency must be created.


Steps


2. Click the name of the agency.

3. In the Agents tab, click New...

4. Complete the information under all tabs.

If you do not select a portal, the agent will be considered inactive and users will not be able to invite this agent to refer candidates.

5. Click Done.

Result

The agent appears in the Agents list of the agency and in the Agents tab of the Agency Management page. Users can refer candidates for a job to the agency.

Next Step

Associating an agent to an organization, location and job field

Creating an AgentPrerequisite


Steps

1. Click New...

2. Complete the information as required.

3. Click Done.

Result

Recruiters can now ask this agent to refer candidates.

Deleting an AgentPrerequisite

Referrals must be transferred to another agent.

System must be in maintenance mode.




Steps


2. Click on the agency name.

3. In the Agents tab, select the agent.

4. Click .

5. Click Done.

Result

Users can no longer ask this agent to refer candidates. The information of the agent is permanently deleted from the system.

Deactivating an AgentPrerequisite

The agent must be created in order to deactivate it.

Configuration > [Recruiting] Administration > Agents

Steps

1. Click the Agents tab.

2. Click on the name of the agent.

3. In the Login tab, select Not Specified in the Portal drop-down list.

4. Click Done.

Result

Recruiters can no longer ask this agent to refer candidates. The information on the agent is still available in the system.

Transferring ReferralsPrerequisite

Referrals must be transferred to an agent from the same agency.


Steps


2. Click on the desired agent.

3. In the Login tab, click Transfer Referrals...

4. Browse to select an agent.

5. Click OK.

Result

The agent’s referrals have been transferred to the selected agent.



Next Step

Deleting an agent.

Associating an Agency to an Organization-Location-Job FieldPrerequisite



Steps



3. In the Job, Location or Organization tab, click Add...

4. Select a Job, Location or Organization.

5. Click Add

6. Click Done.

Result

The Organization-Location-Job Field structure is added under the selected tab. When users will ask agencies to find candidates, only the agencies corresponding to the Organization-Location-Job Field of the requisition will be displayed.

Next Step

Adding agents to the agency. Selecting a preferred agency.

Dissociating an Agency from an Organization-Location-Job FieldPrerequisite

The agency must be associated to an Organization-Location-Job Field.


Steps



3. In the Job, Location or Organization tab, select the element.

4. Click Remove.

5. Click Done.

Result

The agent will be available for all requisitions regardless of the requisition Organization-Location-Job Field structure.



Associating an Agent to an Organization-Location-Job FieldPrerequisite

The agent must be created.


Steps


2. Click the name of the agent.

3. In the Job, Location or Organization tab, click Add...

4. Select a Job, Location or Organization.

5. Click Add.

6. Click Done.

Result

The Organization-Location-Job Field structure is added under the selected tab. Agents will be invited to refer candidates only if the Organization-Location-Job Field structure of the agent matches the one of the requisition.

Dissociating an Agent from an Organization-Location-Job FieldPrerequisite

The agent must be associated to an Organization-Location-Job Field structure.


Steps


2. Click the name of the agent.

3. In the Job, Location or Organization tab, select the element.

4. Click Remove.

5. Click Done.

Result

The agent will be available for all requisitions regardless of the requisition Organization-Location-Job Field structure.

Next Step

Dissociating an agency from an Organization-Location-Job Field.

Selecting a Preferred AgencyPrerequisite





Steps

1. Click Options...

2. Click the Preferences tab.

3. Select your preferred agency for each type of posting.

4. Click Done.

5. Click Save

Result

The selected agency for each type of posting will be displayed by default when users post a requisition.

Defining a Referral Ownership PeriodPrerequisite

The Agent Ownership Delay Recruiting setting must be activated.


Steps

1. Click Options...

2. Click the Candidate Referral tab.

3. Complete the information as required.

4. Click Done.

Result

Once the duration period has expired, the agent no longer owns the candidate, therefore the agent will not receive any compensation if the candidate is hired on a requisition; however, the candidate file will indicate referral ownership with an expired status. Warning: this is true for professional agents, but for contingent agents, ownership is preserved at the submission level.


Recruiting Fundamentals Source

Source

Recruiting SourceA recruiting source is a medium or event through which a candidate has heard about the job posted or about a company.


Sources are used for source tracking purposes. Sources may be as diverse as Internet job boards, job fairs, magazines, specialized trade publications, newspapers, professional associations, mailing lists, recruiting agencies, etc.

Two types of sources exist:

• System-defined sources: These sources are provided by Taleo and cannot be deleted from the database. However, they can be removed by the system administrator. A source that has been removed from the sources list can be added again as it remains available in the database. If a source is removed form the sources list, it no longer appears to users in Taleo Recruiting Center, unless users can access Taleo sources directly because they have been granted the Select Taleo system sources in selector window user type permission. The use of a system-defined source can be modified by the system administrator, that is if the source is used in the profiler, in a requisition, in both, or in none.

• User-defined sources: These sources are created by the system administrator. A user-defined source can be permanently deleted from the sources list, provided it is not in use. If a user-defined source is in use, deleting it will only inactivate it. The properties of a user-defined source as well as the Organization-Location-Job Field structure associated to it can be modified by the system administrator even if the source is in use.

The system administrator can configure the use, the visibility and the Organization-Location-Job Field structure of a source.

• Use: a source is required by users when creating a requisition (use = in requisition). A source can also be used by candidates when entering their profile in a career section (use = in profiler). A source can be used in a requisition source list (in requisition) and/or in a general profile source list (in profiler). If the use of a source is not defined, then the source will not automatically default into the source list for the requisitions or the general profiles. However, via Taleo Recruiting Center, a user can still add the source to a specific source list. The use of a source can be modified after it has been created

• Visibility: The visibility of a source can be set to internal or public. An internal source can be viewed only by users. A public source can be viewed by candidates in career sections and by users in Taleo Recruiting Center.

• Organization-Location-Job Field structure: a source can be associated to organizations, locations and/or job fields. If a source is to be available to all requisitions, no Organization-Location-Job Field structure needs to be associated to the source. However:

• When creating a requisition, only the sources that have the same Organization-Location-Job Field structure as the requisition are displayed in the Sources list.

• When a candidate applies on a job (requisition), only the sources that have the same Organization-Location-Job Field structure as the requisition on which the candidate is applying on, are displayed in the Sources list.



• When candidates complete their profile without actually applying on a job, all sources that are active and set to “In Profiler” will display, no matter what the Organization-Location-Job Field structure is set for on the source. The reason for this is that the source tracking block can be placed before or after the Organization-Location-Job Field block and therefore the system is just set to not look at the Organization-Location-Job Field when defining what sources to display.

Benefits

• Allows your organization to know how many candidates applied through each source.

• Provides data on the performance of each source allowing your organization to better decide where to post jobs.

• When posting a job, only the sources relevant to the context are included and available for candidates to choose from.

• Provides the ability to efficiently manage large numbers of sources.

• Does not require any settings activation.

Configuration

Source Types


Name Location

Select Taleo system sources in selector window Configuration > [SmartOrg] Administration> User Types > Recruiting > Sourcing

Access Posting and Sourcing Configuration > [SmartOrg] Administration> User Types > Recruiting > Sourcing

Settings


Already Answered Source Tracking Question

• No• Yes


Source Tracking Questions Mandatory

• No• Yes


Source Tracking List Presented • No• Yes


General Profile Source Tracking • No• Yes


Standard Taleo Source Types

Agency



Creating a SourcePrerequisite

Only user-defined sources can be created.

The Access Source Tracking configuration user type must be granted in the SmartOrg in the user type permission.

Configuration > [Recruiting] Administration > Sources

Steps

1. In the Corporate Sources tab, click New...

2. Follow the instructions of the Source Creation Wizard.

Result

The source is displayed in the Corporate Sources tab. It is available to candidates when applying on a job.

Adding a SourcePrerequisite

Only system sources can be added.

Agent

Billboards

Broadcast

Career Fair

Direct Mail

Direct Sourcing

Job Board

Magazines and Trade Publications

Mailing List

News Group

Newspapers

Other

Our Web Site

Professional Associations

Referral

Social Network

Talent Exchange

Taleo Performance

University Recruiting

Unsolicited

Standard Taleo Source Types



The Access Source Tracking configuration user type must be granted in the SmartOrg in the user type permission.


Steps

1. In the Corporate Sources tab, clear the Show Sub-folder Contents option located in the left pane.

2. Click Refresh.

3. In the Corporate Sources tab, click Add…

4. Select a source.

5. Click Add.

6. Click Done.

Result

The selected source appears in the Corporate Sources tab and is available in Recruiting Center.

Removing a Source Prerequisite

Only system sources can be removed.

The source must not be used in a requisition or candidate profile.

The Access Source Tracking configuration user type permission must be granted in the SmartOrg user type feature.


Steps

1. In the Corporate Sources tab, select a source.

2. Click Remove.

Result

The source is removed from the Corporate Sources tab. Users can no longer use the source.

Deleting a SourcePrerequisite

Only user-defined sources can be deleted.




Steps

1. In the Corporate Sources tab, click on a source.

2. Click Delete.



Result

If the deleted source is in use, it will only be deactivated. If the deleted source is not in use, then it is permanently deleted.

Reactivating a SourcePrerequisite

The Access Source Tracking configuration user type permission must be granted in the SmartOrg User Types feature.

The source must be inactive.


Steps

1. In the Source list, select an inactive source.

2. Select Reactivate.

Editing the Properties of a SourcePrerequisite




Steps

1. In the Corporate Source tab, click on a source.

2. Click Edit next to Source Properties.

3. Edit properties as required.

4. Click Done.

Result

The use of a source is modified, i.e. if a source is required by users when creating a requisition or by candidates when entering their profile in a career section.

Editing the Organization-Location-Job Field of a SourcePrerequisite

The source must be a user-defined source.




Steps



1. In the Corporate Source tab, click on a source.

2. Click Edit next to Organization-Location-Job Field Classification.

3. Click Add to add Organization-Location-Job Field elements.

4. Click Remove or Remove All to remove Organization-Location-Job Field elements.

5. Click Done.

Result

The source will only be displayed in a context matching the Organization-Location-Job Field structure.


Recruiting Fundamentals Event

Event

Recruiting EventAn event is a specific advertisement in a trade magazine, a recruiting event on a university campus (job fair), or a special recruiting event at an organization.


Events allow users to track down which event/banner/campaign are attracting the most candidates to their career sections. Events are created by the system administrator and are linked to a specific source. When a source is used in a source list of a requisition (in requisition) or a general profile (in profiler), any event created for that source is also populated in the list.

For events to be made available in requisitions or in general profiles, the system administrator must set the Tracking Mode setting value to Event. This will display the Events column in the Corporate Sources List and from there, the system administrator will be able to configure events.

For tracking purposes, the event ID which is unique, can be embedded into the URL that sends the candidate to a career section. Therefore, when a candidate logs to a career section, the URL will include the event from which the candidate has heard about the job posting or the company. For details, refer to the Career Section Administration Manual.

The properties of an event can be modified even if the event is used in a requisition or in a general profile.

Benefits

• Provides data on the performance of each event allowing an organization to better decide where to post jobs.

Configuration

Creating an EventPrerequisite

The source must be created.

The Tracking Mode setting must be set to Event.



Steps

Settings


Tracking Mode • Source• Event

Event Configuration > [Recruiting] Settings



1. On the Corporate Sources tab, click the number in the Events column next to a source.

2. Click New...


4. Click Done.

Result

The event appears in the Events list of the source. Candidates will be able to select this event in the Career Sections.

Editing an EventPrerequisite





Steps


2. Click on an event.

3. Modify the information as needed.

4. Click Done.

Removing an EventPrerequisite





Steps


2. Select an event.

3. Click .

4. Click Yes to confirm your choice.

5. Click Done.



Result

The event no longer appears in the Events list of the source. Candidates will no longer be able to select this event in the Career Sections.


Recruiting Fundamentals Job Board

Job Board

Job Board AccounteQuest job board accounts enable users to post their requisitions to multiple job boards through the eQuest job distribution portal.


eQuest job board accounts enable users to post their requisitions to multiple job listing sites using eQuest posting pages. Posting requisitions on job boards is performed by using eQuest, a job posting distributor that gives access to the world's largest network of job posting sites.

eQuest job board accounts are created by the system administrator. However, those accounts must have been created in eQuest first, with the same username and password. Therefore, job boards available for a specific account are set by eQuest. The system administrator can create as many accounts as needed. However, only one account can be designated as the default account.

An account can be associated simultaneously to any number of:

• organizations

• groups

• users

To post a requisition on a job board using eQuest, the requisition must first be posted on an external company career section. A requisition can be posted as many times as required but it cannot be posted twice on the same job board account. All job board accounts to which a requisition is already posted will be unavailable in the Sourcing Manager page. The requisition must be posted on an external company career section for at least the same time as on eQuest job board account.

Accounts can be associated to an Organization-Location-Job Field structure or the group of the current requisition. Therefore when a user chooses to post a requisition, only the accounts with a structure corresponding to the requisition’s Organization-Location-Job Field structure will be available.

Users can have access to several job board accounts. Every account that applies to a user is shown in Recruiting Center when posting a requisition

Benefits

• Recruiting Center users can have access to several eQuest accounts for requisition posting.

• Requisitions can be posted on several eQuest accounts.

• Each eQuest account allows posting on a specified number of job boards based on the eQuest account configuration done at eQuest.



Configuration

Creating a Job Board AccountPrerequisite

Configuration > [Recruiting] Administration > Job board Accounts

Steps

1. Click New...

2. Under the Properties tab, select eQuest in the supplier drop-down list.

3. Complete the fields as required in the Properties, Login and Permissions tab.

4. Click Save.

Result

The newly created job board account appears in the Job Board Accounts list.

Deleting a Job Board AccountPrerequisite


Steps

1. Select a job board account.

2. Click .

Result

The job board account no longer appears in the Job Board Accounts list.

The job board account will no longer be displayed in Recruiting Center to users with appropriate permission.

Editing a Job Board AccountPrerequisite


Steps

1. Click on the name of a job board account.


Name Location

Access Posting and Sourcing Configuration > [SmartOrg] Administration> User Types > Recruiting > Sourcing



2. Modify the fields as required in the Properties, Login and Permissions tab.

3. Click Save.

Result

The account name, password and permissions are modified as specified, after the job board account has been created.

Next Step

Granting users access to a job board.

Granting Access to a Job Board AccountPrerequisite


Steps

1. Click on the name of a job board account.

2. Select the Permissions tab.

3. Grant permissions of users, groups or organisations.

4. Click Done.

Result

Users who have been granted access to the job board account will be able to use this account in Recruiting Center to post a requisition.

Revoking Access to a Job Board AccountPrerequisite


Steps

1. Click the name of a job board account.

2. Select the Permissions tab.

3. Modify the permissions of users, groups or organizations.

4. Click Done.

Result

Users who had their access revoked to the job board account will no longer be able to use this account to post a requisition in Recruiting Center.


Recruiting Fundamentals Task

Task

TaskA task is an action a user needs to perform regarding requisitions, candidate files and offers.


For the task feature to be available to the user in the center stage, the system administrator must have configured the center stage to include the Tasks channel and activated the proper settings.

Tasks are generated by the system and displayed in the Tasks channel of the center stage. Hyperlinks in the Tasks channel give access to the Tasks list where users can see all tasks in one list view and use quick filters to filter the list. Users who are assigned a task but dot not have access to the product (or who desire it) can receive e-mails (eShare) for approval related tasks. In the Tasks list, a task can only be executed by the owner of the task or his/her delegate. All system-generated tasks show the due date as “blank” and the priority as “normal”. These fields are present to support any candidate self-assigned tasks which do have due dates and priority set.

Tasks are assigned to a user or to the user’s assistant according to these rules:

• When a system-generated task is created, the assignee is always the “user’s assistant” (if a user assistant is identified). Otherwise, the assignee is always the user. However, the user also has access to these tasks even though they were assigned to the assistant.

• Both the user and the user’s assistant can access the linked task regardless to whom (user or assistant) the task was assigned to.

• If a user assistant is identified after a system-generated task was created, the task will remain assigned to the user, but the linked task will be available to both the user and user’s assistant.

• If a user assistant was assigned a task and the user assistant was later removed, the task will automatically be re-assigned to the user.

In the Tasks list, when selecting the “I own” filter, tasks related to requisitions the user owns (as a user and user assistant) are displayed. If a system-generated task is assigned to the user, both the user and user’s assistant will be able to perform the task. If a system-generated task is assigned to the user assistant, both the user assistant and user will be able to perform the task. In both cases the task will be displayed as a link.

The Tasks list provides quick filters and presents information in different columns. Quick filters and columns are not configurable.

Available quick filters are:

• task ownership (for example, I own, I collaborate on, etc.)

• tasks requiring attention

• completed tasks (by default, the Hide Completed Tasks option is selected)

• tasks due date (with the ability to exclude tasks with no due date)

• task type (for example, tasks to be completed, tasks ready for sourcing, self-assigned tasks, etc.)

• tasks related to a specific candidate or requisition

• tasks related to a specific owner

Available columns are:



• Attention indicator flag

• Tasks (links to the activity to complete the task; displays a callout containing the task type, assignment date and owner)

• Candidate (links to the associated candidate file; displays a callout containing phone numbers and e-mail address)

• Requisition (links to the associated requisition file; displays a callout with requisition ID, activated languages and features)

• Assignee

• Comments (callout displaying the comment)

• Due date (only relevant for self-assigned tasks)

• Priority (only relevant for self-assigned tasks)

• Status

Tasks are related to requisition files, candidates files and offers. Available tasks are:

Benefits

• By having all tasks into one channel and one list, it is easier for users to see everything in one place.

Self-assigned TaskA self-assigned task is a task you create for yourself.


For the self-assigned task feature to be available, the feature must be activated within your company and you must also have been granted the permission to manage self-assigned tasks.

You can select a candidate file, create a self-assigned task to act on at a later time and activate a reminder to ensure the task is completed on time.

Tasks Related to a Requisition File

Tasks Related to a Candidate File

Tasks Related to an Offer

To be completed Finalize Start Date Extend Offer

Approve requisition Verify Approve Offer

Ready for sourcing Self-Assigned Task Confirming Employee presence at Work

Amend Approval Path

Sourcing strategy to be defined

Contribute

To be filled

Complete Selection Process

Extend posting



For example, let say that you want to call the candidate John Doyle by the end of the week to invite him for an interview the following Monday. You need to open John Doyle candidate file, create a self-assigned task (for example “Confirm Monday’s Interview”) and set a reminder for Friday. On Friday morning, you will receive an e-mail message reminding you to call John to see if he is available for an interview the following Monday. The e-mail message contains a link that you can click in order to access all the information regarding this task. Then, in your list of tasks, click on the task regarding John Doyle to obtain details regarding this task as well as information regarding the candidate and the requisition he applied to. Look at John’s phone number in his candidate file and can call him to invite him for the interview. When the task is completed (i.e., you phoned John), you simply need to indicate that the task is completed by selecting the Completed status. The Confirm Monday’s Interview task is no longer displayed in the Tasks list.

A self-assigned task can also be created for several candidate files. For example, you could have a pre-filtered lists of candidates that are to be phone screened and create a single self-assigned task to perform an initial phone screen. The system automatically creates a separate self-assigned task for each candidate that was selected.

Self-assigned tasks can only be viewed by their creator. They cannot be redirected to delegates or transferred to a new user taking over.

Reminders are sent daily and users receive them in the morning (according to the appropriate time zone).

Self-assigned tasks are not reportable; reports showing self-assigned tasks cannot be created.

Benefits

• By having all tasks into one channel and one list, it is easier for users to see everything in one place.

Configuration

Activating the Self-Assigned Task FeatureAllows the system administrator to let users create tasks for themselves.

Steps


Name Location

Manage my self-assigned tasks Configuration > [SmartOrg] Administration > User Types

Settings


Activate Self-Assigned Task Management

• No• Yes




1. Activate the Activate Self-Assigned Task Management setting.

2. Grant the Manage my self-assigned tasks user type permission in the SmartOrg User Types feature.

Result

The Create Self Assigned Task action in available to users in the More Actions list allowing users to create tasks for themselves.


Recruiting Fundamentals Merge Form

Merge Form

Merge FormA merge form is a PDF document that can be tied to candidate selection workflows, steps and statuses or that can be generated/filled out at any point on demand by a user.


Merge forms are used during the hiring process. For example, during interviews with candidates, a recruiter may use a PDF form as a template to complete a candidate’s “Do not disclose” information. PDF forms are most typically used for various new hire paperwork.

Merge forms are first built in Adobe Acrobat. System administrators then add them in Taleo Recruiting Administration and tie them to candidate selection workflows, steps and statuses to make them available to users in Taleo Recruiting Center. Merge forms can be printed by a user, then further completed if needed and signed by the candidate. (None of this is tracked in the system).

Merge forms can be pre-populated with variables retained in the system within the Message Template feature. These variables can be added using the Adobe Acrobat Professional Forms feature. For example, you could take a merge form (such as the I-9 form) and insert Taleo variables that will automatically pull information from the candidate file. Instead of typing the name of a candidate, the name would automatically appear in the form.

By default, the maximum file size of a merge form is 2 MB.

Benefits

• Merge forms may be available in any language. Merged data is available in English only. Most asian languages are not supported, based on PDF conversion issues with tokens. The merged data will pull what is in the candidates file, so it may not be in English.

• Merge forms provide consistency and the ability for corporate driven forms to be interchanged with basically no interruption to the end user.

• Pre-populating information in a merge form reduces the time necessary for a candidate to complete the form.

Configuration

Creating a Merge FormPrerequisite

The PDF form must first be built in Adobe Acrobat.

Settings


Merge Form Activation • Yes• No




Configuration > [Recruiting] Administration > Merge Forms

Steps

1. Click New...


3. Select a PDF form using the Browse... button.

4. Click Done.

Result

The form appears in the Merge Forms page as well as in the Candidate Selection Workflow module, under the Forms tab.

Next Step

Activating a merge form.

Deleting a Merge FormPrerequisite

The merge form must not be used.


Steps

1. Select a merge form.

2. Click .

Result

The merge form no longer appears in the list of merge forms.

Activating a Merge FormPrerequisite

You must create the form in the Merge Forms page before you can activate it.


Steps

1. Click on a form.

2. Select Available from the Status drop-down list.

3. Click Done.

Result

In the Merge Forms page, Available appears in the Status column next to the merge form. The form is available when associating a form to a candidate selection workflow, step or status.



Deactivating a Merge FormPrerequisite

The form must be active.


Steps

1. Click on a form.

2. Select Not Available from the Status drop down list.

3. Click Done.

Result

In the Merge Forms page, Not Available appears in the Status column next to the merge form. The form is no longer available for selection when associating a form to a candidate selection workflow, step or status.

Configuring a Form Prerequisite

The form must first be made available via the Merge Forms feature.

Configuration > [Recruiting] Administration > Candidate Selection Workflow > Forms

Steps

1. In the Forms tab, click on a form.

2. Indicate if the form is always available or if it is only available when associated to a selected workflow, step or status.

3. If a form is associated to a specific context, select the appropriate workflow, step and status in the selector, then click Add.

4. Click Done.

Result

The form is associated to a candidate selection workflow, a step or a status in order to suggest users to complete the form when a candidate reaches the specified workflow, step or status.

Next Step

Inserting variables in a merge form.

Inserting Variables in a Merge FormPrerequisite

Adobe Acrobat Professional is required to insert variables.

Please note that this procedure may differ according to the version of Adobe Acrobat Professional being used.

Variables are available under the Message Templates section in Taleo Recruiting Administration.



Steps

1. Using Adobe Acrobat Professional, open a PDF form.

2. In the Advanced menu, select Forms, then Edit Fillable Form.

3. Select Acrobat’s Forms Tools.

4. Click OK.

5. Click the Text Field Tool icon.

6. Draw a box using your cursor. The Text Field Properties window appears.

7. Go to the Message Templates section of Taleo Recruiting Administration to copy the required variable from the Available Variables drop-down selector.

8. In the Text Field Properties window, under the General tab, paste the copied variable in the Name field.

9. Enter any other information, such as a tooltip or if the field is required.

10.Click Close.

Result

The form contains Taleo variables that will automatically pull information from the candidate file into the form.


Recruiting Fundamentals Candidate

Candidate

CandidateA candidate is a person for which the system has information for.


A candidate is a person:

• who has submitted a profile

• who has submitted a job application

• for which a user has created a profile

• who has been matched to a requisition by a user

• who has been referred by an agent for a job opening

• who has been referred by a friend for a job opening

• who's profile has been submitted by an agent

• who's profile has been submitted by a friend

In general, candidates applying on a job or submitting their profile from an internal career section are considered internal candidates. All other candidates are considered external candidates. Candidate’s internal/external state is tracked in the general profile and at the job submission level.

In the General Profile: Internal candidates are identified by the icon. This icon is displayed in the candidate card located on the left pane and in the candidate list.

Application flows can be configured to allow external candidates to indicate that they are actually internal candidates.

A user type permission grants users access to the Internal Candidate check box which is available in the Candidate Personal Information section of the candidate file General Profile tab. This check box allows users to change the internal/external state of a candidate directly in the candidate file.

A recruiting setting allows users to automatically identify a candidate as Internal so that candidates who reach the Hire/Hired status in a candidate selection workflow will automatically have their general profile updated to indicate Internal. The system will display the icon for those candidates in a candidate list. Candidates who have received the Internal designation at the general profile level are considered to be internal candidates on the general profile even if they applied via an external career section. Authorized system users or integrations are required to remove this designation from employees who leave the company. For integration and reporting purposes, this field is named “Candidate,InternalApplication”.

In the Submission: Internal/external submissions are identified in the candidate submission, in the Submission Type field located under the candidate card. The internal/external state value is used to improve metrics and analysis. Because all hired candidates can become “internal” candidates without an application level designation of Internal or External, all hires might appear in metrics as “internal hires”, which would be incorrect. Values for the Submission Type field are either External or Internal and this value is not currently editable. This field is derived strictly from the internal/external value on the candidates' profile at the time the job submission was completed. For integration and reporting purposes, this field is named “Application,IsInternal”.



Registered Candidate: A registered person file is a candidate that was created as a result of two different actions:

• Someone who did not have a candidate file in the system referred a candidate and because they were asked to provide some information about themselves, a registered person file was created.

• A candidate logged in to the career section and instead of following the application process, the candidate clicked on the My Account link and provided the information on that page.

Configuration

Candidate CreationUsers have the ability to create a candidate file to capture candidate information such as personal information, work experience, education, etc.


The creation of candidates is done via the Create Candidate action which is available in the home page as well as in the Candidates list via the More Actions list. This action is available to users if they have been granted the proper user type permission; it also depends to which creation file the user’s configuration profile was granted access to.

When selecting the Create Candidate action, the Create a Candidate wizard is launched. Users have the ability to create a general profile or a job-specific submission if these two types of files have been activated by the system administrator. If selecting the job-specific submission option, users need to specify the requisition, which controls for which staffing types they want to capture a candidate.

After deciding on the type of file to create, users have to select a template to create the candidate. Templates are used to capture general profiles, job-specific submissions or referrals, be general profile or job specific. The templates provided are based on the selected requisitions and their staffing type. Note that all users do not have the same list of templates since the system administrator can activate a different set of templates for different configuration profiles.

Users then select the folder where they want to save the candidate file and the language in which they want to create the candidate file.


Name Location

Candidate-related user type permissions are grouped under the Candidates functional domain.

Configuration > [SmartOrg] Administration> User Types > Recruiting > Candidates

Settings


Candidate-related settings are grouped under the Candidate category and Candidate Selection Actions category.




Users can also select the Resume Parsing option to extract key data elements from a candidate's resume and to use these data elements to automatically populate fields in the application. The candidate's resume cannot exceed 100 kilobytes or the size defined by the system administrator. It must also have the proper file format as defined by the system administrator. Resume Parsing has no impact on the formatting of a text (bold, italics, bullets). It can detect text in the header and footer. The following data elements are extracted from the candidate's resume:

• Personal information: first name, last name, initial, address, city, state/province, country, zip/postal code, phone number, e-mail address.

• Education: education level, evaluation date.

• Experience: start date, end date, achievement.

Then, a duplicate check has to be performed to find out if the candidate already exists in the database. If duplicates are found, the system displays them in a list. Users can select the candidate file and edit the file. If no duplicates are found or if duplicates are found and the candidate is not on the list, users can create a new candidate file OR modify the duplicate search criteria and perform a new duplicate check.

When the candidate file template appears, users have to complete the required fields. The layout of the file is presented as a long form containing sections, blocks of information and fields selected by the system administrator. For details, see the Candidate File chapter.

Benefits

• Any users who have been granted the proper user type permission can create candidates.

• The creation of candidates can be done from any candidate lists.

• The capture form is tailored to the process, requisition type, Organization-Location-Job Field structure and user security.

Configuration


Name Location

Create candidates Configuration > [SmartOrg] Administration > User Types > Recruiting > Candidates



Candidate Progression StatusThe candidate progression status indicates the most advanced progression status of a candidate on other requisitions across all positions where the candidate is being considered.


To see the progression status of a candidate, your system administrator must add the Most Advanced Progression Status column in the candidate list format. When this column is added, an icon appears in the candidate list, in the Progression Status column, indicating the furthest active progression status of a candidate across all positions where he/she is being considered. When mousing over the icon, a tooltip appears. The tooltip indicates the active status and a date. For example, “Most advanced progression status: Offer (as of 09/19/2009)”. It is also possible to obtain more details on the status by clicking on the icon.

Statuses are based on the reference workflow and there is one icon for each of the possible job application status of the application workflow. Icons are displayed for active candidates on active requisitions.

Settings


Available Candidate Creation Files • Quick General Profile









• General Referral


• Quick General Profile









• General Referral





In the scenario below, a candidate has applied to four jobs:

The icon that would appear for this candidate across all contexts would be Interview 1 because it is the furthest active progression status on an active job. Note that both requisition status and candidate status must be active to be considered for the furthest active progression status.

In the Candidates list, the icon remains available and shows the parallel job applications of the candidate. In an application specific list, the progression status icon may be displayed while the staircase icon may not be displayed if there is only one job application. In the search result list, if the staircase icon is displayed, the progression status icon is also displayed. If no staircase icon is displayed, the progression status column is empty.

It is recommended to remove the tracking solution (staircase icon) and to replace it with the Progression Status feature in general lists (such as search result lists, folder lists) if you allow users to view the content of requisitions to which a candidate has applied and to which the user has access. In a job-specific candidate list, the staircase icon is visible only when there is at least one concurrent active job application, and the progression status icon is visible as soon as there is one active job application.

Benefits

• Reduces chances of having multiple users working on the same candidate simultaneously.

• Users are informed of candidates being considered on other requisitions and they can have additional details directly on the candidate list on the job where the candidate is active and has progressed furthest.

ACE Candidate AlertThe ACE Candidate alert allows users to set a threshold to identify the ideal candidates and to send an e-mail to specific recipients to inform them that ACE candidates were found.

Icon Description

New

Reviewed

, , First, second and third interview

Testing

Offer

Hired

Job Job Status Candidate Status

1 Active for sourcing New > To be reviewed

2 Closed Interview 2 > To be scheduled

3 Active for sourcing Offer > Rejected

4 Active for sourcing Interview 1 > To be scheduled




The ACE alert allows the system to identify the candidate who achieves or exceeds the ACE Alert threshold for a job offer. The ACE alert identifies top candidates based on their responses to the competencies and questions in the Prescreening section of the requisition file.

The ACE Candidate icon identifies top candidates in the Candidate list of a requisition.

The ACE alert is based on Required and Asset criteria. The ACE alert divides candidates into three groups that assist you in determining which candidate files to review first:

• ACE candidates: Consider these candidates first because they meet all Required criteria and some Asset criteria.

• Minimally qualified candidates: Consider these candidates after the ACE candidates because they meet all Required criteria but no Asset criterion.

• Other candidates: Do not consider these candidates because they do not meet any Required criteria.

A best practice is to always have the ACE alert activated.

When setting the ACE Candidate alert:

• Select the option “A candidate meeting all the required criteria achieves a result of at least x%” to set the minimum result. Select a percentage from the list. At the right of the percentage, the system displays the number of points the candidate must have to match the selected percentage. When changing the percentage, the value to the right is recalculated. Candidates who meet all the required criteria and the result value will be considered ACE candidates. Do not use the percentage weighting option if you do not use the Weight criterion in the Prescreening section of the requisition file. If you utilized weighting on some of the questions you could, if you wish, incorporate into the ACE Alert setting as well. For a simple approach, you can start by using 75% weight result and then eventually align that % with your own approach and utilization of weighting that works best for you.

• Select the option “A candidate meeting all the required criteria has at least x assets out of y” to set the minimum number of assets. Select a value from the list. Candidates who meet all the required criteria and the minimum number of assets will be considered ACE candidates.

• Select the option “Identify a candidate as an ACE when either condition is met” to identify ACE candidates using the result or asset condition.

• Select the option “Identify a candidate as an ACE when both conditions are met” to identify ACE candidates using the result and asset conditions.

When setting the ACE Alert, you have the option to send an e-mail to notify specific recipients that an ACE candidate was found.

Configuration


Name Location

View and manage ACE threshold and alert recipients Configuration > [SmartOrg] Administration > User Types > Recruiting > Requisitions



Candidate FileA candidate file is a form containing candidate information such as personal information, work experience, certifications, references, EEO information, screening information.


When opening a candidate file, users are always in view mode and, if authorized, users can choose to go into edit mode. This provides a cleaner layout and eliminates the need to “close” the file (to exit out of it and reactivate other buttons on the screen) if only viewing the file. In view mode, only fields for which data is provided are displayed. However, in edit mode, fields that do not contain data are displayed according to user permissions.

When opening a candidate file, the screen is organized into three panes:

• Left pane containing the candidate card in the top section and supporting information in the bottom section. The pane can be expanded or collapsed.

• Right pane containing supporting tools such as the online help. The pane can be expanded or collapsed.

Settings


Delay ACE alert Any 4 Configuration > [Recruiting] Settings

View and manage ACE threshold and alert recipients

0 to 100 60 Configuration > [Recruiting] Settings

ACE Alert Option Default • In addition to requirements, Ace Alerts both based on scoring and assets.

• Ace Alert based on requirements and assets

• no Ace Alert• Ace Alert

based on requirements and scoring

• In addition to requirements, Ace alert either based on scoring or assets

Ace Alert based on requirements and scoring




• Central pane containing a menu bar allowing users to perform actions on the candidate file. It also contains tabs that provide complete information about the candidate. Depending on which side the candidate card is, the information displayed will vary.

The candidate file contains several tabs:

• Job Submission/General Profile

• Attachments

• Tasks

• Offer

• Offer Approval

• Referral

• History

The content of the candidate file is presented as a long form. The main content of the candidate file is within the Job Submission/General Profile tab, which includes various sections. The other tabs contain peripheral information.

Note that the landing tab when opening a candidate file can be configured by users in My Setup, under the Preferences tab.

Whether in edit or view mode, on the Job Submission/General Profile tab, users always have access to a table of contents section that allows quick jumping to different portions of the file. To display this table of contents, users simply have to click located in the Job Submission/General Profile tab.

All fields displayed in the candidate file and the candidate card are linked to a security level. Depending on the user type permissions a user has been granted by the system administrator, the user may or may not be able to see or to edit fields of the candidate file or the candidate card.

Benefits

• Allows users to locate candidate information at a glance.

• Easy access to other submission status information.

• Centralized attachment management

• The candidate file is highly flexible and shows only what the user is allowed to see.

• The candidate file is easy to read as it does not display empty fields.

Configuration


Name Location

Candidate-related user type permissions are grouped under the Candidates functional domain.




Candidate File Tabs

Settings

Name Location

Candidate-related settings are grouped under the Candidate category and Candidate Selection Actions category.


Candidate File Tabs

Name Description

Job Submission/General Profile Contains information on prescreening, resume, employment preferences, EEO, etc. The contents of both the job submission and general profile are configured and activated by the system administrator as candidate files in the Taleo Recruiting Administration module. Depending on the candidate card side being viewed, this tab will be either specific Job Submission OR the General Profile.

Attachments Contains resume and other attachments provided by the candidate and attachments provided by the user.

Attachments are added with the icon. Job specific attachments are clearly identified from other attachments, and the name of the person who attached the file is also indicated. All attachments are managed centrally from this tab and when a user uploads an attachment, he/she will be able to specify if it will also be visible to the candidate.

Tasks Contains a list of tasks to perform regarding the candidate. Tasks are self-assigned by users to remind them to complete a future activity. This tab only appears from the Candidate Submission card side. To be displayed, the feature must be activated within your company and you must also have been granted the permission to manage self-assigned tasks.

Offers Exists if offer management is used. It contains offers submitted to the candidate, offers from competitors, candidate expectations and requisition offer information. This tab will only appear on the job submission card side and will show offer data specific to that job submission.

Offer Approvals Exists if offer management and approvals are used. It contains the most recent offer approval information. This tab will only appear from the job submission card side and will contain information relevant to that job submission.

Referral Contains both employee/candidate referral and agency referral information and actions

History Contains a log of all actions performed on the candidate file, including the date and the name of the user who performed the action. Offer history information is also stored in this area with this release as opposed to being in a separate offer tab section.



Candidate Duplicate CheckAllows users to verify if a candidate already exists in the system.


The candidate duplicate check is used when users capture candidate information or when they merge candidate files. The candidate duplicate check feature is also used by agents who refer candidates for a position.

To determine if candidate files are duplicates, the system performs a duplicate check against criteria specified by the system administrator. Duplicate check criteria are:

• First Name (default)

• Last Name (default)

• Street Address (default)

• City (default)

• Zip/Postal Code (default)

• Place of Residence

• Social Security Number

• Phone Numbers

• Date of Birth

Benefits

• Avoids increasing the size of the database with duplicated information.

Configuration

Settings


Candidate Duplicate Check Criteria • First Name• Street

Address• City• Zip/postal

code• Social

security number

• Phone numbers

• Date of Birth• Last name• Place of

Residence

• First Name• Street

Address• City• Zip/postal

code• Last name

Configuration > [SmarOrg] Administration >Configuration Profiles



Candidate File EventA candidate file event is any action performed on a candidate file.


When a candidate file is modified, either by the candidate or the user, an event to track this action is generated and is displayed in the candidate file History tab. There are 103 distinct combinations (tracking event + event details) in the application and each combination belongs to one of the following eleven categories.

The system administrator selects the event categories used to track events but users can modify the event categories selected.

• Agent and referer

• Attachments

• Candidate file update

• Candidate information

• Candidate progression

• Comments

• Correspondence

• Questions and competencies

• Regulation

• Resume

• Screening services

• Offer

The Correspondence event category allows users to review previously sent correspondence. A user type permission allows users to resend the correspondence directly from the History tab.

Comments relating to an event can be added and edited in the History tab if the user has the proper user type permissions.

A user type permission allows users to modify the date of an event and specify when an action on a candidate's file really took place, provided the feature has been activated. The use of the actual date enables reports to more accurately reflect user activity in the selection process. There might be a number of reasons why users would want to change certain dates in a candidate's file. For example, if a candidate had an interview on September 15, but that user was only able to enter this information in the system on September 20, the event date would indicate September 20. The user could then change this date to September 15, which would be more accurate. If the date and time related to an event can be edited, they appear as a hyperlink. The event date can only be between the application’s creation date and the current date.



Configuration

Candidate ComparisonAllows users to display candidate files side by side for comparison purposes.


From a requisition-specific candidate list, a user can select two or more candidate files and invoke the Compare action in the More Actions list.

Up to four candidate files can be displayed simultaneously side by side. However, more than four candidate files can be compared. After expanding or collapsing sections of information to focus on the most interesting criteria for a given comparison of four candidate files, the user can click on the icon to lock a candidate file as being the reference against which the other candidate files will be compared. The user can scroll through the other candidates selected earlier, continue the comparison and remove unwanted candidates from the comparison view as needed using the using the small x in the top right corner of the column for the candidate.


Name Location

Edit comments in history summary Configuration > [SmartOrg] Administration > User Types > Recruiting > Candidates

Settings


Workflow Event Date Management • No• Yes

No Configuration > [Recruiting] Setting

Default History Event Categories • Agent• Offer• Attachments• Candidate

File update• Candidate

Information• Candidate

Progression• Comments• Corresponden

ce• Questions

and Competencies

• Regulations• Resume• Screening

Services

• Attachments• Candidate

Progression• Comments

Configuration > [Recruiting] Setting



The sections of information displayed when comparing candidate files match the sections and sub-sections configured for the candidate file. The following fields are included in the compare process if they are present in the candidate file. Note that UDFs (other than screening results) are not included among the fields being compared.

Section Field

Basic Profile • Education Level• Job Level• Job Type• Schedule• Shift• Employee Status• Minimum Annual Salary• Currency• Travel• Advance Notice• Date of Availability

Work Experience • Achievements• Current Job• Employer• Start Date • End Date• Job Function• Other Employer• Other Function

Work Conditions • Currency• Expected Hourly Pay Rate• Hours per week willing to work• Hours per week, preferred• Willing to work on holidays• Willing to work on weekends

Certifications • Certification• Expiration Date• Issue Date• Location• Organization• Other Certification

Education • Program• Institution• Other Institution• Other Program• Start Date• Graduation Date • GPA / GPA out of• Graduated from High School or GED• City

Prescreening • All questions• All competencies

Shift Availability • Grid

Source Tracking • Display source or event

Screening Services • Most recent result for each service

Submission Medium • Display Medium



When comparing candidates, certain actions can be taken. The action will apply to all candidates residing in the compare window at the time the action is taken. Available actions are:

• Change Step/Status

• Bypass

• Revert

• Send Correspondence

• Add Comments

• Create Self-assigned Task

• Enter Grade

• File in a Folder

• Find Similar Candidates

• Match

• Share

A user type permission and a recruiting setting grant users access to this feature.

Benefits

• Provides an efficient way to analyze candidates side-by-side and to present finalists for review and decision.

• Displays comparable information for a subset of candidates in a clear, side-by-side format.

• Can take certain actions on individual candidates or on all candidates.

Configuration

Contingent • Bill Rate• Charge Sales Tax • Pay Rate• Worker Type


Name Location

Use candidate compare Configuration > [SmartOrg] Administration > User Types > Recruiting > Candidates

Settings


Activate Candidate Compare • No• Yes


Section Field



Activating the Candidate Comparison FeatureSteps

1. Activate the Candidate Compare setting in the Taleo Recruiting Administration Settings feature.

2. Grant the Use Candidate Compare user type permission in the SmartOrg User Types feature.

Result

The Compare action is available in the More Actions list allowing users to compare several candidates in a requisition-specific candidate list.

Candidate SharingThis feature allows users to share candidate files with people via e-mail.


The share action is represented by the icon and is available in the candidate list and the candidate file.

The file generated when sharing a candidate file is a PDF file similar in look to what would be generated using the Print function. In addition, the sections available for selection by a user are based on how the file is configured and on user type permissions. This means, if a system administrator wanted to allow users to more precisely control what is printed, he/she can do this by increasing the sections in the file layout.

When using the share function, only fields containing data are visible in the view/print mode; this means fields with no data will not be rendered when sharing.

The PDF generated by the share function will be identical to the data presented to the user for the selected sections while looking at the information in view mode.


Benefits

• More granular sections of information based on the candidate file configurations.

• Ability to share what the user wants in a list or file.

Configuration


Name Location

Share Candidates Configuration > [SmartOrg] Administration > User Types > Recruiting > Candidates



Candidate InterviewA candidate interview is a formal meeting to evaluate the qualifications and work experience of a candidate.


Users can schedule, update and cancel interviews directly in Taleo Recruiting. Attendees invited to a meeting receive an interview notification by e-mail and they add the meeting to their calendars. Each time and interview is scheduled, updated or cancelled in Taleo Recruiting, an e-mail message is sent to selected attendees

Here is how the candidate interview scheduling feature basically works.

A recruiter wants to interview a candidate for a job. The recruiter opens the candidate file and schedules an interview. The recruiter invites the candidate and can also invite other attendees to the interview meeting. The hiring manager of the requisition is invited by default. However, if the meeting organizer is the hiring manager, the recruiter is invited instead. Non-Taleo Recruiting users can also be invited to the meeting via their e-mail address.

A default interview invitation message is proposed by the system. The most appropriate message template is pre-selected based on the requisition’s Organization-Location-Job Field structure and the application language. However, it is possible to select another message.

If the recruiter has the appropriate user type permission, he/she can attach the candidate file and requisition file to the interview being scheduled and the message being sent.

When all the interview details are entered, the recruiter sends the interview meeting invitation.

The candidate, the meeting organizer and the attendees receive the interview meeting invitation by e-mail and they can add the invitation directly into their calendars. If the candidate has no e-mail address, the interview organizer can print the invitation and send it to the candidate by fax or regular mail.

After the interview meeting has been scheduled, the recruiter can view interview scheduling information in the candidate list Interview column and in the candidate file History tab. Note that to the Interview column must have been activated and added to the candidate list by the system administrator.

The recruiter also has the ability to update the interview meeting by changing the attendees, the schedule or other information, and also cancel the interview.

The candidate interview feature integrates with Microsoft® Outlook® calendar or any iCalendar system (for example, Lotus Notes®). Note that events occurring in MS Outlook calendar or any iCalendar system are not managed by Taleo Recruiting. For example, if an interview meeting is modified in Outlook, the new information will not appear in Taleo Recruiting.

MS Outlook 2000 and higher are supported. The iCalendar plug-in has been tested with LotusNotes version 5.5 and higher. Other calendar products may be functional but are not officially supported.

Settings


Disable External Candidate Sharing • No• Yes




When the candidate file and requisition file (or other candidate attachments) are included in the interview meeting invitation, these do not follow in the Calendar meeting.

A candidate can only have one interview scheduled per application at a time.If a candidate has no email address, users can still schedule an interview; they simply need to print the interview invitation and send it to the candidate by fax or regular mail.

Benefits

• Interviews are scheduled directly in Taleo Recruiting.

• By importing the interview schedule information directly into Outlook or Lotus Notes calendars, candidate interview schedules can be tracked directly in Taleo Recruiting without the necessity for an external product.

• The ability to add scheduling information into a calendar minimizes the risk for forgotten meetings or conflicting agendas.

• Efficient communication and tracking of interview information at the users fingertips.

Configuration

File Attached to an Interview InvitationUsers can attach the candidate file and requisition file to the interview being scheduled and the message being sent.


The candidate file attached to the e-mail message only contains information included in the sections:

• Preescreening

• Screening

• Resume

• Profile


Name Location

Manage interviews Configuration > [SmartOrg] Administration> User Types > Recruiting > Candidates

Send candidate files and requisitions to attendees Configuration > [SmartOrg] Administration> User Types > Recruiting > Candidates

Settings


Interview Management Activation • No• Yes




The attached file never contains confidential candidate information included in the sections:

• Offers

• Tracking

• Regulations

Files attached to the candidate file (for example, a resume) are not included in the interview invitation.

The requisition file attached to the e-mail message only contains information included in the sections:

• Logistics

• Description

User type permissions grants users access to the content of the candidate and requisition files. Depending on the user type permissions granted to the user scheduling the interview, some attendees may not have access to information they normally would have. Note that the candidate will not receive the candidate file nor requisition file.

When the candidate file and requisition file (or other candidate attachments) are included in the interview meeting invitation, these do not follow in the Calendar meeting.

Configuration

Candidate Interview and Candidate Selection WorkflowThe candidate interview feature can be configured in the candidate selection workflow for proper candidate selection tracking.


Name Location

Manage interviews Configuration > [SmartOrg] Administration> User Types > Recruiting > Candidates

Send candidate files and requisitions to attendees Configuration > [SmartOrg] Administration> User Types > Recruiting > Candidates

Access Attachments tab Configuration > [SmartOrg] Administration> User Types > Recruiting > Candidates

Settings


Interview Management Activation • No• Yes





Candidate selection workflows can be configured by the system administrator so that when users schedule an interview, the candidate’s status automatically changes to a preset value. To automatically change the candidate’s status, the system administrator must activate the Interview Scheduling Behavior option for the statuses in question, that is 1st, 2nd and 3rd interview statuses (available in the Statuses Usage tab of a step).

Example:

A recruiter uses a candidate selection workflow containing the 1st, 2nd and 3rd Interview steps. All three steps have the following statuses:

• To be scheduled

• Scheduled

• Passed

The Interview Scheduling Behavior option is activated for the Scheduled status. The candidate is currently at the 1st Interview step and the To be Scheduled status.

The recruiter schedules an interview for the candidate. When the recruiter sends the interview invitation to the attendees, the status of the candidate automatically changes from To be Scheduled to Scheduled.

The candidate attends the interview as scheduled. The recruiter wants to invite the candidate to a second interview. The recruiter has to perform the following steps:

• Change the status of the 1st Interview step to Passed.

• Move the candidate to the 2nd Interview step and set the status to To be scheduled.

• Schedule a new interview.

Since the Scheduled status is also configured for the 2nd Interview step, the candidate’s 2nd Interview status automatically changes to Scheduled once the interview is sent to the attendees.

When using this functionality, a best practice is to configure the Interview steps with a completion status that indicates the successful completion of the interview (for example, Passed, Successful). This helps to ensure that an interview that is past due is not simply forgotten.

Automatic Candidate PoolingThe Automatic Candidate Pooling feature allows customers to add autopooling criteria to a requisition or requisition template to find candidates in the database who are available and qualified for a job. Managers can then access the autopool results with a single click.


The Automatic Candidate Pooling feature is typically used in decentralized hiring environments, for example in high volume retail and hourly hiring where managers may have to quickly identify candidates on their own without the assistance of recruiters.

For the Automatic Candidate Pooling feature to be available, the feature must be activated by the system administrator. Users creating or defining autopooling criteria must be granted the required user type permissions, but no permission is required to access the autopool results.



Autopooling criteria can be added to a requisition via the Autopooling Criteria tab (if autopooling criteria were added to a requisition template, they will be inherited by the requisition). This is like a saved search that managers can use to find candidates who are both available and qualified. The following autopooling criteria may include any criteria from the Advanced Search, plus an additional set of basic criteria. For example:

• Exclude candidates in selection process

• Candidate’s general profile language must match the requisition language

• Exclude expired job submissions (selected by default)

• Exclude rejected candidates - Within the last x days

• Exclude hired candidates - Within the last x days (selected by default)

• Candidate’s place of residence - Within a radius of x kilometers/miles from the primary location of the job opening

• Submissions must match the following organization-location-job field structure

As a best practice, when defining autopooling criteria:

• Define autopooling criteria in requisition templates so criteria are inherited as requisitions are created.

• Define the widest possible set of candidates from the database that would be both qualified and available. This way, no time is wasted on unqualified or unavailable candidates. For example:

• Set Organizations, Locations and Job Fields to only include candidates from other jobs with overlapping skills and/or who applied to nearby locations. Filter by Organization and Location if appropriate (specific country, specific division, etc.).

• Exclude candidates being considered in another requisition, who were recently hired, whose submissions have expired.

• Use the parameter to limit results to candidates who live within X kilometers/miles of the primary location of the requisition.

Once autopooling criteria have been defined and enabled, the system will automatically generate a list of candidates matching the criteria anytime on demand. This list of candidates is accessible in the

requisition-specific candidate list or in the requisition file via the icon. candidate list or in the

requisition file via the icon. A maximum of 300 candidates can be displayed. The user then has the ability to:

• View candidate files.

• Match candidates to the current job opening (candidates are moved from the autopool results list to the requisition-specific candidate list, and they can then be moved along the workflow like any other candidate).

• Match candidates to the current job opening and reject them in a single action (which will remove undesired candidates from continuing to appear in the candidate pool for this requisition; note that by default this option is disabled).

• Filter the list of candidates using quick filters defined by the system administrator.

• Sort the list of candidates by clicking a column heading.

When viewing a candidate file, the user may be able to view the other job applications that the candidate has submitted, depending on the permissions he/she was granted.



The user is able to match a candidate to the requisition via the autopooling feature even if he/she was not granted the permission to match candidates to a requisition in general.

The user may also be able to match and reject candidates in one action if he/she was granted the proper permission. When rejecting a candidate, the manager must specify the qualifiers (motives) and provide comments as required by the workflow.

If configured by the system administrator, the Automatic Candidate Pooling feature may also provide the ability to create optional repooling rules which automatically set a candidate's submission to an Inactive status after X days of inactivity. If the autopooling criteria for other jobs include the criteria to exclude candidates who are in a selection process, candidates who are automatically set to an inactive status will no longer be excluded and thus will be included in pool results.

Benefits

• Allows employers to maximize the value of their candidate database and the sharing of candidates across locations and jobs.

• Allows employers to predefine a sophisticated search that meets regulations and company policies.

• Provides one-click access to candidates for any job according to pre-defined criteria.

• Managers and recruiters no longer waste their time on candidates who are not available nor qualified, who are already under consideration for other jobs or locations, or who have already been hired.

Configuration


Name Location

View autopooling criteria Configuration > [SmartOrg] Administration > User Types > Recruiting > Requisition

Edit autopooling criteria Configuration > [SmartOrg] Administration > User Types > Recruiting > Requisition

Perform the "Reject" action from the candidate autopooling list

Configuration > [SmartOrg] Administration > User Types > Recruiting > Candidate

Settings


Automatic Candidate Pooling Enabled

• No• Yes


Inactivate Job Submissions Feature • No• Yes


A candidate list format entitled "List of automatically pooled candidates" controls the format of the automatic candidate pooling results list.

Configuration > [Recruiting] Administration > List Formats > Candidate



Configuring the Automatic Candidate Pooling Steps

1. Activate the Automatic Candidate Pooling Enabled recruiting setting.

2. Configure the candidate list format context entitled List of automatically pooled candidates.

a. Click on the list format content.

b. Select the desired list format.

c. Select columns for the list format.

d. Put columns in the right sequence.

e. Set column sorting criteria.

f. Configure quick filters. This list format allows the use of the same quick filters as the Advanced Search list format, plus the Shift Availability filter.

g. Activate the list format.

3. Grant user type permissions:

• View autopooling criteria• Edit autopooling criteria• Perform the "Reject" action from the candidate autopooling list

4. If desired, define repooling rules within the Candidate Selection Workflow to automatically return candidates to the pool after X days of inactivity. (This works when the autopool criteria exclude candidates who are in selection workflow. Repooling rules set submissions to an Inactive status which is no longer considered to be in selection workflow.):

a. Activate the Inactivate Job Submissions Feature recruiting setting.

b. Create an inactive status and select Inactive in the Reference Model list (Candidate Selection Workflow > Statuses tab).

c. Add this inactive status to each candidate selection workflow step in which you want to repool candidates (Candidate Selection Workflow > Steps tab).

d. Within each desired candidate selection workflow, in the Steps Usage tab, click on the step, select the Inactivate Job Submissions option and indicate the number of days. Note that different steps may have different durations or none at all.

Candidate OnboardingCandidate onboarding is the process of integrating a new employee into an organization.


Onboarding begins when a person accepts a position; it can include orientation, communication, filling out forms, getting equipment such as a laptop.


Benefits

• Improves time to productivity.



• Reduces time and effort for Human Resources.

Configuration

Candidate Matching to a RequisitionThis feature allows users to select one or several candidate files and to match them to one or several requisition files.


The matching action is available via this icon and can be performed from a candidate list or from within a candidate file.

Basically, a user selects a candidate file, clicks and the system presents a list of requisitions. Requisitions are displayed by the system if they match the default matching requisition criteria set by the system administrator. However, these default criteria can be modified by the user to find more relevant requisitions for a particular candidate. This is done by selecting the Matching Requisitions option and clicking this icon both available in the Match Candidates to Requisitions window. Once a candidate has been matched to a requisition, the user can decide to send an e-mail to the candidate to inform him/her that a match has been done and to obtain more information on his/her application. E-mails are sent only for posted requisitions, to avoid inviting candidates to requisitions they cannot see on the career section.

Users can match a candidate file to requisitions based on their user type permissions.

Benefits

• This feature is useful if, for example, a recruiter has found an interesting candidate who is not the best fit for the position they applied to. However, the recruiter believes there may be other openings that would be a better fit for this candidate's experience and skills.


Name Location

Initiate an onboarding process for a new resource Configuration > [SmartOrg] Administration > User Types > Other

Cancel an onboarding process in progress Configuration > [SmartOrg] Administration > User Types > Other

Settings


Onboarding Activation • No• Yes

No Configuration > [Recruting] Settings



Configuration

Matching Requisition CriteriaMatching requisition criteria are used to find a match between a candidate file and requisition file.


Default matching requisition criteria are set by the system administrator. However, these default criteria can be modified by the user to find more relevant requisitions for a particular candidate. Matching criteria are:

• Preferred Jobs and Job

• Preferred Locations and Locations

• Preferred Organizations and Organization

• Place of residence and Location

• Competencies

• Questions

• Job Level

• Job Type


Name Location

Match candidates to requisitions Configuration > [SmartOrg] Administration > User Types > Recruiting > Search

Settings


Send Rejection Letter to Matched Candidates

• New• Offer• thrid

Interview• Reviewed• Never• 2nd

interview• testing• First

interview

New Configuration > [Recruting] Settings

Search Place of Residence Match Activation

• Yes• No


Email Job Matching Candidates Default

• Yes• No


Job Posting Notification (Internal Candidates)

• Yes• No




• Schedule

• Shift

• Employee Status

• Education Level

• Travel

• Minimum Annual Salary

Matching criteria (except for competencies and questions) can be set as desired or required:

• Required: The criterion is mandatory. A match must exist between the content of the candidate file and of the requisition file. If a requisition file meets the criterion, it will appear in the list of requisitions presented to the user.

• Desired: The criterion is an asset. A match is not required between the content of the candidate file and of the requisition file. Desired criteria are considered as a plus. A requisition file that does not match a desired criterion is not rejected.

Requisition files that meet all the required criteria and that also meet some desired criteria will appear at the top of the requisitions list presented to the user.

Competencies and questions criteria are considered as wildcards. If these criteria are not selected as required in the requisition, or if a candidate does not enter answers for these criteria, the answers will still be considered.

Setting Matching Requisition CriteriaAllows a system administrator to configure default criteria used to match candidates to requisitions.

Prerequisite

Configuration > [Recruiting] Administration > Matching Requisition Criteria

Steps

1. In the Matching Criteria - Match Candidate page, select criteria and specify if they are required or desired.

2. Click Save.

Result

Candidates will be matched to requisitions according to the criteria selected.


Recruiting Fundamentals Contingent Hiring

Contingent Hiring

Contingent HiringContingent hiring is used to hire people when needed and for a limited period of time. Contingent hiring may include part-time, temporary and contractor work.


Once the contingent hiring feature has been purchased, the feature must be activated by Taleo.

Contingent hiring is not configured by default i.e it must be configured from scratch by the system administrator.

When the feature is activated and configured, users can start acquiring contingent workers. When creating a requisition, users can choose a contingent requisition type which offers more functionalities than other requisition types as it has its own set of candidate selection workflow, a contingent information block, supplier invitation to submit candidates using the agency portal, confirmation of availability and specific candidate ownership rules.

Configuration

Configuring Contingent Hiring - OverviewPrerequisite

Contingent hiring feature must be available.


Name Location

Allow access to contingent requisitions Configuration > [SmartOrg] Administration> User Types > Recruiting >Requisitions

Edit bill rates Configuration > [SmartOrg] Administration> User Types > Configuration > Requisitions

See Contingent Staffing block information Configuration > [SmartOrg] Administration> User Types > Configuration > Requisitions


Name Location

Allow access to contingent requisitions Configuration > [SmartOrg] Administration> User Types > Recruiting >Requisitions

Edit bill rates Configuration > [SmartOrg] Administration> User Types > Configuration > Requisitions

See Contingent Staffing block information Configuration > [SmartOrg] Administration> User Types > Configuration > Requisitions


Recruiting Fundamentals Contingent Hiring

The Contingent Functionality Activation private setting must be activated by Taleo.

The Allow Hiring managers to create requisitions only from the selection of a template /contingent recruitment setting must be activated in the Recruiting settings.

The Allow access to contingent requisitions, See Contingent Staffing block information and Edit bill tares user type permissions must be granted in the SmartOrg User Types feature.

Steps

1. Create a requisition file containing the contingent block.

2. Create a candidate selection workflow specific to contingent hiring.

3. Tie contingent notifications to the candidate selection workflow (for example, the agent configuration request which is an important step of the contingent hiring).

4. Create a career section of type Agency Portal in the Career Section Administration module.

5. Create an agency providing contingent hiring services.

6. Add agents to the agency and associate each agent to a portal in order to be able to invite agents to submit candidates.

7. Configure the agent confirmation request in the Career Section Administration module, if desired.

This step allows the configuration of the confirmation step, usually at time of hiring. When deciding to go ahead with a specific contingent worker, the system can be configured to send a request to the agent to confirm the candidate’s availability. The agent will receive an email and will be brought back to the candidate file where the confirmation will occur and will most likely move the candidate to the hired status.

8. Create correspondence specific to contingent hiring.

9. Create a requisition file containing the contingent block.

10.If the Compensation- Contingent Staffing information block is added to the contingent block, grant the Edit bill rates user type permission.

Users granted the Edit bill rates user type permission will be able to change the rates of the fields included in the Compensation -Contingent Staffing before inviting agents to submit candidates.

11.Select appropriate values for the Position Justification small standard selection.


Recruiting Fundamentals Hourly Hiring

Hourly Hiring

Evergreen HiringEvergreen hiring is used in continuous hiring situations such as retail stores where employers want to enable candidates to apply at all times, and also want a ready supply of candidates available to move quickly when a need is identified.


Often such employers will want to implement a definite validity period and expiration for the candidate's submission, with the easy ability for the candidate to re-apply after his/her submission expires. It is not uncommon for workers in the hourly retail world to have held several different jobs within the span of a year. Employers need to ensure they are collecting all of the most recent information regarding a candidate's relevant history. This may also help to limit legal exposures in addition to confirming candidate's continued interest in employment with the employer.

A submission validity period may be enabled for any requisition, before that requisition reaches the Sourcing status. The number of days for the validity period is inherited from a default setting (initially 90 days), but may be changed for specific requisitions by users with sufficient permissions. The Validity Period and Validity Period Enabled fields may also be inherited from a requisition template. The submission validity period must be between 1 and 730 days (2 years).

The validity period starts when a candidate submits his/her completed submission. The candidate submission remains valid for the number of days defined in the requisition. For submissions created when matching or referring a candidate, the period starts on the date that the candidate was matched or referred. If a submission is incomplete and the candidate later completes it, the validity period is restarted.

The Evergreen Hiring feature basically works as follows:

For the Evergreen Hiring feature to be available, the system administrator must make the following two requisition fields available in the Recruiting application:

• Validity Period Enabled

• Validity Period

If desired, the security level can be set for those fields to hide them from some users. Once these fields are activated, the system administrator can add them to the requisition and/or requisition template, in the Identification block. It is necessary to have the Validity Period Enabled field in either the requisition template and/or the requisition file in order to enable submission expiration.

Best Practice: If the expiration for all requisitions is the same (following the default setting), consider to either not display the Validity Period field in the requisition file, or to set the field to read-only. If different validity periods are needed for different jobs, consider adding the Validity Period field in the requisition template where authorized users can set it, but not in the requisition file itself.

In the Recruiting application, when creating a requisition or requisition template, users can use the default validity period set by the system administrator or set a different validity period for the requisition or requisition template being created. The validity period must be set before the requisition is posted. The submission validity period is displayed in the requisition card (located on the left hand side of the requisition), when hovering the mouse over the icon.



Once the requisition is posted, candidates applying on the requisition will be informed of the expiration date of their submission on the Thank You page. Within Taleo Recruiting, the submission validity period is displayed in the candidate submission card, when hovering the mouse over the icon.

If the candidate's submission has expired and the requisition is still posted, the Modify link is replaced with the Reapply link on the candidate's My Jobs page. When candidates re-apply for a job:

• The submission’s validity period and expiration date are reset.

• A summary of the candidate's current information will be displayed to allow him/her to make any necessary changes.

• Depending on how the zone was configured, the candidate selection workflow of the submission may be reset back to the beginning.

• A tracking history is automatically added in candidate file History tab. If during the reapply process, the system forces the candidate selection workflow to be reset, a second tracking history is added in the History tab stating that.

Once candidates have applied on the requisition, the column in the Requisitions list indicating the candidate count considers if the submission validity period is enabled or not for the requisition. If the validity period is enabled, the count only includes candidate submissions that are not expired.

The system administrator also has the ability to add the following columns in the candidate lists and requisition lists. When these columns are made available in list formats, users can select them to display the desired information:

The quick filter “Hide expired submissions” can be added to Candidates list to let users show or hide expired candidate submissions. Expired submissions are hidden by default. This filter is only available for requisition-specific candidate list formats.

The system administrator can also enable a setting to determine under which conditions the Candidate Selection Workflow (CSW) is reset to the initial step/status after a candidate re-applies for the same requisition (after submission expiration). Note that the CSW will never change if the submission has reached the "Offer" step or if an interview has been scheduled.

Candidate List Columns Description

Submission Expired This column is represented by the icon. When a

submission is expired, the icon is displayed.

Latest Submission Date Date when the candidate has submitted his/her submission or has reapplied.

Submission Expiration Date Date when the candidate submission expires/expired.

Days before Submission Expiration Displays as a countdown the number of days left before the expiration of the submission.

Requisition List Columns Description

Submission Validity Period Enabled This column is represented by the icon.

Submission Validity Period Number of days of the validity period.



Benefits

• Companies can define and enforce submission validity periods with expirations for candidate submissions.

• Companies can configure whether the Candidates list shall display expired submissions or not.

• Candidates can easily re-apply for an open job even if their submission is expired.

• Candidates can reconfirm that they are still in the job market, allowing recruiters to focus on truly active candidates.

• Candidate’s information is current with the most recent submission, including for example work history, education, and contact information.

• Candidates may be hired more than once on the same requisition, for example in cases of seasonal rehiring.

• In some cases, expired submissions may offer an enhanced degree of legal protection against certain kinds of lawsuits (please reply on your attorney for legal questions).

Configuration

Configuring the Evergreen Hiring FeaturePrerequisite


Steps

1. Under Recruiting Settings, set the “Default Submission Validity Period” setting by defining the number of days for the validity period.

This setting is set globally for all requisitions and requisition templates.

2. Under Fields/Requisition, under the Administration section, click on the Validity Period Enabled field and make it available in Taleo Recruiting.

Settings


Default Submission Validity Period

Between 1 and 730 days 90 Configuration > [Recruiting] Settings

Reset Candidate Selection Workflow after Candidate Re-applies

• If the submission has reached the status Hired, Inactive or Withdrawn

• If the submission has reached the status Hired, Inactive, Withdrawn or Rejected

• Always, unless the submission has reached the status Rejected

• Always

If the submission has reached the status Hired, Inactive or Withdrawn




Note that the Validity Period field is automatically enabled when the Validity Period Enabled is activated.

3. If desired, set the security level of these fields to hide them from some users.

4. Under User-defined Forms, add fields in the Identification form:

a. Click User-defined Forms.

b. Open the Identification form type used in a requisition template or requisition file (to locate the form, you can use the Refine by filter or sort the list using the Form Type column header) or create a new Identification form type.

c. In the Identification form, add the fields Validity Period Enabled and Validity Period.

d. In the Identification form, add the Number of Openings field to the requisition template in order to create templates with an unlimited number of openings.

e. Click Save.

5. Under User-defined Files, add the Identification form in a requisition template or requisition file:

a. Click User-defined Files.

b. Locate the requisition template or requisition file (you can use the Refine by filter or sort the list using the Type column header) or create a new requisition template or requisition file.

c. Add the Identification section to the requisition template or requisition file.

d. Click Save.

6. Under Requisition File Setup, associate the requisition file and/or requisition template to a specific purpose.

7. If desired, under User-defined Files, add the Submission Validity Period block to the candidate file Prescreening Hourly file:

a. Click User-defined Files.

b. Locate the candidate file (you can use the Refine by filter or sort the list using the Type column header) or create a new candidate file.

c. Create a section and add the Submission Validity Period block to the file.

d. Click Save.

8. Under Candidate File Setup, associate the candidate file to a specific purpose.

9. If desired, under List Formats, add the following columns in the candidate list formats:

• Submission Expired• Latest Submission Date• Submission Expiration Date• Days before Submission Expiration

10.If desired, under List Formats, add the following columns in the requisition list formats:

• Submission Validity Period Enabled• Submission Validity Period



11.If desired, under List Formats, for candidate list, add the quick filter “Show unexpired submissions” to let users show or hide expired candidate submissions.

12.Under Recruiting Settings, enable the “Reset Candidate Selection Workflow after Candidate Re-applies” setting to determine whether the CSW is reset to the 1st step/status after a candidate re-applies for the same requisition (after submission expiration). By default the candidate's status remains the same. The CSW will not change if the submission has reached the "Offer" step or if an interview has been scheduled.

Hourly Manager Home Page and Center StageThe Taleo solution supports managers doing self-service hiring and managers working in a decentralized environment. This includes options to use one or more simple home page configurations for various populations of users.


Home pages are configured via the SmartOrg Configuration Profiles feature. A pre-defined Hourly Manager configuration profile is provided with the application and this profile references a pre-defined Hourly Manager center stage. Both provides a reasonable set of default settings which customers can use as a starting point and modify to meet their needs.

The configuration of the Hourly Manager home page consists of the following:

• configuring the Hourly Manager center stage.

• associating the Hourly Manager center stage to the Hourly Manager configuration profile.

• associating the Hourly Manager configuration profile to user accounts.

• configuring the mini requisition list.

Center Stage: The default Hourly Manager center stage uses a channel called the Mini Requisition List. By default, the Hourly Manager center stage also contains the Onboarding channel and a link to the Performance Management Suite (both of which only appear if these modules are deployed and available to the user). The Center Stage feature is available in the Taleo Recruiting Administration menu. For details, see the Center Stage chapter.

Configuration Profile: Once the center stage is created, the system administrator must associate it to a configuration profile. The system administrator can use the pre-defined Hourly Manager configuration profile. By default, the Hourly Manager center stage is tied to the Hourly Manager configuration profile. If desired, the system administrator can create a new configuration profile. The configuration and creation of configuration profiles are done in the SmartOrg Configuration Profiles feature. For details, see the Configuration Profile chapter.

User Account: To quickly and easily give users to hourly related capabilities, the system administrator only needs to update the user account by associated it to the Hourly Manager configuration profile. This is done in the SmartOrg User Accounts feature, under the Account Information section.

Mini Requisition (or Job Openings) List: This is a center stage widget option created specifically to help support distributed hourly hiring deployments. This list lets users click directly from the center stage channel into a requisition's candidate list without having to first load the Requisition list page. This mini requisition list can contain up to four columns of summary information about each requisition, including the number of candidates. It can also display up to 30 requisitions (the ones with the most recent submission activity).



The system administrator configures the mini requisition list (if used) via the List Formats feature available in the Taleo Recruiting Administration menu. See List Format Configuration for more details. The mini requisition list is called “Job Openings” to better support continuous hiring scenarios, however this name can be edited by Taleo.

Note that the mini requisition list honors the permissions set by the Show filter (e.g., Show Requisitions I Own, I Collaborate On, etc.), if it is made visible on the home page. However, a typical hourly manager configuration is to define user permissions by Personal Coverage Area (for details, see the Personal Coverage Area chapter). This is done via the configuration profile feature by selecting the My coverage area value in the Show Information For Filter Default setting and by hiding this filter from the user via the Show information for Filter Visibility setting. This will make the user's permissions simple and automatic if you can define them in terms of Organizations, Locations and Job Fields.

Benefits

• Options to easily configure a home page appropriate for decentralized or hourly managers: options to create a very simple view by hiding most controls; options to display links and channels as appropriate for various classes of users; options to display the list of job openings directly on the home page.

• The pre-defined Hourly Manager Center Stage and Hourly Manager Configuration Profile provide a reasonable set of defaults as a starting point for further configuration.

• Allows the setting of a configuration profile specific to hourly users by using the Hourly Manager configuration profile and the Hourly Manager home page.

Hourly Manager User TypeA default user type configuration has been created to support hourly manager's need for a more simplified user experience.


Although system administrators can create their own personalized user types, the hourly manager user type is designed to help managers in hourly hiring deployments. The Hourly Manager user type is intended to reflect the combination of permissions that will provide a reasonable starting point for customers to use for their managers involved in self-service, continuous and/or high volume hiring scenarios.

Hourly Manager User Type

Permissions Granted Permissions Not granted

Access to hourly requisitions Edit candidate information

Access to requisitions that the user owns, is a collaborator on, or are in the user’s Personal Coverage Area

Access Professional, Campus, Contingent or Executive requisition

Post requisitions to career sections Access job boards, staffing agents, internet mining

Access prescreening information Perform advanced search and save searches

Add comments to submissions

Unlock candidate accounts, reset password



The default Hourly Manager user type may be used as is or an organization may decide to modify the permissions and rename the user type name to meet their organization needs. System administrators should review and modify all default permissions to meet their company's specific needs.

Benefits

• Helps customers to efficiently deploy Taleo to hourly populations.

• Saves time, captures Taleo recommended good practice permission settings.

• Helps managers working in decentralized environments without a high level of recruiter support. Ease of use for casual or infrequent system users.

• Permissions are granted automatically by location or department via Personal Coverage Area.

• For high turnover and/or for managers receiving limited HR training.

Fifth Level of LocationA fifth level of location can be added to the location structure to support more granular location specification requirements of some customers.


System administrators have the option to update their SmartOrg location structure and add up to 5 levels in this structure. Once the structure is updated, it will be possible to create location elements across all activated levels in the location structure.

This accommodates customers who want to capture more specific location information within their Location tree, especially organizations with thousands of locations in different countries. The location structure could be defined as follows:

• Country

• State/Province

• Metro/Region

• City/District

• Store/Location

With individual worksites part of the Location tree, even for large decentralized operations, locations can be assigned down to the work site level. Customers will also be able to use the lowest level in their structure as work locations. Also, data access can be controlled down to the Location level using either the User Group and/or the Personal Coverage Area feature.

Benefits

• Allows a more granular specification of a location when necessary.

Customize correspondence before sending

Hourly Manager User Type

Permissions Granted Permissions Not granted



• Allows customers to take advantage of the user group and personal coverage area features that allow data access restriction according to the Organization-Location-Job Field structure.

• The Location tree can begin with Country to provide for future expansion, even if all locations are within a single country today. Individual locations can be captured in the Location tree, even for large distributed organizations, allowing consistency in reporting, integration, assignment of permissions, and posting of requisitions to job boards.


Recruiting Fundamentals Requisition

Requisition

Requisition FileA requisition file details the specific requirements for a job position.


When opening a requisition file, users are always in view mode and they can from there choose to go into edit mode. This provides a cleaner layout and eliminates the need to “close” the file (to exit out of it and reactivate other buttons on the screen) if only viewing the file. In view mode, only fields for which data is provided are displayed. However, in edit mode, fields that do not contain data are displayed according to user permissions.

When opening a requisition file, the screen is organized into three panes:

• Left pane containing the requisition card in the top section and supporting information in the bottom section. The pane can be expanded or collapsed.

• Right pane containing supporting tools such as the online help and the diagnostic tool. The pane can be expanded or collapsed.

• Central pane containing a menu bar allowing users to perform actions on the requisition file. It also contains tabs that provide complete information about the candidate. Depending on which side the candidate card is, the information displayed will vary.

The requisition file contains several tabs:

• Requisition

• Alerts

• Attachments

• Approvals

• Posting and Sourcing

• History

• Reports

The content of the requisition file is presented as a long form. The main content of the requisition file is within the Requisition tab, which includes various sections. The other tabs contain peripheral information.

From the main requisition tab, whether in edit or view mode, users always have access to a table of contents section that allows quick jumping to different portions of the file. To display this table of contents, users simply have to click located in the Requisition tab.

The fields and layout of the requisition are configured by the system administrator. It is also the system administrator who grants users access to requisition files. Fields in a requisition are completed by a user to create a requisition. The requisition contains many details and fields such as the title of the job, the number of openings, the requisition owners and collaborators, the organization, location and job field associated to it, compensation information, job description, questions and competencies, etc. Once the requisition is created and approved, the user can post it on internal and/or external career sections, on job boards via eQuest, or via agency offering staffing services. Once the requisition is posted, candidates can apply for the job and fill the required fields.



Benefits

• Easy to navigate requisition files.

• Diagnostic tool making it easy to understand what fields are required and when

• The requisition file is highly flexible and only displays what the user is allowed to see.

• The system administrator has the ability to define the layout of the requisition file based on requisition types.

Configuration

Requisition CreationRecruiters and managers have the ability to create requisitions to detail the specific requirements for a job position.


The creation of requisitions is done via the Create Requisition button which is available in the home page Requisitions channel as well as in the Requisitions page. This button is available to users if they have been granted the proper user type permission.

When creating a requisition, the Create a Requisition wizard is launched. One of the first step when creating a requisition is to select a requisition type. The system administrator is responsible of activating requisition types and of granting the user type permissions that allow users access to specific requisition types. If more than one requisition type has been activated, the user is asked to select the desired requisition type.

Depending on the company’s configuration, users may be able to specify specific elements such as the position, the department, the Organization- Location-Job Field structure. When this information is provided, the system fills certain fields in the requisition form.

When all of the above have been specified, users complete the various fields of the requisition. When saving the requisition, a message appears if information is missing in certain fields. Users can also use the diagnostic tool to know which fields must be filled to be able to save the requisition. If information is missing for certain fields, the diagnostic tool provides links to jump quickly to these fields to enter the missing information. The diagnostic tool is located in the right-hand pane.

Once the requisition is completed, the requisition goes through an approval process before being posted on career sections or job boards.


Name Location

Requisition related user type permissions are grouped under the Recruiting functional domain.

Configuration > [SmartOrg] Administration > User Types > Recruiting > Requisitions



Configuration

Requisition TemplateA requisition template is a requisition file containing information that will likely be reused for a similar job position.


Requisition templates are available to users in the Libraries menu.

A requisition template can be created for each position or job category. Depending on your organization's policies, the requisition template may be very detailed or may include only basic information.

When creating a new requisition, it is a best practice to select a requisition template first; this will auto-populate many of the requisition fields based on the selected template.

The creation of requisition templates is similar to the creation of requisitions. It is done via the Create Template button which is available in the Requisition Templates page, via the Libraries menu. This button is available to users if they have been granted the proper user type permission.

When creating a requisition template, the Create Requisition Template wizard is launched. One of the first step when creating a requisition template is to select a requisition type. The system administrator is responsible of activating requisition types and of granting the user type permissions that allow users access to specific requisition types. If more than one requisition type has been activated, the user is asked to select the desired requisition type.

Depending on the company’s configuration, users may be able to specify specific elements such as the Organization, Location and Job Field (Organization-Location-Job Field structure). When this information is provided, the system fills certain fields in the requisition form.

A status is defined for a requisition template. A template can be draft, inactive, active or active for a specific period of time.

When all of the above have been specified, users complete the various fields of the requisition template. When saving the requisition template, a message appears if information is missing in certain fields. Users can also use the diagnostic tool to know which fields must be filled to be able to save the requisition template. If information is missing for certain fields, the diagnostic tool provides links to jump quickly to these fields to enter the missing information. The diagnostic tool is located in the right-hand pane.

Once the requisition template is completed, it is available in the Requisition Templates page.

Benefits

• Allows the creation of a requisition file without having to start from scratch.

Settings


RTF Editor Font Customisation • No• Yes




Configuration

Requisition OwnerRequisition ownership refers to the individuals chosen as the recruiter, the hiring manager, the recruiter assistant or the hiring manager for a specific requisition.


The individuals chosen as the recruiter, the hiring manager, the recruiter assistant or the hiring manager for a specific requisition are considered owners of the requisition.

To be available for a requisition, the recruiter assistant and the hiring manager assistant roles must be activated by your system administrator. These two assistant roles can carry out requisition-related activities to help out the recruiter or hiring manager while, from a reports perspective, the requisition is attributed to the recruiter and hiring manager.

When creating a requisition, you can choose a recruiter assistant and/or a hiring manager assistant. To modify the recruiter, the hiring manager, the recruiter assistant and the hiring manager assistant, you must be the owner of the requisition or have the Reassign requisitions to owners and collaborators even if the user is not a owner user type permission.

When viewing the Requisition list, you can use the “I own” quick filter located on the left-hand side of the page to gain quick access to your requisitions. You can also use the advanced filters Recruiter, Hiring Manager, Recruiter Assistant, Hiring Manager Assistant to view requisitions owned by a specific user.

When notifications (such as attention indicator flags, workflow event notifications) are sent, the recruiter, the hiring manager as well as the assistants will receive them.

System-assigned tasks (such as To be completed, Ready for sourcing, Extend posting and To be filled) are assigned to the assistant (if an assistant was identified) instead of the recruiter. However, the recruiter also has access to these tasks even though they were assigned to the assistant.

The recruiter, recruiter assistant, hiring manager, hiring manager assistant chosen for the requisition as well as the creator of the approval path can terminate the approval path.


Name Location

Requisition Template related user type permissions are grouped under the Requisition functional domain.

Configuration > [SmartOrg] Administration > User Types > Recruiting > Requisition > Templates

Settings


Default Template Status • Active• Inactive• Draft

Active Configuration > [Recruiting] Settings



Benefits

• Assistant roles can carry out activities to help out the hiring manager and recruiter.

Configuration

Preview of Candidates Matching a RequisitionThis feature allows users to select a requisition and to preview candidates who would be a fit for the requisition based on the Job, Location and Organization structure fields as well as additional matching criteria and filters.


When a user posts a requisition to a career section, the Preview Matching Candidates button in the Posting and Sourcing tab allows him/her to preview a list of candidates whose profiles match default matching criteria and filters.

For the Preview Matching Candidates button to appear in a requisition file, the country specified in the requisition must correspond to the country specified by the system administrator. For example, if a user posts a requisition for a job available in the United States, the Preview Matching Candidates button will be displayed if the system administrator selected United States among the countries for which users can view matching candidates. This is useful if a company may not feel comfortable in showing to users a list of matching candidates for job posted in some countries because of regulation reasons (EEO regulations for example).

Default matching criteria are set by the system administrator. However, these default criteria can be modified by the user to find more relevant candidates for a particular requisition.

Default matching filters are also set by the system administrator. However, these default filters can be modified by the user.

Once the user feels that he/she has found the right candidates, an e-mail is sent to these candidates to invite them to apply for the job.

Criteria for Matching CandidatesCriteria for matching candidates are used to find a match between a requisition file and candidate file.


Default matching candidate criteria are set by the system administrator. However, these default criteria can be modified by the user to find more relevant candidates for a particular requisition. Matching criteria are:


Name Location

Reassign requisitions to owners and collaborators even if the user is not an owner

Configuration > [SmartOrg] Administration > User Types > Recruiting > Requisitions



• Preferred Jobs and Job

• Preferred Locations and Locations

• Preferred Organizations and Organization

• Place of residence and Location

• Competencies

• Questions

• Job Level

• Job Type

• Schedule

• Shift

• Employee Status

• Education Level

• Willing to Travel

• Salary

Matching criteria (except for competencies and questions) can be set as desired or required:

• Required: The criterion is mandatory. The candidate has to meet this specific criterion to appear in the list of candidates displayed to the users.

• Desired: The criterion is not mandatory, it is considered an asset. A candidate who does not have an asset will be matched as long as he or she meets all the required criteria. Candidates who do not match a Desired criterion are not rejected. Candidates who meet all the Required criteria and who also meet some of the Desired criteria will appear at the top of the list of candidate displayed to the user.

Competencies and questions criteria are considered as wildcards. If these criteria are not set to Required in the requisition, or if a candidate does not enter answers for these criteria, the answers will still be considered. The candidate will be matched if he or she matches all the other required criteria. Answering these criteria will help determine the position of the candidate on the candidate list.

Filters for Matching CandidatesFilters for matching candidate are used to control the number of candidates displayed to users when viewing a list of candidates matching a requisition.


Default matching candidate filters are set by the system administrator. However, users have the ability to modify default filters for a specific requisition. Matching candidate filters are:

• A filter to invite or not candidates who have at least one job application with a specific status.

• A filter to invite or not candidates who have applied for a job through any type of source or through a specific source.

• A filter to invite candidates living in all countries, the requisition country, the requisition state/province or the requisition region.



• A filter to invite candidates whose information has been modified during the last x months.

• A filter to invite or not internal candidates.

Matched Candidates PreviewAllows a system administrator to select the countries for which the Preview Matching Candidates button will be activated.


This feature works with the feature entitled Viewing of Candidates Matched to a Requisition. If a requisition’s location corresponds to the country selected by the system administrator, the Preview Matching Candidates button will be available in the requisition Posting and Sourcing tab. For example, if Canada and United States are selected by the system administrator, only the requisitions whose locations are Canada and the United States will display the Matching Candidates button.

This feature is useful if a company may not feel comfortable in showing to users a list of matching candidates for job posted in some countries because of regulation reasons (EEO regulations for example).

Setting Matching Candidate CriteriaAllows a system administrator to configure default criteria used to match candidates to requisitions.

Prerequisite

Configuration > [Recruiting] Administration > Matching Candidate Criteria

Steps

1. In the Matching Criteria — Job Posting Notification page, select criteria and specify if they are required or desired.

2. Click Save.

Result

Candidates will be matched to requisitions according to the criteria selected.

Next Step

Configure matching candidate filters.

Configure matching candidate country filters.

Activate the matching candidate email notification.

Modifying Matching Candidate FiltersAllows users to modify default filters to control candidates who will be invited to apply for a specific job.

Prerequisite


The requisition must be posted on a career section.



Steps

1. In the requisition file, select the Posting and Sourcing tab.

2. In the Career Sections section, click Preview Matching Candidates.

3. In the Posting Requisitions - Filter Matching Candidates window, selected the desired filters in the Filters section on the left pane.

Result

In the Posting Requisitions - Filter Matching Candidates window, the list of candidates matching the requisition is updated according to the selected filters.

Next Step

Modify matching candidate criteria.

Setting Matching Candidate Country FiltersAllows a system administrator to define which countries must be specified in a requisition to allow users to preview matching candidates.

Prerequisite

Configuration > [Recruiting] Administration > Matching Candidate Preview

Steps

1. In the Preview Matching Candidates page, select a country in the Available Countries list.

Having no selection in the Selected Countries list disables the Preview Matching Candidates button in the requisition file.

2. Click Add.

3. Click Save.

Result

The country appears in the Selected Countries list. If the country specified in a requisition corresponds to a country you specified, users will be able to preview candidates who match the requisition.

Next Step

Configure matching candidate criteria.


Activate the matching candidate email notification.

Activating the Matching Candidate Email NotificationAllows a system administrator to select by default the option allowing users to send an email to candidates who match a requisition requirements.

Prerequisite


Steps



1. In the Taleo Recruiting Settings page, click Email Job Matching Candidates Default.

2. Click Edit.

3. Select Yes.

4. Click Save.

Result

In the requisition file, the option E-mail this job posting to matching candidates is selected by default.

Next Step




Deactivating the Matching Candidate Email NotificationAllows a system administrator to select by default the option allowing users to send an email to candidates matching a requisition requirements.

Prerequisite


Steps

1. In the Taleo Recruiting Settings page, click Email Job Matching Candidates Default.

2. Click Edit.

3. Select No.

4. Click Save.

Result

In the requisition file, the Email this job posting to matching candidates option is selected by default.

Next Step




Requisition/Staffing Type A requisition (or staffing) type allows a user to determine the type of candidates that he/she wants to hire.


Six requisition types are available:

• Professional: Requisitions for most professional employees.



• Executive: Requisitions for executives. This type of requisition allows you to secure and protect private executive candidates in the system.

• Hourly: Requisitions for hourly employees.

• Campus: Requisitions for students or campus job fairs.

• Contingent: Requisitions for contractual employees submitted by agencies.

• Universal: Requisitions that can be used for all types of requisition templates.

The system administrator is responsible of activating requisition types. Also, user type permissions grant users access to the different requisition types and indirectly, different pools of candidates.

When creating a requisition, if more than one requisition type is activated, the user is asked to select the desired requisition type. When a requisition type is no longer available, it cannot be selected, but requisitions created with that type keep their original requisition type.

For Integration purposes: Campus requisitions and Hourly requisitions must be identified by your Taleo representative in order for the integration team to change requisition type with a manual script. This will be allowed only once by customer. If more than one requisition type is active, import files must be modified.

Benefits

• Allows users to create requisitions for a specific type of hiring.

Configuration

Activating a Requisition TypePrerequisite

Configuration > [Recruiting] Administration > Requisition Types

Steps

1. Select a requisition type in the Available Requisition Types list.


Name Location

Allow access to professional requisitions Configuration > [SmartOrg] Administration> User Types > Recruiting > Requisitions

Allow access to hourly requisitions Configuration > [SmartOrg] Administration> User Types > Recruiting > Requisitions

Allow access to campus requisitions Configuration > [SmartOrg] Administration> User Types > Recruiting > Requisitions

Allow access to contingent requisitions Configuration > [SmartOrg] Administration> User Types > Recruiting > Requisitions

Allow access to executive requisitions Configuration > [SmartOrg] Administration> User Types > Recruiting > Requisitions



2. Click Add.

3. Click Done.

Result

The requisition type will be available to users when they created a requisition if they were granted the Requisition Type user type in the SmarOrg user type feature.

Next Step

Granting the Requisition Type user type permission.

Deactivating a Requisition TypePrerequisite

Configuration > [Recruiting] Administration > Requisition Types

Steps

1. Select a requisition type in the Available Requisition Types list.

2. Click Remove.

3. Click Done.

Result

The requisition type will no longer be available to users when they created a requisition.

Next Step

Granting the Requisition Type user type permission.

Requisition PostingRequisition posting allows a user to publish a requisition in order to have candidates applying on the job.


A requisition can be posted on:

• Internal or external career sections.

• eQuest: this is the doorway to post a requisition on any job board. A requisition must be posted on a career section before being posted on eQuest.

• Staffing agents: a user can ask an advertising agency to post an ad.

• Non-electronic media such as newspapers, magazines and trade publications, billboards and broadcasting. A list of preferred non-electronic media can be created in the Setup page, under Preferences.

Depending on how settings are configured by the system administrator, a requisition may need approval before being posted. When an approval is required, the approval requirements will be displayed in the requisition file Approval Path tab.



When the last position of a requisition is filled, the requisition is automatically unposted from the company’s career sections and intranet, and the requisition is no longer displayed in the requisition list. Users might have to remove the requisition manually from other sites. Also, the step for remaining candidates is changed to Rejected.

Users must have the required user type permission to be able to post requisitions. Also, different permissions are also required to perform certain posting actions.

Benefits

• Allows a user to target where a requisition will be posted.

Configuration

Requisition Posting via a Staffing AgentPosting a requisition via staffing agents involves many actions such as the creation of the agency portal, application flows, agencies and agents, as well as many actors such as the system administrator, the user, the agent and the candidate.


Agency portals (or agency career sections) provide a fully integrated solution that enables organizations to deal directly with staffing agencies. This feature helps ensure the privacy of the organization's candidates and jobs by providing an agency-dedicated application flow within one or multiple agency portals.

The posting of a requisition via posting agents involves the following.

After creating a requisition, a user can decide to use staffing agents to help him/her find candidates for the job. The list of agents available is dependent on the organization, location and job field selected for the requisition. The user can select one or several staffing agents who will post the requisition on their job list, then determine the start and end time when candidate referrals will be allowed. Note that this process can take place after the requisition is opened but before it is posted to internal or external career sections as agents will be accessing the requisition through their own career section (agency portal).


Name Location

Post Requisitions Configuration > [SmartOrg] Administration > User Types > Recruiting > Sourcing

Prevent and allow posting Configuration > [SmartOrg] Administration > User Types > Recruiting > Sourcing

Extend posting and unpost Configuration > [SmartOrg] Administration > User Types > Recruiting > Sourcing



An email is sent to staffing agents inviting them to refer candidates for the job. The staffing agent signs in to the Taleo agency portal, locates the requisition associated to him/her and refers a candidate. When referring a candidate, the agent must first verify if the candidate already exists in the database by entering the candidate’s email address and performing a duplicate check. If the candidate does not exist in the database, the agent is able to refer the candidate.

Candidates being referred receive an email informing them that they were referred by an agent for a job and inviting them to review the profile information submitted by the agent.

Later, when searching through the candidate database, the user can easily identify candidates referred by an agent with this icon . The tracking tab of the candidate file also displays the name of the agency and that of the agent who referred the candidate. Candidates referred by an agent are considered agent-owned candidates. However, the user can remove the agent-ownership. The user has the possibility to perform a duplicate check to see if the candidate already exist in the database.

As per the configuration aspect of the feature, the system administrator is responsible for creating the agency portal as well as the application flows used by agents and agencies to refer candidates. For more information, see the Career Section Administration Manual. Once the agency portal and flows are created, the system administrator creates agencies and agents. It is necessary to create an agency because every agent is linked to an agency to be functional. An agency is not linked to a portal; only an agent at an agency is linked to a portal.

Configuration

CollaboratorA collaborator is a person chosen by the owner of a requisition who helps out or takes responsibility for certain parts of the requisition process.


To provide special access to a number of users throughout the requisition’s life cycle, a Collaborator role is available. To be available, the Collaborator field must be activated by the system administrator.

Requisition owners (for example the recruiter, hiring manager, recruiter assistant and hiring manager assistant) can grant privileges and access to one or multiple users they identify as collaborators on their requisitions. The recruiter, the hiring manager and the assistants, if any, are the principal actors throughout the requisition’s life cycle. Collaborators will help out or take responsibility for certain parts of the process.

Any user (not deleted) can be a collaborator, even non-Taleo Recruiting users (these users can be involved in the approval process with the use of the Taleo e-share Center).


Name Location

Post to staffing agents/agencies Configuration > [SmartOrg] Administration > User Types > Recruiting > Sourcing



When creating a requisition, a user can specify collaborators who would be responsible for selected steps within the requisition or recruitment process. If using the same individuals as collaborators, a user can create a list of frequent collaborators in the My Setup page. Once a list of frequent collaborators is created, these collaborators can quickly be added to requisitions by clicking the Add Frequent Collaborators button.

If a user wants to modify the collaborators added in a requisition, the user must be the owner of the requisition and have the Edit requisitions user type permission or, have the Reassign requisitions to owners and collaborators event if user is not an owner user type permission.

When viewing the Requisition list, a user can use the “I collaborate on” quick filter located on the left-hand side of the page to gain quick access to requisitions he/she collaborates on.

Benefits

• Collaborator role has functional privileges and can quickly access requisitions.

• There is no limit to the number of collaborators, and collaborators do not have to be part of the user group.

• More effective recruitment process thanks to greater collaboration capabilities.

Configuration


Name Location


Edit requisitions Configuration > [SmartOrg] Administration> User Types > Recruiting > Requisitions

Reassign requisitions to owners and collaborators event if user is not an owner

Configuration > [SmartOrg] Administration> User Types > Recruiting > Requisitions


Recruiting Fundamentals Offer

Offer

OfferAn offer contains the terms and conditions of a job.


The offer process can be started once a candidate has been moved to the Offer step. All offer-related actions are available in the candidate list or from anywhere in the candidate submission via the More Actions list.

The offer form, available in the candidate file Offers tab, is where all the information is gathered to create an offer. It contains not only the information about the current offer to be made to a candidate but it can also be used to collect and maintain information on previous offers, competitive offers, and offer expectations.

To create an offer, a user clicks Create Offer in the More Actions list. This action is available from the candidate list and from any tab in the candidate file. Note that to create an offer, a user must have been granted the proper user type permission.

In the offer form, each offer appears in a specific column. When a new offer is created, it automatically appears in the first column to the left and is labeled Offer (New). It is possible to view up to four columns at a time and users can use the arrows in the top right corner of the center panel to navigate through more offers as desired. Users can also use the drop-down option at the top of each column to change or remove the context being viewed.

When creating an offer for a candidate, it is possible to use information from another offer column,

such as the terms of a previous offer, by using the icon . This icon appears when hovering the mouse at the top of a column or beside rows or sections of the offer form. By clicking this icon, a user can move fields to the new offer all at once or individually. Note that previous offers are for reference only and cannot be modified. When choosing to carry over an entire offer column or section, the only field that will not carry over automatically is the actual offer correspondence. To carry over an offer correspondence, the user must select this row individually and explicitly choose to move it across.

When in the offer form, if the user has been given appropriate permissions, it is possible to look at offers presented to the candidate for other requisitions by clicking the Other Offers link located in the left panel.

There can only be one current offer per candidate application at a time. The current offer can be modified until it is approved or extended to a candidate, after which only the start date and expiration date can be modified. Changes made to the start date and expiration date are tracked by the system.

Once all required offer fields have been completed, the user can submit the offer for approval. The user can review the current offer approval details at any time by going to the candidate file Offer Approvals tab. Approval information is available in the candidate file Offer Approvals tab.

If a user has been granted the proper permissions, the Amend Approval Path and Terminate Approval buttons can be available.



Benefits

• Improved usability: fewer clicks to take offer-related actions.

• Ability to create new offers by leveraging data from prior offers (including the offer correspondence).

• Easy access to offer approval information.

• Easy access to offers on other job submissions.

• All offer-related actions available in the More Actions list via the candidate list and via any tab with the candidate submission file.

Configuration

Offer StatusesAn offer can go through different statuses.


An offer can go through different statuses:


Name Location

All offer user type permissions are grouped under the Offers functional domain.

Configuration > [SmartOrg] Administration> User Types > Recruiting > Offers

Settings

Name Location

All offer-related settings are grouped under the Offer category.


Status Description

Offer to be made Initial status of the Offer step.

Draft Offer terms have been started and saved, but not approved.

Cancelled A draft offer has been created and then cancelled prior to routing for approval or extending to the candidate.

Approval in progress Offer has been routed for approval.

Approval rejected Offer has been rejected.

Approved Offer has been approved.

Extended Offer has been extended to the candidate.

Rescinded fter the offer has been extended or the candidate has accepted the offer, the user (company) rescinds/revokes the offer.



Offer ConfigurationOffer configuration consists in configuring offer fields, the offer form layout, the RSOffer step as well as offer settings and permissions for each user type.


Field configuration: The definition of offer fields is done in the Recruiting Administration module, by clicking the Offer link in the Fields section.

When defining a field, the system administrator specifies if:

• the field is available in Taleo Recruiting Center.

• the field is required or not for saving.

• the security level of the field (general, restricted or confidential).

• the Organization-Location-Job Field structure associated to the field, if any.

• the exceptions based on staffing types being used.

For details on the above settings, see the Field chapter.

Offer form configuration: Once fields have been defined, the system administrator defines the layout of the offer form. This is done in the Recruiting Administration module, by clicking the Offer Layout link in the Fields section. Both standard and custom offer fields can be positioned in the offer form. The layout consists of specifying in which category/section of the offer grid the field will be displayed (top section, general terms, bonuses, details) and the order in which the field will be displayed. Fields for a specific section must be sequentially grouped together. If a field is configured to display in any context, it will appear in the grid and the system administrator will define the placement of the field. If a field is not configured to display in a given context, it will be omitted from the offer grid and the rest of the fields will slide up in position to accommodate the field's absence.

RSOffer step configuration: The system administrator must add the RSOffer step in the candidate selection workflow. The RSOffer step must be placed before the Hire step.

In negotiation Offer was extended to the candidate. The user marked the candidate as wanting to negotiate the offer. If a new offer should be created, the user will need to rescind the offer in order to create a new offer. If a new offer is not required, then either recapture the candidate response (accept or refused) or status them as Rejected or Has Declined.

Refused Offer was extended to the candidate. The user marked the candidate as refusing the offer. A new offer can be created at this point.

Accepted Offer was accepted by the candidate.

Reneged After the candidate has accepted the offer, the candidate refuses the offer (goes back on his or her word).

Rejected After the offer has been rescinded to a candidate, the user should status the candidate as Rejected in the Offer step. This will allow another offer to be created and extended.

Has declined After the offer has been refused or reneged by the candidate, the user should status the candidate as Has Declined in the Offer step. This will allow another offer to be created and extended

Status Description



Offer-related settings: The system administrator can activate different offer-related settings. These settings are available in the Recruiting Settings section of the Taleo Recruiting Administration module. To easily access these settings, it is possible to refine the list by using the Offer category filter.

Offer-related permissions: The system administrator then grants offer-related permissions to user types. This is done in SmartOrg, via the User Types feature. Permissions are organized into functional domains. Offer-related permissions are available in the Recruiting domain, under Offers.

Permissions are available to allow field access control. These permissions are:

• Security level (in edit mode)

• Security level (in view mode)

In both cases, the options are General, Restricted and Confidential. For more information on security level, see the Field chapter.

Benefits

• Increased security options for viewing and editing offer fields.

• Greater flexibility regarding field layout: offer UDFs can be placed near related standard offer fields in the offer form.

• Option to grant managers access to the Offer Management module.

Configuring an Offer - OverviewPrerequisite

User must be granted the Access Administration user type permission.

Steps

1. Configure fields to be included in the offer.

a. Use existing offer fields or create new ones.

b. Indicate that the field is available in Taleo Recruiting Center.

c. Indicate if the field is required or not for saving.

d. Specify the security level of the field (general, restricted or confidential).

e. Specify the Organization-Location-Job Field structure associated to the field, if any.

f. Add the exceptions based on staffing types being used.

2. Define the offer form layout by positioning offer fields in the offer form.

3. Add the RSOffer step in the candidate selection workflow.

The RSOffer step must be placed before the Hire step.

4. Activate offer-related settings.

Offer settings are grouped under the Offer category.

5. Grant offer-related user type permissions.

Offer-related permissions are grouped under the Recruiting/Offers functional domain.


Recruiting Fundamentals Competency

Competency

CompetencyA competency is used to gather proficiency level and years of experience of a candidate in order to find the best candidate for a job.


Competencies are supplied with the system and are available in the Competency Library. Competencies available in the Competency Library can then be added in the Prescreening section of a requisition file. A user type permission grants users access to the Competency Library as well as to the actions that can be performed on Competencies in the requisition file Prescreening section and in the Competency Library.

Competencies are not written as a question. Examples of competencies could be “Human resource planning”, “Develop, implement and evaluate human resources policies and procedures”.

There are three types of competencies:

• Simple competency: A simple competency allows you to identify if the competency is required or an asset and to specify the weight of the competency. In career sections, when candidates assess their competencies in a prescribing questionnaire, they are presented with a question and a choice of competencies to select (check boxes).

• Detailed competency: A detailed competency allows you to identify if the competency is required or an asset, to specify the weight of the competency and to indicate the proficiency and experience level. In career sections, when candidates assess their competencies in a prescreening questionnaire, they are presented with lists for each competency they have to assess.

• Simple and detailed competency: In career sections, candidates will have the choice of using the simple competency or to use the lists to provide more information on specific competencies.

A competency can be visible to internal candidates, external candidates or all candidates.

A competency can be associated to locations and job fields.

• If a competency is not associated to any location or job field, the competency will be available to users when adding competencies to a requisition.

• If a competency is associated to all locations and/or to all job fields, the competency will be available to users when adding competencies to a requisition only if the In Model option is selected.

• If a competency is associated to specific locations and/or job fields, the competency will be available to users when adding competencies to a requisition if the In Model option is selected and if the competency matches the locations or job fields of the requisition.

When associating a competency to locations or job fields, the competency can be made available in a profile or in a model:

• If a competency is tagged “In profile”, the competency will be available to users who create a candidate file, and to candidates who are entering their profile in a career section. Competencies made available will be sorted to match the location and job field preferences defined by the candidate.



• If a competency is tagged “In model”, the competency will be available to users who complete the Prescreening section of a requisition. Competencies will be grouped in a model based on the location and job field of the requisition.

Configuration

Competency AssessmentThe competency assessment score consists of three parts: Proficiency/Last Used basic score, Proficiency/ Experience Rectifier and Interest Weight. The competency score is the sum of the basic score and rectification value, multiplied by the interest weight. The maximum result is 100.


Name Location

Associate questions and competencies with structure elements

Configuration > [SmartOrg] Administration> User Types > Recruiting > Prescreening

Remove or delete questions and competencies Configuration > [SmartOrg] Administration> User Types > Recruiting > Prescreening

Edit questions and competencies Configuration > [SmartOrg] Administration> User Types > Recruiting > Prescreening

Add and remove competencies Configuration > [SmartOrg] Administration> User Types > Recruiting > Requisition

Settings

Name Possible ValuesDefault Value

Location

Enable Requisition Question and Competency Validity Rule

• No• Yes


Competency Selector Default View in Requisition

• Taleo competencies• Organization

competencies• Competency librairy

Organization competencies


Competency Experience Level • Less than 1 year• 1-3 years• 3-5 years • 5 years or +

1-3 years Configuration > [Recruiting] Setting

Competency Proficiency Level • Novice• Intermediate• Expert• Guru

Intermediate Configuration > [Recruiting] Settings

Competency Assessment Format • Simple• Detailed• simple or Detailed

Detailed Configuration > [Recruiting] Settings




Three formats of competencies assessment are available:

• Detailed competencies Assessment (DSA): allows candidates to assess their competencies by selecting—from lists—the appropriate level of experience, proficiency, last used, and interest. The process is repeated for each competency.

• Simple competencies Assessment (SSA): is a simplified DSA format. It allows candidates to assess their competencies by selecting—using check boxes—the competencies for which they possess a certain level of proficiency and experience.

• Detailed and Simple competencies Assessment (DSA/SSA): uses both lists and check boxes to allow candidates to assess their competencies.

The available format depends on the permission enabled by your system administrator.

The Proficiency and Experience level default value is Intermediate 1-3 years. To modify the default value, select the Modify the minimum requirements of proficiency and experience option on the Prescreening section of the requisition.

The Proficiency/Last Used basic score is the basic score attributed to a competency. It is based on a candidate’s level of proficiency and the last time the competency was used.

The score from the Proficiency/Last Used basic score table is rectified by the candidate‘s declared experience as per the following table. The negative numbers represent off-limit answers and could be considered invalid.

Competency assessment should attribute a higher score to a candidate who is a passionate beginner than to a bored expert. Therefore, the following scaling factor is applied to the score calculated so far.

Proficiency Never Current Last Year1-3 years

ago3-4 years

ago5+ years

ago

None 0 0 0 0 0 0

Beginner 5 25 20 15 10 5

Intermediate 10 50 40 30 25 20

Advanced 20 80 70 60 50 40

Expert 30 100 90 80 70 60

Proficiency None -1 year 1-3 years 3-4 years 5+ year

None 0 +5 +10 +15 +20

Beginner 0 +5 +10 +15 +20

Intermediate -10 0 +5 +10 +15

Advanced -20 -10 0 +5 +10

Expert -30 -20 -10 0 +5



Competency Assessment Definitions

Proficiency Level

Experience Level

Last Used Level

Interest Weight Description

None 0.5 divide by 2

Low 0.5 divide by 2

Medium 1 current score

High 1.5 +25%

None Candidates have no experience or training regarding the competency.

Beginner Candidates have received basic training and can perform the competency with some assistance. They received classroom or field training, either as an apprentice or through an internship.

Intermediate Candidates have completed at least one successful experience. Help from an expert may be required occasionally, but candidates can usually perform the competency themselves.

Advanced Candidates can perform the competency without any assistance. They are recognized within their company as “the people to ask” regarding the competency. They might be known in the industry as a specialist. They have extensive experience and could teach the subject if they had teaching competencies.

Expert Candidates can answer all questions about the competency and industry-related questions. They have contributed to developing, defining, or improving the competency. They have published a paper on the subject and advanced people actively seek their advice. They are often offered jobs.

None Candidates have no experience or training regarding the competency.

Less than 1 year Candidates possess between 1 and 11 months of work experience during which they had to perform the competency.

1 to 3 years Candidates possess between 12 and 35 months of work experience during which they had to perform the competency.

3 to 5 years Candidates possess between 36 and 59 months of work experience during which they had to perform the competency.

5 years + Candidates possess 60 months or more of work experience during which they had to perform the competency.

None Candidates have never performed the competency.



Interest Level

Question LibraryThe Question Library contains all the questions that can be included in requisitions to prescreen candidates and find the best candidates for a job.


A user type permission grants users access to the Question Library.

When accessing the Question Library, the screen is organized into three panes:

• Left pane containing three tabs. The pane can be expanded or collapsed.

•


Current Candidates perform the competency as part of their current employment.

Last Year Candidates successfully performed the competency within the last 11 months.

1 to 3 years ago Candidates successfully performed the competency between 12 and 35 months ago.

3 to 5 years ago Candidates successfully performed the competency between 36 and 59 months ago.

None Candidates have absolutely no interest in performing or learning the competency.

Low Candidates have a lot of experience and key knowledge regarding the competency but have little interest in performing the competency often.

Medium Candidates would be willing to perform the competency daily in their job.

High Candidates have a high interest in jobs that require them to perform the competency. Performing the competency is a high source of motivation. They are willing to participate in improving how the competency is performed at the company.

Tab Description

Library Contains all the questions. Users can filter the list using dynamic filters such as the Active status, the In profile and In model criteria, the question visibility (all candidates, internal candidates, external candidates), the job field or location association, etc.

Job Field Contains questions associated to one or more job fields. Users can display all questions associated to a job field as well as questions that have been tagged In profile or In model. A tree structure allows users to display questions associated to all job fields, or questions associated to a specific job field.

Location Contains questions associated to one or more locations. Users can display all questions associated to a location as well as questions that have been tagged In profile or In model. A tree structure allows users to display questions associated to all locations, or questions associated to a specific location



• Central pane containing a menu bar allowing users to perform actions on questions. The central pane also contains the list of questions. Questions displayed depend on the filters and options selected in the left pane.

Configuration

QuestionA question is used to prescreen candidates and find the best candidates for a job.


Questions are created and configured in the Question Library. Questions available in the Question Library can then be added in the Prescreening section of a requisition file. A user type permission grants users access to the Question Library as well as to the actions that can be performed on questions in the requisition Prescreening section and in the Question Library.

Questions can also be created directly in a requisition. However, these questions are only available for the requisition and they are not available in the Question Library for other requisitions. If at a later date you use that same requisition to create a requisition template, the question that you created will not be added to the Question library. However, if the question is created for a requisition template, then the question will be added to the library.

Questions linked to a requisition are not duplicated in the requisition; they are re-used. Therefore, any changes made to such a question from the requisition will be applied to the question in the Question Library as well. These changes will therefore also appear in all requisitions to which this question is linked.

Three types of questions can be created:

A question can have a maximum of 3000 characters.


Name Location


Question Type Description

Single Answer Question The candidate can select one answer from a list of choices.• Example: Please indicate the highest level of education that you have

attained.

Multiple Answer Question The candidate can select as many answers as applicable from a list of choices.• Example: Please indicate in which areas you have a demonstrated

knowledge and understanding of (check all that apply).

Text Question The candidate can type a brief answer in response to a specific question. Use text questions sparingly; use them where they can allow for expansion of information asked in a previous question.

• Example: Provide a short overview of a program you have designed and implemented that had impact on employee development.



Depending on the type of question created, different answer formats are available:

• radio button

• pop-up list

• checkbox

Each question is assigned a code. With this unique code, users are able to standardize questions and better control their import/export mechanism. When creating a question, users are required to assign a code to questions created in the Question Library. For questions created at the requisition level, a code is generated automatically.

Questions have one of the following statuses:

• draft

• active

• inactive

Even if a question has been used in the past, it is possible to inactivate the question in the Question Library. Once inactive, a question is retained on existing requisitions but cannot be used in newly created requisitions. Inactive questions are also removed from active templates and cannot be carried over when duplicating a requisition where a question was active. Also, now that a code is assigned to each question, it is easy to deactivate the right question when users realize they have a duplicate. In addition, users who manage questions can wait until a question is ready before making it available to end users.

Note that inactivated disqualification questions are no longer displayed in the requisition, candidate file or in career section. Recalculation of the disqualification flag is not done automatically, but once the candidate file is edited with the new set of questions, be in the recruiting center or the career section.

When creating a question in the Question Library, users can make the question visible to internal candidates, external candidates or all candidates.

When creating a question in the Question Library, the question can be associated to locations and job fields.

• If a question is not associated to any location or job field, the question will be available to users when adding questions to a requisition.

• If a question is associated to all locations and/or to all job fields, the question will be available to users when adding questions to a requisition only if the In Model option is selected.

• If a question is associated to specific locations and/or job fields, the question will be available to users when adding questions to a requisition if the In Model option is selected and if the question matches the locations or job fields of the requisition.

When associating a question to locations or job fields, the question can be made available in a profile or in a model:

• If a question is tagged “In profile”, the question will be available to users who create a candidate file, and to candidates who are entering their profile in a career section. Questions made available will be sorted to match the location and job field preferences defined by the candidate.

• If a question is tagged “In model”, the question will be available to users who complete the Prescreening section of a requisition. Questions will be grouped in a model based on the location and job field of the requisition.



Once a question is created in the Question Library, users can add it to the Prescreening section of a requisition file. When adding questions to a requisition file, users should consider balancing the number of questions with the expected candidate volume and job complexity.

The following table outlines the recommended number of questions as per the number of candidates expected and the job complexity.

The difficult to fill position expects few candidates. Less questions should be used. As a rule of thumb, do not exceed 8 questions (job specific and skills together).

The average to fill position should keep candidates engaged, but not lose them due to too many questions. As a rule of thumb, do not exceed 12 to 15 questions (job specific and skills together).

The easy to fill position expects a large number of candidates. You can use as many questions as necessary (job specific and skills together).

Configuration

Difficult to Fill Position Average to Fill Position Easy to Fill Position

Number of Candidates Expected

Low - Less than 30 Medium - 30 to 100 High - 100 +

Recommended Number of Questions

8 or less 12 or less As many as required

ACE Indicators Use RequiredUse Asset optionallyDo not use Weight

Use Required,Use AssetUse Weight optionally

Use RequiredUse Asset,Use Weight

% of Candidates Identified as ACE Candidates

15% and higher 10% to 15% 5% to 10%


Name Location

Question user type permissions are grouped under the Preescreening functional domain.

Configuration > [SmartOrg] Administration> User Types > Recruiting > Prescreening

Create questions Configuration > [SmartOrg] Administration> User Types > Recruiting > Prescreening

Edit questions and competencies Configuration > [SmartOrg] Administration> User Types > Recruiting > Prescreening

Settings


Differentiate Internal and External Questions

• No• Yes


Enable Requisition Question and Skill Validity Rule

• No• Yes

Yes Configuration > [Recruiting] Setting


• No• Yes




Disqualification Question LibraryThe Disqualification Question Library contains all the disqualification questions that can be included in requisitions to prescreen candidates and find the best candidates for a job.


To have access to disqualification questions, this feature must be activated within your company. A user type permission grants users access to this feature.

When accessing the Disqualification Question Library, the screen is organized into three panes:

• Left pane containing three tabs. The pane can be expanded or collapsed.

•


• Central pane containing a menu bar allowing users to perform actions on disqualification questions. The central pane also contains the list of disqualification questions. Questions displayed depend on the filters and options selected in the left pane.

Configuration


• No• Yes


Tab Description

Library Contains all the questions. Users can filter the list using dynamic filters such as the Active status, the In profile and In model criteria, the question visibility (all candidates, internal candidates, external candidates), the job field or location association, etc.

Job Field Contains questions associated to one or more job fields. Users can display all questions associated to a job field as well as questions that have been tagged In profile or In model. A tree structure allows users to display questions associated to all job fields, or questions associated to a specific job field.

Location Contains questions associated to one or more locations. Users can display all questions associated to a location as well as questions that have been tagged In profile or In model. A tree structure allows users to display questions associated to all locations, or questions associated to a specific location


Name Location


Settings




Disqualification QuestionA disqualification question is a single-answer question that contains the minimum requirements for a candidate to be eligible for a job. A candidate not meeting the required response can be instantly exited from the application process.


To have access to disqualification questions, this feature must be activated within your company.

Disqualification questions are created and configured in the Disqualification Question Library. Questions available in the Disqualification Question Library can appear in the Prescreening section of a requisition file if the locations and job fields of the disqualification question matches the locations and job fields of the requisition.A user type permission grants users access to this feature.

A disqualification question requires one answer from the candidate, that is the candidate is limited to one answer from a list of choices. When creating a disqualification question, at least two answers must be provided, one of which must indicate that the candidate passes. There are three results for each answer:

• The candidate passes: the candidate is not disqualified.

• The candidate is disqualified: the candidate is automatically disqualified.

• To be verified: the candidate file must be reviewed.

If configured by your system administrator, you can have the ability to configure disqualification questions so that candidates are prompted for explanations for specific responses. This feature provides candidates a greater opportunity to accurately explain their qualifications and it also reduces the need for users to make follow-up contact with candidates to obtain details regarding their responses.

A disqualification question can be viewed by internal candidates, external candidates or all candidates.

A disqualification question can be associated to locations and job fields.

• If a question is not associated to any location or job field, the question will be displayed in the requisition.

• If a question is associated to all locations and/or to all job fields, the question will be displayed in the requisition.

• If a question is associated to specific locations and/or job fields, the question will be displayed in the requisition if it matches the location or job field of the requisition.

Unanswered disqualification questions are considered as being passed and will not affect the disqualification status of the candidate.

Settings


Enable Disqualification Questions • No• Yes




Configuration

Explanations for Disqualification QuestionsThis feature provides users the ability to configure disqualification questions so that candidates are prompted for explanations for specific answers.


When creating a disqualification question, when this feature is activated, the system administrator may specify that an explanation is required for certain answers. Note that it is not currently possible to change whether the explanation is required for certain answers once the question is active.

If an explanation is required for an answer, the user must enter an introduction sentence for the explanation. For example, if the question is “Have you ever been convicted of a crime?”, the introduction sentence could “Please specify the crimes you were convicted for as well as any details”. A maximum of 256 characters can be entered.

When applying, if the candidate selects a response to a disqualification question requiring an explanation, the candidate must provide it. A maximum of 1000 characters can be entered for the explanation. Authorized recruiters and managers can also enter an explanation on behalf of the candidate either by capturing or editing the candidate submission.

When an explanation is provided for an answer, the explanation is displayed just below the question answer in the candidate file Prescreening section.


Name Location

Manage disqualification questions Configuration > [SmartOrg] Administration> User Types > Recruiting > Prescreening

Settings


Explanation in Disqualification Questions

• No• Yes


Differentiate Internal and External Questions

• No• Yes


Enable Disqualification Questions • No• Yes


Enable Requisition Question and Skill Validity Rule

• No• Yes



• No• Yes



• No• Yes




Benefits

• Provides users the ability to collect relevant additional details from candidates for Disqualification Questions.

• Provides candidates the ability to explain their responses to disqualification questions as well as greater opportunity to accurately explain their qualifications.

• Requiring candidates to provide explanations during initial submission reduces the need for users to make follow-up contact with candidates to obtain details regarding their responses.

Configuration

Enabling Explanation in Disqualification QuestionsSteps

1. Ask Taleo to activate the disqualification question feature.

2. In Taleo Recruiting Administration, activate the Explanation in Disqualification Questions Recruiting setting.

Result

Users have the ability to configure disqualification questions so that candidates are prompted for explanations for specific answers.


Name Location

Manage disqualification questions Configuration > [SmartOrg] Administration > User Types > Recruiting > Precreening > Disqualification Question

Settings


Explanation in Disqualification Questions

• No• Yes



Recruiting Fundamentals Report

Report

ReportA wide range of custom and standard reports are available via Taleo Recruiting.


Reports are available within the Taleo Reporting and Analytics solution. If your company has acquired this solution, users will be able to access a wide range of reports by selecting “Reporting and Analytics” in the Taleo Recruiting Table of Content page. For more details on the Taleo reporting solution, refer to the Reporting and Analytics User Guide.

Custom fields can be added to reports. In Taleo Recruiting Administration, the system administrator can create custom fields and tag them to appear in reports.

Configuration

Custom Report UniverseThe Custom Report Universe feature displays custom fields available for reports and allows the system administrator to specify an ID for each field in the reports.


The Custom Report Universe page only displays custom fields that have been tagged to appear in reports. Fields are organized into categories that is Requisition, Department, Offer, Candidate, Experience, Education.

The Custom Report Universe page also allows system administrators to specify an ID for each field (left hand side red rectangle). The ID will then appear in reports (right hand side red rectangle). Although the text appearing in the image is in English, IDs are displayed at the same location in all languages.


Name Location

Access Reports Configuration > [SmartOrg] Administration > User Types > Recruiting > Other > General

View and manage the daily recruiting report Configuration > [SmartOrg] Administration > User Types > Recruiting > Requisitions > General



A maximum of 50 custom fields can be included in a report.

Organizing Custom Fields in ReportsPrerequisite

Configuration > [Recruiting] Administration > Custom Report Universe

Steps

1. In the Custom Report Universe page, under each tab, select the position of the field by selecting a number in the BO ID list.

2. Click Reorder.

Result

In the report, fields will be displayed in the specified order.

Configuring a Custom Field for ReportsPrerequisite

Configuration > [Recruiting] Administration > Fields

Steps

1. In the Taleo Recruiting Administration page, click on field category.

2. In the fields page, click Show Custom Fields.

3. Click on a custom field.

4. Click Edit Field Availability next to Properties.

5. Click Save.



Result

The custom field appears in the Custom Report Universe page and can be used in reports to collect information specific to a company’s requirement.

Next Step

Specify the order in which custom fields will appear in reports.

BP(A|S)

Approval

• Approval . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10-1

• Dynamic Approval Routing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10-7

• Dynamic Approval Routing Rule . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10-15

• Dynamic Approval Routing Sequence . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10-26

• Functional Role. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10-30

• Hierarchical Role . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10-34

• Assignee . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10-38


Approval Approval

Approval

Approval An approval is the act of a user approving an element or asking others to approve an element.


An approval can be requested for:

• requisitions

• offers

When an approval is requested, the user must choose from a list the name of the users who will be required to approve the requisition or the offer. The list of approvers can be configured or not by the system administrator depending on the type of approval chosen by an organization.

• If the standard approval process is used within an organization, the user will select approvers from a list containing all the users of the database. The user will also be able to create a list of preferred approvers via the Setup feature.

• If the dynamic approval routing is used within an organization, the user will select approvers from a short list of approvers configured within the Dynamic Approval Routing feature. The system administrator creates an approval path, linked to roles for which assignees are preselected. These assignees are displayed as approvers when requesting an approval, based on rules and conditions.

The approval path can be carried out in two ways:

• Sequential: When the first approver receives an approval request, he/she approves the element. Once approved, the approval request goes to the next approver, and so on.

• Parallel: All approvers receive an approval request at the same time and they can all approve the element at the same time.

If the standard approval process is used within an organization, the system administrator must activate settings to enable sequential or parallel approval. If the dynamic approval routing is used within an organization, approval will be sequential unless there are more than one approver for the same role, then approval will be parallel.

Users have the ability to approve requisitions and offers either via the Tasks feature and/or eShare. System administrators can choose the method(s) of approval for different users:

• eShare e-mail: available to users when the Access response center user type permission is granted (Configuration > [SmartOrg] Administration > User Types > Recruiting > General) and when the user's preference for Enable eShare Center E-mail is set to True (Recruiting Center > My Setup > Preferences).

• Tasks channel: Tasks will be available to the user if the system administrator has configured the Tasks channel into the user's center stage and/or the system administrator has granted access to the Core Navigation Bar in the user's configuration profile. Also, an approval task will only appear to the user if the user is “authorized to view” the requisition – that means the user would need to either be a collaborator on the requisition or authorized to view requisitions within his/her group.


Approval Approval

• Either by eShare or the Tasks channel: if eShare and the Tasks channel are both configured for the user, the user can receive both eShare approval requests and also track them in the Tasks channel. Users can decide on approval from either location. Tasks executed from the eShare response center will be automatically updated in the user's Tasks channel as well. If an approval is executed from the Tasks channel, the eShare request will indicate that the decision has already been made and the eShare is no longer active.

User type permissions grant users access to the approval feature and approval-related actions.

Benefits

• Allows users to select approvers based on their role.

• Allows the system administrator to choose default approvers.

Configuration

ApproverAn approver is a Taleo Recruiting user who will approve requisitions and/or offers.


A list of default approvers can be defined by the system administrator at the department level. A list of personal default approvers can also be defined by the user in the My Setup feature. When a requisition and/or offer is ready to be approved (by selecting the Request Approval action), the approval path is selected by default as follows:

• If approvers are selected under My Setup, these approvers will be automatically selected.

• If approvers are not selected under My Setup, the approvers set for the department by the system administrator will be selected automatically.


Name Location

Manage approval paths Configuration > [SmartOrg] Administration> User Types > Configuration > Approval path

Requisition approval user type permissions are grouped under the Requisitions Approval functional domain.

Configuration > [SmartOrg] Administration> User Types > Recruiting > Requisitions > Approval

Offer approval user type permissions are grouped under the Offers Approval functional domain.

Configuration > [SmartOrg] Administration> User Types > Recruiting > Offers > Approval

Settings


Enable Approval Models • No• Yes

No Configuration> [Recruiting] Settings


Approval Approval

When a user selects approvers, the selector only displays users who can be potential approvers. It is possible that no approvers are displayed if none of them are allowed to do the approval. An approver must be an active user and have the user type permission to approve requisitions and/or offers.

Benefits

• Simplifies requisition and offer creation for users.

• Prevents re-typing the same list of approvers for each requisition or offer.

• Prevents approval path errors.

Configuration

Approval via a BlackBerryUsers may have the ability to approve or decline requisitions and offers via a BlackBerry.


Users who have the required user type permissions can approve and decline requisitions and offers using any BlackBerry model regardless of whether Java script is enabled. The only exception is if login authentication has been activated via eShare; in this case, Java script is still required on the login page.

When creating a requisition or offer and then requesting its approval (via the Request Approval action), the user must select an approver. If the approver selected is an eShare user (as defined by the system administrator), an e-mail is sent and the user will receive an approval request via his/her BlackBerry. To approve the requisition or offer, the user must click Respond included in the e-mail. Once the requisition or offer is approved, the History tab indicates that the requisition or offer was approved.

To use a BlackBerry to approve or decline requisitions and offers, the BlackBerry browser must have the following configuration options activated:


Name Location


Approve requisitions Configuration > [SmartOrg] Administration > User Types > Recruiting > Requisitions

Settings


SmartOrg My Setup /iam/identitymanagement/mysetup.jsf



Approval Approval

• Support Java script

• Allow Java script Popups

• Support HTML Tables

• Use Foreground and Background Colors

• Use Background Images

• Support Style Sheets

To receive approvals via a BlackBerry, users must also have a valid e-mail address (set by the system administrator in the SmartOrg User Account Personal Information section). If the e-mail address entered is the same as the one configured on the user’s BlackBerry, the user will receive approvals directly on his/her BlackBerry.

Benefits

• Speeds up the hiring process, from requisition creation to hiring, as requisitions can be posted faster and offers approved sooner.

Configuration

eShare Approval AcknowledgementeShare users have the ability to receive a confirmation of their requisition or offer approvals.


eShare users have the ability to receive a confirmation of their requisition or offer approvals. This feature is automatically active on all eShares sent from the system. When a user receives an eShare approval request, there is an available check box to trigger the receiving of an approval acknowledgement. If the user chooses to receive the acknowledgement, upon completing his/her decision on the request, the user will receive an e-mail message confirming his/her action.

Six system message templates have been created for this purpose. There is a standard message available and if desired, system administrators can modify the text of the message sent. The acknowledgement sent will depend on the decision of the approver:

• Requisition Approved Acknowledgement

• Requisition Rejected Acknowledgement

• Requisition Passed Acknowledgement


Name Location

Access the Response Center (used primarly by eShare users)

Configuration > [SmartOrg] Administration> User Types > Recruiting > Other > General

Approve requisitions Configuration > [SmartOrg] Administration> User Types > Recruiting > Requisition > Approval

Forego the approval process Configuration > [SmartOrg] Administration> User Types > Recruiting > Offers > Approval


Approval Approval

• Offer Approved Acknowledgement

• Offer Rejected Acknowledgement

• Offer Passed Acknowledgement

Note that approvals decided via the Tasks channel do not have an acknowledgement option; users can view their completed tasks in the Tasks channel by clearing the Hide completed tasks option.

Requisition Approval Rerouting After ChangesConfiguration options when activated can force requisitions to automatically be rerouted for approval when certain business scenarios occur.


The system administrator can configure certain settings to force requisitions to automatically be rerouted for approval when certain business scenarios occur. The system administrator define which scenarios he/she wishes to activate. Each of the settings can be individually set to control if that situation when it occurs will cause the requisition to be re-routed for approval:

For example, if a user re-opens a cancelled requisition and if the Restart Approval Process After "Cancel" Step setting has been activated, the user rather than the requisition reverting back to it's original state, the requisition will revert back to the status of To be approved. The requisition must be approved before sourcing for the position can be restarted. The prior approval process will still be visible from the tracking history, but the approval tab will reflect the most current approval cycle. If the requisition had originally been cancelled during the approval process, the prior approval cycle that was in process will be terminated and will be replaced by the new one which must be initiated from the beginning.

Immediately upon a user has performed an action that makes true one of the above activated conditions:

• The requisition status will return to "Draft".

• The job will be unposted.

Setting Name Description

Restart Approval Process After "Cancel" Step Restart the approval process when reopening a requisition after it has been cancelled.

Restart Approval Process After "Fill" Step Restart the approval process when reopening a requisition after it has been filled.

Restart Approval Process After "On Hold" Step Restart the approval process when reopening a requisition after it has been placed on hold.

Restart Approval Process After Editing the Number of Positions

Restart the approval process when editing the number of positions for the requisition.

Restart Approval Process After Editing the Salary Fields Restart the approval process when editing the salary fields in the requisition file.


Approval Approval

Setting a Default Approval Path for RequisitionsSetting a default approval path for requisitions allows you to specify, at the department level, which approvers will be selected by default when users are requesting the approval of a requisition. Such default approval path is used when no default approval path is set at the user level and when a department is selected while creating a requisition.

Prerequisite


A department must be created before defining approvers.


Steps

1. Click on the desired department.

2. Under the Approver Preferences - Requisitions section, click .

3. Select one or several approvers from the user list then click Done.

4. To change the order of the approvers, select a number from the list next to the approver, then click Reorder.

5. Click Done.

Result

The default approval path for requisitions has been created.

Next Step

Set a default approval path for offers.


Approval Dynamic Approval Routing

Dynamic Approval Routing

Dynamic Approval RoutingDynamic Approval Routing (DAR) is an advanced tool that automatically populates requisition approvers through the use of inclusion and exclusion rules. These rules, based primarily on functional and hierarchical roles, enable customers to enforce processes and simplify the approval process for the initiator.


Once the Dynamic Approval Routing (DAR) module has been purchased, the module must be activated by Taleo and it becomes available in the Taleo Configuration menu. The system administrator is then responsible of configuring and activating the DAR feature.

Basically, the Dynamic Approval Routing works as follows: When the DAR is activated and implemented, when a user routes a requisition for approval, if the DAR is relevant for the context of the requisition, it will predetermine the list and sequence order of approvers. The initial list of approvers may or may not be modified by the user routing the approval request (the user must have been granted a user type permission). With the path already generated, the user can simply click to request that the approval process be initiated. Approvers will receive approval requests just as they do with the current approval functionality.

The configuration of the Dynamic Approval Routing involves many steps for the system administrator:

• defining the “reports to” structure and configuring users involved in the DAR process

• defining hierarchical and functional roles

• defining inclusion and exclusion rules

• configuring approval paths and sequences

• granting related user type permissions

Once the DAR is configured, it is important to test the workflow prior to full deployment with a small sample that can be easily controlled. This step is recommended to ensure that the desired results are achieved prior to enrolling out to the entire employee population.

Checklist prior to testing:

• Ensure that the users to be included as approvers on any requisition belong to the User Group of the requisition being routed for approval. If an inclusion rule wants to put a person into the approval path, but the user does not belong to the requisition's group, they will be omitted from the generated path.

• Ensure roles are activated and assigned properly to users.

• Ensure all DAR components are active (approval paths, rules, sequences).

• Ensure inclusion rules are included on the active workflow for every role expected to be included in the approval workflow.

• Ensure sequences are defined for the desired Organizations-Locations-Job Fields contexts and contain all possible approver roles.

• To test, observe structure for active path and create entity (requisition) within that category.

• Observe the approval path presented to the initiating user and ensure it is as expected.



Important Information: System changes after an object is routed for approval will not automatically change the list of approvers. For example: If a new approval path is created and activated, it will only impact newly created approval requests, it will not impact the approvals that are already in process. If a user replaces another user in a functional role, the update will only affect new approval requests, not existing approvals in process where the prior user was assigned. (Customers can still use the delegate feature for an approval task assigned to one user to be routed to a different user).

What happens when the system finds more than one appropriate match:

• If a workflow has a rule invoking the inclusion of a functional role, it says “the best” matching user will be assigned a task. Based on the configuration, it is possible that more than one match would be equally suitable. In such case, if more then one user included in a functional role matches the given Organization-Location-Job Field context, then all those users are included within the same sequence in the approval path (that is, users will be included in parallel).

• If a user matches more than one inclusion rule, the system removes duplicate and the first appearance of user in the approval path is kept and all others are removed. For example, a compensation team has an opening and the director of compensation is pulled in for both a functional and hierarchical role. Once all roles are resolved (the same user is included because its hierarchical role is included and its functional role is included), the system removes duplicate.

• If an approval request matches the context of more than one sequence, the system protects itself. It is not possible to create two sequences in the same Organization-Location-Job Field context.

In cases where there may be more than one contextual match, the system does not contain logic to prevent a user from creating duplicate contexts that may conflict with one another when used except for contextualization of sequences.

Benefits

• Reduces or eliminates manual effort and training for end users.

• Enforces protocols and processes for requisitions.

• Ensures compliance to standards (good for SOX).

• In some cases, it can eliminate other 3rd party “budgeting” or “approval” systems used prior to data entry into Taleo. Without the Dynamic Approval Routing, users must understand and manually populate an approval flow. As a result, customers cannot enforce an approval flow and users have the ability to do less than the minimum required. Many customers must identify and use an alternative to Taleo for these processes to enforce compliance.

Configuration


Name Location

Manage approval paths. Configuration > [SmartOrg] Administration > User Types > Configuration > Approval path

Access exclusion rules. Configuration > [SmartOrg] Administration > User Types > Recruiting >Administration

All requisition approval user type permissions are grouped under the Approval functional domain.

Configuration > [SmartOrg] Administration > User Types > Recruiting > Requisitions > Approval



Dynamic Approval Routing Approval PathAn approval path used for the Dynamic Approval Routing to determine how approvals will behave for a requisition type.


Only one approval path can be active per requisition type at any given time.

For defining the approval path of a DAR, the system administrator defines:

• Properties: Name and code used when referencing the path.

• Notifications: There is one notification specific for Dynamic Approval Routing to help with the scenario where there is an approver inserted into a path who does not have the authorization to access or approve a requisition. When this scenario occurs, the users specified via the People notified of users without access notification setting will be sent a correspondence informing them so that they can take action to fix the situation by either updating roles in the system to ensure the user is granted the correct permissions, or someone else can go in an approve on this person's behalf. The message template for this correspondence is available in the correspondence manager and is titled Approval process access error.

• Settings: Different settings used for the DAR, that is:

• if comments will be mandatory when rejecting an approval, • if the sequence of approvers generated by DAR will be presented to the approval initiator and/

or subsequent approvers.

Dynamic Approval Routing Reports to StructureThe “Reports to” structure is used in the Dynamic Approuval Routing module to define to whom each user reports to.


The “Reports to” structure should be done via a user integration.

If a customer intends to use hierarchical roles or the reports to ("up # levels") to populate the flow, the "Reports to" structure must be implemented for the DAR. If a customer intends to use only functional roles, the customer can still implement the DAR but the "Reports to" structure does not need to be populated.

The “Reports to” structure should be done via a user integration. If an integration is not used, the system administrator can alternatively manually configure all users involved in a DAR in the User Accounts section of SmartOrg.

Settings


Enable Approval Models • No• Yes




Configuring Dynamic Approval Routing - OverviewPrerequisite

Purchase the Dynamic Approval Routing (DAR) module and ask Taleo to activate it.

Configuration

Steps

1. Define the DAR “Reports to” structure.

2. Create and configure hierarchical roles.

3. Create and configure functional roles.

4. Grant requisition approval user type permissions.

5. Create and configure exclusions rules.

6. Create and configure inclusion rules.

7. Define the DAR approval path.

8. Create and configure sequences.

9. Test the workflow with a small sample.

10.Activate the DAR approval path.

Defining the Dynamic Approval Routing Reports to StructureAllows the system administrator to define the “Reports to” structure used in the Dynamic Approuval Routing module to define to whom each user reports to.

Prerequisite

This is a prerequisite for this task.


Steps

1. Clik on a user account.

2. Click Edit next to Employee Information.

3. Set the employee status to Current.

A user cannot be designated as someone's manager unless he/she is a "current" employee.

4. Specify the employeer manager.

The manager is the person to whom the user reports to. Note that in order for a user to be available in the Employee Manager field, he/she must be classified as “Current” in the Employee Status field.

5. Select an Organization and a Location.

Note that these fields are not relevant to the functioning of DAR. They are required to support behaviors in Taleo Performance. These fields are not required to be specified if using Integration to update the employee information.

6. Click Save.



Activating an Approval Path Category Prerequisite

The Advanced Approval Routing must be activated by Taleo Support.

The Manage approval paths user type permission must be granted in the SmartOrg User Types feature.

Configuration

Steps

1. In the Configuration page, under Dynamic Approval Routing, click Activate next to an approval path category.

Result

When an approval is requested by a user, if the approval path category is activated for the approval being requested, then it is the advanced approval routing process that will be used in Taleo Recruiting Center.

Next Step

Creating an approval path.

Deactivating an Approval Path CategoryPrerequisite

The Advanced Approval Routing must be activated by Taleo support.


Configuration

Steps

1. In the Configuration page, under Dynamic Approval Routing, click Deactivate next to an approval path category.

Result

When an approval is requested by a user, if the approval path category is deactivated for the approval being requested, then it is the standard approval process that will be used.

Creating an Approval PathAllows a system administrator to configure an approval path process for an approval path category.

Prerequisite

The Advanced Approval Routing must be activated by Taleo Support.


Configuration

Steps



1. In the Configuration page, under Dynamic Approval Routing, click on an approval path category.

2. In the Approval Paths and Rules page, click Create next to Approval Paths.

3. In the New Path page, complete the fields and selections.

4. Click Save.

Result

A new approval path is available for the chosen approval path category.

Next Step

Creating a sequence and adding inclusion and exclusion rules.

Deleting an Approval PathPrerequisite



The approval path must be draft.

Configuration

Steps


2. In the Approval Paths and Rules page, click Delete next to an approval path.

Result

The approval path is no longer available for the chosen approval path category.

Activating an Approval PathAllows a system administrator to make an approval path available to users when requesting an approval.

Prerequisite



The approval path must be inactive or draft.

No other approval path must be active.

At least one sequence and one rule must be included in the path.

Configuration

Steps




2. In the Approval Paths and Rules page, click on an approval path.

3. In the Approval Path page, click Activate next to the name of the approval path.

Result

The activated approval path can no longer be assigned the draft status.

Deactivating an Approval PathAllows a system administrator to make an approval path not available to users when requesting an approval.

Prerequisite



The approval path must be active.

Configuration

Steps



3. In the Approval Path page, click Deactivate next to the name of the approval path.

Editing an Approval PathAllows a system administrator to change the name and notification settings of an approval path.

Prerequisite



Configuration

Steps


2. In the Approval Paths and Rules page, click Edit next to the approval path.

3. In the Approval Path page, make changes as required.

4. Click Save.



Testing the Dynamic Approval Routing WorkflowBy narrowly constraining the Organization-Location-Job Field sequence contexts on the active workflow, it is possible to test your Dynamic Approval Routing workflow prior to full deployment with a small sample that can be easily controlled. This step is recommended to ensure that the desired results are achieved prior to enrolling out to the entire employee population.

Prerequisite

Configuration

Steps

1. Ensure that the users to be included as approvers on any requisition belong to the User Group of the requisition being routed for approval. If an inclusion rule wants to put a person into the approval path, but the user does not belong to the requisition's group, they will be omitted from the generated path.

2. Ensure roles are activated and assigned properly to users..

3. Ensure all DAR components are active (approval paths, rules, sequences)..

4. Ensure inclusion rules are included on the active workflow for every role expected to be included in the approval workflow

5. Ensure sequences are defined for the desired Organizations-Locations-Job Fields contexts and contain all possible approver roles.

6. Observe structure for active path and create entity (requisition) within that category.

7. Observe the approval path presented to the initiating user and ensure it is as expected.


Approval Dynamic Approval Routing Rule

Dynamic Approval Routing Rule

Dynamic Approval Routing RulesRules are used to dynamically determine the circumstances whereby specific users/roles will be included in an approval path.


Rules are used in the Dynamic Approval Routing (DAR) feature. Rules allow the approval path to be very flexible and accommodate a myriad of business requirements. Every user and/or role to be added to an approval path MUST be put there by a rule.

Two types of rules are used for the DAR:

• inclusion rules

• exclusion rules

When configuring the DAR, it is recommended to create rules first, then create the approval paths because inclusion rules are required to populate paths. Once rules have been defined, the system administrator can configure the actual approval path.

Configuration

Exclusion RuleExclusion rules define exceptional roles that may have been included in certain structure but an exception needs to be applied to remove that role in certain Organization-Location-Job Field circumstances.


Rules are used to dynamically determine the circumstances whereby specific users/roles will be included in an approval path.

Exclusion rules are optional. When activated, unlike inclusion rules, they automatically apply to all approval paths for that requisition, they are not required to be inserted into the approval path definition to work. Exclusion rules will omit matching approvers to the approval path.

Example: Never include the Director when the Organization is Canadian Operations.

When defining exclusion rules, three options are available:


Name Location

Manage Approval Paths Configuration > [SmartOrg] Administration > User Types > Configuration > Approval Path



It is recommended to create rules first, then create the approval paths because inclusion rules are required to populate paths.

Configuration

Inclusion Rule Inclusion rules define the roles that will be included in the approval path.


Rules are used to dynamically determine the circumstances whereby specific users/roles will be included in an approval path. Every user and/or role to be added to an approval path MUST be put there by a rule.

Once the inclusion rules are created, the system administrator determines what rules will be activated for the active approval workflow. Any combination of active rules can be used.

Option Description

From the manager role up to the number of specified direct reports, where the administrator then defines the # of direct reports

When this type of rule is used, the system will ignore all roles in the system and pay attention only to the employee reports to structure. The system will look at who is the Manager of the Requisition/Offer and will go up the number of specified direct reports from that manager.

Only the selected role Allows the selection of a specific hierarchical or functional role in the approval path.Note: when a hierarchical role is used, the system will look at who is the Manager of the Requisition/Offer and will go through the “reports to” structure until it finds an employee with the specified hierarchical role. It will then include all matching employees in that hierarchical role. For example, if there were two directors in the “reports to” structure and the director hierarchical role was selected, both directors would be added to the flow and ordered by how they report to one another.

All roles included up to the specified number of levels, where the administrator specifies the role and the # of upper levels.

Allows the selection of a series of employees using the hierarchical role structure in the approval path.The system will look at who is the Manager of the Requisition/Offer and will go through the “reports to” structure until it finds an employee with the specified hierarchical role. The system will look at all employees in the reports to structure until it has gone up the # of specified hierarchical roles. All of the employees found including and between the first and last employees found will be included as approvers.


Name Location




At least one inclusion rule must be added to an approval path prior to activation.

There are two types of inclusion rules:

• Unconditional

• Conditional

Unconditional inclusion rules always includes the role in the approval path, regardless of the context of the requisition (other than the specified requisition type for which the path is defined). Example: Always include the job posting approver. When creating an unconditional rule, the only thing that needs to be specified is the roles to be included. The operators for including roles are outlined below.

Conditional inclusion rules include a role when certain conditions are met.

Example: Include the CFO on all requisitions where the base salary is > $100,000 and the Location is United States.

Option Description

From the manager role up to the number of specified direct reports, where the administrator then defines the # of direct reports

When this type of rule is used, the system will ignore all roles in the system and pay attention only to the employee reports to structure. The system will look at who is the Manager of the Requisition/Offer and will go up the number of specified direct reports from that manager.

Only the selected role Allows the selection of a specific hierarchical or functional role in the approval path.Note: when a hierarchical role is used, the system will look at who is the Manager of the Requisition/Offer and will go through the “reports to” structure until it finds an employee with the specified hierarchical role. It will then include all matching employees in that hierarchical role. For example, if there were two directors in the “reports to” structure and the director hierarchical role was selected, both directors would be added to the flow and ordered by how they report to one another.

All roles included up to the specified number of levels, where the administrator specifies the role and the # of upper levels.

Allows the selection of a series of employees using the hierarchical role structure in the approval path.The system will look at who is the Manager of the Requisition/Offer and will go through the “reports to” structure until it finds an employee with the specified hierarchical role. The system will look at all employees in the reports to structure until it has gone up the # of specified hierarchical roles. All of the employees found including and between the first and last employees found will be included as approvers.

All roles between the following roles. Where two roles are defined

Allows the selection of a series of employees using the hierarchical role structure in the approval path.The system will look at who is the Manager of the Requisition/Offer and will go through the “reports to” structure until it finds an employee with the first specified hierarchical role. The system will continue going up through the employees in the “reports to” structure until it has gone up the specified upper role. All of the employees found including and between the first and last employees found will be included as approvers.



For conditional inclusion rules, the rule operator process is the same as it is with unconditional rules, but there is a another step involved where the user creates the conditions under which the specified roles will be included in the path. When creating a condition, the first step is to define the fields to be used in the condition. For each field there are available operators to define how the field condition will work.

For example, for numeric fields, operator options include: is equal to, is less than, is greater than, is not equal to, is less than or equal to, is great than or equal to. Once the operator is set, the value is determined for the condition. An example of a condition might be: Salary is greater than or equal to 100,000K US.

Once a condition is created it can be added to the formula builder. The system administrator can add as many conditions as necessary to define the necessary rules. Once the conditions have been added, they can be strung together using Boolean operator logic: And, Or, (,) and Not are supported functions. The conditions and formula functions can be moved around in the formula area by highlighting the item (represented in orange) using the < and > keys.

Benefits

• Rules allow the approval path to be very flexible and accommodate a myriad of business requirements.

Configuration

Creating an Exclusion RuleAllows a system administrator to exclude from an approval process users linked to a role.

Prerequisite



Configuration

Steps

1. In the Configuration Page, under Dynamic Approval Routing, click on an approval path category.

2. In the Approval Paths and Rules page, click Create next to Exclusion Rules.

3. In the New Exclusion Rule page, complete fields as required.

4. Click Save.

5. In the Exclusion Rule page, click Add next to Roles.


Name Location




6. In the Add Roles page, select from the drop-down list how roles will be included in the approval process.

7. To select a role, click Search.

8. Click Save.

Result

The role to be excluded appears in the Roles section. Recruiters associated to the role, and with a matching Organization, Location and Job Field, will not be requested for approval for that category of approval path.

Next Step

Activating an exclusion rule.

Deleting an Exclusion RuleAllows a system administrator to permanently delete an exclusion rule from the database.

Prerequisite



The exclusion rule must be draft.

Configuration

Steps


2. In the Approval Paths and Rules page, click Delete next to the exclusion rule.

Result

The exclusion rule no longer appears in the Exclusion Rules list. It therefore can no longer be used in an approval path.

Activating an Exclusion RuleAllows a system administrator to activate an exclusion rule so it can be used in an approval path to exclude users from approving requisitions or offers.

Prerequisite



The exclusion rule must be draft or inactive.

Configuration

Steps




2. In the Approval Paths and Rules page, click on an exclusion rule.

3. In the Exclusion Rule page, click Activate.

Result

The exclusion rule appears as active in the Exclusion Rules list.

Deactivating an Exclusion RuleAllows a system administrator to deactivate an exclusion rule so it cannot be used in an approval path.

Prerequisite



The exclusion rule must be active.

Configuration

Steps



3. In the Exclusion Rule page, click Deactivate.

Result

The exclusion rule appears as inactive in the Exclusion Rules list.

Adding a Role to an Exclusion RuleAllows a system administrator to choose which role will be excluded from an approval path.

Prerequisite



Configuration

Steps



3. In the Exclusion Rule page, click Add next to Roles.





6. Click Save.

Result

The role appears in the Roles list of the Exclusion Rule page. Users associated to the role will be excluded from the approval path.

Next Step

Activating an exclusion rule.

Removing a Role from an Exclusion RulePrerequisite



Configuration

Steps



3. In the Exclusion Rule page, click Remove next to the role.

Result

The role will no longer appear in the Roles list of the Exclusion Rule page. Users associated to the role can be selected in the approval process.

Creating a Conditional Inclusion RuleAllows a system administrator to add a role to an approval path only when certain conditions are met.

Prerequisite



Configuration

Steps


2. In the Approval Paths and Rules page, click Conditional Rule next to Inclusion Rules.

3. In the New Inclusion Rule page, complete fields as required.

4. Click Save.

5. In the Inclusion Rule page, click Edit next to Conditions.



6. In the Condition Editor page, create a condition by completing the fields then click Add this criteria to formula.

7. Click Save.

8. In the Inclusion Rule page, click Add next to Roles.


10.To select a role, click Search.

11.Click Save.

Result

The rule appears in the Inclusion Rules list of the Approval Paths and Rules page.

Next Step

Activating an inclusion rule.

Creating an Unconditional Inclusion RuleAllows a system administrator to include a role in the approval path, regardless of the Organization-Location-Job Field structure.

Prerequisite



Configuration

Steps


2. In the Approval Paths and Rules page, click Unconditional Rule next to Inclusion Rules.

3. In the New Inclusion Rule page, complete fields as required.

4. Click Save.




8. Click Save.

Result

The rule appears in the Inclusion Rules list of the Approval Paths and Rules page.

Next Step




Deleting an Inclusion RuleAllows a system administrator to permanently delete an inclusion rule from the database.

Prerequisite



The inclusion rule must be draft.

Configuration

Steps


2. In the Approval Paths and Rules page, click Delete next to an inclusion rule.

3. In the message box that appears, click Yes to confirm the deletion.

Result

The inclusion rule no longer appears in the Inclusion Rules list.

Next Step


Activating an Inclusion RuleAllows a system administrator to activate an inclusion rule so it can be used in an approval path to include users from approving requisitions or offers.

Prerequisite



The inclusion rule must be active.

Configuration

Steps


2. In the Approval Paths and Rules page, click on an inclusion rule.

3. In the Inclusion Rule page, click Activate.

Result

The inclusion rule appears as active in the Inclusion Rules list.

Deactivating an Inclusion RuleAllows a system administrator to deactivate an inclusion rule so it cannot be used in an approval path.



Prerequisite



The inclusion rule must be active.

Configuration

Steps



3. In the Inclusion Rule page, click Deactivate.

Result

The inclusion rule appears as inactive in the Inclusion Rules list.

Adding a Role to an Inclusion RuleAllows a system administrator to choose which role will be included in an approval path.

Prerequisite



Configuration

Steps






6. Click Save.

Result

The role appears in the Roles list of the Inclusion Rule page. Users associated to the role will be requested for approval.

Next Step




Removing a Role from an Inclusion RulePrerequisite



Configuration

Steps



3. In the Inclusion Rule page, click Remove next to the role.

Result

The role no longer appears in the Roles list of the Inclusion Rule page.


Approval Dynamic Approval Routing Sequence

Dynamic Approval Routing Sequence

SequenceA sequence is the order in which the approvers will be displayed to the user when requesting approval.


Sequences are used in the Dynamic Approval Routing (DAR) feature. A sequence is part of the approval path and determines the order of approvers (roles) for the assigned context. Roles may be set as “required” on a sequence so that progress is halted if selected roles are not included. If these approvers are not available when the path is generated, the user will not be able to proceed in generating the approval request and will instead be required to contact their administrator to proceed. This will allow the system administrator to intervene and review configuration to ensure the appropriate approvers are in place for the requisition.

Multiple sequences may be active on a path at one time. The sequences are contextualized, so the sequence can be different for different Organizations, Locations and/or Job Fields. If a requisition is created in a context not referenced in the context of any defined sequence, then that requisition is considered to be out of the context of the activated Dynamic Approval Routing and will allow the user to route for approval manually, as if the module was not implemented at all.

It is possible to create a sequence and not give it a specific context. In this case, the sequence will reside at the root level and will apply as the default sequence to be used in any case where a more specific context matching sequence is not found. Having a sequence with no context is a good practice if you want to ensure that Dynamic Approval Routing is always active for all requisitions.

It is important when defining a sequence to include all possible roles that may ever be included in an approval path. Any invoked role that has no defined sequence will be randomly appended to the end of the approval path. There is no need to include Onboarding specific roles such as New Hire or Process Owner as these roles never play a part in approval routing for requisitions.

Note, when the From the manager role up to the number of specified direct reports inclusion rule option is used, these individuals will always appear first in the sequence before any other approvers.

Configuration

Creating a SequenceAllows a system administrator to determine the order in which approvers will be requested for approval.


Name Location




Prerequisite



Configuration

Steps



3. In the Approval path page, click Create next to Sequence.

4. In the New Sequence page, complete fields as required.

5. Click Save.

Next Step

Adding a role to a sequence.

Deleting a SequenceAllows a system administrator to delete a sequence so it is no longer executed when the approval path is used.

Prerequisite



Configuration

Steps



3. In the Approval path page, click Delete next to the sequence.

Result

The sequence is removed of the Sequence list of the approval path page, and the sequence will no longer be executed when the approval path is used in Taleo recruiting.

Next Step

If the approval has no sequence, a new sequence must be created to be able to activate the approval path.

Adding a Role to a SequenceAllows a system administrator to select the role a user must have to be requested for approval for the selected approval path.



Prerequisite



Configuration

Steps



3. In the Approval Path page, click on a sequence.

4. In the Sequence page, click Access the role selector.

5. In the Role Selector page, select at least one role.

6. Click Select.

Result

The role will appear in the Sequence list of the Sequence page of the approval path.

Removing a Role from a SequencePrerequisite



Configuration

Steps




4. In the Sequence page, click Remove next to a role.

Result

The role no longer appears in the Sequence list of the Sequence page of the approval path.

Ordering Roles in a SequenceAllows a system administrator to present roles in a specific order so that the role appearing at the top of the list is the first role to be requested for approval

Prerequisite





More than one role must be included in the sequence.

Configuration

Steps




4. In the Sequence page, click Reorder.

5. In the Reorder Roles page, select a role.

6. Move the role with the arrows.

7. When the proper order is achieved, click Save.

Result

The roles are presented in the Sequence list in the chosen order.


Approval Functional Role

Functional Role

Functional RoleFunctional roles are roles functional in nature and are involved in approval workflows because of their function. A role is used to choose users that will be assigned to approve a requisition or an offer based on contextualization.


Functional roles are used in the Dynamic Approval Routing (DAR) feature. Functional roles are roles functional in nature and are involved in approval workflows because of their function, for example, an HR Leader.

Each role must have a single default user assigned. Each role may also have users assigned for specific Organization-Location-Job Field structure and from there are called into play in approval workflows when objects are created for their structure. If a workflow has a rule invoking the inclusion of a functional role, the best matching user will be assigned the task. A user can have many functional roles. Functional roles are also used for Onboarding.

The configuration of functional roles is done in the Taleo Configuration menu, via the Functional Roles feature.

When creating functional roles:

• Give it a name and a code.

• Assign a default assignee.

• Assign other assignees and associate them to an Organization-Location-Job Field structure. For example, you are creating an HR Leader role. You select John Smith as an assignee and associate him to the Canadian Operations organization. As a result, John is now the HR Leader for the Canadian Operations. When a functional role is invoked in an approval process the best matching employee for the role will be used. If there is not matching employee for the OLF context, then the default assignee will be used. It is possible to have multiple assignees have the same functional role in the exact same context. Only one of these approvers will be required to act as the approver on behalf of the entire set of users with that functional role and context when this is the case.

Once the employee structure of reporting relationships and all functional and hierarchical roles have been created, system administrators can begin using the Dynamic Approval Routing module to define the business rules for how approval workflows will operate. This module is implemented distinctly for each requisition type. So the steps outlined below would need to be repeated for the requisition types for which the system administrator plans to implement Dynamic Approval Routing.

Configuration


Name Location

Manage Functional and Hierarchical Roles Configuration > [SmartOrg] Administration >User Types > Configuration > User Management



Creating a Functional RolePrerequisite

The Manage roles user type permission must be granted in the SmartOrg User Type feature.

Configuration > Functional Roles

Steps

1. In the Functional Roles list, click Create.

2. In the New Role page, complete the fields.

3. Click Save.

Result

The new role appears in the Functional Roles list.

Next Step

Activating a functional role.

Deleting a Functional RolePrerequisite

The functional role must be draft.



Steps

1. In the Functional Roles list, click Delete next to the role.

Result

The functional role is permanently deleted from the database and will no longer appear in the Functional Role list.

Activating a Functional RolePrerequisite

The functional role must be draft or inactive.



Steps

View Functional and Hierarchical Roles Configuration > [SmartOrg] Administration >User Types > Configuration > User Management


Name Location



1. In the Functional Roles list, click on a role.

2. In the Functional Role page, click Activate.

Result

The role will be available in the role selector when creating an approval path. The role can no longer be deleted.

Deactivating a Functional RolePrerequisite

The functional role must be active.



Steps


2. In the Functional Role page, click Deactivate.

Result

The role will no longer appear in the Role Selector page when creating or editing an approval path.

Editing a Functional RoleAllows a system administrator to modify the name and description of a functional role.

Prerequisite



Steps


2. In the Functional Role page, click Edit next to properties.

3. In the Role Editor page, change fields as required.

4. Click Save.

Selecting a Default Assignee for a Functional RolePrerequisite



Steps


2. I the Functional Role page, click Edit next to Properties.



3. In the Role Editor page, select a default assignee.

4. Click Save.

Result

When requesting an approval, if no other users are selected for the role, the default assignee will be called upon for an approval using this role.

Adding an Assignee to a Functional RolePrerequisite



Steps

1. In the Functional Role page, click on a role.

2. In the Role page, click Create next to Assignees.

3. In the New Assignee page, click Search.

4. In the User selector, select a user.

5. Click Select

6. Click Save.

Result

Selected user will appear in the Assignees list of the role.


Approval Hierarchical Role

Hierarchical Role

Hierarchical RoleHierarchical roles are the explicitly defined roles in the organization and their order of relationships.


Hierarchical roles are used in the Dynamic Approval Routing (DAR) feature to define how high up in the organization hierarchy certain approval processes will need to reach. Only one hierarchical role can be assigned to a user.

Example: Senior Vice President > Vice President > Sr. Director > Director > Manager.

The creation of hierarchical roles is done in the Configuration menu, via the Hierarchical Roles feature. The system administrator can associate users to a hierarchical role via the Hierarchical Role feature. However, it is recommended to use an employee integration to associate users to their hierarchical role so that this information stays current and synchronized with the HRMS.

When creating hierarchical roles, consider the following tips:

• Start from the top of the organization and go down. It will be easier to associate subordinate roles if the highest level is active first.

• Create codes that will allow to sort them in an order that represents their hierarchy. In this example, the Team Leader reports to the Manager, the Manager reports to the Director and so on.

• Specify the superior role in the Hierarchy section. For example, if creating the Manager role, the hierarchy could be Director, meaning that the Manager will report to the Director.

• Several users can be associated to one hierarchical role, but a user may only be associated to one hierarchical role.

Configuration

Creating a Hierarchical RolePrerequisite


Configuration > Hierarchical Roles

Steps


Name Location

Manage Functional and Hierarchical Roles Configuration > [SmartOrg] Administration >User Types > Configuration > User Management

View Functional and Hierarchical Roles Configuration > [SmartOrg] Administration >User Types > Configuration > User Management



1. In the Hierarchical Roles list, click Create.

2. In the New Role page, complete the fields.

3. Click Save.

Result

The new role appears in the Hierarchical Roles list and can be used to choose the superior role of a hierarchy.

Next Step

Selecting a superior role.

Deleting a Hierarchical RolePrerequisite

The hierarchical role must be draft.



Steps

1. In the Hierarchical Roles list, click Delete next to a role.

Result

The hierarchical role is permanently deleted from the database and will no longer appear in the Hierarchical Roles list.

Activating a Hierarchical RolePrerequisite

The hierarchical role must be draft or inactive.



Steps

1. In the Hierarchical Roles list, click on a role.

2. In the Hierarchical Role page, click Activate.

Result

The role will be available in the Role Selector page when creating an approval path. The role can no longer be deleted.

Next Step

Selecting the superior role.



Deactivating a Hierarchical RolePrerequisite

The hierarchical role must be active.



Steps

1. In the Hierarchical Roles list, click on an role.

2. In the Hierarchical Role page, click Deactivate.

Result

The role will no longer be available when creating an approval path and when selecting a superior role.

Editing a Hierarchical RoleAllows a system administrator to modify the name and description of a hierarchical role.

Prerequisite



Steps


2. In the Hierarchical Role page, click Edit next to Properties.

3. In the Role Editor page, change fields as required.

4. Click Save.

Selecting a Superior RoleAllows a system administrator to select the role that will be at the top of the hierarchy.

Prerequisite

The hierarchical role must be inactive or draft.



Steps


2. In the Hierarchical Role page, click Select next to Hierarchy.

3. In the Role Selector page, select a role.

4. Click Select.



Result

The selected role will be the first one to be solicited in the approval path using this role.

Adding a User to a HierarchyPrerequisite



Steps


2. In the Hierarchical Role page, click Add next to Users.

3. In the User Selector page, select a user.

4. Click Select.

Result

The user will appear in the users list of the hierarchical role. The selected user will be called upon when an approval path uses this role.

Removing a User from a HierarchyPrerequisite



Steps


2. In the Hierarchical Role page, click Remove next to a user.

3. Click Yes to confirm the deletion.

Result

The user no longer appears in the users list of the hierarchical role. The selected user will no longer be called upon when an approval path uses this role.


Approval Assignee

Assignee

Creating an AssigneeAllows a system administrator to add an assignee to a functional role.

Prerequisite



Steps

1. In the Functional Role page, click on a functional role.

2. In the Role page, click Create next to Assignees.

3. In the New Assignee page, click Search.

4. In the User selector, select a user.

5. Click Select.

6. Click Save.

Result

The selected user will appear in the Assignees list of the role.

Deleting an AssigneeAllows a system administrator to remove an assignee from a functional role.

Prerequisite



Steps

1. In the Functional Role page, select a functional role.

2. In the Role page, click Delete next to the assignee.

3. Click Yes to confirm the deletion.

4. Click Save.

Result

The deleted assignee no longer appears in the Assignees list of the role. The assignee will no longer be called upon for approval when the role in which it was included will be used in an approval path.

Associating an Assignee to an OrganizationAllows a system administrator to contextualize the use of an assignee.

Prerequisite

The assignee must be created.


Approval Assignee



Steps

1. In the Functional Roles page, click on a role.

2. In the Role page, click on an assignee.

3. In the Assignee page, click Add next to Organization.

4. In the Selector page, select an organization.

5. Click Select.

Result

The organization will appear in the Organization list of the assignee. The assignee will be available in Taleo Recruiting only if the organization matches the organization specified for the requisition or the offer for which an approval is being requested.

Next Step

Associating an assignee to a location or a job field.

Dissociating an Assignee from an OrganizationAllows a system administrator to make an assignee available for any organization.

Prerequisite




Steps



3. In the Assignee page, click Remove next to an organization.

Result

The assignee will be available in Taleo Recruiting when requesting an approval for any organization

Associating an Assignee to a LocationAllows a system administrator to contextualize the use of an assignee in a role.

Prerequisite




Steps



Approval Assignee


3. In the Assignee page, click Add next to Location.

4. In the Selector page, select a location.

5. Click Select.

Result

The location will appear in the Location list of the assignee. The assignee will be available in Taleo Recruiting only if the location matches the location specified for the requisition or the offer for which an approval is being requested.

Next Step

Associating an assignee to an organization or job field.

Dissociating an Assignee from a LocationAllows a system administrator to make an assignee available for any location.

Prerequisite




Steps



3. In the Assignee page, click Remove next to a location.

Result

The assignee will be available in Taleo Recruiting when requesting an approval for any location.

Associating an Assignee to a Job FieldAllows a system administrator to contextualize the use of an assignee in a role.

Prerequisite




Steps



3. In the Assignee page, click Add next to Job Field.

4. In the Selector page, select a job field.

5. Click Select.


Approval Assignee

Result

The job field will appear in the Job Field list of the assignee. The assignee will be available in Taleo Recruiting only if the job field matches the job field specified for the requisition or the offer for which an approval is being requested.

Next Step

Associating an assignee to a location or organization.

Dissociating an Assignee from a Job FieldAllows a system administrator to make an assignee available for any job field.

Prerequisite




Steps



3. In the Assignee page, click Remove next to a job field.

Result

The assignee will be available in Taleo Recruiting when requesting an approval for any job field.

BP(A|S)

Search

• Quick Search . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11-1

• Advanced Search . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11-5

• Search Queries. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11-17


Search Quick Search

Quick Search

Candidate Quick SearchThe candidate quick search allows users to quickly find specific candidates.


The candidate quick search is available at the top right hand corner of pages. It is available to users if it has been configured in the user's configuration profile and if the user type permission has been granted.

When performing a candidate quick search, the search engine will search for candidates who applied on a job, submitted a profile or are registered but did not apply on a job (that is a person who referred a friend for a job and who had to register himself/herself as a new user).

When performing a candidate search, users can enter partial (either the first or family name) or complete names in the field. However, a best practice is to enter complete names to obtain more exact results.

Users can also perform a search with a middle initial if they know the person's full name (example: Sam P Jones). If searching for someone who's first name contains initials, we recommend entering just the initials (example: Jr. will give you the following results: Jr., j.r., or JR). If looking for someone who hyphenate's his/her last name, it is not required to enter both names. Let’s say Smith-Jones is the name you are looking for; entering smith will only bring you candidates whose last name, fisrt name, username or first part of the email address is smith. Entering smith jones (smith space jones) will bring you back Smith-Jones.

If users have been granted permissions to access candidate identification information, the candidate search will allow users to search by:

• candidate identification number only (you must use at least three numbers of the total identification number or more, otherwise the search will not work)

• candidate first name

• candidate last name

• candidate first and last names

• e-mail address

• user name

The candidate quick search searches for all the search terms in all five fields. For this reason, the specific candidate search often produces search results that are more relevant than those generated by the candidate quick search.

Benefits

• Users can quickly locate candidate files.


Search Quick Search

Configuration

Specific Candidate SearchThe specific candidate search can be considered to be an extension of the candidate search.


The specific candidate search is available at the top right hand corner of pages. It is available to users if it has been configured in the user's configuration profile and if the user type permission has been granted.

The specific candidate search can be considered to be an extension of the candidate quick search in that it offers greater searching precision.

If user permissions give access to candidate identification information, the candidate search will allow users to search by:

• candidate identification number only (you must use at least three numbers of the total identification number or more, otherwise the search will not work)

• candidate first name

• candidate last name

• candidate first and last names

• e-mail address


Name Location


Access candidate identification and contact information

Configuration > [SmartOrg] Administration > User Types > Requisitions > Candidates

Search-related user type permissions are grouped under the Search functional domain.

Configuration > [SmartOrg] Administration > User Types > Recruiting > Search

Settings




Search-related settings are grouped under the Search category.



Search Quick Search

Using the specific candidate search, users can enter the same or different search terms in any of the four fields. For this reason, the specific candidate search often produces search results that are more relevant than those generated by the candidate search.

Wild card can be used with 1 or 2 characters in the specific candidate search, to support searching for combined words. For example, d* in first name and magnan in last name will return all magnan with first name starting by d, while d* magnan in quick search is not supported, because searching for d* in all 5 fields typically returns too much entries for the search result to display in a performant manner.

Configuration

Requisition Quick SearchThe requisition search allows users to quickly find specific requisitions.


The requisition quick search is available at the top right hand corner of pages. It is available to users if it has been configured in the user's configuration profile and if the user type permission has been granted.

The requisition quick search allow users to enter the title, the number or a keyword to find the desired requisition. A wildcard search may also be used.


Name Location


Access candidate identification and contact information

Configuration > [SmartOrg] Administration > User Types > Requisitions > Candidates



Settings







Search Quick Search

The search engine only returns results appropriate to the user's permissions and group association. When performing a requisition search, the search engine looks through all the content of the requisition file.

For the requisition search, the system automatically applies the boolean operator AND. The AND, OR, and NOT operators can be entered manually.

The search is not case sensitive.

For performance and management reasons, only up to 300 matching files are displayed.

Benefits

• Users can quickly locate requisitions.

Configuration


Name Location

Access requisition search Configuration > [SmartOrg] Administration > User Types > Recruiting > Search



Settings







Search Advanced Search

Advanced Search

The advanced search allows users to search for candidate files using an array of criteria that are different than the ones used in the search function.


The advanced search is available at the top right hand corner of pages. It is displayed to users if it has been activated in the user's configuration profile.

When performing an advanced search, the more you add search criteria, the narrower the scope of your search will be, typically resulting in fewer but more pertinent results. By adding multiple occurrences of the same criteria, you broaden the scope of your search, typically resulting in more search results.

A best practice is to start your advanced search with only a few criteria, and to then narrow your search down by going back to your search query and entering one or more additional search criteria. Your search results will then contain fewer candidates. It is simpler and more efficient to start with a general search and narrow down the results to a manageable candidate pool than to start with a tightly defined narrow search and then need to broaden the search in order to obtain a viable candidate pool.

By default, the following search criteria are included in the advanced search form:

• Keywords

• External/Internal Candidate

• Last Update


• Disqualified Candidate

A user type permission allows users to add other search criteria provided they were made available by your system administrator. The system adminsitrator can also define different default pages.

For many search fields, you can specify an additional criterion:

• Required: Only candidates with that criterion are retrieved.

• Excluded: Candidates with that criterion are excluded.

• Desired: Candidates with that criterion are considered more relevant than those without the criterion.

Example of an advanced search.

Field Value

Disqualified Candidate Excluded.

Place of Residence Within 25 miles of location; US > FL > Jacksonville. Required.

Preferred Job Category: Technology; Function: Network Engineering. Required.



After running the above search, the search engine would return the following candidates:

• Candidates who had not been disqualified, AND

• Candidates who lived within 25 miles of Jacksonville, Florida, AND

• Candidates who had indicated a preference for work in network engineering or system administration, AND

• Candidates without any job field, AND

• Candidates who had a Bachelor's degree in computer engineering.

The search engine can retrieve any number of candidate files although, for performance and management reasons, only 300 are displayed. By default, we suggest to display the top 300 by relevancy.

Configuration

Conceptual SearchConceptual search is an alternative way to search candidate files that broadens the search result by including documents that are similar based on concepts and proximities. The retrieved documents do not need to contain everything entered as search criteria, only related concepts.

Preferred Job Category: Technology; Function: System Administration. Required.

Education Program: Computer Engineering; Education Level: Bachelor’s Degree


Name Location

Access advanced search Configuration > [SmartOrg] Administration > User Types > Recruiting > Search



Settings


Advanced Search Link • No• Yes


Advanced Search “Save Query” button

• No• Yes



NA NA Configuration > [Recruiting] Settings

Field Value




Once the conceptual search is activated, the system administrator can control which users will have access to conceptual search by granting them a user type permission. Please note: even if customers have not activated the conceptual search, they will have the user type permission available in their list of permissions but the permission has no function until the module is activated by Taleo.

The conceptual search is available via the advanced search. When selecting the Conceptual option, users must enter significant text in the Keywords text box like a job description or a paragraph describing the ideal candidate. On top of that, users can increase the conceptual search with any specific fielded search criteria made available to them. This provides the possibility to mine the database on various concepts to find interesting candidates, but also restricts the result with more precise criteria, which was not available before.

The conceptual search is an extension of the related term search, where instead of finding variations of entered words, the system automatically finds the right concepts to search for based on the text provided and then broaden its search.

The conceptual search allows users to use large blocks of text (typically from a candidate's resume or a job description) to search for candidates. Conceptual search is typically the best tool to use when searching for candidates with a minimum amount of structured fields. This tool can be used when viewing a relatively large amount of text regarding particular sections of a candidate's resume such as experience and education, or a job description and a user wants to know if there are other candidates whose records contain similar information.

The conceptual search uses mathematical algorithms to assign a weight to each word in a block of data with the exception of stop words—conjunctions, prepositions, articles and other words that are not key to searches—taking into account the other words in the text and their relationships with each other. It then searches for candidate files that contain similar text-based information.

The conceptual search looks for patterns in text with a special algorithm and figures out the subject of the text while the advanced search is looking for exact matches with exact field values. The conceptual search is designed to recognize themes and concepts based on your input. For example, searching with an interesting candidate's academic background generally gives better results than searching with the candidate's academic background and personal information such as address.

The conceptual search cannot retrieve disqualified candidates because they are not indexed in the database.

Configuration


Name Location


Access conceptual search option of the advanced search




Advanced Candidate Search PageAllows a system administrator to select search criteria that will be available to users when performing an advanced candidate search in Taleo Recruiting.


The Candidate Search Page feature provides a list of fields that can be used as search criteria. The system administrator selects the fields that he/she wants to make available to users when performing an advanced candidate search. By default, the following search criteria are included in the advanced candidate search form:

• Keywords

• External/Internal Candidate

• Last Update


• Disqualified Candidate

For a field to appear in the list of available fields (search criteria), the field must be configured as such, that is the Candidate Search option must be selected when defining the properties of a field.

The advanced candidate search page is available to users if the Advanced Candidate Search feature has been activated in the user's configuration profile.

Configuration

Settings


Conceptual Search Activation • No• Yes





Name Location

Access advanced search. Configuration > [SmartOrg] Administration > User Types > Recruiting > Search

Access Quick Search and Specific Search. Configuration > [SmartOrg] Administration > User Types > Recruiting > Search

Access requisition search. Configuration > [SmartOrg] Administration > User Types > Recruiting > Search

Other Search related user type permissions are grouped under the Recruiting functional domain




Boolean OperatorsBoolean operators are used when performing an advanced search using a keyword.


Boolean operators that can be used with keywords in the advanced search are:

• AND: Place AND between search terms to search for candidate files that contain all of the terms. For example, a search for university AND librarian will retrieve candidate files that contained both the words university and librarian.

Settings


Candidate Search Mask Processed • No• Yes


Highlight Keywords After Search • No• Yes


Threshold CSW Step - Hide from Search

• Minimum workflow sequence

• Reviewed• 1st Interview• 2nd

Interview• 3rd

Interview• Offer• Hired• Rejected• Testing• Declined

Hired Configuration > [Recruiting] Settings

Search Randomize Enabled • No• Yes


Search Results Default Limit 300 Configuration > [Recruiting] Settings

Restrict Search Results to User's Groups and Personal Coverage Areas

• No• Yes


Display Identification Missing Candidates

• No• Yes


Display Incomplete Application • No• Yes




Advanced Search "Save Query" Button • No• Yes


Advanced Search Links • No• Yes


Advanced Search Toolbar • No• Yes




• OR: Place OR between search terms to search for candidate files that contain at least one of the terms. For example, a search for university OR college will retrieve candidate files that contained either word or both words.

• NOT: Place NOT before search term to exclude candidate files that contain the terms you specify. For example, a search for computer NOT technician will retrieve files that contained the word computer but only if they did not contain the word technician.

• * (wildcard): You can place a wildcard character within or at the end of a word but not at the beginning of a word. A minimum of 3 characters must be used with the * (wildcard). For example, a search for comput* will retrieve all words that begin with comput such as computer, computing, computers, computation. Note that the wildcard character ? is not supported.

• Quotation marks: Use quotation marks to search for occurrences of an exact expression. For example, a search for "database administrator " will retrieve candidate files that contain the exact term database administrator with no terms or punctuation separating the two words.

• Parenthesis: Operations enclosed in parentheses are performed before other operations. For example, a search query for candidates who worked as marketing or advertising consultants could look like the following: (market* or advertis*) and (consult* or agent or representative). The search engine would retrieve candidate files that satisfy the two conditions:

• Candidate files containing a word that begins with market or advertis such as market, markets, marketing, advertise, advertising, advertisement AND,

• Candidate files containing agent, representative, or a word beginning with consult such as agent, representative, consult, consults, consulting, consulted, consultant.

Neither search terms, nor operators are case-sensitive.

If you do not use Boolean syntax and simply enter a number of words in the Keywords field, those candidate files that contain all of the terms will be retrieved.

If the words AND, OR, or NOT are present in the Keywords field, the search engine assumes they are Boolean operators.Users cannot search the words OR, AND, or NOT as they are not recognized as words but as booelan operators. Boolean operators are not recognized as a string in the search field or in the text being searched. If boolean operators are used in double quotes, they are ignored.

Randomized Search ResultThe randomized search result feature allows users to specify that the information contained in the advanced search result list be returned in random order.


Randomized search means that candidates displayed in the advanced search result list are picked randomly in the overall list of candidates matching search criteria.

An advanced candidate search done with randomization will return a list of 300 candidates or less, but instead of displaying the first 300 candidates, it will display any 300 of the matching candidates, with no predetermined priority, and will sort them based according to the sorting criterion set for the list. Any candidate matching the search criteria can be returned. It could be candidate number 1, 2, 13, 57, 423, 789, etc. As soon as a candidate matches the search criteria, the candidate is displayed, even the least matching candidate, as long as this candidate meets the mandatory criteria. No pattern is used; therefore, if you run the same exact search again, the list of candidates returned will be completely different.



An advanced candidate search done without randomization will return all candidates matching search criteria and display the first 300 candidates or less, based on the number of returned candidates in the candidate list. The first 300 candidates will be displayed based on relevancy but sorted on the list definition. Thus it is always the same set of candidates, but sorted differently. If required criteria are used instead of relevancy then the 300 returned candidates to work with are all valid candidates and are not displayed in a particular order.

Why Advanced Search is not Displaying Expected ResultsCertain elements could have an impact on advanced search results.


Segmentation: In a global environment, data segmentation, if activated, might exclude a lot of candidates from the search results. Make sure to verify if your company has introduced such restrictions and if this is the case, verify the impact and what, as a user, you are entitled to view. There are two dimensions to data segmentation: a permission per user type whereby what users can view is determined by their respective staffing type; and a recruiting setting allows users to indicate if candidate search results are restricted based on the search domains of each user's groups and personal coverage areas. A user This is probably the most complex case to validate. While it might be easy to manage only a few groups around specific organizations, segmentation can be difficult to clearly understand if users are associated with multiple groups incorporating various organizations, locations and job fields

Incomplete applications: There are a significant number of candidates who never complete their applications for various reasons. An incomplete general application might not be retrieved in a search result if the system configuration excludes their applications. Note that up to 30% of candidates might not have completed their application. An interesting alternative to not displaying such candidates is to display them but to use the “incomplete application” column (to do so, activate the Complete Application Indicator column in the List Format Configuration window and look at the candidate files that have no checkmark in this column). Remember that the “incomplete application” flag refers to the online application process, not to the completeness of the candidate file. You might have detailed candidate files with a lot of information not displayed because the candidates didn’t complete the application process online. On the other hand, you might have partial candidate files, that were captured or imported and whose basic information has the “complete” flag, even if only few fields were captured.

The incomplete application setting is an internal one, which can be activated only through a service request. It is important that you know if your organization has them displayed or not because thousands of candidates might remain in an incomplete state and never be retrieved by the search engine.

Identification missing: ”Identification missing” candidates are candidate files without first and last name and without the official “anonymous” flag. The name of the candidate does not appear; instead ”Identification missing” is displayed. Ask your system administrator if he/she has activated the Display Identification Missing Candidates setting.

Excluding candidates in selection process: Candidates who are in a selection process associated with an open requisition can be excluded from search results. Ask your system administrator if he/she has activated the Candidate Search Mask Processed setting.



Excluding candidates in selection process who have attained or proceeded beyond a specific status: The Search Most Advanced Submission Status setting works in tandem with the Allow users to recruit candidates being considered in other active requisitions user type permission to prevent competitive recruiting. This setting sets the status from which the system is to stop showing candidates. If the candidate has attained or proceeded beyond the selected status in one of its submissions, the candidate will no longer be displayed in the search results. This prevents users from matching these candidates to additional requisitions and inviting them to apply for multiple positions. Ask your system administrator if he/she has activated that setting and user permission.

Matching the place of residence: By default, when a user searches for candidates associated with a specific place of residence, the system retrieves candidates associated with a “higher” location in addition to the specific location (place of residence). When the Search Place of Residence Match Activation setting is turned on, only exact matches are retrieved. It is recommended that you include “higher” levels (country and state/province) because even if in theory candidates do have all levels (down to region), some might not. Exceptions are:

• If the place of residence field is not mandatory (usually only optional in capture candidate or through import).

• If it is a new country. Taleo place of residence locations, which are centrally managed, increase in number as customers request that specific new countries be included. Taleo had numerous countries without states or regions in the past and started to add into the database such countries’ regions on a customer-by-customer basis. Some candidates never had the opportunity to select a 2nd or 3rd level so it is important that they are not excluded by default when a search is performed.

The number of exceptions should be less than the number of candidates with an exact match and Taleo feels it is fair to retrieve those candidates who never had the opportunity to indicate their structured place of residence. Some Taleo clients might want to change this setting however.

Search Result ArchivingThe search result archiving feature allows users to select the requisition for which they want to archive search criteria and results.


The search result archiving feature was introduced for U.S. clients in order to comply with a regulation of the Office of Federal Contract Compliance Programs (OFCCP) regarding the collection of gender, race and ethnicity data for each candidate. When performing an advanced search, search criteria and/or results are archived in the database. The information is kept in the database for two years for audit purposes and prevents candidates from hard deletion.

When the feature is activated, all search results, even those done for requisitions outside the US will be archived.

Settings allow the activation of this feature.



Configuration

General Profile SearchIt is possible to return search results of candidates who have only submitted a general profile but have not yet applied on any specific requisition.


When this feature is enabled, users may add the “Exclude candidates who applied on requisitions” search criteria in the advanced search form and decide to search only for candidates who have submitted a general profile but have not yet applied for a specific position.

A user type permission and settings grant users access to this feature.

Benefits

• Helps to ensure candidates who do not apply for a specific job are also considered.

• Enhances the advanced search functionality.

Configuration


Settings


Location

OFCCP search trace activation • Enabled (without requisition identification)

• Disabled• Mandatory (without

requisition identification)

• Optional (with requisition identification

Disabled Configuration > [Recruiting] Settings

OFCCP search trace candidate IDs activation

• Yes• No

Yes Configuration > [Recruiting] Setting


Name Location

Allow users to use the field to exclude candidates who applied on requisitions





Exclusion of Agency Owned Candidates in Search ResultsAgency owned candidates can be excluded from candidate search results.


When this feature is enabled, users may add the “Exclude candidates owned by agencies” search criteria in the advanced search form and decide to include or not agency owned candidates in search results.

A user type permission grants user access to this feature.

Benefits

• Provides the option to exclude agency owned candidates from search results. Recruiters and hiring managers have a much more efficient experience as they no longer need to manually go through candidate files to make sure they are not off limits based on agency ownership agreements.

• Clients can more confidently manage agency agreements and expenses.

• Provides extended configurability when using agencies for candidate referrals.

• Provides reduced risk of unknowingly incurring agency costs.

Configuration


Settings





Name Location

Allow users to use the field to exclude candidates owned by agencies



Settings






Excluding Agency Owned Candidates in Search ResultsPrerequisite

The Advanced Search Toolbar setting must be activated in the SmartOrg Configuration Profiles feature.

The Access advanced search user type permission must be granted.

Configuration > [SmartOrg] Administration > User Types > User type Code > Recruiting

Steps

1. Click Edit next to Search.

2. Select Allow users to exclude candidate owned by agencies .

3. Click Save.

Result

The Exclude candidates owned by agencies search criteria is available in the advanced search form allowing users to exclude agency owned candidates in search results when performing a candidate advanced search.

Next Step

If desired, add the Exclude candidates owned by agencies field in the advanced search form so it is always displayed to users when performing an advanced search (Configuration > [Recruiting] Administration > Candidate Search Page).

Excluding Candidates with Specific Statuses from Search ResultsPrerequisite


Steps

1. Open the Threshold CSW Step - Hide from Search setting.

2. Select a threshold step in the Value field.

3. Click Save.

Result

The above setting works in conjunction with the Allow users to view candidates that are being considered in other active requisitions user type permission. If the candidate has reached the selected status, the candidate will no longer be displayed in the search results, based on the permission of the user type.

Next Step

Grant the Allow users to view candidates that are being considered in other active requisitions user type permission.



Customizing the Advanced Candidate Search FormPrerequisite

The Candidate Search option displayed in the Properties page of a field must be selected for the field to appear in the Available Fields list.

Configuration > [Recruiting] Administration > Candidate Search Page

Steps

1. Select a field in the Available Fields list.

2. Click Add.

3. Click Save.

Result

The field appears in the Selected Fields list. It is available to users when customizing the advanced candidate search form provided the Advanced Search Toolbar setting is activated in the Smartorg Configuration Profiles feature.

Next Step

Configuring the Advanced Search Toolbar setting in the SmartOrg Configuration Profiles feature.

Identifying a Field as a Search CriterionPrerequisite


Steps




4. Select the Candidate Search option.

5. Click Save.

Result

In the Fields list, Candidate Search appears in the Availability column. The field is also available in the Candidate Search Page feature.

Next Step

Customize the advanced candidate search form.


Search Search Queries

Search Queries

Search QueryA search query is an advanced candidate search that has been saved in order to be used repetitively and potentially shared with other users.


A search query is a set of search criteria selected by the user to perform an advanced candidate search. Each time an advanced search is performed, a search query can be created. A search query can be used as a basis for future searches and can be changed to narrow or broaden search results when needed.

The search query feature is available at the top right hand corner of pages. It is displayed to users if it has been activated in the user's configuration profile. Users can save a Query if the feature is activated in the user’s configuration profile and if the user type permission has been granted.

Two types of queries can be created:

• Personnal search queries will remain available only to the user that created the query.

• Shared search queries are queries that are made available to selected users.

Benefits

• Saves time.

• Allows users to repeat the same search.

Configuration


Name Location




Settings




Advanced Search “Save Query” button

• No• Yes




BP(A|S)

Correspondence

• Message Template . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12-1

• Paragraph . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12-9

• Correspondence . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12-13

• Notification Configuration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12-15


Correspondence Message Template

Message Template

Message TemplateA message template is an e-mail model used to send correspondence.


Message templates are used whenever a notification or an e-mail is sent via the application. Message templates can be used, for example, during a process review, interview scheduling, approval process, candidate selection workflow, etc.

All system-generated message templates have restrictions. For example, it is not possible to change to whom the message is intended for or the delivery method. The message cannot be marked as confidential or read only, and it cannot be contextualised.

The template name and message content can be edited. Templates may also be deactivated.

Message templates are available in the Configuration menu:

• Message templates in the Global Configuration menu are messages relating to the security of Taleo products. They are provided by the system.

• Message templates in the Specific Configuration menu are messages specific to each Taleo product. They can be edited and new message templates can be created. System administrators can access paragraphs directly in the message templates, and paragraphs remain editable from within a template.

A message template can be created in different types of formats:

• HTML

• Read only attachment

• Plain text

When a message template is created, a context can be defined in order to specify in which specific conditions the template will be used. To specify these conditions, the type of addressee must be chosen, contextualisation can be defined, and the delivery method must be set to either:

• Automatic: the message template will be available only for a selected triggering event. In this case, the message template is used in only one instance and is sent by the system without user assistance.

• Manual: the message template may either be available for all candidate selection workflows or set to only display for specific workflows, steps or statuses. Manual templates must be sent by an authorized system user.

If contextualisation has been configured for a message template, the template will be available only if the Organization-Location-Job Field structure of the message template matches the Organization-Location-Job Field structure of the object for which the template is being used. For example, if a message template is created to be triggered for each new job posting for Antarctica, then the message template will be sent only for a requisition with the location Antarctica specified.

Documents can also be attached to message templates. By default, the attached file maximum size is 0.1 Mb, and the attached files maximum total size is 500 Mb. The maximum number of attachments allowed is by default 5. Settings allow the configuration of attachments.



When creating a message template, paragraphs, context and triggering events will differ depending on which product the template is created.

System administrators can use filters to quickly locate message templates.

Configuration

Creating a Message TemplatePrerequisite

The Access Correspondence Manager and Message templates user type permissions must be granted in the SmartOrg user type feature.

Configuration

Steps

1. Click Message Templates for the desired product.

2. Click Create.

3. Enter the appropriate information.

If needed, variables can be used in the To, Cc, Bcc and Subject fields.

4. Click Save.

5. Back to the Template page, add at least one paragraph to the template by clicking Add or Create.

6. Click Save.

Result

The message template is displayed in the Message Templates pageand can be used by users when they send messages.

Next Step

Activate the message template.

Editing the Properties of a Message TemplatePrerequisite



Name Location

Access Correspondence Manager configuration Configuration > [SmartOrg] Administration> User Types > Recruiting > Administration

Manage Message Templates Configuration > [SmartOrg] Administration> User Types > Configuration > Security Management



It is a best practice to deactivate the message template before modifying a message template. When edits are completed, the message template should be reactivated.

Configuration

Steps


2. Click on a message template.


4. Modify the information.

5. Click Save.

Result

Modifications made to the code, name, description, message format and variable(s) used in the message are automatically reflected in messages sent using this template.

Editing the Context of a Message TemplatePrerequisite


Message template must be deactivated.

Configuration

Steps


2. Click on a deactivated message template.

3. Click Edit next to Context.

4. Modify the information.

5. Click Save.

Result

Modifications made to the delivery method of the message template (automatic or manual according to a candidate selection workflow) as well as the Location-Organization-Job Field structure are automatically reflected in the messages sent using this template.

Next Step

Editing the properties of a message template.

Reactivating the message template

Adding an Attachment to a Message TemplatePrerequisite




Configuration

Steps


2. Click on the message template.

3. Click Add next to Attachments.

4. Enter information in the fields.

5. Click Browse... to select a document.

6. Click Save.

Result

The attachment appears in the Attachments section of the message template if the size is below or equal to the maximum size allowed for attachments.

Removing an Attachment from a Message TemplatePrerequisite


Configuration

Steps



3. Click Remove next to the attachment.

Result

The attachment no longer appears in the Attachments section of the message template.

Activating a Message TemplatePrerequisite


The message template must have an Inactive or Draft status.

Configuration

Steps



3. Click Activate.



Result

The status of the message template is Active and is now available to users when they send messages.

Deactivating a Message TemplatePrerequisite


The message template must have the Active status.

Configuration

Steps




Result

The status of the message template is Inactive. The template can no longer be used by users to send messages but the template is not permanently deleted from the database.

Deleting a Message TemplatePrerequisite


Configuration

Steps


2. Click Delete next to the message template to delete.

3. Click Yes.

Result

The message template is permanently deleted from the database.

Duplicating a Message TemplatePrerequisite


Editing of system generated message templates is limited to optimize system performance. In several cases, such templates may not be duplicated, and often the context cannot be modified.

Configuration



Steps


2. Click Duplicate next to the message template you want to duplicate.

3. Make changes.

4. Click Save.

Result

The message template appears in the Message Templates page.

Editable Message Templates

Message Template Name Product

Activity Reminder, Recruiter Recruiting

ACE Alert Notification Recruiting

Attached File Contains Invalid Resume Information, Agent Recruiting

Attached File Contains Invalid Resume Information, Candidate Recruiting

Attached File Contains Invalid Resume Information, Recruiter Recruiting

Attached File Contains Virus, Agent Recruiting

Attached File Contains Virus, Candidate Recruiting

Attached File Contains Virus, Recruiter Recruiting

Business Card Request Onboarding

Candidate Account Locked Recruiting

Candidate Matched to Requisition Recruiting

Completing Online Assessment Questionnaire Recruiting

Completing Online Assessment Questionnaire (Post-application) Recruiting

Completing Online Screening Questionnaire Recruiting

Completing Online Tax Questionnaire Recruiting

Computer Reminder Onboarding

Contribution Request, Agent Recruiting

Daily Recruiting Report Recruiting

Duplicated Candidate Email, Agent Recruiting

Duplicated Candidate Email, Candidate Recruiting

Duplicated Candidate Email, Recruiter Recruiting

EEO, Invitation to Self-Identify Recruiting

Error in Attachments, Agent Recruiting

Error in Attachments, Candidate Recruiting

Error in Attachments, Recruiter Recruiting

ERT, Job-Specific Referral, New Candidate Recruiting

ERT, Job-Specific Referral, Registered Candidate Recruiting



ERT, Job-Specific, Referrer Recruiting

ERT, Unsolicited Referral, New Candidate Recruiting

ERT, Unsolicited Referral, Registered Candidate Recruiting

ERT, Unsolicited, Referrer Recruiting

Fax Cover Sheet Recruiting

Forgot Password Recruiting

Forgot User Name Recruiting

Interview Notification Recruiting

Invitation to Refer Candidates Recruiting

Job Posting Notification Recruiting

Job Search Agent Notification Recruiting

Job-Specific Application Acknowledgement Recruiting

Job-Specific Capture Resume Acknowledgement, New Candidate Recruiting

Job-Specific Capture Resume Acknowledgement, Registered Candidate Recruiting

Job-Specific Referral, Agent Recruiting

Merge of Candidate Files, Agent Recruiting

Merge of Candidate Files, Candidate Recruiting

Missing Attachments, Agent Recruiting

Missing Attachments, Candidate Recruiting

Missing Attachments, Recruiter Recruiting

Notification Email to the Process Owner Onboarding

Notification for a media placement request Recruiting

Notification for a requisition approval event No context specific

Notification for a sourcing strategy request Recruiting

Notification for an Internet mining request Recruiting

Offer Approval Decision Notification Recruiting

Offer Approval Final Decision Notification Recruiting

Offer Approved Recruiting

Offer Rejected Recruiting

Rejection Letter Recruiting

Rejection letter - Requisition closed Recruiting

Request contribution Recruiting

Request More Info Recruiting

Requisition Approved Recruiting

Requisition Canceled Recruiting

Requisition Filled Recruiting

Requisition On Hold Recruiting

Requisition Reactivated Recruiting




Requisition Rejected Recruiting

Resume Parsing Service Unavailable to Agents Recruiting

Resume Parsing Service Unavailable, Agent Recruiting

Resume Parsing Service Unavailable, Candidate Recruiting

Resume Parsing Service Unavailable, Recruiter Recruiting

Selection Assessment Request (Candidate) Recruiting

Selection Assessment Request (Recruiter) Recruiting

Selection Assessment Request (Recruiter) ñ Candidate Email Missing Recruiting

Send Job to Friend Recruiting

Share Candidate Notification Recruiting

Sourcing Event Notification Recruiting

Standard notification for a candidate account confirmation SmartOrg

Standard notification for a First Login SmartOrg

Standard notification for a First Login Onboarding

Standard notification for a Forgot Password Onboarding

Standard notification for a Forgot Username SmartOrg

Standard notification for a Password Reset SmartOrg

Standard notification for a Password Reset Onboarding

Standard notification for a posting about to expire Recruiting

Standard notification for a registration SmartOrg

Standard notification for a reminder No context specific

Standard notification for a reminder Onboarding

Standard notification for a Request Approval Recruiting

Standard notification for a requisition approval Recruiting

Standard notification for a self-registration Recruiting

Standard notification for a self-registration SmartOrg

Standard notification for an expired posting Recruiting

Standard notification for the Offer approval Recruiting

Standard notification to fill out a user-defined form Onboarding

Standard notification to fill out a user-defined form No context specific

Submission Progression Notification Recruiting

Unsolicited Application Acknowledgement Recruiting

Unsolicited Capture Resume Acknowledgement, New Candidate Recruiting

Unsolicited Capture Resume Acknowledgement, Registered Candidate Recruiting

Unsolicited Email Application Acknowledgement, Agent Recruiting

Unsolicited Email Application Acknowledgement, Candidate Recruiting

Unsolicited Referral, Agent Recruiting

Workflow Event Notification Recruiting



Correspondence Paragraph

Paragraph

ParagraphA paragraph is text added to a message template.


A paragraph is a block of text added to a message template. Paragraphs can be:

• Supplied with the application

• Created from scratch

• Created by duplicating an existing paragraph

Paragraph content is created either by typing text or by adding variables. These variables will automatically call information from the candidate file or job specific submission and display it in the template. For example, if the variable {Candidate.LastName} is used in the template, then the last name of the candidate will be automatically included by the system in the outgoing message.

It is possible to create customized formats of variables for fields with multiple values. For example, if you want a variable to represent each of the three values for previous work experience, you need to change the number in the default token of {Application.Experiences[1].CurrentEmployer} variable. Replace the number 1 by 2, then by 3 etc.

By default, all variables are listed in the Available Variables list. However, the system administrator can easily display a shorter list of variables by entering a few letters contained in a variable. The system then automatically suggests variables containing these letters. For example, if entering the letters “add”, the system could suggest the following variables: “Candidate.Address”, “Candidate.Address2”, “ElectronicSignature.IpAddress”. Once the right variables are displayed, the system administrator can drag and drop the desired variables in the message or paragraph. To return to the default list of variables, the system administrator just needs to remove the letters they entered.

An active message template must contain at least one paragraph.

Paragraphs cannot be created if more than one language is activated for the message template.

System administrators can access paragraphs directly in the message templates, and paragraphs remain editable from within a template.

System administrators can use filters to quickly locate paragraphs.

Configuration


Name Location




Adding a Paragraph to a Message TemplatePrerequisite


The paragraph must be created and activated.

Configuration

Steps



3. Click Add next to Paragraphs.

4. Select a paragraph (or chose to create a new one).

5. Click Select.

Result

The paragraph appears in the Paragraphs section of the message template.

Next Step

Ordering paragraphs.

Creating a Paragraph for a Message TemplatePrerequisite


Configuration

Steps



3. Click Create next to Paragraphs.

4. Enter information in the fields.

5. Type the content of the paragraph in the Text box.

6. Insert variables in the text if desired.

7. Click Save.

Result

The paragraph appears in the Paragraphs section of the message template.

Next Step

Ordering paragraphs.



Ordering Paragraphs in a Message TemplatePrerequisite


Configuration

Steps



3. Click Reorder next to Paragraphs.

4. Select a paragraph you want to move to a different position.

5. Use arrows to move the paragraph.

6. Click Save.

Result

The paragraphs are displayed in the new order in the Paragraphs section of the message template.

Editing a Paragraph in a Message TemplatePrerequisite


Deactivate the message template before modifying a paragraph.

Note that any edits will affect all templates that use the paragraph, so edit with care. User may chose to duplicate the paragraph and then edit the new version only.

Configuration

Steps



3. In the Paragraphs section, click Edit next to the paragraph.

4. Modify the information in the fields.

5. Click Save.

Previewing a Paragraph in a Message TemplatePrerequisite


You must be in the active language of the message template.

Configuration



Steps



3. Click Preview.

Result

A preview of the content of the paragraph is displayed.

Activating a Paragraph in a Message TemplatePrerequisite


The paragraph must have the Inactive status.

Configuration

Steps



3. In the Paragraphs section, click on the paragraph.

4. Click Activate.

Result

The status of the paragraph is Active and is now available for selection when adding a paragraph in a message template.

Deactivating a Paragraph in a Message TemplatePrerequisite


The paragraph must have the Active status.

Configuration

Steps



3. In the Paragraphs section, click on a paragraph.


Result

The status of the paragraph is Inactive and the paragraph can no longer be selected in a template . The paragraph is not permanently deleted from the data base.


Correspondence Correspondence

Correspondence

CorrespondenceA correspondence is a message sent to a recipient or multiple recipients.


A correspondence can be sent to one or several recipients at the same time.

Users can send a correspondence to up to 50 recipients, all selected on one page.

When sending a correspondence, a user can create a message from scratch or use a message template defined by the system administrator. The correspondence can be sent via email or it can be printed in order to fax it or send it by regular mail.

Attachments can be included in a correspondence.

The maximum file size of attachments is specified by the system administrator.

To send a correspondence, to create a message from scratch and to attach files to a correspondence, a user must have been granted the proper user type permissions.

Configuration


Name Location


Send correspondence (using the Send Correspondence action)


Send correspondence (while changing the status of a candidate in a workflow)


Customize messages before sending (using the Send Correspondence action)


Customize messages before sending (while changing the status of a candidate in a workflow)


Send messages created from scratch (using the Send Correspondence action)


Send messages created from scratch (while changing the status of a candidate in a workflow)



Correspondence Correspondence

Settings


Location

Correspondence Manager RTF Editor Font Default Value

• Arial• Times New Roman• Wingdings• Courrier New• Not specified• Tahoma

Arial Configuration > [Recruiting] Settings

Correspondence Manager Search Order

• By Job, By Organization, By Location

• By Location, By Organization, By Job

• By Organization, By Location , By Job

• By Organization, ByJob , By Location

• By Location, By Job, By Organization

• By Job, By Location, By Organization

By Job, By Location, By Organization


Maximum Number of Sent Messages

Custom value 15 Configuration > [Recruiting] Settings

Activate "Submission Validity Period" Reminder Message

• Yes• No



Correspondence Notification Configuration

Notification Configuration

NotificationA notification is an e-mail message automatically sent by the system.


Notifications are optional e-mail messages sent to notify Recruiting and E-share users of key workflow events affecting the recruiting and hiring cycle. The system administrator can choose whether to send or not to send an e-mail for a given triggering event. For example, notifications can be sent for:

• Approval process

• Job posting

• End of sourcing

• Candidate selection (when a candidate applies, starts or completes an interview step, when an offer is made, etc.)

• Requisition is being closed

• Requisition is put on hold

When the system administrator chooses to send a notification, the system automatically chooses the message template with the corresponding triggering event.

eShare approval request (offers and requisitions) e-mails have an expiration date of 30 days. This date cannot be changed. eShare e-mails cannot be edited, they are supplied with the application. E-mails are sent to eShare users only for the contribute, extend posting, approve requisition and approve offer actions.

A setting allows the activation of this feature.

Configuration


Name Location


Send messages created from scratch (while changing the status of a candidate in a workflow)




Correspondence Notification Configuration

Activating a NotificationPrerequisite

The Workflow Events Notifications global setting allows the activation of this feature.

Configuration > [Recruiting] Administration > Notifications

Steps

1. Select the desired notifications and related options.

2. Click Save.

For certain notifications, the user settings must indicate if the user wishes to receive workflow notifications. This can be determined by the system administrator in the user's settings, or by the user in My Setup (if permitted).

Result

The notifications are enabled. E-mails will be sent automatically by the system when selected notifications and options are met.

Next Step

In SmartOrg, activate the user preference in user accounts entitled Workflow Events Notification. E-mails will be sent automatically when selected notifications and options are met.

Settings


Location

Job Posting Notification (Internal Candidates)

• Yes• No


Workflow Events Notifications • Yes• No

No Configuration > [Settings] Settings

BP(A|S)

External Service

• External Services . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13-1


External Service External Services

External Services

Screening ServiceAn organization can choose to have external partners provide specialized screening services.


An organization can choose to have some services executed by a third party. A screening services partner can supply services such as:

• candidate assessment

• background check

• tax credit eligibility

• interview guides

• interview scheduling

• validated tests to identify and measure a candidate’s qualifications, motivations, abilities and eligibility

Screening services must be activated by the support service before they can be used in a requisition flow. Services are sourced to the application using an external tool, and enabled by default if the service does not require any additional configuration.

Once a service is made available by the support service, the service can be activated or deactivated by the system administrator and made available or not to users when creating a requisition.

All screening services have the same properties, however, the settings of these properties will vary according to the service. The system administrator can configure the screening service i.e. modify input fields, phases, etc.

The languages in which an external service is available depend on the languages used by the service providers and vendors.

Screening services are available to users provided they have been granted the user type permission. User type permissions are granted by an administrators through the SmartOrg product.

Benefits

• Allows an organization to delegate specialized services to third party providers.

• Allows an organization to concentrate resources on recruiting services.

Configuration


Name Location

Access Screening Services configuration Configuration > [SmartOrg] Administration > User Types > Recruiting > Administration



Input FieldAn input field is a specified area of the application where a user must enter or choose information to request a service.


An input field is a specified area of the application where the user must enter or choose information that will be sent to request a partner service. Input fields used in the application are specific to the service, therefore depending on the service used, the fields displayed in the application will differ from one service to another.

The properties of an input field are:

• Code: The internal name of the input field. The code is a read-only property.

• Name: The label of the field used in the requisition file. Depending on the service definition, the name can be an editable property.

• Domain: The type of field. The domain is a read only property. The possible values are:

• Text• Multilingual text• Numerical• Selection• Date• Date UTC sensitive• Boolean

• Mandatory: If the service definition specifies the field as mandatory, then the input field will always be mandatory. If the service definition specifies the input field as optional, then the client will be able to configure the field as being either mandatory or not.

• Default Value: this is the value of the field used by default by the system. Depending on the service definition, this can be an editable property.

Input fields are displayed in the requisition file under the Screening section.

Benefits

• Allows a system administrator to specify if input fields are mandatory or not therefore making sure that important information is supplied.

• Allows a system administrator to customize the labels of an input field.

Services related user type permissions are grouped under the Reruiting functional domain.

Configuration > [SmartOrg] Administration > User Types > Recruiting > Other


Name Location



Configuration

Result FieldA result field is a field for which a partner service will send one result value per service request.


A result field is a field for which a partner service will send one result value per service request. Result fields are specific to the service, therefore depending on the partner service used, the result fields displayed will differ from one service to another. When requesting an external partner service, the result fields will be displayed to the service partner to enter or select the results of the requested service.

The properties of a result field are:


• Text• Multilingual text• Numerical• Selection• Date time sensitive• Boolean

• Code: The internal name of the result field. The code is a read-only property.

• Name: The label of the field used to return results.Depending on the service definition, this can be an editable property.

• Default Value: depending on the service definition, this can be an editable property.

Result fields are never mandatory because the service partner can send the value of the results not all at once. Once the service partner sends back the results to the application, the application from which the service was requested will use a predetermined user-defined form to display the results supplied by the partner.

Benefits

• Allows an administrator to customize the labels of a fields


Name Location




Configuration

Result Set FieldA result set field is a field for which the partner will send more than one result value per service request.


A result set field is a field for which the partner will send more than one result value per service request. Result set fields are specific to the service, therefore depending on the partner service used, the fields displayed will differ from one service to another. When requesting an external partner service, the result set fields will be displayed to the service partner to enter or select the results of the selected service:

The properties of a result set field are:


• Text• Multilingual text• Numerical• Selection• Date• Date time sensitive• Boolean

• Code: The internal name of the result set field. The code is a read-only property t

• Name: The label of the field used to return results.Depending on the service definition, this can be an editable property.

• Default Value: this is the value of the field used by default by the system. Depending on the service definition, this can be an editable property.

Result fields are never mandatory because the service partner can send the value of the results not all at once.

Benefits

• Allows an administrator to customize the labels of a fields.


Name Location




Configuration

Screening ServiceAn organization can choose to have external partners provide specialized screening services.


An organization can choose to have some services executed by a third party. A screening services partner can supply services such as:

• candidate assessment

• background check

• tax credit eligibility

• interview guides

• interview scheduling

• validated tests to identify and measure a candidate’s qualifications, motivations, abilities and eligibility

Screening services must be activated by the support service before they can be used in a requisition flow. Services are sourced to the application using an external tool, and enabled by default if the service does not require any additional configuration.

Once a service is made available by the support service, the service can be activated or deactivated by the system administrator and made available or not to users when creating a requisition.

All screening services have the same properties, however, the settings of these properties will vary according to the service. The system administrator can configure the screening service i.e. modify input fields, phases, etc.

The languages in which an external service is available depend on the languages used by the service providers and vendors.

Screening services are available to users provided they have been granted the user type permission. User type permissions are granted by an administrators through the SmartOrg product.

Benefits

• Allows an organization to delegate specialized services to third party providers.

• Allows an organization to concentrate resources on recruiting services.


Name Location




Configuration

Creating a Screening ServiceA system administrator cannot create a screening service. Screening services are provided with the system.

Next Step

Activating a screening service.

Editing a Screening ServicePrerequisite

The Access Screening Services configuration and the Access Administration user type permissions must be granted in the SmartOrg User Type feature.

Configuration > [Recruiting] Administration > Screening Services

Steps

1. Click the name of a service.


3. Modify the settings and properties as required.

4. Click Save.

Result

The modifications applied to the properties and settings of the service are displayed in the service page and in Recruiting Center under the Screening section of a requisition.

Next Step

Configuring a language.

Activating a Screening ServicePrerequisite


The screening service must be inactive.



Name Location


Services related user type permissions are grouped under the Reruiting functional domain.

Configuration > [SmartOrg] Administration > User Types > Recruiting > Other



Steps


2. Click Activate located next to the name of the service.

Result

The service is available in the Recruiting Center when users request an external service.

Deactivating a Screening ServicePrerequisite



Steps


2. Click Deactivate located next to the name of the service.

Result

The service is no longer available in the Recruiting Center when requesting a service.

Creating a Screening Service FieldA system administrator cannot create an input, result or result set field for a screening service.

Next Step

Editing a screening service field.

Editing a Screening Service FieldPrerequisite



Steps


2. Click the name of a field.

3. Click Edit next to properties.

4. Edit the information.

5. Click Save.

Result

The input, result or result set fields of the screening service re customized to a specific need.



Deleting a Screening Service FieldA system administrator cannot delete an input, result or result set field of a screening service.

Next Step

Editing a screening service field.

Editing a Screening Service User-defined FormPrerequisite



Steps

1. Click on the name of a service.


3. Make desired changes.

4. Click Save.

Result

The properties and fields of a screening service user-defined form are modified.

Previewing a Screening Service User-defined FormPrerequisite



Steps

1. Click on a screening service.

2. Click Preview this form located beside the form you want to preview.

Result

The final layout of a user-defined form used in a screening service is displayed to the system administrator.

Adding a Screening Service to a Candidate Selection WorkflowPrerequisite



Steps




2. Click Create next to CSW Action.

3. Select values in the fields as required.

4. Click Save.

Result

When the candidate selection workflow will be used in the Recruiting Center, the execution of the screening service will be carried out automatically.

Removing a Screening Service from a Candidate Selection WorkflowPrerequisite



Steps

1. Click on the name of a screening service.

2. In the CSW Actions section of the service page, click Remove located beside the CSW you want to remove.

Result

This action will no longer be executed during the candidate selection workflow.

Editing a Service LabelPrerequisite



Steps


2. Click Edit next to Labels.


4. Click Save.

Result

When a screening request is sent to a candidate, labels will reflect changes in the e-mail sent to the candidate.

Next Step

Previewing a service label.



Previewing a Service LabelPrerequisite



Steps


2. Click Preview next to Labels.

Result

The labels will be displayed as the candidate will see them.

Selecting a Message Template for a Screening ServicePrerequisite



Steps


2. Click Edit next to Correspondence.

3. Click select

4. Select a Message template.

5. Click Select.

6. Click Save.

Result

The new templates will be used when requesting a screening service.

Deleting a Message Template from a Screening ServicePrerequisite



Steps


2. Click Edit next to Correspondence.



3. Click Delete next to a message template

4. Click Save.

Result

The template can no longer be used when requesting a screening service.

Creating a PhasePrerequisite


Configuration > [Recruiting] Administration > Selections > Large Selections tab > Custom tab

Steps

1. In the Custom tab, click the elements link located on the same row as the service for which you are creating a phase.

2. Select New.


4. Click Done.

Result

A new phase is now available in the drop down list under phase in the CSW Action section of the service.

Next Step

Adding an invitation phase to a requisition.

BP(A|S)

Data Archiving and Deletion

• Automated Task Configuration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14-1


Data Archiving and Deletion Automated Task Configuration

Automated Task Configuration

An automated task is an action the system automatically performs to delete and archive information contained in the database.


An automated task allows the deletion of data from the database. The Access Automated Task user type permission grants users access to this feature. You can schedule automated tasks to be run automatically, once or on a recurring basis, or you can run them manually.

The automated task feature provides three types of actions:

• Permanently delete: allows user to remove data from the database without the possibility of restoring it.

• Delete (all data can later be restored): allows user to remove data from the database with the possibility of restoring it (for candidate files only).

• Delete (non identifying data can later be used for reporting purposes): allows user to remove identifying data from the database with the possibility of retaining non identifying information for reporting purposes (for candidate files only).

All three types of deletion can be performed on candidate files, however, only the Permanently delete action can be performed on requisition files, templates, questions and history of user groups and user types.

If you create and run a task to delete (“all data can later be restored” or “non identifying data can later be used for reporting purposes”) candidate files, future candidate searches will not retrieve the deleted candidate files even if the candidates are recorded in OFCCP logs. If you create a task to permanently delete candidate files, candidate files associated with candidates entered in OFCCP logs will be deleted but not permanently deleted (in compliance with OFCCP). Consequently, future candidate searches files will not retrieve the deleted candidate files but the data contained in the OFCCP logs will be maintained.

Automated Tasks run from 7:00 PM to 7:00 AM (Eastern Time) during the week, and full-time (24 hours a day) during the weekend

Candidate deletions are done in batches of 1000 per hour. This means that a maximum of 12,000 candidates are processed per evening.

Requisition deletions are done in batches of 100 per hour. This means that a maximum of 1200 requisitions are processed per evening

Candidate Hard Deletions are performed in two stage deletions. The first stage will be set to mark candidates to be erased (setting EntityStatusNo=2) and the second stage will actually delete the candidates. Note that the first and second stages cannot occur the same night. Therefore hard-deleting a single candidate will take as long as hard-deleting 1000 records.

• Questions used in requisitions cannot be deleted manually nor through the Automated Task module. You can delete obsolete and un referenced questions only after cleaning up the question library, that is:

• Delete candidates (which will delete the answers associated to questions)• Delete requisitions and templates



• When a candidate is deleted, it is as if the candidate never existed from a user point of view. Therefore, if a candidate applies for a second time, the candidate would need to create a whole new candidate record. The old record would not be available (unless the system administrator would have reactivated it).

• Deleted data with the “Delete candidate files (non identifying data can later be used for reporting purposes)” option cannot be restored afterward.

• Permanently deleted data cannot be restored afterward.

Benefits

• Allows the database size management by removing, for example, older data, or unused data.

• When creating an automated task, it is possible to limit the task's scope to elements that meet specific criteria. It is also possible to specify when the task is to start and whether the task is to be run on a recurring basis.

• If you select the action Permanently delete candidate files and the option With archiving while creating an automated task, the candidate files will be deleted permanently from the Taleo system when the task is run but you will be able to “pick up” the candidate information to be deleted permanently in the Taleo databases at a Taleo FTP location for a predetermined period of time (you must contact Taleo prior to using “With archiving” so that Taleo can activate the option). The candidate information will be in the form of XML files.

• As the number of candidate files, requisitions, templates, questions, and history tracking has increased, the size of Taleo clients’ databases has grown proportionally. The Permanently delete candidate files action provides a highly configurable tool that can result in significantly improved system performance: faster candidate searches, quicker report generation, pages and lists that are displayed more rapidly. All of these performance improvements will result in greater productivity with respect to users.

• Better compliance with regulations around the world. Some countries have strict laws governing the length of time that personal information can be held in databases. Taleo clients who do business in such countries will be able to delete candidate information in a manner that complies with such legislation. Taleo clients can create tasks that use the Permanently delete candidate files action in particular to ensure that the personal information they have stored in Taleo’s databases conforms to the legislation in the countries in which they do business.

• When a candidate is deleted, his/her user name becomes available to other users.

• If you select the action Delete (all data can later be restored) you can restore a particular candidate file, several files, or even all the files “deleted” by an iteration of the task if necessary.

Configuration


Name Location

Access Automated Tasks Configuration > [SmartOrg] Administration> User Types > Recruiting > Administration



Creating an Automated TaskPrerequisite

The Automated Task feature must be activated by Taleo Web Support.

The Access Automated Tasks user type permission must be granted in the SmartOrg user type feature.

Candidates included in the processing of an automated task must not be locked by OFCCP feature.

Requisitions included in the processing of an automated task must not be linked to any candidates.

Configuration > [Recruiting] Administration > Automated Tasks

Steps

1. Click New Task...

2. Follow the on-screen instructions.

Result

The automated task will appear in the Automated Tasks page.

Next Step

Activating an automated task.

Deleting an Automated TaskPrerequisite




Steps

1. Click Delete Task next to the task.

2. Click Yes.

Result

The automated task will no longer appear in the Automated Tasks page. An automated task can also be deleted with the Delete button under the Available Actions pane available when clicking on the name of the task.

Modifying an Automated TaskPrerequisite






Steps

1. Click a task name.

2. IClick Edit to modify properties or criteria.

3. Click Done.

Activating an Automated TaskPrerequisite

Task must be an inactive user-defined task.



Candidate files being deleting must not be locked by OFCCP feature.


Steps

1. Click the name of an inactive task.

2. Click Edit next to Task Properties.

3. Select the Active radio button.

4. Click Done.

Result

The automated task will be carried out as scheduled.

Deactivating an Automated TaskPrerequisite

Task must be user-defined.




Steps

1. Click an active user-defined task.

2. Click Edit next to Task Properties.

3. Select the Inactive radio button.

4. Click Done.

Result

The system will no longer carry out the execution of the user-defined task.



Executing Manually an Automated TaskPrerequisite




Steps

1. In the Automated Tasks page, click the name of a task.

2. In the Available Actions pane, click Execute.

Result

The automated task is carried out at a time not specified in the schedule.

Stopping Manually an Automated TaskPrerequisite




Steps

1. Click the name of a task.

2. Click Stop.

Result

The execution of the automated task being performed stopped.

Associating an Automated Task to a LocationPrerequisite






Steps

1. Click on a task name.

2. Click Edit in the Criteria section.



3. Click Add.

4. Select a location.

5. Click Add.

6. Click Done

Result

The automated task will be carried out only on files with matching location.

Dissociating an Automated Task from a LocationPrerequisite






Steps

1. Click on a task name.

2. Click Edit in the Criteria section.

3. Click remove next to a location.

4. Click Save.

Result

The location is removed and the automated task will no longer be carried out on files associated to the removed location.

Verifying if Candidates are Associated to a RequisitionPrerequisite


Steps

1. In the Requisitions list, locate the name of the requisition.

2. The number indicated in the column, confirms if there are some candidates linked to the requisition or not.

Result

User will see if candidates are associated to a requisition, which would prevent the requisition form being deleted during an automated task.



Recovering Candidates Deleted by an Automated TaskPrerequisite


The candidate must not have been permanently deleted.


Steps

1. In the Automated Tasks list, click the tasks Items deleted from the candidate search results (system task) or Delete candidate files; all data can later be restored (system task).

The first task is for candidates who have been deleted from the search results in Taleo Recruiting and the second one is for candidates who used the Deactivate account feature from the career section.

2. In the overview section, click View History.

3. Enter the candidate ID or name in the search file.

4. Click Search.

5. Click Recover.

Result

The candidate file is restored in Recruiting Center. Candidates who have not yet been permanently deleted from the system are identifed for user to be able to recover them. When candidates are deleted, they are not permanently deleted right away. They are kept in the system, a bit like a recycle bin, for 7 days before a system task is run to permanently delete them.

Verifying the Status of an Automated TaskPrerequisite


The Access Automated Tasks user type permission must be granted in the SmartOrg user type permission.


Steps

1. In the Automated Tasks page, locate the status of the task in the Processing column.

Result

User can view the status of an automated task, which may provide an explanation as why the task was not executed.

BP(A|S)

Legal Agreement and Security

• Legal Agreement. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15-1

• Security . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15-5


Legal Agreement and Security Legal Agreement

Legal Agreement

Legal AgreementA legal agreement is a disclaimer text activated by the system administrator and displayed to users when accessing a Taleo solution.


Taleo clients can create a legal agreement that users must agree to abide by before they can log into Taleo products that use SmartOrg for login purposes. The text of such agreements typically remind all users that the computers they are accessing are government- or private industry-owned and must be used in accordance with good security practices. The system administrator is responsible of entering the disclaimer text either by typing the text or by pasting it from another source, of formatting the text using HTML features such as bold, italic, color, font type and size, images, etc. and of activating the text so it is displayed to users when accessing a Taleo solution (except the Career Section).

Taleo clients can create any number of legal agreements and change the currently active agreement at any time, however, only one agreement can be active at a time. The system will display the active legal agreement to users if the legal agreement setting was activated.

If the legal agreement feature is implemented, pages are typically displayed to users in the following order:

• Taleo product list page

• Legal Agreement page

• User Sign In page

If your organization prefers that users be authenticated as the first step, you can request Taleo to change the sequence, in which case the Taleo product list page is “protected” and pages are displayed in the following order:

• Legal Agreement page

• User Sign In page

• Taleo product list page

Configuration

User Type Permission

Name Location

Manage legal agreements Configuration > [SmartOrg] Administration > User Types > Configuration > Security Management



Benefits

• Formatting can be applied to the text to organize information, facilitate readability and draw attention to particular passages.

• Organizations can explain and enforce agreement with its rules governing acceptable, secure use of the products and the equipment used

Creating a Legal AgreementPrerequisite

The Manage legal agreements user type permission must be granted in the SmartOrg user type feature.

Configuration > Legal Agreements

Steps

1. Click Create.


3. Click Save.

Next Step

Activating a legal agreement.

Deleting a Legal AgreementPrerequisite

Legal agreement must be active.



Steps

1. Click Delete next to the agreement.

2. Answer Yes to the message that appears.

Result

The legal agreement will be permanently deleted from the database. If the legal agreement was active, it will no longer be displayed to users when signing in a Taleo solution.

Settings


Show the legal agreement to users at login

• No• Yes

Configuration> Security Policies > [Sign in] Edit



Modifying a Legal Agreement

Prerequisite



Steps

1. In the Legal Agreements page, click on a legal agreement.

2. In the editor page, click Edit next to properties.

3. Modify fields as required.

4. Click Save.

Result

Changes will be displayed in the legal agreement.

Next Step

Activating a Legal AgreementPrerequisite


Only one legal agreement can be activated at a time.

Legal agreement must be deactivated or draft.


Steps

1. Click on the name of a legal agreement.

2. Click Activate next to Properties.

Result

The activated legal agreement will be displayedto users in Taleo solutions if the Show the legal agreement to users at login security policy is set to Yes.

Deactivating a Legal AgreementPrerequisite


Legal agreement must be active.

Configuration > Legal Agreement

Steps



1. Cick on the name of a legal agreement.

2. Click Deactivate next to Properties.

Result

The deactivated legal agreement will no longer be displayed when users sign in a Taleo solution.

Displaying the Legal Agreement to Users at LoginPrerequisite

The Manager security policies user type permission grants users access to this feature.

Configuration > Security Policies

Steps

1. Click Edit next to Sign In.

2. Select Yes for the Show the legal agreements to users at login option.

3. Click Save.

Result

The legal agreements will be displayed to users .

Hiding the Legal Agreement to Users at LoginPrerequisite



Steps


2. Select NO for the Show the legal agreements to users at login setting.

3. Click Save.

Result

The legal agreements is no longer displayed to users.


Legal Agreement and Security Security

Security

Security PolicyAllows the system administrator to view and configure settings related to the sign in, user account, password and forgot password processes.


Settings for the following features can be modified:

• Sign in

• Account

• Password

• Forgot password

A History section provides information on actions performed on security settings such as the date and time, a description and details on the action, as well as the “actor” (person or system) who performed the action.

Configuration

Configuring Security PoliciesPrerequisite

The Manage security policies user type permission must be granted in the SmartOrg User Types feature.


Steps

1. In the Security Policies page, click Edit next a topic.

User Type Permission

Name Location

Manager security poilicies Configuration > [SmartOrg] Administration > User Types > Configuration > Security Management

Security level for external candidates (in view mode) Configuration > Configuration > [SmartOrg] Administration > User Types > Recruiting > Candidates > General[SmartOrg] Administration > User Types > Recruiting > Candidates >General

Security level for internal candidates (in edit mode) Configuration > [SmartOrg] Administration > User Types > Recruiting > Candidates > General

Security level for external candidates (in edit mode) Configuration > [SmartOrg] Administration > User Types > Recruiting > Candidates > General

Security level for internal candidates (in view mode) Configuration > [SmartOrg] Administration > User Types > Recruiting > Candidates > General



2. In the Editor page, select a value for each required setting.

3. Click Save.

Result

Policies will be applied to the element.

Defining Password Security PoliciesAllows system administrators to set the rules to obtain a valid password.

Prerequisite



Steps

1. In the Security Policies page, click Edit next to Password.

2. In the Security Policies Editor page, select the appropriate value for each setting.

3. Click Save.

Result

When the password will be changed either by the user in the My Setup link, or by the system administrator via the user accounts in SmartOrg, the new password will need to satisfy the new selected settings.

Defining User Accounts Security PoliciesAllows users to define if user names are generated automatically, how long a user accounts remains locked etc.

Prerequisite



Steps

1. In the Security Policies page, click Edit next to User Accounts.

2. In the Security Policies Editor page, select the appropriate value for each setting.

3. Click Save.

Defining the Method to Change the PasswordPrerequisite


Configuration > Security Policies > [Forgot Password] Edit

Steps



1. In the Security Policies Editor page, select the appropriate value for the Use this method to change passwords setting.

2. Click Save.

Result

When user will want to change password the selected method to change password will be applied.

Defining Forgot Password Security PoliciesAllows the system administrator to select the number of attempts allowed before an account is locked.

Prerequisite



Steps

1. In the Security Policies page, click Edit next to Forgot Password.

2. In the Security Policies Editor page, select the appropriate values for each setting.

3. Click Save.

Result

If the user forgets their password the new security settings rules will be applied.

Displaying the Forgot Password Link to Users at LoginPrerequisite



Steps


2. Select Yes for the Display the link ‘‘ Forgot Your Password‘‘ option.

3. Click Save.

Result

The Forgot your password link will be displayed to users.

Hiding the Forgot Password Link to Users at LoginPrerequisite



Steps




2. Select No for the Display the link ‘‘ Forgot Your Password‘‘ option.

3. Click Save.

Result

The Forgot your password link will not be displayed to users.

BP(A|S)

Product ResourceConfiguration

• Product Resource Administration. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16-1


Product Resource Configuration Product Resource Administration

Product Resource Administration

Resource AdministrationResource administration allows the system administrator to manage product resources such as the resource identifications.


Each resource of the application has an ID that can be used by the system administrator for identification purposes.

A resource is any alphanumerical string appearing in the application such as:

• a field

• a button

• a setting

• a tooltip

• a page title

• an instruction

• a link

• etc.

A unique ID is associated to each standard resource of the application. IDs can be displayed in the application, in front of each resource. IDs allow users to precisely locate and identify a resource they need to modify or override in the application.

If an “X” appears at the right of the resource ID, this means that the label was already overridden.

To make a global change to a resource, contact your Taleo representative.

The value of a resource is the actual text of a standard field or button displayed in the application. The value can be composed of units, special characters and letters. The resource value is not unique, therefore the same text can be used for different resources. Resource values can be modified and updated in the application. To make a global change of the value of a resource, i.e. for all zones, contact your Taleo representative.

Example: in the Resource Administration page, the name of the page and the Save button appearing in the page are resources.

Example: the Save button can be used on several pages of the application. Each Save button appearing in the application will have a specific ID, but the value of every Save button will be text Save.

User type permissions grant users access to this feature.

System administrators can block the refreshment of the resource value. This allows system administrators to use a testing environment where the actual value of a resource is either chosen or not. Prevents manual update of labels. This is usually done while performing some temporary testing in a staging zone.

Resource values ca be “refreshed” allowing the system administrator to apply to the application any changes made to resource values in TexTool for the customer custom set.



Each Taleo Product has a specific Resource Administration link allowing the display of the product’s resource IDs.

Benefits

• Each alphanumerical string of the user interface can be managed individually.

• Each alphanumerical string of the user interface can be precisely identified for revision and proof reading purposes.

• The resource identifier facilitates the precise identification of a resource in the user interface.

• The same value can be reused for resources used in different pages of the application.

• The value of any alphanumerical string appearing in the user interface of the application can be modified and updated.

Configuration

Displaying Resource IdentifiersPrerequisite

The Display Resource Identifiers user type permission must be granted in SmartOrg under User Types.

Configuration > [Product] Administration > Resource Administration

Steps

Product Administration Menu

Career Section Administration Career Section Administration Menu

Career Sections Career Section Administration Menu

Global Configuration SmartOrg Administration Menu

Onboarding Administration Onboarding Administration Menu

Onboarding Onboarding Administration Menu

Performance Administration Performance Administration Menu

Performance Administration Performance Administration Menu

Recruiting Administration Recruiting Administration Menu

Recruiting Recruiting Administration Menu

SmartOrg SmartOrg Administration Menu


Name Location

Manage Resources Configuration > [SmartOrg] Administration > User Types > Configuration

Display Resource Identifiers Configuration > [SmartOrg] Administration > User Types > Suite > Resources



1. Click Show Identifiers.

2. Close this window.

Result

Starting with the next page that will be loaded, resource IDs will be displayed in front of each element of the application.

Hiding Resource IdentifiersPrerequisite

Resource Identifiers must be displayed.

The Display Resource Identifiers user type permission must be granted in SmartOrg under User Types.


Steps

1. Click Hide Identifiers.


Result

Starting with the next page that will be loaded, resource IDs will no longer be displayed in front of each element of the application.

Refreshing Resource ValuesPrerequisite

The Manage Resources and Display Resource Identifiers user type permissions must be granted in the SmartOrg User Types feature.


Steps

1. Click Unblock Refresh.

2. Select the desired type of refresh.

3. Enter the name of the project if necessary.

4. Click Refresh Values.


Result

The latest value of the resources is displayed.



Blocking Resource Value Refresh Prerequisite

The Manage Resources and Display Resource Identifiers user type permissions must be granted in SmartOrg under User Types.


Steps

1. Click Block Refresh.

2. Add a comment.

3. Click Save.


Result

It will no longer be possible to have the application reflect any changes applied to a value.

Unblocking Resource Value RefreshPrerequisite

The Manage Resources and Display Resource Identifiers user type permissions must be granted in SmartOrg under User Types.


Steps

1. Click Unblock Refresh.


Result

Any changes applied to resource values will be reflected in the application when refreshing the values.

Next Step

Refreshing resource values.

BP(A|S)

Troubleshooting

• Problem Solving . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17-1


Troubleshooting Problem Solving

Problem Solving

TroubleshootingBefore contacting Taleo Customer Support, first check available documentation. Information located in the Prerequisites will often help solve problems.

Problem Solution Keywords

Cannot attach a file Storage limit may have been exceeded, contact Taleo customer service.

Attachment

I received a Taleo (-1) error Record all the steps you took prior to receiving the error. Report the issue to Taleo customer service.

Error message

Cannot delete candidate files Candidate file is locked by OFCCP feature. Contact Taleo customer service.

Automated Task

Automated task is not carried out An error may cause a task to fail. If processing status of the task is Error, contact Taleo customer service.

Automated task, Candidate

Cannot delete requisition files with the automated task feature

Verify if there are candidates linked to the requisition. All candidates linked to the requisition must first be permanently deleted.

Automated task, Requisition

Automated task is not deleting the proper elements

Verify the automated task criteria. Automated task

Unable to perform actions on a candidate file.

An error message will be displayed stated that the file is being used by another user. When sending correspondence, the message stipulates that the requested action cannot be performed. In both cases wait until other user is finished. If candidate file remains booked for more than an hour, contact Taleo customer service.

Error message

Unable to perform actions on a candidate file.

If the error message Unable to perform Action is displayed when user tries to perform the Move or the Change Status actions, but no error message is displayed when selecting the Send correspondence action for the More Actions menu, then the file is corrupted. Contact Taleo customer service

Actions

Unable to hide fields in a candidate file.

Even if a field is set to not available it will be displayed to users in Read only mode. When editing a file, the system will take the field setting into account and will hide the field accordingly. To make sure fields are not displayed in read only mode, user type permissions can be removed to the user, such as See dates of birth and security numbers.

Fields

Properties and elements of a field included in a block does not display the same information in all languages

If a field is not configured in a language, then base language is displayed by default. Configure all fields in the required language.

Fields

LUDs do not appear in the Careers section

The option Require Description in WebTop and content languages must be activated in the LUDs.Configuration> [Recruiting] Administration>Selections>Large Selections

LUD, field

Candidate Search not working properly.

The indexation is used to flag candidate files in the database and make then searchable. If these flags are corrupted, search will not perform properly. Contact Taleo customer service.

Candidate search



Candidate is not located with the search candidate feature

Candidate may have been deleted by an automated task. Try restoring a candidate deleted by an automated task.The user may not have permission to access the candidate

Candidate, search

User unable to log on. Verify the user type permissions. Verifying is user account is locked. Verifying user account properties.

Log on

EEO fields are not displaying Verify that the Recruiting setting to enable EEO/Affirmative action is activated. Verify that the requisition location matches the diversity form location and verify that the diversity form is active.

Requisition, EEO,

Unable to cancel a requisition If the status of the requisition is not Canceled or filled, contact Taleo web support.

Cancel, Requisition

Unable to post a requisition If Status Details indicates Draft, complete the requisition and Save as Open.If the Status indicates On hold, edit the requisition select Reactivate in the More Actions list.If the Status indicates Canceled, then the requisition can no longer be posted or reactivated, you will need to create a new requisition or duplicate the canceled requisition.If the Status indicates Pending and the status Details indicates To Be Approved, it means that an approvers still needs to approve the requisition.If the approver is unable to approve the requisition for any reason, then three actions are available: Terminate Approval Path Process (ends the approval process), Amend Approval Path (lets the user modify the approval), or, Request Approval Path Amendment (sends a request to amend the approval path to a user with greater permissions)If the Status indicates Filled, you will need to edit the requisition by clicking on the title. Then, in the More Actions drop down, select reopen requisition to reactivate the requisition and after adding a new position, you will be able to post your requisition.

Unpost

Unable to cancel a requisition If the Status indicates Cancelled or filled, and the cancel action is not available, contact Taleo customer support.

Requisition, cancel

Unable to fill or close a requisition

If the Status indicates Pending and the status Details indicates To Be Approved, it means that an approvers still needs to approve the requisition.If the approver is unable to approve the requisition for any reason, then three actions are available: Terminate Approval Path Process (ends the approval process), Amend Approval Path (lets the user modify the approval), or, Request Approval Path Amendment (sends a request to amend the approval path to a user with greater permissions).If the Status indicates On hold, edit the requisition, select Reactivate in the More Actions list.

Requisition, fill

Unable to reopen a requisition If the Status indicates Open, then the requisition is already open and therefore the action to re-open is not necessary.If the Status indicated On Hold, then the requisition is not closed and must be reactivated rather than re-openedIf the Status indicates Pending, then the requisition is pending approval and that once it is approved it will be opened, so there is no need to re-open it.If the Status indicates Draft, then the requisition is incomplete. complete the requisition and Save as open.

Requisition, reopening,




Unable to post a requisition Requisition location must match the Location of the diversity form

Requisition, posting

Unable to create a candidate with the resume parsing option.

If the file used for resume parsing is a *.pdf , open the file and try highlighting text. If you cannot highlight text in the PDF, then the file includes an image of text and you will not be able to use the resume parsing feature.

Candidate, resume parsing.

Cancelled a requisition by mistake.

If you cancelled a requisition by accident or selected Request Approval instead of Save as Open, you will not see the requisition.If it was cancelled, you can select the Show Requisitions for All option. If you requested approval on it, you will need to wait until the approver(s) complete their action.

Cancel, requisition

Cannot find my requisitions Check the view in the left pane. Is the Show requisitions for field set to your requisitions? You may need to change it to All (depending on how you created the requisition

Requisition

Unable to edit fields in a requisition

Check if a selection is made for the settings Use this flow for requisition creation without posting” and “Use this flow for requisition creation with posting”.

Field, edit

Candidate is unable to log in Candidate file may be corrupted. Open the candidate file in Recruiting Center, and select Move from the More Actions menu. If the action is not performed try the send Correspondence action. If the send correspondence action works but not the Move action, then the candidate file is corrupted.

Log in

Candidate is not auto-progressing in the CSW

Candidate file may in use by another user.Make sure the steps in the CSW are properly ordered A candidate cannot progress from a status 4 to a status.

Auto progression

Candidate did not receive email notification

Check if the template used to send the notification is configured properly. email address, contents field etc.

Notification

When matching a candidate to a requisition, the automatic email is not sent.

If the template used to send the email includes a field to redirect the candidate to a career site, then the requisition must be posted.

Match
