Taleo Enterprise Taleo Recruiting Configuration Guide · The user name and password are provided by the system administrator. But the user has the ability to modify their password.

10 SP3May 9, 2011

Taleo Enterprise

Taleo RecruitingConfiguration Guide

Configuration Guide Taleo Recruiting 10 SP3 ii

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© 2011 Taleo Corporation. Do not reproduce without the written permission of Taleo Corporation.

Configuration Guide Taleo Recruiting 10 SP3 iii

Table of Contents

Confidential Information and Notices............................................................................................. ii

PrefaceTechnical Configuration and Software Performance.................................................................2Revision History.........................................................................................................................3

Basic ConceptsLogin.......................................................................................................................................... 5

Login and Product Access................................................................................................... 5Single Sign-On......................................................................................................................6Tips to Ease Multi-Product Navigation.................................................................................7

Getting Help...............................................................................................................................9Online Help........................................................................................................................... 9Online Tour........................................................................................................................... 9Online Tour Creation Guidelines........................................................................................ 10Tooltip..................................................................................................................................11Web Support.......................................................................................................................11

Configuration Menu and Recruiting Administration Menu.......................................................13Configuration Menu.............................................................................................................13Recruiting Administration Menu..........................................................................................14

Operation Mode Management.................................................................................................16Operation Mode.................................................................................................................. 16

Release Notes Message......................................................................................................... 19Release Notes Message.................................................................................................... 19

Basic Concept......................................................................................................................... 23Application Time-out........................................................................................................... 23System Status.....................................................................................................................23History Section....................................................................................................................24Languages...........................................................................................................................24Multilingual Deployment......................................................................................................26

Configuration Guide Taleo Recruiting 10 SP3 iv

Multilingual Requisition and Requisition Template Behavior..............................................27Multilingual Behavior with PDFs.........................................................................................27Deep Linking.......................................................................................................................30Taleo 10 Supported Product URLs.................................................................................... 31Taleo 10 Supported Action URLs...................................................................................... 33

Settings, Security, Legal AgreementsGlobal Settings and Recruiting Settings................................................................................. 38

Setting................................................................................................................................. 38Taleo 10 SP2 Settings with Modified Default Value.......................................................... 39

Regional Settings.....................................................................................................................43Regional Setting..................................................................................................................43Date Format........................................................................................................................43Locale Identifier...................................................................................................................45

Security Policy Settings...........................................................................................................48Security Policy.................................................................................................................... 48Security Policy Settings...................................................................................................... 48

Legal Agreements....................................................................................................................52Legal Agreement.................................................................................................................52

Foundation DataOrganization - Location - Job Field.........................................................................................57

Contextualization: Organization-Location-Job Field........................................................... 57Mapping...............................................................................................................................59Structure Management....................................................................................................... 60Element Management.........................................................................................................61Element Deactivation.......................................................................................................... 63Organization-Location-Job Field Behavior of Deactivated Elements..................................70

Department.............................................................................................................................. 77Department..........................................................................................................................77

Position.................................................................................................................................... 82Position................................................................................................................................82

UsersUser Account Management.....................................................................................................84

User Account...................................................................................................................... 84User Account Status...........................................................................................................85Employee Information......................................................................................................... 85User Account General Preferences....................................................................................86Work Item Delegation......................................................................................................... 92

User Type Management..........................................................................................................94User Type........................................................................................................................... 94Default Recruiting User Types........................................................................................... 94User Type Permission........................................................................................................ 95Manager User Types and Related Permissions.................................................................96

Configuration Profile.............................................................................................................. 103Configuration Profile......................................................................................................... 103

User Group Management......................................................................................................105User Group....................................................................................................................... 105User Group Management................................................................................................. 106Coverage Area..................................................................................................................108

ListsList..........................................................................................................................................113

List Format........................................................................................................................113List Format Context.......................................................................................................... 114

Configuration Guide Taleo Recruiting 10 SP3 v

List Format Variation........................................................................................................ 115Column...................................................................................................................................121

List Column.......................................................................................................................121Item Requiring Attention Icon...........................................................................................123Candidate File Identifier....................................................................................................126

Filter....................................................................................................................................... 128Advanced Filter.................................................................................................................128Quick Filter........................................................................................................................129Requisition List Quick Filters............................................................................................130Candidate List Quick Filters............................................................................................. 130Show Filter........................................................................................................................133

Fields, Forms, FilesField....................................................................................................................................... 137

Field...................................................................................................................................137Field Security Level.......................................................................................................... 138Field Contextualization......................................................................................................140Field Staffing Type Exception...........................................................................................141

Selection................................................................................................................................ 145Global Selection List.........................................................................................................145Recruiting Selection List................................................................................................... 145

Field Layout........................................................................................................................... 150Field Layout...................................................................................................................... 150

File......................................................................................................................................... 153User-defined File...............................................................................................................153Block..................................................................................................................................155

Form.......................................................................................................................................164User-defined Forms.......................................................................................................... 164Recruiting Form Types..................................................................................................... 169User-defined Forms Selected Element Properties........................................................... 170

Candidate and Requisition File Setup...................................................................................173Candidate and Requisition File Setup..............................................................................173Files Associated to Configuration Profiles........................................................................176

Candidate Selection WorkflowCandidate Selection Workflow Configuration........................................................................ 179

Candidate Selection Workflow..........................................................................................179Candidate Selection Workflow Example...........................................................................181Standard Candidate Selection Workflows........................................................................ 182Candidate Selection Workflow Priority............................................................................. 182Bulk Move to the Hire Step/Status...................................................................................189Step/Status Change in One Click.................................................................................... 190Candidate Progression Status..........................................................................................190Threshold CSW Step - Candidates Hidden from Search Results.................................... 192Competitive Workflow Restriction.....................................................................................192

Step........................................................................................................................................194Candidate Selection Workflow Step................................................................................. 194RSOffer Step.....................................................................................................................195

Status.....................................................................................................................................201Candidate Selection Workflow Status.............................................................................. 201

Action..................................................................................................................................... 209Candidate Selection Workflow Action.............................................................................. 209

Qualifier..................................................................................................................................213Qualifier and Qualifier Group............................................................................................213

Phase.....................................................................................................................................219Phase................................................................................................................................ 219

Configuration Guide Taleo Recruiting 10 SP3 vi

Candidate and Requisition SearchCandidate Search..................................................................................................................221

Candidate Quick Search...................................................................................................221Specific Candidate Search............................................................................................... 222Candidate Advanced Search............................................................................................224Conceptual Search........................................................................................................... 227Advanced Candidate Search Page.................................................................................. 229Why Advanced Search is not Displaying Expected Results............................................ 231Randomized Search Result..............................................................................................232Search Result Archiving................................................................................................... 233General Profile Search..................................................................................................... 233Exclusion of Agency Owned Candidates in Search Results............................................ 234

Requisition Search.................................................................................................................237Requisition Quick Search................................................................................................. 237

Search Queries......................................................................................................................239Search Query....................................................................................................................239

Search Operators.................................................................................................................. 241Boolean Operator, Wildcard and Other Special Characters.............................................241

Matching Candidate and Requisition.................................................................................... 243Candidate Matching to a Requisition............................................................................... 243Matching Requisition Criteria............................................................................................243Preview of Candidates Matching a Requisition................................................................244Criteria for Matching Candidates......................................................................................245Filters for Matching Candidates........................................................................................245Matched Candidates Preview...........................................................................................246

CorrespondenceMessage Templates.............................................................................................................. 250

Message Template........................................................................................................... 250Data Security in Correspondence.................................................................................... 252Editable Message Templates........................................................................................... 257

Paragraphs.............................................................................................................................262Paragraph..........................................................................................................................262

Variables................................................................................................................................ 266Variable............................................................................................................................. 266List of Correspondence Variables.................................................................................... 267

Notifications............................................................................................................................295Notification.........................................................................................................................295

Source TrackingSource....................................................................................................................................298

Recruiting Source............................................................................................................. 298Source Types....................................................................................................................299Source Tracking................................................................................................................300

Event......................................................................................................................................305Recruiting Event................................................................................................................305

LayoutPage Layout.......................................................................................................................... 308

Home Page and List Elements Configuration.................................................................. 308Callout............................................................................................................................... 312Callout Behavior................................................................................................................313Auxiliary Navigation Bar................................................................................................... 316Core Navigation Bar......................................................................................................... 316About Window...................................................................................................................317

Configuration Guide Taleo Recruiting 10 SP3 vii

Search Widget.................................................................................................................. 318Page Header.....................................................................................................................319Page Footer...................................................................................................................... 320Welcome Title................................................................................................................... 320Separator Line.................................................................................................................. 321Expandable and Collapsible Sections in a File................................................................322Logo.................................................................................................................................. 322Color Theme..................................................................................................................... 323Selected Item Color..........................................................................................................324Communications Channel.................................................................................................325Communications Channel Mode.......................................................................................326

Center Stage......................................................................................................................... 330Center Stage.....................................................................................................................330

AgencyAgency and Agent.................................................................................................................339

Staffing Agency and Agent...............................................................................................339

Recruiting FundamentalsJob Board.............................................................................................................................. 347

Job Board Account........................................................................................................... 347Candidate Profile Import from USAJobs.......................................................................... 351

Merge Form........................................................................................................................... 356Merge Form...................................................................................................................... 356

Candidate...............................................................................................................................360Candidate..........................................................................................................................360Internal Candidate Job Submission..................................................................................362Candidate Creation...........................................................................................................362Candidate Duplicate Check.............................................................................................. 364ACE Candidate Alert........................................................................................................ 365Candidate File...................................................................................................................367Candidate File Tabs......................................................................................................... 368Candidate File History...................................................................................................... 369Candidate Comparison..................................................................................................... 373Candidate File Merge....................................................................................................... 376Candidate Sharing............................................................................................................ 377Attachments Behavior in the Share Candidate Feature...................................................380Candidate Interview.......................................................................................................... 387File Attached to an Interview Invitation............................................................................ 389Candidate Interview and Candidate Selection Workflow..................................................390Automatic Candidate Pooling........................................................................................... 391Candidate Onboarding......................................................................................................394

Requisition............................................................................................................................. 395Requisition File................................................................................................................. 395Requisition File Tabs........................................................................................................ 396Requisition Creation..........................................................................................................396Requisition Editing............................................................................................................ 399Requisition Duplicate........................................................................................................ 400Requisition Autofill Feature...............................................................................................400Requisition/Staffing Type.................................................................................................. 401Requisition Posting........................................................................................................... 403Requisition Posting via a Staffing Agent.......................................................................... 403Requisition Template........................................................................................................ 404

Offer....................................................................................................................................... 407Offer Configuration............................................................................................................407

Contingent Hiring...................................................................................................................410Contingent Hiring.............................................................................................................. 410

Hourly Hiring..........................................................................................................................412

Configuration Guide Taleo Recruiting 10 SP3 viii

Hourly Manager Home Page and Center Stage.............................................................. 412Hourly Manager User Type.............................................................................................. 413Fifth Level of Location...................................................................................................... 413Evergreen Hiring...............................................................................................................414

Libraries................................................................................................................................. 418Library............................................................................................................................... 418Question............................................................................................................................419Interview Question............................................................................................................ 422Disqualification Question.................................................................................................. 423Explanations for Disqualification Questions..................................................................... 425Competency...................................................................................................................... 426

Report.................................................................................................................................... 428Report................................................................................................................................428Custom Report Universe.................................................................................................. 428

Task....................................................................................................................................... 431Task...................................................................................................................................431Self-assigned Task........................................................................................................... 432

General Features...................................................................................................................434Attachment........................................................................................................................ 434Folder................................................................................................................................ 437Time Zone.........................................................................................................................437Print Function....................................................................................................................439Print PDF Views............................................................................................................... 440

Partner ServicesScreening Services................................................................................................................442

Screening Service.............................................................................................................442Input Field......................................................................................................................... 442Result Field.......................................................................................................................443Result Set Field................................................................................................................ 444

ApprovalsApproval.................................................................................................................................451

Approval............................................................................................................................ 451Approver............................................................................................................................456Approval via a BlackBerry................................................................................................ 457eShare Approval Acknowledgment...................................................................................458Requisition Approval Rerouting After Changes................................................................458

Dynamic Approval Routing....................................................................................................461Dynamic Approval Routing............................................................................................... 461Dynamic Approval Routing Approval Path....................................................................... 462Dynamic Approval Routing Reports to Structure............................................................. 463Locking Generated Approval Paths..................................................................................463

Dynamic Approval Routing Rule........................................................................................... 469Dynamic Approval Routing Rules.....................................................................................469Exclusion Rule.................................................................................................................. 469Inclusion Rule................................................................................................................... 470

Dynamic Approval Routing Sequence.................................................................................. 479Sequence.......................................................................................................................... 479

Functional Role......................................................................................................................482Functional Role.................................................................................................................482

Hierarchical Role................................................................................................................... 486Hierarchical Role...............................................................................................................486

Assignee................................................................................................................................ 490Creating an Assignee....................................................................................................... 490

Data Archiving and Deletion

Configuration Guide Taleo Recruiting 10 SP3 ix

Automated Task Configuration..............................................................................................493Automated Task................................................................................................................493

Product ResourcesProduct Resource Administration..........................................................................................500

Resource Administration...................................................................................................500

TroubleshootingTroubleshooting..................................................................................................................... 505

AppendixTable Referencing Tips Included in the Document...............................................................510

Configuration Guide Taleo Recruiting 10 SP3 x

Preface

• Technical Configuration and Software Performance......................................................... 2• Revision History................................................................................................................. 3

Preface Technical Configuration and Software Performance

Configuration Guide Taleo Recruiting 10 SP3 2

Technical Configuration and Software Performance

For the latest information, refer to the Taleo 10 Technical Configuration and Software PerformanceGuide document for the applicable service pack.

Preface Revision History


Revision History

Date Modification Revised Topic

May 9, 2011 Added information regarding data security incorrespondence.

Data Security inCorrespondence

March 9, 2011 Added important note (ID 327) in the Task feature. Task

February 4, 2011 Initial publication.

Basic Concepts

• Login...................................................................................................................................5• Getting Help....................................................................................................................... 9• Configuration Menu and Recruiting Administration Menu............................................... 13• Operation Mode Management......................................................................................... 16• Release Notes Message..................................................................................................19• Basic Concept..................................................................................................................23

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.

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

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

Once a user’s credentials have been entered and accepted, the Table of Contents page appears andpresents Taleo products purchased by the organization and to which a user has access according tothe user’s user type and permissions. Note that if the user has access to only one Taleo product, theproduct home page is displayed.

When accessing a Taleo application, the information displayed in the home page is specific to the userwho signs in. The features to which the user has access also depends on product settings enabled bythe system administrator and on user type permissions granted to the user.

Accessing an Application

Prerequisite

You must know the Web address.

You 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.

3. Click Sign In.

4. Click on the desired product.

Using the Forgot Password Link

Prerequisite

You must have a valid username and email address in your user profile.

Steps

1. Click Forgot Your Password?.

2. Enter your username and email address.

3. Click OK.



Result

If the request comes from an authorized user, an email is sent to the supplied address with a codeto access the application.

Next Step

You must click the link provided in the email, enter your username and access code, and provide anew password.

Changing My Password

Steps1. In the auxiliary navigation bar, click My Setup.2. Click Edit next to Account Information.3. Modify the information contained in the Account section.4. Click Save.

Creating Custom Instructions for the Forgot Password Message

Prerequisite

Configuration > [General Configuration] Settings

Steps1. Click on the System Administrator Phone Number setting.2. Click Edit.3. Enter text in the Value field. This text will appear in the Forgot Password message that is

displayed when a user makes a mistake at login.4. Click Save.

Logging In Before Accessing the Response Center

By default, eShare users need to log in before being able to access the Response Center. TheResponse Center Login Required private setting controls this feature (Configuration > [Recruiting]Settings). If you do not wish users to log in before accessing the Response Center, communicate withTaleo Support to have this setting modified.

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

The Taleo Table of Contents page is always protected so users can access it only if they have beenauthenticated i.e., valid SSO credentials have been supplied or a valid user name and password havebeen 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 CustomChallenge URL.

• Without a Challenge URL and no SSO credentials sent, when a user accesses the main Taleoclient zone URL, the Taleo Sign In page is displayed requiring user authentication. The Taleo Tableof 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 SignIn 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 requestauthentication from the user. The Taleo application page will be displayed to the user only if theauthentication 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.

Tips to Ease Multi-Product NavigationThe tips provided below will ease navigation between Taleo Enterprise products.

There is a setting called SSO Enabled Between Products.

Setting

Name Possible Values Default Value Location

SSO Enabled Between Products • No

• Yes

No Configuration > Settings

This setting only affects users with access to more than one Taleo Enterprise product. For theseusers, this setting determines the behavior a user experiences upon clicking Sign Out from any TaleoEnterprise product.

If this setting is set to No, users will be completely exited from the system upon clicking Sign Out. Ifthis setting is set to Yes, users will be returned to the Table of Contents page where all available TaleoEnterprise products are listed and available for direct entry without requiring another sign in process.For example, this would let system administrators quickly exit the Recruiting Center and navigate intoConfiguration. It would also let Reporting users quickly access Reporting without having to go througha new sign in exercise.

In cases where this setting is set to Yes, there may be times when a client wants even more directaccess to be available. For example, the client may want a link to Reporting or Analytics directly fromwithin the Recruiting Center. Provided that the SSO is set to Yes, this can be configured by completingthe following steps.

Step 1: Acquire the proper URL to access Reporting and Analytics

• Set up your Test User so that it has access to Reporting and Analytics as well as Recruiting.• Once you are on the Table of Contents page, click the Reporting and Analytics link.• When in the Reporting product, copy the URL in the address bar. It will look something like this:

https://clientzone.taleo.net/smartorg/SamlInterSiteTransferService.jss?TARGET=https%3A%2F%2Fanalyticsch1.taleo.net%2Fanalytics%2Fhomepage&lang=en



Step 2: Edit the Configuration Profile for the user population where this link is desired

• Access the Configuration Profiles feature in SmartOrg (Configuration > [SmartOrg] Administration >Configuration Profiles)

• Choose the configuration profile you wish to edit.• Customize the following settings as follows:

Setting Value

Communication Channel Mode Customized

Communication Channel - Custom Title REPORTS ACCESS (or any other preferred text)

Communication Channel - Custom Link Click here to access reporting (or any other preferredtext)

Communication Channel - Custom Link URL The link is step 1 above

Be sure to validate that the URL is working properly prior to using it broadly and ensure the link is onlypresented to users that also have access to the product configured for access, otherwise users will bepresented with links to products for which their authentication permissions will not work.

Basic Concepts Getting Help


Getting Help

Online HelpThe Taleo administration module 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 auxiliary 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 contents of available help topics is displayedand it is also possible to search the help database to locate specific subjects.

Activating the Online Help

Prerequisite

Configuration > [General Configuration] > Settings

Steps1. Click on the Taleo Online Help URL setting.2. Click Edit.

For a zone located in the Chicago data center, enter this URL in the English field: http://chrcc1apache2.taleo.net//mywebtop800/webhelp/monarchdoc800/en/toc.html.

For a zone located in the Amsterdam data center, enter this URL in the English field: http://amrcc1apache2.taleo.net//mywebtop800/webhelp/monarchdoc800/en/toc.htmlZones previously located in the San Jose or New York data centers now reside in the Chicagodata center.

3. Click Save.Result

The online help is displayed when clicking Help.

The above procedure is for online help displayed in English. For languages other than English,replace the "en" in the URL by "fr" for Canadian French, " fr_FR" for French-France, "es" forSpanish, "de" for German, and "ja" for Japanese.

Online TourTaleo Recruiting offers short clips describing essential user interface elements.

These online tours are short clips that present basic information about the design, navigation andcertain features of the application. Each clip is no more than one minute in length to give users a quickway to get up to speed with how to use the product.

These tours are available in Taleo Recriuting. When activated by the system administrator, they areavailable in the Clips tab in the right panel of the supporting tools, just beside the Help tab.

By default, key online tours designed by Taleo come with the product. Taleo reserves the right to addnew 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 thetab or replace the content with their own XML file linking to alternative learning materials for their endusers.

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

Configuration

The Online Clips setting must be set to define the overall behavior of the online tours feature. Bydefault, Taleo standard online tours are displayed to users.

Setting


Online Clips • Taleo Standard(default)

• Disabled

• HTML Customized

Taleo Standard (default) Configuration> [Recruiting]Settings

The Online Clips - HTML Customized URL setting is used to insert the URL for customized onlinetours. For this setting to work, the Online Clips setting must be set to “HTML Customized”. Note thatone URL must be provided per language. And a URL must be provided for every active language.

Setting


Online Clips - HTMLCustomized URL

Configuration> [Recruiting]Settings

The Taleo Recruiting Online Clips URL setting is used to indicate the target URL to Taleo Recruitingonline tours. For this setting to work, the Online Clips setting must be set to “Taleo Standard (default)”.

Setting


Taleo Recruiting OnlineClips URL

Configuration> [Recruiting]Settings

Online Tour Creation GuidelinesCustomers should evaluate the content of the Taleo online tours to determine if it is appropriate giventhe 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 theproduct. 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 theuser 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 clearlydistinguish your online tours content from more in depth eLearning content, and present the onlinetours content first. Then, use the online tours to explain concepts and prompt users awareness ofsome 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 onlinehelp. These mediums are not useful for reference. They cannot be indexed or searched. Users tendnot to reflect on information presented in video format, but to act on it. So present information in thismedium that aligns with this format.

Uploading Personalized Online Tours

Steps

1. Set the Online Clips recruiting setting to “HTML Customized”.

This setting is used to define the overall behavior of the online tours feature.

2. Configure the Online Clips - HTML Customized URL recruiting setting.

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

Result

Taleo online tour content is replaced by your company’s own XML file linking to alternative learningmaterials for their end users.

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 actionbefore performing it.

Taleo provides tooltips for buttons, links, icons and table cell headings. These tooltips are notconfigurable. However, for screening services, the system administrator can create tooltips for sometypes of user-defined fields.

Web SupportThe Web Support link gives users access to Taleo Web support and question submission feature.

The Web Support link is available in the auxiliary navigation bar of all pages of the application if it wasenabled by the system administrator.



Configuration

To display the Web Support link, the following setting must be set to Yes.

Setting


Display Web Support Link inAuxiliary Menu

• No

• Yes

No Configuration > [SmartOrg]Administration > ConfigurationProfiles

Furthermore, the Web Support optional feature must be activated by Taleo Support. If only the abovesetting is turned on, users will not have access to Web Support even though the link will still bepresent.

The auxiliary navigation bar must also be enabled.

Setting


Auxiliary Navigation Bar • No

• Yes

Yes Configuration > [SmartOrg]Administration > ConfigurationProfiles

Basic Concepts Configuration Menu and Recruiting Administration Menu


Configuration Menu and Recruiting Administration Menu

Configuration MenuThe configuration menu gives system administrators access to all administration components of TaleoEnterprise products in one centralized menu.

The configuration menu is composed of sub-administration menus divided into two main sections:

• Central Configuration• Specific Configuration

Central Configuration

Elements in the Central Configuration menu are used to manage content, data, settings and configurations thatare used across multiple products. Depending on the products activated in a company, the global configurationmenu 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 DynamicApproval Routing module. In addition, functional roles are leveraged in defining Onboarding tasks.

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

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

• Competencies: competency tools used in Taleo Performance for Rating Models, Competencies, GuidancePlans, 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

Elements in the Specific Configuration menu are used to manage content, data, settings and configurationsthat are targeted to a specific product or product area. Depending on the products activated in a company, thespecific configuration menu can include:



Specific Configuration

• SmartOrg

• Recruiting

• Career Section

• Onboarding

• Taleo Performance

Configuration

The following permission is required to access the Configuration menu.

User Type Permission

Name Location

Access Administration Configuration > [SmartOrg] Administration > UserTypes > Recruiting > Administration

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

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

Menu Item Description

List Format Configuration of candidate and requisition list formats.

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

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

Process Configuration of candidate selection workflows, searchfields, matching candidate filters and criteria as well asmatching requisition criteria.

Correspondence Configuration of message templates.

Global Configuration Configuration of Recruiting Center settings, agencies,department and position lists, merge forms,



Menu Item Description

notifications, regional settings, requisition types andcenter stage.

Source Tracking Configuration of sources.

Integration Configuration of job board accounts and screeningservices.

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

Product Resources Display of resource ID.

Configuration

The following permission is required to access the Configuration menu.


Name Location

Access Administration Configuration > [SmartOrg] Administration > UserTypes > Recruiting Functional Domain >Administration

Basic Concepts Operation Mode Management


Operation Mode Management

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

The Operation Mode feature is available in the Configuration menu and gives system administratorsaccess to three operation modes:

• implementation• maintenance• production

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

• Recruiting (which also includes the Remote Manager Experience)• Performance• Career Section• Onboarding• New Hire Portal

For the above products, except the New Hire Portal, the system administrator will know the number ofusers 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 administratorshave 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 theintegrity of the database when editing Organization, Location or Job Field information.

In maintenance mode, the application is inactive. All users, except the system administrator, arelogged out automatically. The application displays a message to users as well as to candidates inCareer Sections, indicating that the application is in maintenance mode. If users are logged in andhave 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 the maintenancemode.

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

If Taleo Recruiting is in maintenance mode, users can connect to the Remote Manager Experience.

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 systemadministrator and a request must be made through Taleo Technical Support. When the implementationprocess is completed and the system has been moved out of implementation mode, it is no longerpossible to add or remove structure levels in maintenance or production mode.

If the Taleo Recruiting is in implementation mode, users cannot connect to the Remote ManagerExperience.

In implementation mode, a system administrator can:

• Create, delete and modify the Organization-Location-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 systemadministrator must contact Taleo Technical Support and request that the system be put back intoimplementation mode.

Benefits

• Provides the ability to put the system into maintenance mode to allow system administrators tokeep 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

To have access to the Operation Mode feature, the following permission is required.


Name Location

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

Modifying the Operation Mode

Prerequisite

The Manage Application Mode user type permission is required.



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, that is productionor maintenance mode.

3. Click Save.

Result

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

Basic Concepts Release Notes Message


Release Notes Message

Release Notes MessageA pop-up message containing new release information, system improvements, key messages or otherimportant information may be displayed when users log into the system.

Users may be presented with a pop-up message once they log into the system.

Once they are logged in, users can turn off the Release Notes message by checking the Don’tdisplay the message again option. The message will reappear when new release information or otherimportant information is available and also when the user clears the browser cookies.

One release notes message is displayed to users, regardless of application.

Configuration

The Release Notes feature is available in the Configuration menu. No default release notes messageis provided by Taleo. A blank page is displayed unless the system administrator decides to customizethe page to present important information to users.

Once the system administrator has created the message, the Release Notes setting must be enabledin the user’s configuration profile.

Setting


Release Notes • Yes

• No

No Configuration >[SmartOrg] Administration> Configuration Profiles

To be able to edit the release notes content, the system administrator must have the followingpermission.


Name Location

Edit release notes Configuration > [SmartOrg] Administration > UserTypes > Configuration > Foundation Data

Deactivating the Release Notes Message

Prerequisite

The release notes message must have been enabled by the system administrator.

Steps

1. Log on to an application.



2. In the Release Notes page, check the ”Don’t display this message again” option.

Result

The release notes message will no longer be displayed until new release information or otherimportant information is available. If you want to see the release note information again, before newreleased information is available, delete the browser cookies.

Creating a Release Notes

Prerequisite

The Edit release notes user type permission is required.

Configuration > Release Notes

Steps

1. In the Release Notes page, click Edit.

2. In the Release Notes Editor page, write the message.

3. Clear the Do not display release note information check box.

4. Specify the validity period of the message by indicating the period of time when the message willbe displayed.

5. Click Save.

Result

The created release notes message is displayed to users when they log in the system provided theRelease Notes setting has been activated in the user’s configuration profile.

Next Step

Enabling the Release Notes setting in the user’s configuration profile (Configuration > [SmartOrg]Administration > Configuration Profiles).

Editing a Release Notes

Prerequisite



Steps

1. Click Edit.

2. Complete the fields as required.

3. Click Save.

Result

The release notes message is displayed to users when they log in the system provided the ReleaseNotes setting has been activated in the user’s configuration profile.

Next Step

Displaying the release notes.




Displaying a Release Notes

Prerequisite



Steps

1. Click Edit.

2. Clear the Do not display release note information check box.

3. Click Save.

Result

The created release notes message is displayed to users when they log in the system provided theRelease Notes setting has been activated in the user’s configuration profile.

Next Step


Hiding a Release Notes

Prerequisite



Steps

1. Click Edit.

2. Select the Do not display release note information check box.

3. Click Save.

Result

The release notes message will not be displayed even if the Release Notes setting has beenactivated in the user’s configuration profile (Configuration > [SmartOrg] Administration >Configuration Profiles).

Setting a Release Notes Validity Period

Prerequisite



Steps

1. Click Edit.

2. Set the validity period with the calendar icon.

3. Click Save.



Next Step

The release notes message is displayed to users when they sign in the application only for thedetermined period provided the Do not display release note information is not selected and theRelease Notes setting has been activated in the user’s configuration profile.

Activating the Release Notes Feature in a Configuration Profile

Prerequisite

The Release Notes message must be created.

Configuration > [SmartOrg] Administration > Configuration Profiles

Steps

1. Click a configuration profile.

2. Click the Release Notes setting.

3. Click Edit.

4. Select Yes.

5. Click Save.

Basic Concepts Basic Concept


Basic Concept

Application Time-outTaleo applications include a security feature that warns the user when the application has not beenused for more than thirty minutes even if a user is still signed in the application. When the time-outdelay is reached, a message notifies the user that the time-out 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 theuser that the application requires attention. Clicking “Access the application” directs the user tothe application. When the user accesses the application, he/she can reset the application and amessage 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, amessage is displayed, indicating that the user has been signed out of the application and has tosign in again to use the application.

The time-out delay is set by default to thirty minutes. The reminder displayed before time-out is set bydefault to ten minutes before time-out.

Benefits

• Users can save information before the application times out.• Unattended applications automatically sign out the user avoiding any unwanted intruders.

Configuration

A private setting allows the configuration of the application time-out for the Recruiting, Onboarding,Performance and Configuration products. The setting defines the time in milliseconds before a sessiontime-out reminder is displayed. Contact Taleo Support for details.

Setting


Reminder Delay BeforeTimeout

600000 Configuration > [GeneralConfiguration] Settings

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

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 itcan be used.

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

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



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

Draft Active Inactive

History SectionThe History section of the administration module presents useful tracking details on an element.

The three most recent events are displayed in the History section. To view a more complete listing ofevents, click More Info.

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.

Information of the user that performed an action on an element can be viewed for better tracking andtroubleshooting purposes.

Important Note: (ID 304) History tracking of items such as settings and user types are not item

specific. Tracking is global for all changes made in the area. This means if looking at a specific usertype and going to view history, you will see all of the history for all user type changes, not just thechanges that have occurred with that specific user type.

LanguagesTaleo products are available in different optional languages.

Taleo products are available in different optional languages. Not all languages are available for allTaleo products and languages must be activated by the system administrator before they can be usedin an application.

The preferred language of a user is set in the user’s account by the system administrator. Thepreferred language is used by the system as the default content language which is the same across allTaleo products. If a product does not support the same set of content languages, it will have its ownpreference configuration.

In Taleo applications, the languages in which an element is available are indicated in the ActivatedLanguages field. When creating or editing an element, the user can chose the base language aswell as the languages in which an element will be available. The base language of an element is theitem’s reference language, usually used as a reference for other languages or fallback display in list



mode. The user’s preferred language is used as the default base language when the user creates anelement. The base language of an element can be changed at any time by the user. A language mustbe activated before it can be designated as a base language.

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

Configuration

The list of languages, presented according to the organization's preferences, is configured by thefollowing private setting. An application language is the language in which a product can be viewed.

Setting


Application Languages French,English,German,Spanish

Configuration > Settings

When creating new users, use the following settings to configure the correspondence language andthe content language.

Settings


CorrespondenceLanguage

Configuration > Settings

Content Language Configuration > Settings

When configuring a specific user, a preferred content language and a preferred correspondencelanguage can be set in the user’s account.

User Account Preferences

Name Location

Content Language Configuration > [SmartOrg] Administration > UserAccounts > General Preferences

Correspondence Language Configuration > [SmartOrg] Administration > UserAccounts > General Preferences



Selecting the Base Language

Steps1. Open an element.2. Select Configure next to the Language drop-down list.3. Select the Base option for the desired language.4. Click Save.Result

The word Base appears next to the language in the Language drop-down list.

Activating a Language

Prerequisite

Element must be in Edit mode.

Steps1. Edit an element.2. In the Activated Languages drop-down list, select Configure.3. For each required language, select Active from the Status drop-down list.4. Click Save.Result

Activated languages appear in the Activated Languages drop-down list.

Deactivating a Language

Steps1. Edit an element.2. In the Activated Languages drop-down list, select Configure.3. For each language, select Not Used from the Status drop-down list.4. Click Save.Result

Selected languages no longer appear in the Activated Languages drop-down list.

Multilingual Deployment Important Note: (ID 289)There are a few items worty of note for multlingual deployments and

system behavior.

Requisition Search: When using the search within a requisition, the system will always try to searchusing the user's Recruiting Center session language. If a requisition is not translated into the User'sRecruiting Center session language, then the search criteria used will be empty and the results willhave no bearing on the requisition used to conduct the search. To work past this, users should ensurethat requisitions are translated into their application language if they are looking to use the "Searchfrom this requisition" feature.

Language Fallback: Currently, there is no graceful fallback for the data presented to users when itis not available in their preferred language. This will impact customers with multilingual deployments



where managers and candidate language preferences are not the same or jobs are created formanagers but not in that manager's language preference (extreme edge case).

Here are two examples to illustrate this point as well as guidance on how to resolve it:

Scenario 1: Candidate data presented in PDF to share recipient during share function.

If a candidate applies in Japanese and the share sender's content language preference is English,the share file generated as well as all labels will be in English. Data for the submission file will beunilingual and will render for the user in English for selector fields and Japanese for text fields (thismeans things like resume text, cover letter text, work experience and education will come through fine).However, any profile based multilingual text and text area fields will not render for the user. This meansfor example that if the candidate has entered data into a candidate UDFs text field, it will not render tothe share recipient if sent by an English content language share sender.

To work past this: If the share sender is sending a Japanese candidate submission and wants the datato be rendered in Japanese to the share recipient, he/she should change his/her content languagepreference under My Setup to Japanese prior to conducting the share action.

Scenario 2: Offer approval request for offer created in user's preferred correspondence language.

If an offer is created in English but a user’s access language for the file is French based on the definedrules, fields which are multilingual text and text area will be missing data when it is routed for approvalto that user when conducting an approval via eShare. For example, compensation text fields would beimpacted by this.

To work past this: Customers should ensure that the approver's preferred message content languageor Recruiting Center logged in language matches the language in which the offer exists (depending onhow the user is conducting his/her approval). Users can update their user preference or login using theright language if needed to view offer data and regenerate the PDF if there is a mismatch.

Multilingual Requisition and Requisition Template BehaviorUsers can configure multiple languages on a requisition or requisition template.

Important Note: (ID 320) When editing one of these files in a language other than the Recruiting

Center language in use, all labels and drop-down menus will still appear in the language of theRecruiting Center, not the language of the file being edited. Prescreening and text based content willdisplay in the edit view of the file in the language selected. In addition, users can use the languageindicator on the left panel to know which language of the file they are working with. Edits can be madeto drop-down menus in the file in any language; a value selected in one language will apply to alllanguages.

Multilingual Behavior with PDFsTo better understand the multilingual behavior of system-generated PDF files used for approvalsand other system-generated candidate files and requisition files included in system-generatedcorrespondence in the Recruiting Center, we are providing some clarification of what to expect from alanguage perspective.

If you are using Taleo in only one language, this section does not apply to your implementation andcan be skipped.

PDF files are used throughout the Recruiting Center. The following table presents in which files PDFsare available and for which feature.



Feature Requisition File Candidate File Offer File

Requisition Approval

Offer Approval

Interview Request*

ACE Candidate Alert

Share Candidate

* Interview request file behavior is not outlined yet as it is still being researched.

The following table explains the type of data being translated in a PDF file as well as when atranslation is available for each type of data.

When is it available? When is it not available?

Container = Field labels and Sectionheaders throughout the file.

If translated by a systemadministrator, or is a systemfield and has a system providedlanguage.

Note: The candidate file container isalways translated into all candidatefacing languages. The requisitionfile container may not alwaysbe completely translated intoall candidate facing languagesbecause only career sectionexposed sections need to betranslated into all available systemlanguages.

If the field is a custom field thatthe system administrator has nottranslated.

Data = Information provided by anend user in the file.

If it was provided by an end user inthat language.

When the value specified by the enduser has an equivalent selectionvalue available in that language.

When the field used is unilingualand presented to the user in thesame text regardless of language.

If the end user has not provideda value in that language and thefield is a multilingual text field (forexample, most compensation fieldsare multilingual text fields).

The following table indicates in which language the PDF content (container and data) is beingtranslated.



Container Data

Requisition File

• Requisition Approval

• Offer Approval

From Tasks: The approver’sconnected language.

From eShare: The approver’spreferred message language, or ifa login to eShare is required, thelanguage specified upon enteringthe eShare Response Center.

Same as container except there is afallback if data is not translated intothe user’s language.

Fallback: Requisition baselanguage.

Candidate File

• ACE Candidate Alert

• Share Candidate

If the recipient is a Recruiting Centeruser, the recipient’s preferredcorrespondence language is used;otherwise, the eShare sender’scontent language is used.

Candidate file submission language.

Candidate File

• Offer Approval



Candidate file submission language.

Offer File

• Offer Approval



Same as container. No fallbackexists in this case.

File recipients will receive files based on the situations outlined. File content will appear in thelanguage(s) specified. When a language is not available in the language specified, the PDF will renderbut impacted container/data will be absent.

Here are two examples to illustrate this point as well as guidance on how to resolve it:

Scenario 1: Candidate data presented in PDF to share recipient during share function.

If a candidate applies in Japanese and the share sender's content language preference is English,the share file generated as well as all labels will be in English. Data for the submission file will beunilingual and will render for the user in English for selector fields and Japanese for text fields (thismeans things like resume text, cover letter text, work experience and education will come through fine).However, any profile based multilingual text and text area fields will not render for the user. This meansfor example that if the candidate has entered data into a candidate UDFs text field, it will not render tothe share recipient if sent by an English content language share sender.

To work past this: If the share sender is sending a Japanese candidate submission and wants the datato be rendered in Japanese to the share recipient, he/she should change his/her content languagepreference under My Setup to Japanese prior to conducting the share action.

Scenario 2: Requisition approval request not translated into the user's specified content language.



If a requisition is created in English but a user's preferred content language is French, if the requisitionhas not been translated into French and is routed to that user for approval, fields which are multilingualtext will be missing data when it is routed for approval to that user. For example, compensation textfields and job description fields would be impacted by this.

To work past this: Customers should ensure that requisitions are translated into all content languagesused by approvers on a specific requisition. If a user does happen to receive a requisition approvalrequest and some data does not come through because it was not translated into the user's contentlanguage, the user can log into the system and change his content preference to the appropriatelanguage and then go to generate the requisition file again. This time, it will render in the updatedlanguage preference specified that contains all of the data.

Deep LinkingTaleo supports certain URLs that provide a direct access to Taleo products. Taleo also supportscertain URLs to get access to specific actions within a Taleo product.

Users can click on a hyperlink in an e-mail, portal or other environments outside Taleo's applicationand navigate directly to a screen in the application.

Using the deep linking feature, the system administrator can provide URLs to users that directly placethe user on the Recruiting home page, directly into the create requisition process, or directly into aspecific job requisition or candidate file.

If single sign-on (SSO) is used, users are directed directly where the URL points to, without having togo through the User Sign In page. If SSO is not used, users are first prompted to enter their credentialsin the User Sign In page before being able to access the page defined by the URL.

To create a URL that directs users to a specific action, specific parameters are required. For example,the following URL directs users to a specific requisition:

https://taleo.taleo.net/enterprise/publicurl/viewRequisition?requisitionNumber=8765&language=en

Paremeter Description Value

<Product URL> Taleo product identifier URL. taleo.taleo.net

<action> Action available for the product. viewRequisition

<parameter1> Parameter identifier. requisitionNumber

<value1> Key value. 8765

<parameter2> Language (fixed string). language

<value2> Language for the user to view thepage. If no language is specified,the browser language is used. Ifno language is specified by thebrowser, the default language usedis English.

en



System administrators should evaluate how users are using the product. If specific URLs areappropriate for some audiences, they should implement them to provide easier product or actionaccess.

Taleo 10 Supported Product URLsTaleo supports certain URLs that provide a direct access to Taleo products.

Change the "client.taleo.net" with the actual zone name.

Version 7.5 Taleo 10

Administrator WebTop Central Configuration

https://client.taleo.net/servlets/art.product.admin.AdminWTServlet?art_servlet_language=en

https://client.taleo.net/smartorg/index.jsf

Note: Users are redirected to the central configuration in Taleo 10.

Table of Contents page Table of Contents page

https://client.taleo.net/smartorg/smartorg/common/toc.jsf?lang=en

https://client.taleo.net/smartorg/smartorg/common/toc.jsf

Sign Out Sign Out

https://client.taleo.net/smartorg/smartorg/session/applicationLogout.jsf?endReason=UL

https://client.taleo.net/smartorg/iam/accessmanagement/globalLogout.jsf

Staffing WebTop Recruiting Center home page

https://client.taleo.net/servlets/art.product.recruiterwebtop.MainOperatorServlet?art_servlet_language=en

https://client.taleo.net/enterprise/enterprise/flex.jsf

Manager WebTop Recruiting Center home page

https://client.taleo.net/servlets/art.product.hiringmanagerwebtop.HiringManagerWebTopServlet?art_servlet_language=en

https://client.taleo.net/enterprise/enterprise/flex.jsf

Note: Users are redirected to the center stage.

Internal Career Section Internal Career Section

https://client.taleo.net/careersection/x/jobsearch.ftl?lang=en

https://client.taleo.net/careersection/x/jobsearch.ftl?lang=en

X must be replaced by the ID of the internal careersection

X must be replaced by the ID of the internal careersection




Career Section - Job Application Career Section - Job Application

https://client.taleo.net/careersection/<cs_no>/jobapply.ftl?lang=<language>&job=<contest_no_OR_req_id>

https://client.taleo.net//careersection/<cs_no>/jobapply.ftl?lang=<language>&job=<contest_no_OR_req_id>

<cs_no> needs to be the number of the careersection.<language> needs to be replaced with thelanguage abbreviation code.<contest_no_OR_req_id>needs to be replaced with the requisition number or therequisition identification id.

<cs_no> needs to be the number of the careersection.<language> needs to be replaced with thelanguage abbreviation code.<contest_no_OR_req_id>needs to replaced with the requisition number or therequisition identification id.

Career Section - Job Details Career Section - Job Details

https://client.taleo.net/careersection/<cs_no>/jobdetails.ftl?lang=<language>&job=<contest_no_OR_req_id>

https://client.taleo.net//careersection/<cs_no>/jobdetails.ftl?lang=<language>&job=<contest_no_OR_req_id>



Career Section - Job Referral Career Section - Job Referral

https://client.taleo.net//careersection/<cs_no>/jobrefer.ftl?lang=<language>&job=<contest_no_OR_req_id>

https://client.taleo.net//careersection/<cs_no>/jobrefer.ftl?lang=<language>&job=<contest_no_OR_req_id>



Onboarding New Hire Portal Onboarding New Hire Portal

https://client.taleo.net/newhireportal/index.jsp https://client.taleo.net/newhireportal/index.jsp

Onboarding Onboarding

https://client.taleo.net/onboarding/index.jsf https://client.taleo.net/onboarding/index.jsf

Taleo Scheduling Center Taleo Scheduling Center

https://TSC.taleo.net/zoneuser/mainMenu.action https://TSC.taleo.net/zoneuser/mainMenu.action

Performance Performance




https://client.taleo.net/orion/flex.jsf?lang=en https://client.taleo.net/orion/flex.jsf?lang=en

Taleo 10 Supported Action URLsTaleo supports certain URLs to get access to specific actions within a Taleo product.


Create a requisition Create a requisition

https://client.taleo.net/servlets/art.product.hiringmanagerwebtop.HiringManagerWebTopServlet?art_ip_action=CreateRequisition&art_servlet_language=en

http://client.taleo.net/enterprise/publicurl/createRequisition

Open a requisition Open a specific requisition

https://client.taleo.net/servlets/art.product.hiringmanagerwebtop.HiringManagerWebTopServlet?art_volatile_submited=false&art_ip_action=RequisitionPreview&reqAction=preview&reqToDelete=&reqNoToDelete=&caller_window_initial_language=&caller_window_form_name=&filterChange=0&sortAction=noSort&show_inactive_req=0&action=&requisitionNo=RequisitionNo&displayCurrentPageElement=&jrlSelectedReq=&nextFrame=GenericPage&requisition=&ComponentID=&ListNavigatorActionjrlLN=NO+BUTTON&LHCIdToSortjrlLH=&LHCIdToSwitchjrlLH=&ListHeaderActionjrlLH=&ToolbarActionToExecuteID=&toolbar_submitted=0&jrlLF=-1&art_servlet_language=en

http://client.taleo.net/enterprise/publicurl/viewRequisition?requisitionNumber=8765

Instead of requisitionNumber you can alsospecify the contest number: http://client.taleo.net/enterprise/publicurl/viewRequisition?contestNumber=TOR0000334

Open a candidate list specific to a requisition Open a candidate list specific to a requisition

https://client.taleo.net/servlets/art.product.hiringmanagerwebtop.HiringManagerWebTopServlet?art_volatile_submited=false&art_ip_action=HMWCentricCandidateListController&reqAction=noAction&reqToDelete=&reqNoToDelete=&caller_window_initial_language=&caller_window_form_name=&filterChange=0&sortAction=noSort&show_inactive_req=0&action=open&requisitionNo=RequisitionNo&display

http://client.taleo.net/enterprise/publicurl/viewCandidates?requisitionNumber=8765




CurrentPageElement=&jrlSelectedReq=&nextFrame=GenericPage&requisition=&ComponentID=&ListNavigatorActionjrlLN=NO+BUTTON&LHCIdToSortjrlLH=&LHCIdToSwitchjrlLH=&ListHeaderActionjrlLH=&ToolbarActionToExecuteID=&toolbar_submitted=0&jrlLF=-1&art_servlet_language=en

Open a candidate file or candidate submission Open a candidate file or candidate submission

https://client.taleo.net/servlets/art.product.hiringmanagerwebtop.HiringManagerWebTopServlet?art_ip_action=HMWCentricCandidateListController&art_servlet_language=en&action=linkToCFile&requisitionNo=RequisitionNo&currentListContextNo =9&isOpening=1&currentElementPosition=0

http://client.taleo.net/enterprise/publicurl/viewProfile?candidateNumber= 5159http://client.taleo.net/enterprise/publicurl/viewApplication?applicationNumber=35097

Open a candidate list for manager Open a candidate list for manager

https://client.taleo.net/servlets/art.product.hiringmanagerwebtop.HiringManagerWebTopServlet?art_ip_action=RequisitionList&art_servlet_language=en&open=true

http://client.taleo.net/enterprise/publicurl/viewRequisitions

View an offer

http://client.taleo.net/enterprise/publicurl/viewOffer?offerNumber=15066

View recruiting tasks

http://client.taleo.net/enterprise/publicurl/tasks

Approve a requisition

http://client.taleo.net/enterprise/publicurl/tasks?type=approveRequisition&requisitionNumber=7317

Approve an offer

http://client.taleo.net/enterprise/publicurl/tasks?type=approveOffer&offerNumber=18787

Extend an offer

http://client.taleo.net/enterprise/publicurl/tasks?type=extendOffer&offerNumber=15066

Extend posting




http://client.taleo.net/enterprise/publicurl/tasks?type=posting&requisitionNumber=8178

Amend an approval path

http://client.taleo.net/enterprise/publicurl/tasks?type=amendApprovalPath&requisitionNumber=7498

Finalize start date

http://client.taleo.net/enterprise/publicurl/tasks?type=finalizeStartDate&offerNumber=10437

Confirm employee presence

http://client.taleo.net/enterprise/publicurl/tasks?type=confirmEmployeePresence&applicationNumber=7322

Complete selection process

http://client.taleo.net/enterprise/publicurl/tasks?type=completeSelectionProcess&applicationNumber=7347

Ready for sourcing

http://client.taleo.net/enterprise/publicurl/tasks?type=readyForSourcing&requisitionNumber=5300

Contribute

http://client.taleo.net/enterprise/publicurl/tasks?type=contribute&requisitionNumber=7517

Sourcing strategy to be defined

http://client.taleo.net/enterprise/publicurl/tasks?type=sourcingStrategyToBeDefined&requisitionNumber=7537

To be completed

http://client.taleo.net/enterprise/publicurl/tasks?type=toBeCompleted&requisitionNumber=7483

To be filled

http://client.taleo.net/enterprise/publicurl/tasks?type=toBeFilled&requisitionNumber=6477




Verify

http://client.taleo.net/enterprise/publicurl/tasks?type=verify

Settings, Security, Legal Agreements

• Global Settings and Recruiting Settings..........................................................................38• Regional Settings.............................................................................................................43• Security Policy Settings................................................................................................... 48• Legal Agreements............................................................................................................52

Settings, Security, Legal Agreements Global Settings and Recruiting Settings


Global Settings and Recruiting Settings

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

There are two types of settings:

• Global settings: Settings related to multiple Taleo products.• Product settings: Settings specific to each Taleo product, for example, Recruiting, Onboarding, or

Performance.

This table provides paths to access global settings and product specific settings.

Settings

Product Location

Global settings Configuration > [General Configuration] 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

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

A setting is assigned one of the following security levels:

Security Level Description

Public A system administrator can view and change the setting.

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

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

For a list of all available settings, refer to the Excel file entitled Taleo 10 SP3 Settings.xls.



Important Note: (ID 312) It may happen that a system administrator is able to view a setting but is

unable to edit it. If this is the case and a setting needs to be modified, please contact Taleo Supportand they will make the desired change.

Taleo 10 SP2 Settings with Modified Default ValueIn Taleo 10 SP2, the default value of some settings was modified.

Important Note: (ID 276) This change applies only to new zones, not migrated zones.

Setting Name New Default Value Former Default Value Location

Ability to ReopenRequisitions

Yes No Configuration >[Recruiting] Settings

Ace Alert Option Default Ace Alert based onrequirements and assets

Ace Alert based onrequirements and scoring

Configuration >[Recruiting] Settings

Allow Admin UserPermission Updates


Approval Workflow Type Position Approval None Configuration >[Recruiting] Settings

Attached File MaximumSize

512000 100000 Configuration > Settings

Automatically RejectCandidates when Closinga Requisition


Career Section HitsTracking Activation

Yes No Configuration > [CareerSection] Settings

Career Section LatestPage Tracking Activation

Yes No Configuration > [CareerSection] Settings

Communication ChannelURL

Empty en=https://sjasp1.taleo.net/mywebtop


Conceptual SearchActivation


Confirm EmployeePresence Reminder

3 No reminder Configuration >[Recruiting] Settings

Default History EventCategories

Attachments, CandidateProgression, Comments

Attachments Configuration >[Recruiting] Settings




Differentiate Internal andExternal Questions


Display IdentificationMissing Candidates

No Yes Configuration >[Recruiting] Settings

Disqualified CandidateReporting Activation

Enabled Disabled Configuration > Settings

Enable DisqualificationQuestions

Yes No Configuration> [Recruiting]SettingsConfiguration >[Career Section] Settings

Enable eShare Email forResponse Center Access

Yes No Configuration > Settings

Enable New Hire Portal toDisplay New Layout

Yes No Configuration >[Onboarding] Settings

Enable Resume Parsing Yes No Configuration> [Recruiting]SettingsConfiguration >[Career Section] Settings

Explanation inDisqualification Questions


Highlight Keywords AfterSearch


Interview ManagementActivation


Invitation To Self-identify None 0 Configuration > [CareerSection] Settings

Job Posting Notification(Internal Candidates)


Maximum Size ofCandidate Attachment

512000 500000 Configuration > [CareerSection] Settings

Merge Form Activation Yes No Configuration >[Recruiting] Settings

My Webtop Offer ChannelActivation





OFCCP Search TraceCandidate IDs Activation


Offer Start Date TimeZone Activation

Yes **empty** Configuration >[Recruiting] Settings

Posting AccountPrecedence Order

User Requisition User Configuration >[Recruiting] Settings

Request More Info Active None 0 Configuration > [CareerSection] Settings

Requisition NumberControl

By the System By the User or the System Configuration >[Recruiting] Settings

Requisition Number InitialValue

1 100 Configuration >[Recruiting] Settings

Requisition Number PrefixBase

Year of creation Job Configuration >[Recruiting] Settings

Requisition NumberSequence Length


RMI Requirements DefaultValue

No RMI RMI based onrequirements and scoring


RMI Score Default Value 0 60 Configuration >[Recruiting] Settings

Send Rejection Letter toMatched Candidates

Never New Configuration >[Recruiting] Settings

Send Rejection Letter toRejected Candidates


Source TrackingQuestions Mandatory


SSO Enabled BetweenProducts

Yes No Configuration > Settings

Submission ScoringActivation


Tracking Mode Source Event Configuration >[Recruiting] Settings

Warning Before PostingExpires




Configuring a Setting

Prerequisite

The security level of the setting must be Public.

The Manage Settings user type permission is required.

Configuration

Steps

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

2. Locate the setting using the Refine by list or the Feature column.

3. 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 Setting

Prerequisite

The security level of the setting must be Public.

The Manage Settings user type permission is required.

For global settings:


For product settings:

Configuration > [Product name] Settings

Steps

1. Click on the name of a setting.

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

Result

The default values of the setting is restored and reflects in the application.

Settings, Security, Legal Agreements Regional Settings


Regional Settings

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

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

The regional settings of a locale consist of four elements:

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

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

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

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

Date Format

Date Formats

Format Description

Full date format Date represented by the day of the week, month, date and year. Default is EEEE,MMMM D, YYYY. Maximum number of characters: 255.

Long date format Date represented by month, date and year. Default is MMMM D, YYYY. Maximumnumber of characters: 255.

Medium date format Date represented by date, month and/or year. Default is MMM D, YYYY. Maximumnumber of characters: 255. In the case of regions that do not use commas, periodsor slashes with dates, an additional format is included that is specific to the region.When no date format is selected, the medium format is the default format used by theapplication.

Short date format Date represented by date, month and/or year. Default is M/D/YY. Short date formatsare used for lists and calendars. Numeric values only.

Shortest date format Date represented by date and month. Default is DMMM. Shortest date format areused in candidate files and other lists that include many columns. Click Default to setthe default date format



Details About Date Format

Format Description

Text A date element that always appears in the form of text, such as days of the week, willbe 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 dateelement “DD” is part of the date format, the ninth day of the month will be displayedwith a leading zero, thus, “09”. If the date element is “D”, however, the system willdisplay “9” without a leading zero.

Text and Numbers When the date format element is composed of one or two characters, a numeric valueresults. For example, if the date format element is “M” or “MM”, the month of Februarywill be depicted as “2” and “02” respectively. On the other hand, a date format elementmade 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 willbe displayed as “February”.

Date Format Syntax

Symbol Meaning Presentation Example(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 escapecharacter)

Literal



Locale Identifier

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

Configuring the Currency

Prerequisite

Configuration > [Recruiting] Administration > Regional Settings

Steps

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 ofdecimals for currencies used in Taleo Recruiting are now configured and will be applied each time acurrency is displayed in Taleo Recruiting.

Next Step

Configuring the date format.

Configuring the number format.



Selecting a locale.

Configuring the Number Format

Prerequisite


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 inTaleo Recruiting are now selected and will be applied in Taleo Recruiting each time numbers aredisplayed.

Next Step


Configuring the currency.

Selecting a preferred locale.

Configuring the Date Format

Prerequisite


Steps


2. Click the Date tab.

3. Select a value for each setting.

4. Click Done.

Result

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

Next Step


Configuring the currency.

Selecting a preferred locale.

Selecting a Preferred Locale

Prerequisite

More than one locale must be available.




Steps


2. Click the General tab.

3. Select a value.

4. Click Done.

Result

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

Next Step


Configuring the currency format.


Settings, Security, Legal Agreements Security Policy Settings


Security Policy Settings

Security PolicySecurity policies are settings related to the sign in, user account, password and forgot passwordprocesses.

Settings for the following features can be modified:

• Sign in• User Account• Password• Forgot password

A History section provides information on actions performed on security settings such as the date andtime, a description and details on the action, as well as the “actor” (person or system) who performedthe action.

For details on security policy settings, look at the list entitled Security Policy Settings.

Security Policy Settings

Security Policy - Sign In Settings

Setting Description

Display the link "Forgot your password?" Yes (default), No. When Yes is selected, the Forgotyour Password link is displayed in the Sign In page.

Show the legal agreement to users at login. Yes, No (default).

Security Policy - User Account Settings

Setting Description

Number of incorrect sign-in attempts allowed per userbefore his/her account is locked

Unlimited, 3 (default), 5, 10, 15, 20, 100. Determinesthe maximum number of times a user can enterincorrect information during sign-in before the user’saccount is locked.

Period during which the system prevents access to anaccount that has been locked

Permanent (default); 2, 5, 10, 15 minutes; 1, 4 hours; 1day; 1 week; 30 days.

When creating a user account, send an email to user toconfirm registration and password.

Yes, No (default).

When creating a user account, generate automaticallya user name.

Yes, No (default).



Security Policy - User Account Settings

Setting Description

When creating a user account, generate automaticallya password.

Yes, No (default).

Security Policy - Password Settings

Setting Description

Allow a password to be valid for X days (leave the fieldempty if you want passwords to be always valid)

Number of days before a user must change his/herpassword. Putting no values means that the passwordis always valid.

When a password change is required, prevent thereuse of the previous X passwords

Number of password changes required before a usercan use a password that he/she has used previously.Putting 0 means that the feature is disabled. 0 (defaultvalue).

Require passwords that contain at least X characters 6 to 20.

Require passwords that contain no more than Xcharacters

6 to 50. The system will start counting the number ofcharacters from the maximum number of charactersselected in the setting “Require passwords that containat least x characters”. For example, if you selected 10characters, the system will indicate a possible valuebetween 10 and 50.

Require passwords that contain at least X letters of theRoman alphabet

0 to 20. The number of characters cannot exceed thenumber indicated in the setting “Require passwordsthat contain at least x characters”.

Require passwords that contain at least X lowercaseletters of the Roman alphabet


Require passwords that contain at least X uppercaseletters of the Roman alphabet


Require passwords that contain at least X numericcharacters


Require passwords that contain at least X charactersother than letters and numbers (! # $ % & ( ) * + , - . / : ;< = > ? @ [ ] _ ` { | } ~)


Require passwords that contain no more than Xidentical consecutive characters

2, 3, 4, 5. The number of characters cannot exceed thenumber indicated in the setting “Require passwordsthat contain at least x characters”.

Require passwords that do not contain the user's firstname

Yes, No (default).



Security Policy - Password Settings

Setting Description

Require passwords that do not contain the user's lastname

Yes, No (default).

Require passwords that do not contain thecorresponding user name

Yes (default), No.

Require passwords that do not contain the user's emailaddress

Yes, No (default).

Security Policy - Forgot Password Settings

Setting Description

Use this method to change passwords For details, see below.

Number of incorrect attempts allowed per user to enterthe email address

3, 5

Lock a user’s account when the number of incorrectattempts allowed to enter the email address isexceeded

Yes, No.

Details regarding the setting “Use this method to change passwords”

The change password procedure contains six options of authentication:

Options of the “Use this method to change passwords” Setting

Option Description

Access Code An email containing an access code is sent to the useronce the user has confirmed his/her email address.

Security Questions The user is asked to answer the security questionpreviously entered in his/her profile. If the answer iscorrect, the user is invited to enter a new password.

Security Questions and Access Code The user is asked to answer the security questionpreviously entered in his/her profile. If the answer iscorrect, an email containing an access code is sentto the user once the user has confirmed his/her emailaddress.

Security Questions or Access Code The user is asked to answer the security questionpreviously entered in his/her profile. If the answer iscorrect and the user has an email address, an accesscode is sent to the user once the user has confirmedhis/her email address. If the user does not have anemail address and the answer to the security question



Options of the “Use this method to change passwords” Setting

Option Description

is correct, the access is granted to the application andthe user is invited to change his/her password.

Security Questions and/or Access Code When this option is activated, one of the followingsituation will happen. Se the Security Questions and/OrAccess Code table.

Contact System Administrator The user is asked to contact the system administrator.Only the system administrator can then generate a newpassword and communicate it to the user.

Details regarding the “Security Question and/or Access Code” option

The user has an email address Security questions were activated

Yes Yes The user will have to answer thesecurity questions correctly and anaccess code will be emailed.

Yes No The user will receive an accesscode by email.

No Yes The user will have to answer thesecurity questions correctly to beable to access the application.

No No The user will be asked to contactthe technical support.

Configuring Security Policies

Prerequisite

The Manage security policies user type permission is required.

Configuration > Security Policies

Steps

1. In the Security Policies page, click Edit next to a topic.

2. In the Editor page, select a value for each required setting.

3. Click Save.

Settings, Security, Legal Agreements Legal Agreements


Legal Agreements

Legal AgreementA legal agreement is a disclaimer text activated by the system administrator and displayed to userswhen accessing a Taleo solution.

Taleo clients can create a legal agreement that users must agree to abide by before they can log intoTaleo products that use SmartOrg for login purposes. The text of such agreements typically remind allusers that the computers they are accessing are government- or private industry-owned and must beused in accordance with good security practices.

The system administrator is responsible of entering the disclaimer text either by typing the text or bypasting 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 aTaleo solution (except the Career Section).

Taleo clients can create any number of legal agreements and change the currently active agreement atany time, however, only one agreement can be active at a time. The system will display the active legalagreement to users if the legal agreement setting was activated.

If the legal agreement feature is implemented, pages are typically displayed to users in the followingorder:

• 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 tochange the sequence, in which case the Taleo product list page is “protected” and pages are displayedin the following order:

• Legal Agreement page• User Sign In page• Taleo product list page

Benefits

• Organizations can explain and enforce agreement with its rules governing acceptable, secure useof the products and the equipment used

Configuration

The following setting must be enabled to display the legal agreement text to users when they sign in.

Setting


Show the legal agreement to usersat login

• No

• Yes

Configuration> Security Policies >Sign in

The following permission is required to create and edit the disclaimer text.




Name Location

Manage legal agreements Configuration > [SmartOrg] Administration > UserTypes > Configuration > Security Management

Creating a Legal Agreement

Prerequisite

The Manage legal agreements user type permission is required.

Configuration > Legal Agreements

Steps

1. Click Create.

2. Complete fields as required.

3. Apply formatting to the text to organize information, facilitate readability and draw attention toparticular passages.

4. Click Save.

Next Step

Activating the legal agreement.

Modifying a Legal Agreement

Prerequisite



Steps

1. Click on a legal agreement.

2. Click Edit next to properties.

3. Modify fields as required.

4. Click Save.

Deleting a Legal Agreement

Prerequisite

The 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 is permanently deleted from the database. If the legal agreement was active, itwill no longer be displayed to users when signing in a Taleo solution.

Activating a Legal Agreement

Prerequisite


Only one legal agreement can be activated at a time.

The 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 is displayed to users in Taleo solutions if the Show the legalagreement to users at login security policy is set to Yes.

Deactivating a Legal Agreement

Prerequisite


The 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 is no longer displayed when users sign in a Taleo solution.

Displaying the Legal Agreement to Users at Login

Prerequisite

The Manager security policies user type permission is required.


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.

Hiding the Legal Agreement to Users at Login

Prerequisite

The Manager security policies user type permission is required.


Steps

1. Click Edit next to Sign In.

2. Select No for the Show the legal agreements to users at login setting.

3. Click Save.

Foundation Data

• Organization - Location - Job Field................................................................................. 57• Department.......................................................................................................................77• Position.............................................................................................................................82

Foundation Data 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 isorganized in the application.

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

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

Organization Structure

Company

Sector

Department

Division

Location represents a geographical area, such as a country or state. Locations are listed in ahierarchical 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 networklocations used for various purposes, mainly integration with external systems, using a commonand standard universal structure. Taleo strongly recommends defining a zipcode for the location. Acommon location structure is:

Location Structure

Country

State/Province

Region

City

Work Location

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 theexternal 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 bechosen to better reflect the structure of a company:

Job Field Structure

Category

Function

Specialty

Although Organization-Location-Job Field structures are configured with the help of a Taleorepresentative during the implementation phase (Implementation operation mode), modifications tostructure elements can be done in maintenance mode at any time. It is possible to customize theapplication 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 selection workflow• requisitions and requisition templates• message templates• onboarding processes• reporting• integration• user management• source tracking• prescreening competencies, questions and assessments• approvals• etc.

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

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

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

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



When using contextualization, the system applies the AND operator between Organizations, Locationsand 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 Architecturewere selected.

Location Canada

Job Field Architecture

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

Location Canada

Location United States

Job Field Architecture

Configuration

To manage organizations, locations and job fields in SmartOrg, the following permission is required.


Name Location

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

MappingMapping is essential to the Organization, Location, and Job Field concept because it allows thecreation 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 acompatible format. Mapping locations, for example, helps the application to communicate locationinformation to job boards when posting a requisition. The two systems agree that the data structurelocation will represent a geographical place such as a country, a state or a city. The systems are thenable 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 toyour organization’s needs. The structure that you establish in the Structure Editor will form the basis ofthe Organizations, Locations, and Job Fields throughout the application.

Creating the Organization-Location-Job Field Structure

Prerequisite

The Manage Foundation Data user type permission is required.

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.

For organizations and job fields, the levels must be displayed in sequence. For example, youcan 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 Structure

Prerequisite




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 3and not 4, but you cannot display 1, 2, 4, but not 3.

7. Click Save.



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

Prerequisite


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 Structure

Prerequisite



If you want to delete a level in the Organization structure, you must first move elements that areattached 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 theOrganizations-Locations-Job Fields structure and to manage their children.

Creating an Element for the Organization-Location-Job Field Structure

Prerequisite


The application must be in implementation mode or maintenance mode.

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

For an element to be active, all of its parents must be active. If not, the Active (Pending) status willappear 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 Structure

Prerequisite


The application must be in implementation mode or maintenace mode.


Steps

1. Click Element Management under Organizations, Locations or Job Fields.2. Click Edit in the Actions column.3. Make the required changes.4. Click Save.

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

Prerequisite


The application must be in implementation mode or maintenance mode.

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


Steps

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

Prerequisite




Steps

1. Click Element Management under Organizations, Locations or Job Fields.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 reassignthe 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 theorganization, location or job field are now reassigned to the organization, location or job fieldselected above.

Adding an Element to the Location or Job Field Structure

Prerequisite




Steps

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

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 Fieldelements in SmartOrg to ensure that the foundation data structure reflects changes to their businessprocess structure.

Reports mention whether the status of an Organization-Location-Job Field element is Active orInactive. In addition, if you deactivate Organization-Location-Job Field elements, they are no longerdisplayed 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 informationis retained for reporting purposes.

If a parent Organization, Location, or Job Field element is deactivated or reactivated, all child elementsare 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. TheOrganization-Location-Job Field element is not displayed, however, in Organization-Location-Job Fieldselectors (e.g., Location Selector) if a user creates a new record or edits an existing one. RecruitingCenter users can delete a deactivated Organization-Location-Job Field element from an existingrecord.

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

Career Section Impact

• If an Organization-Location-Job Field element is part of a candidate’s profile and the element isdeactivated, the system continues to display the element in the profile. Candidates cannot add adeactivated Organization-Location-Job Field element to their profile.



• A candidate cannot add a deactivated Organization-Location-Job Field element to a new search.• A candidate cannot add a deactivated Organization-Location-Job Field element to a saved search.• If the candidate runs a saved search that includes a deactivated Organization-Location-Job Field

element, the search uses the next higher active Organization-Location-Job Field element; if there isno parent element, the criteria is excluded from the search.

• If a saved search contains a deactivated Organization-Location-Job Field element, the search usesthe closest active parent element. The deactivated Organization-Location-Job Field element isignored if no parent element exists.

Recruiting Center Impacts

Recruiting Center

Functionality Impact

A deactivated Organization-Location-Job Field element can be included in searchcriteria. This enables the user to retrieve candidates whose candidate file includes anOrganization-Location-Job Field element that has since been deactivated.

Advanced searchIf a saved search includes an Organization-Location-Job Field element that has sincebeen deactivated, the element remains part of the search strategy and the searchresults. The element remains a search criterion if the search is repeated.

If an Organization-Location-Job Field element is deactivated, it continues to bedisplayed in a candidate file.

A deactivated Organization-Location-Job Field element is no longer displayed if theProfile tab is edited. This is recorded in the History tab.

If a user creates a candidate file or a candidate creates a profile, deactivatedOrganization-Location-Job Field elements are displayed in the Organization-Location-Job Field Selector windows.

A deactivated Organization-Location-Job Field element has no effect on sourcetracking contextualization.

Candidate File

A deactivated Organization-Location-Job Field element has no effect on LUDSselection contextualization.

Candidate Match A deactivated Organization-Location-Job Field element is not displayed.

Correspondence The system continues to use deactivated Organization-Location-Job Field elementsfor contextualization of template.

If a Job is selected, it continues to be displayed if it is deactivated afterward.

If a Job is selected, and the Job element is later deactivated, and a user thenattempts to edit the Job, the deactivated Job continues to be displayed and can beedited.

Offers (Competitive/Expectation)

If a Job is deactivated, it is no longer displayed in the Selector window.



Recruiting Center


Prescreening questions and disqualification questions retain their association withdeactivated Organization-Location-Job Field elements.

A deactivated Organization-Location-Job Field element is not displayed.

Questions associated with a deactivated Organization-Location-Job Field elementare only displayed if the user selects an element and then selects Show all questions.

Prescreening andDisqualificationQuestions

Questions keep their Active status even if the associated Organization-Location-JobField element has been deactivated.

Requisitions and templates retain their association with deactivated Organization-Location-Job Field elements.


Requisitions associated to a deactivated Organization-Location-Job Field elementare only displayed if they are associated with other Organization-Location-JobField elements whose status is Active. For example, a Location element has beendeactivated but the corresponding Job Field and/or Organization elements have anActive status.

When editing requisitions and templates that contain a deactivated Organization-Location-Job Field element, the requisitions retain their Active status.

If users edit the requisition, this action does not affect the requisition’s associationwith the deactivated Organization-Location-Job Field element.

When editing requisitions and templates that contain a deactivated Organization-Location-Job Field element, the deactivated Organization-Location-Job Field elementis not displayed in the Organization-Location-Job Field Selector windows (e.g.:Location Selector).

When creating a requisition or a template, a deactivated Organization-Location-JobField element is not displayed.

When creating a requisition or a template, a deactivated Organization-Location-JobField element is not displayed in Organization-Location-Job Field Selector windows(e.g.: Location Selector).

Requisition Templates

When duplicating a requisition or a template, a deactivated Organization-Location-Job Field element is not displayed in Organization-Location-Job Field Selectorwindows (e.g.: Location Selector).

CompetenciesCompetencies associated with a deactivated Organization-Location-Job Fieldelement are only displayed if the user selects an element and then selects Show allquestions.



Recruiting Center


Competencies retain their association with deactivated Organization-Location-JobField elements.

Competencies keep their Active status even if the associated Organization-Location-Job Field element has been deactivated.


When selecting a requisition, a deactivated Organization-Location-Job Field is notdisplayed.

When selecting a requisition, the requisition can be selected based on deactivatedOrganization-Location-Job Field’s next highest active parent element.

When creating an Organization-Location-Job Field block, a deactivated Organization-Location-Job Field is not displayed in the Organization-Location-Job Field Selectorwindow.

When editing an Organization-Location-Job Field block, a deactivated Organization-Location-Job Field is not displayed in the Organization-Location-Job Field Selectorwindow

When editing an Organization-Location-Job Field, an update is logged on the Historytab.

In source tracking, a deactivated Organization-Location-Job Field has no impact onsource tracking contextualization.

Candidate Creation(Capture Resume)

In Personal Information LUDS, a deactivated Organization-Location-Job Field has noimpact on element contextualization.

Configuration Impact


Feature Impact

In view mode, an agency that has a deactivated Organization-Location-Job Fieldis displayed and the Organization-Location-Job Field value is displayed.

In edit mode, a deactivated Organization-Location-Job Field is displayed andcan be saved.

Agency

When adding an agency, a deactivated Organization-Location-Job Field is notdisplayed in the Organization-Location-Job Field Selector window.

AgentIn view mode, an agency that has a deactivated Organization-Location-Job Fieldis displayed and the Organization-Location-Job Field value is displayed.




Feature Impact


When adding an agent, a deactivated Organization-Location-Job Field is notdisplayed in the Organization-Location-Job Field Selector window.

In view mode, tasks that include a deactivated Organization-Location-Job Fieldare displayed and the Organization-Location-Job Field value is displayed.


Automated Task

When adding a task A deactivated Organization-Location-Job Field is notdisplayed in the Organization-Location-Job Field Selector window.

In view mode, a deactivated Organization-Location-Job Field is not displayed butis displayed on the Display Context tab.

In edit mode, a candidate selection workflow can be “resaved” with Organization-Location-Job Field if unchanged.Candidate Selection Workflow

When adding a candidate selection workflow, a deactivated Organization-Location-Job Field is not displayed in the Organization-Location-Job FieldSelector window.

In view mode, a deactivated Organization-Location-Job Field is displayed.

In edit mode, a deactivated Organization-Location-Job Field is displayed andcan be saved anew.

Career Section DiversityForms

When adding a form, a deactivated Organization-Location-Job Field is notdisplayed in the Organization-Location-Job Field Selector window.

In view mode, a deactivated Organization-Location-Job Field is displayed.Career Section - Job SearchFilter When adding a search filter, a deactivated Organization-Location-Job Field is

not displayed in the Organization-Location-Job Field Selector window.

In view mode, a deactivated Organization-Location-Job Field is displayed.Career Section Organization-Location-Job FieldAssociations

When adding an association, a deactivated Organization-Location-Job Field isnot displayed in the Organization-Location-Job Field Selector window.


Career Section Statements In edit mode, a deactivated Organization-Location-Job Field is displayed and thestatement can be “resaved” and activated if the Organization-Location-Job Fieldelement has not been edited.




Feature Impact

When adding a statement, a deactivated Organization-Location-Job Field is notdisplayed in the Organization-Location-Job Field Selector window.


In edit mode, a deactivated Organization-Location-Job Field is displayed andcan be saved anew.Career Section - URL builder

When creating an URL, a deactivated Organization-Location-Job Field is notdisplayed in the Organization-Location-Job Field Selector window.

In view mode, a deactivated Organization-Location-Job Field is not displayed.

In view mode, templates can be retrieved under the next highest parent elementof the deactivated Organization-Location-Job Field.


Correspondence

When adding correspondence, deactivated Organization-Location-Job Field isnot displayed in the Organization-Location-Job Field Selector window.

When editing large selection elements, a deactivated Organization-Location-Job Field is not displayed in drop-down lists and the value is lost if the userclicks Save. Only the next highest active parent is displayed in drop-down lists.contextualization.

Custom Large SelectionElements

When adding a custom large selection, a deactivated Organization-Location-JobField is not displayed in the Organization-Location-Job Field Selector window.

In view mode, a deactivated Organization-Location-Job Field is not displayed.

In edit mode, a deactivated Organization-Location-Job Field is displayed in theProperties section.

In edit mode, a source tracking configuration can be edited and “resaved” if theOrganization-Location-Job Field has not been edited.

Source Tracking

When adding a source, a deactivated Organization-Location-Job Field is notdisplayed in the Organization-Location-Job Field Selector window.

Taleo Connect Client Impact

Deactivation is available via Taleo Connect Client (TCC).Web Services Impact

Deactivation is available via Taleo Connect Client (TCC).

Important Note: (ID 294) When deactivating Organization-Location-Job Field (OLF) elements, there

are certain behaviors that are important to note. There are some areas where the deactivated elements



will still appear for the system administrator when using the Taleo Configuration module. If this is aconcern, customers should refrain from deactivating OLF elements until this changes.

It is important to note that the system does effectively hide where appropriate deactivated OLFelements from both candidates and Recruiting Center users.

Specifically, system administrators can still associate (either via an add or edit action) content withdeactivated OLF elements and can still see deactivated OLF elements in the system administrator OLFtree views in the following areas within Taleo Configuration:

• Create/Modify Agency (Configuration > [Recruiting] Administration > Agencies)• Create/Modify Agent ( Configuration > [Recruiting] Administration > Agencies > Agents)• Create/Modify Task (Configuration > [Recruiting] Administration > Automated Tasks)• Create/Modify Selection - where elements are mapped to OLF (Configuration > [Recruiting]

Administration > Selection Lists > Large Selections)• Create/Modify Source (Configuration > [Recruiting] Administration > Sources)• Create/Modify OLF mapping to a given candidate selection workflow (Configuration > [Recruiting]

Administration > Candidate Selection Workflow > Workflow > Display Context Tab)• Create/Modify Job Board Account OLF Associations (on the permissions tab during create/

modify) (Configuration > [Recruiting] Administration > Job Board Accounts > Job Board AccountPermissions Tab)

• Create/Modify Department (Configuration > [Recruiting] Administration > Department List)

In addition, the following tree views within Taleo Configuration will still show deactivated OLF elements:

• Source list• Department list• Position list

Deactivating an Organization, Location or Job Field Element

Prerequisite


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


Steps

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

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

• If the element is at a lower level, you can drill down to the appropriate level by clicking theelement 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 allassociated objects (that is, requisitions, message templates, agencies, etc.) and assign a differentOrganization-Location-Job Field element to each object if necessary.


Steps1. Click Element Management under Organizations, Locations or Job Fields.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 Action Organization-Location-Job Fieldbehavior 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 configurationsuch as PDF Forms or PassportServices with Organization-Location-Job Field context

Add Not displayed

Any Future Object such as PDFForms or Passport Services withOrganization-Location-Job Fieldcontext

View Not displayed

Any Future Object such as PDFForms or Passport Services withOrganization-Location-Job Fieldcontext

Edit Not displayed

Automated Tasks for defined Organization-Location-Job Field contexts

Automated Tasks for definedOrganization-Location-Job Fieldcontexts

View Displayed to support historic dataintegrity


Edit Displayed if current/historic dataselected (to allow re-saving and




viewing without affecting dataintegrity)


Add Not displayed

Candidate File

Candidate File View Displayed to support historic dataintegrity

Candidate File Edit Displayed if current/historic dataselected (to allow re-saving andviewing without affecting dataintegrity)

Candidate File Create Not displayed

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

Candidate Search - New SearchOrganization-Location-Job Fieldpreferences

Other Not displayed

Candidate Search - Run SavedSearch 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 associationadmin/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 dataselected (to allow re-saving andviewing without affecting dataintegrity)

LUDS Add Not displayed

Offer Data

Offer Data View Displayed to support historic dataintegrity

Offer Data Edit Displayed if current/historic dataselected (to allow re-saving andviewing without affecting dataintegrity)

Offer Data Create Displayed if current/historic dataselected (to allow re-saving andviewing without affecting dataintegrity)

Onboarding Tasks

Onboarding tasks admin assignedto Organization-Location-Job Field

View Not displayed





Edit Not displayed


Add Not displayed

Onboarding Transaction

Onboarding transaction associationto legacy Organization-Location-JobField

Other Displayed to support historic dataintegrity

Onboarding transaction filtering byOrganization-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 thelisting

Requisitions

Req File Data View Displayed to support historic dataintegrity

Req File Data Edit Displayed if current/historic dataselected (to allow re-saving andviewing without affecting dataintegrity)

Req File Data Create Not displayed

Req Tree View in Recruiting Filter Not displayed

Requisition Filter by Manager orRecruiter

Filter Not displayed




Requisition Templates

Requisition Templates View Indicated as “inactivated” in thelisting

Requisition Templates Edit Not displayed

Requisition Templates Create Not displayed

Automated Tasks

Run Automated Tasks for DefinedOrganization-Location-Job Fieldcontexts

Other Displayed to support historic dataintegrity

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 thelisting

User Groups Edit Not displayed

User Groups Add Not displayed




User Groups - access to cand/reqdata per segmentation rules

Other Indicated as “inactivated” in thelisting

Departments

Departments View Displayed

Departments Edit Displayed

Departments Add Not displayed

Work Locations

Work Locations View Indicated as “inactivated” in thelisting

Work Locations Edit Not displayed

Work Locations Add Not displayed

Taleo Performance Flex GUI - Employee

Taleo Performance Flex GUI -Employee





Edit Displayed

Taleo Performance Flex GUI - Position

Taleo Performance Flex GUI -Position





Edit Not displayed

Taleo Performance Flex GUI – Job Role (Career)

Taleo Performance Flex GUI - JobRole (Career)


Taleo Performance Flex GUI – JobRole (Career)


Taleo Performance Flex GUI – JobRole (Career)

Edit Not displayed




Taleo Performance Flex GUI – Business Org

Taleo Performance Flex GUI –Business Org





Edit Not displayed

Foundation Data Department


Department

DepartmentA department represents a division or service in the company where a future employee will work.

A department is the lowest level of an organizational unit. An example of a department could be adocumentation department where technical writers, translators and editors are working.

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 imported from a Human Resource Management System (HRMS) in TaleoRecruiting using the Taleo integration service or they can be manually created by the systemadministrator. Departments can also be exported, deleted and recovered via Taleo’s integrationservice.

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

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

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

Configuration

Important Note: (ID 290) System administrators with access to department administration

can modify department data regardless of how the permission "Modify department informationimported from HRMS" is set (Configuration > [SmartOrg] Administration > User Types > Recruiting> Administration). Until this changes, system administrators should refrain from editing this data ifusing Integration to populate it. If customers are allowing their system administrators to directly modifydepartment data today, then this note can be ignored. It only applies in cases where customers areattempting to limit department editing by system administrators.

To manage departments, the following permission is required.


Name Location

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

For departments to be available in the application, the following setting must be enabled.



Setting


Enable Department • No

• Yes

No Configuration > [Recruiting] Settings

To link departments to organizations and locations, the following settings must be enabled.

Settings


Link Requisition Location toDepartment Location

• No

• Yes


Link Requisition Organization toDepartment Organization

• No

• Yes


For the system to automatically fill department-related fields when users select a department during therequisition process, the following setting must be enabled.

Setting


Department Autofill Activation • No

• Yes


Configure the following setting if you want the department to be effective when performing certainactions.

Setting


Requisition Action RequiresEffective Department

• Required ForSaving

• Required forSourcing

• Required forapproval

• Not Required

Not Required Configuration > [Recruiting] Settings

To send the department code to eQuest in order to do some reporting in eQuest, the following settingmust be enabled.



Setting


Send Department Information toeQuest When Posting Requisitions

• Yes

• No


Creating a Department

Prerequisite

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 whencreating a requisition.

Deleting a Department

Prerequisite


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.

Activating a Department

Prerequisite


The department must be created.


Steps

1. Click on a department.



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 Department

Prerequisite


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 Organization

Prerequisite

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 Location

Prerequisite

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 Location

Prerequisite


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.

Foundation Data Position


Position

PositionA position represents a job within a company.

A position indicates the type of work offered in the requisition. For example, an administrativeassistant, a technical writer, a translator, an editor are all positions within the documentationdepartment. Positions are mainly used by large organizations for headcount planning andmanagement.

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 viathe 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 theproper setting. Therefore, when users select a position when creating a requisition the position-relatedfields will be automatically filled.

Configuration

For positions to be available in the application, the following setting must be enabled.

Setting


Enable Position • No

• Yes


Viewing Information on a Position

Prerequisite

The Enable Position setting must be activated.

Configuration > [Recruiting] Administration > Position List

Steps

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

2. View the information. Information such as the position ID, position title, Organization-Location-Job Field structure associated to a position is available.

3. Click Close.

Users

• User Account Management............................................................................................. 84• User Type Management.................................................................................................. 94• Configuration Profile...................................................................................................... 103• User Group Management.............................................................................................. 105

Users User Account Management


User Account Management

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

User accounts are defined by the system administrator in SmartOrg.

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

Element Description

Personal Information • Complete name

• Postal address

• E-mail address

• Phone and cellular numbers

• Employee ID (employee records are alsomaintained in external systems like the company'sHRIS. In those systems, the employee is given aunique ID. The Employee ID field is necessary inorder to create the employee record in Taleo whenbeing fed over from an external system)

• etc.

Employee Information Used for Taleo Performance and Dynamic ApprovalRouting. Once information in this section is provided,the user's profile is updated and the person isconsidered an “employee.” Only employees can beusers 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.



Element Description

Coverage Areas User’s coverage area which represents the intersectionof a permission domain with an organization, locationand 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 Account StatusA user account is assigned a status.

User accounts can have one of the following statuses:

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 Activestatus. 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.

Employee InformationEmployee information is specific to Taleo Performance and to Taleo Recruiting for the DynamicApproval Routing feature.

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

Certain fields in the Employee Information section are not mandatory. However, when fields in thissection 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 iscorrectly 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 assignedautomatically by the system, which are Employee and New respectively.

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

A user’s general preference settings are defined by the system administrator in the User Accountfeature available in SmartOrg. However, most settings can be modified by the user in Taleo Recruiting,in the My Setup feature, to fit his/her personal preferences.

Important Note:: (ID 292) It is important at deployment to review the defaults for the Default

Recruiter and Default Hiring Manager user preference fields within My Setup. By default, if there is noDefault Recruiter or Default Hiring Manager specified for a user's preference, when the user creates arequisition he/she will be automatically listed as the "Recruiter" on the requisition. If a user has his/hername in the Default Hiring Manager field, this will take precedence and the user will have his/her nameappear in the Hiring Manager field rather than the Recruiter field. For proper behavior of managers, it isrecommended to specify this information automatically upon integration imports of manager User data.

Note for 7.5 migrations: Integration scripts from 7.5 where users were specified as Manager WebTopusers will work for the Taleo 10 migration to indicate that these users should have their namepopulated into the Default Hiring Manager field. Customers should validate this is working properlyprior to go live and that the integration script has run for all necessary users to have this datapopulated correctly.

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 selectionprocess (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. See Important Note above.

Default Recruiter Default recruiter. See Important Note above.

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 thelibraries.



User Account General Preferences

Element Description

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

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

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 alist

Tab displayed when accessing a candidate file innavigation

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 ofresidence) and last update.



Creating a User Account

Prerequisite

The Manage user accounts user type permission is required.

In the Employee Information section, certain fields are not mandatory. However, when fields in thissection 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 Rolefields, 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.

3. Complete the fields.

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 isconsidered an “employee.” Employees are used in Taleo Performance and the Dynamic ApprovalRouting.

Editing a User Account

Prerequisite



Steps

1. Click on a user account.

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


4. Click Save.

Activating a User Account

Prerequisite



Steps


2. Click Activate in Account Information.



3. Click Yes.

Deactivating a User Account

Prerequisite


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


Steps


2. Click Deactivate in Account Information.

3. Click Yes.

Result

The user account is deleted from the system.

Deleting a User Account

Prerequisite


For the deletion to be possible, the user must not own any requisitions, templates, folders; noactions 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.

Assigning a User Type to a User Account

Prerequisite



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 Account

Prerequisite



Steps



3. Click Remove next to the user type.

Result

The user type is no longer displayed.

Next Step

Assigning a user type to the user account.

Associating a Configuration Profile to a User Account

Prerequisite


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

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


Steps


2. Click Edit next to Account Information.

3. Choose a configuration profile.

4. Click Save.

Assigning a Coverage Area

Allows the system administrator to define a coverage area for a user account by selecting functionaldomains and specifying an Organization-Location-Job Field structure.

Prerequisite

The Manage user accounts permission is required.

Configuration > [SmartOrg] Administration > User Accounts



Steps

1. 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 toall organizations, locations and job fields .

Locking a User Account

Allows a system administrator to lock a user account if, for example, the user was fired.

Prerequisite



Steps

1. Click on a user account.2. Click Lock in Account Information.3. Click Yes.

Next Step

Deactivating the user account.

Transfering the user’s work items.

Unlocking a User Account

Allows a system administrator to unlock a user account if, for example, a user enters an incorrectpassword too many times and the system locks the account.

Prerequisite



Steps

1. Click on a user account.2. Click Unlock in Account Information.3. Click Yes.

Generating a Password

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

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.

Work Item DelegationWork item delegation allows a user to delegate work items to another user for a short preset period oftime.

A user delegates work items to an alternate user for a preset period of time. This can be useful duringthe time a user is on vacation or on a sick leave. When selecting a user (new owner) to whom workitems will be delegated, the following rules apply:

• The new owner must have the same user type permissions (constraints not included) as the currentowner.

• The new owner must be at least in all the same groups as the current owner.

• If the current owner is an eShare user (not a Taleo application user), the new owner must also bean eShare user.

Important Note: (ID 155) When a user delegates work items to an alternate user, if the user is a

collaborator on a requisition, the alternate user must also be made collaborator on that requisition inorder to perform the same actions as the user. The system does not automatically allow the delegatedto interact as a collaborator on behalf of the original user.

Delegating Work Items

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.

Configuration [SmartOrg] > Administration > User Accounts

Steps


2. Click Delegate in Account Information.

3. Select a user.

4. Select From and To dates.

5. Click Save.



Transferring Work Items

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.


Steps


2. Click Transfer in Account Information.

3. Select a user.

4. Click Save.

Result

Work items (requisitions, templates, folders) have been transferred permanently to another use.Note that correspondence messages are not included in the items being transferred.

Next Step

Deleting the user account.

Users User Type Management


User Type Management

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

User types are centrally managed in SmartOrg for all products.

Default user types predefined by Taleo are provided with the system. The system administrator canalso create new user types.

A user type can cumulate permissions for multiple functional domains and therefore provides accessto many products. Users are assigned a user type. Users navigate in multiple applications according topermissions specified by their user type. A user can be associated to several user types. For example,the recruiter and administrator for recruiting, and manager for performance.

Best Practices:

• It is recommended to leave untouched the Taleo default user types.• When creating a user type, it is recommended to duplicate an existing user type that has been

validated in the zone already to work properly.• If possible, use a single user type which combines all necessary permissions.

Default Recruiting User TypesDefault recruiting user types predefined by Taleo are provided with the system.

The default Recruiting user types are:

• System Administrator• Power Recruiter• Basic Recruiter• Power Manager• Basic Manager• Hourly Manager• Basic Onboarding• Power Onboarding

Important Note: (ID 275) These default user types are the ones recommended by Taleo as a

starting point for system operability and represents traditional usage patterns. It is recommended toleave untouched the Taleo default user types. Sourcing database zones come with these default usertypes. For existing and migrating zones, these user types can be manually created if desired. Oncecreated, it is recommended to duplicate an existing user type that has been validated in the zonealready to work properly.

For a list of default Recruiting user types and their default permissions, refer to the Excel file entitledTaleo 10 - SP3 - Default Recruiting User Types and Permissions.



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• Grid• Compensation• Reporting and Analytics• myTaleo• Common

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

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

Functional domains are highlighted when permissions have been granted. Also, the Expand All buttonallows the system administrator to see at a glance all domains, sub-domains and permissions grantedto 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 tomany products. A domain can be used in more than one product. The same domains are used forgroups or coverage area.

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

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



Manager User Types and Related PermissionsIn Taleo 10, several features can now be accessed by managers.

Important Note: (ID 285) Several features that managers could not access in version 7.5 can now

be accessed in Taleo 10. In version 7.5, your organization may have granted permissions to some ofthese features but the product definition was preventing access to them. For this reason, it is importantto verify the Manager user types in Taleo 10 to ensure that they are set as desired.

The table below presents Taleo 10 permissions that are recommended for re-validation for all Manageruser types. These permissions appear in the table because:

• They represent a permission that managers could not have in version 7.5 due to productconstraints.

• They represent new permissions added to allow Taleo 10 to align with the 7.5 product constraintsspecific to managers.

• They represent new permissions added to allow Taleo 10 to align with settings that may have beenconfigured in version 7.5 specifically for managers.

FunctionalDomain

Sub-Domain Permission New inTaleo 10

Recruiting Requisition Access Posting and Sourcing

Recruiting Requisition Amend an approval path created by another user (user B)

Recruiting Requisition Amend an approval path created by this user

Recruiting Requisition Approve requisitions

Recruiting Requisition Choose to pass when this user decides on behalf of anotherapprover

Recruiting Requisition Choose to pass when this user is asked to approve a requisition

Recruiting Requisition Create an approval path

Recruiting Requisition Create Requisitions > Only from a Template Yes

Recruiting Requisition Create templates

Recruiting Requisition Decide for other approvers when creating an approval path

Recruiting Requisition Manually fill (close) a requisition Yes

Recruiting Requisition Put a requisition on hold Yes

Recruiting Requisition Recover deleted templates



FunctionalDomain


Recruiting Requisition Remove approver, change decision of approver, or changeapproved requisition recipient when amending an approval pathcreated by another user

Recruiting Requisition Remove approver, change decision of approver, or changeapproved requisition recipient when amending an approval pathcreated by this user

Recruiting Requisition Reopen a filled or cancelled requisition

Recruiting Requisition Save a requisition as open

Recruiting Requisition Select Taleo system sources in selector window

Recruiting Requisition Send an approval request reminder for requisitions

Recruiting Candidates Create Candidates

Recruiting Candidates Delete Applications

Recruiting Candidates Delete Candidate Files

Recruiting Candidates Edit the information about the referring agent in the "Agents"tab

Recruiting Candidates Set candidate selection workflow event dates, Edit comments inhistory summary

Recruiting Prescreening Access question and competency libraries

Recruiting Prescreening Create and edit requisition-specific questions

Recruiting Prescreening Create Questions, Edit Questions and Competencies

Recruiting Prescreening Display scoring information (weight and result columns) -this was defined via MWT setting in Taleo 7.5, ensure thispermission is set as desired for your user types in Taleo 10.

Yes

Recruiting Prescreening Edit Profiler, Edit Models

Recruiting Prescreening Manage disqualification questions

Recruiting Prescreening Remove or delete questions and competencies

Recruiting Prescreening View and manage ACE threshold and alert recipients Yes

Recruiting Prescreening View and manage the "Request More Information" alert Yes

Recruiting Prescreening View and manage the daily recruiting report Yes



FunctionalDomain


Recruiting Sourcing Extend posting and unpost Yes

Recruiting Sourcing Invite matching candidates to apply

Recruiting Sourcing Post requisitions

Recruiting Sourcing Post to staffing agents/agencies Yes

Recruiting Sourcing Prevent and allow posting Yes

Recruiting Sourcing Request Internet mining by specialized agencies Yes

Recruiting Sourcing Request sourcing strategy by specialized agencies Yes

Recruiting Sourcing Submit ads to non-electronic media Yes

Recruiting Offer All offer and offer approval permissions - this entire module wasnot available to managers in 7.5. Ensure these permissions areset as desired for your manager user types in Taleo 10.

Recruiting Search Access advanced search

Recruiting Search Access candidate Quick and Specific search

Recruiting Search Access competencies and questions criteria

Recruiting Search Access External/Internal candidate criteria

Recruiting Search Allow the same search criteria more than once within a query Yes

Recruiting Search Allow users to select the attribute Required, Desired orExcluded

Yes

Recruiting Search Allow users to view candidates that are being considered inother active requisitions

Recruiting Search Customize advanced search queries

Recruiting Search Edit, move or delete search queries created by other users andsaved in shared folders

Recruiting Other Use Personal Folders

Recruiting Other Share Personal Folders

Recruiting Other Access Shared Folders



Creating a User Type

Prerequisite

When creating a user type, it is recommended to duplicate an existing user type that has beenvalidated in the zone already to work properly.

The Manage user types user type permission is required.

Configuration > [SmartOrg] Administration > User Types

Steps

1. Click Create.

2. Provide a code and a name.

3. Provide a description to clarify the intent of the user type.

The description is displayed in the user type selector and listed under the user account definitionpage.

4. Click Save.

5. Assign permissions in each functional domain.

Activating a User Type

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 user type is now available and the status Active appears in the User Types list.

Deactivating a User Type

Prerequisite


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 Type

Allows 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 otherlanguages, being sure to click Refresh after you select a new language and before you enter thevalues for that language.

4. Click Save.

Result

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

Editing a User Type Properties

Allows 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 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 wantto 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.

Next Step

Deleting a user type.

Deleting a User Type

Prerequisite


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 Permission

Allows a system administrator to grant access to different parts of the application, products or services.

Prerequisite



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 Permission

Prerequisite



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 whohave the user type will no longer have the permissions you revoked.

Users Configuration Profile


Configuration Profile

Configuration ProfileA configuration profile is defined by a set of settings which control how the application behaves for aspecific set of users to better fit the user experience.

It is through the configuration profile that different product behaviors can be achieved such as astreamlined manager product experience vs. a more robust recruiter product experience. Users mayhave the same set of permissions which grant access to specific features, but how a user is presentedaccess 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 aconfiguration profile associated with their user account. Configuration profiles are created in SmartOrg.Once created, a configuration profile is assigned to each user of the application via his/her useraccount. Therefore, depending on the user signing into the application, elements displayed to the userwill vary depending on the configuration profile associated to the user.

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 alsocreate new configuration profiles. Changes made to a configuration profile are applied the next time auser linked to this configuration profile logs in.

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

Configuration

To have access to the Configuration Profiles feature in SmartOrg, the following permission is required.


Name Location

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

Creating a Configuration Profile

Prerequisite

The Manage configuration profile user type permission is required.


Steps

1. Click Create.

Users Configuration Profile


2. Provide a code and a name.

3. Click on the configuration profile settings and set them as desired.

4. Click Save.

Activating a Configuration Profile

Prerequisite

A configuration profile must have the Draft or Deactivated status.



Steps

1. Click on a configuration profile.

2. Click Activate.

Next Step

Associating a configuration profile to a user account.

Deactivating a Configuration Profile

Prerequisite

A configuration profile must be activated.



Steps


2. Click Deactivate.

Deleting a Configuration Profile

Prerequisite


The configuration profile must have the Draft or Inactive status.


Steps

1. Click Delete next to the configuration profile.

2. Click Yes.

Users User Group Management


User Group Management

User GroupA user group is a group of people who need to have access to the same information (for example, agroup of people who work on the same requisitions).

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

The creation of a few groups typically simplifies the work of an organization’s users because eachgroup has access only to the information that its members need.

One group, called the Main Group is created for all users within an organization. The Main Group’sOrganization- 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 has

access, that is selecting domains and sub-domains and linking them to organizations, locations andjob 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:

Recruiting Performance Reporting and Analytics

Requisitions Succession Plans Reporting and Analytics

Search

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.• 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 therequisition list) to indicate that there is a conflict.

Benefits

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

• The use of groups allows for a greater control over the volume and content of information that usershave 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.• Flexible distribution of Reporting and Analytics documents.• Better data access management in Taleo Performance.• More flexible group definition in Taleo Recruiting.

Configuration

To create user groups, the following permission is required.


Name Location

Manage groups Configuration > [SmartOrg] Administration > UserTypes > Configuration > User Management

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

• Taleo Recruiting Center

• It is 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 whocreates, approves or manages requisitions. If a user is authorized to search, the user will be ableto view candidates of all Organization-Location-Job Field structures unless a user group usingthe recruiting search domain.

• Search and requisition are independent domains that can be individually applied to a user group.• 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 soauthorized. The user will not see information in or by group, even if their user type permissionstate otherwise – since there are no groups linked to the user to view. In addition, the user willnot see information in or by group, even if their user type permission state otherwise – sincethere are no groups linked to the user to view.

• Taleo Performance

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

• It is possible to create a user and not link the user to a group for a given domain. For allsub-domains (except for the Employee Succession Search) users will not be able to seeinformation in or by group, even if their user type permission state otherwise – since there areno groups linked to the user to view. If a user is authorized to search (sub-domain EmployeeSuccession Search), the user will be able to view employees of all Organization-Location-JobField 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 arefiled.

• Users only have access to the documents included in the folders to which their group(s) arelinked. With the exception of reporting administrators, if a user has no groups linked to areporting 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)

Creating a User Group

Prerequisite

The Manage groups user type permission is required.

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 otherlanguages, being sure to click Refresh after you select a new language and before you enter thevalues for that language.

4. Click Save.

Result

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

Next Step

Adding users to the user group.

Defining coverage areas for the user group.

Adding a User to a User Group

Prerequisite


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 Group

Prerequisite



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 automaticallybut if you move to a different page and then display the user group definition page anew, the actionyou 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 thisgroup, 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 requisitionowned by this user to a new user who belongs to the same group, reassign each requisition ownedby this user to a group to which the owner used to belong.

Deleting a User Group

Prerequisite


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 AreaA coverage area is a combination of functional domains, Organizations, Locations and Job Fields thattogether determine the scope of information available to a specific user group.

The coverage areas of a group define exactly what kind of information is available to the group’smembers. A coverage area typically contains domains (and perhaps subdomains), which are core



products, and Organizations, Locations and Job Fields. The combination of domains, Organizations,Locations and Job Fields associated with a coverage area determine the scope of information availableto the group for that area.

Benefits

• Enables the system administrator to define the scope of information available to a specific usergroup not only by Organization, Location and Job Field but also by functional domain (coreproduct).

• Provides the system administrator with more control over who has access to which information.• The system leverages domains in order to allow different Organizations, Locations and Job Fields

per domain, instead of having the same grouping across the entire suite. This can be practicalfor users with a different Organization, Location and Job Field structure scope depending on thedomain.

Adding a Coverage Area to a User Group

Allows the system administrator to limit the information available to a user group by specifying coreproducts 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. Select the domain/subdomain you want to make available to the user group.

5. Click Select.

6. Click Save.

Result

The domains you selected are displayed in the Functional Domains section of the Coverage Areapage.

Next Step

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

Removing a Coverage Area from a User Group

Allows 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. 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 notupdated automatically but if you move to a different page and then display the user group definitionpage anew, the action you performed is displayed in the History section.

Adding Organizations, Locations and Job Fields to a Coverage Area

Allows the system administrator to further define which information will be available to members of theuser group according to organizations, locations and job fields.

Prerequisite


You must add functional domains to a coverage area before you can add Organization, Locationand 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 itemyou 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 youalso want to add Location and Job Field elements.

Result

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

Removing Organizations, Locations and Job Fields from a Coverage Area

Prerequisite



Steps



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 thecorresponding section of the Coverage Area page.



Reducing the Scope of a Coverage Area

You can remove functional domains, Organizations, Locations and Job Fields if you want to reduce thescope of a coverage area.

Prerequisite

Configuration > (SmartOrg) Administration > User Groups

Steps



3. Click the coverage area you want to modify.

4. You can perform any of the following steps.

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

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

Result

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

Lists

• List..................................................................................................................................113• Column........................................................................................................................... 121• Filter............................................................................................................................... 128

Lists List


List

List FormatA list format allows the display of candidate file or requisition file information in different columns.

List formats are available for candidate lists as well as requisition lists. List formats are configuredby the system administrator then used by users in Taleo Recruiting. Users can select (among the listformats created by the system administrator) the list format they wish to use to display files in a list.

Users can also create up to three list formats and select columns to display specific information (ifpermissions were granted). Columns available to choose from have been previously defined by thesystem administrator.

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

To create personalized list formats, users must be granted the following permissions.

User Type Permissions

Name Location

Create personal list formats for the requisition list Configuration > [SmartOrg] Administration > UserTypes > Recruiting > Requisitions

Create personal list formats for the candidate list Configuration > [SmartOrg] Administration > UserTypes > Recruiting > Candidates

To access requisition-specific candidate lists, users must be granted the following permission.

Lists List



Name Location

Access requisition-specific candidate lists Configuration > [SmartOrg] Administration > UserTypes > Recruiting > Candidates

Important Note: (ID 266) Please be aware of the following specific field visibility behavior in

candidate lists.Fields can be made visible for internal or external candidates (via the candidate securitylevel permissions) and fields can be contextualized to appear only for certain Organizations-Locations-Job Fields or staffing types circumstances. As a result, the current behavior in candidate lists is asfollows:

• When a field was not made visible to the user for both internal and external candidates, the columnwill appear but data will be blank for situations where the user should not see the data.

• When a field was made visible to the user for either internal or external candidates, the column willappear but data will be blank for situations where the user should not see the data.

• When a field was made visible and available (active) to the user but was not used in the candidatefile, data will be displayed if it exists. (This may happen if the field was supplied on anothersubmission where the field is present).

• When a field is not present on the file because it was not configured for display in a specific context(Organizations-Locations-Job Fields or staffing types), data will be displayed if it exists. (This mayhappen if the field was supplied on another submission where the field is present.)

Important Note: (ID 149) If compensation data is hidden from certain user types, it is important

not to allow these fields to be available in the requisition list view context for these user types.If compensation fields are present in a list view, the data will appear to the user regardless ofcompensation data viewing permissions. It is possible to hide these fields from select user populationsonly by using the list format "variation" concept that is applied to a user's configuration profile.

Important Note: (ID 316) When configuring candidate list formats, if you want to include a Candidate

or Offer user-defined field in the list format, you should use the field chooser filter option of either Allor Offer to find the desired field. All Candidate and Offer user-defined fields are visible from these twoselection options.

Important Note: (ID 322) When configuring requisition list formats, the most robust option to use

is “Variation 1.” There are some options not available when configuring Variations 2 and 3, such asRequisition Type and Number of Openings. Customers should use Variation 1 for user's configuraitonprofiles where these fields are desired for inclusion.

List Format ContextList formats are organized by context, that is pages in the system where a list would be presented tousers.

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 contextis defined by Taleo.

Lists List


Type of List Default List Format Contexts

Candidate • All Candidates by Requisition List

• All Candidates by Folder List

• All Candidate by Offer List

• List of automatically pooled candidates

• Requisition Specific Candidate List

• Candidate Capture/Possible Duplicates List

• Search Results / Advanced Search

• Search Results / Quick Search

Requisition • Requisition List

• Mini Requisition List

List Format VariationVariations are used to organize list format contexts.

Three variations are available:

• Variation 1• Variation 2• Variation 3

The system administrator can configure list formats across all relevant requisition and candidatelist formats for each of these three variations. Then, for each configuration profile available in theSmartOrg Configuration Profiles feature, the system administrator defines which variation will be usedfor requisition and candidate list formats.

Building a Candidate or Requisition List

Prerequisite

Configuration > [Recruiting] Administration > List Formats

Steps

1. Select the context for which the list format is created.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.

Lists List


Result

The list format is available in Taleo Recruiting and users can select it.

Creating a List Format

Prerequisite


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.

Deleting a List Format

Prerequisite

A default list format cannot be deleted.


Steps

1. Click on the Candidate or Requisition tab.2. Click on a context name.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, underthe Formats for this Context tab and it is unavailable to users.

Ordering List Formats

Prerequisite


Lists List


Steps

1. Click on the Candidate or Requisition tab.

2. Click on a context name.

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 Format

Prerequisite


Steps



3. In the Formats for this Context tab, click on a list format.

4. Select Active.

5. Click Done.

Result

In the Context Details page, under the Formats for this Context tab, a check icon appears in theActive column next to the list format. Also, the list format is available to users in the candidate orrequisition lists.

Deactivating a List Format

Prerequisite


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 appearsin the Active column next to the list format. Also, the list format is unavailable when users select alist format for a candidate or requisition list.

Next Step

If you no longer want this list format, you can delete it.

Lists List


Selecting a Default List Format

Prerequisite

The list format must be activated.


Steps




4. Select the option Default format for this context.

5. Click Done.

Result

In the Formats for this Context tab, under the Formats for this Context tab, a check icon appears inthe Default column, next to the list format. The list format will be applied by default to a requisition orcandidate list.

Setting Sort Criteria in a List Format

Prerequisite

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 Format

Prerequisite


Lists List


Steps




4. Select the option Group records by first sort criterion.

5. Click Done.

Result

Files are grouped in the candidate or requisition list. For example, a system administrator coulddecide to group candidate files by cities. As a result, the candidate list could display candidate filesgrouped by the city of Boston, then the city of Los Angeles, New York, San Francisco, etc.

Assigning a List Format Variation to a Configuration Profile

Prerequisite

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

Associating a configuration profile to a user account in the SmartOrg User Accounts feature, underAccount Information.

Granting Permissions to Create List Formats

Prerequisite

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.

Lists List


Creating Custom Instructions for a List Format Context

Prerequisite

Only one text can be customized by context by language.

Text must be created for all available languages.

A maximum of 1000 text based characters is supported. HTML, rich text format (RTF) andhyperlinks 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 thetop right hand corner of a list. The callout only appears if instructions are provided. The instructionsappear for all lists in the context. Provide text will help clarify the list format options to users orexplain that other contexts are available for different recruiting circumstance

Locating the Name of a List Format

Allows a system administrator to change elements available in a specific list format, without mistakingthe name.

Steps

In any list of Taleo Recruiting Center, click .

Result

The name of the list format is the selected list format.The system administrator can changeelements available in a specific list format, without mistaking the name.

Lists 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. Thisis done via the field configuration feature. When defining the properties of a field, whether the field wasprovided by Taleo or is user-defined, the system administrator must specify if the field will be availablein Taleo Recruiting. When this option is selected, the field becomes available when selecting a columnfor a context.

Example of a list format and its columns.

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 relevanteducation)

Program (most relevant education)

Configuration

Settings


Maximum Candidate List Columns Any 17 Configuration > [Recruiting] Settings

Maximum Number of UDF forCandidate List Columns

Any 12 Configuration > [Recruiting] Settings

Selecting a Column for a List Format

Prerequisite


Lists Column


Steps1. Click on the Candidate or Requisition tab.2. Click on a context name.3. In the Formats for this Context tab, click on a list format.4. Select the check box next to a column.5. Click Done.

Ordering Columns in a List Format

Prerequisite


Steps1. Click on the Candidate or Requisition tab.2. Click on a context name.3. In the Formats for this Context tab, click on a list format.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.

Adding a Column to a Context

Prerequisite


Steps1. Click on the Candidate or Requisition tab.2. Click on a context name.3. In the Columns in this Context tab, click Add...4. Select a field group.5. Select a field in the Available Fields list.6. Click Add.7. Click Done.

Result

The column appears in the Columns in this Context tab. The column is available to users when theycustomize their own list formats.

Next Step

Reordering columns in a context.

Removing a Column from a Context

Prerequisite


Lists Column


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 displayedto users when they customize their own candidate or requisition list format.

Next Step

Reordering columns in the context.

Ordering Columns in a List Format

Prerequisite


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.

Item Requiring Attention IconThe Item Requiring Attention icon is used to draw users attention to items that they own that requireviewing.

The Item Requiring Attention icon appears in the Candidates list and Requisitions list to draw auser'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 consideredthe owner of the requisition. However, when creating a requisition, the user can specify other ownersfor the requisition by completing the Recruiter, Recruiter Assistant, Hiring Manager and/or HiringManager 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)

Configuration

The following setting allows to remove the Item Requiring Attention icon when an action has beenperformed against a candidate, even if the candidate’s file has not been physically viewed.

Lists Column


Setting

Name Possible Values Default Values Location

Item Requiring Attention icon inCandidate Submissions

• Yes

• No

No Configuration> [Recruiting] Settings

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

Candidate Selection Workflow Actions

Lists Column



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

Lists Column



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

Activating the Item Requiring Attention Icon

Prerequisite

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 againsta 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 RecordIdentifier 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

Lists Column


• Registered person

The Candidate Record Identifier column is always present in a candidate list. The system administratoris responsible of defining which information will appear by default in the column. However, users canmodify the information set by the system administrator via the My Setup page.

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 bydefault in the Candidate Record Identifier column of a candidate list.

Lists 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 panelof the page. Users can select several advanced filter criteria to filter a list. Once executed, the criteriaare presented to the user across the top of the screen with a small x adjacent to the filter criteria. Byclicking the x, the criteria can be removed and the list will dynamically update according to the updatedcriteria 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 isselected, the list will be filtered based on what is already displayed in the list. For example, a userfilters a requisitions list using the Pending, Open and On Hold status quick filters (he does not selectthe Draft status filter). The user then applies the advanced filter “Status Details/Draft”. The list willdisplay “No matches found”. In this example, the system first displays all requisitions except Draftones. Then, from the results displayed by the quick filters, the system finds those requisitions that aredraft.

When using advanced filters for which words must be entered, users have the ability to enter partialwords. 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”.

Configuration

Advanced filters are activated by the system administrator. The system administrator has the abilityto specify if the Advanced Filters button will be displayed or not. Criteria available in advanced filtersare pre-defined by the system based on the columns selected for the list format context. The systemadministrator cannot modify them.

Displaying Advanced Filters

Prerequisite


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.

Hiding Advanced Filters

Prerequisite


Lists Filter


Steps1. Click on the Candidate or Requisition tab.2. Click on a context name.3. Clear Show Advanced Filters.4. Click Done.Result

The Advanced Filters button is no longer displayed for the selected candidate or requisition listformat 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• Interview Questions• Disqualification Questions• Competencies

By default, quick filter categories are collapsed and only display selected filtering criteria. When noquick filter is selected, the list displays all available entries. As soon as one filter is selected, it isautomatically applied to the list and the list refreshes according to the selection made. Users do notneed to refresh the list. For example, in the Requisitions list, if the Open quick filter is selected, onlyopen 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.

Some quick filters have the icon to refresh the related list. Also, when entering data in more thanone field and clicking or pressing the Enter key, the refresh action takes into account the dataentered in all the fields.

Important Note: (ID 318) When using quick filters, if the value selected is long it may cause the left

panel to truncate the content visible in the quick filter once the value is applied to the filter. To workpast this, click the erase option to clear the filter options and return the screen back to its original state.

Important Note: (ID 317) When applying Organization, Location or Job Field quick filters, select the

desired value and then click into another field in the quick filter area to get the list to refresh with thecriteria applied.

Configuration

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 predefinedlist of filters that will be displayed.

The system administrator can define a default value for certain quick filters. These default values areautomatically applied to the list.

• If a quick filter is displayed to users, users can choose to edit the default value for the filter.

Lists Filter


• If a quick filter is not displayed to users, this means that the users will only see candidatesaccording to this default value. As a result, the total number of candidates on a requisition can bedifferent from what users see on their list.

For example: In the list format "All Candidates / By Requisition", the system administrator decides tonot display the ACE filter but yet decides to set the ACE filter as a default value. As a result, whenusers 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 / ByRequisition" for that same requisition, the system will present them with only the ACE candidates, butwill not display the ACE filter and therefore the number of candidates they see are reduced to onlyshow 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 forevery single list format, however, similar requisition formats such as requisition specific candidate listformats will share the same configuration. Changing it in one location, will change it in all others aswell. (Important Note - you must click apply changes - which is about half way down the page prior toclicking Done for the changes to the filter format configuration to take place.)

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. Forexample, when selecting the Draft and Open status filters, the user will see all requisitions that are either in Draftor Open status.

Candidate List Quick Filters

Candidate List Quick Filter

Filter All Candidatesby Requisition

All CandidatesBy Folder

All CandidatesBy Offer

RequisitionSpecific

Candidate List

SearchResults -Quick or

Advanced

List ofautomatically

pooledcandidates

Candidates -Internal

yes yes yes yes yes yes

Lists Filter






RequisitionSpecific

Candidate List


Advanced


pooledcandidates

Candidates -Referred

yes yes yes yes yes yes

Candidates- RequiringAttention

yes yes yes yes yes no

Candidates- In selectionProcess

yes yes no no no no

Candidates- Activeon CurrentRequisition

yes no no yes no no

Candidates- Active onconcurrentrequisition

yes no no yes yes yes

Candidates- Excludedisqualified

yes no no yes no no

Candidates- New inselectionprocess

yes no no yes no no

Submissions- Submissioncompleted

yes no no yes no no

Submissions -Meet requiredcriteria

yes no no yes no no

Submissions -ACE

yes no no yes no no

Submissions -Assets Met

yes no no yes no no

Submissions- Resultsbetween %

yes no no yes no no

Submissions -Creation Date

yes no no yes no no

Lists Filter






RequisitionSpecific

Candidate List


Advanced


pooledcandidates

Submissions-CompletionDate

yes no no yes no no

Submissions- Last ActivityDate

yes no no yes yes yes

Submissions -Step

yes no no yes no no

Submissions -Status

yes no no yes no no

Submissions -Employer

yes yes no yes yes no

Submissions -Program

yes yes no yes yes yes

Submissions -Radius

no no no no no yes

Requisitions -Status

yes no no no no no

Requisitions -Organization

yes no no no no no

Requisitions-Primarylocation

yes no no no no no

Requisitions -Job Field

yes no no no no no

Requisitions -Requisition ID

yes no no no no no

Folder Name no yes no no no no

Offer Status no no yes no no no

Shift no no no no yes yes

Offer Dates:Creation,Start,Approval,

no no yes no no no

Lists Filter






RequisitionSpecific

Candidate List


Advanced


pooledcandidates

Expiration &Acceptance

Note: Candidates quick filters are considered a single select on different fields and act as anAND between the filters. For example, when selecting the Internal and Referred candidatefilters, the user will only see the candidates that are Internal and Referred

Configuring a Quick Filter

Prerequisite


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.

Show FilterThe Show filter allows users to filter information displayed in a list using ownership, collaboration orstatus criteria.

The Show filter can appear in:

• requisitions list• candidates list• tasks list• home page

The Show filter:

• can be displayed everywhere except in the home page• can be displayed everywhere including the home page• can be not displayed at all.

Values appearing in the Show filter depend on the permissions granted to the user and on theconfiguration of the application. Available values are the same for all three pages where the Showfilters can appear. Possible values are:

Lists Filter


• 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 does not allow a user to see requisitions he/she does not own, the user willonly see the “I own” value.

• If a user’s permissions allow a user to see requisitions he/she does not own BUT the collaboratorfeature is not available in the company, the user will not see the following values related to thecollaborator feature: “I own or collaborate on”, “I collaborate on” and “I own or collaborate on or inMy coverage area”.

• If a user’s permissions allow the user to see requisitions he/she does not own AND the collaboratorfeature is available in the company, the user will see the following values related to the collaboratorfeature: “I own or collaborate on”, “I collaborate on” and “I own or collaborate on or in My coveragearea”.

When displaying the Candidates list, a check box called Show requisitions inactived since appearsjust underneath the Show filter. Selecting this check box will add to the Requisitions list the Deleted,Canceled and Filled requisitions.

Configuration

For the Show filter to be displayed, the following setting must be configured.

Setting


Show information for FilterVisibility

• Never display

• Everywhere except inthe home page

• Everywhere includingin the home page

Everywhere including inthe home page

Configuration >[SmartOrg] Administration> Configuration Profiles

A default value for the Show filter can then be selected by configuring the following setting.

Setting


Show information for FilterDefault

• I own

• I collaborate on

• I own or I collaborateon

• My coverage area

• All users

I own Configuration >[SmartOrg] Administration> Configuration Profiles

Lists Filter


Setting the Visibility of the Show Filter

Prerequisite


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 theShow filter to them.

5. Click Save.

Result

The system administrator can specify if and where the Show filter is displayed to users.

Next Step

Setting the Show filter default value.

Setting the Show Filter Default Value

Prerequisite

The Show information for Filter Visibility setting must be activated in the SmarOrg ConfigurationProfiles 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 eachtime, do not display the Show filter.

5. Click Save.

Result

A default value is selected for the Show filter.

Fields, Forms, Files

• Field................................................................................................................................137• Selection.........................................................................................................................145• Field Layout................................................................................................................... 150• File..................................................................................................................................153• Form............................................................................................................................... 164• Candidate and Requisition File Setup........................................................................... 173

Fields, Forms, Files Field


Field

FieldA field is used to collect and display information.

System administrators can configure fields in the system via the Fields feature of the Taleo RecruitingAdministration module.

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

• Candidate• Department• Offer• Requisition

The system provides standard fields predefined by Taleo and that can be made available in TaleoRecruiting, career sections, candidate search feature and History tab. The properties of a field such aswhere the field is used, if content is required for the field and confidentiality level can be modified bythe system administrator. The field label may also be modified. Contact Taleo Consulting Services forfurther 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, candidatesearch feature, History tab but also in reports using the Taleo reporting solution. The maximum numberof custom fields that can be created is by default 50 but additional fields can be made available ifpurchased. 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 requiredto save, approve or source. If this is the case, users must enter information in the field in order toproceed. If content is not required, users do not have to enter information in the field. If a field in a fileis mandatory and the user is not authorized to edit the field because of the security level of the field, anerror 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

Important Note: (ID 297) Department Date UDF ranges do not match what is configured in Taleo

Administration for the range. This year option does not work – it recognizes “This year” as 2026 vs.2010 – essentially this year is 16 years in the future. Please bear this in mind and avoid using thecurrent year option in configurations of Department Date UDF fields for the time being.



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

Security Level Description

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

Restricted Security level used to restrict specific users from either viewing or editingthe information.

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

Some requisition fields are always visible regardless of their security level. This allows control overwho can edit fields, but does not prevent visibility, important in most cases.

• Requisition ID• Title• Primary Location• Organization• Job Field• Recruiter• Hiring Manager

The security level of the field is then associated to the security level for requisitions, candidates andoffers, in view mode and in edit mode. Note that for the above listed fields, the security level in viewmode can be configured, but will not apply. Only the security level in edit mode will be applied. This isdone via the following user type permissions:


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




Name Location

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

When defining a user type, the system administrator needs to decide which security level will begranted for these specific permissions. Each user type has one of the above security levels associatedto 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 tothat 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” securitylevels.

• 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 viewonly access to restricted requisition fields and no access at all to confidential requisition fields, whilehaving 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 displayedto 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 levelgives them access to view it, then the field will be in read only mode in the edit. If a field is at ahigher security level than the user has access to edit or view, then the field will not be displayed tothe 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 internalcandidates, the user will see what he is allowed to see and Confidential will be displayed for theinformation the user cannot seet. If a field is at a higher security level than the user has accessto view for either external OR internal, but not both, then the column will display and the field willshow 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 thisscenario.



• 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 internalcandidates, then the column will not be available in the Advanced or Quick Filters. If a field is ata higher security level than the user has access to view for either external OR internal, but notboth, then the column will be available in the Advanced or Quick Filters. If the user filters using thisfield, then the system will filter as specified for the candidate type that they can view, but will notfilter the candidate type that they are restricted from seeing the content and therefore will return allcandidates 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 internalcandidates, 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, thenthe system will search as specified for the candidate type that they can see, but will not search thecandidate 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 ableto send a message template that contains the restricted or confidential token.

Important Note: (ID 313) Some candidate fields may automatically be set to Restricted or

Confidential and should be reviewed and possibly edited to achieve the desired behavior. For example,by default many related personal information fields may be set to Restricted, and date of birth andsocial security number are always set to Confidential. It is important to review the state of these fieldsand ensure they are set properly according to the client desired outcome.

Field ContextualizationField 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 administratorcan 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 creatinga requisition, certain fields may or may not appear in the requisition if the fields have been tied to aspecific Organization-Location-job Field structure.

For example, if a field is associated to the location United States, the field will only be available if thelocation 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 Fieldstructure dependency is based on the structure of the requisition.

There are few fields which cannot be contextualized or marked with various security level, becausethey 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 Fieldstructure for different staffing types.

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

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

• A customer wants the Shift Availability Grid field to be visible for Hourly job submissions only. Thiswould be done by modifying the property of the field to not available, and then adding an exceptionfor 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 anycandidate submissions except for Hourly submissions in the United States. This would be done bymodifying the property for the field to not available, and then adding an exception for the Hourlystaffing type where the property for the field is set to available and has the United States locationlinked to it.

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

Creating a Field

Prerequisite

Configuration > [Recruiting] Administration

Steps

1. In the Fields section, 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.

Deleting a Field

Prerequisite

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


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 are specified.

Next Step

Associating a field to organizations, locations or job fields.

Associating a Field to an Organization, Location, Job Field

Prerequisite

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


Steps

1. Click on field category.

2. Click on the desired field.

3. Click Add next to Organizations, Locations or Job Fields.

4. In the selector, select one or more elements.

5. Click Select.

Result

The organizations, locations and job fields selected appear in the field page.

The field is available in Taleo Recruiting for an Organization-Location-Job Field structure contextassociated to the same organizations, locations or job fields.



Dissociating a Field from an Organization, Location, Job Field

Prerequisite

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


Steps


2. Click on a field.

3. Click Remove next to an organization, location or job field.

Result

The field selected no longer appears in the field page.

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

Creating a Field Exception

Prerequisite


Steps

1. Click on a field category.


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 nolonger 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 Field

Prerequisite


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.

The 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 Field

Prerequisite

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 instructionsin the Instructions field.

Note that the Help Callout field is not used in Recruiting.

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 instructionsappear underneath the field to assist users in understanding what they need to do with certain fieldscontained in a file.

Fields, Forms, Files Selection


Selection

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

Global selection lists are available in the 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 TaleoRecruiting and that can be viewed, edited and created.

There are two types of selections:

• Standard selection: A predefined selection provided by the system. Standard selections cannotbe created. They can only be made available in Taleo Recruiting or career sections. For certainstandard 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 accordingto specific organization requirements. You can add elements to a custom selection.

There are two categories of selections:

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

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

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

Important Note: (ID 277) Please note the following behavior regarding the display of the code and

description of large user-defined selections (LUDS).



Currently, you can configure a LUDS and indicate whether the code and/or the description will bedisplayed.

• In view mode, regardless of the configuration, both the code and description are displayed.• In a selector, when using the auto-suggest feature to select a value for a LUDS, only the description

is displayed.• When viewing a LUDS from within a selector assistant window where a user selects a value, if only

the code was configured, then only the code is displayed; if only the description was configured,then only the description is displayed. If both the code and description were configured, then thecode and description are displayed.

Creating a Small Selection

Prerequisite

Configuration > [Recruiting] Administration > Selections

Steps

1. Select the Small Selections tab.

2. Select the Custom tab.

3. Click New...


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 Selection

Prerequisite

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 Selection

Prerequisite

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 Selection

Prerequisite


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 Selection

Prerequisite


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 Selection

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 Selection

Prerequisite

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 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 Selection

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.

Fields, Forms, Files 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 (whichis available to users via the candidate file). The layout consists in specifying in which category/sectionof the offer grid the field will be displayed (Top Section, General Terms, Bonuses, Details), whichsequential field position it should occupy and when it will be displayed (Always Displayed or Hiddenby default if empty). Fields for a specific section must be sequentially grouped together. If a field isconfigured to display in any context, it will appear in the offer form and the system administrator willdefine the placement of the field. If a field is not configured to display in a given context, it will beomitted from the offer form and the rest of the fields will slide up in position to accommodate the field'sabsence.

Offer field layout configuration is available in Taleo Recruiting Administration, in the Layout Offerfeature.

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 fieldwill appear in the requisition file.

Department field layout configuration is available in Taleo Recruiting Administration, in the LayoutDepartment feature.

Candidate and Requisition Field Layout: To position candidate and requisition fields in a file, youneed to create blocks of information (called user-defined forms) where you can place standard andcustom fields intermixed within the same form.

Candidate and requisition field layout configuration is available in Taleo Recruiting Administration, inthe User-defined Form feature.

Positioning Department Fields in the Requisition File

Prerequisite

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 is positioned in the requisition file as specified.



Adding a Field to the Department Form

Prerequisite

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 appears 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 Form

Prerequisite

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 Form

Prerequisite

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 Form

Prerequisite

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 Form

Prerequisite

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.

Fields, Forms, Files File


File

User-defined FileA user-defined file is used to build requisition or candidate files. It is a page consisting of sections, andeach section contains user-defined forms or system-defined information blocks.

The content and layout of requisition files and candidate files are configured by the systemadministrator. To have specific fields and blocks of information displayed in a page, several elementsmust be configured and organized in an orderly manner.

The following image illustrates the relationship between fields, forms and files.

Field

Form/Block

File

User-defined files are used the same way throughout the application. Default files provided by Taleocan 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 feature of theTaleo Recruiting Administration menu.

When creating a file, the system administrator selects the file type he/she needs to create. Availablefile types are:

• Requisition File• Requisition Template• Candidate File• Create Candidate

Once the file type has been selected, the system administrator defines the properties of the file. All fileshave 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 fileand how it will operate.

File Type Specific Properties

Requisition File This is the type of file used for managing requisitions. For this file, the systemadministrator determines how requisition approval and posting will be handled duringthe 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 theapproval and posting pages upon saving and closing the requisition file providedthe requisition is ready for approving and posting.

• With automatic internal posting: When this value is selected, the requisition willbe automatically posted to internal career sections once the requisition is readyfor sourcing. The user does not need to perform any actions on the posting andsourcing page.

Requisition Template This is the type of file used for managing requisition templates. There are no specialsetting 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 settingattributes 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 systemadministrator can determine whether captured candidates using this flow will or will notreceive the following e-mails:

• Sending an ACE Candidate Alert Mail (default is No)

• Sending a Capture Resume Acknowledgement Letter (default is No)

The system administrator can edit tab labels and instructions contained in user-defined files. This isdone in the Tab Label Management section.

Requisition File Tabs Candidate File Tabs Create File Tabs

• Attachments

• Approvals

• Posting and Sourcing

• History

• Offers

• Approvals

• Attachments

• Agents

• Attachments



Requisition File Tabs Candidate File Tabs Create File Tabs

• Reports

• Alerts

• History

• Tasks

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 thewindow. To insert blocks, the system administrator must select the block, then drag and drop the blockin the desired section. These blocks will appear as sub-sections of the file. User-defined files must beactivated before they can be used in building requisition or candidate files.

Important Note: (ID 148) When creating a requisition file, the blocks in the Prescreening section

must be placed in the following order: 1) Disqualification Questions 2) Competencies 3) Questions.Not all sections must be deployed, but when used they must be used in this relation to one another toensure users do not encounter errors in the layout of the file.

Important Note: (ID 315) When creating a user-defined file and starting with a default, any fields

that are part of the default which are inactive will still appear in the file and will need to be manuallyremoved during the configuration of the file.

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 thewindow. To insert blocks, the system administrator must select the block, then drag and drop the blockin the desired section. These blocks will appear as sub-sections of the file.

In addition to defining the ordering of sections and associated blocks, the system administrator candefine the properties of each of the blocks. Each user-defined form that has been created is a type ofblock that can be inserted into in a file. The system administrator has the option to select which formhe/she wants to use for a specific block. For example, if the system administrator has created threeCandidate Personal Information forms, when adding the Candidate Personal Information block to thefile, the system administrator will get to choose which of the three Candidate Personal Informationforms will be used for that file.

Some block types have special properties that the system administrator can configure.

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.

Beside the user-defined forms that are used as blocks of information in a file, pre-defined blocks ofinformation provided with the system are available and can be incorporated in a file. Some of theseblocks have special properties. Note that the field level content of these blocks is not configurable, butthe system administrator does have control over the placement of this information 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 positionmatching this profile is posted.

Prescreening Questionnaire Option allowing the display of mandatory questions (none, singleanswer, 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 assessmentswhen a candidate provides information about a given skill.

Profile Questionnaire Option allowing the display of mandatory questions (none, singleanswer, single and multiple answer, all).

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 assessmentswhen 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 assessmentswhen a candidate provides information about a given skill.

Resume Option to define the minimum number of characters required in theresume field.

Screening None



System-defined Candidate Block Special Properties

Shift Availability Grid None

Source Tracking None

Submission Medium None

System-defined Requisition Block Special Properties

Abstract Not in template.

Candidate Selection Workflow This block is required in a requisition file and the field is always requiredto save a requisition. This block is optional for inclusion in the requisitiontemplate file, and if included, it will be required to save a 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, hiringmanager assistant, recruiter assistant, collaborators. Note: There isno setting to disable the recruiter field, but this can be accomplishedby contextualizing the field so that it only shows up in very limitedcircumstances. Technically, this field is required to save a requisitionto the database as the recruiter is considered the primary owner, butif the field is hidden from view, the user creating the requisition will beassigned the role of recruiter behind the scenes. If the customer hasactivated Dynamic Approval Routing, the Owners block display theManager 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 skillassessment format is set to Simple or Detailed.

Structure This block must be one of the first four blocks in the file. Also, settingsallow the display of organization, work location or job role fields.

For each section and block, the system administrator can customize the label and provide custominstructions to explain the purpose of the section or block to users. The name of a section and of ablock is viewable by users when they are in view and edit mode within a file as well as in the file’sTable of Contents.

The Description field supports 4000 full html based characters. The Description instructions will onlydisplay in edit mode and must be displayed properly to the user when on the File including colour, font,hyperlink, etc.



User-defined files must be activated before they can be used in building requisition or candidate files.

Building a User-defined File

Prerequisite

Configuration

Steps1. 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 File

Prerequisite

Configuration > [Recruiting] Administration > User-defined Files

Steps1. 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.

Duplicating a User-defined File

Prerequisite




Steps

1. Click Duplicate next to the file.2. Complete the fields.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 File

Prerequisite

The user-defined file must have the inactive or draft status.


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 Fileslist.

The user-defined file is available in the Candidate File Setup or Requisition File Setup page and canbe 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 File

Prerequisite

The user-defined file must be active.

The user-defined file must not be in use.


Steps

1. Click on a user-defined file.2. Click Deactivate.

Result

The status of the user-defined file is changed to Draft in the Status column of the User-defined Fileslist. The system administrator can modify the user-defined file or make it unavailable when buildingrequisition or candidate files.



Next Step

Editing the properties of the user-defined file.



Deleting a User-defined File

Prerequisite



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.

Editing the Properties of a User-defined File

Prerequisite

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 Section

Prerequisite


The Title field supports 75 text based characters.


Steps

1. Click on a user-defined file.

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 inview and edit mode within a file as well as in the file’s Table of Contents.

Modifying the Title of a Block

Prerequisite


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 andedit mode within a file as well as in the file’s Table of Contents.

Modifying the Name of a Tab

The name of a tab in a user-defined file can be modified. The system administrator can send the newname to Taleo Support who will then activate the text for your zone. Contact Taleo Support for furtherinformation.

Creating a Section in a User-defined File

Prerequisite



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 File

Prerequisite



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 File

Prerequisite


At least one section must be created in the user-defined file.


Steps



3. Drag and drop blocks from the Available Blocks list to a section.

4. Click Save.

Removing a Block from a User-defined File

Prerequisite


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 Block

Prerequisite

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.

Fields, Forms, Files Form


Form

User-defined FormsA user-defined form is a block of information containing standard and/or custom fields that can be usedin a specific context of a Taleo Product.

User-defined forms are used the same way throughout the application. User-defined forms can beedited or created from scratch and while doing so the system administrator can specify to use thedefault form layout as the starting point. In both cases, it is possible to customize the layout of the form,field labels, etc. Fields appearing in a user-defined form can be removed provided that they are notmandatory (indicated by a red dot).

User-defined forms are configured by the system administrator in the User-defined Forms feature ofthe Administration menu of the product for which the user-defined form will be used.

Several form types are available and differ from one product to another. These form types aresuggested ways of packaging information and each form type contains a default template that thesystem administrator can use to start building the form. The system administrator can also chooseto build the form from scratch and ignore the default template. Note that it is possible to createmultiple user-defined forms for each type of form. For example, three different user-defined forms forreferences could be created and used for different purposes.

When defining the form, the system administrator provides a name, a code and a description tofacilitate 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 thewindow, in the Field Chooser. To insert fields, the system administrator must select the field, then dragand drop the field in the desired section. Each field included in the form can have different propertieswhich can be edited by selecting the field and scrolling to the Selected Element Properties section atthe bottom of the form.

Once created, user-defined forms can be previewed to see how the information will be displayed tousers. 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 baselanguage.

User-defined forms must be activated before they can be used.

All user-defined forms are created by the system administrator except for the user defined formsappearing in screening services which are supplied by the system, they cannot be created by thesystem administrator. However, they can be edited. If no translation is provided, the form is displayedin the base language.

Creating a User-defined Form

Prerequisite

Configuration > [Recruiting] Administration > User-defined Forms

Steps

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-definedfiles.

Next Step

Previewing the form.

Configuring the form in all the languages activated for your company.

Activating the form.

Duplicating a User-defined Form

Prerequisite


StepsClick Duplicate next to the form.

Result

The new user-defined form appears in the User-defined Forms list with the extension (copy).

Next Step

Editing the user-defined form.

Previewing a User-defined Form

Prerequisite


StepsClick Preview next to the user-defined form.

Result

The page containing the form is displayed without having to login to the Taleo application.

Next Step

Adding fields to the user-defined form.

Activating the form.

Deleting a User-defined Form

Prerequisite

The status of the user-defined form must be inactive.




Steps

1. Click Delete next to the user-defined form.2. Confirm the deletion.

Result

The user-defined form no longer appears in the User-defined Forms list. The user-defined form canno longer be used in user-defined files.

Activating a User-defined Form

Prerequisite


Steps

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-definedForms 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 Form

Prerequisite

The user-defined form must be active.

The user-defined form must not be in use.


Steps

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-definedForms list. The user-defined form is unavailable when building requisition or candidate files and canbe 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 Form

Prerequisite




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


Editing the properties of the fields.

Creating custom instructions for the fields.

Organizing Fields in a User-defined Form

Prerequisite


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


Editing the properties of the fields.


Editing the Properties of a User-defined Form

Prerequisite


Steps

1. Click on a user-defined form.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 Form

Prerequisite


Steps1. Click on a user-defined form.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, addinginstructions, indicating if the field is mandatory, etc is set..

Next Step



Creating Custom Instructions for a Block

Prerequisite

Configuration > [Recruiting] Administration > User-Defined Files

Steps1. Click on a user-defined file.2. Click on a block.3. Click Edit next to Properties.4. In the Description field, enter custom instructions.5. Format instructions if desired.6. Click Save.

Result

The specific instructions appear underneath the block title of a file to assist users in understandingwhat they need to do in a specific block of a file.

Creating Custom Instructions for a Section

Prerequisite

The Description field supports 4000 full HTML based characters.


Steps1. Click on a user-defined file.2. In the Section Ordering section, click on a section title (displayed in bold).3. Click Edit next to Properties.4. In the Description field, enter custom instructions.



5. Format instructions if desired.6. Click Save.Result

Instructions are only viewable by users when they are in edit mode within a file. The instructionsappear underneath the section title to assist users in understanding what they need to do in aspecific section of a file.

Creating Custom Instructions for a Tab

Prerequisite

The Description field supports 4000 full HTML based characters.


Steps1. Click on a user-defined file.2. In the Tab Label Management section, click Show.3. Click on a tab.4. Click Edit next to Properties.5. In the Description field, enter custom instructions.6. Format instructions if desired.7. Click Save.Result

Instructions are only viewable by users when they are in edit mode within a file. The instructionsappear underneath the tab header to assist users in understanding what they need to do in theHistory, Referral and Attachments tabs of a file.

Recruiting Form Types

Available Form Type For

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



Available Form Type For

Requisition File Requisition Template Candidate File

Profile

User-defined Forms Selected Element PropertiesAvailable properties depend on the type of field. Not all properties are available for all elements or forall products.

Property Option Description

Access (Editable/ Read Only) Indicates if the field is read-only or editable. When read-only is selected,a user is unable to modify the field. Default value is Editable.

Binding field Data source to which the element is bound. The value displayed inthe Binding field represents the data value (available in the first list ofthe Field Chooser) to which the element is associated. For example,the Annual Bonus field is bound to the AssignmentOfferForForm/AnnualBonus. The value in the Binding field is not editable.

Columns Number of columns. Administrator can determine how many columns offields to display in each area of each page of the forms.

CSS Style The desired visual style for displaying the value within an input field.Use styles as defined in the Cascading Style Sheets 2.0 standard:ww3.org reference. This style will override the main style that is usedwhen the form is displayed to assignees and viewers. If no styleinformation is entered, the default visual presentation will be used forthat page.

CSS Style Label This is used to control the formatting of the label above the input fieldthat is displayed to the assignee and form viewer.

CSS Style Instructions This style will override the style defined in the career section theme. Ifno information is entered, the style defined in the career section themewill be used.

Default Value Default value of the input field

Field Label Input Field Label

Field Size Indicates the number of elements displayed in a list. Field Size is usedfor multiple-selection fields. Default value is 1. For example, if the fieldsize is 2, the list will display 2 values.

Field Type • Text Input• Password Input• Suggest• Text Area• Rich Text Format• Check Box• Radio Button

http://www.w3.org/TR/2008/REC-CSS2-20080411/




• Drop-down List• Check Box• Multi level Selector - this enables the user to select a collection

of cascading values that are dependent on each other. Such asselecting a country, followed by a state/province and then a city.

• Date input• Date Drop- down list• Selector• Read-only Text• URL - this enables the value of the field to be displayed as a

clickable link when the user accesses the form.• Image URL - works the same as the URL, but makes the

corresponding image a clickable link.

Help Callout Similar to instructions, but this is displayed as a help bubble on the formand can provide information about a field to the user.

Input Mask Format of the input value. The following syntax must be used:9 = anynumber, a = any letter, n = any letter or number, | = logical, or\9 = the 9character, \a = the a character, \n = the n character, \| = the, | character,Any other symbol = the symbol (including a space). Possible formats forSSN and Zip/Postal codes: SSN: 999-99-9999ZIP Code United States:99999|99999-9999Postal Code Canada: a9a9a9|a9a 9a9|a9a-9a9Note:Make sure to not add a space before and after the | operator. Forexample, do not enter 99999 | 99999-9999

Instructions This can be used to provide any special instructions necessary toexplain what is being requested for the field. The instructions willappear just below the field.

Mandatory Indicates, by selecting the Yes or No option, if the field must becompleted. When a field is mandatory, a red square appears in front ofthe field. This can be useful for preventing an assignee from submittinga form with the value 'Not Specified' in a user-defined selection.Marking the field as Mandatory will require the assignee to specify avalue.

Rows Number of rows available in a text area.

Save Literals If Input Mask is used for a field, it may require that specific numbers orletters appear within the field when the assignee fills it out at runtime.Save Literals determines if specific characters in the input mask willbe saved in this field, or if they are simply required for the user totype in but removed from the saved value. This is useful for helpingassignees to recognize the right information to type in, while removingthe redundant characters for later use.

Status (Deactivated/Activated) Indicates if the field is activated or deactivated (i.e., grayed out or not).The use of this field depends on the value selected in the Access field.

Editable access + Activated status = field can be modified

Read-only access + Activated status = field not editable

Read-only access + Deactivated status = field not editable

Editable access + Deactivated status = field not editable




Tooltip Displays the text entered in the input field as a tooltip when theassignee/viewer hovers over the field in the form.

Value Area where user input should be entered or where the informationsaved in a field is displayed.

Fields, Forms, Files Candidate and Requisition File Setup


Candidate and Requisition File Setup

Candidate and Requisition File SetupThe Candidate File Setup and Requisition File Setup features allow the system administrator toindicate which candidate files and requisition files are used in specific purposes.

Once the system administrator has created and activated user-defined files, he/she needs to do thefollowing:

• 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 ofthe following purposes:

Candidate File Purpose

Candidate File General profile.

Important Note: (ID 182) The same file is used for both editing and viewing

purposes.

Job submission. With this file, the system administrator first defines a primaryfile. Then, if desired, the system administrator can set a different file to be usedfor each staffing type. If a specific staffing type file is not specified, the default filewill be used.

Important Note: (ID 182) The same file is used for both editing and viewing

purposes.

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.



Candidate File Purpose

General profile referrer/candidate file.

Job specific referrer/candidate file.

Important Note: (ID 209) At least one Create Candidate flow must be activated for the CreateCandidate feature to work.

Requisition File Purpose

Requisition File Requisition File 1.

Requisition File 2.

Requisition File 3.

Requisition Template Job Template File.

For each job submission creation file and for each requisition file, the system administrator can, ifdesired, set a different file type to be used for each staffing type. If a specific staffing type file is notspecified, 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 Files Associated to ConfigurationProfiles.

Associating a Requisition File to a Staffing Type

Prerequisite

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 Type

Prerequisite


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 alltypes of staffing.

Associating a Candidate File to a Staffing Type

Prerequisite

Configuration > [Recruiting] Administration > Candidate 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.

Disassociating a Candidate File from a Staffing Type

Prerequisite


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 alltypes of staffing.

Choosing the Requisition File Available to Users

Prerequisite

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 Users

Prerequisite

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-definedfiles.

Once user-defined files have been created and activated, the system administrator can define whichconfiguration profiles have access to which activated user-defined files. This is done via the SmartOrgConfiguration Profiles feature.

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 postcreation (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.

For example, the system administrator may grant hiring managers access to the Requisition File 2, thequick profile creation, the 1st general profile creation and the 1st job submission creation. While hourlyhiring managers may have access to the Requisition File 3, the quick profile creation, the 2nd generalprofile creation and the 2nd job submission creation. Since each user account is tied to a configurationprofile, 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 noconfiguration profile setting options related to these files.

Associating Candidate Creation Files to a Configuration Profile

Allows the system administrator to specify which create candidate files are associated to aconfiguration profile.



Prerequisite

Files must be created.


Steps

1. In the Configuration Profiles page, click on a configuration profile.

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 Profile

Allows the system administrator to specify which requisition files are associated to a configurationprofile.

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.

Candidate Selection Workflow

• Candidate Selection Workflow Configuration................................................................ 179• Step................................................................................................................................ 194• Status............................................................................................................................. 201• Action............................................................................................................................. 209• Qualifier.......................................................................................................................... 213• Phase............................................................................................................................. 219

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 hiringprocess in order to evaluate and find the best candidate for a job.

A candidate selection workflow (CSW) includes steps, phases, statuses and actions a user must gothrough before hiring a candidate. An analogy can be drawn between the candidate selection workflowand moving candidate resumes from one pile to another as the selection progresses and the numberof resumes retained is reduced (for example, a candidate submission is analyzed, the candidate iscontacted, interviewed, then selected).

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 candidatesfrom the time they are new to the system to the time that they are hired. Candidate files in each stepof the CSW can have a status. Specific actions can be performed on these candidate files dependingon the steps and statuses. A set of user type permissions grant users access to the actions that can beperformed in a candidate selection workflow.

CSW can be displayed to the user on a priority basis. The system will sort workflows according tothe level of compatibility and ensure that the most appropriate workflow is displayed when a user iscreating a requisition.

A CSW can be contextualized, that is organizations, locations and job fields can be associated by thesystem administrator to the candidate selection workflow. As a result, when creating a requisition, theuser will only see the CSW with an Organization-Location-Job Field structure matching the one of therequisition. If a CSW is not associated to any Organization-Location-Job Field element, this means thatthe CSW will be available for all requisitions.

When associating an Organization-Location-Job Field structure to a CSW, the more specific the levelof the structure is, the more compatible the workflow will be with a requisition. Moreover, the systemwill automatically select the workflow which provides the highest degree of compatibility with therequisition.

Standard candidate selection workflows are supplied with the application which can be used astemplates to create customized workflows.

A candidate selection workflow can be associated to a requisition type (professional, hourly, etc.). Asa result, when creating a requisition, the user will only see the CSW matching the selected requisitiontype. If a CSW is not associated to any requisition type, this means that the CSW will be available forall requisition types.

Configuration


Name Location

Choose a candidate selection workflow Configuration > [SmartOrg] Administration > User Types >Recruiting > Requisitions > General




Name Location

CSW user type permissions are grouped underthe Candidate Selection Workflow.

Configuration > [SmartOrg] Administration > User Types >Recruiting > Candidates > Candidate Selection Workflow

Settings


Reset Candidate SelectionWorkflow after Candidate Re-applies

• If thesubmissionhas reachedthe statusHired,Inactive orWithdrawn

• If thesubmissionhas reachedthe statusHired,Inactive.Withdrawn orRejected

• Alwaysunless thesubmissionhas reachedthe statusRejected

• Always

If the submissionhas reached thestatus Hired,Inactive orWithdrawn

Configuration > [Recruiting] Settings

Important Note: (ID 299) When configuring a candidate selection workflow, be aware that after

reviewing step information and exiting back to the step list, a message will appear indicating thatinformation is not translated. You will see this message even if no edits were made. To work past this,simply click OK and you will be returned to the list of steps.

Important Note: (ID 298) The Duplicate function for the candidate selection workflow is not working

properly. Do not use it. Instead, all steps should be created from scratch.



Candidate Selection Workflow ExampleA workflow is composed of one or many steps. And steps are composed of one or many statuses.

Example of a Candidate Selection Workflow

Step Status Status completing thestep

Status stopping theCSW

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

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



Example of a Candidate Selection Workflow

Hire Hired

Standard Candidate Selection Workflows

Standard Candidate Selection Workflows

Workflow Description

Standard A streamlined version of the Master workflow similar tothe original sequential workflow.

Internal A workflow designed to accommodate an internalrecruitment selection process.

Executive A workflow designed to accommodate an executiverecruitment selection process.

Executive (Agency) A workflow designed to accommodate an agencydriven executive recruitment selection process.

Temporary/Contract A workflow designed to accommodate a temporary orcontract recruitment selection process.

Campus/Student A workflow designed to accommodate a campusrecruitment selection process.

Master A workflow that can be customized when no otherworkflow meets your requirements.

Reference Workflow 4.1

Sequential Workflow 4.1

Staffing Station A workflow for applications received via StaffingStations.

Union A workflow for unionized candidates.

Candidate Selection Workflow PriorityThe candidate selection workflow priority ensures that the most appropriate workflow is displayed tothe user when creating a requisition.

The system can sort candidate selection workflows (CSW) according to the level of compatibility andensure 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 therequisition or if other workflows are compatible because they are linked to all Organization, Locationand 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 inthe requisition.

• The workflow with the least differences is the one displayed in the Candidate Selection Workflowfield.

• 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 consequentlybe associated to all structure elements from that dimension. However, associating a workflow to nospecific 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:

Organization Location Job Field

Food Processing/Food Production United States/California/LosAngeles

Cashier

Workflow 1: There is no difference between the Organization-Location-Job Field information of thisworkflow and that of the requisition.

Code Organization Location Job Field

CSW1 Food Processing/Food Production

United States/California/LosAngeles

Cashier

Difference (0) (0) (0)

Workflow 2: Because there is no job field, the sum of the difference is 20.




All


Workflow 3: There is a difference of one level in the Organization dimension, and a difference of twolevels in the Location dimension, so the sum of the differences is 3.


CSW3 Food Processing United States Cashier




Workflow 4: There is no difference between the Organization-Location-Job Field information of thisworkflow and that of the requisition.




Cashier


Workflow 5: Since no dimension is specified in this workflow, the sum of the differences is 60.


CSW5 All All All


Workflow 6: Once again, since no dimension is specified in this workflow, the sum of the differences is60. However, this is the default workflow.


CSW6 All All All


Workflow 7: The location of this workflow is not compatible with that of the requisition. This meansthat this workflow is excluded. In this example, the workflow that would be displayed in the CandidateSelection Workflow field is Workflow 4 (a_csw4), because even though Workflow 1 (z_csw1) and 4 aretied and have he lowest sum of differences, Workflow 4 will be displayed first when a sort is performedon the code.



United States/California/San Jose

Cashier

Difference

Building a Candidate Selection Workflow

Prerequisite

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 inorder.

3. Click on the steps you added to the CSW and specify if the step is mandatory, restricted orconditional.

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 organizationneeds. This includes:a) rename the status;b) add qualifiers (reason linked to a status for rejecting a candidate or for explaining why a

candidate 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 Workflow

Prerequisite

Determine your organization needs, determine if the process is feasible, select an existing workflowthat can be used as a starting point, standardize the workflow as much as possible to produceefficient, easy to use reports.


Steps

1. Click New...2. Enter a name, code, comments and description.3. Select Available to make the workflow available in Taleo Recruiting.4. Select Default Workflow to make this workflow the default workflow in Taleo Recruiting.5. In the Steps Usage tab, add steps to the workflow.6. In the Display Context tab, associate the workflow to organizations, locations or job fields.7. In the Display Context tab, associate the workflow to a requisition type.8. Click Done.

Result

The candidate selection workflow appears in the Workflows page. The candidate selection workflowcan be used as a framework that will allow users to move candidates from one step to anotherduring the selection process.



Activating a Candidate Selection Workflow

Prerequisite

The candidate selection workflow must be created.

Configuration > [Recruiting] Administration > Candidate Selection Workflow > Workflows tab

Steps

1. Click on a candidte selection workflow.

2. Select Available.

3. Click Done.

Result

In the Workflows page, a check mark appears in the Available column next to the candidateselection workflow. The candidate selection workflow is now available to users when creating arequisition.

Deactivating a Candidate Selection Workflow

Prerequisite

A candidate selection workflow must be active in order to deactivate it.


Steps

1. Click on a candidate selection 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 thecandidate selection workflow. Users can no longer use the candidate selection workflow. Thecandidate selection workflow remains available in the database.

Deleting a Candidate Selection Workflow

Prerequisite

A 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 candidateselection workflow is permanently removed from the database.



Duplicating a Candidate Selection Workflow

Prerequisite

The candidate selection workflow should be similar to the one being created.


Steps


2. Click Duplicate.


4. Click Done.

Result

The candidate selection workflow is available in the Workflows page.

Next Step

Adding steps to the candidate selection workflow.

Associating the candidate selection workflow to organizations, locations, job fields.

Selecting a Default Candidate Selection Workflow

Prerequisite

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 selectionworkflow. The candidate selection workflow appears by default when users create a requisition.

Associating a Candidate Selection Workflow to Organizations, Locations and/orJob Fields

Prerequisite



Steps


2. Under the Display Context tab, click Add in the 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 bedisplayed according to the Organization-Location-Job Field selected for the requisition (instead ofall workflows of the company). Moreover, the system will automatically select the workflow whichprovides 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 Fieldstructure.


Steps


2. Under the Display Context tab, click Remove next to the organization, location or job field youwant to remove.

3. Click Done.

Result

The candidate selection workflow is no longer associated to the Organization-Location-Job Fieldelement and will be available for requisitions not associated to an Organization-Location-Job Fieldstructure.

Associating a Candidate Selection Workflow to a Requisition Type

Prerequisite



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 userscreate 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

1. Click on a candidate selection workflow.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 Hirestep/status. The system performs a verification to see if the number of candidates selected is equal toor less than the number of positions still open.

If additional information is required during the hire action, for example the start date, all the informationentered will apply to all candidates hired in that action.

This feature supports candidate selection workflows with or without the RSOffer step.

Configuration

The bulk move feature is enabled by the following setting. The setting is a global setting that affects allrequisition types (professional, executive, hourly, etc.). It cannot be activated for a specific requisitiontype.

Setting


Simultaneous Hiring of MultipleCandidates

• No

• Yes

Yes Configuration > [Recruiting] Settings

As a recommended practice, customers should activate this feature to perform mass hiring.

Activating the Bulk Move to Hire Step/Status

Prerequisite


Steps

1. Click on the Simultaneous Hiring of Multiple Candidates setting.2. Click Edit.3. Select Yes.4. Click Save.

Result

User are able to move more than one candidate to the Hire step/status.



Step/Status Change in One ClickAllows users to access steps and statuses directly in the Candidates list without having to select anaction in the More Actions list.

To be able to change the step/status of a candidate with one click, the Next Action column must beadded in a candidate list format.

The Next Action column contains actions that will give access to the next status or step related to acandidate. Actions available in the new column will allow users to:

• Change the status of a candidate to the next completion status (if the step is not alreadycompleted).

• Move the candidate to the initial status of the next step if the current step is completed.

Actions available in the Next Action column are Candidate Selection Workflow (CSW) movements only,either a

• Move to the next step in the CSW• Change to the completion status within the current step

If the current status is not a completion status, the action displayed will be a move (change status) tothe first completion status of the current step.

If the current status is a completion status, then the action will be a move to the next step at the initialstatus. In a one-step CSW (reference workflow), only statuses configured as a “completion status” willshow up as next steps.

Configuration

To be able to add a column to a list format, the following permission is required.


Name Location

Create personal list formats for the candidate list Configuration > [SmartOrg] Administration > UserTypes > Recruiting > Candidates

Candidate Progression StatusThe candidate progression status indicates the most advanced progression status of a candidate onother requisitions across all positions where the candidate is being considered.

To see the progression status of a candidate, the Progression Status column must have been addedin the candidate list format by the system administrator. When this column is added, an icon appearsin the candidate list, in the Progression Status column, indicating the furthest active progression statusof 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 advancedprogression status: Offer (as of 09/19/2009)”. It is also possible to obtain more details on the status byclicking on the icon.

Statuses are based on the reference workflow and there is one icon for each of the possible jobapplication status of the application workflow. Icons are displayed for active candidates on activerequisitions.



Icon Description

New

Reviewed

, , First, second and third interview

Testing

Offer

Hired

In the scenario below, a candidate has applied to four jobs:

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 icon that would appear for this candidate across all contexts would be Interview 1 because it isthe furthest active progression status on an active job. Note that both requisition status and candidatestatus must be active to be considered for the furthest active progression status.

In the Candidates list, the staircase icon remains available and shows the parallel job applicationsof the candidate. In a job-specific candidate list, the progression status icon may be displayed whilethe 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 isdisplayed, the progression status column is empty.

It is recommended to remove the tracking solution (staircase icon) and to replace it with theProgression Status feature in general lists (such as search result lists, folder lists) if you allow usersto 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 concurrentactive job application, and the progression status icon is visible as soon as there is one active jobapplication.

Configuration

For the Candidate Progresssion Status feature to be available, the system administrator must add theMost Advanced Progression Status column in the candidate list format. See Selecting a Column for aList Format.



Threshold CSW Step - Candidates Hidden from Search ResultsThe main objective of this feature is to exclude from search results candidates who have reached aspecific status to avoid creating additional applications.

Configuration

With the following setting, the system administrator configures what “step” in the candidateselection workflow when reached and still active should prevent candidates from being searched byunauthorized users.

Setting


Threshold CSW Step - Hide fromSearch

• New

• Reviewed

• Declined

• Rejected

• Testing

• Offer

• Hired

• MinimumWorkflowSequence

• 1st Interview

• 2nd Interview

• 3rd Interview

MinimumWorkflowSequence


The above setting works in conjunction with the following user type permission. The systemadministrator can specify which user types can view, through searches, candidates who are beingconsidered on other requisitions.

Competitive Workflow RestrictionThis feature prevents users from advancing a candidate in the candidate selection workflow if thecandidate is already in an advanced stage of selection (offer or hire step) for another position.

The system can be configured such that if the workflow for one active submission is advanced toor beyond the selected threshold reference workflow step, users are prevented from advancing theworkflow of other submissions for this candidate. When a user attempts such an action, he/she willinstead receive a message telling them which submission is blocking them from advancing.

Note that an active submission is a submission where the user is in the step on an active requisitionand not at a terminal that ends the workflow, such as Rejected nor Withdrawn. In other words, thecandidate is still being actively considered on an active requisition or the candidate has been hired.

To enable this feature, the following setting must be configured. The system administrator mustselect the reference workflow step that once reached will invoke blocking the progression on othersubmissions. If no step is selected, the function is not activated.



Setting


Threshold CSW Step - PreventAdvancing

• New

• Reviewed

• Testing

• Offer

• Hired

• Inactive

• 1st Interview

• 2nd Interview

• 3rd Interview


The system administrator can grant the following user type permission to bypass this blocking andallow associated users to advance candidates regardless of other submissions:


Name Location

Advanced candidates in workflow even if alreadyreached the threshold step on a different submission

Configuration > [SmartOrg] Administration > UserTypes > Recruiting > Candidates

When all of the above has been configured, users will only notice a change if all the following elementsare true:

• The candidate has two or more submissions.• One of those submissions is active (not rejected or withdrawn), and its workflow has advanced to or

beyond the threshold step.• The requisition is active or the candidate is marked as being hired.• The user tries to advance the workflow of one of the other submissions from this candidate.• The user does not have user type permission to ignore this restriction.

If all of the above is true, users will see a message informing them that the workflow cannot beadvanced. The message will indicate the specific submission that is blocking them from advancing thecandidate in the workflow.

Note that the Competitive Workflow Restriction feature is complimentary to the feature which hidescandidates from search results if they are beyond a threshold step (which is activated by the ThresholdCSW Step - Hide from Search setting). See Threshold CSW Step - Candidates Hidden from SearchResults.

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 movingon to any subsequent steps. The user will not have access to the subsequent list of steps until thestep is completed.

• Optional: If a step is optional, the user can skip the step entirely and move the candidate on to thenext step. Or, the user can move a candidate conditionally through a step without completing thestep in order to move to a subsequent step, and return to the conditional completion step later tocomplete it.

Most steps are mandatory and sequential, meaning that they must be completed in the prescribedorder. In some scenarios, a user may be able to move a candidate to a step without completing thecurrent one, but the system will require that all mandatory steps be completed before a hire can becompleted.

Each step must be finished with a completion status, indicated by an asterisk (*), before a candidatecan move to another step in the hiring process. A completion status completes the step.

A step can have a Restricted confidentiality level. In many organizations, hiring managers are notinvolved in the earliest steps of the candidate selection process. Recruiters are responsible forevaluating new applications and only submit qualified candidates to the hiring managers. It is possibleto configure steps to prevent hiring managers from viewing specific selection steps (such as New) inthe Taleo Recruitng Candidates list.

Notifications can be added to steps. This allows sending a message to users to let them know when astep 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 onlyadd necessary steps.

Example of a step versus possible statuses:

Step Status

New • To be reviewed

• Waiting for info

• Under consideration

• Phone screen

• Candidate declined

• Phone screen



Configuration


Name Location

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

View candidates in steps whose confidentialitylevel is "Restricted"




RSOffer StepThe RSOffer step is a step that can be included in a candidate selection workflow to allow users to usethe offer management module.

The system administrator is responsible of adding the RSOffer step in the candidate selectionworkflow. 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 beadded to specific statuses).

The RSOffer step has the following statuses:

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 forapproval 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.



RSOffer step

Status Description

In negotiation Offer was extended to the candidate. The user marked the candidate aswanting to negotiate the offer. If a new offer should be created, the user willneed to rescind the offer in order to create a new offer. If a new offer is notrequired, 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 asrefusing 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 statusthe candidate as Rejected in the Offer step. This will allow another offer tobe created and extended.

Has declined After the offer has been refused or reneged by the candidate, the usershould status the candidate as Has Declined in the Offer step. This willallow another offer to be created and extended

Creating a Step

Prerequisite

Configuration > [Recruiting] Administration > Candidate Selection Workflow > Steps tab

Steps

1. Click New...2. Complete the name, short name (which appears on the Step tab in the Candidate List of Taleo

Recruiting), code, and comments.3. Complete the Step Information field if you want to create custom instructions for the step.4. Select a reference model. Reference models are used to map steps to reports, emails, EEO

status settings in Regulations as well as to other functions used throughout the application. Theyare also used to determine the status that will trigger the Employment Equity Information (USA)recruiting setting.

5. In the Statuses Usage tab, add statuses to the step.6. In the Actions Usage tab, select actions for the step.7. Click Done.

Result

The step appears in the Steps page. The Rejected and Declined statuses are present by default;they can be removed if desired.

Next Step

Reordering steps.



Deleting a Step

Prerequisite

The step must not 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 thedatabase.

Activating a Step

Prerequisite

The step must be created.


Steps

1. Cick on a step.2. Select Available.3. Click Done.

Result

In the Steps page, a check mark appears in the Available column next to the step. The step isavailable for selection when creating a candidate selection workflow.

Next Step

Adding steps to a candidate selection workflow.

Deactivating a Step

Prerequisite

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. Thestep is removed from the list of steps available when creating a candidate selection workflow. Thestep remains in the database.



Next Step

Deleting the step, if the step is no longer required.

Duplicating a Step

Prerequisite

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 the status to a step.

Selecting the Default Status of a Step

Prerequisite

The step must be created.

Only one status must be defined as the initial status for a specific step.


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 columnnext to the status. The default status is used when a candidate reaches the step.

Adding Steps to a Candidate Selection Workflow

Prerequisite

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 toonly add necessary steps.


Steps


2. Under the Steps Usage tab, click Add...

3. Select the steps.

4. Click Add.

5. Click Done.

Result

The step is added to the candidate selection workflow. Candidate will be required to go through thestep for that candidate selection workflow.

Next Step

Configuring the steps.

Ordering the steps.

Configuring a Step Used in a Workflow

Prerequisite

The step must have been added to the candidate selection workflow before configuring it.


Steps


2. Under the Steps Usage tab, click on a 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 followingstep.

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 themknow 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.

Removing a Step from a Candidate Selection Workflow

Prerequisite

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 candidateselection workflow is not deleted permanently; it is still available in the Steps page and can bereused.

Next Step

Ordering steps in the candidate selection workflow.

Ordering Steps in a Candidate Selection Workflow

Prerequisite

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 Step

Prerequisite

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) andhyperlinks 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 sideof a page. The callout displays all step-related instructions for the specific workflow, no matter whatstep the user has selected. The provided information regarding a step in a candidate selectionworkflow can explain users, for example, the purpose of the step, what are the next steps in theworkflow, 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 selectionworkflow.

A candidate can change status during a step but the candidate can only have one status at a time ineach step. Statuses are more flexible than steps as most are optional and do not need to be followedin a certain order. Statuses can be temporary therefore requiring an additional action from the useror they can complete a step (indicated by *) because they complete the step by either moving thecandidate 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:

Step Status

New • To be reviewed

• Waiting for info

• Under consideration

• Phone screen

• Candidate declined

• Phone screen

Statuses have different progression levels.

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 beenscheduled and the step has not officially started.

In Progress Indicates that a candidate needs to be moved to other statuses before movingto 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” isavailable to the user at this point.



Progression Level Description

Conditionally Completed Indicates that a candidate can move from one step to another even if someactivities are not completed in the step (missing information, waiting for anapproval, 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 stepand eventually complete unfinished activities. The step is not completed untilall activities are finished. More than one status in a step can be conditionallycompleted.

When selecting the Completed level, the following option becomes available: “Allow completion evenif some activities remain pending”. This option allows the move to the next step even if some activitiesare still pending from a previous step.

A status can be linked to a button that will be used as a shortcut to change the status of a candidatedirectly in a candidate file.

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.

When configuring a status used in a step, it is possible to ask the system to automatically changethe status once an interview is scheduled during the step. This is done by selecting the InterviewScheduling Behavior option. This option is used with the Interview Scheduling feature only. You canactivate the Interview Scheduling Behavior option for statuses related to the 1st, 2nd and 3rd Interviewsteps. When a recruiter creates a meeting in Taleo Recruiting, if the Interview Scheduling Behavioroption is selected in more than one status, the recruiter will have to select the appropriate status in theAction Dialog window. The Interview Scheduling permission must be enabled

When configuring a status used in a step, it is also possible to allow candidates to reach the statusautomatically when specific conditions are met. You can create and edit conditions that will be usedto identify candidates who are allowed to reach this status automatically. Passport is responsible forhandling requests to and from external service providers. It communicates with other modules in orderto maintain requests up to date and interacts with the assessment platform to request assessmentevaluations. The automatic progression of applications automates the CSW process based on theresults obtained by Passport external services.

Configuration

Any changes made to a status affects all candidate selection workflows using the modified status.


Name Location

Change submission status Configuration > [SmartOrg] Administration > User Types >Recruiting > Candidates > Candidate Selection Workflow




Name Location



Creating a Status

Prerequisite


Steps

1. Click New...


3. Click Done.

Result

The status appears in the Statuses page.

Next Step

Adding qualifiers.

Deleting a Status

Prerequisite

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.

Activating a Status

Prerequisite

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 isavailable for selection when creating a step.

Next Step

Adding the status to a step.

Deactivating a Status

Prerequisite

A status must be active in order to deactivate it.


Steps

1. Click on a status.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 statusremains in the database.

Next Step

Deleting the status, if the status is no longer required.

Duplicating a Status

Prerequisite

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.

Configuring a Status Used in a Step

Prerequisite

The status must be added to the step before configuring it.




Steps

1. Click on a step.


3. Indicate if the status is the initial status of the step.

4. Determine the step progression level, that is Not Started, In Progress, Completed.

5. Select a status change button that is used a shortcut to change the status of a candidate directlyin a candidate file.

6. Select the Ask for a qualifier option if you want the user to select a qualifier to motivate thechange to this status. This option is available only if the status has qualifiers defined.

7. Select the Ask for comments option if you want the user to enter a comment when the change isdone to this status.

8. Select the Interview Scheduling Behavior option if you want the system to automatically changethe status once an interview is scheduled for the step. This option is used with the InterviewScheduling feature only. You can activate the Interview Scheduling Behavior option for statusesrelated to the 1st, 2nd and 3rd Interview steps. When a recruiter creates a meeting in TaleoRecruiting, if the Interview Scheduling Behavior option is selected in more than one status, therecruiter will have to select the appropriate status in the Action Dialog window. The InterviewScheduling permission must be enabled.

9. Set notifications for the status if desired. This allows you to send a message to users to let themknow when the status is reached by candidates.

10. Activate the automatic progression of candidates feature if desired and create conditions.

11. Click Done.

Result

In the Step Details page, under the Statuses Usage tab, different information appears in theProgression Level, Reference Model, Initial, Qualifiers and Comments columns depending of yourconfiguration choices.

Any changes made to a status affects all candidate selection workflows using the modified status

Adding Statuses to a Step

Prerequisite

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.

Next Step

Ordering statuses.



Removing a Status from a Step

Prerequisite

You cannot remove a status that was selected as the initial status. You must first select anotherstatus 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 deletedpermanently; it is still available in the Statuses page and can be reused.

Ordering Statuses in a Step

Prerequisite

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 thelist next to the status name.

3. Click Reorder.

4. Click Done.

Result

The statuses in the step are ordered as specified.

Activating a Status Shortcut

Prerequisite


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 thestatus of a candidate using the button.

Deactivating a Status Shortcut

Prerequisite


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 Status

Prerequisite

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 aCandidate, Candidate has Declined, Reject Candidate). The results displayed in reports will reflectthe actual dates when events were performed.

The Set candidate selection workflow event date user type permission is required.


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 wasrecorded.

Activating the Automatic Progression of a Candidate

Prerequisite

Requisition and candidate statuses must be active to consider a candidate for the furthest activeprogression status.

Tracking solution must be removed.




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...


The list of available condition providers will vary according to the providers selected at yourorganization. Information will vary according to service selected. For more information onavailable services, please contact your Taleo representative.

6. Click Done.

7. Click Done.

Result

The automatic progression feature is now activated for the status so that candidates can reach astatus automatically when specified conditions are met.

Deactivating the Automatic Progression of a Candidate

Prerequisite

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 progressionoption.

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 longerreach a status automatically.

Candidate Selection Workflow Action


Action

Candidate Selection Workflow ActionA candidate selection workflow action is an event performed on a candidate file during the hiringprocess.

A candidate selection workflow action is linked to a specific step of the candidate selection workflowby the system administrator and it is performed by a user when a candidate reaches the step of theworkflow. For example, if the action Start Onboarding Process is added to a step, then the recruitercan start the Onboarding process when a candidate is in that step.

Candidate selection workflow actions are provided by the system. They cannot be created. Availableactions for a candidate selection are:


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 anyrestriction.

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 managementsystem (HRMS).

Fill Out Form Add a PDF form to a candidate file. The candidate will be required tofill out the form.

Grade Enter or remove a grade in a candidate file.

Move Move a candidate from one step to another.

Reset Selection Process Important Note: (ID 222) The rules for the "Reset Selection

Process" action are not well implemented and for now it is best tonot implement this action. This manual candidate feature is activatedvia the permission "Reset the selection process of an existingsubmission".

Revert Undo the last action in a step.

Send Correspondence Send a correspondence to a candidate.




Action Description

Start Onboarding Process Start an onboarding process.

Undelete Undelete a candidate file.

Update Start Date Update the start date of a candidate.

Configuration


Name Location

CSW permissions are grouped under CandidateSelection Workflow.


Activating an Action

Prerequisite

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 isavailable for selection when creating a step.

Deactivating an Action

Prerequisite

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 Step

Prerequisite

The action must be activated.


Steps

1. Click on a step.

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 coandidatereaches the step.

Next Step

Ordering actions in the step.

Removing an Action from a Step

Prerequisite

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 stillavailable in the Actions tab and can be reused.

Reordering Actions in a Step

Prerequisite


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 specifiedorder in the step.



Making Comments Mandatory for an Action

Prerequisite


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 actionand 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 candidatedeclined a job offer.

Qualifiers are reasons for rejecting a candidate or for explaining why a candidate declined a joboffer. Qualifiers are created by the system administrator and linked to the Has declined and Rejectedstatuses. Qualifiers provide additional information needed to move a candidate in a candidate selectionworkflow or to change the status of a candidate.

When users change the status of a candidate to Has declined or Rejected, the qualifiers displayedwill vary depending on the statuses linked to the steps chosen for the selected candidate selectionworkflow.

For example, a candidate may have declined a job for personal reasons, because he/she does notwant 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 onequalifier to a status, the system administrator can link a group of qualifiers.

Creating a Qualifier

Prerequisite

Configuration > [Recruiting] Administration > Candidate Selection Workflow > Qualifiers tab

Steps

1. Click New...


3. Click Done.

Result

The qualifier appears in the Qualifiers page.

Deleting a Qualifier

Prerequisite

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 Qualifier

Prerequisite

The qualifier must be created.

Configuration > [Recruiting] Administration > Candidate Selection Workflow > Qualifierstab

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. Thequalifier is available in the qualifiers list when creating a qualifier group.

Deactivating a Qualifier

Prerequisite

The qualifier must be active.

Configuration > [Recruiting] Administration > Candidate Selection Workflow > Qualifiers

Steps

1. Click on a qualifier.


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 Group

Prerequisite

Configuration > [Recruiting] Administration > Candidate Selection Workflow > QualifierGroups

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 theymoved a candidate in the candidate selection workflow or changed the status of a candidate.

Next Step

Activating a qualifier group.

Deleting a Qualifier Group

Prerequisite

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 toa status.

Activating a Qualifier Group

Prerequisite

You must create a qualifier group before you can activate it.

Configuration > [Recruiting] Administration > Candidate Selection Workflow > QualifierGroups 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 qualifiergroup. The qualifier group is available in the Add Qualifiers Group list when creating a status.

Deactivating a Qualifier Group

Prerequisite

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 thequalifier group. The qualifier group is no longer available for selection when creating a status.

Adding a Qualifier to a Qualifier Group

Prerequisite

The qualifier must be activated.


Steps


2. Click Add...

3. Select a qualifier.

4. Click Add.

Removing a Qualifier from a Qualifier Group

Prerequisite

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 isnot deleted permanently; it is still available in the Qualifiers page and can be reused.

Ordering Qualifiers in a Qualifier Group

Prerequisite

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 Status

Prerequisite

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 Status

Prerequisite

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 deletedpermanently; it is still available in the Qualifier Groups page and can be reused.

Ordering Qualifier Groups in a Status

Prerequisite

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 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 andconfigure them.

Example:

The phase allows the system administrator to associate the workflow, step and status that will triggera follow-up appointment and further configure which appointment invitation will be distributed. Arequisition can include up to ten phases. However, to avoid confusion, it is recommended to use onlytwo or three phases per requisition. The appropriate invitation will be automatically sent based on thecalendar ID association selected by the user in the requisition file Screening section.

Creating a Phase

Prerequisite

The Access Screening Services configuration and the Access Administration user type permissionsare required.

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 youare 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 theservice.

Next Step

Adding an invitation phase to a requisition.

Candidate and Requisition Search

• Candidate Search.......................................................................................................... 221• Requisition Search.........................................................................................................237• Search Queries.............................................................................................................. 239• Search Operators...........................................................................................................241• Matching Candidate and Requisition.............................................................................243

Candidate and Requisition Search Candidate Search


Candidate 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 Taleo Recruiting pages. Itis available to users if it has been configured in the user's configuration profile and if the user typepermission has been granted.

When performing a candidate quick search, the search engine searches for candidates who applied ona job, submitted a profile or are registered but did not apply on a job (that is a person who referred afriend for a job and who had to register himself/herself as a new user).

The candidate quick search allows users to search information in the following fields:

• first name• last name• e-mail address• candidate identification number (you must use at least three numbers of the total identification

number or more, otherwise the search will not work)

When performing a candidate search, users can enter partial (either the first or last name) or completenames 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 justthe initials (example: Jr. will give you the following results: Jr., j.r., or JR).

If looking for someone who hyphenate's his/her name, it is not required to enter both names. Let’s saySmith-Jones is the name you are looking for. Entering Smith, Jones, Smith space Jones or Smith-Jones, will bring back Smith-Jones.

The candidate quick search searches for all the search terms in all five fields. For this reason, thespecific candidate search often produces search results that are more relevant than those generatedby the candidate quick search.

Configuration

The search tool is displayed to users if they have been granted the following user type permission andif the Search Widget was enabled.


Name Location

Access candidate Quick and Specific search Configuration > [SmartOrg] Administration > User Types >Recruiting > Search



Setting


Search Widget • No

• Yes

Yes Configuration > [SmartOrg]Administration > ConfigurationProfile

The amount of candidates displayed in the search results list is set by the following private setting.Contact Taleo for more information.

Setting


Quick Search Candidate Pool Size Configuration > [Recruiting] Settings

The list format used to display search results is the Search Results / Quick search list format for thevariation defined in the user's configuration profile.

Important Note: (ID 174) The candidate quick search allows users to search information in the

following fields: first name, last name, email address and candidate ID. If you do not want these fieldsto be visible to certain users, you must not give them access to the candidate quick search. Otherwise,they will be able to search and retrieve candidate files. Note that the field security level continues toapply in the candidates list. If a user does not have a viewing permission for some fields, “Confidential”will be displayed instead of the data used in the search.

Specific Candidate SearchThe specific candidate search can be considered to be an extension of the candidate quick search inthat it offers greater searching precision.

The specific candidate search is available at the top right hand corner of Taleo Recruiting pages. Itis available to users if it has been configured in the user's configuration profile and if the user typepermission has been granted.

If user permissions give access to candidate identification information, the candidate search will allowusers to search by:

• candidate identification number only (you must use at least three numbers of the total identificationnumber or more, otherwise the search will not work)

• candidate first name• candidate last name• candidate first and last names• e-mail address



Using the specific candidate search, users can enter the same or different search terms in any of thefour fields. For this reason, the specific candidate search often produces search results that are morerelevant 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 forcombined words. For example, d* in first name and magnan in last name will return all magnan withfirst name starting by d, while d* magnan in quick search is not supported, because searching for d* inall 5 fields typically returns too much entries for the search result to display in a performant manner.

Configuration

The search tool is displayed to users if they have been granted the following user type permission andif the Search Widget was enabled.


Name Location


Setting



• Yes

Yes Configuration > [SmartOrg]Administration >Configuration Profile

The amount of candidates displayed in the search results list is set by the following private setting.Contact Taleo for more information.

Setting


Quick Search Candidate Pool Size Configuration > [Recruiting] Settings


Displaying the Candidate Quick Search and Specific Search

Prerequisite


Steps

1. Select a configuration profile.2. Click Search Widget.3. Click Edit.4. Select Yes.



5. Click Save.

Giving Access to Candidate Information During a Search

Prerequisite


Steps

1. Select a user type.2. Click Recruiting.3. Click Edit next to Candidates.4. Select the Access candidate identification and contact information permission.5. Click Save.

Result

If users were granted the permission, they can search candidates by:

• candidate user name• candidate first name• candidate last name• candidate first and last names• candidate e-mail address• candidate identification number only (you must use at least three numbers of the total

identification number or more, otherwise the search will not work)

If users were not granted the permission, only a search with the candidate identification number isallowed.

Candidate Advanced SearchThe advanced search allows users to search for candidate files using an array of criteria that aredifferent than the ones used in the quick search function.

The advanced search is available at the top right hand corner of Taleo Recruiting pages. It is availableto users if it has configured in the user's configuration profile and if the user type permission has beengranted.

When performing an advanced search, the more you add search criteria, the narrower the scopeof your search will be, typically resulting in fewer but more pertinent results. By adding multipleoccurrences of the same criteria, you broaden the scope of your search, typically resulting in moresearch results.

A best practice is to start your advanced search with only a few criteria, and to then narrow your searchdown by going back to your search query and entering one or more additional search criteria. Yoursearch results will then contain fewer candidates. It is simpler and more efficient to start with a generalsearch and narrow down the results to a manageable candidate pool than to start with a tightly definednarrow 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• Place of Residence



• Disqualified Candidate

A user type permission allows you to add other search criteria provided they were made available bythe system administrator. The system administrator 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.

Preferred Job Category: Technology; Function: SystemAdministration. Required.

Education Program: Computer Engineering; Education Level:Bachelor’s Degree

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 andmanagement reasons, only 300 are displayed. By default, we suggest to display the top 300 byrelevancy.

Configuration

The advanced search is displayed to users if they have been granted the following user typepermission and if the advanced search link was enabled.


Name Location

Access advanced search Configuration > [SmartOrg] Administration > User Types >Recruiting > Search



Setting


Advanced Search Links • No

• Yes


Other permissions related to the advanced search are available in the Recruiting / Search functionaldomain.


Name Location

Advanced search user type permissions aregrouped under Recruiting / Search.

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

Other settings related to the advanced search are available in the Recruiting settings.

Settings


Advanced search settings areavailable under Recruting settings.A keyword seach with the word“Search” is the fastest way to viewthe settings.


The list format used to display search results is the Search Results / Advanced search list format forthe variation defined in the user's configuration profile.

Displaying the Advanced Search Link

Prerequisite


Steps

1. Select a configuration profile.

2. Click Advanced Search Links.

3. Click Edit.

4. Select Yes.

5. Click Save.



Giving Access to the Advanced Candidate Search

Prerequisite


Steps


2. Click Recruiting.

3. Click Edit next to Search.

4. Select the Access advanced search permission.

5. Click Save.

Conceptual SearchConceptual search is an alternative way to search candidate files that broadens the search result byincluding documents that are similar based on concepts and proximities. The retrieved documents donot need to contain everything entered as search criteria, only related concepts.

Once the conceptual search is activated, the system administrator can control which users will haveaccess to conceptual search by granting them a user type permission. Please note: even if customershave not activated the conceptual search, they will have the user type permission available in their listof 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 paragraphdescribing the ideal candidate. On top of that, users can increase the conceptual search with anyspecific fielded search criteria made available to them. This provides the possibility to mine thedatabase on various concepts to find interesting candidates, but also restricts the result with moreprecise criteria, which was not available before.

The conceptual search is an extension of the related term search, where instead of finding variationsof entered words, the system automatically finds the right concepts to search for based on the textprovided and then broaden its search.

The conceptual search allows users to use large blocks of text (typically from a candidate's resumeor a job description) to search for candidates. Conceptual search is typically the best tool to use whensearching for candidates with a minimum amount of structured fields. This tool can be used whenviewing a relatively large amount of text regarding particular sections of a candidate's resume such asexperience and education, or a job description and a user wants to know if there are other candidateswhose records contain similar information.

The conceptual search uses mathematical algorithms to assign a weight to each word in a block ofdata with the exception of stop words—conjunctions, prepositions, articles and other words that are notkey 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 ofthe text while the advanced search is looking for exact matches with exact field values. The conceptualsearch is designed to recognize themes and concepts based on your input. For example, searchingwith an interesting candidate's academic background generally gives better results than searching withthe candidate's academic background and personal information such as address.



The conceptual search cannot retrieve disqualified candidates because they are not indexed in thedatabase.

Configuration

The conceptual search is displayed to users if they have been granted the following user typepermissions and if the advanced search link and conceptual search option were enabled.


Name Location


Access conceptual search option of the advancedsearch


Settings



• Yes


Conceptual Search Activation • No

• Yes




Name Location



Other settings related to the advanced search are availble in the Recruiting settings.

Settings






The list format used to display search results is the Search Results / Advanced search list format forthe variation defined in the user's configuration profile.

Displaying the Conceptual Search

Prerequisite

To enable the Conceptual Search Activation private setting, contact Taleo.


Steps


2. Click Advanced Search Links.

3. Click Edit.

4. Select Yes.

5. Click Save.

Giving Access to the Conceptual Search

Prerequisite


Steps




4. Select the Access conceptual search option of the advanced search permission.

5. Click Save.

6. Select the Access advanced search permission.

7. Click Save.

Advanced Candidate Search PageAllows a system administrator to select search criteria that will be available to users when performingan advanced candidate search in Taleo Recruiting.

The Candidate Search Page feature provides a list of fields that can be used as search criteria. Thesystem administrator selects the fields that he/she wants to make available to users when performingan advanced candidate search. By default, the following search criteria are included in the advancedcandidate search form:

• Keywords• External/Internal Candidate• Last Update• Place of Residence• 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 (RecruitingAdministration Menu > Fields).



The system administrator has the ability to define for each available configuration profile, the fieldsthat will be available in the Advanced Search page used to customize a search query in Recruiting.Therefore, depending on the selections made by the system administrator for each configurationprofile, the fields displayed to users linked to different configuration profiles will differ. If the systemadministrator did not configure a specific selection of fields for a given configuration profile, or if auser is not linked to a configuration profile, then only the default set of fields will be available in TaleoRecruiting when customizing a search query.

Important Note: (ID 280) When configuring the advanced candidate search page, be sure to only

include fields in the form that you want users to use. If users have the permission to perform anadvanced candidate search, they will have the ability to use any fields that you have included in theform regardless of viewing permissions for the fields. When search results are displayed, if users arenot allowed to view internal and/or external candidates, the field will appear in the list if the column ispresent and the word "Confidential" will appear instead of the data in situations where users cannotview the data.

Customizing the Advanced Candidate Search Page

Prerequisite

The Candidate Search option displayed in the Properties page of a field must be selected for thefield to appear in the Available Fields list.

When configuring the advanced candidate search page, be sure to only include fields in the formthat you want users to use. If a user has the permission to perform an advanced candidate search,he/she will have the ability to use any fields that you have included in the form regardless of viewingpermissions for the fields. When search results are displayed, if the user is not allowed to viewinternal and/or external candidates, the field will appear in the list if the column is present and theword "Confidential" will appear instead of the data in situations where the user cannot view the data

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 advancedcandidate search form provided they have access to the advanced search.

Identifying a Field as a Search Criterion

Prerequisite


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 inthe Candidate Search Page feature.

Next Step

Customizing the advanced candidate search form.

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 ofcandidates from the search results. Make sure to verify if your company has introduced suchrestrictions 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 canview is determined by their respective staffing type; and a recruiting setting allows users to indicateif candidate search results are restricted based on the search domains of each user's groups andpersonal coverage areas. A user This is probably the most complex case to validate. While it mightbe easy to manage only a few groups around specific organizations, segmentation can be difficult toclearly 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 theirapplications for various reasons. An incomplete general application might not be retrieved in a searchresult if the system configuration excludes their applications. Note that up to 30% of candidates mightnot have completed their application. An interesting alternative to not displaying such candidatesis to display them but to use the “incomplete application” column (to do so, activate the CompleteApplication Indicator column in the List Format Configuration window and look at the candidate filesthat have no checkmark in this column). Remember that the “incomplete application” flag refers tothe online application process, not to the completeness of the candidate file. You might have detailedcandidate files with a lot of information not displayed because the candidates didn’t complete theapplication process online. On the other hand, you might have partial candidate files, that werecaptured or imported and whose basic information has the “complete” flag, even if only few fields werecaptured.

The incomplete application setting is an internal one, which can be activated only through a servicerequest. It is important that you know if your organization has them displayed or not becausethousands of candidates might remain in an incomplete state and never be retrieved by the searchengine.

Identification missing: ”Identification missing” candidates are candidate files without first and lastname 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 DisplayIdentification Missing Candidates setting.

Excluding candidates in selection process: Candidates who are in a selection process associatedwith an open requisition can be excluded from search results. Ask your system administrator if he/shehas activated the Candidate Search Mask Processed setting.

Excluding candidates in selection process who have attained or proceeded beyond a specificstatus: The Threshold CSW Step - Hide from Search setting works in tandem with the Allow usersto view candidates that are being considered in other active requisitions user type permission toprevent competitive recruiting. This setting sets the status from which the system is to stop showingcandidates. 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 frommatching 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 witha specific place of residence, the system retrieves candidates associated with a “higher” location inaddition to the specific location (place of residence). When the Search Place of Residence MatchActivation 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 throughimport).

• If it is a new country. Taleo place of residence locations, which are centrally managed, increasein number as customers request that specific new countries be included. Taleo had numerouscountries 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 a2nd 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 andTaleo feels it is fair to retrieve those candidates who never had the opportunity to indicate theirstructured place of residence. Some Taleo clients might want to change this setting however.

Randomized Search ResultThe randomized search result feature allows users to specify that the information contained in theadvanced search result list be returned in random order.

Randomized search means that candidates displayed in the advanced search result list are pickedrandomly 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, butinstead of displaying the first 300 candidates, it will display any 300 of the matching candidates, withno 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 theleast 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 completelydifferent.

An advanced candidate search done without randomization will return all candidates matching searchcriteria and display the first 300 candidates or less, based on the number of returned candidates inthe candidate list. The first 300 candidates will be displayed based on relevancy but sorted on the listdefinition. Thus it is always the same set of candidates, but sorted differently. If required criteria areused instead of relevancy then the 300 returned candidates to work with are all valid candidates andare not displayed in a particular order.

Configuration

The following setting must be enabled to allow users to randomize search results.

Setting


Search Randomize Enabled • No Yes Configuration > [Recruiting] Settings



Setting


• Yes

Search Result ArchivingThe search result archiving feature allows users to select the requisition for which they want to archivesearch criteria and results.

The search result archiving feature was introduced for U.S. clients in order to comply with a regulationof 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 auditpurposes and prevents candidates from hard deletion.

When the feature is activated, all search results, even those done for requisitions outside the US willbe archived.

Configuration

The following settings must be enabled to allow users to archive search results.

Settings

Name Possible Values DefaultValue

Location

OFCCP search trace activation • Enabled (withoutrequisition identification)

• Disabled

• Mandatory (withoutrequisition identification)

• Optional (withrequisition identification

Disabled Configuration > [Recruiting]Settings

OFCCP search trace candidateIDs activation

• Yes

• No

No Configuration > [Recruiting] Setting

General Profile SearchIt is possible to return search results of candidates who have only submitted a general profile but havenot 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 havesubmitted a general profile but have not yet applied for a specific position. This feature helps to ensurecandidates who do not apply for a specific job are also considered.



Configuration

This feature is available by default but must be implemented before it is visible to users. The followingelements must be configured.

You must enable the Exclude candidates owned by agencies field in the advanced search form(Configuration > [Recruiting] Administration > Candidate Search Page).

The following permission must be granted to users.


Name Location

Allow users to use the field to exclude candidateswho applied on requisitions


The advanced search feature is also required. The advanced search is displayed to users if they havebeen granted the following user type permission and if the advanced search link was enabled.


Name Location


Setting



• Yes


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” searchcriteria in the advanced search form and decide to include or not agency owned candidates in searchresults.

Configuration

This feature is available by default but must be implemented before it is visible to users. The followingelements must be configured.

You must add the Exclude candidates who applied on requisitions field in the advanced search form(Configuration > [Recruiting] Administration > Candidate Search Page).

You must grant the following permission to users.




Name Location

Allow users to use the field to exclude candidatesowned by agencies




Name Location


Setting



• Yes


Excluding Agency Owned Candidates in Search Results

Prerequisite

The Advanced Search Links setting must be activated in the SmartOrg Configuration Profilesfeature.

The Access advanced search user type permission must be granted.

Add the Exclude candidates owned by agencies field in the advanced search form.

Configuration > [SmartOrg] Administration > User Types > Recruiting

Steps


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 formallowing users to exclude agency owned candidates in search results when performing a candidateadvanced search.



Excluding Candidates with Specific Statuses from Search Results

Prerequisite


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 beingconsidered in other active requisitions user type permission. If the candidate has reached theselected status, the candidate will no longer be displayed in the search results, based on thepermission of the user type.

Next Step

Grant the Allow users to view candidates that are being considered in other active requisitions usertype permission.

Candidate and Requisition Search Requisition Search


Requisition Search

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 Taleo Recruiting pages. Itis available to users if it has been configured in the user's configuration profile and if the user typepermission has been granted.

The requisition quick search allow users to enter the title, the number or a keyword to find the desiredrequisition. A wildcard search may also be used.

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 requisitionfile.

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.

Configuration

The search tool is displayed to users if they have been granted the following user type permission andif the Search Widget was enabled:


Name Location

Access requisition search Configuration > [SmartOrg] Administration > User Types >Recruiting > Search

Setting



• Yes



Candidate and Requisition Search Requisition Search


Displaying the Requisition Quick Search

Prerequisite


Steps


2. Click Search Widget.

3. Click Edit.

4. Select Yes.

5. Click Save.

Giving Access to the Requisition Search

Prerequisite


Steps




4. Select the Access requisition search permission.

5. Click Save.

Candidate and Requisition Search Search Queries


Search Queries

Search QueryA search query is an advanced candidate search that has been saved in order to be used repetitivelyand potentially shared with other users.

A search query is a set of search criteria selected by the user to perform an advanced candidatesearch. Each time an advanced search is performed, a search query can be created. A search querycan be used as a basis for future searches and can be changed to narrow or broaden search resultswhen needed.

The search query feature is available at the top right hand corner of Taleo Recruiting pages. It isdisplayed to users if it has been activated in the user's configuration profile. Users can save a Queryif the feature is activated in the user’s configuration profile and if the user type permission has beengranted. The fields that can be selected in Taleo Recruiting to customize a search query are set by thesystem administrator for each configuration profile. If a user is not linked to a configuration profile or islinked to a configuration profile for which the system administrator has not selected additional fields,then only the set of default fields are displayed when customizing a search query in Taleo Recruiting.#

Two types of queries can be created:

• Personal 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.

Configuration

For the Save Query button to be displayed to users when creating an advanced search, the followingsetting must be enabled.

Setting


Advanced Search “Save Query”button

• No

• Yes

Yes Configuration > [SmarOrg]Administration >Configuration Profile



Name Location


Candidate and Requisition Search Search Queries


Setting



• Yes




Name Location



Other settings related to the advanced search are available in the Recruiting settings.

Settings




Candidate and Requisition Search Search Operators


Search Operators

Boolean Operator, Wildcard and Other Special CharactersBoolean operators, wildcards and other special characters can be used when performing a search.

Element Description

AND Place AND between search terms to search for candidate files that contain all of theterms. For example, a search for university AND librarian will retrieve candidate filesthat contained both the words university and librarian.***

OR Place OR between search terms to search for candidate files that contain at leastone of the terms. For example, a search for university OR college will retrievecandidate files that contained either word or both words.***

NOT Place NOT before search terms to exclude candidate files that contain the terms youspecify. For example, a search for computer NOT technician will retrieve files thatcontained the word computer but only if they did not contain the word technician.***

* (wildcard) Use the wildcard * to replace an undefined string to be searched. If using thewildcard *, at least 3 characters must be used with the *. You can place a wildcardcharacter within or at the end of a word but not at the beginning of a word. Forexample, a search for comput* will retrieve all words that begin with comput such ascomputer, computing, computers, computation.

? (wildcard) Use the wildcard ? to replace an undefined character to be searched. You can placea wildcard character within or at the end of a word but not at the beginning of a word.

" " (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 theexact term database administrator with no terms or punctuation separating the twowords.

( ) (parentheses) Operations enclosed in parentheses are performed before other operations. Forexample, a search query for candidates who worked as marketing or advertisingconsultants could look like the following: (market* or advertis*) and (consult* oragent or representative). The search engine would retrieve candidate files thatsatisfy the two conditions:

• Candidate files containing a word that begins with market or advertis such asmarket, markets, marketing, advertise, advertising, advertisement AND,

• Candidate files containing agent, representative, or a word beginning withconsult such as agent, representative, consult, consults, consulting, consulted,consultant.

@ The @ character can be searched.

Candidate and Requisition Search Search Operators


Element Description

Accentuated characters Accentuated characters (for example, é, à, ô, ù, etc.) are searched as notaccentuated characters. In other words, searching for Helene will find the wordHélène, and searching for Hélène will find the word Helene.

*** If AND, OR, or NOT are present in the search field, the search engine assumes they are booleanoperators. The words OR, AND, or NOT cannot be searched as they are not recognized as words butas boolean operators. Boolean operators are not recognized as a string in the search field or in the textbeing searched. If boolean operators are used in double quotes, they are ignored.

Neither search terms, nor operators are case-sensitive.

If using boolean operators and simply entering a number of words, files that contain all of the terms areretrieved.

Candidate and Requisition Search Matching Candidate and Requisition


Matching Candidate and Requisition

Candidate Matching to a RequisitionThis feature allows users to select one or several candidate files and to match them to one or severalrequisition files.

The matching action is available via this icon and can be performed from a candidate list or fromwithin 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 setby the system administrator. However, these default criteria can be modified by the user to find morerelevant requisitions for a particular candidate. This is done by selecting the Matching Requisitionsoption and clicking this icon both available in the Match Candidates to Requisitions window. Oncea candidate has been matched to a requisition, the user can decide to send an e-mail to the candidateto 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 seeon the career section.

Configuration

To match candidates to a requisition, users must be granted the following permission.


Name Location

Match candidates to requisitions Configuration > [SmartOrg] Administration > User Types >Recruiting > Search

Matching requisition criteria are configured in the Recruiting Administration menu.

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 criteriacan be modified by the user to find more relevant requisitions for a particular candidate. Matchingcriteria are:

• 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• 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 candidatefile and of the requisition file. If a requisition file meets the criterion, it will appear in the list ofrequisitions presented to the user.

• Desired: The criterion is an asset. A match is not required between the content of the candidate fileand of the requisition file. Desired criteria are considered as a plus. A requisition file that does notmatch a desired criterion is not rejected.

Requisition files that meet all the required criteria and that also meet some desired criteria will appearat the top of the requisitions list presented to the user.

Competencies and questions criteria are considered as wildcards. If these criteria are not selected asrequired in the requisition, or if a candidate does not enter answers for these criteria, the answers willstill be considered.

Setting Matching Requisition Criteria

Prerequisite

Configuration > [Recruiting] Administration > Matching Requisition Criteria

Steps

1. In the Matching Criteria - Match Candidate page, select criteria and specify if they are requiredor desired.

2. Click Save.

Result

Candidates will be matched to requisitions according to the criteria selected.

Preview of Candidates Matching a RequisitionThis feature allows users to select a requisition and to preview candidates who would be a fit for therequisition based on the Job, Location and Organization structure fields as well as additional matchingcriteria and filters.

When a user posts a requisition to a career section, the Preview Matching Candidates button in thePosting and Sourcing tab allows him/her to preview a list of candidates whose profiles match defaultmatching criteria and filters.

For the Preview Matching Candidates button to appear in a requisition file, the country specified in therequisition must correspond to the country specified by the system administrator. For example, if a userposts a requisition for a job available in the United States, the Preview Matching Candidates buttonwill be displayed if the system administrator selected United States among the countries for whichusers can view matching candidates. This is useful if a company may not feel comfortable in showingto 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 bemodified 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 bemodified by the user.

Once the user feels that he/she has found the right candidates, an e-mail is sent to these candidates toinvite 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 criteriacan be modified by the user to find more relevant candidates for a particular requisition. Matchingcriteria are:

• 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 inthe list of candidates displayed to the users.

• Desired: The criterion is not mandatory, it is considered an asset. A candidate who does not havean asset will be matched as long as he or she meets all the required criteria. Candidates who donot match a Desired criterion are not rejected. Candidates who meet all the Required criteria andwho also meet some of the Desired criteria will appear at the top of the list of candidate displayed tothe user.

Competencies and questions criteria are considered as wildcards. If these criteria are not set toRequired in the requisition, or if a candidate does not enter answers for these criteria, the answers willstill 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 whenviewing a list of candidates matching a requisition.

Default matching candidate filters are set by the system administrator. However, users have the abilityto 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 Candidatesbutton will be activated.

This feature works with the feature entitled Viewing of Candidates Matched to a Requisition. If arequisition’s location corresponds to the country selected by the system administrator, the PreviewMatching 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 whoselocations 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 matchingcandidates for job posted in some countries because of regulation reasons (EEO regulations forexample).

Setting Matching Candidate Criteria

Prerequisite

Configuration > [Recruiting] Administration > Matching Candidate Criteria

Steps

1. In the Matching Criteria — Job Posting Notification page, select criteria and specify if they arerequired or desired.

2. Click Save.

Result

Candidates will be matched to requisitions according to the criteria selected.

Next Step

Configuring matching candidate filters.

Configuring matching candidate country filters.

Activating the matching candidate email notification.

Setting Matching Candidate Country Filters

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 Candidatesbutton 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 requisitioncorresponds to a country you specified, users will be able to preview candidates who match therequisition.

Next Step

Configuring matching candidate criteria.


Activating the matching candidate email notification.

Activating the Matching Candidate Email Notification

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.An email will be automatically sent to candidates that match a requisition requirements.

Next Step




Deactivating the Matching Candidate Email Notification

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.An email will be sent to candidates matching a requisition requirements.

Next Step






Correspondence

• Message Templates.......................................................................................................250• Paragraphs.....................................................................................................................262• Variables........................................................................................................................ 266• Notifications....................................................................................................................295

Correspondence Message Templates


Message Templates

Message TemplateA message template is an e-mail model used to send correspondence.

Message templates are used whenever a notification or e-mail is sent via the application. Messagetemplates can be used, for example, during a process review, interview scheduling, approval process,candidate selection workflow, etc.

Message templates are available via the Configuration menu:

• Message templates under Configuration (Security) are messages relating to the security of Taleoproducts. They are system-generated messages provided by Taleo.

• Message templates under Specific Configuration are messages specific to each Taleo product.Taleo provides system-generated message templates. But new message templates can alsobe created. Paragraphs are added to messages. They can be accessed directly in the messagetemplate, and they remain editable from within a template.

System-generated Message Templates: System-generated message templates can all be editedby the system administrator. Many system-generated message templates have protective restrictions.That is, it may not be possible to change to whom the message is intended for, the delivery methodand, the message cannot be marked as confidential or read only, and it cannot be contextualized norduplicated. The template name and message content of all messages can be edited.

Message Formats: A message template can be created in different formats:

• HTML• Read only PDF file• Plain text

Message Variables: When creating a message template, variables can be drag and drop in the To,Reply To, Cc, Bcc and Subject fields. These variables will automatically call information from thesystem and display it in the template.

Important Note: (ID 303) If not desired for display, users should be advised to remove unresolved

variables prior to sending a printed/faxed correspondence. If variables are not resolved, they willappear as unresolved vs. being hidden in the printed file. This precaution is not necessary whensending a correspondences via e-mail.

Message Context: When creating a message template, a context can be defined in order to specify inwhich specific conditions the template will be used. To specify these conditions, the type of addressee(recipient) must be chosen, contextualisation (Organizations, Locations and Job Fields) can beconfigured, and the delivery method must be set to either:

• the type of addressee (recipient) must be chosen,• contextualisation (Organizations, Locations and Job Fields) can be configured. If contextualisation

is configured for a message template, the template is available only if the Organization-Location-Job Field structure of the message template matches the Organization-Location-Job Field structureof the object for which the template is being used. For example, if a message template is created tobe triggered for each new job posting in Antarctica, then the message template will be sent only fora requisition with the location Antarctica specified.

• the delivery method must be set to either:



• Automatic: the message template is 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 userassistance.

• Manual: the message template may either be available for all candidate selection workflows orset to only display for specific workflows, steps or statuses. Manual templates must be sent byan authorized system user.

Paragraphs: Paragraphs are added to a message template. Existing paragraphs can be added tothe message template or new paragraphs can be created directly in the message template. If creatinga paragraph from within a message template, note that the paragraph will only be available for thistemplate. Paragraphs are editable directly from within a template. An active message template mustcontain at least one paragraph. Important Note: To create a paragraph that can be reused by othermessage templates, the paragraph must be created via the Paragraphs feature (available via theParagraphs link in the product administration menu and in the Quick Access box within the MessageTemplates feature).

Important Note: (ID 278) To create a paragraph that can be reused by other message templates,

the paragraph must be created with the Paragraphs feature (available via the Paragraphs link in theproduct administration menu and in the Quick Access box within the Message Templates feature).Paragraphs created during message template creation will be created for that message template onlyand cannot be re-used.

Attachments: Files can be attached to message templates. By default, the attached file maximum sizeis 0.1 Mb, and the attached files maximum total size is 500 Mb. The maximum number of attachmentsallowed is by default 5.

Important Note: (ID 286) Customers should be aware that with the separation of templates from

paragraphs in Taleo 10, file attachments are now directly attached to the corresponding messagetemplate. Files included in a message template are attached to the message by default at the time themessage is sent. Users with the permission "Customize messages before sending (using the SendCorrespondence action)" and/or "Customize messages before sending (while changing the status of acandidate in a workflow)" will be able to remove attachments accordingly, if desired.

User-defined Fields: Messages can contain user-defined fields (UDFs). Messages will resolveUDFs even if these UDFs are restricted from the user's view access. Customers should refrain frominserting sensitive data in message templates they do not want a user to be able to see while sendingthe correspondence. Standard field viewing permissions are honored when a user sends a manualcorrespondence. In such cases, fields are not exposed or included in the message sent if the usersending the message is not authorized to view the field.

Configuration

To have access to the Message Templates feature in the Configuration menu, the following permissionis required.


Name Location

Access Correspondence Manager configuration Configuration > [SmartOrg] Administration > User Types >Recruiting > Administration

To create and edit message templates in the Configuration menu, the following permission is required.




Name Location

Manage Message Templates Configuration > [SmartOrg] Administration > User Types >Configuration > Security Management

To be able to customize messages and remove attachments in message templates, one of thefollowing permission is required.


Name Location

Customize messages before sending (using theSend Correspondence action)

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

Customize messages before sending (whilechanging the status of a candidate in a workflow)


Important Note: (ID 208) Automated Taleo system messages sent to candidates are intended for "all

candidates" (both internal and external candidates). It is possible to create alternative messages for aspecific audience so that a different message is sent to internal vs. external candidates.

Customers who have created user-defined message templates for automatic correspondence inTaleo 7.5 should make sure that the new message template behavior in Taleo 10 is considered uponmigration. This may mean editing existing user-defined message templates migrated from 7.5, creatingnew user-defined message templates, or both.

To create a new audience specific message, see Creating a message template for a specific audience.

Data Security in CorrespondenceData security is handled for correspondence sent manually by users as well as correspondence sentautomatically by the system.

For correspondence sent manually by a user:

• The data that can be included in the message body and that is rendered in the message previewas well as in the outgoing message is constrained to data that the message sender is authorized toview.

• The security level of user-defined fields (UDFs) is not considered when a user sends a message.These fields still appear to a message sender even if the user is not able to otherwise view suchdata. It is therefore recommended to not use confidential UDFs in message templates whereexposure to this data may cause concern.

• If a user is not authorized to view a field that is included in a correspondence, the field will be blankboth for the message sender as well as the message recipient. Fields may not be visible becausethe field is at a security level that the user is not authorized to view or the field is a Passport fieldand the user is not able to view that type of service result. If a user tries to print a correspondence,the variables will render and appear unresolved rather than being stripped out.



For correspondence sent automatically by the system:

• The visibility of data is set according to the message recipient's permissions. If the messagerecipient is a candidate or referrer, there is no restriction. If the message recipient is a RecruitingCenter user, the message is sent according to the restricted security profile.

• UDFs are not considered when messages are sent. Regardless of message recipients or sendersviewing permission, UDF variables are always resolved.

When viewing sent messages in the candidate file History tab, these messages and their content arealways visible to users, provided they are able to view the candidate file History tab in the contextwhere the message was sent. For this reason, any message containing confidential data that mayappear on a candidate file History tab and that needs to be protected should have the "confidential"property set on the correspondence template. This will limit access to view the file to only userswho can view confidential messages. All other users will simply see the line item indicating that themessage was sent but will not be able to click the file to view the actual message content.

With the SP3 release, enhancements to the way security is handled in correspondence have broughta change in behavior regarding selected recipients. For automatic message templates, the systemwill send the message to the recipient audience identified on the message template as configuredby the Correspondence Manager, as well as any other recipients indicated in the message headerfields (To/Cc/Bcc). To enable customized notifications to users, an exception exists for automaticmessages triggered by the Candidate Selection Workflow Context triggering event. For this triggeronly, the system will behave differently. Messages sent automatically by the Candidate SelectionWorkflow triggering event will be sent to the recipient if the selected recipient audience is either"External Candidates" or "Internal Candidates;" otherwise, for all other audiences the system will onlydeliver the message to those recipients identified in the message header fields. As with all automaticmessages sent by the system, Recruiting Center user recipients will only receive messages withtokens resolved for General or Restricted fields, while messages sent to Candidate and Referrerrecipients will resolve confidential tokens. Be sure to consider this point when configuring messagestriggered by the Candidate Selection Workflow Context.

Creating a Message Template

Prerequisite

The Access Correspondence Manager and Message templates user type permissions are required.

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 orCreate.

6. Click Save.

Result

The message template is displayed in the Message Templates page and can be used by userswhen they send messages.



Next Step

Activating the message template.

Creating a Message Template for a Specific Audience

Prerequisite


Configuration

Steps

1. Click on the system message template that you wish to customize.2. Click Duplicate.

The new message template is associated to the same triggering event.3. Choose whether to link the new message template to the same paragraphs as the original

message, or to create a unique copy of these paragraphs for the new message template.4. Specify for which audience the new message template is intended (for example, send this new

alternative automatic message to internal candidates).5. Make any desired changes to the paragraph content to suit the selected audience.

Note that if you chose to link the new message template to the original message paragraphs,these changes will be updated on both templates.

6. Follow the same steps to create a message template for external candidates, as desired.

Result

The message template is displayed in the Message Templates page and can be used by userswhen they send messages.

Note that in Taleo 10, it is not possible to have a message for "all candidates" and one for just"internals" OR "externals." Therefore, once you have created new user-defined automatic messagetemplates, it is important to deactivate the original system message template. If this is not done,since both message properties can match the triggering context, the system will randomly selectwhich active message to send (the original system message template specified to be sent to all aswell as the user-defined one set for a specific candidate audience.

Editing the Properties of a Message Template

Prerequisite


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

1. Click Message Templates for the desired product.2. Click on a message template.3. Click Edit next to Properties.4. Modify the information.5. Click Save.



Result

Modifications made to the code, name, description, message format and variable(s) used in themessage are automatically reflected in messages sent using this template.

Editing the Context of a Message Template

Prerequisite


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 accordingto a candidate selection workflow) as well as the Location-Organization-Job Field structure areautomatically 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 Template

Prerequisite


By default, the attached file maximum size is 0.1 Mb, and the attached files maximum total size is500 Mb.

By default, the maximum number of attachments allowed is 5.

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 orequal to the maximum size allowed for attachments.



Removing an Attachment from a Message Template

Prerequisite


Steps


2. Click on a message template.

3. Click Remove next to the attachment.

Result

The attachment no longer appears in the Attachments section of the message template.

Activating a Message Template

Prerequisite


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 sendmessages.

Deactivating a Message Template

Prerequisite


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 tosend messages but the template is not permanently deleted from the database.



Deleting a Message Template

Prerequisite


Configuration

Steps1. Click Message Templates for the desired product.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 Template

Prerequisite


Editing of system generated message templates is limited to optimize system performance. Inseveral cases, such templates may not be duplicated, and often the context cannot be modified.

Steps1. Click Message Templates for the desired product.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 Paragraphs


Paragraphs

ParagraphA paragraph is a block of text added to a message template.

Paragraphs can be supplied with the system (message templates supplied with the system havedefault paragraphs attached to them). They can also be duplicated (when duplicating a messagetemplate, paragraphs can be duplicated) or they can be created from scratch.

Paragraphs can be accessed from two places:

• Paragraphs List: The Paragraphs list is available via the Paragraphs link in the productadministration menu and in the Quick Access box within the Message Templates feature. Aparagraph created via the Paragraphs list is available for new and existing message templates.

• Message Template: A paragraph created directly in a message template is only available for thatmessage template and is not available in the Paragraph List.

Important Note: (ID 278) To create a paragraph that can be reused by other message templates,

the paragraph must be created with the Paragraphs feature (available via the Paragraphs link in theproduct administration menu and in the Quick Access box within the Message Templates feature).Paragraphs created during message template creation will be created for that message template onlyand can not be re-used.

Edits made to a paragraph in the Paragraph library will affect all templates using the paragraph,regardless of whether the edits are made directly from within a message template or from within theParagraphs list.

Paragraphs cannot be created if more than one language is activated for the message template.

Paragraph content is created by typing text and/or by adding variables. Variables automaticallycall information from the candidate file or job specific submission and display it in the template. Forexample, if the {Candidate.LastName} variable is used, then the last name of the candidate will beautomatically included by the system in the outgoing message.

By default, all variables are listed in the Available Variables list. However, a shorter list of variables canbe displayed by entering a few letters contained in a variable. The system then automatically suggestsvariables containing these letters. For example, if entering the letters “add”, the system could suggestthe following variables: “Candidate.Address”, “Candidate.Address2”, “ElectronicSignature.IpAddress”.Once the right variables are displayed, the system administrator can drag and drop the desiredvariables in the paragraph. To return to the default list of variables, the system administrator just needsto remove the letters they entered

Configuration


Name Location

Access Correspondence Manager configuration Configuration > [SmartOrg] Administration > User Types >Recruiting > Administration



Adding a Paragraph to a Message Template

Prerequisite


The paragraph must be created and activated.

Configuration

Steps

1. Click Message Templates for the desired product.2. Click on a message template.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 Template

Prerequisite


Configuration

Steps

1. Click Message Templates for the desired product.2. Click on a message template.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 Template

Prerequisite


Configuration



Steps

1. Click Message Templates for the desired product.2. Click on a message template.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 Template

Prerequisite


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 maychose to duplicate the paragraph and then edit the new version only.

Configuration

Steps

1. Click Message Templates for the desired product.2. Click on a message template.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 Template

Prerequisite


You must be in the active language of the message template.

Configuration

Steps

1. Click Message Templates for the desired product.2. Click on a message template.3. Click Preview.

Result

A preview of the content of the paragraph is displayed.

Activating a Paragraph in a Message Template

Prerequisite




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 ina message template.

Deactivating a Paragraph in a Message Template

Prerequisite


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 Variables


Variables

VariableVariables are strings of text replaced by contextual data that you can include in a message or aparagraph.

Variables (also sometimes referred to as tokens) are very useful in the creation of customizedmessages.

Variables are most often used in paragraphs within the body of a message but they can also beinserted in the To, Cc, Bcc, and Subject fields.

When creating message templates, you can select variables from a list of standard variables or youcan create custom variables.

Standard variables are provided with the system and represent a specific value in the database. Forexample, a message template contains the standard variable {CANDIDATE_LAST_NAME}. Justbefore sending the message to a candidate, the system will replace the variable by the candidate’s lastname.

If you do not find the variables you need in the list of standard variables, you can create customvariables. Custom variables must have the same format as standard variables.

• Custom variables must be inserted between the HTML tags <body> and </body>.• Custom variables must be enclosed in curly braces ('{' and '}').• Valid characters for custom variables are capital letters (A-Z), numbers (0-9) and the underscore

symbol (_).

Custom variables should only be used in messages sent manually since user intervention is requiredto replace the variables by text strings just before the message is sent. Note that in the case of eShare,there is no interface presented to the user to make such edits, and as such any custom variables thatare contained in a message template will not resolve and will display a blank space.

Adding a Variable

Prerequisite

Configuration

Steps1. Select a message template.2. To add a variable in the To, Cc, Bcc, and Subject fields, click Edit next to Properties.3. To add a variable in a paragraph, click on a paragraph.4. Scroll the list of variables to find the desired variable.

To display a short list of variables matching a specific keyword, you can enter the keyword in theAvailable Variables field. For example, entering candidate would display all variables containingthe word candidate.

To display the complete list of variables, simply remove the keyword you entered.5. In the list of variables, select the variable (including curly braces) with your cursor.6. Drag the variable in the desired location.



Result

When sending the message, the variable is replaced by contextual data.

The system may be unable to replace a variable because:

• The data is missing; the variable place holder will be left blank.• The variable is invalid in the context; the variable will be replaced by a blank for automatically

sent messages.• For manually sent messages, the variable will be left blank.

List of Correspondence Variables


Variable Type Variable in Taleo 10

Agency {Agency.Name}

Agency {Agent.EmailOrBlank}

Agency {Agent.Email}

Agency {Agent.Fax}

Agency {Agent.FirstName}

Agency {Agent.FullName}

Agency {Agent.HomePhone}

Agency {CareerSection.AgentJobDescriptionUrl}

Agency {CareerSection.AgentJobListUrl}

Agency {Agent.LastName}

Agency {Agent.MobilePhone}

Agency {Agent.PagerPhone}

Agency {CareerSection.AgentReferralUrl}

Agency {Agent.WorkPhone}

Application {Application.Date}

Application {Application.Status}

Candidate Profile {Candidate.Address2}

Candidate Profile {Candidate.Address}

Candidate Profile {Candidate.Availability}





Candidate Profile {Candidate.BirthDate}

Candidate Profile {Candidate.City}

Candidate Profile {Candidate.Country}

Candidate Profile {Candidate.EmailOrOperatorEmail}

Candidate Profile {Candidate.Email}

Candidate Profile {Candidate.EmployeeNumber}

Candidate Profile {Candidate.ExpectedHourlyPayRate}

Candidate Profile {Candidate.Fax}

Candidate Profile {Candidate.FirstNameOrCandidateEmail}

Candidate Profile {Candidate.FirstName}

Candidate Profile {Candidate.FullNameOrCandidateEmail}

Candidate Profile {Candidate.FullName}

Candidate Profile {Candidate.HireStartDate}

Candidate Profile {Candidate.HomePhone}

Candidate Profile {Candidate.IdentificationNumber}

Candidate Profile {Candidate.LastNameOrCandidateEmail}

Candidate Profile {Candidate.LastName}

Candidate Profile {Candidate.MiddleName}

Candidate Profile {Candidate.MobilePhone}

Candidate Profile {Candidate.PagerPhone}

Candidate Profile {Candidate.Prefix}

Candidate Profile {Candidate.Region}

Candidate Profile {Candidate.SecurityCode}

Candidate Profile {Candidate.SocialSecurityNumber}

Candidate Profile {Candidate.State}

Candidate Profile {Candidate.Suffix}





Candidate Profile {Candidate.Travel}

Candidate Profile {Candidate.Username}

Candidate Profile {Candidate.WeeklyHoursPreferred}

Candidate Profile {Candidate.WeeklyHoursWilling}

Candidate Profile {Candidate.WillWorkHolidays}

Candidate Profile {Candidate.WillWorkWeekends}

Candidate Profile {Candidate.WorkPhone}

Candidate Profile {Candidate.Zipcode}

Career Section {CareerSection.MySavedSearchesUrl}

Career Section {CareerSection.MySavedSearchesURL}

Career Section {CareerSection.CareerSectionUrl}

Application {Application.Certifications[1].DateReceived}










Application {Application.Certifications[1].ExpirationDate}














Application {Application.Certifications[1].Location}










Application {Application.certifications[1].Name}










Application {Application.Certifications[1].NumberId}














Application {Application.Certifications[1].Organization}










Career Section {CareerSection.ChangePasswordUrl}

Company {Other.CompanyLogos0}



































Company {Other.CompanyName}





Company {Other.CompanyStaticPage}

Requisition {Requisition.ContactEmailExternal}

Requisition {Requisition.ContactEmailInternal}

Requisition {Requisition.ContactNameExternal}

Requisition {Requisition.ContactNameInternal}

Requisition {Requisition.ContestNumber}

Other {Other.CurrentDate}

Application {Application.Studies[1].Gpa}










Application {Application.Studies[1].GpaRange}














Application {Application.Studies[1].Graduated}










Application {Application.Studies[1].GraduationDate}










Application {Application.Studies[1].GraduationDateProjected}














Application {Application.Studies[1].InstitutionCity}










Application {Application.Studies[1].InstitutionLocation}










Application {Application.Studies[1].InstitutionName}














Application {Application.Studies[1].NameAttending}










Application {Application.Studies[1].ProgramName}














Application {Application.Studies[1].StartDate}










Application {Application.Studies[1].StudyLevel}










Other {ElectronicSignature.DateSigned}

Other {ElectronicSignature.DocumentIdentifier}

Other {ElectronicSignature.IpAddress}





Application {Application.Experiences[1].BeginDate}










Application {Application.Experiences[1].CurrentEmployer}










Application {Application.Experiences[1].Employer}














Application {Application.Experiences[1].EndDate}










Application {Application.Experiences[1].JobFunction}










Application {Application.Experiences[1].NameWhileEmployed}














Application {Application.Experiences[1].PermissionToContact}










Application {Application.Experiences[1].Responsibility}














Application {Application.Experiences[1].Supervisor}










Application {Application.Experiences[1].SupervisorEmail}










Application {Application.Experiences[1].SupervisorPhone}














Application {Application.Experiences[1].SupervisorTitle}










Career Section {CareerSection.ExternalServiceQuestionnaireUrl}

Company {Other.FullCompanyName}

Requisition {Requisition.HmgrAsstEmailOrHmgrEmail}

Requisition {Requisition.HmgrAsstEmail}

Requisition {Requisition.HmgrAsstNameOrHmgrName}

Requisition {Requisition.HmgrAsstName}

Requisition {Requisition.HmgrAsstPhoneOrHmgrPhone}

Requisition {Requisition.HmgrAsstPhone}

Requisition {Requisition.HmgrEmail}

Requisition {Requisition.HmgrName}





Requisition {Requisition.HmgrPhone}

Requisition {Requisition.JobDescriptionExternal}

Requisition {Requisition.JobDescriptionInternal}

Career Section {CareerSection.JobDescriptionUrl}

Career Section {CareerSection.JobIsiUrl}

Requisition {Requisition.JobQualificationsExternal}

Requisition {Requisition.JobQualificationsInternal}

Requisition {CareerSection.JobRmiUrl}

Requisition {Requisition.JobTitle}

Other {Other.JobToFriendComments}

Other {Other.JobToFriendDescription}

Other {Other.JobToFriendQualifications}

Career Section {CareerSection.JobUrl}

Requisition {Requisition.JobfieldStructure}

Application {Application.DisqualificationQuestions[1].Question}










Application {Application.DisqualificationQuestions[1].Result}














Agency {Other.ListOfAgents}

Requisition {Requisition.LocationStructure}

Other {Other.MaximumAttachmentSize}

Other {Other.MaximumAttachments}

Scheduling {Meeting.Attendees}

Scheduling {Meeting.Comments}

Scheduling {Meeting.DateAndTime}

Scheduling {Meeting.Location}

Scheduling {Meeting.Organizer}

Scheduling {Meeting.SharedInformationAccess}

Scheduling {Meeting.Subject}

Career Section {CareerSection.MyAccountAccess}

Other {Other.MyActivityComments}

Other {Other.MyActivityDueDate}

Other {Other.MyActivityName}

Other {Other.MyActivityPriorityDesc}

Other {Other.MyActivityStatusDesc}

Offer {Offer.ActualStartDate}





Offer {Offer.ActualStartTime}

Offer {Offer.AnnualBonus}

Offer {Offer.CarAllowance}

Offer {Offer.CommissionAmount}

Offer {Offer.CommissionType}

Offer {Offer.CreationDate}

Offer {Offer.ExpenseAccount}

Offer {Offer.ExpiryDate}

Offer {Offer.ExtendDate}

Offer {Offer.OptionsType}

Offer {Offer.Options}

Offer {Offer.OtherBonus}

Offer {Offer.OtherCompensation}

Offer {Offer.PayBasis}

Offer {Offer.Pay}

Offer {Offer.RelocationAmount}

Offer {Offer.RelocationType}

Offer {Offer.SalaryCurrency}

Offer {Offer.Salary}

Offer {Offer.SignOnBonus}

Offer {Offer.StockAmount}

Offer {Offer.StockType}

Offer {Offer.TargetStartDate}

Offer {Offer.VacationUnit}

Offer {Offer.Vacation}

User {Other.OperatorEmail}





User {Other.OperatorName}

User {Other.OperatorPhone}

Requisition {Requisition.OrganisationStructure}

Other {Other.OriginalMessageSentDate}

Other {Other.OriginalMessageSubject}

Other {Other.PageBreak}

Candidate Profile {Candidate.PrimaryNumber}

Other {Other.ProductName}

Candidate Profile {CareerSection.ProfilerUrl}

Application {Application.Questions[1].Question}










Application {Application.Questions[1].QuestionResult}














Requisition {Requisition.RecruiterAsstEmailOrRecruiterEmail}

Requisition {Requisition.RecruiterAsstEmail}

Requisition {Requisition.RecruiterAsstNameOrRecruiterName}

Requisition {Requisition.RecruiterAsstName}

Requisition {Requisition.RecruiterAsstPhoneOrRecruiterPhone}

Requisition {Requisition.RecruiterAsstPhone}

Requisition {Requisition.RecruiterEmail}

Requisition {Requisition.RecruiterName}

Requisition {Requisition.RecruiterPhone}

Application {Application.References[1].Company}










Application {Application.References[1].Country}














Application {Application.References[1].Email}










Application {Application.References[1].FirstName}














Application {Application.References[1].LastName}










Application {Application.References[1].MiddleInitial}










Application {Application.References[1].Phone}














Application {Application.References[1].ReferenceType}










Application {Application.References[1].Relationship}










Application {Application.References[1].RelationshipLength}














Application {Application.References[1].Title}










Referral {Other.ReferralValidityPeriod}

Referral {Referrer.Email}

Referral {Referrer.FirstName}

Referral {Referrer.LastName}

Referral {Referrer.MiddleName}

Application {Other.RequestMoreInfoData}

Requisition {Requisition.AnnualBonus}

Requisition {Requisition.CarAllowance}





Requisition {Requisition.ClosingDate}

Requisition {Requisition.CommissionType}

Requisition {Requisition.Commission}

Requisition {Requisition.DepartmentName}

Requisition {Requisition.DepartmentNumber}

Requisition {Requisition.EducationLevel}

Requisition {Requisition.EmployeeReferralBonus}

Requisition {Requisition.EmployeeStatus}

Requisition {Requisition.ExpenseAccount}

Requisition {Requisition.HighQuartileSalary}

Requisition {Requisition.JobGrade}

Requisition {Requisition.JobLevel}

Requisition {Requisition.JobSchedule}

Requisition {Requisition.JobShift}

Requisition {Requisition.JobType}

Requisition {Requisition.LowQuartileSalary}

Requisition {Requisition.MaximumSalary}

Requisition {Requisition.MidpointSalary}

Requisition {Requisition.MinimumSalary}

Requisition {Requisition.No}

Requisition {Requisition.Number}

Requisition {Requisition.OpeningDate}

Requisition {Requisition.OtherBonus}

Requisition {Requisition.OtherCompensation}

Requisition {Requisition.PublicReferralBonus}

Requisition {Requisition.RelocationType}





Requisition {Requisition.Relocation}

Requisition {Requisition.SharesType}

Requisition {Requisition.Shares}

Requisition {Requisition.SignOnBonus}

Requisition {Requisition.StockOptionsType}

Requisition {Requisition.StockOptions}

Requisition {Requisition.TargetStartDate}

Requisition {Requisition.VacationType}

Requisition {Requisition.Vacation}

Application {Candidate.ShiftGrid}

Application {Application.Skills[1].Name}










Application {Application.Skills[1].Result}














Other {Other.SupportedAttachmentFormat}

Career Section {CareerSection.UnsubscribeNowUrl}

Other {Other.UserEmail}

Other {Other.UserFirstName}

Career Section {CareerSection.UserForgotPwdUrl}

Other {Other.UserFullName}

Other {Other.UserLastName}

Other {Other.UserMiddleName}

Other {Other.UserPassword}

Other {Other.UserUsername}

Other {CareerSection.UserWebtopSuiteUrl}

Candidate Profile {WorkConditions.Currency}

Candidate Profile {WorkConditions.HoursPreferred}

Candidate Profile {WorkConditions.HoursWillingWork}

Candidate Profile {WorkConditions.PayRate}

Candidate Profile {WorkConditions.WorkHoliday}

Candidate Profile {WorkConditions.WorkWeekend}

Correspondence Notifications


Notifications

NotificationA notification is an e-mail message automatically sent by the system.

Notifications are optional e-mail messages sent to notify Recruiting and eShare users of key workflowevents affecting the recruiting and hiring cycle. The system administrator can choose whether to sendor 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 themessage template with the corresponding triggering event.

eShare approval request (offers and requisitions) e-mails have an expiration date of 30 days. This datecannot be changed. eShare e-mails cannot be edited, they are supplied with the application. E-mailsare sent to eShare users only for the contribute, extend posting, approve requisition and approve offeractions.

Workflow Event Notification

For security reasons, the Workflow Event Notification e-mails no longer contain an attached candidatefile. For this reason, these e-mails, as well as others, can be configured to include a "deep link"variable that gives deep link access to the candidate file.

This variable {Candidate.CandidateSubmissionUrl} can be added to the standard Workflow EventNotification message template or other message templates if desired. When receiving the notification,users must click the hyperlink contained in the message to access the candidate file. The candidate fileis no longer included in the message.

The variable is available for use in any message template; however, if placed in a context where therecan be no referenced job submission, the link will not work.

Configuration

Activate the following setting is you want to keep users informed of workflow events by email.

Setting


Workflow Event Notifications • Yes

• No

No Configuration > [GeneralConfiguration] Settings

Activate the following setting is you want to email job postings to matching internal candidates.

Correspondence Notifications


Setting


Job Posting Notification(Internal Candidates)

• Yes

• No

Yes Configuration > [Recruiting]Settings


Name Location

Access Correspondence Manager configuration Configuration > [SmartOrg] Administration> User Types >Recruiting > Administration

Send messages created from scratch (whilechanging the status of a candidate in a workflow)


Access the "Preferences" section in 'My Setup'menu

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

Activating a Notification

Prerequisite

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 workflownotifications. This can be determined by the system administrator in the user's settings, or by theuser in My Setup (if permitted).

Result

The notifications are enabled. E-mails will be sent automatically by the system when selectednotifications 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.

Source Tracking

• Source............................................................................................................................ 298• Event.............................................................................................................................. 305

Source Tracking Source


Source

Recruiting SourceA recruiting source is a medium or event through which a candidate has heard about the job posted orabout a company.

Sources are used for source tracking purposes. Sources may be as diverse as Internet job boards, jobfairs, 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 thedatabase. However, they can be removed by the system administrator. A source that has beenremoved from the sources list can be added again as it remains available in the database. If asource 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 Taleosystem sources in selector window user type permission. The use of a system-defined source canbe 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-definedsource can be permanently deleted from the sources list, provided it is not in use. If a user-definedsource is in use, deleting it will only inactivate it. The properties of a user-defined source as wellas the Organization-Location-Job Field structure associated to it can be modified by the systemadministrator even if the source is in use.

The system administrator can configure the use, the visibility and the Organization-Location-Job Fieldstructure of a source.

• Use: a source is required by users when creating a requisition (use = in requisition). A source canalso be used by candidates when entering their profile in a career section (use = in profiler). Asource 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 intothe source list for the requisitions or the general profiles. However, via Taleo Recruiting Center, auser can still add the source to a specific source list. The use of a source can be modified after ithas been created

• Visibility: The visibility of a source can be set to internal or public. An internal source can be viewedonly by users. A public source can be viewed by candidates in career sections and by users inTaleo Recruiting Center.

• Organization-Location-Job Field structure: a source can be associated to organizations, locationsand/or job fields. If a source is to be available to all requisitions, no Organization-Location-Job Fieldstructure needs to be associated to the source. However:

When creating a requisition, only the sources that have the same Organization-Location-Job Fieldstructure 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 displayedin the Sources list.

When candidates complete their profile without actually applying on a job, all sources that are activeand 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 orafter the Organization-Location-Job Field block and therefore the system is just set to not look atthe Organization-Location-Job Field when defining what sources to display.

Configuration


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 SourceTracking Question

• No

• Yes


Source Tracking QuestionsMandatory

• No

• Yes


Source Tracking List Presented • No

• Yes


General Profile Source Tracking • No

• Yes


Source Types

Standard Taleo Source Types

Agency

Agent

Billboards

Broadcast

Career Fair

Direct Mail

Direct Sourcing



Standard Taleo Source Types

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

Source TrackingSource tracking allows users to know how the candidate has heard about a position.

Users have the option to embed the ID of an event or of a source into the URL that sends thecandidate to a Career Section. By using the ID of a source or an event in the URL of a Career Section,it is possible to track the event or the source from which the candidate has heard about a position.

If a source code is the same as the event code, the source code will win over the event code.Therefore, the same code should not be used for a source and an event.

There are technically three levels of source tracking:

Level Item Description Example

1 Source Type General source Newspaper

2 Source Specific source Boston globe

3 Event Timely event for a source An add in the Boston Globe on Sunday

The system administrator can determine at what level the tracking will take place:

• Source: Sourcing performance is measured in terms of the source only.



• Event: Sourcing performance is measured in terms of a specific event related to a source.

To collect sourcing data, the application can be configured to ask candidates where they heard aboutthe job they are applying for. The choice of answers for each job posted can be specified by theadministrator in Recruiting Configuration. Recruiting Center users can then view data in various layoutsof the Source Tracking Report.

Note: Agencies and agents appearing under the Corporate Sources List are created under theAgencies section of Recruiting Configuration.

Configuration


Name Location

Select Taleo system sources in selector window Configuration > [SmartOrg] Administration> User Types >Recruiting > Sourcing


Access Source Tracking Management Configuration > [SmartOrg] Administration> User Types >Recruiting > Configuration

Settings



• No

• Yes



• No

• Yes


Source Tracking List Presented • No

• Yes


General Profile Source Tracking • No

• Yes


Creating a Source

Prerequisite

Only user-defined sources can be created.

The Access Source Tracking configuration user type permission is required.

Configuration > [Recruiting] Administration > Sources

Steps1. 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 ona job.

Adding a Source

Prerequisite

Only system sources can be added.



Steps

1. In the Corporate Sources tab, clear the Show Sub-folder Contents option located in the leftpane.

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.



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 Source

Prerequisite

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 ispermanently deleted.

Reactivating a Source

Prerequisite


The source must be inactive.


Steps

1. In the Source list, select an inactive source.

2. Select Reactivate.

Editing the Properties of a Source

Prerequisite




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 bycandidates when entering their profile in a career section.

Editing the Organization-Location-Job Field of a Source

Prerequisite

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 Fieldstructure.

Source Tracking 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 candidatesto their career sections. Events are created by the system administrator and are linked to a specificsource. When a source is used in a source list of a requisition (in requisition) or a general profile (inprofiler), 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 setthe Tracking Mode setting value to Event. This will display the Events column in the Corporate SourcesList 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 thecandidate to a career section. Therefore, when a candidate logs to a career section, the URL willinclude the event from which the candidate has heard about the job posting or the company. Fordetails, 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 generalprofile.

Configuration

Setting


Tracking Mode • Source

• Event

Source Configuration > [Recruiting] Settings

Creating an Event

Prerequisite

The source must be created.

The Tracking Mode setting must be set to Event.



Steps

1. On the Corporate Sources tab, click the number in the Events column next to a source.

2. Click New...


4. Click Done.

Source Tracking Event


Result

The event appears in the Events list of the source. Candidates will be able to select this event in theCareer Sections.

Editing an Event

Prerequisite





Steps


2. Click on an event.

3. Modify the information as needed.

4. Click Done.

Removing an Event

Prerequisite





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 toselect this event in the Career Sections.

Layout

• Page Layout...................................................................................................................308• Center Stage..................................................................................................................330

Layout Page Layout


Page Layout

Home Page and List Elements Configuration

Element Description Configuration

Auxiliary Navigation Bar The auxiliary navigation bar is the barlocated at the top right hand side ofpages and contains:

• My Setup• Training and/or e-Learning• About• Sign Out• Web Support• Talent Grid• Full screen mode icon

Configuration > [SmartOrg]Administration > Configuration Profiles> Auxiliary Navigation Bar

My Setup link The My Setup link is displayed in theauxiliary 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 theauxiliary navigation bar and gives accessto online training materials.

Configuration > [SmartOrg]Administration > Configuration Profiles> Training Section URL

Configuration > [GeneralConfiguration] Settings > Training LinkActivation

eLearning link The eLearning link is displayed in theauxiliary navigation bar and gives accessto eLearning materials.

Configuration > [SmartOrg]Administration > Configuration Profiles> eLearning Section URL

Web Support link The Web Support link is displayed in theauxiliary navigation bar and gives accessto Web Support. This link only works forusers who are authorized Web Supportusers.

Configuration > [SmartOrg]Administration > ConfigurationProfiles > Display Web Support Link inAuxiliary menu

About link The About link is displayed in theauxiliary navigation bar.

Configuration > [SmartOrg]Administration > Configuration Profiles> About Link in Auxiliary Menu

Talent Grid link The Talent Grid link gives direct accessto the Solution Exchange, KnowledgeExchange and Talent Exchange.

Configuration > [SmartOrg]Administration > User Types > Grid >Knowledge Exchange

Layout Page Layout



Configuration > [SmartOrg]Administration > User Types > Grid >Solution Exchange

Core Navigation Bar The core navigation bar is located justabove the central panel and contains:

• Home icon

• Tasks tab• Requisitions tab• Candidates tab• Offers tab• New Hires tab• Libraries tab (Templates, Questions,

Competencies, DisqualificationQuestions)

Configuration > [SmartOrg]Administration > Configuration Profiles> Core Navigation Bar

Requisitions tab The Requisitions tab is displayed inthe core navigation bar and displaysrequisitions.

Configuration > [SmartOrg]Administration > User Types >Recruiting > Requisitions > Access the"Requisitions" section

Offers tab The Offers tab is displayed in the corenavigation bar and diplays offers.

Configuration > [SmartOrg]Administration > User Types >Recruiting > Offers > View offers

Libraries tab The Libraries tab is displayed in thecore navigation bar and provides accessto requisition templates, questions,competencies and disqualificationquestions.

Configuration > [SmartOrg]Administration > User Types >Recruiting > Prescreening > Accessthe question and competency libraries

Search Widget A tool allowing users to performcandidate search, specific candidatesearch and requisition search.

Configuration > [SmartOrg]Administration > Configuration Profiles> Search Widget

Configuration > [SmartOrg]Administration > User Types >Recruiting > Search > Access QuickSearch and Specific Search

Configuration > [SmartOrg]Administration > User Types >Recruiting > Search > AccessRequisition Search

Advanced Search link The Advanced Search link is availableat the top right hand corner of pages,just beside the search widget. It allowsusers to search for candidate files usingan array of criteria that are different thanthe ones used in the search function.

Configuration > [SmartOrg]Administration > Configuration Profiles> Advanced Search Links

Configuration > [SmartOrg]Administration > User Types >

Layout Page Layout



Recruiting > Search > Accessadvanced search

Search Queries link The Search Queries link is availableat the top right hand corner of pages,just beside the search widget. A searchquery is an advanced candidate searchthat has been saved in order to be usedrepetitively and potentially shared withother users.

Configuration > [SmartOrg]Administration > Configuration Profiles> Advanced Search Links

Configuration > [SmartOrg]Administration > User Types >Recruiting > Search > Accessadvanced search

Configuration > [SmartOrg]Administration > User Types >Recruiting > Other > Folders

Center Stage A center stage is what users see in thecenter panel when they first log into theapplication. A center stage may containchannels providing overview informationon requisitions, candidates or offers,as well as links to create requisitions orview candidates.

Configuration > [Recruiting]Administration > Center Stage

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

Configuration > [SmartOrg]Administration > Configuration Profiles> Center Stage Configuration

Channels A channel is a section contained in thecenter stage. The following channelsmay be displayed:

• Candidates• Offers• Onboarding• Candidates tab• Requisitions• Tasks

A channel can be expanded or

collapsed .

Configuration > [Recruiting]Administration > Center Stage

Communications Channel The Communications channel allowsthe display of useful information to userswhen they first log into Taleo Recruiting.

Configuration > [SmartOrg]Administration > Configuration Profiles> Communication Channel Mode

Layout Page Layout



Configuration > [SmartOrg]Administration > Configuration Profiles> Communication Channel -CustomSection Title

Configuration > [SmartOrg]Administration > Configuration Profiles> Communication Channel -CustomSection Text

Configuration > [SmartOrg]Administration > Configuration Profiles> Communication Channel -CustomSection Link

Configuration > [SmartOrg]Administration > Configuration Profiles> Communication Channel -CustomSection Link Tooltip

Configuration > [SmartOrg]Administration > Configuration Profiles> Communication Channel - CustomSection Link URL

Configuration > [SmartOrg]Administration > Configuration Profiles> Communication Channel - HTMLCustom Section URL




Online Tour Short clips describing essential userinterface elements of Taleo 10.

Configuration> [Recruiting] Settings >Online Tutorial

Configuration> [General Configuration]Settings >Online Tutorial HTMLCustomized URL

Configuration> [General Configuration]Settings > Taleo Recruiting OnlineTutorial URL

Layout Page Layout



Show Filter The Show filter allows users to filterinformation displayed in a list usingownership 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 alist down to relevant information.

Configuration> [Recruiting]Administration > List Format

Advanved Filters Advanced filters are used to filter lists bya more expansive set of filtering criteria.

Configuration> [Recruiting]Administration > List Format

Page Header The header text is displayed on all pagesof the application.

Configuration > [SmartOrg]Administration > Configuration Profiles> Recruiting Header Text

Page Footer The footer text is displayed on the homepage of the application.

Configuration > [SmartOrg]Administration > Configuration Profiles> Center Stage Footer Text

Welcome Title The welcome title is displayed on thehome page of the application.

Configuration > [SmartOrg]Administration > Configuration Profiles> Center Stage-Welcome Title

Separator Line The line separating the Welcome titlefrom the main content of the centerstage.

Configuration > [SmartOrg]Administration > Configuration Profiles> Center Stage-Separator Line

Logo A logo can be displayed in the upper leftcorner of Taleo Recruiting and TaleoPerformance pages.

Configuration > [GeneralConfiguration] Settings> OrganizationLogo

Color Theme A theme is a set of colors used forbody text, headings, links within anapplication.

Configuration > [GeneralConfiguration] Settings > DefaultTheme

Selected Item Color This is the color displayed whenselecting elements in the user interface

Configuration > [GeneralConfiguration] Settings > SelectedItem Default Color

CalloutA callout is a small window containing information on an element.

Callouts are available throughout the application. For example:

• requisitions• candidates• tasks• list formats

For a detailed list, see Callout Behavior.

Layout Page Layout


To see information contained in a callout, users must place their mouse over the element.

For security reasons, the requisition callout on the Tasks list will show the callout. However, therewill be no access to the requisition for all tasks that are in the Approve Requisition or Approve Offerstatus for any users. The user can get access to view a PDF of the requisition from within the Approvalscreen.

No configuration is required for the callouts. If a user has access to a specific area based onpermissions and that area has a callout, the user will be able to see the callout. If there is content thatthe user cannot see based on the user’s permissions and the callout behavior, the field label will bedisplayed, but the field will be blank. For example, if a user does not have the permission to see thename of internal candidates, the user will still have access to the callout, but the name will show asblank for internal candidates.

Callout Behavior

Callout Fields in the Callout Context WhereCallout is Used

Security Level/FieldAvailability Impact

Attendee Callout First Name, Last Name,Home Phone, CellularPhone, Work Phone,Email.

In the Schedule anInterview wizard.

None

CSW Callout Step Name, StepInformation.

In the Change Stepand Status screen ofthe requisition-specificcandidate list.

None

Requisition Callout - Small Requisition Title (withan hyperlink to the file),Requisition ID, ActivatedLanguages, ActivatedFeatures.

In the Requisitions listand Tasks list (in theRequisition column).

None

Requisition Callout - Large Requisition Title (withan hyperlink to therequisition file), RequisitionID, Status, Recruiter,Status Details, HiringManager, PrimaryLocation, RequisitionType, Hired Candidates,Offers Accepted, ActivatedLanguages, ActivatedFeatures, Department.

In the Requisition Selectorof the Match Candidatesto Requisitions wizard,the Offers list (in theRequisition column), theRequisition Title on theCandidate Job Submissionpage, the RequisitionTitle on the CandidateAll tab (when grouped byRequisition).

None

Candidate Callout Candidate Name (with anhyperlink to the file), HomePhone, Cellular Phone,Work Phone, Email.

In the Tasks list (in theCandidate column),the Offers list (in theCandidate column),the Search Resultslist, the requisition-specific candidate list,

Field security levelpermissions and fieldavailability are taken intoconsideration.

Layout Page Layout




the Candidates list, thecandidate submission list.

Candidate CommentCallout

Comment content. In the candidate fileHistory tab.

None

Requisition CommentCallout

Comment content. In the requisition fileHistory tab.

None

Task Callout Task name (with anhyperlink to the file), TaskType, Assignment Date,Owner.

In the Tasks list (in theTask column).

None

Task Comment Callout Comment content. In the Tasks list (in theComment column).

None

Submission Active/InactiveCallout

Requisition Title (with anhyperlink to the file), Step/Status, Comment.

In the candidate card ofthe candidate file.

The requisition titleviewing permission isignored; only submissionsthe user can see will belisted.

List Format Callout List format information. In the Requisitions list,the Mini Requisitionlist, the requisition-specific candidate list,the All Candidate byRequisition list, the AllCandidates by Folderlist, the All Candidatesby Offer list, the quicksearch results list, theadvanced search resultslist, the candidate capture/possible duplicates listof automatically pooledcandidates.

None

Message Template Callout Message title, information,structure.

In the SendCorrespondence wizard,when selecting a messagetemplate.

None

Message ParagraphCallout

Paragraph title, preview ofparagraph body (in activelanguage).

In the SendCorrespondence wizard,when the messagetemplate selected containsmany paragraphs.

None

Group Callout User Name, EmployeeID, Job Title, Email,Department.

In the Requisitions list, theCandidates list, the Offerslist.

None

Layout Page Layout




Create Candidate Callout For job-specificsubmission: SelectedLanguage, SelectedRequisitions. Forgeneral profile: SelectedLanguage, Folder locationand name.

In the Create a Candidatewizard.

None

Create Candidate FlowDescription Callout

Create candidate flow titleand description.

In the Create a Candidatewizard when selectinga candidate file creationtemplate.

None

Most AdvancedProgression Status Callout

Requisition Title (withan hyperlink to the file ifthe user has the requiredpermission), RequisitionID, Status, date whenmoved into that status.

In the Candidates list,in the Most AdvancedProgression Statuscolumn.

If a user does not have thepermission to see the MostAdvanced Requisition, thehyperlink to the requisitionwill not be available.

Disqualification QuestionExplanation Callout

Disqualification QuestionExplanation Title,Disqualification QuestionExplanation Comment.

In the DisqualificationQuestions library (Detailedmode), the requisitionfile and the candidatesubmission.

None

User Information Callout First Name, Last Name,Title (of requisition), ID(of requisition), EmailAddress, Work PhoneNumber, Extension, FaxNumber.

In the User Selectoravailable in the ShareCandidate wizard,Request Approval wizardand Request Contributionwizard.

None

Requisition TemplateCallout

Requisition TemplateTitle, Job Code, Status,Requisition Type, UserGroup, Recruiter.

In the RequisitionTemplate Selector whenselecting a template for arequisition file.

None

Requisition Template ListCallout

Requisition Template Title,Activated Languages.

In the RequisitionTemplates library.

None

Attachment Callout Candidate Name, JobSpecific Attachments,Other Attachments.

In the Candidates lists. Users must have theAccess Attachments tabpermission to see thecallout.

Primary Location Callout Primary Location, Country,State/Province, Region,Address, City, Zip/PostalCode.

In the left pane ofrequisitions and requisitiontemplates.

None

Screening DescriptionCallout

Screening Description. In the job submissionScreening block.

None

Layout Page Layout


Auxiliary Navigation BarThe auxiliary navigation bar is the bar located at the top right of pages.

If the auxiliary navigation bar has been enabled, it is available at all times for users to see and access.

The auxiliary navigation bar may contain the following elements (if enabled and if users were grantedaccess to them):

• My Setup• Training• e-Learning• About• Web Support• Talent Grid• Sign Out link allows users to sign out from Taleo Recruiting.

Configuration

The display of the auxiliary navigation bar is enabled by the following setting.

Setting


Auxiliary Navigation Bar • No

• Yes


Elements displayed in the auxiliary navigation bar depends on settings that were enabled and onpermissions granted to users. For details, refer to Home Page and List Elements Configuration.

The following permissions are required to access the Talent Grid products:

Type Permission

Name Location

Access Knowledge Exchange Configuration > [SmartOrg] Administration > UserTypes > Grid > Knowledge Exchange

Access Solution Exchange Configuration > [SmartOrg] Administration > UserTypes > Grid > Solution Exchange

Access Talent Exchange Configuration > [SmartOrg] Administration > UserTypes > Grid > Talent Exchange

Core Navigation BarThe core navigation bar provides access to specific features of the Recruiting Center.

Layout Page Layout


The core navigation bar is located just above the central panel. If the bar has been enabled, it isavailable at all times.

The core navigation bar may contain the following elements (if enabled and if users were grantedaccess to them):

• Tasks• Requisitions• Candidates• Offers• New Hires• Libraries (Templates, Questions, Disqualification Questions, Interview Questions, Competencies)

Configuration

The display of the core navigation bar is enabled by the following setting.

Setting


Core Navigation Bar • No

• Yes


Elements displayed in the core navigation bar depends on permissions granted to users.


Name Location

Access the "Requisitions" section Configuration > [SmartOrg] Administration> User Types >Recruiting > Requisitions

View offers Configuration > [SmartOrg] Administration> User Types >Recruiting > Offers

Access the question and competency libraries Configuration > [SmartOrg] Administration> User Types >Recruiting > Prescreening

About WindowThe content of the About window was modified for the Recruiting Center, Recruiting Administration,SmartOrg, Onboarding, Performance and Career Section Administration products.

The About box displays the following information:

• service pack information (always displayed)• version information (always displayed)• legal statement regarding IP protection (displayed if setting enabled)

The legal statement is required mostly for Federal customers. The legal statement will appear asfollows:

Layout Page Layout


“Use, reproduction, or disclosure is subject to restrictions set forth in Subcontract No. [SubcontractNumber(s)] with Taleo Corporation.”

Configuration

To display a legal statement in the About window, a subcontract number must be entered in thefollowing setting. Contact Taleo to enter or modify the value.

Setting


Subcontract Number None Configuration > [GeneralConfiguration] Settings

Search WidgetA tool allowing users to search for candidates and requisitions.

The search widget is available at the top right hand corner of Taleo Recruiting pages. It is available tousers if it has been configured in the user's configuration profile and if the user type permission hasbeen granted.

The search widget gives access to three types of search:

• quick candidate search• specific candidate search• quick requisition search

Configuration

The display of the search widget is enabled by the following setting.

Setting



• Yes

Yes Configuration > [SmarOrg]Administration >Configuration Profile

Users must be granted a permission to access the different types of search available.


Name Location


Layout Page Layout



Name Location

Access requisition search Configuration > [SmartOrg] Administration > User Types >Recruiting > Search

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 TaleoSupport. 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.

Configuration

The following setting allows the activation of the page header.

Setting


Recruiting Header Text • No

• Yes

No Configuration > [SmartOrg]Administration> ConfigurationProfiles

Creating a Page Header

Prerequisite

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 embedhyperlinks.

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.

Result

The header text will be displayed to the user in the center of the top panel on all pages of theapplication.

Layout Page Layout


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 TaleoSupport. 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.

Configuration

The following setting allows the activation of the page footer.

Setting


Center Stage Footer Text • No

• Yes


Creating a Page Footer

Prerequisite

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 embedhyperlinks.

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 thehome page of the application, along two lines on the bottom left of the page.

Welcome TitleThe welcome title is displayed to users when they first log in into the application.

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 forinformation.

Layout Page Layout


Configuration

The following setting allows the activation of the welcome title.

Setting


Center Stage-Welcome Title • No

• Yes


Creating a Welcome Title

Steps

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 bydefault at the top left of the Center Stage is replaced.

Separator LineLine separating the Welcome title from the main content of the center stage.

By default, the separator line is not displayed.

Configuration

The following setting allows the activation of the separator line.

Setting


Center Stage-Separator Line • No

• Yes


Adding a Separator Line

Prerequisite

Center Stage must be created and activated.


Steps

1. Click on a configuration profile.2. Click on the Center Stage - Separator Line setting.

Layout Page Layout


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.

Expandable and Collapsible Sections in a FileSections in candidate files, requisition files and requisition templates can be expanded or collapsed.

In view mode, upon initial entry, the first section in candidate files, requisition files and requisitiontemplates is always expanded and the other sections are always collapsed. When navigating from fileto file, the expanded section currently being viewed will be the expanded section on the next/previousfile accessed. In edit mode, all sections are expanded. If users return to the view mode, all sectionsremain expanded regardless of the current expand/collapse setting.

Each section has an icon to expand and collapse the section. Only the section title is visiblewhen the section is collapsed.

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 ofTaleo 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 185x 60 pixels.

Configuration

Setting


Organization Logo Taleo Logo Configuration > [GeneralConfiguration] Settings

Uploading an Organization Logo

Prerequisite

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.

Layout Page Layout


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.

Taleo Aqua Sand Ice Silver

A theme is selected by the system administrator for the different Taleo applications.

Users can modify the theme selected by the system administrator in their preferences (My Setup >Preferences tab).

Configuration

By default, the theme selected is the Taleo green. The system administrator can select another themeby configuring the following setting.

Setting


Default theme • Aqua

• Silver

• Snow

• Taleo

• Ice

• Sand

Taleo Configuration > [Settings]Settings

Users must be granted the following permission to overwrite the theme selected by the systemadministrator.


Name Location

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

Layout Page Layout


Modifying the Theme

Prerequisite

Only one color theme can be displayed per zone.


Steps

1. Click on the Default Theme setting.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. Users can modify the color selected bythe system administrator in their preferences (Auxilairy Navigation Bar / Resources / My Setup /Preferences tab).

A high contrast color scheme, Dark (inverted), is available to users to address the Section 508compliance standard for visually impaired users.

Configuration

By default, the selected item color is soft blue. The system administrator can select another color byconfiguring the following setting.

Setting


Selected Item DefaultColor

• Green

• Blue (inverted)

• Soft Blue

• Yellow

• Dark (inverted)

Soft Blue Configuration > Settings

Users must be granted the following permission to overwrite the selected item color selected by thesystem administrator.

Layout Page Layout



Name Location

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

Communications ChannelThe Communications channel allows the display of useful information to users when they first sign inTaleo 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 beingexpandable and collapsible by users.

Section Name Default Text Link

Customer Support Text entered by the systemadministrator.

None

Documentation Center Release notes, tutorials, trainingmanuals, FAQ, glossaries, andother support documentation directlyrelated to the recruiting application.

The Documentation link givesaccess to the CommunicationCenter.

Resource Center Informational links within the hiringcycle, articles, research content,and more.

The Resource Center link givesaccess to the Resource Center

Configuration

The Communications channel is configured by the system administrator. By deploying theCommunications channel, customers can display different information at different levels ofcustomization to different user populations, depending on the level of information that needs to beshared with the group of users.

Settings

Name PossibleValues

Default Value Location

Communication Channel Mode • Default

• Customized

• HTMLcustomized

• Disabled

Default Configuration > [SmartOrg]Administration > ConfigurationProfiles

Layout Page Layout


Settings

Name PossibleValues

Default Value Location

Communication Channel -Custom Link

Custom Communication Channel -Custom Link

Configuration > [SmartOrg]Administration > ConfigurationProfiles

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 > ConfigurationProfiles

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


Communications Channel ModeCustomers have many options regarding if and how the Communications channel will be displayedto users. For each configuration profile, customers can define the appropriate approach to take byconfiguring the Communication Channel Mode setting.

Communication Channel Mode

Value Description

Default The Communications channel is displayed in thestandard Taleo format.

However, the Customer Support section can bedisplayed and text in the Customer Support section

Layout Page Layout



Value Description

can be customized by configuring the followingconfiguration profile settings:

• Customer Support Section• Customer Support Text

If no text is customized, then the default text as definedby Taleo will be displayed.

Note that a private setting must be activated by TaleoSupport to define the Communications channel URL.

Customized The Communications channel can be customized todisplay different links.

By using this option, the system administrator cancustomize for each active Recruiting Center language,a title, text, link, link tooltip, and URL.

The Customer Support section can be displayedand text in the Customer Support section can becustomized by configuring the following configurationprofile settings:

• Customer Support Section• Customer Support Text

If no text is customized, then the default text as definedby Taleo will be displayed.

The title of the Communications channel is customizedvia this configuration profile setting:

• Communication Channel - Custom Section Title

The text in the Communications channel is customizedvia this configuration profile setting:

• Communication Channel - Custom Section Text

The link text that brings users to the Communicationschannel is customized via this configuration profilesetting:

• Communication Channel - Custom Section Link

The tooltip of the link that brings users to theCommunications channel is customized via thisconfiguration profile setting:

• Communication Channel - Custom Section LinkTooltip

The URL of the custom page in the Communicationschannel is customized via this configuration profilesetting:

Layout Page Layout



Value Description

• Communication Channel - Custom Section LinkURL

Note that if the setting is set to Customized andthe above settings have no content, then theCommunications channel will be blank.

HTML Customized The Communications channel contains the URL of theclient’s HTML page.

Using this option, the system administrator can definean entirely distinct URL for each active RecruitingCenter language. This URL will then be loaded in aniFrame and replace the Communications channelsection on the home page. The HTML customizedURLs can be the same or can be different for eachindividual configuration profile.

The URL is customized via this configuration profilesetting:

• Communication Channel - HTML Custom sectionURL

If no content is provided or if content is invalid, thenthe Communications channel will be displayed blank orwith an error message.

Note that the HTML Customized mode requires thatFlash Player be set in transparent/opaque mode.

A private setting must be activated by Taleo Support todefine the standard Communications channel URL.

Disabled The Communications channel is not displayed.

Customizing Text in the Customer Support Section

Prerequisite

The Communication Channel Mode setting in the user’s configuration profile must be set to eitherDefault or Customized.

The Customer Support Section setting must be activated in the SmartOrg Configuration Profilesfeature.


Steps


2. Click on the Customer Support Text setting.

3. Click Edit.

4. Enter the desired text for each activated language.

Layout Page Layout


5. Click Save.

Result

Added text will be displayed in the Customer Support section located in the Communicationschannel in the right panel of the page.

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 underlyingapplication to perform more complex actions. For example, a center stage may contain elements suchas task list, links to create requisitions or view candidates, channels providing overview information onrequisitions, candidates or offers.

A center stage can be customized for specific needs or users. Once the center stage is created andconfigured, it is associated to a configuration profile. And one configuration profile is then assigned toa user account. Consequently, depending on the user logging into Taleo Recruiting, the informationdisplayed in the central panel of the home page will differ.

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 stageseither from scratch or by duplicating existing ones. Changes made to a center stage are applied thenext time a user linked to any configuration profiles using that center stage logs in.

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 toanother part of the application. Channels are supplied by Taleo and cannot be created nor edited. Thefollowing channels are available:

• Candidates• Offers• Onboarding• Requisitions• Tasks

A channel always includes a list of elements as well as the number of items associated to eachelement. The elements on the list are clickable and bring users to a more detailed area of theapplication, for example the candidate list, requisition list, etc. The elements on the list are alsodependent 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 numberof items that are new or have been updated by another user since you last viewed them. For

Layout Center Stage


example, if you approve your own requisition, a “new” task is added to your Ready for sourcingtasks, 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, previouslyviewed, and updated. For example, if you choose your user name in the Show list and Ready forsourcing appears in the Tasks channel, the number in the Total column represents the total numberof your requisitions that are ready for sourcing.

Links redirect the user to another part of the application. Links are supplied by Taleo and cannot becreated nor edited. The following links are available:

• Create a Requisition• Onboarding Process• Reports• Search for candidates• View My Candidates• View My Requisitions

A mini requisition list may be available in the center stage. This mini requisition list can be added inthe center stage to allow users to access a candidate list directly from the home page without having togo through the standard requisition list page. This mini requisition list can contain up to four columns ofsummary information about each requisition, including the number of candidates. It can also display upto 30 requisitions (the ones with the most recent submission activity). This mini requisition list is usedby default with the Hourly Manager center stage.

Note that the Mini Requisition list and the Requisitions channel cannot be put in the same center stage.

Configuration

Center stages are created in Taleo Recruiting Administration, under Center Stage.

Once a center stage is created and configured, it is associated to a configuration profile using thefollowing setting.

Setting


Center Stage Configuration Recruiter View Configuration > [SmartOrg]Administration > ConfigurationProfiles

A configuration profile is then assigned to a user account.

In addition to the center stage creation, the system administrator may decide to display a welcome titlein the center stage, to add a separator line between the welcome title and the widgets of the centerstage, and also add a footer text on the center stage.

Settings


Center Stage-Separator Line • No

• Yes


Layout Center Stage


Settings


Center Stage Footer Text • No

• Yes


Center Stage-Welcome Title • No

• Yes


Creating a Center Stage

Prerequisite

The Center Stage Configuration user type permission is required.

The Mini Requisition list and the Requisitions channel cannot be put in the same center stage.

Configuration > [Recruiting] Administration > Center Stage

Steps

1. Click Create.2. Complete the fields as required.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 thecentral pane of the home page is configured as specified.

Next Step

Activating the center stage.

Deleting a Center Stage

Prerequisite


The center stage must be inactive.


Steps

Click Delete next to the center stage.

Result

The center stage is permanently deleted from the database.

Layout Center Stage


Duplicating a Center Stage

Prerequisite



Steps

1. Click on the name of a center stage.

2. Click Duplicate.


4. Click Save.

5. Click Edit.

6. Click Add.

7. Select channels and links.

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 Stage

Prerequisite

The center stage must have the inactive or draft status.



Steps


2. Click Activate next to the name of the center stage.

Result

The center stage appears as active in the Center Stage list. The center stage can now beassociated 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 Stage

Prerequisite


Layout Center Stage


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 longeravailable in SmartOrg when associating a center stage to a configuration profile or user account.

Modifying a Center Stage Properties

Prerequisite



Steps



3. Modify the fields as required.

4. Click Save.

Next Step

Adding channels and links.

Adding Channels and Links to a Center Stage

Prerequisite

The center stage must be in the inactive or draft status.



Steps


2. Click Edit next to Channels and Links.

3. Click Add next to Channels and Links.

4. Select 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 willappear.

Next Step

Ordering channels and links as well as columns in the center stage.

Layout Center Stage


Removing Channels and Links from a Center Stage

Prerequisite




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 associatedto that center stage will access Taleo Recruiting, the removed channels and links will no longer bedisplayed.

Next Step


Ordering Channels and Links in a Center Stage

Prerequisite




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 andlinks will be displayed in the new order.

Next Step


Setting the Layout of a Center Stage

Prerequisite


Layout Center Stage




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 Stage

Prerequisite



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 Channel

The 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 aboutyour candidates”. Although no default text is supplied with the application, the system administratorcan send the text to Taleo Support who will then activate the text for your zone. Refer to the chapterentitled Label Change. You can also contact Taleo Support for further information.

Associating a Center Stage to a Configuration Profile

Prerequisite

The Center Stage must be created.


Steps


Layout Center Stage


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 eachuser. Consequently, depending on the user logging in to Taleo Recruiting Center, the informationdisplayed in the central pane of the home page will differ.

Next Step

Associating a configuration profile to a user account in the SmartOrg User Accounts feature, underAccount Information.

Agency

• Agency and Agent......................................................................................................... 339

Agency 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 andwho 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 requisitionvia the agency portal.

• Contingent staffing: Agency used for contingent staffing. MWBE means Minority Women BusinessOwned. This is a flag available when exporting the agency information to an external system wherebilling 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 linkedto 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 bythe system will correspond to the one of the requisition. If an agent is associated to more thanone Organization-Location-Job Field, the requisition/agent mapping must satisfy all associatedstructures of the requisition to appear on the list.

Details regarding agent ownership

Regarding agent ownership (at the candidate level), an agent cannot refer a candidate already ownedby another agent. Ownership also prevents employee referrals even if the Accept Referrals for KnownCandidates setting is activated. Note that regardless of ownership, professional agents can never refera known candidate.

Regarding agent ownership (at the submission level), if the ownership delay is over, another agent canrefer the same candidate on another requisition, but not on the current requisition.

For contingent staffing, a candidate may be referred over and over by various agents ONLY whenthe general ownership is expired, while this is not possible for professional staffing. The ownership atthe submission level never expires. For professional agents, there is one ownership period, and oncethis period is over, the referral is "expired". For contingent agents, there is one ownership period, butit expires only at the general level. The ownership is kept at the submission level, since we need tocontinue to exchange with the same supplier for rate and time sheet until the job is completed, whichmight be weeks and months after the ownership has expired.



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 specializedagencies

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

Settings


Agent Ownership Delay Any 0 Configuration > [Recruiting] Setting

Contingent Staffing AgentOwnership Delay

Any 0 Configuration > [Recruiting] Setting

Accept Referrals for KnownCandidates

Yes, No No Configuration > [Recruiting] Setting

Creating an Agency

Prerequisite

The agency portal and application flows must be created. For more information, see the CareerSection 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 miningand media placement. You can also configure the languages in which the agency can be displayed.

Deleting an Agency

Prerequisite

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.

Adding an Agent to an Agency

Prerequisite

The agency portal and application flows must be created. For more information, see the CareerSection 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 toinvite 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 AgencyManagement 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 Agent

Prerequisite


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 Agent

Prerequisite

Referrals must be transferred to another agent.

System must be in maintenance mode.


Steps

1. Click the Agencies tab.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 permanentlydeleted from the system.

Deactivating an Agent

Prerequisite

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 stillavailable in the system.



Transferring Referrals

Prerequisite

Referrals must be transferred to an agent from the same agency.


Steps

1. Click the Agents tab.

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 Field

Prerequisite



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 askagencies to find candidates, only the agencies corresponding to the Organization-Location-Job Fieldof the requisition will be displayed.

Next Step

Adding agents to the agency. Selecting a preferred agency.

Dissociating an Agency from an Organization-Location-Job Field

Prerequisite

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 Field

Prerequisite

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 beinvited to refer candidates only if the Organization-Location-Job Field structure of the agent matchesthe one of the requisition.

Dissociating an Agent from an Organization-Location-Job Field

Prerequisite

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 Agency

Prerequisite



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 arequisition.

Defining a Referral Ownership Period

Prerequisite

The Agent Ownership Delay Recruiting setting must be enabled.


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 agentwill not receive any compensation if the candidate is hired on a requisition; however, the candidatefile will indicate referral ownership with an expired status.

Recruiting Fundamentals

• Job Board.......................................................................................................................347• Merge Form................................................................................................................... 356• Candidate....................................................................................................................... 360• Requisition......................................................................................................................395• Offer............................................................................................................................... 407• Contingent Hiring........................................................................................................... 410• Hourly Hiring.................................................................................................................. 412• Libraries..........................................................................................................................418• Report.............................................................................................................................428• Task................................................................................................................................431• General Features........................................................................................................... 434

Recruiting Fundamentals Job Board


Job Board

Job Board AccounteQuest job board accounts enable users to post their requisitions to multiple job boards through theeQuest job distribution portal.

eQuest job board accounts enable users to post their requisitions to multiple job listing sites, like TaleoTalent Exchange, using eQuest posting pages. Posting requisitions on job boards is performed byusing eQuest, a job posting distributor that gives access to the world's largest network of job postingsites.

eQuest job board accounts are created by the system administrator. However, those accounts musthave been created in eQuest first, with the same username and password. Therefore, job boardsavailable for a specific account are set by eQuest. The system administrator can create as manyaccounts as needed. However, only one account can be designated as the default account.

Sending customer city and zip/postal code to eQuest

Customers have the possibility to send the customer city and its zip/postal code to eQuest. A setting isavailable for this feature:

Setting


City Location Level for eQuestPosting

• Yes

• No


This setting allows the system administrator to specify the location level that will be considered whenposting a requisition to eQuest. Once set, the location sent to eQuest to represent the requisition citywill no longer be the RSLocation level 3 and its postal code, but the location level specified in thissetting. This will allow customers to post a requisition to the most precise city location, usually locatedat level 3 or level 4.

In SmartOrg, under Locations, Element Management, the Zip/Postal Code field is available for eachlevel of location. This zip/postal code was already available in the data model using Taleo ConnectClient, but was not visible in the user interface.

In Taleo Recruiting, when associating a Location structure to a requisition, the zip/postal code setfor the location in SmartOrg is used by eQuest to post a requisition on a job board at the appropriatelocation (instead of using the RSLocation set by the system), provided the City Location Level foreQuest Posting setting has been configured in the administration module.

Requisitions can be associated to any level of company defined locations. When Taleo sends therequisition to eQuest, we always try to send three location values:

• Country: this is derived from the mapping between location and the reference RSLocation level 1done in SmartOrg by the administrator.

• State/Province: this is also derived from the mapping done in SmartOrg between the location andRSLocation level 2. This exists only if the requisition has an associated location at least at the state/province level.



• City: by default, this is also derived from the mapping between location and RSLocation at level 3, ifthe requisition is associated to a location with a level 3 mapping. If not, such information is not sentto eQuest, although it is usually required, depending on the country and job board. With the CityLocation Level for eQuest Posting setting, customers can send a more precise location, as definedin SmartOrg, instead of sending the broader RSLevel3, which represents a region rather than a city.For a large city such as San Francisco, this does not change the situation that much, although youcan define a more precise zip/postal code if required. But for a city like Dublin, CA, which does notexist in our list of reference regions in RSLocation, you can now use your own location instead ofusing the closest region, which would be Hayward on this example, which is about 10 miles away.

Zip/postal codes will be considered by eQuest when posting a requisition only if the zip/postal code isfor the US and few other countries, but not all.

Sending department code for reporting purposes

Customers also have the possibility to send the department code in order to do some reporting ineQuest. A setting is available for this feature:

Setting



• Yes

• No


This setting allows the system administrator to specify if the department number will be provided toeQuest when posting requisitions to eQuest. This is not used for posting purposes, but rather to allowreporting at the department level in eQuest.

Posting a requisition on a job board using eQuest

To post a requisition on a job board using eQuest, the requisition must first be posted on an externalcompany career section. A requisition can be posted as many times as required but it cannot beposted twice on the same job board account. All job board accounts to which a requisition is alreadyposted will be unavailable in the Sourcing Manager page. The requisition must be posted on anexternal 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 currentrequisition. Therefore when a user chooses to post a requisition, only the accounts with a structurecorresponding 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 inRecruiting Center when posting a requisition.

Configuration

To post requisitions, users must be granted the following permission.


Name Location


To send the customer city and its zip/postal code to eQuest, the following setting must be enabled.



Setting


City Location Level for eQuestPosting

• Yes

• No


To send the department code in order to do some reporting in eQuest, the following setting must beenabled.

Setting



• Yes

• No


Creating a Job Board Account

Prerequisite

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 Account

Prerequisite


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 appropriatepermission.



Editing a Job Board Account

Prerequisite


Steps

1. Click on the name of a job board account.

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 boardaccount has been created.

Next Step

Granting users access to a job board.

Granting Access to a Job Board Account

Prerequisite


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 inRecruiting Center to post a requisition.

Revoking Access to a Job Board Account

Prerequisite


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 thisaccount to post a requisition in Recruiting Center.



Candidate Profile Import from USAJobsAvailable as an option for U.S. Federal customers, the candidate Profile Import enables the system tosend during the candidate application, a candidate profile created on USAJobs to Taleo.

The system administrator can decide to allow the system to send to Taleo a candidate profile createdon USAJobs, while the candidate is applying on a job. Therefore, data from the candidate’s USAJobsresume be will automatically populated into the Taleo career section. The candidate will have theopportunity to validate the data, make changes or add additional information that is required perclient’s configuration of the application flow on their zone. Candidate Profile import is only available forcandidates applying through the USAJobs jobboard.

When a candidate applies online after creating a profile and a resume on the USAJobs jobboard, thecandidate is redirected to the client’s Taleo Career section.When the candidate will be redirected fromUSAJobs to the client’s Taleo Career Section, the candidate will be required to supply different type ofinformation to access the career section, depending on if the candidate is new to the system, or if thecandidate’s ID is linked to Taleo or not i.e.

• If the candidate has never applied on the specific career section before, the system will inform thecandidate to create a new account and the USAJobs ID will then be linked to the new candidate id.The system will automatically create their profile, pulling in specific data from their USAJobs profile/resume, allowing the candidate to verify and fill in additional information.

• If the candidate has applied on the specific career section, but their USAJobs ID is not linked totheir Taleo zone specific ID, the candidate will be asked to login and their USAJobs ID will then belinked to their existing Taleo zone specific candidate ID.

• If the candidate has applied on the specific career section and has a USAJobs ID linked to theirTaleo zone specific ID, the candidate will then be logged in with Single Sign On (SSO).

When the candidate is redirected to the client’s Taleo Career Section, the system checks and verifiesif there is or is not a link between the USAJobs ID and the Taleo zone specific candidate ID. If thereis no link, the candidate will be presented with an option to either link an already existing candidate idor create an account. The text presented to the candidate to select the option can be configured usingTaleo’s label software. Contact support for more details.

To be imported from USAJobs to the career section, the resume created on USAJobs must have beenfilled in manually; attachments are not part of the import from USAJobs to Taleo.The candidate profileis imported only once, the first time; if the candidate makes changes to their USAJobs resume orselects a different resume on subsequent applications, the system will not import or update the Taleozone specific candidate profile.If the candidate ends the Taleo application process part way through, allvalid data will be saved in the candidate’s record, whether they have reached that page in the flow ornot, however the application will still be flagged as incomplete. If valid data that is imported is not partof the application flow, the import will still save the data onto the Taleo candidate record.

In USAJobs the application can have two statuses:

• Application Received – This will be sent back from Taleo upon completion of the application and thecandidate selecting the ‘Return to External Application’ link.

• Application Status not Available – This will be the status if the application was not completed on theTaleo side for whatever reason and the candidate did not select the ‘Return to External Application’link.

Candidate profile import is enabled via USAJobs Certification feature. It must be deployed, activated,and, Recruiting and Career section settings must be activated. The Access integration servicesconfiguration user type permission grants system administrators access to this feature.



Configuration


Name Location

Access integration services configuration Configuration > [SmartOrg] Administration > User Types >Recruiting > Administration

Settings


Activate Secure Login • No

• Yes

Yes Configuration > [Career Section]Settings

USAJobs Monster CompanyAccess Ticket

Customerspecific

Blank Configuration > [Recruiting] Settings

USAJobs Monster Password Customerspecific

Blank Configuration > [Recruiting] Settings

Setting-up Profile Imports from USAJobs

Prerequisite

The Access integration services configuration user type permission must be granted to the systemadministrator.

Steps

1. USAJobs Certification must be deployed using Passport console.2. The USAJobs Candidate Sourcing Service must be activated in the Candidate Sourcing Feature.3. The system administrator must receive the company access ticket (CAT) from USAJobs.4. The USAJobs Monster Company Access Ticket Recruiting setting must be configured with the

CAT.5. The system administrator must receive the password from USAJobs.6. The USAJobs Monster Password Recruiting setting must be configured with the password.7. The Activate Secure Login Career Section setting must be activated.

Result

When a candidate will apply online for a job from USAJobs, if the candidate’s profile is created inUSAJobs, the information included in the candidate’s profile will be imported to the Company’sTaleo Career Section.

Activating a Candidate Sourcing Certification

Prerequisite

The Access integration services configuration user type permission grants users access to thisfeature.



Certification service must be deployed.

Configuration > [Recruiting] Administration > Candidate Sourcing

Steps

1. Click the name of a candidate sourcing service.

2. Click Activate.

Result

The Certification service will be used next time a candidate applies on a job.

Deactivating a Candidate Sourcing Certification

Prerequisite



Configuration > [Recruiting] Administration > Candidate Sourcing

Steps

1. Click the name of a candidate sourcing service.


Result

The Certification service will no longer be available.

Configuring the USAJobs Certification

Prerequisite


Secure Login must be activated.


System administrator must have requested a Company Access Ticked form USAJobs.

System administrator must have requested a password from USAJobs.


Steps

1. Click the USAJobs Monster Company Access Ticket Recruiting setting.

2. Click Edit.

3. Enter the Company Access Ticket provided by USAJobs.

4. Click Save,

5. Click the USAJobs Monster Password Recruiting setting.

6. Click Edit.

7. Enter the Password provided by USAJobs.



8. Click Save.

Activating Secure Login

Prerequisite


Configuration > [Career Section] Settings

Steps

1. Click the Activate Secure Login Career Section setting.

2. Click Edit.

3. Select Yes from the Value field.

Next Step

Administrator must request to restart the zone.

Deactivating Secure Login

Prerequisite


Configuration > [Career Section] Settings

Steps

1. Click the Activate Secure Login Career Section setting.

2. Click Edit.

3. Select No from the Value field.

Next Step

Administrator must request to restart the zone.

Populated Fields from Profile Import

Fields being populated during a profile import

First Name Employment history

• Other employer• Other Function• Start• End

Last Name References

• First Name - The reference’s full name ill go into thefirst name, as USAJobs only has one name field.

• Phone number



Fields being populated during a profile import

• email• Employer• Title• Relationship

Middle Name Education History

• Other institution• Other Program• Education Level• GPA - only the GPA field (not the Out of)• End of Date• Institution Location

Email Address

Street Address (Line 1)

Street Address (Line 2)

City

Country

State/Province

Zip/Postal code

Home Phone Number

Work Phone Number

Cell Phone Number

Fax

User name - for SSO, once USAJobs id and TaleoCandidate ID are linked

Location Preference - Country)

Location Preference - State/Province

Location Preference - City

Job type

Schedule

Recruiting Fundamentals Merge Form


Merge Form

Merge FormA merge form is a PDF document that can be tied to candidate selection workflows, steps and statusesor 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, arecruiter 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 RecruitingAdministration and tie them to candidate selection workflows, steps and statuses to make themavailable to users. Merge forms can be printed by a user, then further completed if needed and signedby the candidate. (None of this is tracked in the system).

If a field in the form is confidential to the user, a warning message is displayed and that field is leftblank.

Merge forms can be pre-populated with variables retained in the system within the Message Templatefeature. These variables can be added using the Adobe Acrobat Professional Forms feature. Forexample, you could take a merge form (such as the I-9 form) and insert Taleo variables that willautomatically pull information from the candidate file. Instead of typing the name of a candidate, thename would automatically appear in the form.

By default, the maximum file size of a merge form is 2 MB.

Configuration

For the merge form feature to be available to users, the following setting must be enabled.

Setting


Merge Form Activation • Yes

• No

Yes Configuration >[Recruiting] Settings

The fields contained in a form obey to the following permissions granted to users:


Name Location

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

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




Name Location

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

Important Note: (ID 189) The merge form (fill out form) feature does not hide confidential data.

If a user is not authorized to view specific requisition or candidate data because of permissions (forexample, a field is confidential, or a block such as Compensation or Screening Service is not visible),the user may still get access to this data using the fill out form feature. When a user generates aform, all data included in the form will appear in the file, regardless of the user's permissions. For thisreason, administrators should not include fields in forms that all users should not be able to access.

Creating a Merge Form

Prerequisite

The PDF form must first be built in Adobe Acrobat.

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 Form

Prerequisite

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 Form

Prerequisite

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 formis available when associating a form to a candidate selection workflow, step or status.

Deactivating a Merge Form

Prerequisite

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. Theform 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 selectedworkflow, step or status.

3. If a form is associated to a specific context, select the appropriate workflow, step and status inthe 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 suggestusers 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 Form

Prerequisite

Adobe Acrobat Professional is required to insert variables.

Please note that this procedure may differ according to the version of Adobe Acrobat Professionalbeing 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 requiredvariable from the Available Variables drop-down selector.

8. In the Text Field Properties window, under the General tab, paste the copied variable in theName 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 intothe form.

Recruiting Fundamentals Candidate


Candidate

CandidateA candidate is a person that applied on a job or that has submitted a profile.

A candidate is a person:

• who has submitted a profile• who has created a job submission• for which a profile has been created by a user• for which a job submission has been created 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 referrer• who has been created by a Recruiting system user

Details regarding internal and external candidates: In general, candidates applying on a job orsubmitting their profile from an internal career section are automatically considered internal candidates.All other candidates are considered external candidates by default. Candidate’s internal/external stateis 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 thecandidate card located on the left pane and in the candidate list.

Application flows can be configured to allow candidates applying from external career sections toindicate that they are actually internal candidates.

Users may have the ability to change the internal/external state of a candidate directly in thecandidate file by using the Internal Candidate check box (which is available in the Candidate PersonalInformation section of the candidate file, under the General Profile tab).

Users may also have the ability to automatically identify a candidate as Internal so that candidateswho reach the Hire/Hired status in a candidate selection workflow will automatically have theirgeneral profile updated to indicate Internal. The system will display the icon for those candidates ina candidate list. Candidates who have received the Internal designation at the general profile levelare considered to be internal candidates on the general profile even if they applied via an externalcareer section. Authorized system users or integrations are required to remove this designationfrom 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 theSubmission Type field located under the candidate card. The internal/external state value is usedto improve metrics and analysis. Because all hired candidates can become “internal” without anapplication 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 andthis value is not currently editable. This field is derived strictly from the internal/external value onthe candidates' profile at the time the job submission was completed. For integration and reportingpurposes, this field is named “Application.IsInternal”.

Registered Candidate: A registered person file is a candidate that was created as a result of twodifferent actions:



• Someone who did not have a candidate file in the system referred a candidate and because theywere 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, thecandidate clicked on the My Account link and provided the information on that page.

Configuration

When granted, the following permission allows users to access the Edit button on the job submissiontab of the candidate file.

Permission Location

Edit the job submission tab Configuration > [SmartOrg] Administration > UserTypes > Recruiting > Candidates

When granted, the following permission allows users to access the Edit button on the general profiletab of the candidate file.

Permission Location

Edit the general profile tab Configuration > [SmartOrg] Administration > UserTypes > Recruiting > Candidates

Other permissions related to candidates are available under the Candidates functional domain.


Name Location

Candidate-related permissions are grouped underthe Candidates functional domain.


Settings related to candidates are available under the Candidate and Candidate Selection Actionscategories.

Settings


Candidate-related settings aregrouped under the Candidatecategory and Candidate SelectionActions category.


Important Note: (ID 219) Currently, the candidate restore submission function is not working.

For this reason, until this changes, it is recommended to revoke the Delete applications user typepermission (Configuration > [SmartOrg] Administration> User Types > Recruiting > Candidates).



Internal Candidate Job SubmissionThe viewing of internal candidate job submissions is controlled by a permission.

Permission Constraints Location

View internal candidate jobsubmissions

Only if this user is an owner of therequisitions

Only if this user is an owner of therequisitions or a collaborator

Without restriction

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

If a candidate is an internal candidate, all of his job submissions will or will not be displayed accordingto the above permission. The system does not look at each submission to see if it is internal or not.It looks at the profile level to determine if the candidate is internal; if it is internal, the candidate willreceive the treatment of this permission.

If a user is granted the View internal candidate job submissions permission, the user will be able tosee internal job submissions that he/she owns, that he/she owns or collaborates on, or all internal jobsubmissions depending on the constraint enabled.

If a user is not granted the permission, he/she will not be able to see job submissions linked to internalcandidates (as is indicated using the house icon ).

If a user can view an internal candidate job submission, he/she can view the entire submission,including the History tab. Therefore, the History tab on a submission will never be hidden from a userthat can view a submission.

Note that this permission does not affect the user from being able to see an internal candidate’sgeneral profile. General profiles are the initial candidate viewing page for search results and folders. Ifan internal candidate is placed in a user's folder, a user will be able to view him regardless of what isset on this permission. A user will be able to return general profiles of internal candidates if authorizedbased on the search permission "Access Internal/External Candidate Criteria".

Candidate CreationUsers have the ability to create a candidate file to capture candidate information such as personalinformation, work experience, education, etc.

The creation of candidates is done via the Create Candidate action which is available in the homepage as well as in the Candidates list via the More Actions list. This action is available to users if theyhave been granted the proper user type permission; it also depends to which creation file the user’sconfiguration profile was granted access to.

When selecting the Create Candidate action, the Create a Candidate wizard is launched. Users havethe ability to create a general profile or a job-specific submission if these two types of files have beenactivated by the system administrator. If selecting the job-specific submission option, users need tospecify 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 profileor 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 adifferent 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 theywant to create the candidate file.

Users can also select the Resume Parsing option to extract key data elements from a candidate'sresume and to use these data elements to automatically populate fields in the application. Thecandidate's resume cannot exceed 100 kilobytes or the size defined by the system administrator. Itmust also have the proper file format as defined by the system administrator. Resume Parsing has noimpact on the formatting of a text (bold, italics, bullets). It can detect text in the header and footer. Thefollowing data elements are extracted from the candidate's resume:

• Personal information: first name, last name, initial, address, city, state/province, country, zip/postalcode, 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 editthe file. If no duplicates are found or if duplicates are found and the candidate is not on the list, userscan create a new candidate file OR modify the duplicate search criteria and perform a new duplicatecheck.

When the candidate file template appears, users have to complete the required fields. The layout ofthe file is presented as a long form containing sections, blocks of information and fields selected by thesystem administrator. For details, see the Candidate File chapter.

Configuration

Settings


Available Candidate Creation Files • QuickGeneralProfile

• GeneralProfile 1, 2, 3,4

• Job-specificSubmission 1,2, 3, 4

• GeneralReferral

• Job-specificReferral



Name Location

Create candidates Configuration > [SmartOrg] Administration > UserTypes > Recruiting > Candidates



Important Note: (ID 210) Currently, users must have the “Attach a file (general)” and “Attach a file

(on preselected candidates)” permissions for the resume parsing option to work properly when creatinga candidate.

Important Note: (ID 211) Currently, if a user has the "Create candidates" permission, the user

will also need to be granted edit access to any field that you want him to be able to input data whencreating the candidate file. For example, if the First Name field is not editable by the user, uponcandidate creation, the user will not be able to input a name into the First Name field because the fieldis protected from allowing data entry. For this reason, we recommend that users that need to createcandidates but that should not edit data of existing candidate files be configured as follows: provideedit rights to any fields needed during the candidate creation process and disable the user's ability toedit general profile or job submission information in the candidate file. This will allow them to createcandidate files while still protecting data from being edited.

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 mergecandidate files. The candidate duplicate check feature is also used by agents who refer candidates fora position.

To determine if candidate files are duplicates, the system performs a duplicate check against criteriaspecified 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

Configuration

Settings


Candidate Duplicate CheckCriteria

• First Name

• StreetAddress

• City

• Zip/postalcode

• Socialsecuritynumber

• Phonenumbers

• First Name

• StreetAddress

• City

• Zip/postalcode

• Last name

Configuration > [SmarOrg]Administration >ConfigurationProfiles



Settings


• Date of Birth

• Last name

• Place ofResidence

ACE Candidate AlertThe ACE candidate alert allows users to set a threshold to identify the ideal candidates and to send ane-mail to specific recipients to inform them that ACE candidates were found.

The ACE candidate alert allows the system to identify the candidate who achieves or exceeds theACE alert threshold for a job offer. The ACE candidate alert identifies top candidates based on theirresponses 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 candidate alert is based on Required and Asset criteria. The ACE candidate alert dividescandidates into three groups to help users determine which candidate files to review first:

• ACE candidates: Consider these candidates first because they meet all Required criteria and someAsset criteria.

• Minimally qualified candidates: Consider these candidates after the ACE candidates because theymeet all Required criteria but not Asset criteria.

• Other candidates: Do not consider these candidates because they do not meet any Requiredcriteria.

A best practice is to always have the ACE candidate 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, thesystem 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 therequired criteria and the result value will be considered ACE candidates. Do not use the percentageweighting option if you do not use the Weight criterion in the Prescreening section of the requisitionfile. If you utilized weighting on some of the questions you could, if you wish, incorporate into theACE candidate alert setting as well. For a simple approach, you can start by using 75% weightresult and then eventually align that % with your own approach and utilization of weighting thatworks best for you.

• Select the option “A candidate meeting all the required criteria has at least x assets out of y” to setthe minimum number of assets. Select a value from the list. Candidates who meet all the requiredcriteria 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 ACEcandidates using the result or asset condition.

• Select the option “Identify a candidate as an ACE when both conditions are met” to identify ACEcandidates using the result and asset conditions.

When setting the ACE candidate alert, users have the option to send an e-mail to notify specificrecipients that an ACE candidate was found. To be an ACE Candidate Alert Recipient, a user mustmeet all these criteria:



• The user must be active.• The user can access the Recruiting Center or eShare Response Center.• The user has access to the staffing type of the requisition.• The user belongs to the user group of the requisition.

Users can be set up as an ACE Candidate Alert Recipient even if they have limited access toinformation on the candidate file.

All ACE Candidate Alert Recipients receive the same candidate file, regardless of permissions to viewcandidate information in the system.

When an ACE Candidate Alert is set, the recipient receives an e-mail with an attached PDF file thatcontains data from the candidate file. Sections of the candidate file that contain no data do not appear.All PDF files display information as follows regardless of the user’s permissions:

• Fields with the General or Restricted security level are displayed. Fields with the Confidentialsecurity level are not displayed.

• Labels in the candidate file are displayed in the Recipient’s language if there is only one recipient;otherwise labels are displayed in the requisition’s base language.

• Values entered in the candidate file are displayed in the job submission language.• The Regulations block is not included.• Passport results are not included.• Candidate attachments are not included.

Configuration


Name Location

View and manage ACE threshold and alertrecipients

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

Settings


Delay ACE alert Any 4 hours Configuration > [Recruiting] Settings

ACE Alert Option Default • In addition torequirements,Ace Alertsboth based onscoring andassets

• Ace Alertbased onrequirementsand assets

• No Ace Alert

• Ace Alertbased onrequirementsand scoring

Ace Alert basedon requirementsand assets




Settings


• In addition torequirements,Ace alerteither basedon scoring orassets

ACE Alert Score Default 60 Configuration > [Recruiting] Settings

Candidate FileA candidate file is a form containing candidate information such as personal information, workexperience, certifications, references, EEO information, screening information.

When opening a candidate file, users are always in view mode and, if authorized, users can chooseto go into edit mode. This provides a cleaner layout and eliminates the need to “close” the file (to exitout of it and reactivate other buttons on the screen) if only viewing the file. In view mode, only fieldsfor which data is provided are displayed. However, in edit mode, fields that do not contain data aredisplayed 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 bottomsection. The pane can be expanded or collapsed.

• Right pane containing supporting tools such as the online help. The pane can be expanded orcollapsed.

• Central pane containing a menu bar allowing users to perform actions on the candidate file. It alsocontains tabs that provide complete information about the candidate. Depending on which side thecandidate card is, the information displayed will vary.

The candidate file contains several tabs:

• Job Submission/General Profile• Attachments• Tasks• Offers• Offer Approvals• Referrer• History

The content of the candidate file is presented as a long form. The main content of the candidate file iswithin the Job Submission/General Profile tab, which includes various sections. The other tabs containperipheral information.

Note that the landing tab when opening a candidate file can be configured by users in the My Setupfeature, which is available via the auxiliary navigation bar.

Whether in edit or view mode, on the Job Submission/General Profile tab, users always have access toa table of contents section that allows quick jumping to different portions of the file. To display this tableof 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. Dependingon the user type permissions a user has been granted by the system administrator, the user may ormay not be able to see or to edit fields of the candidate file or the candidate card.

Configuration

Fields in the Referrer tab can be specifically controlled by the field level security configurability. Fieldsin the Referrer tab are controlled by the same configuration done on these fields when used in themain tab of the candidate file because the data model for these fields is shared.

Example: The candidate fields First Name and Last Name are also used for the Referrer’s first nameand last name. Therefore:

• If the user's field security level permissions allow him/her to see the first name or last name forinternal and external candidates, the user will see those fields in the Referrer tab.

• If the user's field security level permissions allow him/her to see the first name and last name forinternal and external candidates, the user will see the referrer name in the History tab.

• If the user's field security level permissions do not allow him/her to see the first name and last namefor internal and external candidates, the user will not see those fields in the Referrer tab.

• If the user's field security level permissions do not allow him/her to see the first name and last namefor internal and external candidates, the user will not see the referrer name in the History tab.

Candidate File Tabs

Candidate File Tabs

Name Description

Job Submission/General Profile Contains information on prescreening, resume,employment preferences, EEO, etc. The contentsof both the job submission and general profileare configured and activated by the systemadministrator as candidate files in the Taleo RecruitingAdministration module. Depending on the candidatecard side being viewed, this tab will be either specificJob Submission OR the General Profile.

Attachments Contains resume and other attachments providedby the candidate and attachments provided by theuser. Attachments are added with the icon. Job

specific attachments are clearly identified fromother attachments, and the name of the person whoattached the file is also indicated. All attachmentsare managed centrally from this tab and when a useruploads an attachment, he/she will be able to specify ifit will also be visible to the candidate.

Tasks Contains a list of tasks to perform regarding thecandidate. Tasks are self-assigned by users to remindthem to complete a future activity. This tab onlyappears from the Candidate Submission card side. Tobe displayed, the feature must be activated within yourcompany and you must also have been granted thepermission to manage self-assigned tasks.



Candidate File Tabs

Name Description

Offers Displayed if offer management is used. The Offerstab is displayed on a candidate submission oncean offer is created. It contains offers submitted tothe candidate, offers from competitors, candidateexpectations and requisition offer information.

The Offers tab and offer content are always jobspecific and visible only from the job submission view.

• Competitive offers and current jobs are linkedto the candidate and are thus shared betweensubmissions for this candidate. Context basedpermission ownership is applied based on theowners of any requisition this candidate hasapplied to.

• Candidate job offers and expectation offers arelinked to the submission and can only be viewedby users who can view that submission.

The Offers tab and offer content are never displayedwhen viewing a candidate’s general profile.

Offer Approvals Displayed if offer management and approvals areused. The Offer Approvals tab is displayed oncean offer approval request is generated. The OfferApprovals tab is visible for any user who can viewoffers for the candidate submission. It contains themost recent offer approval information.

Referrer Contains both employee/candidate referral andagency referral information and actions. TheReferrer tab is always visible if the user can view thecandidate’s general profile or job submission.

History Contains a log of all actions performed on thecandidate file, including the date and the name of theuser who performed the action.

Candidate File HistoryThe History tab in the candidate file contains a log of all actions performed on the candidate file,including the date and the name of the user who performed the action.

When a candidate file is modified, either by the candidate or the user, an event to track this actionis 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 followingeleven categories.

The system administrator selects the event categories used to track events but users can modify theevent categories selected.

• Agent and referrer• Attachments



• Candidate file update• Candidate information• Candidate progression• Comments• Correspondence• Questions and competencies• Regulation• Resume• Screening services• Offer

Attachments and offer history can be seen in the History tab if users have the required permissions.

The Correspondence event category allows users to view previously sent correspondence. A user typepermission 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 properuser type permissions.

A user type permission allows users to modify the date of an event and specify when an action on acandidate's file really took place, provided the feature has been activated. The use of the actual dateenables reports to more accurately reflect user activity in the selection process. There might be anumber 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 informationin the system on September 20, the event date would indicate September 20. The user could thenchange this date to September 15, which would be more accurate. If the date and time related to anevent can be edited, they appear as a hyperlink. The event date can only be between the application’screation date and the current date.

The Show History for list can present information on all job submissions, on job submissions inselection process or on a specific job submission.

Configuration

Several permissions and settings are related to the candidate file History tab.

Event Categories

The following setting is used to set event categories shown by default in the candidate file History tab.

Setting


Default History Event Categories Attachments,CandidateProgression,Comments.


Comments

The following permission is required to modify comments in the candidate file History tab.




Name Location

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

Attachments History

The following user type permissions related to attachments are available:


Name Location

Access Attachments tab Configuration > [SmartOrg] Administration > UserTypes > Recruiting > Candidates

View other attachments Configuration > [SmartOrg] Administration > UserTypes > Recruiting > Candidates

Users must have both permissions to be able to view the Attachments section of any History tab.

If users have the Access Attachments tab permission but not the View other attachments permission,they will not see the Attachment category and associated history items, but they will have access to theAttachments tab showing the job specific attachments.

If users have the View other attachments permission but not the Access Attachments tab permission,they will not see the Attachment category and associated history items, and they will not have accessto the Attachments tab.

If users do not have the Access Attachments tab permission nor the View otherattachmentspermission, they will not see the Attachment category and associated history items, andthey will not have access to the Attachments tab.

Offer History

The following user type permissions control if users can see the Offer history category and associatedhistory tracking items:


Name Location

View offers Configuration > [SmartOrg] Administration > UserTypes > Recruiting > Offers

View and manage offers Configuration > [SmartOrg] Administration > UserTypes > Recruiting > Offers

Both of these permissions are contextual and a user can have varying levels of access dependingon their relationship to the offer. The system will review both permissions and whichever permissiongrants the greatest access to information will determine whether the Offer history section will appear



for the user. For example, a user can view offers without restriction, but can view and manage onlyoffers he owns. The user will see the Offer history on submissions without restriction because this isthe highest level access across these two permissions.

If users have the View offers or View and manage offers permission and they are on a requisition thatmatches the sub-option permission, they will see the Offer category and associated history items.

If users have the View offers or View and manage offers permission, but they are on a requisitionthat does not match the sub-option permission, they will not be able to see the Offer category andassociated history items.

If users do not have the View offers and View and manage offers permission, they will not be able tosee the Offer category and associated history items.

Show History For

The Show History for list can present information on all job submissions, on job submissions inselection process or on a specific job submission. When users select the Submissions in selectionprocess or All submissions option, the list will only include history tracking related to submissions thatusers are authorized to view. The following permissions and settings will affect the behavior:

If users do not have the Access requisition-specific candidate lists permission, all candidatesubmission files and requisition-specific candidate lists will be blocked from the users' view. Theseusers can still access lists of candidates from candidate search and candidate folders but from thesecontexts can never navigate to see anything other than the candidate’s general profile while inside thecandidate file.


Name Location


Users will need the View candidates in steps whose security level is "Restricted" permission to be ableto see a candidate that is in a Candidate Selection Workflow step that is restricted. If this permission isnot granted, the candidate submission and associated history will not be visible to users.


Name Location

View candidates in steps whose security level is"Restricted"


Users will only be able to see internal candidate job submissions if they are granted the View internaljob submissions permission. If a candidate is internal at the profile level (this icon is present ),

then any job submission related to the candidate can be protected from view based on the followingpermission.




Name Location

View internal job submissions Configuration > [SmartOrg] Administration > UserTypes > Recruiting > Candidates

If the Display Incomplete Application setting is not activated, incomplete submissions will be hiddenfrom view.


Name Location

Display Incomplete Application Configuration > [Recruiting] Settings

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 theCompare action in the More Actions list.

Up to four candidate files can be displayed simultaneously side by side. However, more than fourcandidate files can be compared. After expanding or collapsing sections of information to focus on themost 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 removeunwanted candidates from the comparison view as needed using the using the small x in the top rightcorner of the column for the candidate.

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 ifthey are present in the candidate file. Note that UDFs (other than screening results) are not includedamong 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



Section Field

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

Contingent • Bill Rate



Section Field

• Charge Sales Tax

• Pay Rate

• Worker Type

When comparing candidates, certain actions can be taken. The action will apply to all candidatesresiding 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

Important Note: (ID 310) Users should know when making status updates during the compare

process that the screen will not refresh to reflect the updated statuses upon exiting the comparescreen. The statuses will have been applied and upon next screen refresh they will be visible. Also, ifupdating several candidates’ status within the compare view and some are not valid to be moved tothe step, the warning message in this view will not list out the specific names where the status updatecannot be applied. The user instead will only be told that some candidates will not have the statusupdate applied and will need to determine which ones did not receive it based on who actually does ordoes not have the status update reflected for the submission.

Important Note: (ID 309) Users should avoid trying to send a correspondence from within the

candidate compare view. If a user attempts to send correspondence for one or more candidates whilein the compare view, the user will be blocked at the step of attempting to select a message templateand will be unable to complete the transaction.

Important Note: (ID 307) Users should avoid creating self-assigned tasks from within the compare

function. If a user attempts to create a task for a candidate while in the compare view, he/she willreceive an error message when trying to navigate out of the task and back to the compare view. To getout, the user will need to restart.

Configuration

To enable the candidate comparison feature, the following setting must be enabled and the followingpermission must be granted to users.

Setting


Activate Candidate Compare • No

• Yes





Name Location

Use candidate compare Configuration > [SmartOrg] Administration > User Types >Recruiting > Candidates

Candidate File MergeA candidate file merge allows users to combine two candidate files into one file.

A candidate file merge can be done in the following contexts:

• Candidate quick search• Candidate advanced search

During a candidate file merge, a candidate file is enhanced with the content of another candidate file(i.e., the master file). The system suggests a master file as follows:

• If both candidates were not referred, the system suggests the most recent candidate file.• If the most recent candidate was referred, the system suggests the oldest candidate file.• If both candidates were referred, the system suggests the first referral.

To determine if the two candidate files are duplicate files, the system performs a duplicate checkagainst fields specified by the system administrator. The following rules apply:

• If there is no match between the fields, a message is displayed but the merge can still be done.• If there is a match between the fields, the system merges the two candidate files. The master

candidate file is enhanced with the content of the duplicate file, and the duplicate file is thendeleted.

When a merge occurs, the content of the duplicate file is added to the content of the master candidatefile. For the Education block, field content is copied over if Institution, Program or Education Level aredifferent. For the Work Experience block, field content is copied over if Employer or Job Function aredifferent. Note that the content of custom fields is also merged.

Note that the candidate file that is not selected is soft deleted (that is data can later be restored).All new candidate applications are considered for the merge action. However, existing candidateapplications of the master candidate file are not overwritten.

If the e-mail option was selected when merging two candidate files, an e-mail message is sent to thecandidate to inform him/her that two candidate files corresponding to his/her profile were merged andto invite him/her to review the new candidate file. If the candidate file is owned by an agent, the e-mailmessage is sent to the agent rather than to the candidate.

It is not possible to merge candidate files for the following reasons:

• The duplicate candidate file is already in an onboarding process.• The duplicate candidate file contains an offer.• The duplicate candidate file contains an interview request.• The duplicate candidate file contains an incomplete external service request (i.e., an open Passport

transaction) such as a background check, a tax credit check, an assessment.

It is not possible to merge more than two candidate files at a time. However, here’s a possibleworkaround. If three duplicate files are found, first merge two candidate files. Then use the mergedcandidate file and merge it with the third candidate file. When doing the first merge, do not send amessage to the candidate or the agent. Send it when doing the merge with the third file.



It is not possible to automatically restore the master candidate file in its original state. You have torestore it manually by removing information that was added. However, the deleted duplicate candidatefile can be restored by your system administrator.

It is possible to “unmerge” candidate files. You can undelete the duplicate candidate file, since thisfile was soft deleted. Regarding the master candidate file, users have to delete the newly created filemanually to restore the state. The tracking history is not modifiable, but a comment can be added toexplain what was done.

Files attached to the duplicate file are also merged. If the maximum number of attachments allowedis exceeded or the attachments exceed the allocated disk space, the attachments will be merged.However, you will not be able to add additional files, since the maximum number is reached orexceeded.

Merging can create multilingual candidate files. When merging two candidate files with differentlanguages, the master candidate file will have two languages instead of one. However, the languageof the master candidate file will be used for the general correspondence. Application specificcorrespondence will continue to be in the language of the application, thus the candidate might startreceiving correspondences in both languages.

Configuration

The following settings are used to configure the merge feature.

Settings


Merge form Activation • No

• Yes


Maximum Number Merge Forms inList

Any 14 Configuration > [Recruiting] Setting

Maximum Merge Form Size Any 512000 Configuration > [Recruiting] Setting

To merge candidate files, users must be granted the following permission.


Name Location

Merge Candidate files Configuration > [SmartOrg] Administration > User Types >Recruiting > Candidates

Important Note: (ID 217) Users can only perform a candidate file merge from search results, not

from folders.

Candidate SharingThis feature allows users to share candidate files with people via e-mail.



The share action is represented by this icon and is available in the candidate list and the candidatefile.

When a user is sharing a candidate:

• Only the content that the user is allowed to access or that a company allows to share is available.• The candidate file content that can be shared is defined by what the user can view. If a section is

available to view, it will be available to share.• Attachments can be shared depending on the user’s ability to see attached files. See details below.• Offer content can be selected for sharing if:

• The user can view offer content.• The file being shared is a job submission.• The file contains offer data.

• Referrals can be shared.• The history can be shared. See details below.• Tasks are never available to share.• Approvals are never available to share.

When a recipient receives the shared candidate file:

• A PDF of the candidate file is received as an attachment to the Candidate share e-mail message.The content of the PDF reflects the selections made by the user sharing the file. Attachments aredirectly attached to the email in their original file format.

• Sections that contain no data are removed from the shared file even if they were selected.Passport, eSignature and Regulation sub-sections are never included even if they are within asection of the candidate file that was included by the share sender when sending the share file.

• Shared files follow a restricted profile for field level security. Fields with a Confidential securitylevel are never shared, and fields with the General or Restricted security level are always shared,regardless of the sharing user’s permissions. As a result, the shared candidate file may include orexclude content that a user is otherwise able to see while in the Recruiting Center.

• Tasks are never included.• Approvals are never included.

Attachments in the Share Candidate Feature

Attachments can be included when sharing a candidate file. User permissions are required.

Attachments are listed in two sections: candidate facing and non-candidate facing. If sharing a singlecandidate, for candidate facing attachments, share senders can individually select which attachmentthey wish to include. For non-candidate facing attachments, in all cases and even for candidatefacing attachments if multiple candidates are selected for share, there is just a single checkbox and ifselected all associated files will be included in the share e-mail.

Offer attachments are never included in a candidate share, even if the offer section is selected.

History in the Share Candidate Feature

The history can be included when sharing a candidate file.

If the History option is selected, the tracking events of the shared candidate is included. When sharinga general profile, only the related general profile history is shared. When sharing a job submission, onlythe history related to that job submission is shared.

Offer history information is included in the file if:

• The user sharing the file has the View offers permission.• The user selects the Offer option in the Share Candidate assistant.



• The candidate file contains offer data. Note that offer data is not available when sharing multiplecandidates.

Configuration

The following permission is required to share candidates.


Name Location

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

Attachments can be included when sharing a candidate file. Attachments are controlled by thefollowing two permissions:


Name Location

Access Attachments tab Configuration > [SmartOrg] Administration > User Types >Recruiting > Candidates

View other attachments

The Share Other Attachments setting has been added as a safeguard for companies that areconcerned by users gaining access to "other" attachments. Because it is the share sender's securitypermission that determines what can be shared, this setting safeguards the security of the data fromthe share recipients where this extra protection is desired. When the setting is enabled, the "Visible bycandidates" option in the "Share Candidate" assistant will display other attachments, i.e., attachmentsvisible by the candidate which are not linked to the current submission.


Name Location

Share Other Attachments Configuration > [Recruiting] Settings

To be a recipient of a shared candidate file, certain rules apply. Candidate share recipients presentedin the selection wizard are affected by the Disable External Candidate Sharing setting.

Settings


Disable External CandidateSharing

• No

• Yes




When the setting is set to Yes, it is not possible to share the candidate file with external users bytyping an email address in the "Share with External Recipients" field. Recipients can only be selectedamongst the users displayed in the assistant. To appear in the list of available users, the followingconditions must all be met:

• The user must be active.• The user must be able to access the Recruiting Center.• The user must belong to at least one user group matching the user group of the user sharing the

candidate file.• If a submission is being shared, the user must have access to the staffing type of the requisition.

When the setting is set to No, it is possible to share the candidate file with external users by typingtheir email address. The list of users in the assistant will contain all active users with access to theRecruiting Center.

Attachments Behavior in the Share Candidate FeatureThe following tables present how attachments are handled in the Share Candidate feature.

In the cases presented below, the user sharing the candidate file must have the Access Attachmentstab permission or else no candidate attachments will ever be included during the candidate file sharing.

Sharing One Candidate File - General Profile

Job Specific Other/General Profile linked

CandidateFacing

Non-Candidate

Facing

Offer CandidateFacing: linkedto a differentsubmission

or linkeddirectly to thegeneral profile

Non-Candidate

Facing: linkeddirectly to thegeneral profile

Share OtherAttachmentssetting = Yes

View OtherAttachmentspermission =Yes

Not Available Not Available Not Available All candidatefacing "otherattachments"and candidatefacingattachmentslinked tothe generalprofile can beindividuallyselected tobe sent. Filesare listed inthe ShareCandidateassistantunder"Visible bycandidates".

One checkboxfor non-candidatefacingattachmentsavailable; ifchecked allnon-candidatefacingattachmentslinked directlyto the generalprofile will besent.




CandidateFacing

Non-Candidate

Facing



Non-Candidate



View OtherAttachmentspermission =No

Not Available Not Available Not Available Not Available One checkboxfor non-candidatefacingattachmentsavailable; ifchecked allnon-candidatefacingattachmentslinked directlyto the generalprofile will besent.

Share OtherAttachmentssetting = No





Not Available Not Available Not Available Not Available One checkboxfor non-candidatefacingattachmentsavailable; ifchecked allnon-candidatefacingattachmentslinked directlyto the general




CandidateFacing

Non-Candidate

Facing



Non-Candidate


profile will besent.

Sharing Multiple Candidate Files - General Profile


CandidateFacing

Non-Candidate

Facing



Non-Candidate




Not Available Not Available Not Available One checkboxfor candidatefacingattachmentsavailable; ifchecked allcandidatefacingattachmentswill be sent.




Not Available Not Available Not Available Not Available One checkboxfor non-candidatefacingattachmentsavailable; ifchecked allnon-candidatefacingattachmentslinked directlyto the general




CandidateFacing

Non-Candidate

Facing



Non-Candidate


profile will besent.







Sharing One Candidate File - Job Submission




CandidateFacing

Non-Candidate

Facing



Non-Candidate




All candidatefacingattachmentslinked directlyto the jobsubmissioncan beindividuallyselected tobe sent. Filesare listed inthe ShareCandidateassistantunder"Visible bycandidates".


Not Available All candidatefacing "otherattachments"and candidatefacingattachmentslinked tothe generalprofile can beindividuallyselected tobe sent. Filesare listed inthe ShareCandidateassistantunder"Visible bycandidates".

Not Available





Not Available Not Available Not Available



All candidatefacingattachmentslinked directlyto the job

One checkboxfor non-candidatefacingattachments





CandidateFacing

Non-Candidate

Facing



Non-Candidate


submissioncan beindividuallyselected tobe sent. Filesare listed inthe ShareCandidateassistantunder"Visible bycandidates".

available; ifchecked allnon-candidatefacingattachmentslinked directlyto the generalprofile will besent.






Sharing Multiple Candidate Files - Job Submission




CandidateFacing

Non-Candidate

Facing



Non-Candidate




Onecheckboxfor ALLcandidatefacingattachmentsavailable; ifchecked allcandidatefacingattachmentsfor the jobsubmissionwill be sent.

One checkboxfor non-candidatefacingattachmentsavailable; ifchecked allnon-candidatefacingattachmentslinked directlyto the jobsubmissionwill be sent.

Not Available One checkboxfor ALLcandidateattachmentsavailable; ifchecked allcandidatefacing "other"attachmentswill be sent -in addition tothe candidatefacing jobspecificattachments.

Not Available




One checkboxfor ALL non-candidatefacingattachmentsavailable; ifchecked allnon-candidatefacingattachmentslinked directlyto the jobsubmissionwill be sent.




Onecheckboxfor ALLcandidatefacingattachmentsavailable; ifchecked allcandidatefacingattachmentsfor the job

One checkboxfor non-candidatefacingattachmentsavailable; ifchecked allnon-candidatefacingattachmentslinked directlyto the job





CandidateFacing

Non-Candidate

Facing



Non-Candidate


submissionwill be sent.

submissionwill be sent.




One checkboxfor non-candidatefacingattachmentsavailable; ifchecked allnon-candidatefacingattachmentslinked directlyto the jobsubmissionwill be sent.


Candidate InterviewA candidate interview is a formal meeting to evaluate the qualifications and work experience of acandidate.

Users can schedule, update and cancel interviews directly in Taleo Recruiting. Attendees invited to ameeting receive an interview notification by e-mail and they add the meeting to their calendars. Eachtime and interview is scheduled, updated or cancelled in Taleo Recruiting, an e-mail message is sentto 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 andschedules an interview. The recruiter invites the candidate and can also invite other attendees to theinterview meeting. The hiring manager of the requisition is invited by default. However, if the meetingorganizer is the hiring manager, the recruiter is invited instead. Non-Taleo Recruiting users can also beinvited to the meeting via their e-mail address.

A default interview invitation message is proposed by the system. The most appropriate messagetemplate is pre-selected based on the requisition’s Organization-Location-Job Field structure and theapplication 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 andrequisition 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 bye-mail and they can add the invitation directly into their calendars. If the candidate has no e-mailaddress, the interview organizer can print the invitation and send it to the candidate by fax or regularmail.

After the interview meeting has been scheduled, the recruiter can view interview schedulinginformation in the candidate list Interview column and in the candidate file History tab. Note thatto the Interview column must have been activated and added to the candidate list by the systemadministrator.

The recruiter also has the ability to update the interview meeting by changing the attendees, theschedule or other information, and also cancel the interview.

The candidate interview feature generates iCalendar entities that can then be integrated with any mailsystem that supports this specification, including Microsoft Outlook. Note that events occurring in MSOutlook calendar or any iCalendar system are not managed by Taleo Recruiting. For example, if aninterview meeting is modified in Outlook, the new information will not appear in Taleo Recruiting.

MS Outlook 2000 and higher are supported. Other calendar products may be functional but are notofficially supported.

When the candidate file and requisition file (or other candidate attachments) are included in theinterview 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 noemail address, users can still schedule an interview; they simply need to print the interview invitationand send it to the candidate by fax or regular mail.

Configuration


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

To activate the interview management functionality, the following setting must be set to Yes.

Setting


Interview Management Activation • No

• Yes

Yes Configuration > [Recruiting] Setting

To allow meeting requests to be sent only to the members of the groups to which a user belongs, thefollowing setting must be set to Yes.



Setting


Confine Meeting Attendees toUser Group

• No

• Yes


To indicate how the candidate file and requisition file are shared with attendees when schedulinginterviews, the following setting must be configured.

Setting


Meeting Scheduling Sharing Mode • Via email

• Via TaleoeShareCenter

Via Taleo eShareCenter

Configuration > [Recruiting] Setting

Important Note: (ID 308) The only users in the send interview request selector are those matching

at least one group of the interview requester and users are always able of entering free form e-mailaddresses as request recipients. The system will block users from actually sending requests to freeform e-mail addresses if the setting "Confine Meeting Attendees to User Group" is set to Yes.

Important Note: (ID 199) Customers should be aware that the send interview request function

needs to be adjusted before it is really functioning well. Users may be best served to amend themessage template included in interview request files until these fixes are made. In amending themessage template, users can embed the deep link token to the candidate submission in the system forauthorized Recruiting Center users. This will ensure that users can easily access well formatted filesfor the candidate, requisition and any necessary attachments.

Important Note: (ID 302) The system will not let users schedule an interview for a date/time in the

past. If users attempt to do that, they will receive an error message and will need to restart.

File Attached to an Interview InvitationUsers can attach the candidate file and requisition file to the interview being scheduled and themessage being sent.

The candidate file attached to the e-mail message only contains information included in the sections:

• Prescreening• Screening• Resume• Profile

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 attendeesmay not have access to information they normally would have. Note that the candidate will not receivethe candidate file nor requisition file.

When the candidate file and requisition file (or other candidate attachments) are included in theinterview meeting invitation, these do not follow in the Calendar meeting.

Configuration


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 Interview and Candidate Selection WorkflowThe candidate interview feature can be configured in the candidate selection workflow for propercandidate selection tracking.

Candidate selection workflows can be configured by the system administrator so that when usersschedule an interview, the candidate’s status automatically changes to a preset value. To automaticallychange the candidate’s status, the system administrator must activate the Interview SchedulingBehavior option for the statuses in question, that is 1st, 2nd and 3rd interview statuses (available in theStatuses Usage tab of a step).

Example:

A recruiter uses a candidate selection workflow containing the 1st, 2nd and 3rd Interview steps. Allthree steps have the following statuses:



• To be scheduled• Scheduled• Passed

The Interview Scheduling Behavior option is activated for the Scheduled status. The candidate iscurrently at the 1st Interview step and the To be Scheduled status.

The recruiter schedules an interview for the candidate. When the recruiter sends the interviewinvitation to the attendees, the status of the candidate automatically changes from To be Scheduled toScheduled.

The candidate attends the interview as scheduled. The recruiter wants to invite the candidate to asecond 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 Interviewstatus 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 completionstatus that indicates the successful completion of the interview (for example, Passed, Successful). Thishelps 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 requisitionor 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 identifycandidates on their own without the assistance of recruiters.

For the Automatic Candidate Pooling feature to be available, the feature must be enabled by thesystem administrator. Users creating or defining autopooling criteria must be granted the required usertype 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 criteriawere added to a requisition template, they will be inherited by the requisition). This is like a savedsearch that managers can use to find candidates who are both available and qualified. The followingautopooling criteria may include any criteria from the Advanced Search, plus an additional set of basiccriteria. 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 arecreated.



• Define the widest possible set of candidates from the database that would be both qualified andavailable. 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 withoverlapping skills and/or who applied to nearby locations. Filter by Organization and Location ifappropriate (specific country, specific division, etc.).

• Exclude candidates being considered in another requisition, who were recently hired, whosesubmissions have expired.

• Use the parameter to limit results to candidates who live within X kilometers/miles of the primarylocation of the requisition.

Once autopooling criteria have been defined and enabled, the system will automatically generatea list of candidates matching the criteria anytime on demand. This list of candidates is accessiblein the requisition-specific 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 othercandidate).

• Match candidates to the current job opening and reject them in a single action (which will removeundesired candidates from continuing to appear in the candidate pool for this requisition; note thatby 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 thecandidate 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 wasnot 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 theproper permission. When rejecting a candidate, the manager must specify the qualifiers (motives) andprovide comments as required by the workflow.

If configured by the system administrator, the Automatic Candidate Pooling feature may also providethe ability to create optional repooling rules which automatically set a candidate's submission to anInactive status after X days of inactivity. If the autopooling criteria for other jobs include the criteria toexclude candidates who are in a selection process, candidates who are automatically set to an inactivestatus will no longer be excluded and thus will be included in pool results.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 candidateautopooling list

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



Settings


Automatic Candidate PoolingEnabled

• No

• Yes


Inactivate Job SubmissionsFeature

• No

• Yes


A candidate list format entitled"List of automatically pooledcandidates" controls the format ofthe automatic candidate poolingresults list.

Configuration > [Recruiting]Administration > List Formats >Candidate

Configuring the Automatic Candidate Pooling

Prerequisite


Steps

1. Under Recruiting Settings, enable the Automatic Candidate Pooling Enabled setting.

2. Under List Formats, configure the candidate list format context entitled List of automaticallypooled candidates.

a) Select columns for the list format.

b) Put columns in the right sequence.

c) Set column sorting criteria.

d) Configure quick filters. This list format allows the use of the same quick filters as theAdvanced Search list format, plus the Shift Availability filter.

e) Activate the list format.

3. Under SmartOrg/User Types, grant the following user type permissions:

• View autopooling criteria

• Edit autopooling criteria

• Perform the "Reject" action from the candidate autopooling list

4. You can define repooling rules within the Candidate Selection Workflow to automatically returncandidates to the pool after X days of inactivity:

a) Under Recruiting Settings, enable the Inactivate Job Submissions Feature setting.

b) Under Candidate Selection Workflow/Statuses tab, create an inactive status and selectInactive in the Reference Model list.

c) Under Candidate Selection Workflow/Steps tab, add this inactive status to each candidateselection workflow step in which you want to repool candidates.

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 thatdifferent 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, fillingout forms, getting equipment such as a laptop.

A user type permission grants users access to this feature.

Configuration


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

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 gointo edit mode. This provides a cleaner layout and eliminates the need to “close” the file (to exit out ofit and reactivate other buttons on the screen) if only viewing the file. In view mode, only fields for whichdata is provided are displayed. However, in edit mode, fields that do not contain data are displayedaccording 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 bottomsection. The pane can be expanded or collapsed.

• Right pane containing supporting tools such as the online help and the diagnostic tool. The panecan be expanded or collapsed.

• Central pane containing a menu bar allowing users to perform actions on the requisition file. It alsocontains tabs that provide complete information about the candidate. Depending on which side thecandidate 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 requisitionfile is within the Requisition tab, which includes various sections. The other tabs contain peripheralinformation.

From the main requisition tab, whether in edit or view mode, users always have access to a tableof contents section that allows quick jumping to different portions of the file. To display this table ofcontents, 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 systemadministrator who grants users access to requisition files. Fields in a requisition are completed by auser to create a requisition. The requisition contains many details and fields such as the title of thejob, the number of openings, the requisition owners and collaborators, the organization, location andjob 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 careersections, on job boards via eQuest, or via agency offering staffing services. Once the requisition isposted, candidates can apply for the job and fill the required fields.

Important Note: (ID 295) Any user authorized to view a requisition is also able to cancel that

requisition.



Requisition File Tabs

Requisition File Tabs

Name Description

Requisition Contains all the details of the job based on whathas been configured and activated by the systemadministrator as the requisition file in Taleo RecruitingAdministration module.

Alerts Allows you to set the ACE candidate alert to beinformed when the ideal candidate is found.

Attachments Contains attachments for the requisition.

Approvals Displayed when an approval request has beengenerated. The tab appears for all users that canview the requisition. When no approval request hasbeen generated, the Approvals tab is hidden. This tabprovides an easy means to access and review themost recent approval information for the requisition.Authorized users can also modify or resend approvalrequests from this page.

Posting and Sourcing Provides access to posting and sourcing features suchas career section posting, job board distribution througheQuest, staffing agents, non-electronic media.

History Contains a log of all actions performed on therequisition file, including the date and the user whoperformed the action.

Reports Allows users to define if a daily recruiting report willbe sent to individuals regarding the status of therequisition's progress.

Requisition CreationRecruiters and managers have the ability to create requisitions to detail the specific requirements for ajob position.

The creation of requisitions is done via the Create Requisition button which is available in theRequisitions channel as well as in the Requisitions page. This button is available to users if they havebeen granted the proper user type permission.

When creating a new requisition, it is a best practice to select a requisition template first; this willauto-populate many of the requisition fields based on the selected template. Users can select from allrequisition templates available which align to their user group context or have no user group defined.

When creating a requisition, the Create a Requisition assistant is launched. One of the first stepwhen creating a requisition is to select a requisition type. The system administrator is responsibleof 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 toselect the desired requisition type.

Depending on the company’s configuration, users may be able to specify specific elements such asthe position, the department, the Organization- Location-Job Field structure. When this information isprovided, 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.

Important Note: (ID 305) When selecting collaborators, support users (that is, Taleo personnel) will

appear in the list of available users to include. These users should be ignored.

When creating a multilingual requisition form, the user’s preferred languages are activated by default(the languages are displayed in the Activated Languages drop-down list), users are not forced totranslate non-mandatory fields (a non-mandatory field completed in the base language can be leftblank in other languages), and users can change the value selected for a field (they are not limited tothe value selected for the base language).

When saving the requisition, a message appears if information is missing in certain fields. Users canalso use the diagnostic tool to know which fields must be filled to be able to save the requisition. Ifinformation is missing for certain fields, the diagnostic tool provides links to jump quickly to these fieldsto 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 beingposted on career sections or job boards.

Configuration

To create requisitions, users must be granted the following permission.


Name Location

Create requisitions Configuration > [SmartOrg] Administration> User Types >Recruiting > Requisitions

To edit requisitions, users must be granted the following permission.


Name Location

Edit requisitions Configuration > [SmartOrg] Administration> User Types >Recruiting > Requisitions

When users have the Create requisitions permission but not the Edit requisitions permission, they willbe able to edit a requisition until it is saved. Once the requisition is saved, they cannot change anyvalue.

Also, for the Recruiter and Recruiter Assistant fields contained in a requisition, only users that have theEdit requisitions permission will be displayed in the User Selector. Users with the Create requisitionspermission will not be displayed.

To have access to different types of requisitions, users must be granted the following permissions.




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

The following setting is used to activate the automatic filling of department-related fields in requisitions.

Setting


Department AutofillActivation

• Yes

• No

No Configuration >[Recruiting] Settings

The following setting is used to activate the concept of position throughout the system and allows theauto-filling of requisitions based on position information.

Setting


Enable Position • Yes

• No


Regardless of the security level for certain requisition fields while in edit mode, users with the Createrequisitions permission are able to capture foundation data in the Create a Requisition assistant. Fieldsin the assistant are always editable regardless of their security level.

The Create a Requisition assistant is configurable and may include the following fields. Once the fieldsare captured in the assistant, security applies and changes might become impossible:

• Organization• Primary Location• Job Field• Position• Department



• Hiring Manager• Template

The Organization and Primary Location fields might be read only if they were defined by the selecteddepartment. Also, if the user is forced to select a template, it will overwrite the Job Role selection.

Requisition EditingRecruiters and managers have the ability to edit requisitions to modify the content of fields in therequisition form.

The editing of requisitions is done via the Edit button which is available in the requisition form. Thisbutton is available to users if they have been granted the Edit requisitions user type permission.

Configuration

To edit requisitions, users must be granted the following permission.


Name Location

Edit requisitions Configuration > [SmartOrg] Administration> User Types >Recruiting > Requisitions

Important Note: (ID 164) The "Edit requisitions" user type permission has two constraints:

• But not if requisitions are in approval process• But not if requisitions have been approved

These two constraints do not take effect in the user's current session; they will apply only at the user’snext login. This is because user type permissions are verified at login to determine what a user canaccess and the system does not know of the change until the credentials are verified again. Forexample, a user has the "Edit requisitions - But not if requisitions have been approved" permission. Ifa requisition changes from Draft to Approved during the user’s session, the user will still be able to editthe requisition or attach/remove files in the requisition until he/she logs out of the system.

Likewise, if a requisition was in the approval cycle during the user's login and it then completes theapproval cycle. If that user is not authorized to edit requisitions during the approval process, he/shemay need to log out and back in again in order to regain the edit access to the requisition.

To create requisitions, users must be granted the following permission.


Name Location

Create requisitions Configuration > [SmartOrg] Administration> User Types >Recruiting > Requisitions

When users have the Create requisitions permission but not the Edit requisitions permission, they willbe able to edit a requisition until it is saved. Once the requisition is saved, they cannot change anyvalue.



Also, for the Recruiter and Recruiter Assistant fields contained in a requisition, only users that have theEdit requisitions permission will be displayed in the User Selector. Users with the Create requisitionspermission will not be displayed.



Name Location






Requisition DuplicateRecruiters and managers have the ability to duplicate requisitions to create requisitions similar to anexisting one.

A requisition can be duplicated via the icon which is available in the requisition form. This icon isavailable to users if they have been granted the proper user type permission.

When duplicating a requisition, all of the information is duplicated except the Alerts tab information andthe Target Start Date field content. The information on the Alerts tab defaults to your organization'sACE settings.

Important Note: (ID 306) When a requisition is duplicated, it will carry over the list of approvers from

the original requisition as the starting point for approvers on the requisition. If in fact the requisition isnever routed for approval but is saved as open, these approvers will remain on the Approvals tab withno dates associated with conducting an approval. Users should understand that if an approver appearson a page with no date next to their name, they never approved the requisition. This scenario illustrateshow this might come to occur.

Requisition Autofill FeatureRequisitions can be configured so that fields in the requisition are automatically filled.

The Requisition Wizard allows users to create requisitions. The Requisition Wizard may displaydifferent options allowing the automatic filling of certain fields in the requisition:

• By default, the Template and Hiring Manager fields are displayed to users.• If the Enable Position setting is enabled, the Position and Hiring Manager fields are displayed.



• If the Department Autofill Activation setting is enabled, the Template and Department fields aredisplayed.

• If the Enable Position setting and Department Autofill Activation setting are enabled, theDepartment and Position fields are displayed.

Note that users have the ability to indicate in their user preferences if they want to use the requisitionfile automatic filling option (My Setup > Preferences). If they enable this option, the Requisition Wizardis enabled and it displays fields configured by the system administrator. If users do not enable thisoption, it bypasses the Requisition Wizard and the requisition form is displayed.

Configuration

Settings


Department AutofillActivation

• Yes

• No


Enable Position • Yes

• No


Requisition/Staffing TypeA requisition (or staffing) type allows a user to determine the type of candidates that he/she wants tohire.

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 permissionsgrant 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 selectthe desired requisition type. When a requisition type is no longer available, it cannot be selected, butrequisitions created with that type keep their original requisition type.

For Integration purposes: Campus requisitions and Hourly requisitions must be identified by your Taleorepresentative in order for the integration team to change requisition type with a manual script. Thiswill be allowed only once by customer. If more than one requisition type is active, import files must bemodified.

Configuration





Name Location






Activating a Requisition Type

Prerequisite

Configuration > [Recruiting] Administration > Requisition Types

Steps1. Select a requisition type in the Available Requisition Types list.2. Click Add.3. Click Done.Result

The requisition type will be available to users when they created a requisition if they were grantedthe Requisition Type user type in the SmarOrg user type feature.

Next Step

Granting the Requisition Type user type permission.

Deactivating a Requisition Type

Prerequisite

Configuration > [Recruiting] Administration > Requisition Types

Steps1. 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 thejob.

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, underPreferences.

Depending on how settings are configured by the system administrator, a requisition may needapproval before being posted. When an approval is required, the approval requirements will bedisplayed in the requisition file Approval Path tab.

When the last position of a requisition is filled, the requisition is automatically unposted from thecompany’s career sections and intranet, and the requisition is no longer displayed in the requisitionlist. Users might have to remove the requisition manually from other sites. Also, the step for remainingcandidates is changed to Rejected.

Users must have the required user type permission to be able to post requisitions. Also, differentpermissions are also required to perform certain posting actions.

Configuration


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

Requisition Posting via a Staffing AgentPosting a requisition via staffing agents involves many actions such as the creation of the agencyportal, application flows, agencies and agents, as well as many actors such as the systemadministrator, the user, the agent and the candidate.

Agency portals (or agency career sections) provide a fully integrated solution that enablesorganizations to deal directly with staffing agencies. This feature helps ensure the privacy of theorganization's candidates and jobs by providing an agency-dedicated application flow within one ormultiple 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 forthe job. The list of agents available is dependent on the organization, location and job field selectedfor the requisition. The user can select one or several staffing agents who will post the requisition ontheir job list, then determine the start and end time when candidate referrals will be allowed. Note thatthis process can take place after the requisition is opened but before it is posted to internal or externalcareer sections as agents will be accessing the requisition through their own career section (agencyportal).

An email is sent to staffing agents inviting them to refer candidates for the job. The staffing agent signsin 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 databaseby entering the candidate’s email address and performing a duplicate check. If the candidate does notexist in the database, the agent is able to refer the candidate.

Important Note: (ID 321) When changing the agent who referred a candidate, if we want to reselect

the original referring agent and the original ownership is expired, the change will not take effect unlessa different agent is first selected and then another modification is made to reselect the original agent.»

Candidates being referred receive an email informing them that they were referred by an agent for ajob and inviting them to review the profile information submitted by the agent.

Later, when searching through the candidate database, the user can easily identify candidatesreferred by an agent with this icon . The tracking tab of the candidate file also displays the nameof the agency and that of the agent who referred the candidate. Candidates referred by an agent areconsidered agent-owned candidates. However, the user can remove the agent-ownership. The userhas 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 theagency portal as well as the application flows used by agents and agencies to refer candidates. Formore information, see the Career Section Administration Manual. Once the agency portal and flows arecreated, the system administrator creates agencies and agents. It is necessary to create an agencybecause every agent is linked to an agency to be functional. An agency is not linked to a portal; only anagent at an agency is linked to a portal.Configuration


Name Location

Post to staffing agents/agencies Configuration > [SmartOrg] Administration > User Types >Recruiting > Sourcing

Requisition TemplateA requisition template is a requisition file containing information that will likely be reused for a similarjob position.

Requisition templates are available to users in the Libraries menu, under Templates.

A requisition template can be created for each position or job category. Depending on yourorganization's policies, the requisition template may be very detailed or may include only basicinformation.

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 CreateTemplate feature which is available in the Requisition Template Library, via the Libraries menu. Thisfeature is available to users if they have been granted the proper user type permission.

When creating a requisition template, the Create Requisition Template assistant is launched. Oneof the first step when creating a requisition template is to select a requisition type. The systemadministrator is responsible of activating requisition types and of granting the user type permissionsthat allow users access to specific requisition types. If more than one requisition type has beenactivated, 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 theOrganization, Location and Job Field (Organization-Location-Job Field structure).

When all of the above have been specified, users complete the various fields of the requisitiontemplate. When saving the requisition template, a message appears if information is missing in certainfields. Users can also use the diagnostic tool to know which fields must be filled to be able to save therequisition template. If information is missing for certain fields, the diagnostic tool provides links to jumpquickly to these fields to enter the missing information. The diagnostic tool is located in the right-handpane.

Once the requisition template is completed, it is available in the Requisition Templates page.

Important Note: (ID 243) Both the recruiter and user group fields can be specified in the requisition

template but unlike other fields in the template. These fields will not fill in as defaulted fields inrequisitions created from the template. The purpose of the recruiter field in a requisition templateis to give a user ownership privilege of the template from a template access viewing and filteringperspective in the Template library. The purpose of the user group field specified in a requisitiontemplate is to define which users will be authorized to create requisitions using this template. Onlythose matching the group will see the template if a group has been specified.

Important Note: (ID 247) Even if the Job Code field is not used in the requisition template, the Code

column will still display in the Requisition Template Library list and data will be blank.

Important Note: (ID 169) The action "Save this requisition as template" represented by this icon

in the requisition file is not functioning. Users should create requisition templates directly in theRequisition Template Library.

Configuration

To create requisition templates, the following permission is required.


Name Location

Create templates Configuration > [SmartOrg] Administration > User Types >Recruiting > Requisitions

The View templates permission only controls the list of templates in the Requisition Templates Library.It does not control template selection within a requisition, which is based on the selected requisitiontype and Organization-Location-Job Field contextualization.




Name Location

View templates Configuration > [SmartOrg] Administration > User Types >Recruiting > Requisitions

More permissions related to requisition templates are available.


Name Location

Requisition Template permissions are groupedunder the Requisitions functional domain.

Configuration > [SmartOrg] Administration > User Types >Recruiting > Requisitions > Templates

Settings


Default Template Status • Active

• Inactive

• Draft

Active Configuration > [Recruiting] Settings

Important Note: (ID 279) Upon creation, requisition templates are put into the Draft status by default

until specified as Active.

Important Note: (ID 293) It is possible to configure the requisition template file to include the CSW

designation. If this field is included in the template, it will be required. If it is not necessary to specifythis field on the requisition template, it should not be included on the Template File configuration. Whennot included on the template, the legacy CSW configuration of workflow OLF contextualization willbe honored. If the template contains a CSW field, the CSW defined on the template will override thedefinition of workflow contextualization in the CSW configuration area.

Recruiting Fundamentals Offer


Offer

Offer ConfigurationOffer configuration consists of configuring offer fields, the offer form layout, the RSOffer step as well asoffer settings and permissions for each user type.

Field configuration: The configuration 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, see Field.

When configuring requisition fields in the Recruiting Administration module, all offer user-defined fieldsthat are part of "offer terms" appear in the listing. Offer user-defined fields are displayed because theyare available for use in the requisition context. The configuration of the fields is intermixed. That is, ifan offer field is configured in the requisition area, that configuration will impact that field and how it isconfigured in the offer area as well.

To avoid confusion, it is possible to filter requisition user-defined fields to display or not offer fields. TheShow Fields filter contains the following values:

• All• Requisition• Offer• Department

The following table provides explanations on certain requisition offer fields to avoid confusion.

Field Mapped to Notes

Currency - Compensation Section Mapped to the Currency field in therequisition file Compensation section.Also mapped to the Currency field inthe offer grid (job submission Offerstab).

This field is offer related.

Currency Mapped to the currency field in therequisition file Contingent section.

This field is not offer related.

Currency - Bonus Section Mapped to the Currency - BonusSection field in the requisition fileBudget section.




Field Mapped to Notes

Currency - Budget Section Mapped to the Currency - BudgetSection field in the requisition fileBudget section.


Maximum Salary Mapped to the Annualized Salaryfield in the offer grid (job submissionOffers tab).

Minimum Salary Mapped to the Salary (Pay Basis)field in the offer grid (job submissionOffers tab).

The Salary (Pay Basis) field isupdated by two actions (besidesmanual edits): 1) When copyingthe minimum requisition pay to thisfield within the offer grid. 2) Whenthe user calculates compensationby pay basis.

The following offer fields are available in the offer grid. They have calculation relationships and it isrecommended that the offer grid layout be configured to group them together:

• Annualized Salary• Salary (Pay Basis)• Pay Basis

When configuring requisition offer fields, both standard and user-defined fields, a distinct configurationof the Content Required attribute is done for the requisition and the offer context. All othercontextualization of these fields (that is Security Level) is shared between requisition and offer fieldconfigurations.

Offer form configuration: Once fields have been defined, the system administrator defines the layoutof the offer form. This is done in the Recruiting Administration module, by clicking the Offer Layout linkin the Fields section. Both standard and custom offer fields can be positioned in the offer form. Thelayout consists of specifying in which category/section of the offer grid the field will be displayed (topsection, general terms, bonuses, details) and the order in which the field will be displayed. Fields for aspecific 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 fieldis not configured to display in a given context, it will be omitted from the offer grid and the rest of thefields will slide up in position to accommodate the field's absence.

RSOffer step configuration: The system administrator must add the RSOffer step in the candidateselection workflow. The RSOffer step must be placed before the Hire step.

Offer-related settings: The system administrator can activate different offer-related settings. Thesesettings 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 usertypes. This is done in SmartOrg, via the User Types feature. Permissions are organized into functionaldomains. 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 securitylevel, see the Field chapter.

Important Note: (ID 237) To create offers, users must be granted the “View and manage offers”

permission as well as the “Create offers” permission.

Important Note: (ID 239) The following permissions have special behavior: "View and capture

competitive offer details" and "View candidate current job terms". That is, once a user can seeany competitive offer, the user can see all competitive offers for the candidate created across allsubmissions where they exist. And, once a user can see any current job terms for a candidate, theuser can see all current job terms for the candidate created across all job submissions where theyexist. This is true even if the user is not authorized to access the submission on which this competitiveor current job term was created.

Configuring an Offer - Overview

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 Contingent Hiring


Contingent Hiring

Contingent HiringContingent hiring is used to hire people when needed and for a limited period of time. Contingent hiringmay include part-time, temporary and contractor work.

Once the contingent hiring feature has been purchased, the feature must be activated by Taleo.

When the feature is activated and configured, users can start acquiring contingent workers. Whencreating a requisition, users can choose a contingent requisition type which offers more functionalitiesthan other requisition types as it has its own set of candidate selection workflow, a contingentinformation block, supplier invitation to submit candidates using the agency portal, confirmation ofavailability and specific candidate ownership rules.

Configuration

Contingent hiring is not configured by default, it must be configured from scratch by the systemadministrator.


Name Location

Allow access to contingent requisitions Configuration > [SmartOrg] Administration> User Types> Recruiting >Requisitions

See Contingent Staffing block information Configuration > [SmartOrg] Administration> User Types> Configuration > Requisitions

Configuring Contingent Hiring - Overview

Prerequisite

Contingent hiring feature must be available.

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 /contingentrecruitment setting must be activated in the Recruiting settings.

The Allow access to contingent requisitions, See Contingent Staffing block information and Edit billtares 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 agentconfiguration 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.

Recruiting Fundamentals Contingent Hiring


6. Add agents to the agency and associate each agent to a portal in order to be able to inviteagents to submit candidates.

7. Configure the agent confirmation request in the Career Section Administration module, ifdesired.

This step allows the configuration of the confirmation step, usually at time of hiring. Whendeciding to go ahead with a specific contingent worker, the system can be configured to send arequest to the agent to confirm the candidate’s availability. The agent will receive an email andwill be brought back to the candidate file where the confirmation will occur and will most likelymove the candidate to the hired status.

8. Create correspondence specific to contingent hiring.

9. Create a requisition file containing the contingent block.

10. Select appropriate values for the Position Justification small standard selection.

Recruiting Fundamentals Hourly Hiring


Hourly Hiring

Hourly Manager Home Page and Center StageThe Taleo solution supports managers doing self-service hiring and managers working in adecentralized environment. This includes options to use one or more simple home page configurationsfor various populations of users.

Home pages are configured via the SmartOrg Configuration Profiles feature. A pre-defined HourlyManager configuration profile is provided with the application and this profile references a pre-definedHourly Manager center stage. Both provides a reasonable set of default settings which customers canuse 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 RequisitionList. By default, the Hourly Manager center stage also contains the Onboarding channel and a link tothe Performance Management Suite (both of which only appear if these modules are deployed andavailable to the user). The Center Stage feature is available in the Taleo Recruiting Administrationmenu. For details, see the Center Stage chapter.

Configuration Profile: Once the center stage is created, the system administrator must associate it toa configuration profile. The system administrator can use the pre-defined Hourly Manager configurationprofile. 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 andcreation 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 administratoronly 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 specificallyto help support distributed hourly hiring deployments. This list lets users click directly from the centerstage 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 mostrecent submission activity).

The system administrator configures the mini requisition list (if used) via the List Formats featureavailable 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, howeverthis name can be edited by Taleo.

Note that the mini requisition list honors the permissions set by the Show filter (e.g., Show RequisitionsI Own, I Collaborate On, etc.), if it is made visible on the home page. However, a typical hourlymanager configuration is to define user permissions by Personal Coverage Area (for details, see thePersonal Coverage Area chapter). This is done via the configuration profile feature by selecting the Mycoverage 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 simpleand automatic if you can define them in terms of Organizations, Locations and Job Fields.

Hourly Manager User TypeA default user type configuration has been created to support hourly manager's need for a moresimplified user experience.

Although system administrators can create their own personalized user types, the hourly manageruser type is designed to help managers in hourly hiring deployments. The Hourly Manager user typeis intended to reflect the combination of permissions that will provide a reasonable starting point forcustomers to use for their managers involved in self-service, continuous and/or high volume hiringscenarios.

Hourly Manager User Type

Permissions Granted Permissions Not granted

Access to hourly requisitions Edit candidate information

Access to requisitions that the user owns, is acollaborator on, or are in the user’s PersonalCoverage Area

Access Professional, Campus, Contingent or Executiverequisition

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

Customize correspondence before sending

The default Hourly Manager user type may be used as is or an organization may decide to modify thepermissions and rename the user type name to meet their organization needs. System administratorsshould review and modify all default permissions to meet their company's specific needs.

Fifth Level of LocationA fifth level of location can be added to the location structure to support more granular locationspecification requirements of some customers.

System administrators have the option to update their SmartOrg location structure and add up to 5levels in this structure. Once the structure is updated, it will be possible to create location elementsacross all activated levels in the location structure.

This accommodates customers who want to capture more specific location information within theirLocation tree, especially organizations with thousands of locations in different countries. The locationstructure 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, locationscan be assigned down to the work site level. Customers will also be able to use the lowest level in theirstructure as work locations. Also, data access can be controlled down to the Location level using eitherthe User Group and/or the Personal Coverage Area feature.

Evergreen HiringEvergreen hiring is used in continuous hiring situations such as retail stores where employers want toenable candidates to apply at all times, and also want a ready supply of candidates available to movequickly when a need is identified.

Often such employers will want to implement a definite validity period and expiration for the candidate'ssubmission, with the easy ability for the candidate to re-apply after his/her submission expires. It isnot uncommon for workers in the hourly retail world to have held several different jobs within the spanof a year. Employers need to ensure they are collecting all of the most recent information regardinga candidate's relevant history. This may also help to limit legal exposures in addition to confirmingcandidate's continued interest in employment with the employer.

A submission validity period may be enabled for any requisition, before that requisition reaches theSourcing status. The number of days for the validity period is inherited from a default setting (initially90 days), but may be changed for specific requisitions by users with sufficient permissions. The ValidityPeriod and Validity Period Enabled fields may also be inherited from a requisition template. Thesubmission validity period must be between 1 and 730 days (2 years).

The validity period starts when a candidate submits his/her completed submission. The candidatesubmission remains valid for the number of days defined in the requisition. For submissions createdwhen matching or referring a candidate, the period starts on the date that the candidate was matchedor referred. If a submission is incomplete and the candidate later completes it, the validity period isrestarted.

The Evergreen Hiring feature basically works as follows:

For the Evergreen Hiring feature to be available, the system administrator must make the following tworequisition 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 fieldsare activated, the system administrator can add them to the requisition and/or requisition template, inthe Identification block. It is necessary to have the Validity Period Enabled field in either the requisitiontemplate 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), considerto either not display the Validity Period field in the requisition file, or to set the field to read-only. Ifdifferent validity periods are needed for different jobs, consider adding the Validity Period field in therequisition 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 thedefault validity period set by the system administrator or set a different validity period for the requisitionor 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 therequisition), when hovering the mouse over the icon.

Once the requisition is posted, candidates applying on the requisition will be informed of the expirationdate of their submission on the Thank You page. Within Taleo Recruiting, the submission validityperiod 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 replacedwith 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 addedin the History tab stating that.

Once candidates have applied on the requisition, the column in the Requisitions list indicating thecandidate count considers if the submission validity period is enabled or not for the requisition. If thevalidity 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 andrequisition lists. When these columns are made available in list formats, users can select them todisplay the desired information:

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/hersubmission 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 beforethe 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.

The Hide expired submissions quick filter can be added to Candidates list to let users show or hideexpired candidate submissions. Expired submissions are hidden by default. This filter is only availablefor requisition-specific candidate list formats.

The system administrator can also enable a setting to determine under which conditions the CandidateSelection 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 hasreached the Offer step or if an interview has been scheduled.

Configuration

Settings


Default SubmissionValidity Period

Between 1 and 730 days 90 Configuration >[Recruiting] Settings

Reset Candidate SelectionWorkflow after CandidateRe-applies

• If the submission hasreached the statusHired, Inactive orWithdrawn

• If the submissionhas reached thestatus Hired, Inactive,Withdrawn or Rejected

• Always, unless thesubmission hasreached the statusRejected

• Always

If the submission hasreached the status Hired,Inactive or Withdrawn


Setting Up the Evergreen Hiring Feature

Prerequisite


Steps

1. Under Recruiting Settings, set the validity period of the Default Submission Validity Periodsetting.

2. Under Fields/Requisition:

a) Make the Validity Period Enabled field available to be used in Taleo Recruiting. Note thatthe Validity Period field is automatically enabled when the Validity Period Enabled field isactivated.

b) You can set the security level of the Validity Period Enabled and Validity Period fields.

3. Under User-defined Forms, add the Validity Period, Validity Period Enabled, and Number ofOpenings fields in the Identification user-defined form.

4. Under User-defined Files, add the Identification user-defined form to a requisition template orrequisition file.

5. Under Requisition File Setup, associate the requisition file and/or requisition template to aspecific purpose.

6. Under User-defined Files, you can select a Prescreening Hourly file and add the SubmissionValidity Period block.

7. Under Candidate File Setup, associate the candidate file to a specific purpose.



8. Under List Formats, you can add the following columns to a candidate list format:

• Submission Expired

• Latest Submission Date

• Submission Expiration Date

• Days before Submission Expiration

9. Under List Formats, you can add the following quick filter to a candidate list format:

• Show unexpired submissions

10. Under List Formats, you can add the following columns to a requisition list format:

• Submission Validity Period Enabled

• Submission Validity Period

11. Under Recruiting Settings, enable the Reset Candidate Selection Workflow after Candidate Re-applies setting.

This setting allows users to determine whether the CSW is reset to the 1st step/status aftera candidate re-applies for the same requisition (after submission expiration). By default thecandidate's status remains the same. The CSW will not change if the submission has reachedthe Offer step or if an interview has been scheduled.

Recruiting Fundamentals Libraries


Libraries

LibraryThe Recruiting Center offers libraries containing questions, disqualification questions as well ascompetencies.

When accessing a library, the screen is organized into three panes:

• The right pane contains supporting tools such as the online help. The pane can be expanded orcollapsed.

• The central pane presents the list of elements. Elements displayed depend on the filters andoptions selected in the left pane. A menu bar allows users to perform specific actions on elements.

• The left pane contains the following three tabs. The pane can be expanded or collapsed.

Tab Description

Library Contains quick filters to filter a list down to relevant information.

Job Field Contains filters to display elements associated to one or more job fields. A treestructure allows users to display elements associated to all job fields, or elementsassociated to a specific job field.

Location Contains filters to display elements associated to one or more locations. A treestructure allows users to display elements associated to all locations, or elementsassociated to a specific location.

Important Note: (ID 251) Users that have access to a library (Questions, Disqualification Questions

and Competencies libraries) can access all items in the library. The system provides a flat list viewoption which help reduce duplication and mis-alignment of similar elements across the organization.Therefore, when users are in the tree structure view for Job or Location, they are not constrained byJob and Location elements that are linked to their group. They can navigate and interact with the entiretree structure.Configuration

To display the Disqualification Questions Library, this feature must be activated within your company.If your organization has not yet implemented disqualification questions, contact Taleo Support to havethe module turned on. To enable disqualification questions, the following setting must be set to Yes.

Setting


Enable Disqualification Questions • No

• Yes


The following permission is required to access the Questions, Disqualification Questions and/orCompetencies library.




Name Location

Access the question and competency libraries Configuration > [SmartOrg] Administration > User Types >Recruiting > Prescreening

QuestionA question is used to prescreen candidates and find the best candidates for a job.

Questions can be created in the Question Library as well as directly in a requisition.

Questions created in the Question library are available in the Question Library and can then be addedin the Prescreening section of a requisition file. A user type permission grants users access to theQuestion Library as well as to the actions that can be performed on questions in the Question Library.

Questions created directly in a requisition are only available for the requisition and they are notavailable in the Question Library for other requisitions. If at a later date you use that same requisitionto create a requisition template, the question that you created in the requisition will not be added to theQuestion library. However, if the question is created for a requisition template, then the question willbe added to the library. Questions linked to a requisition are not duplicated in the requisition; they arere-used. Therefore, any changes made to such a question from the requisition will be applied to thequestion in the Question Library as well. These changes will therefore also appear in all requisitionsto which this question is linked. A user type permission grants users access to the actions that can beperformed on questions in the requisition Prescreening section.

Three types of questions can be created:

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 youhave attained.

Multiple Answer Question The candidate can select as many answers as applicable from a list ofchoices.

• Example: Please indicate in which areas you have a demonstratedknowledge and understanding of (check all that apply).

Text Question The candidate can type a brief answer in response to a specificquestion. Use text questions sparingly; use them where they can allowfor expansion of information asked in a previous question.

• Example: Provide a short overview of a program you have designedand implemented that had impact on employee development.

A question can have a maximum of 3000 characters.

Depending on the type of question created, different answer formats are available:

• radio button



• pop-up list

Each question is assigned a code. With this unique code, users are able to standardize questions andbetter control their import/export mechanism. When creating a question, users are required to assign acode to questions created in the Question Library. For questions created at the requisition level, a codeis 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 QuestionLibrary. Once inactive, a question is retained on existing requisitions but cannot be used in newlycreated requisitions. Inactive questions are also removed from active templates and cannot be carriedover when duplicating a requisition where a question was active. Also, now that a code is assigned toeach question, it is easy to deactivate the right question when users realize they have a duplicate. Inaddition, users who manage questions can wait until a question is ready before making it available toend users.

When creating a question in the Question Library, users can make the question visible to internalcandidates, external candidates or all candidates.

When creating a question in the Question Library, the question can be associated to locations and/orjob fields. Associating questions to locations and/or job fields helps the user to select the appropriatequestions while using the selector window. If questions associated to locations and/or job fields areincluded in models, the Apply Model function available in the requisition will bring the appropriatequestions into the requisition based on the locations and job fields of the requisition.

When associating a question to locations or job fields, the question can be made available in a profileor 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 willbe sorted to match the location and job field preferences defined by the candidate.

• If a question is tagged "In model", the question will be applied to requisitions when users click theApply Model function in the Prescreening section of a requisition. Questions will be grouped in amodel 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 ofa requisition file. When adding questions to a requisition file, users should consider balancing thenumber of questions with the expected candidate volume and job complexity.

The following table outlines the recommended number of questions as per the number of candidatesexpected and the job complexity.

Difficult to Fill Position Average to Fill Position Easy to Fill Position

Number of CandidatesExpected

Low - Less than 30 Medium - 30 to 100 High - 100 +

Recommended Number ofQuestions

8 or less 12 or less As many as required

ACE Indicators Use Required

Use Asset optionally

Use Required,

Use Asset

Use Required

Use Asset,



Do not use Weight Use Weight optionally Use Weight

% of Candidates Identifiedas ACE Candidates

15% and higher 10% to 15% 5% to 10%

The difficult to fill position expects few candidates. Fewer questions should be used. As a rule ofthumb, 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 manyquestions. 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 asnecessary (job specific and skills together).

Important Note: (ID 248) It is possible to edit a library question from within a requisition or requisition

template. Please be aware that by doing that the question is also modified in all the requisitions usingthat question. To avoid any confusion, refrain from editing library questions. Editing local questions canonly be done within requisitions.

Important Note: (ID 258) It is not possible to delete questions in the Question Library. Instead, use

the Deactivate Question option.

Configuration


Name Location

Question permissions are grouped under thePrescreening functional domain.

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

Important Note: (ID 253) To be able to associate questions to Locations and/or Job Fields, users

must be granted the following permission.


Name Location

Associate questions and competencies withstructure elements.


Important Note: (ID 257) Any user that can access a question in the library can remove the

association of a question to Locations and/or Job Fields. Customers should limit access to only usersthat should have this capability.



Settings


Differentiate Internal and ExternalQuestions

• No

• Yes


Enable Requisition Question andSkill Validity Rule

• No

• Yes



• No

• Yes



• No

• Yes


Interview QuestionAn interview question is used during an interview to prescreen candidates and find the best candidatesfor a job.

Users with the appropriate permission can create questions in the Interview Library. Questions areassociated to evaluations and evaluations are associated to requisitions where an evaluator or anowner is assigned to complete the evaluation.

The Interview Library is available via the Libraries menu where users can create, duplicate, edit,activate, etc. interview questions.

A question can have a maximum of 1000 characters.

Questions can be associated to locations and job fields for filtering purposes only.

Questions need to be translated in all active languages before they can be activated.

Different answer formats are available:

• radio button• pop-up list• checkbox• text

Configuration

The following setting must be set to Yes to enable the interview question feature:

Setting


Interview Questions andEvaluations Activation

• Yes

• No




The following permission must be granted to allow users to access the Interview Library where theycan create, edit, duplicate, etc. interview questions in Taleo Recruiting:


Name Location

Manage interview questions Configuration > [SmartOrg] Administration > UserTypes > Recruiting > Prescreening

Disqualification QuestionA disqualification question is a single-answer question that contains the minimum requirements fora candidate to be eligible for a job. A candidate not meeting the required response can be instantlyexited 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 ofa requisition file if the locations and job fields of the disqualification question matches the locations andjob fields of the requisition.

A disqualification question can be viewed by internal candidates, external candidates or all candidates.

A disqualification question requires one answer from the candidate, that is the candidate is limited toone answer from a list of choices. When creating a disqualification question, at least two answers mustbe provided, one of which must indicate that the candidate passes. There are three possible results foreach 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.

Unanswered disqualification questions are considered as being passed and will not affect thedisqualification status of the candidate.

Explanations for Disqualification Questions

If configured by your system administrator, you can have the ability to configure disqualificationquestions (active, draft or inactive) so that candidates are prompted for explanations for specificresponses. This feature provides candidates a greater opportunity to accurately explain theirqualifications and it also reduces the need for users to make follow-up contact with candidates toobtain details regarding their responses.

Association to Locations and Job Fields

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 therequisition.

• If a question is associated to all locations and/or to all job fields, the question will be displayed in therequisition.

• If a question is associated to specific locations and/or job fields, the question will be displayed in therequisition if it matches the location or job field of the requisition.

Disqualification Question Translation



The translation of a disqualification question in all languages is not forced by the system (this behaviorexists since Taleo 10). The content writer or library administrator should make sure to translate thedisqualification question in all appropriate languages. Note that disqualification questions that are notassociated to a Location of Job Field must be translated in all languages (since they can be displayedto all candidates). Disqualification questions associated to locations of job fields can now be translatedonly in the appropriate languages; it is no longer needed to translate them into unused languages.

History Tracking

The system tracks changes done to the answer of a disqualification question. Changes are visible inthe History tab.

Answers to library based questions, be prescreening questions or disqualification questions, areunique, meaning they are shared across all requisitions using the questions. Tracking of changes doneto an answer is propagated for prescreening questions, disqualification questions and competencies.

Changes done to the answer of a disqualification question in the context of a job submission willproduce a tracking entry in the History tab of all job submissions where the question is used.

Regarding changes done by the disqualification question library manager, the behavior is:

• Changes done to a question in the library are tracked in the library. In the History tab, users can seewho changed a question and when the change was done.

• Changes to questions or possible answers are visible right away into requisitions and candidatefiles, but do not propagate any tracking within the job specific submission.

• To ensure data integrity, the status of a disqualification question answer cannot be changed.

The possible results to a disqualification question answer (that is, the candidate passes, the candidateis disqualified, to be verified), cannot be modified once the disqualification question has been used.

A disqualification question that is not associated to a Location or Job Field does not propagate trackingchanges. As a result, a change to an answer is visible everywhere the question is presented, but thechange is tracked only in the history tracking of the context where the change was made, either theprofile or the job submission. The goal is to propagate the tracking history everywhere it applies. Thisis done already for questions and competencies and it will be done in the future for disqualificationquestions.

Configuration

If your organization has not yet implemented disqualification questions, contact Taleo Support to havethe module turned on. To enable disqualification questions, the following private setting must be set toYes.

Setting


Enable Disqualification Questions • No

• Yes


To use disqualification questions, users must be granted the following permission.




Name Location

Manage disqualification questions Configuration > [SmartOrg] Administration > User Types >Recruiting > Prescreening

Explanations for Disqualification QuestionsThis feature provides users the ability to configure disqualification questions so that candidates areprompted for explanations for specific answers.

When creating a disqualification question, when this feature is activated, the system administrator mayspecify that an explanation is required for certain answers.

If an explanation is required for an answer, the user must enter an introduction sentence for theexplanation. For example, if the question is “Have you ever been convicted of a crime?”, theintroduction 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 anexplanation, the candidate must provide it. A maximum of 1000 characters can be entered for theexplanation. Authorized recruiters and managers can also enter an explanation on behalf of thecandidate either by capturing or editing the candidate submission.

When an explanation is provided for an answer, the explanation is displayed just below the questionanswer in the candidate file Prescreening section.

Configuration

Your organization must be using disqualification questions for this feature to be available. If you havenot yet implemented disqualification questions, contact Taleo Support to have the module turned on.Once activated, the following setting must be set to Yes.

Setting


Explanation in DisqualificationQuestions

• No

• Yes


The following permission must be granted for users to be able to manage explanations fordisqualification questions.


Name Location

Manage disqualification questions Configuration > [SmartOrg] Administration > User Types >Recruiting > Precreening > Disqualification Question



Enabling Explanation in Disqualification Questions

Steps

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 forexplanations for specific answers.

CompetencyA competency is used to gather proficiency level and years of experience of a candidate in order to findthe 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 arequisition file. A user type permission grants users access to the Competency Library as well as to theactions that can be performed on Competencies in the requisition file Prescreening section and in theCompetency Library.

Competencies are not written as a question. Examples of competencies could be “Human resourceplanning”, “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 oran asset and to specify the weight of the competency. In career sections, when candidates assesstheir competencies in a prescribing questionnaire, they are presented with a question and a choiceof competencies to select (check boxes).

• Detailed competency: A detailed competency allows you to identify if the competency isrequired or an asset, to specify the weight of the competency and to indicate the proficiency andexperience level. In career sections, when candidates assess their competencies in a prescreeningquestionnaire, 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 thesimple 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 tousers when adding competencies to a requisition.

• If a competency is associated to all locations and/or to all job fields, the competency will beavailable 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 beavailable to users when adding competencies to a requisition if the In Model option is selected andif 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 aprofile or in a model:

• If a competency is tagged “In profile”, the competency will be available to users who create acandidate 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 thecandidate.

• If a competency is tagged “In model”, the competency will be available to users who completethe Prescreening section of a requisition. Competencies will be grouped in a model based on thelocation and job field of the requisition.

Configuration


Name Location

Associate questions and competencies withstructure elements


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


Enable Requisition Questionand Competency Validity Rule

• No

• Yes

Yes Configuration > [Recruiting]Settings

Competency Selector DefaultView in Requisition

• Taleo competencies

• Organizationcompetencies

• Competency librairy

Organizationcompetencies

Configuration > [Recruiting]Settings

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 AssessmentFormat

• Simple

• Detailed

• simple or Detailed

Detailed Configuration > [Recruiting]Settings

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 acquiredthis 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 tothe Reporting and Analytics User Guide.

Custom fields can be added to reports. In Taleo Recruiting Administration, the system administratorcan create custom fields and tag them to appear in reports.

Configuration


Name Location

Access Reports Configuration > [SmartOrg] Administration > User Types >Recruiting > Other > General

Custom Report UniverseThe Custom Report Universe feature displays custom fields available for reports and allows the systemadministrator to specify an ID for each field in the reports.

The Custom Report Universe page only displays custom fields that have been tagged to appearin 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 alllanguages.



A maximum of 50 custom fields can be included in a report.

Organizing Custom Fields in Reports

Prerequisite

Configuration > [Recruiting] Administration > Custom Report Universe

Steps

1. In the Custom Report Universe page, under each tab, select the position of the field by selectinga 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 Reports

Prerequisite

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 collectinformation specific to a company’s requirement.



Next Step

Specify the order in which custom fields will appear in reports.

Recruiting Fundamentals Task


Task

TaskA task is an action a user needs to perform regarding requisitions, candidate files or offers.

Tasks are generated by the system and displayed in the Tasks channel of the center stage. Hyperlinksin the Tasks channel give access to the Tasks list where users can see all tasks in one list view anduse quick filters to filter the list. Users who are assigned a task but do not have access to the product(or who desire it) can receive e-mails (eShare) for approval related tasks.

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 userassistant is identified). Otherwise, the assignee is always the user. However, the user also hasaccess 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 orassistant) the task was assigned to.

• If a user assistant is identified after a system-generated task was created, the task will remainassigned 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 willautomatically be re-assigned to the user.

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 tosupport any candidate self-assigned tasks which do have due dates and priority set.

In the Tasks list, when selecting the “I own” filter, tasks related to requisitions the user owns (as a userand user assistant) are displayed. If a system-generated task is assigned to the user, both the userand user’s assistant will be able to perform the task. If a system-generated task is assigned to the userassistant, both the user assistant and user will be able to perform the task. In both cases the task willbe displayed as a link.

Important Note: (ID 327) If users have their default "Show information for" filter set to "I own or

collaborate on", when they access the Tasks list, they will only see tasks for requisitions they own;tasks that are assigned to them such as approvals or self-assigned tasks will not be shown. To workaround this, the default "Show information for" filter can be set to "I own" or users can change the"Show tasks for" filter to "I own" in order to see all the tasks for requisitions they own as well as tasksassigned to them.

The Tasks list provides quick filters and presents information in different columns. Quick filters andcolumns 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:

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 atWork

Amend Approval Path

Sourcing strategy to be defined

Contribute

To be filled

Complete Selection Process

Extend posting

Configuration

For the task feature to be available to users in the center stage, you must configure the center stage toinclude the Tasks channel. See Center Stage for details.

Important Note: (ID 152) When a user receives a Ready for Sourcing task, the user must have the

"Post requisitions" permission to be able to complete the task.

Self-assigned TaskA self-assigned task is a task you create for yourself.

You can select a candidate file, create a self-assigned task to act on at a later time and activate areminder to ensure the task is completed on time.

For example, let say that you want to call the candidate John Doyle by the end of the week to invitehim 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 Fridaymorning, you will receive an e-mail message reminding you to call John to see if he is available foran interview the following Monday. The e-mail message contains a link that you can click in order toaccess all the information regarding this task. Then, in your list of tasks, click on the task regardingJohn Doyle to obtain details regarding this task as well as information regarding the candidate and therequisition he applied to. Look at John’s phone number in his candidate file and can call him to invitehim for the interview. When the task is completed (i.e., you phoned John), you simply need to indicatethat the task is completed by selecting the Completed status. The Confirm Monday’s Interview task isno longer displayed in the Tasks list.

A self-assigned task can also be created for several candidate files. For example, you could have apre-filtered lists of candidates that are to be phone screened and create a single self-assigned task toperform an initial phone screen. The system automatically creates a separate self-assigned task foreach candidate that was selected.

Self-assigned tasks can only be viewed by their creator. They cannot be redirected to delegates ortransferred to a new user taking over.

Reminders are sent daily and users receive them in the morning (according to the appropriate timezone).

Self-assigned tasks are not reportable; reports showing self-assigned tasks cannot be created.

Important Note: (ID 311) Users can view their self-assigned tasks upon initial login using the Tasks

channel on the Center Stage; however, reminder e-mails are not currently sent to end users.

Configuration

Users must then be granted the following permission to be able to manage self-assigned tasks .


Name Location

Manage my self-assigned tasks Configuration > [SmartOrg] Administration > User Types

Activating the Self-Assigned Task Feature

Allows the system administrator to let users create tasks for themselves.

Steps

Grant the Manage my self-assigned tasks user type permission in the SmartOrg User Typesfeature.

Result

The Create Self Assigned Task action in available to users in the More Actions list allowing users tocreate tasks for themselves.

Recruiting Fundamentals General Features


General Features

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

Settings can be configured to specify the following:

• 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 systemadministrator to define which formats are available to users.

• Word (.doc)• Word Perfect (.wpd)• Excel (.xls)• Text (.txt)• Rich Text Format (.rtf)• Portable Document Format (.pdf)• Hypertext Markup Language (.htm and .html)• Zip FormatConfiguration

The following setting is used to set the total maximum size (in bytes) allowed for all files attached inRecruiting.

Setting


Attached Files Maximum TotalSize

any 500000000 bytes Configuration > [GeneralConfiguration] Settings

The following setting is used to set the maximum size (in bytes) for a file attached in Recruiting. Notethat the maximum size limit for attachments in requisition is not enforced. Users can attach file largerthan the maximum setting configured in their zone (controlled by the Attached File Maximum Sizesetting).

Setting


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

When the following setting is enabled, the "Visible by candidates" option in the "Share Candidate"assistant will display other attachments, i.e., attachments visible by the candidate which are not linkedto the current submission.



Setting


Share Other Attachments Yes, No Yes Configuration > [Recruiting] Settings

The following setting is used to specify the file formats allowed for attachments.

Setting


Attachment Formats Filter • Word Perfect(.wpd)

• Text (.txt)

• Rich TextFormat (.rtf)

• HypertextMarkupLanguage(.htmand .html)

• Word (.doc)

• PortalDocumentFormat (.pdf)

• Zip Format

• Excel (.xls)

• Any FileFormat

Any File Format Configuration > [Career Sections]Settings

Below are other settings related to attachments.

Settings


Maximum Size of CandidateAttachment

any 102400 bytes Configuration > [Career Sections]Settings

Attachment Maximum Numberper Candidate

any 5 Configuration > [Career Sections]Settings

Candidate maximum attachmentupdates

any 5 Configuration > [Career Sections]Settings

Maximum attempts to attach fileperiod

30 Configuration > [Career Sections]Settings



The following user type permissions related to candidate attachments are available:

Permission Location

Access Attachments tab Configuration > [SmartOrg] Administration > User Types >Recruiting > Candidates

View other attachments Configuration > [SmartOrg] Administration > User Types >Recruiting > Candidates

Attachment visibility in lists reflects the use of the View other attachments and Access Attachments tabpermissions:

• The Attachments column (represented by this icon ) is always present if configured in the list

format, regardless of a user’s permissions.• The Attachments icon ( ) appears if a user has the Access Attachments tab permission.

• The Attachments icon appears in the search results list and folders list if a user has the View otherattachments permission.

• The Attachments icon callout displays only candidate facing attachments. The display ofattachments respects a user's viewing permissions. If a user has the View Attachments tabpermission, but not the View other attachments permission, attachments that exist may be hidden;the callout will display "Restricted Visibility" if files attached to the candidate file are classified as"other attachments" and the user is not authorized to view them.

To safeguard against users inadvertently removing files attached by other users or candidates, thefollowing user type permission was created: Remove files attached by other users. This permissiondefines the rights users have to remove files that they did not themselves directly attach to thecandidate file. When this permission is not granted, users are only able to remove files they haveuploaded themselves.

Permission Location

Remove files attached by other users Configuration > [SmartOrg] Administration > UserTypes > Recruiting > Candidates

Below are other permissions related to candidate attachments.

Permissions Location

Attach a file (general). Configuration > [SmartOrg] Administration > UserTypes > Recruiting > Candidates > General

Attach a file (on preselected candidates). Configuration > [SmartOrg] Administration > UserTypes > Recruiting > Candidates > General

The configuration of the Attachments field for a requisition is done in the Recruiting Administrationmenu, under Fields > Requisition. As for any other field, a security level can be associated to theAttachments field, that is General, Restricted, Confidential. The security level restricts access orviewing of the field.



The security level of the field is then associated to the security level for requisitions, in view mode andin edit mode.

Permission Location

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

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

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 waysthat 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 listand Search Queries page.

Configuration


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

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 timezone thereby making dates easier to understand and freeing users from the task of converting thedates themselves.

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

Time zone changes can be done by users via the My Setup feature (located in the top right-handcorner of pages) if it was configured by the system administrator.



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

Important Note: (ID 291) Users should make sure they have their Recruiting Center user preference

set to the same time zone as the one set in their desktop operating system. Both are used in varyingplaces throughout the application when a date stamp is applied to a transaction. In most cases,the system is using the operating system (Windows) time zone for conversion instead of the userpreference, while the user preference is used in few cases. Time zones are relevant in defining thetime that is stamped on any action that appears in the History tab of requisition and candidate filesincluding requisition creation, job posting, sending correspondence, CSW updates, and the defining ofstart date/time.

Note: In the History tab of the candidate file, there are times when date information appears in twocolumns. These are the first column – Date, and the 3rd column – Details. CSW tracking events mayhave an alternative date manually specified by the user; for this reason all CSW events have a datealso shown in the Details column. Currently, these two columns do now show the same time zone.The Details column shows a date set by the system (not based on any user preference) and the Datecolumn is using the user’s operating system time zone preference.

Configuration

To modify the time zone in the My Setup feature, users must be granted the following permission.


Name Location

Access the "Preferences" section in 'My Set-up'menu

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

The time zone setting can be configured by the system administrator.

Setting


Time Zone Any UTC timezone

none Configuration> Settings

The My Setup feature is displayed to users if the auxiliary navigation bar was enabled.



Setting


Auxiliary Navigation Bar • Yes

• No


Using the Time Zone for the Offer Start Date

By default, the time zone is used for the offer start date. The Offer Start Date Time Zone Activationprivate 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.

Print FunctionThe print function allows users to create a PDF version of a requisition file, a candidate file or a list ofrequisitions 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 andrequisition file. Users can print a list or the details of each file selected. Multiple files can be selectedfrom a list to be printed (maximum of 50 files; maximum of 15 files for requisitions) or multiple lines canbe selected to print the list (maximum of 1000). 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. Forexample, a user can choose to print from a candidate file only prescreening and basic profileinformation. Sections selected by a user when using the print function are saved as defaults for thenext print action, but blocks selected within the main submission file section are not. Also, sectionsavailable to a user are based on how the file is configured and on user permissions. This means, ifa system administrator wanted to allow users to more precisely control what is printed, he/she cando 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 columnsand the content of each file is displayed in a row. The format of the list (that is, the columns used todisplay 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 inorder to print them, the Submission file is printed. When printing from a General Profile list, the GeneralProfile file will be printed.

When using the print function, only fields containing data are visible in the view/print mode; this meansfields 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 theselected sections while looking at the information in view mode.

Important Note: (ID 284) When printing a candidate file, it is not possible while printing to include the

name of candidate facing attached files. In Taleo 10, attachments appear in the Attachments tab; theyare not part of the candidate file and they are no longer printed with the file (In 7.5, these were includedon the Resume tab and were therefore visible.).



Print PDF ViewsTaleo leverages PDF files to render content to users in the following situations:

• Approval files

• Requisition file for requisition approval• Offer, submission and requisition files for offer approval

• Candidate share - Candidate submission file• ACE alert - Candidate submission file• Interview request - Candidate and requisition file• Send correspondence - Send via printed letter or fax

Partner Services

• Screening Services........................................................................................................ 442

Partner Services Screening Services


Screening 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 servicespartner 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 requisitionflow. Services are sourced to the application using an external tool, and enabled by default if theservice does not require any additional configuration.

Once a service is made available by the support service, the service can be activated or deactivated bythe 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 varyaccording to the service. The system administrator can configure the screening service i.e. modifyinput fields, phases, etc.

The languages in which an external service is available depend on the languages used by the serviceproviders 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.

Configuration


Name Location

Access Screening Services configuration Configuration > [SmartOrg] Administration > User Types >Recruiting > Administration

Services permissions are grouped under theRecruiting functional domain.


Input FieldAn input field is a specified area of the application where a user must enter or choose information torequest a service.



An input field is a specified area of the application where the user must enter or choose informationthat will be sent to request a partner service. Input fields used in the application are specific to theservice, therefore depending on the service used, the fields displayed in the application will differ fromone 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 alwaysbe mandatory. If the service definition specifies the input field as optional, then the client will be ableto 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 servicedefinition, this can be an editable property.

Input fields are displayed in the requisition file under the Screening section.

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. Resultfields are specific to the service, therefore depending on the partner service used, the result fieldsdisplayed will differ from one service to another. When requesting an external partner service, theresult fields will be displayed to the service partner to enter or select the results of the requestedservice.

The properties of a result field are:

• Domain: The type of field. The domain is a read only property. The possible values 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 allat 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 bythe partner.

Result Set FieldA result set field is a field for which the partner will send more than one result value per servicerequest.

A result set field is a field for which the partner will send more than one result value per servicerequest. Result set fields are specific to the service, therefore depending on the partner serviceused, the fields displayed will differ from one service to another. When requesting an external partnerservice, the result set fields will be displayed to the service partner to enter or select the results of theselected service:

The properties of a result set field are:

• Domain: The type of field. The domain is a read only property. The possible values 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 allat once.

Creating a Screening Service

A system administrator cannot create a screening service. Screening services are provided with thesystem.

Next Step

Activating a screening service.

Activating a Screening Service

Prerequisite


The screening service must be inactive.

Configuration > [Recruiting] Administration > Screening Services

Steps1. Click the name of a service.



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.

Editing a Screening Service

Prerequisite



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 servicepage and in Recruiting Center under the Screening section of a requisition.

Deactivating a Screening Service

Prerequisite



Steps

1. Click the name of a service.

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 Field

A 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 Field

Prerequisite





Steps

1. Click the name of a service.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 Field

A 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 Form

Prerequisite



Steps

1. Click on the name of a service.2. Click on a user-defined form.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 Form

Prerequisite



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 systemadministrator.



Adding a Screening Service to a Candidate Selection Workflow

Prerequisite



Steps

1. Click on the name of a service.

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 thescreening service will be carried out automatically.

Removing a Screening Service from a Candidate Selection Workflow

Prerequisite



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 wantto remove.

Result

This action will no longer be executed during the candidate selection workflow.

Editing a Service Label

Prerequisite



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 thecandidate.

Next Step

Previewing a service label.

Previewing a Service Label

Prerequisite



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 Service

Prerequisite



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 Service

Prerequisite





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 Phase

Prerequisite


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 youare 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 theservice.

Next Step

Adding an invitation phase to a requisition.

Approvals

• Approval......................................................................................................................... 451• Dynamic Approval Routing............................................................................................ 461• Dynamic Approval Routing Rule....................................................................................469• Dynamic Approval Routing Sequence...........................................................................479• Functional Role.............................................................................................................. 482• Hierarchical Role............................................................................................................486• Assignee.........................................................................................................................490

Approvals Approval


Approval

ApprovalAn 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 berequired to approve the requisition or the offer. The list of approvers can be configured or not by thesystem 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 froma list containing all of the active users of the database. The user will also be able to create a list offrequent approvers via the My Setup feature.

• If Dynamic Approval Routing is used within an organization, the list of approvers will be pre-populated upon clicking the Request Approval button. The list of approvers to be generated isconfigured by the system administrator within the Dynamic Approval Routing feature. Theseapprovers are displayed based on the configured rules and conditions.

Important Note: (ID 301) In the Request Approval window, there is a checkbox to add the

approvers as frequent collaborators. This function will only add these users as frequent collaboratorsunder My Setup > Preferences. It will not add these users as collaborators on the requisition currentlyopen. Also note that users will need to log out and log back in to see the change applied to their list offrequent collaborators under My Setup > Preferences.

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 theelement at the same time

Settings allow the selection of the default approval model for a requisition or for an offer.

If the standard approval process is used within an organization, the system administrator must activatesettings to enable sequential or parallel approval. If the dynamic approval routing is used within anorganization, 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 list and/or eShare. Systemadministrators can choose the method(s) of approval for different users:

• eShare: available to users when the Access response center user type permission is granted(Configuration > [SmartOrg] Administration > User Types > Recruiting > General) and whenthe user's preference for Enable eShare Center E-mail is set to True (Recruiting > My Setup >Preferences).

• Tasks list: Tasks are available to the user if the system administrator has configured the Taskschannel into the user's center stage and/or the system administrator has granted access to theCore Navigation Bar in the user's configuration profile. Also, an approval task might also appear tothe user even if the user is no longer “authorized to view” the requisition, but accessing those tasks

Approvals Approval


might generate undesired results. That means the user would need to either be a collaborator onthe requisition or authorized to view requisitions within his/her group.

• Either eShare or Tasks list: 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 list. Userscan decide on approval from either location. Tasks executed from the eShare center will beautomatically updated in the user's Tasks list as well. If an approval is executed from the Taskslist, the eShare request will indicate that the decision has already been made and the eShare is nolonger active.

All approval files are PDF files. When conducting the approval from either the Tasks list or fromeShare, the user will receive a PDF print version of the file to review (rather than the actual file beingvisible in the system). Also, approval files are generated according to the user’s permissions to viewfields having specific security levels.

Attachments

Attachments are included in the approval respond page. Attachments included are outlined in thefollowing table:

Attachment Requisition Approval Offer Approval

Requisition

Offer

Offer Letter

Job-specific, Candidate facing = yes

Job specific, Candidate facing = no

Other, Candidate facing = yes

Other, Candidate facing = no

Requirements to Approve Requisitions

The minimum requirements to approve requisitions are:

• The user must be active.• The user belongs to the user group of the requisition. (Note: For Dynamic Approval Routing, this

requirement is not enforced; users not belonging to the group can be approvers.)• The user has the following permissions:

Permission Location

Access Taleo Recruiting Center OR

Access the Response Center (used primarily by eShareusers)

Configuration > [SmartOrg] Administration > UserTypes > Recruiting > Other

Approvals Approval


Permission Location

View requisitions Configuration > [SmartOrg] Administration > UserTypes > Recruiting > Requisitions

The user can view requisitions in any context meaningthat as long as the user can view the object in somecircumstances, he/she will be able to access the objectto be approved, EVEN if that object is not otherwisevisible to the user. For example: a manager can viewrequisitions that he/she owns but the requisitions beingrouted for approval is not owned by him/her.

Allow access to professional requisitions OR

Allow access to hourly requisitions OR

Allow access to campus requisitions OR

Allow access to contingent requisitions OR

Allow access to executive requisitions

Configuration > [SmartOrg] Administration > UserTypes > Recruiting > Requisitions

The requisition type here must match the type of therequisition being approved.

Approve requisitions Configuration > [SmartOrg] Administration > UserTypes > Recruiting > Requisitions

Requirements to Approve Offers

The minimum requirements to approve offers are:

• The user must be active.• The user belongs to the user group of the requisition. (Note: For Dynamic Approval Routing, this

requirement is not enforced; users not belonging to the group can be approvers.)• The user has the following permissions:

Permission Location

Access Taleo Recruiting Center OR

Access the Response Center (used primarily by eShareusers)

Configuration > [SmartOrg] Administration > UserTypes > Recruiting > Other

View requisitions Configuration > [SmartOrg] Administration > UserTypes > Recruiting > Requisitions

The user can view requisitions in any context meaningthat as long as the user can view the object in somecircumstances, he/she will be able to access the objectto be approved, EVEN if that object is not otherwisevisible to the user. For example: a manager can viewrequisitions that he/she owns but the requisitions beingrouted for approval is not owned by him/her.

Allow access to professional requisitions OR

Allow access to hourly requisitions OR

Allow access to campus requisitions OR

Configuration > [SmartOrg] Administration > UserTypes > Recruiting > Requisitions

Approvals Approval


Permission Location

Allow access to contingent requisitions OR

Allow access to executive requisitions


View offers Configuration > [SmartOrg] Administration > UserTypes > Recruiting > Offers

The user can view offers in any context meaningthat as long as the user can view the object in somecircumstances, he/she will be able to access the objectto be approved, EVEN if that object is not otherwisevisible to the user. For example: a manager can viewrequisitions that he/she owns but the requisition for theoffer being routed for approval is not owned by him/her.

View internal job submissions (if the candidate is aninternal candidate)


This permission only applies if the candidate is internaland the user needs it also granted at some level,regardless of the context level - like view offers andview requisitions.

Configuration

Below are permissions related to requisition and offer approval.


Name Location

Manage approval paths Configuration > [SmartOrg] Administration> User Types> Configuration > Approval path

Permissions related to requisition approval are groupedunder the Requisitions Approval functional domain.

Configuration > [SmartOrg] Administration> User Types> Recruiting > Requisitions > Approval

Permissions related to offer approval are groupedunder the Offers Approval functional domain.

Configuration > [SmartOrg] Administration> User Types> Recruiting > Offers > Approval

Below are settings related to approval.

Settings


Enable Approval Models • No

• Yes

No Configuration> [Recruiting] Settings

Approvals Approval


Settings


Offer Default Approval Model Sequential orparallel

Sequential Configuration> [Recruiting] Settings

Requisition Default ApprovalModel

Sequential orparallel

Sequential Configuration> [Recruiting] Settings

Accessing the Object to be Approved

Access to the object being approved by users must be configured. Below is how to do theconfiguration.

For eShare via email:

• The eShare Response Center Product must be activated by Taleo Support.• The following permission must be granted in SmartOrg: Access the Response Center (used

primarily by eShare users) (Configuration > [SmartOrg] Administration > User Types > Recruiting >Other).

• The following user’s preference must be enabled in the Recruiting Center: Enable eShare Email forResponse Center Access. (Recruiting Center > Resources > My Setup > Preferences). Note: Thesame setting exists under Configuration > [General Configuration ] Settings. By default, it is set toNo for all users. If changing the value of this setting, the change will apply to all users that have notmanually edited their own user preference.

For Tasks via the Recruiting Center:

• The following permission must be granted in SmartOrg: Access Taleo Recruiting Center (Configuration > [SmartOrg] Administration > User Types > Recruiting > Other).

• Access must be given to the tasks via one or both of the following means:

• The Tasks tab available in the core navigation bar. (The core navigation bar is enabled via theSmartOrg Configuration Profiles feature)

• The Tasks channel available in the main panel. (The Tasks channel is configured via the CenterStage feature. The Center Stage is then associated to the user's configuration profile.)

Data Access Security

When conducting an approval, users will be able to see data they are authorized to view based on theirviewing permissions. For example:

• If a user is authorized to view fields with the General security level, then these fields will bedisplayed on the file. Fields having the Restricted or Confidential security level will not appear onthe file.

• If a user is only authorized to view compensation data on requisitions where he/she is the owner,compensation fields on requisitions outside of their ownership will not be displayed.

If a system administrator has forgotten to give users at least viewing permission to fields with theGeneral security level, general viewing rights will be granted to allow the file to render.

Exception Scenarios

If a user’s group changes so that they no longer belong to the authorized approving user group: Thiswill not change the user’s ability to execute the approval. The user will still receive the task and will beable to complete the approval review and decision.

Approvals Approval


If a user’s permissions change so that they are no longer authorized to conduct the approval: The userwill not be able to complete the approval request. The task will remain assigned to the user but whentrying to complete the task, the user will receive a message indicating that the user is not authorized.For the approval process to proceed, the user’s permissions will need to be changed, or the approvalpath will need to be amended.

Important Note: (ID 287) For requisitions approval, there are two standard message templates that

behave as follows:

• Standard Notification of a Requisition Approval Request (E-share): Message sent to approvers forboth the initial request and any reminders, provided that the eShare center has been activated.

• Standard Notification of a Requisition Approval Request: Message sent to approvers for both theinitial request and any reminders, in cases where the eShare center has not been activated. In thismessage, the Respond hyperlink does not appear by default (to prevent cases where the eSharecenter is not available). If users are receiving this message for requisition approval requests, itmeans that you are trying to use the eShare function but it is not implemented. You should callsupport and ask to have the eShare Center activated.

The above behavior does not exist for offer approval notifications. For offers, there is only one offerapproval notification template; it is sent in all cases, regardless of whether or not the eShare center hasbeen activated.

Important Note: (ID 235) Currently, the “View competitive offer details” and “View candidate

expectations” permissions are not honored during the approval process. If competitive offers andcandidate expectations exist, they are always included in the offer file presented to the approvaldecision maker(s) during the approval task/eShare response page. Customers having a concern aboutthis should disable the use of competitive or expectation offer types. This can be done by removing alluser type permissions related to these offer types (Configuration > [SmartOrg] Administration> UserTypes > Recruiting > Offers).

Important Note: (ID 168) The Terminate Approval Process action under requisition is not

constrained by the permission “Amend an approval path created by this user”, while it is for offers.This difference existed in version 7.5 and is expected behavior. Users can only terminate a requisitionapproval request if they are a requisition owner or the approval path initiator and can edit requisitions.(Note that the edit permission check is currently not available but will be reinstated in an upcomingrelease.)

Important Note: (ID 296) Users who can “view” but not “view and manage” offers see the Request

Approval button even though they are not authorized to request an approval. If they click this button,they will not be able to complete the approval request; instead they will receive an “access controlerror” message.

ApproverAn approver is a Taleo Recruiting user who will approve requisitions and/or offers.

A list of approvers can be defined by the system administrator at the department level. A list ofpersonal default approvers, called frequent approvers, can also be defined by the user in the My Setupfeature. When a requisition and/or offer is ready to be approved (by selecting the Request Approvalaction), the approval path is selected by default as follows:

• If frequent approvers are selected under My Setup, these approvers will be automatically selected.

Approvals Approval


• If frequent approvers are not selected under My Setup, the approvers set for the department by thesystem administrator will be selected automatically.

When a user selects approvers, the selector only displays users who can be potential approvers. It ispossible that no approvers are displayed if none of them are allowed to do the approval. An approvermust be an active user and have the user type permission to approve requisitions and/or offers.

Configuration


Name Location

Access the "Preferences" section in 'My Setup'menu


Approve requisitions Configuration > [SmartOrg] Administration > User Types >Recruiting > Requisitions

Settings


SmartOrg My Setup /iam/identitymanagement/mysetup.jsf


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 offersusing any BlackBerry model regardless of whether Java script is enabled. The only exception is if loginauthentication has been activated via eShare; in this case, Java script is still required on the loginpage.

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 systemadministrator), 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 therequisition 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 havethe following configuration options activated:

• 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 systemadministrator in the SmartOrg User Account Personal Information section). If the e-mail address

Approvals Approval


entered is the same as the one configured on the user’s BlackBerry, the user will receive approvalsdirectly on his/her BlackBerry.

Configuration


Name Location

Access the Response Center (used primarly byeShare 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

eShare Approval AcknowledgmenteShare 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 aneShare approval request, there is an available check box to trigger the receiving of an approvalacknowledgment. If the user chooses to receive the acknowledgment, upon completing his/herdecision 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 messageavailable and if desired, system administrators can modify the text of the message sent. Theacknowledgment sent will depend on the decision of the approver:

• Requisition Approved Acknowledgment• Requisition Rejected Acknowledgment• Requisition Passed Acknowledgment• Offer Approved Acknowledgment• Offer Rejected Acknowledgment• Offer Passed Acknowledgment

Note that approvals decided via the Tasks channel do not have an acknowledgment option; users canview 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 approvalwhen certain business scenarios occur.

The system administrator can configure certain settings to force requisitions to automatically bererouted for approval when certain business scenarios occur. The system administrator define whichscenarios he/she wishes to activate. Each of the settings can be individually set to control if thatsituation when it occurs will cause the requisition to be re-routed for approval:

Approvals Approval


Setting Name Description

Restart Approval Process After "Cancel" Step Restart the approval process when reopening arequisition after it has been canceled.

Restart Approval Process After "Fill" Step Restart the approval process when reopening arequisition after it has been filled.

Restart Approval Process After "On Hold" Step Restart the approval process when reopening arequisition after it has been placed on hold.

Restart Approval Process After Editing the Number ofPositions

Restart the approval process when editing the numberof positions for the requisition.

Restart Approval Process After Editing the SalaryFields

Restart the approval process when editing the salaryfields in the requisition file.

For example, if a user re-opens a canceled requisition and if the Restart Approval Process After"Cancel" Step setting has been activated, 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 approvedbefore sourcing for the position can be restarted. The prior approval process will still be visible from thetracking history, but the approval tab will reflect the most current approval cycle. If the requisition hadoriginally been canceled during the approval process, the prior approval cycle that was in process willbe 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 settings:

• The requisition status will return to "Draft".• The job will be unposted.

Setting a Default Approval Path for Requisitions

Setting a default approval path for requisitions allows you to specify, at the department level, whichapprovers will be selected by default when users are requesting the approval of a requisition. Suchdefault approval path is used when no default approval path is set at the user level and when adepartment 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, thenclick Reorder.

5. Click Done.

Approvals Approval


Result

The default approval path for requisitions has been created.

Next Step

Setting a default approval path for offers.

Setting a Default Approval Path for Offers

Prerequisite


A department must be created.


Steps

1. Click on the desired department.

2. Under the Approver Preferences - Offers section, click .

3. Select one or several approvers from the user list.

4. Click Done.

5. To change the order of the approvers, select a number from the list next to the approver, thenclick Reorder.

6. Click Done.

Result

The default approval path for offers has been created. The approvers selected by default whenusers are requesting the approval of an offer are selected at the department level.

Next Step

Setting a default approval path for requisitions.

Approvals Dynamic Approval Routing


Dynamic Approval Routing

Dynamic Approval RoutingDynamic Approval Routing is an advanced tool that automatically populates requisition and offerapprovers through the use of inclusion and exclusion rules. These rules, based primarily on functionaland hierarchical roles, enable customers to enforce processes and simplify the approval process forthe initiator.

Once the Dynamic Approval Routing module has been purchased, the module must be activated byTaleo and it becomes available in the Taleo Configuration menu. The system administrator is thenresponsible of configuring and activating the Dynamic Approval Routing feature.

Basically, the Dynamic Approval Routing works as follows: When the Dynamic Approval Routing isactivated and implemented, when a user routes a requisition or an offer for approval, if the DynamicApproval Routing is relevant for the context of the requisition or the offer, it will predetermine the listand sequence order of approvers. The initial list of approvers may or may not be modified by the userrouting the approval request (the user must have been granted a user type permission). With thepath 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 Dynamic Approval Routingprocess

• defining hierarchical and functional roles• defining inclusion and exclusion rules• configuring approval paths and sequences• granting related user type permissions

Once the Dynamic Approval Routing is configured, it is important to test the workflow prior to fulldeployment with a small sample that can be easily controlled. This step is recommended to ensure thatthe 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 ofthe requisition being routed for approval. If an inclusion rule wants to put a person into the approvalpath, but the user does not belong to the requisition's or offers group, they will be omitted from thegenerated path.

• Ensure roles are activated and assigned properly to users.• Ensure all Dynamic Approval Routing 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 or offer) within that category.• Observe the approval path presented to the initiating user and ensure it is as expected.

Important: System changes after an object is routed for approval will not automatically change thelist of approvers. For example: If a new approval path is created and activated, it will only impactnewly created approval requests, it will not impact the approvals that are already in process. If auser 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 delegatefeature 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 userwill be assigned a task. Based on the configuration, it is possible that more than one match wouldbe equally suitable. In such case, if more then one user included in a functional role matches thegiven Organization-Location-Job Field context, then all those users are included within the samesequence 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 firstappearance of user in the approval path is kept and all others are removed. For example, acompensation team has an opening and the director of compensation is pulled in for both afunctional and hierarchical role. Once all roles are resolved (the same user is included because itshierarchical 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. Itis 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 toprevent a user from creating duplicate contexts that may conflict with one another when used exceptfor contextualization of sequences.

Configuration

Note that there is only one offer approval path configuration area, as opposed to requisitions wherethere is one per requisition type. Also, offer inclusion rules allow for more conditions to be built usingOffer fields (including UDFs), comparison of offer salary and requisition salary.


Name Location

Manage approval paths. Configuration > [SmartOrg] Administration > UserTypes > Configuration > Approval path

Access exclusion rules. Configuration > [SmartOrg] Administration > UserTypes > Recruiting >Administration

All requisition approval permissions are grouped underthe Approval functional domain.

Configuration > [SmartOrg] Administration > UserTypes > Recruiting > Requisitions > Approval

Settings


Enable Approval Models • No

• Yes


Dynamic Approval Routing Approval PathAn approval path is used for the Dynamic Approval Routing to determine how approvals will behave fora an approval path category (offers or requisitions).



Only one approval path can be active per requisition type at any given time. The approval path set foroffers is reused for all offers being created.

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 toaccess or approve a requisition. When this scenario occurs, the users specified via the Peoplenotified of users without access notification setting will be sent a correspondence informing them sothat they can take action to fix the situation by either updating roles in the system to ensure the useris 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 istitled Approval process access error.

• Settings: Different settings used for the DAR, that is if comments will be mandatory when rejectingan approval, if the sequence of approvers generated by DAR will be presented to the approvalinitiator and/or subsequent approvers.

Dynamic Approval Routing Reports to StructureThe “Reports to” structure is used in the Dynamic Approval Routing module to define to whom eachuser 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 Dynamic Approval Routing. If a customer intendsto use only functional roles, the customer can still implement the Dynamic Approval Routing 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, thesystem administrator can alternatively manually configure all users involved in a Dynamic ApprovalRouting in the User Accounts section of SmartOrg.

Locking Generated Approval PathsWith the introduction of the Dynamic Approval Routing feature, a mechanism was required so userswould not be able to remove or reorder approval paths generated by the DAT engine.

This feature is available for all but makes practical sense to use in conjunction with the DynamicApproval Routing feature.

The following permission allows system administrators to control if a user type is authorized to removeor reorder the pre-populated approvers presented during the request approval action.

Permission Location

Edit approvers when requesting approvals Configuration > [SmartOrg] Administration > UserTypes > Recruiting > Other

When the Dynamic Approval Routing is used to generate the list of approvers, this permission can beused to lock out the user’s ability to modify that list of approvers. This permission can also be used ifthe requisition approval path is always created from scratch (which means the user has no frequent



approvers and is not using requisition duplicate function) and the client wants to enforce that for offerapprovers; the same approvers who approved the requisition must also approve the offer.

When a user does not have the above permission:

• When using the Request Approval action (for requisitions or offers), the user conducting theapproval request cannot remove nor reorder system-generated approvers. These may have beeninserted from DAR, requisition duplication, frequent approvers, or from requesting offer approval (inwhich case a starting list of approvers always exists (either via DAR, frequent approvers, or pullingin the initial approvers from the requisition).

• The user can add and reorder additional approvers, and remove approvers that he/she has added.• The user, if authorized, may amend approval paths once routed for approval (this is managed by

another permission).

When the permission is not granted, an x will not be present when hovering over an approver and theorder sequence drop-down boxes will be unable to be selected.

Setting Up the Dynamic Approval Routing

Prerequisite

Purchase the Dynamic Approval Routing module and ask Taleo to activate it.

Configuration

Steps

1. Define the Dynamic Approval Routing “Reports to” structure.2. Create and configure hierarchical roles.3. Create and configure functional roles.4. Under the user types of SmartOrg, Grant requisition approval user type permissions.5. Create and configure exclusions rules.6. Create and configure inclusion rules.7. Define the Dynamic Approval Routing approval path.8. Create and configure sequences.9. Test the workflow with a small sample.10. Activate the Dynamic Approval Routing approval path.

Defining the Dynamic Approval Routing Reports to Structure

Prerequisite


Steps

1. Click 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 employee manager.

The manager is the person to whom the user reports to. Note that in order for a user to beavailable in the Employee Manager field, he/she must be classified as “Current” in the EmployeeStatus field.



5. Select an Organization and a Location.

Note that these fields are not relevant to the functioning of Dynamic Approval Routing. Theyare required to support behaviors in Taleo Performance. These fields are not required to bespecified if using Integration to update the employee information.

6. Click Save.

Activating an Approval Path Category

Prerequisite

The Dynamic Approval Routing feature must be activated by Taleo Support.

The Manage approval paths user type permission must be granted in the SmartOrg User Typesfeature.

Configuration

Steps

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 theapproval being requested, then it is the dynamic approval routing process that will be used in TaleoRecruiting.

Next Step

Creating an approval path.

Deactivating an Approval Path Category

Prerequisite

The Dynamic Approval Routing module must be activated by Taleo support.


Configuration

Steps

In the Configuration page, under Dynamic Approval Routing, click Deactivate next to an approvalpath category.

Result

When an approval is requested by a user, if the approval path category is deactivated for theapproval being requested, then it is the standard approval process that will be used.

Creating an Approval Path

Prerequisite

The Dynamic Approval Routing must be activated by Taleo Support.




Configuration

Steps

1. Under Dynamic Approval Routing, click on an approval path category.2. Click Create next to Approval Paths.3. 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 Path

Prerequisite

The Dynamic Approval Routing module must be activated by Taleo Support.


The approval path must be draft.

Configuration

Steps

1. Under Dynamic Approval Routing, click on an approval path category.2. Click Delete next to an approval path.

Result

The approval path is no longer available for the chosen approval path category.

Activating an Approval Path

Prerequisite



The approval path must be inactive or draft and no other approval path must be active.

At least one sequence and one rule must be included in the path.

Configuration

Steps

1. Under Dynamic Approval Routing, click on an approval path category.2. Click on an approval path.3. Click Activate next to the name of the approval path.

Result

The activated approval path can no longer be assigned the draft status. The approval path isavailable to users when requesting an approval for the given category.



Editing an Approval Path

Prerequisite



Configuration

Steps

1. Under Dynamic Approval Routing, click on an approval path category.

2. Click Edit next to the approval path.

3. Make changes as required.

4. Click Save.

Deactivating an Approval Path

Prerequisite



The approval path must be active.

Configuration

Steps


2. Click on an approval path.

3. Click Deactivate next to the name of the approval path.

Result

The approval path is no longer available to users when requesting an approval for the givenapproval path category.

Testing the Dynamic Approval Routing Workflow

By narrowly constraining the Organization-Location-Job Field sequence contexts on the activeworkflow, it is possible to test your Dynamic Approval Routing workflow prior to full deployment witha small sample that can be easily controlled. This step is recommended to ensure that the desiredresults 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 Groupof 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 fromthe 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 includedin the approval workflow.

5. Ensure sequences are defined for the desired Organizations-Locations-Job Fields contexts andcontain 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.

Approvals Dynamic Approval Routing Rule


Dynamic Approval Routing Rule

Dynamic Approval Routing RulesRules are used to dynamically determine the circumstances whereby specific users/roles will beincluded in an approval path.

Rules are used in the Dynamic Approval Routing feature. Rules allow the approval path to be veryflexible and accommodate a myriad of business requirements. Every user and/or role to be added toan approval path MUST be added by a rule.

Two types of rules are used for the Dynamic Approval Routing:

• inclusion rules• exclusion rules

When configuring the Dynamic Approval Routing, it is recommended to create rules first, then createthe approval paths because inclusion rules are required to populate paths. Once rules have beendefined, the system administrator can configure the actual approval path.

Configuration


Name Location

Manage Approval Paths Configuration > [SmartOrg] Administration > UserTypes > Configuration > Approval Path

Exclusion RuleExclusion rules define exceptional roles that may have been included in certain structure butan exception needs to be applied to remove that role in certain Organization-Location-Job Fieldcircumstances.

Rules are used to dynamically determine the circumstances whereby specific users/roles will beincluded in an approval path.

Exclusion rules are optional. When activated, unlike inclusion rules, they automatically apply to allapproval paths for that requisition, they are not required to be inserted into the approval path definitionto 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:

Option Description

From the manager role up to the number of specifieddirect reports, where the administrator then defines the# of direct reports

When this type of rule is used, the system will ignoreall roles in the system and pay attention only to theemployee reports to structure. The system will look atwho is the Manager of the Requisition/Offer and will



Option Description

go up the number of specified direct reports from thatmanager.

Only the selected role Allows the selection of a specific hierarchical orfunctional role in the approval path. Note: when ahierarchical role is used, the system will look at whois the Manager of the Requisition/Offer and will gothrough the “reports to” structure until it finds anemployee with the specified hierarchical role. It willthen include all matching employees in that hierarchicalrole. For example, if there were two directors in the“reports to” structure and the director hierarchical rolewas selected, both directors would be added to the flowand 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 # ofupper levels.

Allows the selection of a series of employees usingthe hierarchical role structure in the approval path.The system will look at who is the Manager of theRequisition/Offer and will go through the “reports to”structure until it finds an employee with the specifiedhierarchical role. The system will look at all employeesin the reports to structure until it has gone up the # ofspecified hierarchical roles. All of the employees foundincluding and between the first and last employeesfound will be included as approvers.

It is recommended to create rules first, then create the approval paths because inclusion rules arerequired to populate paths.

Inclusion RuleInclusion 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 beincluded in an approval path. Rules allow the approval path to be very flexible and accommodate amyriad of business requirements. Every user and/or role to be added to an approval path MUST be putthere by a rule.

Once the inclusion rules are created, the system administrator determines what rules will be activatedfor the active approval workflow. Any combination of active rules can be used.

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 contextof the requisition or the offer (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 thingthat needs to be specified is the roles to be included. The operators for including roles are outlinedbelow.



Option Description

From the manager role up to the number of specifieddirect reports, where the administrator then defines the# of direct reports

When this type of rule is used, the system will ignoreall roles in the system and pay attention only to theemployee reports to structure. The system will look atwho is the Manager of the Requisition/Offer and willgo up the number of specified direct reports from thatmanager.

Only the selected role Allows the selection of a specific hierarchical orfunctional role in the approval path. Note: when ahierarchical role is used, the system will look at whois the Manager of the Requisition/Offer and will gothrough the “reports to” structure until it finds anemployee with the specified hierarchical role. It willthen include all matching employees in that hierarchicalrole. For example, if there were two directors in the“reports to” structure and the director hierarchical rolewas selected, both directors would be added to the flowand 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 # ofupper levels.

Allows the selection of a series of employees usingthe hierarchical role structure in the approval path.The system will look at who is the Manager of theRequisition/Offer and will go through the “reports to”structure until it finds an employee with the specifiedhierarchical role. The system will look at all employeesin the reports to structure until it has gone up the # ofspecified hierarchical roles. All of the employees foundincluding and between the first and last employeesfound will be included as approvers.

All roles between the following roles. Where two rolesare defined

Allows the selection of a series of employees usingthe hierarchical role structure in the approval path.The system will look at who is the Manager of theRequisition/Offer and will go through the “reportsto” structure until it finds an employee with the firstspecified hierarchical role. The system will continuegoing 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 betweenthe first and last employees found will be included asapprovers.

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 isUnited States.

For conditional inclusion rules, the rule operator process is the same as it is with unconditionalrules, but there is a another step involved where the user creates the conditions under which thespecified roles will be included in the path. When creating a condition, the first step is to define thefields to be used in the condition. For each field there are available operators to define how the field



condition will work. Conditions can be applied on requisition fields as well as on offer fields. For arequisition approval path, conditions can be applied only on requisition fields. For an offer approvalpath, conditions can be applied only on offer fields. All Offer and Requisition fields, either user-definedor system defined, can be used to create conditions. Conditional rules used within approval paths foroffers may also contain a unique condition that compares the offer salary to the maximum salary on therequisition.

For example, for numeric fields, operator options include: is equal to, is less than, is greater than, isnot equal to, is less than or equal to, is great than or equal to. Once the operator is set, the value isdetermined for the condition. An example of a condition might be: Salary is greater than or equal to100,000K US.

Once a condition is created it can be added to the formula builder. The system administrator can addas 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.

Creating an Exclusion Rule

Prerequisite



Configuration

Steps

1. Under Dynamic Approval Routing, click on an approval path category.2. Click Create next to Exclusion Rules.3. Complete fields as required.4. Click Save.5. Click Add next to Roles.6. 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 amatching Organization, Location and Job Field, will not be requested for approval for that categoryof approval path.

Next Step

Activating an exclusion rule.

Activating an Exclusion Rule

Allows a system administrator to activate an exclusion rule so it can be used in an approval path toexclude users from approving requisitions or offers.

Prerequisite

The Advanced Approval Routing must be activated by Taleo support.




The exclusion rule must be draft or inactive.

Configuration

Steps


2. 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 Rule

Prerequisite

The Advanced Approval Routing module must be activated by Taleo support.


Configuration

Steps




Result

The exclusion rule appears as inactive in the Exclusion Rules list and can no longer be used in anapproval path.

Deleting an Exclusion Rule

Prerequisite



The exclusion rule must be draft.

Configuration

Steps


2. Click Delete next to the exclusion rule.

Result

The exclusion rule no longer appears in the Exclusion Rules list; it is permanently deleted. Ittherefore can no longer be used in an approval path.



Adding a Role to an Exclusion Rule

Prerequisite

The Dynamic Approval Routing feature must be activated by Taleo support.


Configuration

Steps



3. Click Add next to Roles.

4. Select from the drop-down list how roles will be included in the approval process.

5. To select a role, click Search.

6. Click Save.

Result

The role appears in the Roles list of the Exclusion Rule page. Users associated to the role will beexcluded from the approval path.

Next Step

Activating an exclusion rule.

Removing a Role from an Exclusion Rule

Prerequisite



Configuration

Steps



3. 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 therole can be selected in the approval process.

Creating a Conditional Inclusion Rule

Prerequisite





Configuration

Steps


2. Click Conditional Rule next to Inclusion Rules.


4. Click Save.

5. Click Edit next to Conditions.

6. Create a condition by completing the fields then click Add this criteria to formula.

7. Click Save.




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 Rule

Prerequisite



Configuration

Steps


2. Click Unconditional Rule next to Inclusion Rules.


4. Click Save.




8. Click Save.

Result

The rule appears in the Inclusion Rules list of the Approval Paths and Rules page. The role is addedto an approval path regardless of the Organization-Location-Job Field structure.



Next Step


Activating an Inclusion Rule

Prerequisite

The Dynamic Approval Routing feature must be activated by Taleo Support.


Configuration

Steps


2. Click on an inclusion rule.

3. Click Activate.

Result

The inclusion rule appears as active in the Inclusion Rules list so it can be used in an approval pathto include users from approving requisitions or offers.

Deactivating an Inclusion Rule

Prerequisite



Configuration

Steps




Result

The inclusion rule appears as inactive in the Inclusion Rules list and can no longer be used in anapproval path.

Deleting an Inclusion Rule

Prerequisite

The Dynamic Approval Routing must be activated by Taleo support.


The inclusion rule must be draft.



Configuration

Steps


2. Click Delete next to an inclusion rule.

3. Click Yes to confirm the deletion.

Result

The inclusion rule no longer appears in the Inclusion Rules list and is permanently deleted from thedatabase.

Next Step


Adding a Role to an Inclusion Rule

Prerequisite



Configuration

Steps

1. Click on an approval path category.





6. Click Save.

Result

The role appears in the Roles list of the Inclusion Rule page. Users associated to the role will berequested for approval.

Next Step


Removing a Role from an Inclusion Rule

Prerequisite



Configuration

Steps





3. Click Remove next to the role.

Result

The role no longer appears in the Roles list of the Inclusion Rule page.

Approvals 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 feature. A sequence is part of the approval pathand 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 notavailable when the path is generated, the user will not be able to proceed in generating the approvalrequest and will instead be required to contact their administrator to proceed. This will allow the systemadministrator to intervene and review configuration to ensure the appropriate approvers are in place forthe requisition.

Multiple sequences may be active on a path at one time. The sequences are contextualized, so thesequence can be different for different Organizations, Locations and/or Job Fields. If a requisition iscreated in a context not referenced in the context of any defined sequence, then that requisition isconsidered to be out of the context of the activated Dynamic Approval Routing and will allow the userto 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 willreside at the root level and will apply as the default sequence to be used in any case where a morespecific context matching sequence is not found. Having a sequence with no context is a good practiceif 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 anapproval path. Any invoked role that has no defined sequence will be randomly appended to the end ofthe approval path. There is no need to include Onboarding specific roles such as New Hire or ProcessOwner 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 optionis used, these individuals will always appear first in the sequence before any other approvers.

Configuration


Name Location

Manage Approval Paths Configuration > [SmartOrg] Administration > UserTypes > Configuration > Approval Path

Creating a Sequence

Prerequisite



Configuration



Steps



3. Click Create next to Sequence.


5. Click Save.

Result

The approvers will be requested for approval in the selected order.

Next Step

Adding a role to a sequence.

Deleting a Sequence

Prerequisite



Configuration

Steps



3. Click Delete next to the sequence.

Result

The sequence is removed of the Sequence list of the approval path page, and the sequence will nolonger 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 theapproval path.

Adding a Role to a Sequence

Prerequisite



Configuration

Steps

1. Click on an approval path category.


3. Click on a sequence.



4. Click Access the role selector.

5. 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 Sequence

Prerequisite



Configuration

Steps




4. 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 Sequence

Prerequisite



More than one role must be included in the sequence.

Configuration

Steps




4. Click Reorder.

5. Select a role.

6. Move the role with the arrows.

7. Click Save.

Result

The roles are presented in the Sequence list in the chosen order so that the role appearing at thetop of the list is the first role to be requested for approval.

Approvals Functional Role


Functional Role

Functional RoleFunctional roles are roles functional in nature and are involved in approval workflows because of theirfunction. A role is used to choose users that will be assigned to approve a requisition or an offer basedon contextualization.

Functional roles are used in the Dynamic Approval Routing (DAR) feature.

Each role must have a single default user assigned. Each role may also have users assigned forspecific Organization-Location-Job Field structure and from there are called into play in approvalworkflows when objects are created for their structure. If a workflow has a rule invoking the inclusionof a functional role, the best matching user will be assigned the task. A user can have many functionalroles. Functional roles are also used for Onboarding.

The configuration of functional roles is done in the Taleo Configuration menu, via the Functional Rolesfeature.

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 associatehim to the Canadian Operations organization. As a result, John is now the HR Leader for theCanadian Operations. When a functional role is invoked in an approval process the best matchingemployee for the role will be used. If there is not matching employee for the OLF context, then thedefault assignee will be used. It is possible to have multiple assignees have the same functionalrole in the exact same context. Only one of these approvers will be required to act as the approveron 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 havebeen created, system administrators can begin using the Dynamic Approval Routing module to definethe business rules for how approval workflows will operate. This module is implemented distinctly foreach requisition type. So the steps outlined below would need to be repeated for the requisition typesfor 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

View Functional and Hierarchical Roles Configuration > [SmartOrg] Administration >User Types> Configuration > User Management



Creating a Functional Role

Prerequisite

The Manage roles user type permission must be granted in the SmartOrg User Type feature.

Configuration > Functional Roles

Steps

1. Click Create.


3. Click Save.

Result

The new role appears in the Functional Roles list.

Next Step

Activating a functional role.

Editing a Functional Role

Prerequisite



Steps

1. Click on a role.

2. Click Edit next to properties.

3. Change fields as required.

4. Click Save.

Next Step

The name and description of the functional role is modified.

Activating a Functional Role

Prerequisite

The functional role must be draft or inactive.



Steps

1. Click on a role.

2. Click Activate.

Result

The role will be available in the role selector when creating an approval path. The role can no longerbe deleted.



Deactivating a Functional Role

Prerequisite

The functional role must be active.



Steps1. Click on a role.2. Click Deactivate.Result

The role will no longer appear in the Role Selector page when creating or editing an approval path.

Deleting a Functional Role

Prerequisite

The functional role must be draft.



StepsClick Delete next to the role.

Result

The functional role is permanently deleted from the database and will no longer appear in theFunctional Role list.

Selecting a Default Assignee for a Functional Role

Prerequisite



Steps1. Click on a role.2. Click Edit next to Properties.3. 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 becalled upon for an approval using this role.

Adding an Assignee to a Functional Role

Prerequisite





Steps

1. Click on a role.

2. Click Create next to Assignees.

3. Click Search.

4. Select a user.

5. Click Save.

Result

The selected user appears in the Assignees list of the role.

Approvals 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 inthe organization hierarchy certain approval processes will need to reach. Only one hierarchical role canbe 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 hierarchicalrole so that this information stays current and synchronized with the HRMS.

When creating hierarchical roles:

• Start from the top of the organization and go down. It will be easier to associate subordinate roles ifthe 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, thehierarchy 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 onehierarchical role.

Configuration


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

Creating a Hierarchical Role

Prerequisite


Configuration > Hierarchical Roles

Steps

1. Click Create.

2. Complete i 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 ahierarchy.

Next Step

Selecting a superior role.

Activating a Hierarchical Role

Prerequisite

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 nolonger be deleted.

Next Step

Selecting the superior role.

Editing a Hierarchical Role

Allows 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.

Deactivating a Hierarchical Role

Prerequisite

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 superiorrole.

Deleting a Hierarchical Role

Prerequisite

The hierarchical role must be draft.



Steps

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 theHierarchical Roles list.

Selecting a Superior Role

Allows 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 Hierarchy

Prerequisite





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 uponwhen an approval path uses this role.

Removing a User from a Hierarchy

Prerequisite



Steps


2. In the Hierarchical Role page, click Remove next to a user.


Result

The user no longer appears in the users list of the hierarchical role. The selected user will no longerbe called upon when an approval path uses this role.

Approvals 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 Assignee

Allows 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.


4. Click Save.

Result

The deleted assignee no longer appears in the Assignees list of the role. The assignee will nolonger be called upon for approval when the role in which it was included will be used in an approvalpath.

Associating an Assignee to an Organization, Location or Job Field

Allows a system administrator to contextualize the use of an assignee in a role.

Prerequisite

The assignee must be created.

Approvals Assignee




Steps

1. Click on a role.

2. Click on an assignee.

3. Click Add next to Organizaiton, Location or Job Field.

4. Make a selection.

5. Click Select.

Result

The assignee will be available in Taleo Recruiting only if the Organizaiton, Location or Job Fieldmatches the Organizaiton, Location or Job Field specified for the requisition or the offer for which anapproval is being requested.

Dissociating an Assignee from an Organization, Location or Job Field

Prerequisite

The assignee must be created.



Steps

1. Click on a role.

2. Click on an assignee.

3. Click Remove next to an organization, location or job field.

Result

The assignee will be available in Taleo Recruiting when requesting an approval for any organization,location or job field.

Data Archiving and Deletion

• Automated Task Configuration...................................................................................... 493

Data Archiving and Deletion Automated Task Configuration


Automated Task Configuration

Automated TaskAn automated task is an action the system automatically performs to delete and archive informationcontained in the database.

An automated task allows the deletion of data from the database, that is candidates, requisitions,templates, questions and history of users, user groups and user types.

Users can schedule automated tasks to be run automatically, once or on a recurring basis, or they canrun them manually.

The automated task feature provides three types of actions:

• Permanently delete: removes data from the database without the possibility of restoring it.• Delete (all data can later be restored): removes data from the database but provides the ability

to restore it should the need arise. This action is available for candidate files only. The systemadministrator can restore a particular candidate file, several candidate files, or even all candidatefiles “deleted” by an iteration of the task if necessary. System administrators, when creating a task,can limit the task's scope to files that meet specific criteria. They can also specify when the task isto start and indicate whether the task is to be run on a recurring basis.

• Delete (non identifying data can later be used for reporting purposes): removes identifyingdata from the database with the possibility of retaining non identifying information for reportingpurposes. Deleted data cannot be restored afterward. This action is available for candidate filesonly.

All three types of deletion can be performed on candidate files. However, only the permanently deleteaction can be performed on requisition files, templates, questions and history of users, user groups anduser types.

If creating and running a task to delete (“all data can later be restored” or “non identifying data can laterbe used for reporting purposes”) candidate files, future candidate searches will not retrieve the deletedcandidate files even if the candidates are recorded in OFCCP logs. If creating a task to permanentlydelete candidate files, candidate files associated with candidates entered in OFCCP logs will bedeleted but not permanently deleted (in compliance with OFCCP). Consequently, future candidatesearches files will not retrieve the deleted candidate files but the data contained in the OFCCP logs willbe maintained.

Candidate permanent deletions are performed in two stage deletions. The first stage will be set tomark candidates to be erased (setting EntityStatusNo=2) and the second stage will actually delete thecandidates. Note that the first and second stages cannot occur the same night. Therefore hard-deletinga single candidate will take as long as hard-deleting 1000 records.

Questions used in requisitions cannot be deleted manually nor through the Automated Task feature.Users can delete obsolete and unreferenced questions only after cleaning up the question library, thatis:

• 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 havereactivated it).

Automated tasks run from 7:00 PM to 7:00 AM (Eastern Time) during the week, and full-time (24 hoursa day) during the weekend

Candidate deletions are done in batches of 1000 per hour. This means that a maximum of 12,000candidates are processed per evening.

Requisition deletions are done in batches of 100 per hour. This means that a maximum of 1200requisitions are processed per evening

From the Automated Tasks list, system administrators can perform a number of tasks:

• view the list of existing automated tasks• create new tasks• edit existing tasks• delete existing tasks

The list of automated tasks includes two “system” tasks, that is, tasks created by Taleo:

• Items deleted from the candidate search results (system task): This task is trigerred when usersperform candidate searches and then delete candidate files. The task deletes the candidate files butthe latter can later be restored if necessary (provided the files have not been deleted permanently inthe interim by another task). To view and restore some or all of the candidate files deleted, systemadministrators can click the name of the task and click View History.

• Restored items not permanently deleted (system task): System administrators can this task whenthey want to restore some or all of the items deleted by a task of type “Delete candidate files (alldata can later be restored)” (provided the files have not been deleted permanently in the interim byanother task). To do so, systems administrators click the name of the task. All items that have beendeleted (as opposed to those that have been permanently deleted) are displayed.

Configuration

To access this feature, users must be granted the following permission.


Name Location

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

Creating an Automated Task

Prerequisite

The Automated Task feature must be activated by Taleo Web Support.

The Access Automated Tasks user type permission is required.

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 Task

Prerequisite




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 canalso be deleted with the Delete button under the Available Actions pane available when clicking onthe name of the task.

Modifying an Automated Task

Prerequisite




Steps

1. Click a task.

2. IClick Edit to modify properties or criteria.

3. Click Done.

Activating an Automated Task

Prerequisite

Task must be an inactive user-defined task.



Candidate files being deleting must not be locked by OFCCP feature.




Steps

1. Clickan 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 Task

Prerequisite

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 Task

Prerequisite




Steps

1. Click 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 Task

Prerequisite






Steps

1. Click a task.

2. Click Stop.

Result

The execution of the automated task being performed stopped.

Associating an Automated Task to a Location

Prerequisite






Steps

1. Click a task.

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 Location

Prerequisite






Steps

1. Click a task.

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 tothe removed location.

Recovering Candidates Deleted by an Automated Task

Prerequisite


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 TaleoRecruiting and the second one is for candidates who used the Deactivate account feature fromthe 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 permanentlydeleted from the system are identifed for user to be able to recover them. When candidates aredeleted, they are not permanently deleted right away. They are kept in the system, a bit like arecycle bin, for 7 days before a system task is run to permanently delete them.

Verifying the Status of an Automated Task

Prerequisite




Steps

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 taskwas not executed.

Product Resources

• Product Resource Administration.................................................................................. 500

Product Resources Product Resource Administration


Product Resource Administration

Resource AdministrationResource administration allows the system administrator to modify element text that appears on pagesin the New Hire Portal, Onboarding WebTop and Onboarding administration.

Each application resource that has an ID can have its text changed by the system administrator.

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

A unique ID is associated to each standard resource of the application. IDs can be displayed in theapplication, in front of each resource. IDs allow users to precisely locate and identify a resource theyneed 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 andupdated in the application. To make a global change of the value of a resource for all zones, contactyour Taleo representative.

Example: in the Resource Administration page, the name of the page and the Save button appearing inthe page are resources.

Example: the Save button can be used on several pages of the application. Each Save buttonappearing in the application will have a specific ID, but the value of every Save button will be text Save.

Resource values can be refreshed. This enables the system administrator to apply any changes madeto the resource values for the customer's custom set of resources, to the Onboarding application (NewHire Portal, Onboarding Webtop and Administration) itself.

System administrators can block the refresh of the resource value. This allows system administratorsto use a testing environment where the actual value of a resource is either chosen or not. This isusually done while performing some temporary testing in a staging zone.

Each Taleo Product has a specific Resource Administration link allowing the display of the product'sresource IDs.

Product Administration Menu

Career Section Administration Career Section Administration Menu



Product Administration Menu

Career Sections Career Section Administration Menu

Central 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

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


Name Location

Manage resources Configuration > [SmartOrg] Administration > UserTypes > Configuration

Display resource identifiers Configuration > [SmartOrg] Administration > UserTypes > Suite > Resources

Displaying Resource Identifiers

Prerequisite

The Display Resource Identifiers user type permission is required.

Configuration > [Product] Administration > Resource Administration

Steps

1. Click Show Identifiers.



2. Close this window.

Result

Starting with the next page that is displayed, resource IDs will be displayed in front of each elementof the application.

Hiding Resource Identifiers

Prerequisite

Resource Identifiers must be displayed.

The Display Resource Identifiers user type permission is required.


Steps

1. Click Hide Identifiers.


Result

Starting with the next page that is loaded, resource IDs will no longer be displayed in front of eachelement of the application.

Refreshing Resource Values

Prerequisite

The Manage Resources and Display Resource Identifiers user type permissions are required.


Steps

1. Click Unblock Refresh.

2. Select the desired type of refresh.

3. Enter the name of the project if necessary.

The project name is associated with revisions made to the customer's custom set of resourcevalues, administered in Taleo's TexTool application.

4. Click Refresh Values.


Result

The latest value of the resources is displayed.

Blocking Resource Value Refresh

Prerequisite





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 Refresh

Prerequisite



Steps

1. Click Unblock Refresh.


Result

Any changes applied to resource values will be reflected in the application when refreshing thevalues.

Next Step

Refreshing resource values.

Troubleshooting

• Troubleshooting..............................................................................................................505

Troubleshooting Troubleshooting


Troubleshooting

Before contacting Taleo Customer Support, first check available documentation. Information located inthe Prerequisites will often help solve problems.

Problem Solution Keywords

Cannot attach a file Storage limit may have been exceeded, contact Taleocustomer service.

Attachment

I received a Taleo (-1) error Record all the steps you took prior to receiving theerror. Report the issue to Taleo customer service.

Error message

Cannot delete candidate files Candidate file is locked by OFCCP feature. ContactTaleo customer service.

Automated Task

Automated task is not carriedout

An error may cause a task to fail. If processing status ofthe task is Error, contact Taleo customer service.

Automated task,Candidate

Cannot delete requisitionfiles with the automated taskfeature

Verify if there are candidates linked to the requisition.All candidates linked to the requisition must first bepermanently deleted.

Automated task,Requisition

Automated task is not deletingthe proper elements

Verify the automated task criteria. Automated task

Unable to perform actions ona candidate file.

An error message will be displayed stated that thefile is being used by another user. When sendingcorrespondence, the message stipulates that therequested action cannot be performed. In both caseswait until other user is finished. If candidate file remainsbooked for more than an hour, contact Taleo customerservice.

Error message

Unable to perform actions ona candidate file.

If the error message Unable to perform Action isdisplayed when user tries to perform the Move orthe Change Status actions, but no error message isdisplayed when selecting the Send correspondenceaction for the More Actions menu, then the file iscorrupted. Contact Taleo customer service

Actions

Unable to hide fields in acandidate file.

Even if a field is set to not available it will be displayedto users in Read only mode. When editing a file, thesystem will take the field setting into account and willhide the field accordingly. To make sure fields are notdisplayed in read only mode, user type permissions canbe removed to the user, such as See dates of birth andsecurity numbers.

Fields

Properties and elements ofa field included in a blockdoes not display the sameinformation in all languages

If a field is not configured in a language, then baselanguage is displayed by default. Configure all fields inthe required language.

Fields




LUDs do not appear in theCareers section

The option Require Description in WebTopand content languages must be activatedin the LUDs.Configuration> [Recruiting]Administration>Selections>Large Selections

LUD, field

Candidate Search not workingproperly.

The indexation is used to flag candidate files in thedatabase and make then searchable. If these flags arecorrupted, search will not perform properly. ContactTaleo customer service.

Candidate search

Candidate is not located withthe search candidate feature

Candidate may have been deleted by an automatedtask. Try restoring a candidate deleted by anautomated task.

The user may not have permission to access thecandidate

Candidate, search

User unable to log on. Verify the user type permissions. Verifying is useraccount 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 requisitionlocation matches the diversity form location and verifythat 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 therequisition and Save as Open.

If the Status indicates On hold, edit the requisitionselect Reactivate in the More Actions list.

If the Status indicates Canceled, then the requisitioncan no longer be posted or reactivated, you will needto create a new requisition or duplicate the canceledrequisition.

If the Status indicates Pending and the status Detailsindicates To Be Approved, it means that an approversstill needs to approve the requisition.If the approver isunable to approve the requisition for any reason, thenthree actions are available: Terminate Approval PathProcess (ends the approval process), Amend ApprovalPath (lets the user modify the approval), or, RequestApproval Path Amendment (sends a request to amendthe approval path to a user with greater permissions)

If the Status indicates Filled, you will need to editthe requisition by clicking on the title. Then, in theMore Actions drop down, select reopen requisitionto reactivate the requisition and after adding a newposition, you will be able to post your requisition.

Unpost

Unable to cancel a requisition If the Status indicates Cancelled or filled, and thecancel action is not available, contact Taleo customersupport.

Requisition, cancel




Unable to fill or close arequisition

If the Status indicates Pending and the status Detailsindicates To Be Approved, it means that an approversstill needs to approve the requisition.If the approver isunable to approve the requisition for any reason, thenthree actions are available: Terminate Approval PathProcess (ends the approval process), Amend ApprovalPath (lets the user modify the approval), or, RequestApproval Path Amendment (sends a request to amendthe 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 isalready open and therefore the action to re-open is notnecessary.

If the Status indicated On Hold, then the requisitionis not closed and must be reactivated rather than re-opened

If the Status indicates Pending, then the requisition ispending approval and that once it is approved it will beopened, so there is no need to re-open it.

If the Status indicates Draft, then the requisition isincomplete. complete the requisition and Save as open.

Requisition, reopening,

Unable to post a requisition Requisition location must match the Location of thediversity form

Requisition, posting

Unable to create a candidatewith the resume parsingoption.

If the file used for resume parsing is a *.pdf , open thefile and try highlighting text. If you cannot highlight textin the PDF, then the file includes an image of text andyou will not be able to use the resume parsing feature.

Candidate, resumeparsing.

Cancelled a requisition bymistake.

If you cancelled a requisition by accident or selectedRequest Approval instead of Save as Open, you willnot see the requisition.

If it was cancelled, you can select the ShowRequisitions for All option. If you requested approval onit, you will need to wait until the approver(s) completetheir action.

Cancel, requisition

Cannot find my requisitions Check the view in the left pane. Is the Showrequisitions for field set to your requisitions? You mayneed to change it to All (depending on how you createdthe requisition

Requisition

Unable to edit fields in arequisition

Check if a selection is made for the settings Use thisflow for requisition creation without posting” and “Usethis flow for requisition creation with posting”.

Field, edit

Candidate is unable to log in Candidate file may be corrupted. Open the candidatefile in Recruiting Center, and select Move from theMore Actions menu.

Log in




If the action is not performed try the sendCorrespondence action. If the send correspondenceaction works but not the Move action, then thecandidate file is corrupted.

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 Acandidate cannot progress from a status 4 to a status.

Auto progression

Candidate did not receiveemail notification

Check if the template used to send the notification isconfigured properly. email address, contents field etc.

Notification

When matching a candidateto a requisition, the automaticemail is not sent.

If the template used to send the email includes a fieldto redirect the candidate to a career site, then therequisition must be posted.

Match

Appendix

• Table Referencing Tips Included in the Document....................................................... 510

Appendix Table Referencing Tips Included in the Document


Table Referencing Tips Included in the Document

The following table provides an overview of the tips that were added throughout the document toprovide useful information on some features. These tips are represented with this icon . You can clickon an ID to be taken to the specific part of the document containing the tip.

ID Status Area Impacted Date Last Modified

321 Expected behavior Agency - Referral Tab on General Profile Jan 7, 2011

301 Expected behavior Approvals Jan 7, 2011

306 Expected behavior Approvals Jan 7, 2011

296 Change Planned – Time still TBD Approvals Jan 7, 2011

287 Expected behavior Approvals Dec 6, 2010

168 Change Planned - May 2011 Approvals Dec 6, 2010

235 Change Planned – Time still TBD Approvals Dec 6, 2010

266 Expected behavior Candidate - Access to List Data Dec 6, 2010

310 Change Planned – Time still TBD Candidate - Compare Jan 7, 2011



209 Expected behavior Candidate - Create Dec 6, 2010

210 Expected behavior Candidate - Create Dec 6, 2010

211 Change Planned - May 2011 Candidate - Create Dec 6, 2010

189 Expected behavior Candidate - Fill Out Form Dec 6, 2010

199 Change Planned - May 2011 Candidate - Interview Dec 6, 2010

308 Change Planned - May 2011 Candidate - Interview Request Jan 7, 2011

302 Change Planned – Time still TBD Candidate - Interview Request Jan 7, 2011

217 Change Planned – Time still TBD Candidate - Merge Dec 6, 2010

284 Expected behavior Candidate - Print Dec 6, 2010

174 Expected behavior Candidate - Quick Search Dec 6, 2010




222 Change Planned – Time still TBD Candidate - Reset CSW Action Dec 6, 2010

219 Change Planned - May 2011 Candidate - Restore Submission Dec 6, 2010

303 Expected behavior Candidate - Send Correspondence Jan 7, 2011

237 Expected behavior Configuration - Offer Permissions Dec 6, 2010

239 Expected behavior Configuration - Offer Permissions Dec 6, 2010

275 Expected behavior Configuration - User Types - NewPermissions

Dec 6, 2010

182 Expected behavior Configuration - Candidate Files Dec 6, 2010

316 Change Planned – Time still TBD Configuration - Candidate List Formats Jan 7, 2011

286 Expected behavior Configuration - Correspondence Dec 6, 2010

278 Change Planned - May 2011 Configuration - Correspondence Dec 6, 2010

208 Change Planned - May 2011 Configuration - Correspondence Dec 6, 2010

299 Change Planned – Time still TBD Configuration - CSW Jan 7, 2011

298 Change Planned – Time still TBD Configuration - CSW Jan 7, 2011

294 Change Planned – Time still TBD Configuration - Deactivated OLF Display Jan 7, 2011

297 Change Planned – Time still TBD Configuration - Department Date UDF Jan 7, 2011

290 Change Planned – Time still TBD Configuration - Departments Dec 6, 2010

313 Change Planned - May 2011 Configuration - Field Hide/ShowConfiguration

Jan 7, 2011

304 Change Planned – Time still TBD Configuration - History Tracking Jan 7, 2011

277 Change Planned - May 2011 Configuration - Large User-Defined Lists Dec 6, 2010

312 Change Planned – Time still TBD Configuration - Settings Jan 7, 2011

276 Expected behavior Configuration - Standard Company Settings Dec 6, 2010

315 Expected behavior Configuration - User-Defined Candidate/Requisition Forms

Jan 7, 2011

285 Expected behavior Configuration - User Types - Legacy MWTManagers

Dec 6, 2010




280 Change Planned - May 2011 Hide/Show Dec 6, 2010

320 Expected behavior Multilingual Deployments Jan 7, 2011

289 Change Planned - May 2011 Multilingual Deployments Jan 7, 2011

248 Expected behavior Prescreening Dec 6, 2010


257 Change Planned - May 2011 Prescreening Dec 6, 2010

258 Change Planned - May 2011 Prescreening Dec 6, 2010


318 Change Planned – Time still TBD Quick Filters Jan 7, 2011

317 Expected behavior Quick Filters Jan 7, 2011

295 Change Planned – Time still TBD Requisition - Cancel Jan 7, 2011

305 Expected behavior Requisition - Collaborators Jan 7, 2011

292 Expected behavior Requisition - Default Manager Dec 6, 2010

155 Expected behavior Requisition - Delegation Dec 6, 2010

164 Change Planned – Time still TBD Requisition - Edit "but not" Conditions Dec 6, 2010

148 Expected behavior Requisition - File Administration Dec 6, 2010

149 Expected behavior Requisition - List Format Dec 6, 2010

322 Change Planned – Time still TBD Requisition - List Format Jan 7, 2011

293 Expected behavior Requisition - Template Jan 7, 2011

279 Change Planned - May 2011 Requisition - Template Dec 6, 2010

169 Change Planned - May 2011 Requisition - Template Dec 6, 2010

247 Change Planned - May 2011 Requisition - Template - List Dec 6, 2010

243 Expected behavior Requisition - Template - Owner/Group Dec 6, 2010

152 Expected behavior Tasks - Request Sourcing Strategy Dec 6, 2010

311 Change Planned – Time still TBD Tasks - Self-Assigned Jan 7, 2011




327 Change Planned - May 2011 Tasks March 9, 2011

291 Change Planned - May 2011 Time Zone Dec 6, 2010