Taleo Enterprise Taleo Anywhere for Lotus Notes 8.02 User Guide

Feature Pack 11BSeptember 26, 2011

Taleo Enterprise

Taleo Anywhere for Lotus Notes 8.02User Guide

User Guide Taleo Anywhere forLotus Notes 8.02 {11A}

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Confidential Information and Notices

Confidential Information

The recipient of this document (hereafter referred to as "the recipient") agrees that the ConfidentialInformation disclosed herein by Taleo shall be retained in confidence by the recipient, and itsrespective employees, affiliates and/or subsidiaries.

For the purpose herein, the term "Confidential Information" shall mean the following:

1. Any information, know-how, data, process, technique, design, drawing, program, formula or testdata, work in process, business plan, sales, suppliers, customer, employee, investor or businessinformation contained in a document, whether in written, graphic, or electronic form; or

2. Any document, diagram, or drawing which is either conspicuously marked as "Confidential", knownor reasonably known by the other party to be confidential, or is of a proprietary nature, and islearned or disclosed in the course of discussions, demonstrations, or other collaboration undertakenbetween the parties.

Limited Rights Notice (Dec 2007)

1. These data are submitted with limited rights under Subcontract No. 6896589. These data maybe reproduced and used by the Government with the express limitation that they will not, withoutwritten permission of the Contractor, be used for purposes of manufacture nor disclosed outsidethe Government; except that the Government may disclose these data outside the Governmentfor the following purposes, if any; provided that the Government makes such disclosure subject toprohibition against further use and disclosure: None.

2. This notice shall be marked on any reproduction of these data, in whole or in part.

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


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Table of Contents

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

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

Taleo Inbox for Lotus Notes 8.0.2Taleo Inbox for Lotus Notes 8.0.2............................................................................................ 5Login.......................................................................................................................................... 6Logging In With an Access Code............................................................................................. 7Retrieving Your Taleo Inbox User Name and Setting a Password........................................... 8Logging In..................................................................................................................................9Accessing Taleo Inbox............................................................................................................ 10Configuration............................................................................................................................11Proxy........................................................................................................................................12Configuring Taleo Inbox for Lotus Notes 8.0.2....................................................................... 13Checking for Activated Services............................................................................................. 14Dashboard................................................................................................................................15Expanding or Collapsing Sections in the Dashboard..............................................................16Feedback................................................................................................................................. 17Creating a Feedback Request................................................................................................ 18Replying to a Feedback Request............................................................................................19Feedback Approval Process................................................................................................... 20Approve Feedback Task......................................................................................................... 21Approving or Rejecting an Approval....................................................................................... 22Viewing a Task........................................................................................................................23Viewing a Goal........................................................................................................................ 24Commenting Your Goals......................................................................................................... 25Viewing a Goal Comment....................................................................................................... 26Responding to a Network Invitation........................................................................................ 27


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Updating Development Activity Progress................................................................................28Creating a Candidate File from an Email............................................................................... 29Matching Requisitions to a Candidate.................................................................................... 31Address Book.......................................................................................................................... 32Sending an Email to a Candidate Using the Address Book................................................... 33Displaying or Hiding the Taleo Inbox Toolbar.........................................................................34Displaying Icons and Text in the Toolbar............................................................................... 35Expanding and Collapsing the Taleo Inbox Sidebar Panel.....................................................36

Taleo SidebarTaleo Sidebar.......................................................................................................................... 38Configuring Taleo Sidebar.......................................................................................................39Displaying the Taleo Sidebar Toolbar for the First Time........................................................ 40Creating a Candidate.............................................................................................................. 41Matching a Candidate to a Requisition...................................................................................42

Revision History

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

Revision History Revision History


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Revision History

Date Version Modification Revised Topic

September 26,2011

11B First edition

Revision History Technical Configuration and Software Performance


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Technical Configuration and Software Performance

For the latest information, refer to the Taleo Enterprise Technical Configuration and SoftwarePerformance Guide document for the applicable release.

Taleo Inbox for Lotus Notes 8.0.2

• Taleo Inbox for Lotus Notes 8.0.2.....................................................................................5• Login...................................................................................................................................6• Logging In With an Access Code......................................................................................7• Retrieving Your Taleo Inbox User Name and Setting a Password....................................8• Logging In.......................................................................................................................... 9• Accessing Taleo Inbox.....................................................................................................10• Configuration.................................................................................................................... 11• Proxy................................................................................................................................ 12• Configuring Taleo Inbox for Lotus Notes 8.0.2................................................................13• Checking for Activated Services......................................................................................14• Dashboard........................................................................................................................15• Expanding or Collapsing Sections in the Dashboard...................................................... 16• Feedback..........................................................................................................................17• Creating a Feedback Request.........................................................................................18• Replying to a Feedback Request.................................................................................... 19• Feedback Approval Process............................................................................................20• Approve Feedback Task..................................................................................................21• Approving or Rejecting an Approval................................................................................22• Viewing a Task................................................................................................................ 23• Viewing a Goal................................................................................................................ 24• Commenting Your Goals................................................................................................. 25• Viewing a Goal Comment................................................................................................26• Responding to a Network Invitation.................................................................................27• Updating Development Activity Progress........................................................................ 28• Creating a Candidate File from an Email........................................................................ 29• Matching Requisitions to a Candidate.............................................................................31• Address Book...................................................................................................................32• Sending an Email to a Candidate Using the Address Book............................................ 33• Displaying or Hiding the Taleo Inbox Toolbar................................................................. 34• Displaying Icons and Text in the Toolbar........................................................................35• Expanding and Collapsing the Taleo Inbox Sidebar Panel............................................. 36

Taleo Inbox for Lotus Notes 8.0.2 Taleo Inbox for Lotus Notes 8.0.2


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Taleo Inbox for Lotus Notes 8.0.2

Taleo Inbox is a Web Service-based solution that enables you to view and take action on various Taleotasks from within your Lotus Notes application without logging into Taleo applications directly.

Using Taleo Inbox, you can perform the following tasks:

• Provide feedback in response to a feedback request.• Comment on and approve or reject feedback approval requests, succession plans, goal plans and

development plans.• Create unsolicited feedback about an employee, create feedback regarding a development activity,

a goal, a competency goal, a scenario (succession plan), a job role or a competency and includethe feedback in a performance review.

• View your goals and related comments, add comments and update your progress rate.• View your development activities and related comments, add comments and update your progress

rate.• Forward an email to a Feedback Journal that can be referenced later for a performance review.• Respond to network invitations.• Capture candidate information from an email and create a candidate file.• Match a candidate to a requisition.• Look up a candidate's contact information.• View your tasks that have not been completed.

Taleo Inbox for Lotus Notes 8.0.2 Login


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Login

Because logging into Lotus Notes and Taleo Inbox are separate processes, there is a specific loginwindow for Taleo Inbox.

• First time users of Taleo Inbox, whether they have an access code or password, and regular users,log in from the window.

• Users can change their current password by entering their user ID, current password and newpassword in the corresponding fields.

• Users can direct the system to retain their user name and password so that they don't have to enterthis information each time they log into Taleo Inbox.

Taleo Inbox for Lotus Notes 8.0.2 Logging In With an Access Code


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Logging In With an Access Code

Prerequisite

You must have Taleo Inbox for Lotus Notes installed and configured. If your organization does notuse Single Sign-on (SSO), you require a user ID and access code (or password) to log into TaleoInbox for the first time.

[Lotus Notes] Mail

Steps

1. Click Login in the Mail sidebar.

2. Enter the user ID and access code (or password) you were given in the corresponding fields onthe right side of the login window.

3. Enter the new password you want to use (it must comply with Taleo's password criteria) in theNew Password and Confirm New Password fields.

4. Click Create.

Result

You are logged in and you will enter your user ID and new password in the corresponding fields onthe left side of the login window to log into Taleo Inbox in the future.

Taleo Inbox for Lotus Notes 8.0.2 Retrieving Your Taleo Inbox User Name and Setting aPassword


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Retrieving Your Taleo Inbox User Name and Setting aPassword

Prerequisite

You must be a Taleo 10 Recruiting or Performance user.

You will require a user name and password for Taleo Inbox for Lotus Notes during configurationof the product. This is the same user name and password that you use when logging into TaleoRecruiting or Taleo Performance.

• If your organization does not use SSO (single sign-on), you must obtain your user name andpassword for Taleo products from your system administrator before proceeding.

• If your organization uses SSO, Recruiting end users can establish their own password byperforming the steps below.

• The Enable Password Change permission must be activated.• For Performance customers, please contact your system administrator.

Recruiting > Resources > My Setup > General tab > Edit

Steps

1. In the Account section on the General tab, your user name is displayed in the correspondingfield. You should record this information in a safe place.

2. To replace your existing password, enter a new one in the Password and Confirm Passwordfields.

3. Click Save and Close.

Result

Your user name and password for Taleo products are now entered in the Taleo system.

Next Step

Installing Taleo Inbox for Lotus Notes.

Taleo Inbox for Lotus Notes 8.0.2 Logging In


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Logging In

Prerequisite

You must have Taleo Inbox for Lotus Notes installed and configured. You know your user ID andpassword. If your organization uses Single Sign-on (SSO), the user ID and password is the sameone you use to log into your computer.

[Lotus Notes] Mail

Steps

1. Click Login in the Mail sidebar.

2. Enter your user ID and password in the corresponding fields on the left side of the login window.

3. If you want the system to retain this information so you don't have to enter it when you accessTaleo Recruiting or Taleo Performance from within Inbox and then return to Inbox, clickRemember Me.

4. Click Log In.

Result

You are logged into Taleo Inbox. The Inbox options available to you are displayed in the Taleo Inboxtoolbar and the Taleo Inbox sidebar if enabled.

Taleo Inbox for Lotus Notes 8.0.2 Accessing Taleo Inbox


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Accessing Taleo Inbox

Prerequisite

You must have Taleo Inbox for Lotus Notes installed and configured.

Steps

There are three ways to access Taleo Inbox features from within Lotus Notes:

a) You can click any of the icons in the Taleo Inbox toolbar located below the Lotus Notes menubar.

b) You can click any of the icons in the Taleo Inbox sidebar in the right column.

If the icons are not displayed, you can expand the Taleo Inbox sidebar by clicking thecorresponding maximize icon.

c) You can click Taleo in the Lotus Notes menu bar and then make a selection from thesubmenu.

Taleo Inbox for Lotus Notes 8.0.2 Configuration


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Configuration

A variety of configuration options can be set to customize Taleo Inbox for Lotus Notes 8.02 in theorganization.

Users can change the current interface language to another language.

Users can direct the system to scan for Taleo products. The Scan for products button enables the userto "recall" all of the Web Services if, for example, a configuration on the user's profile has changed. Ascan might also be performed if there was a disruption in access either to Taleo Performance or TaleoRecruiting.

Users can choose to display or hide the Dashboard and Create Feedback buttons in the TaleoNotestoolbar and display or hide the corresponding items on the Taleo submenu of the Lotus Notes mainmenu.

Users can choose to display or hide the Address Book and Create Candidate buttons in theTaleoNotes toolbar and display or hide the corresponding items on the Taleo submenu of the LotusNotes main menu.

If users select the Compose email option, they will be able to create and send an email to someoneafter searching for and selecting the person in the Inbox Address Book.

Users can specify the default language in language fields in the candidate creation process.

Users can specify the default country in country fields in the candidate creation process.

Users can specify whether the system should use Recruiter Title or Manager Title if, during thecandidate creation process, users use Title as the search criterion at the Match Requisitions step.

Users can reset their user name and password if necessary.

Users can specify the address of the Taleo server used by their organization and proxy information (if aproxy is used by the organization).

Users can specify that any of the following windows, once opened, are displayed on top of all otherwindows until they are closed: Dashboard, Address Book, Create Candidate, Create Feedback.

Users can direct Taleo Inbox to open Lotus Notes Mail when it is closed when they click CreateCandidate or Create Feedback in the Taleo Inbox toolbar or sidebar. For example, if the user is usingLotus Notes Calendar and clicks Create Candidate, Taleo Inbox will open Lotus Notes Mail, enablingthe user to select an email message and create the candidate.

Users can specify if you want the application to display Taleo Inbox icons, labels or both.

System administrators have the option of installing a custom configuration file locally once the TaleoInbox for Lotus Notes 8.02 plug-in is installed. They can then place the same configuration file on anetwork drive if they want users to use the defined values of the network configuration file. The networkfile path will need to be added to the local configuration file so it will be read instead of the defaultpath in the local file. The local file will need to have the network path placed for this keyword in theconfiguration file - CENTRALIZED_CONFIGURATION_FILE_PATH=

Taleo Inbox for Lotus Notes 8.0.2 Proxy


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Proxy

Taleo Inbox for Lotus Notes 8.02 can be configured to work with a proxy used by the organization.

Users can enter proxy information and perform certain actions related to proxies on their workstation:

• run a proxy authentication test• specify that the organization uses a proxy• direct the application to detect the proxy• enter the proxy server name or address and the port• enter the user name and password required to access the proxy server• specify that if Lotus Notes is closed and later reopened, the user will have to provide the proxy user

name and password again before gaining access to Taleo Inbox

This means that if the user has this option selected and Lotus Notes is closed and re-opened, the userwill be prompted to Authenticate the Proxy user name and password again to connect through TaleoInbox.

The system administrator can enter much of the proxy information in the configuration file for TaleoInbox for Lotus Notes 8.02 and then place the file on a network server.

Taleo Inbox for Lotus Notes 8.0.2 Configuring Taleo Inbox for Lotus Notes 8.0.2


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Configuring Taleo Inbox for Lotus Notes 8.0.2

Prerequisite

[Lotus Notes] Mail > Taleo > Options...

Steps

1. To change the language of the Taleo Inbox interface, click the arrowhead next to the Languagefield and select from the list.

2. Run a scan for Taleo Products.

3. To select which Taleo Performance features you want to make available from the Taleo Inboxtoolbar and the Taleo drop-down menu, click Performance Management Options and make yourselections.

4. To select which Taleo Recruiting features you want to make available from the Taleo Inboxtoolbar, the Taleo drop-down menu and while creating email, click Recruiting Options and makeyour selections.

5. To display Taleo Inbox icons or text or both in the Taleo Inbox toolbar, click the correspondingradio button.

6. Click Change Taleo Server Address.

a) Copy and paste the Web address you want to use to connect to the Taleo server.

b) Select the check box next to Use Proxy if you have been instructed to do so and then clickOK.

c) Click Reset user name and password, enter the appropriate values in the correspondingfields and click OK.

7. Click Scan for Products.

a) Select the language you want to application to use.

b) Configure the Performance options.

c) Configure the Recruiting options.

d) Configure Other Settings.

8. Click OK.

Result

Taleo Inbox for Lotus Notes is configured for Lotus Notes and is ready for use.

Taleo Inbox for Lotus Notes 8.0.2 Checking for Activated Services


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Checking for Activated Services

Prerequisite

You must have a user account in Taleo Recruiting, Taleo Performance, or both.

You must connect to your zone.

[Lotus Notes] Mail > Taleo > Options

Steps

Click Scan for products.The system automatically checks for services that have been enabled.

Result

If you are a Performance only customer, the Recruiting features will not be activated.

If you are a Recruiting only customer, the Performance features will not be activated.

If you are a Performance and Recruiting customer, both Inbox feature sets will be activated.

Taleo Inbox for Lotus Notes 8.0.2 Dashboard


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Dashboard

The Taleo Inbox Dashboard enables you to take action on talent management tasks from within LotusNotes.

Detailed Description

You can perform the following tasks with the Taleo Inbox Dashboard:

• Provide feedback in response to a feedback request.• Comment on and approve or reject feedback approval requests, succession plans, goal plans and

development plans.• Create unsolicited feedback about an employee, create feedback regarding a development activity,

a goal, a competency goal, a scenario (succession plan), a job role or a competency and includethe feedback in a performance review.

• View your goals and related comments and can add comments.• Update progress on development activities.• Respond to network invitations.• View your tasks that have not been completed.• Access Taleo Performance (via the Employee Center link).

Taleo Inbox for Lotus Notes 8.0.2 Expanding or Collapsing Sections in the Dashboard


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Expanding or Collapsing Sections in the Dashboard

Prerequisite

[Lotus Notes] Mail > Dashboard icon

Steps

Click or next to the section name to expand or collapse respectively a section.

Taleo Inbox for Lotus Notes 8.0.2 Feedback


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Feedback

Feedback is Taleo Performance-related information that Taleo Inbox users request from other people.

The feedback request originates from Taleo Performance and the feedback itself is also part of TaleoPerformance.

Taleo Inbox for Lotus Notes 8.0.2 Creating a Feedback Request


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Creating a Feedback Request

Prerequisite

Taleo Inbox for Lotus Notes Create Feedback is only available to users who have an account inTaleo Performance.

[Lotus Notes] Mail > Create Feedback icon

Steps

1. When the Create a new Feedback window is displayed, click .. to the right of the About field.

2. Select the subject of the feedback request.

• Click the radio button next to Myself if you are the subject.

• If one of your direct reports is the subject, click the radio button next to About one of my directreports and click the name of the direct report.

3. Click OK.

4. Select the subject of your feedback request.

a) Click .. to the right of the Subject field.

b) Click a feedback type in the Type drop-down list.

c) If the system lists subtopics in a separate field, click the appropriate item in the list.

d) Click OK.

5. Create the text that you want to include in your feedback request.

• Type text directly in the field provided.

• If you want to include the text of the email presently displayed in Lotus Notes, click Copyemail message.

6. Click Send Feedback.

Taleo Inbox for Lotus Notes 8.0.2 Replying to a Feedback Request


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Replying to a Feedback Request

Prerequisite

You must have a user account in Taleo Performance.


Steps

1. In the Feedback Requests section of the Dashboard, double-click the name of the employeeabout whom you want to provide feedback.

The window that appears might contain a photo of the employee who is subject of the feedbackrequest. The About field contains the employee's name. The Feedback Items column onthe right lists all feedback items that concern the employee and for which your feedback isrequested. The Comment field typically contains an explanation of the feedback request.

2. Click Begin Feedback.

3. In the Feedback Items column, click the first item you want to comment on and/or evaluate.

4. Enter your feedback.

a) You can indicate your rating (from 1 to 5) of the employee's performance for the item byclicking the corresponding star icon.

b) You can enter a comment in the Comment field and use the formatting tools to format yourtext.

5. To provide feedback on another item, click the different item in the Feedback Items column.

6. Enter a rating and comment for that feedback item if you wish.

You will typically want to repeat the previous step and this step until you have provided feedbackfor all items concerning the candidate.

7. Click Finish and Send.

Result

The request is no longer displayed in the Feedback Requests list. Your comments and/orevaluations of the items become part of the employee's Taleo Performance record. If you provideneither a rating nor a comment for a feedback item, that item is deleted from the system.

Taleo Inbox for Lotus Notes 8.0.2 Feedback Approval Process


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Feedback Approval Process

While responding to a feedback request in Dashboard, users can choose to submit their feedback toanother person in the organization for approval.

An approver can be added to the following feedback requests: Goals, Development Plans andPerformance Reviews.

The feedback approval feature includes search capabilities that enable users to quickly find and selectan approver.

The recipient of the feedback approval is informed of the request via an feedback approval task inTaleo Inbox and can approve or decline to approve the feedback.

Taleo Inbox for Lotus Notes 8.0.2 Approve Feedback Task


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Approve Feedback Task

"Approve feedback" is a task displayed in the Tasks (Approvals) section of the Dashboard if usershave been requested to approve feedback related to various Taleo Performance features.

The recipients of an approval feedback request open the request and can then add a comment beforeapproving or declining to approve the feedback. They also have the option of logging into TaleoPerformance from a link displayed in the Feedback Approval window.

If the approver declines to approve it, users are informed via a task in Tasks (Others) in theDashboard. Users cannot take action on the "rejected" task from the Dashboard directly. Users can,however, open Taleo Performance, resolve the rejected feedback there and then the task in Tasks(Others) will no longer be displayed.

Taleo Inbox for Lotus Notes 8.0.2 Approving or Rejecting an Approval


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Approving or Rejecting an Approval

Prerequisite



Steps

1. In the Tasks (Approvals) section of the Dashboard, double-click an approval request.

2. Click Approve or Reject depending on your decision.

3. Click Yes to confirm your decision.

Result

The request is no longer displayed in the Tasks (Approvals) list.

Taleo Inbox for Lotus Notes 8.0.2 Viewing a Task


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Viewing a Task

Tasks in the Taleo Inbox Dashboard are reminders of tasks you have not completed. These tasksare triggered by actions in other Taleo products. You cannot edit or delete the task reminders inDashboard; they are removed automatically when you complete the task in the Taleo product.

Prerequisite



Steps

1. In the Tasks (Others) section, double-click the task.

2. Click Close.

Taleo Inbox for Lotus Notes 8.0.2 Viewing a Goal


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Viewing a Goal

Prerequisite



Steps

1. In the Goals section, double-click the goal. The system displays the Employee Goal window.

2. Click Close.

Taleo Inbox for Lotus Notes 8.0.2 Commenting Your Goals


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Commenting Your Goals

Prerequisite


You cannot edit or delete comments through the Dashboard.


Steps

1. In the Goals section of the Dashboard, double-click the goal. The system displays the EmployeeGoal window.

2. To indicate a change in your progress toward completing the goal, enter a new value in theCurrent Value field and click Update.

3. Click Add.

4. Enter your comment in the field that is displayed.

5. Click Add.

6. Click Close.

Result

Your new comment appears in the Comments list.

Taleo Inbox for Lotus Notes 8.0.2 Viewing a Goal Comment


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Viewing a Goal Comment

Prerequisite


You cannot edit or delete comments through the Dashboard.


Steps

1. In the Goals section, double-click the goal. The system displays the Employee Goal window.

2. Double-click the item in the Comments list or select the comment and click View.

3. Click Close.

Taleo Inbox for Lotus Notes 8.0.2 Responding to a Network Invitation


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Responding to a Network Invitation

Prerequisite



Steps

1. In the Network Invitation list, double-click an invitation to which you want to respond.

2. Click Accept or Refuse.

3. Click Yes to confirm your decision.

Result

The system will update your Network within Performance Management and return you to the InboxDashboard.

Taleo Inbox for Lotus Notes 8.0.2 Updating Development Activity Progress


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Updating Development Activity Progress

Prerequisite



Steps

1. In the Development Activity Progress list, double-click an item you want to update.

2. To indicate a change in your progress toward completing the development activity, enter a newvalue in the Progression field.

3. Click Update.

4. Click OK.

5. Click Close to return to the Dashboard.

Result

The Development Activity List will display the modified value under the Progression column.

Taleo Inbox for Lotus Notes 8.0.2 Creating a Candidate File from an Email


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Creating a Candidate File from an Email

Prerequisite

You must have a user account in Taleo Recruiting.

You require the following user type permissions: Create candidates; Access candidate Quick andSpecific search.

Acceptable formats for file attachments are: DOC, DOCX, WPD, TXT, RTF, HTM, HTML, PDF, ZIP,XLS.

[Lotus Notes] Mail

Steps

1. Click the email message.

2. Click Create Candidate.

3. Indicate who sent the email by selecting the corresponding radio button.

4. Indicate whether a resume is included by clicking the corresponding radio button.

• No resume. Select this if no resume is included in the message text or in a file attachment.

• Message Body. Select this if the resume is included in the message text.

• If the message includes file attachments and one of them is a candidate resume you want touse in the creation of the candidate file, click the corresponding radio button.

5. Select the language of the candidate's resume in the Candidate Resume Language drop-downlist.

6. Click Next.

7. Depending on the selections you made, some or all of the candidate information fields might beautomatically populated.

a) If the email was sent by the candidate, the relevant information will be automatically extractedfrom the email and populated here. The information appears in red in fields.

b) If a resume was selected earlier and the file format is DOC, DOCX, WPD, TXT, RTF, HTM,HTML, PDF or XLS, the parser extracts the information and compares the candidate name,etc. with corresponding information in the email. The parser then populates fields using theinformation contained in the resume. Information that differs from corresponding informationcontained in the email is displayed in red while information that is the same is displayed ingreen.

The parser does not parse files in ZIP format.

8. You can complete fields that are missing information and can edit existing information.Mandatory fields are indicated by an asterisk.

9. Click Next.

10. Perform one of the following steps.

• Click Next if you don't want the system to look for requisitions that are a good match for thecandidate.

• To see if any requisitions are a good match for the candidate, perform the steps described in"Matching Requisitions to a Candidate".

11. Click Next.

Taleo Inbox for Lotus Notes 8.0.2 Creating a Candidate File from an Email


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12. Click Finish.

Result

The candidate file is created in Taleo Recruiting. If you selected a file that uses one of theacceptable formats (including the ZIP format) during the candidate file creation procedure, the file isadded to the candidate file.

Taleo Inbox for Lotus Notes 8.0.2 Matching Requisitions to a Candidate


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Matching Requisitions to a Candidate

Prerequisite


The following user type permissions must be granted: Match requisitions to candidates; Createcandidates; Access candidate Quick and Specific search.

You have completed the steps in "Creating a Candidate File from an Email" up to the "MatchRequisitions" window.

You must be the owner of the requisition and its status must be Approved or Approved and Posted.

[Lotus Notes] Mail > Create Candidate icon

Steps

1. In the Search for field in the Match Requisitions window, type the keywords you want to searchfor in requisitions.

A search term must have at least 3 characters. Wild card characters are not supported. Forexample, a search for “eng” (without the quotation marks) will retrieve only requisitions whosecontent contains the string: eng. Users can search for multiple terms (the AND operator isapplied transparently). A search for “technical writer senior" (without the quotation marks)will retrieve only requisitions whose content contains all three words “technical”, “writer” and"senior" (not necessarily one after the other).

2. You can select All Fields, Requisition Number, Title or Keywords from the Search in drop-downlist.

3. Click Search.In the Search Results section, the search engine displays all requisitions that meet the searchcriteria.

4. Click a requisition (or CTRL-click multiple requisitions) you want to select in the Search Resultlist and click Add.

5. Click Next.

6. Click Source Type and make a selection.

7. Click Source and select the source by which the candidate learned about the job.

8. Click Finish.

Result

The candidate file is created and the requisitions you selected are matched to the file.

Taleo Inbox for Lotus Notes 8.0.2 Address Book


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Address Book

The Taleo Recruiting Address Book is used to quickly compose and send a message to a candidate(who has a candidate file in your zone) without opening the Taleo Recruiting application.


The Taleo Anywhere Address Book is separate from the Windows Address Book and is used to replyeasily to candidates.

Taleo Inbox for Lotus Notes 8.0.2 Sending an Email to a Candidate Using the Address Book


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Sending an Email to a Candidate Using the Address Book

Prerequisite

Lotus Notes Fix Pack 6 (for Lotus Notes 8.0.2 and later) must be installed on your computer. FixPack 6 is available at: http://www-01.ibm.com/support/docview.wss?uid=swg24026644. See the"Notes Standard Configuration" section on that page. If the Fix Pack 6 installation program asks if itshould overwrite certain files, reply “Yes” to each overwrite operation rather than clicking "Yes to all."You can later verify if fix pack 6 is installed by clicking Help > About IBM Lotus Notes.

When you configured Taleo Inbox for Lotus Notes, you selected Address Book in Taleo RecruitingOptions > Compose Email.

[Lotus Notes] Mail > Address Book

Steps

1. Perform a search using the Search field.

If more than one term is entered in the Search for field, the search engine applies the ANDoperator to all the terms. The search engine applies a wild card to both the beginning and end ofa single search term that has at least 3 characters. For example, a search for “ing” (without thequotation marks) would retrieve candidates whose name was: Livingstone, Corning, Bing, Inger,among others.

The search engine displays the names of those candidates who meet your search criteria.

2. Click the name of the candidate you want to contact.

3. Click Create New Message.The system displays an email message page and the name of the recipient is displayed in theTo field.

4. Enter your message in the corresponding field and click Send.

Result

Your message is sent to the recipient.

Taleo Inbox for Lotus Notes 8.0.2 Displaying or Hiding the Taleo Inbox Toolbar


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Displaying or Hiding the Taleo Inbox Toolbar

Prerequisite

[Lotus Notes] Mail

Steps

1. Right-click in any empty space in the Taleo Inbox toolbar.

2. Click Toolbar.

3. Click TaleoNotes.

Result

The Taleo Inbox is displayed if it had previously been hidden. It is hidden if it had previously beendisplayed. Whichever the case, Taleo Inbox features are available in the sidebar and from the Taleodrop-down menu.

Taleo Inbox for Lotus Notes 8.0.2 Displaying Icons and Text in the Toolbar


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Displaying Icons and Text in the Toolbar

Prerequisite

[Lotus Notes] Mail > Taleo > Options > Other Settings

Steps

Select one of the following radio buttons:

• Show icons and labels for toolbars

• Text only

• Icons only

Result

The toolbar displays your choice.

Taleo Inbox for Lotus Notes 8.0.2 Expanding and Collapsing the Taleo Inbox Sidebar Panel


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Expanding and Collapsing the Taleo Inbox Sidebar Panel

Prerequisite

[Lotus Notes] Mail > View > Sidebar Panels

Steps

In the Sidebar Panels list, click TaleoInbox.

Result

If the Taleo Inbox sidebar panel was displayed, it will be collapsed. If the panel was not displayed, itwill be expanded.

Taleo Sidebar

• Taleo Sidebar...................................................................................................................38• Configuring Taleo Sidebar............................................................................................... 39• Displaying the Taleo Sidebar Toolbar for the First Time.................................................40• Creating a Candidate.......................................................................................................41• Matching a Candidate to a Requisition........................................................................... 42

Taleo Sidebar Taleo Sidebar


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Taleo Sidebar

Taleo Sidebar is a component that plugs into Microsoft Internet Explorer browser (provided Taleosupports the version of Internet Explorer you use). It enables users to capture candidates directly intoTaleo Recruiting without having to quit the active browser window.


Taleo Sidebar provides users the ability to execute tasks such as:

• copy a candidate's resume to the Taleo Sidebar to create a candidate file• match a candidate to a requisition

Taleo Sidebar Configuring Taleo Sidebar


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Configuring Taleo Sidebar

Steps

1. In the Taleo Sidebar window, click Options.

2. In the Language selector, select the language in which you want to use Taleo Sidebar.

3. Click Recruiting Options to specify the following options:

• Requisition Default Title Field: Specify whether you want to display requisitions with theRecruiter Title or the Manager Title (as defined in the requisition's Logistics section).

• Candidate Default Language: Default language for the candidates’ resume. The languagesin this list are identical to the languages specified in the database. If only one language isenabled in the zone, there is no selection list. The language you select appears automaticallyin the Candidate Resume Language field when you create a candidate.

• Candidate Default Country: The country you select appears automatically in the CandidateInformation window when you create a candidate.

4. Click Reset Username/Password if you want to reset your user name and password for TaleoSidebar.

The system will request you to enter the new user name and password the next time you useTaleo Inbox. The Reset Username/Password function is common to Taleo Inbox and TaleoSidebar. Therefore, if you change your user name or password in one of the applications, thenew user name and password will have to be used in both applications.

5. Click Change Taleo Hostname if you want to specify a different hostname.

You may be asked to enter your user name and password.

6. Click OK.

Taleo Sidebar Displaying the Taleo Sidebar Toolbar for the First Time


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Displaying the Taleo Sidebar Toolbar for the First Time

Steps

1. Open Internet Explorer.

2. Click View > Explorer Bars > Taleo Sidebar.

3. In the Change Hostname window, enter the Web address you use to connect to the Taleoserver.

4. Click Change hostname.

5. In the Taleo First Time Sign In window, if you know your user name and password, clickContinue.

If your company uses Single Sign-On, you will need to create a Taleo password before beingable to continue.

Result

Taleo Sidebar is displayed on the left side of the Web page. Thereafter, you can display or hide theTaleo Sidebar by repeating steps 1 and 2.

Taleo Sidebar Creating a Candidate


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Creating a Candidate

Prerequisite

The following user type permissions must be granted: Create candidates; Access candidate Quickand Specific search.

Steps

1. Access a job board or another online source.

2. Copy the candidate’s resume.

3. Click the text box in Taleo Sidebar and paste the resume in the box.

Alternatively, select the resume text on the Web page and then drag it to the text box; the text isreproduced automatically in Taleo Sidebar.

4. In the Candidate Resume Language, click the language of the candidate's resume.

5. Click Next.

6. Enter the candidate's contact information.

Some fields might be filled automatically with information extracted from the candidate's resume.You can also copy information from the resume and paste it into the appropriate fields or youcan select information in the resume and then drag it into the appropriate fields. Mandatory fieldsare indicated by an asterisk.

7. Click Next.

A duplicate check on the candidate's e-mail address is performed to see if the candidate alreadyexists in the database. If the email address is found in the database, you will have to log intoTaleo Recruiting to verify whether your candidate is in fact already in the system.

8. Perform one of the following steps.

• If you do not want to verify if the candidate is a good match for any requisitions, click Next(and later Finish).

• If you want to verify if the candidate is a good match for any requisitions, perform the stepsdescribed in "Matching Requisitions to a Candidate".

Taleo Sidebar Matching a Candidate to a Requisition


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Matching a Candidate to a Requisition

Prerequisite


The following user type permissions must be granted: Match candidates to requisitions; Createcandidates; Access candidate Quick and Specific search.

You have completed the steps in "Creating a Candidate" up to the "Match Requisition" pane.

You must be the owner of the requisition and its status must be Approved or Approved and Posted.

Steps

1. In the Match Requisition pane, type the keywords you want to search for (in requisitions) in theSearch Requisition field.

A search term must have at least 3 characters. Wild card characters are not supported. Forexample, a search for “eng” (without the quotation marks) will retrieve only requisitions whosecontent contains the string: eng. Users can search for multiple terms (the AND operator isapplied transparently). A search for “technical writer senior" (without the quotation marks)will retrieve only requisitions whose content contains all three words “technical”, “writer” and"senior" (not necessarily one after the other).

2. You can select All Fields, Requisition Number, Title or Keywords from the drop-down list.

3. Click Search.In the Search Results section, the search engine displays all requisitions that meet the searchcriteria.

4. To match a requisition to the candidate, click the requisition or requisitions in the Search Resultlist and click Add.

5. Click Next.

Documents

Taleo Enterprise Taleo Anywhere for Lotus Notes 8.02 User Guide