Taleo Enterprise Taleo Recruiting Configuration Guide - · PDF fileTaleo Enterprise Taleo Recruiting Configuration Guide. ... Manager User Types and Related Permissions ... List Format

Feature Pack 12AMay 3, 2012

Taleo Enterprise

Taleo RecruitingConfiguration Guide

Configuration Guide Taleo Recruiting FP12A ii

Confidential Information and Notices

Confidential Information

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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.

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© 2012 Taleo Corporation. Do not reproduce without the written permission of Taleo Corporation.

Configuration Guide Taleo Recruiting FP12A iii

Table of Contents

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

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

Getting StartedLogin.......................................................................................................................................... 5

Login and Product Access................................................................................................... 5Welcome Center................................................................................................................... 5

Getting Help...............................................................................................................................6Online Help........................................................................................................................... 6Tooltip....................................................................................................................................6Web Support Link.................................................................................................................6

Menus and Navigation Tools.................................................................................................... 7Configuration Menu...............................................................................................................7Recruiting Administration Menu............................................................................................8Auxiliary Navigation Bar....................................................................................................... 9Breadcrumb Trail................................................................................................................ 10Navigation Icons................................................................................................................. 10Recently Viewed Items....................................................................................................... 10

Basic Concepts........................................................................................................................11Application Time-out........................................................................................................... 11Element Status....................................................................................................................11History Tracking..................................................................................................................12Refine by Option.................................................................................................................12Rich Text Editor..................................................................................................................13Languages...........................................................................................................................13

Configuration Guide Taleo Recruiting FP12A iv

Central ConfigurationOperation Modes..................................................................................................................... 17

Operation Mode.................................................................................................................. 17Release Notes Messages....................................................................................................... 19

Release Notes Message.................................................................................................... 19Configuring the Release Notes Message Feature............................................................. 19

Response Center (eShare)..................................................................................................... 22Logging In Before Accessing the Response Center.......................................................... 22

Settings, Security, Legal Agreements..................................................................................... 23Settings............................................................................................................................... 23Regional Setting..................................................................................................................24Security Policy.................................................................................................................... 28Legal Agreement.................................................................................................................32Security Message Templates............................................................................................. 35

Network Data...........................................................................................................................38Network Data Management................................................................................................38

Deep Linking............................................................................................................................42Deep Linking.......................................................................................................................42Supported Product URLs....................................................................................................42Supported Action URLs...................................................................................................... 44

Foundation DataOrganizations, Locations, Job Fields...................................................................................... 48

Contextualization: Organization-Location-Job Field........................................................... 48Mapping...............................................................................................................................50Structure Management....................................................................................................... 51Element Management.........................................................................................................52Element Deactivation for Recruiting................................................................................... 54Organization-Location-Job Field Behavior of Deactivated Elements..................................60

Departments.............................................................................................................................67Department..........................................................................................................................67

Positions...................................................................................................................................72Position................................................................................................................................72

UsersUser Account Management.....................................................................................................75

User Account...................................................................................................................... 75Creating a User Account.................................................................................................... 76User Account General Preferences....................................................................................76User Account Status...........................................................................................................79Employee Information......................................................................................................... 79Work Item Delegation......................................................................................................... 83

User Type Management..........................................................................................................85User Type........................................................................................................................... 85User Type Permission........................................................................................................ 85Default Recruiting User Types........................................................................................... 86Manager User Types and Related Permissions.................................................................87

User Group Management........................................................................................................94User Group......................................................................................................................... 94User Group Management................................................................................................... 94Coverage Area....................................................................................................................97

Configuration Profiles............................................................................................................ 100Configuration Profile......................................................................................................... 100Configuration Profile Settings........................................................................................... 101

Configuration Guide Taleo Recruiting FP12A v

Lists and FiltersLists........................................................................................................................................106

List Format........................................................................................................................106List Format Context.......................................................................................................... 106Configuring List Formats.................................................................................................. 107List Format - Other Configuration Tasks..........................................................................111List Format - Permissions and Settings........................................................................... 116Column Width in Lists...................................................................................................... 120Maximum Number of Rows Displayed in a List............................................................... 122

Filters..................................................................................................................................... 124Advanced Filter.................................................................................................................124Quick Filter........................................................................................................................124Show Filter........................................................................................................................129

Fields and Selection ListsFields......................................................................................................................................133

Field...................................................................................................................................133Configuring Fields.............................................................................................................134Field - Other Configuration Tasks.................................................................................... 140Field - Permissions and Settings..................................................................................... 141Field Security Level.......................................................................................................... 142Field Contextualization......................................................................................................144Field Staffing Type Exception...........................................................................................145

Requisition Template Fields.................................................................................................. 146Requisition Template Job Code Field.............................................................................. 146Deactivating the Requisition Template Job Code Field................................................... 146

Selection Lists........................................................................................................................147Global Selection List.........................................................................................................147Recruiting Selection List................................................................................................... 147

Field Layout........................................................................................................................... 153Field Layout...................................................................................................................... 153

Forms and FilesFile Configuration...................................................................................................................157

Configuring Requisition Files............................................................................................157Configuring Requisition Templates...................................................................................159Configuring Candidate Files............................................................................................. 161Configuring the Create Candidate File.............................................................................163

User-defined Files..................................................................................................................167User-defined File...............................................................................................................167Block..................................................................................................................................168Duplicating a User-defined File........................................................................................ 171Editing the Description of a User-defined File..................................................................171Activating a User-defined File.......................................................................................... 171Deactivating a User-defined File...................................................................................... 172Deleting a User-defined File.............................................................................................172Adding a Section in a User-defined File.......................................................................... 172Deleting a Section in a User-defined File........................................................................ 173Adding a Block in a User-defined File............................................................................. 173Removing a Block from a User-defined File.................................................................... 173Modifying the Title of a Section........................................................................................174Modifying the Title of a Block...........................................................................................174Modifying the Name of a Tab in a User-defined File....................................................... 174Adding Custom Instructions to a Block............................................................................ 175Adding Custom Instructions to a Section......................................................................... 175Adding Custom Instructions to a Tab...............................................................................175

Configuration Guide Taleo Recruiting FP12A vi

Choosing a User-defined Form for a Block......................................................................176User-defined Forms............................................................................................................... 177

User-defined Form............................................................................................................177Candidate File and Requisition File Setup............................................................................183

Candidate File Setup and Requisition File Setup............................................................ 183Dissociating a Requisition File from a Staffing Type........................................................184Disassociating a Candidate File from a Staffing Type..................................................... 184

Candidate Selection WorkflowsCandidate Selection Workflow Configuration........................................................................ 186

Candidate Selection Workflow..........................................................................................186Candidate Selection Workflow Example...........................................................................188Standard Candidate Selection Workflows........................................................................ 189Candidate Selection Workflow Priority............................................................................. 190Bulk Move to the Hire Step/Status...................................................................................196Changing the Step/Status in One Click............................................................................197Updating Steps and Statuses for Submissions on Different Requisitions........................ 197Candidate Progression Status..........................................................................................199Threshold CSW Step - Candidates Hidden from Search Results.................................... 200Competitive Workflow Restriction.....................................................................................201

Step........................................................................................................................................203Candidate Selection Workflow Step................................................................................. 203Creating a Step................................................................................................................ 204Deleting a Step.................................................................................................................204Activating a Step...............................................................................................................205Deactivating a Step.......................................................................................................... 205Duplicating a Step............................................................................................................ 205Selecting the Default Status of a Step.............................................................................206Adding Steps to a Candidate Selection Workflow............................................................206Configuring a Step Used in a Workflow...........................................................................207Removing a Step from a Candidate Selection Workflow................................................. 207Ordering Steps in a Candidate Selection Workflow......................................................... 208Creating Custom Instructions for a Step.......................................................................... 208

Status.....................................................................................................................................209Candidate Selection Workflow Status.............................................................................. 209

Action..................................................................................................................................... 217Candidate Selection Workflow Action.............................................................................. 217

Qualifier..................................................................................................................................221Qualifier and Qualifier Group............................................................................................221

Phase.....................................................................................................................................227Phase................................................................................................................................ 227

Candidate and Requisition SearchCandidate Search..................................................................................................................229

Candidate Quick Search...................................................................................................229Candidate Specific Search............................................................................................... 232Candidate Advanced Search............................................................................................235Conceptual Search........................................................................................................... 243General Profile Search..................................................................................................... 248Similar Candidate Search.................................................................................................249Exclusion of Agency Owned Candidates in Search Results............................................ 250Advanced Candidate Search Page Layout...................................................................... 250Candidate Advanced Search Fields................................................................................. 253

Requisition Search.................................................................................................................256Requisition Quick Search................................................................................................. 256

Search Queries......................................................................................................................259Search Query....................................................................................................................259

Data Segmentation................................................................................................................261

Configuration Guide Taleo Recruiting FP12A vii

Data Segmentation........................................................................................................... 261

Candidate and Requisition MatchingMatching Candidates and Requisitions.................................................................................264

Matching Candidates when Posting a Requisition........................................................... 264Matching Candidates while Viewing their Candidate File.................................................265Matching Candidates and Requisitions - Permissions and Settings................................ 266Matching Candidate Criteria............................................................................................. 266Matching Candidate Filters...............................................................................................267Matching Requisition Criteria............................................................................................268

ApprovalsApprovals............................................................................................................................... 271

Approval............................................................................................................................ 271Approver............................................................................................................................274eShare User Approval Acknowledgment..........................................................................275Requirements to Approve Requisitions............................................................................ 275Requirements to Approve Offers......................................................................................276Approval Request Reminder............................................................................................ 277Rules to Terminate an Approval Path..............................................................................278Configuration of the Access to Elements Being Approved...............................................278Attachments in Approvals.................................................................................................278Requisition Approval Rerouting After Changes................................................................279

Dynamic Approval Routing....................................................................................................282Dynamic Approval Routing............................................................................................... 282Dynamic Approval Routing Approval Path....................................................................... 283Dynamic Approval Routing Reports to Structure............................................................. 284Locking Generated Approval Paths..................................................................................284

Dynamic Approval Routing Rule........................................................................................... 290Dynamic Approval Routing Rules.....................................................................................290Exclusion Rule.................................................................................................................. 290Inclusion Rule................................................................................................................... 291

Dynamic Approval Routing Sequence.................................................................................. 299Sequence.......................................................................................................................... 299

Functional Roles....................................................................................................................302Functional Role.................................................................................................................302

Hierarchical Roles..................................................................................................................306Hierarchical Role...............................................................................................................306

Assignees...............................................................................................................................310Creating an Assignee....................................................................................................... 310

CorrespondenceMessage Templates.............................................................................................................. 313

Message Template........................................................................................................... 313Data Security in Correspondence.................................................................................... 315Message Template - Permissions and Settings...............................................................316Creating a Message Template......................................................................................... 317

Paragraphs.............................................................................................................................326Paragraph..........................................................................................................................326Creating a Paragraph for a Message Template...............................................................326

Variables................................................................................................................................ 330Variable............................................................................................................................. 330

Notifications............................................................................................................................359Notification.........................................................................................................................359

Message Center.................................................................................................................... 362Secure Message Delivery.................................................................................................362

Configuration Guide Taleo Recruiting FP12A viii

Source TrackingSources and Events.............................................................................................................. 366

Source Tracking................................................................................................................366Configuring Source Tracking.................................................................................................367

Creating a Source.............................................................................................................367Creating an Event.............................................................................................................367Adding the Source Tracking Block in the Candidate File.................................................368Adding the Source Tracking Block in the Career Section Application Flow......................368Hiding the Source Tracking Block if Pre-Filled.................................................................368

Source Tracking - Other Configuration Tasks.......................................................................370Adding a Source...............................................................................................................370Removing a Source..........................................................................................................370Deleting a Source.............................................................................................................371Reactivating a Source...................................................................................................... 371Editing the Properties of a Source................................................................................... 371Editing the Organization-Location-Job Field of a Source.................................................372Editing an Event............................................................................................................... 372Removing an Event.......................................................................................................... 373

Source Tracking - Permissions and Settings........................................................................374When is the Source Filled for Candidates............................................................................ 377How is the Source List Content Determined.........................................................................378Source Types.........................................................................................................................380Source Properties..................................................................................................................381

AgenciesAgencies and Agents............................................................................................................ 384

Staffing Agency and Agent...............................................................................................384

Job BoardsJob Board Account................................................................................................................392

Creating a Job Board Account......................................................................................... 394Deleting a Job Board Account......................................................................................... 394Editing a Job Board Account............................................................................................395Granting Access to a Job Board Account........................................................................395Revoking Access to a Job Board Account.......................................................................395

Merge FormsMerge Form........................................................................................................................... 397

Configuring Merge Forms.................................................................................................397Merge Form - Other Configuration Tasks........................................................................ 399Merge Form - Permissions and Settings..........................................................................402

Contingent HiringContingent Hiring...................................................................................................................405

Contingent Hiring.............................................................................................................. 405Contingent Hiring Process Overview................................................................................405Contingent Hiring Configuration........................................................................................407Contingent Requisition Ownership Rules......................................................................... 412Contingent Hiring - Exceptions to Standard Behavior......................................................413Impacts on Features when Enabling the Contingent Hiring Feature................................414Requisition Fields to be Used for Contingent.................................................................. 415Candidates Field to be Used for Contingent....................................................................417

Configuration Guide Taleo Recruiting FP12A ix

Pipeline ManagementPipeline Management............................................................................................................ 419Configuring Pipeline Management........................................................................................ 420

Activating Pipeline Requisition Types.............................................................................. 420Creating a CSW Step of Type Pipeline........................................................................... 420Creating a Candidate Selection Workflow of Type Pipeline.............................................421Granting Pipeline Management Permissions................................................................... 421

Pipeline Management - Other Configuration Tasks.............................................................. 423Adding the Requisition Type Column in Requisitions List................................................423Activating the Self-assigned Task Action Inside a Step...................................................423Adding the Most Advanced Progression Status in Candidates List................................. 424Making the Most Advanced Progression Status Field Available for the Advanced

Search......................................................................................................................... 424Pipeline Management - Permissions and Settings............................................................... 425

Recruiting FundamentalsCandidate Actions..................................................................................................................427

Candidate..........................................................................................................................427Candidate File...................................................................................................................428Candidate File Tabs......................................................................................................... 430Internal Candidate Job Submission..................................................................................432Creating a Candidate........................................................................................................433Checking for Duplicate Candidates.................................................................................. 436Merging Candidate Files...................................................................................................438Comparing Candidate Files.............................................................................................. 440Talent Pool........................................................................................................................443Employee Metrics............................................................................................................. 444LinkedIn Profile Preview................................................................................................... 446ACE Candidate Alert........................................................................................................ 451Candidate File History...................................................................................................... 453Sharing Candidate Files................................................................................................... 457Candidate Interview.......................................................................................................... 466Automatic Candidate Pooling........................................................................................... 473Employee Onboarding...................................................................................................... 475

Requisitions............................................................................................................................477Requisition File................................................................................................................. 477Creating a Requisition...................................................................................................... 480Configuring the Requisition Wizard.................................................................................. 482Editing a Requisition.........................................................................................................486Duplicating a Requisition.................................................................................................. 488Requisition/Staffing Type.................................................................................................. 489Posting of Requisitions..................................................................................................... 491Social Job Invite............................................................................................................... 494Requisition Template........................................................................................................ 496

Offers..................................................................................................................................... 499Offer Configuration............................................................................................................499Offer and Candidate Selection Workflow......................................................................... 501Offer Statuses...................................................................................................................502

Hourly Hiring..........................................................................................................................504Hourly Manager Home Page and Center Stage.............................................................. 504Hourly Manager User Type.............................................................................................. 505Fifth Level of Location...................................................................................................... 505Evergreen Hiring...............................................................................................................506

Libraries................................................................................................................................. 510Library............................................................................................................................... 510

Prescreening..........................................................................................................................512Question............................................................................................................................512

Configuration Guide Taleo Recruiting FP12A x

Disqualification Question.................................................................................................. 515Explanations for Disqualification Questions..................................................................... 517Competency...................................................................................................................... 518

Reports...................................................................................................................................521Report................................................................................................................................521Custom Report Universe.................................................................................................. 521

Tasks......................................................................................................................................524Task...................................................................................................................................524Self-assigned Task........................................................................................................... 527

General Features...................................................................................................................529Attachment........................................................................................................................ 529Folder................................................................................................................................ 532Time Zone.........................................................................................................................532Print Function....................................................................................................................534Print PDF Views............................................................................................................... 535Languages.........................................................................................................................535Multilingual Deployment....................................................................................................536Multilingual Requisition and Requisition Template Behavior............................................537Multilingual Behavior with PDFs.......................................................................................537Filtering History Elements.................................................................................................540

Recruiting Center Layout ConfigurationLayout Overview....................................................................................................................545

Home Page and User Interface Elements Configuration................................................. 545Navigation Bars..................................................................................................................... 550

Auxiliary Navigation Bar................................................................................................... 550Core Navigation Bar......................................................................................................... 550

Welcome Center....................................................................................................................552Welcome Center............................................................................................................... 552

Center Stage......................................................................................................................... 557Center Stage.....................................................................................................................557Center Stage Configuration.............................................................................................. 559

Communications Channel......................................................................................................565Communications Channel.................................................................................................565Communications Channel Configuration.......................................................................... 566

Theme....................................................................................................................................571Color Theme..................................................................................................................... 571Logo.................................................................................................................................. 572Selected Item Color..........................................................................................................572

Online Tour and Online Help................................................................................................ 574Online Help....................................................................................................................... 574Online Tour....................................................................................................................... 574Online Tour Creation Guidelines...................................................................................... 575

Other Page Layout Elements................................................................................................577Page Header.....................................................................................................................577Page Footer...................................................................................................................... 577Welcome Title................................................................................................................... 578Separator Line.................................................................................................................. 579Callout............................................................................................................................... 580Search Widget.................................................................................................................. 586Expandable and Collapsible Sections in a File................................................................587Creating Custom Instructions for the Forgot Password Message.................................... 587

Screening ServicesTaleo Assessments............................................................................................................... 589

Assessments..................................................................................................................... 589Configuring Taleo Assessments in Recruiting Administration.......................................... 589

Screening Services................................................................................................................604

Configuration Guide Taleo Recruiting FP12A xi

Screening Service.............................................................................................................604

Data Archiving and DeletionAutomated Task Configuration..............................................................................................613

Automated Task................................................................................................................613

Product ResourcesProduct Resource Administration..........................................................................................621

Resource Administration...................................................................................................621

TroubleshootingTroubleshooting..................................................................................................................... 626

AppendixTable Referencing Tips Included in the Document...............................................................631

Configuration Guide Taleo Recruiting FP12A xii

Preface

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

Preface Technical Configuration and Software Performance

Configuration Guide Taleo Recruiting FP12A 2

Technical Configuration and Software Performance

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

Preface Revision History


Revision History

Date Modification Revised Topic

May 3, 2012 Added information regarding the language in which theLinkedIn Preview window is displayed to users.

LinkedIn Profile Preview

May 3, 2012 Added clarification in the Candidate File Merge featureregarding the duplicate candidate files that cannot bemerged.

Merging Candidate Files

May 3, 2012 Added the correspondence variableOffer.ApprovalPathTable.

List of CorrespondenceVariables

April 5, 2012 Added the following details regarding the print feature:For candidate files, a maximum of 50 files can beprinted. For requisition files, a maximum of 15 files canbe printed.

Print Function

March 30, 2012 Added a note regarding an issue with InterviewScheduling and Microsoft Outlook.

Candidate Interview

March 30, 2012 Indicated for which statuses the "Activate thecorresponding action" option is available.

Activating theCorresponding Action for aStatus

March 30, 2012 Removed the important note related to an issue withtime zone and scheduling interview. There is no longer aone hour discrepancy while scheduling an interview.

Time Zone

March 30, 2012 Corrected the URL for the open candidate file action andthe open candidate submission action.

Supported Action URLs

March 2, 2012 Removed the Attach Files action because it is nota default action available for candidate selectionworkflows.

Candidate SelectionWorkflow Action

January 27, 2012 Initial publication.

Getting Started

• Login...................................................................................................................................5• Getting Help....................................................................................................................... 6• Menus and Navigation Tools.............................................................................................7• Basic Concepts................................................................................................................ 11

Getting Started Login


Login

Login and Product AccessWhen opening the Taleo Enterprise solution, the User Sign In page appears.

Users must select the language in which they want to use the application. If a user changes the defaultlanguage on the Sign In page, the page refreshes to the new language and subsequent Taleo pagesare presented in the selected language. After selecting a language, users also have the possibility totell the system to remember their selection so that the next time they sign in, the User Sign In page willbe presented in the 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 users have the ability to modify their password.

Once a user’s credentials have been entered and accepted, the Welcome Center appears and allowsaccess to Taleo products purchased by the organization and to which a user has access according tothe user’s user type and permissions.

Welcome CenterThe Welcome Center is a home page that is displayed to users immediately after they log in andprovides a "one-click" access point to Taleo products.

The Welcome Center contains a core navigation bar, an auxiliary navigation bar, a Quick Access paneland a Communications panel. If the Welcome Center is enabled, it replaces the table of contents page.

The core navigation bar is a set of tabs that provide direct links to Taleo products. A user might have atab for any or all of the following products: Taleo Performance, Taleo Recruiting, Taleo Compensation,Taleo Analytics, Taleo Configuration, and Taleo Learn.

A Quick Access panel provides an alternative "one-click" access to the same information and to aselection of modules within products.

The Welcome Center also contains, at the top right of the page, an auxiliary navigation bar containinglinks to additional resources and the Sign Out link.

Finally, Taleo clients can create information of interest to all Taleo product users in the organization fordisplay in the Communications section. Alternatively, they can create distinct sets of information for theCommunication section and associate an information set with a configuration profile.

Getting Started Getting Help


Getting Help

Online HelpThe administration module offers an online help that provides comprehensive information aboutconcepts or tasks to perform.

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 the icon or link, a table of contentsof available help topics is displayed. It is also possible to search the help database to locate specificsubjects.

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 additional information about an actionbefore performing it.

Tooltips are provided 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 Support LinkThe Web Support link gives users access to the Taleo Enterprise Customer Support site.

The Web Support link is available in the auxiliary navigation bar of all pages of the application.

From the site, you can:

• Search the solution database.• View and print product documentation.• Submit an incident.• Access reports.• Join the Taleo Knowledge Exchange where customers meet and discuss both Taleo applications

and industry-wide topics.

Getting Started Menus and Navigation Tools


Menus and Navigation Tools

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: Elements in the Central Configuration menu are used to manage content,data, settings, and configurations that are used across multiple products.

• Specific Configuration: Elements in the Specific Configuration menu are used to manage content,data, settings, and configurations that are targeted to a specific product or product area.

Depending on the products activated within your organization, the Configuration menu may includethese elements.

Central Configuration

Element Description

Operations Operation Modes and Release Notes.

General Configuration Settings and Welcome Center Content.

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 typesare used for the Dynamic Approval Routing feature. In addition, functionalroles are used in defining Onboarding tasks.

Dynamic Approval Routing Approval workflow definitions for requisitions and offers according tospecified business rules.

Security Security policies, message templates related to access and passwords,and legal agreements presented to users when signing in an application.Note that agreements for career sections are managed under CareerSection Administration.

Competencies Competency tools used in Taleo Performance for Rating Models,Competencies, Guidance Plans, etc.

Synchronization Tool A tool to export configuration elements, such as career sections,application flows, etc., from a source database to a target database.



Specific Configuration

• SmartOrg

• Recruiting

• Career Section

• Onboarding

• Taleo Performance

Configuration

The Access Administration permission is required to access the Configuration menu.

User Type Permission

Name Location

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

Recruiting Administration MenuThe Recruiting Administration menu allows system administrators to fully configure Recruiting Centerfeatures.

Element Description

List Format Configuration of candidate and requisition list formats.

Fields Configuration of candidate, requisition, and offer fields, selections as wellas custom fields used in reports. Configuration of department and offerfields layout. Configuration of the candidate file identifier.

File Configuration Creation and configuration of user-defined forms and user-defined files.

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

Correspondence Configuration of message templates and paragraphs.

General Configuration Configuration of Recruiting Center settings, agencies, department andposition lists, merge forms, notifications, regional settings, requisitiontypes, duplicate check, and center stage.

Source Tracking Configuration of sources.



Element Description

Integration Configuration of job board accounts, screening services, and candidatesourcing services.

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

Product Resources Display of resource ID of user interface labels.

Talent Exchange Configuration of Talent Exchange exclusion rules.

Configuration

The Access Administration permission is required to access the Recruiting Administration menu.


Name Location

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

Auxiliary Navigation BarThe auxiliary navigation bar is the bar located at the top right of pages.

If enabled, the auxiliary navigation bar 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):

Element Description

Home • If you have access to multiple Taleo products and you click Home, the Welcome Center isdisplayed.

• If you have access to Taleo Recruiting only and you click Home, the Recruiting Centerfront page is displayed.

Resources May include:

• My Setup: Access to personal preferences.

• Training: Access to online training materials.

• e-Learning: Access to eLearning materials.

• Web Support: Access to Taleo Technical Support.



Element Description

• About: Information about the application such as the version number and the build numberyou need to provide to Taleo Support when you need to contact them.

Talent Grid Access to Talent Exchange, Solution Exchange, Knowledge Exchange.

Sign Out Terminates the session and you are automatically signed out of all Taleo products.

Breadcrumb TrailThe breadcrumb trail located at the top of each page allows users to see where they are locatedwithin the application and to jump to previously viewed pages. The breadcrumb trail is only available innavigation mode; it disappears in edit mode.

Navigation IconsWhen information is spread across multiple pages, navigation icons are available.

Icon Description

< Displays the previous page.

<< Goes to the previous 10 pages. For example, if you see 31-40 out of 72, clicking thisicon will bring you to pages 21-30.

> Displays the next page.

>> Goes to the next 10 pages. For example, if you see 31-40 out of 72, clicking this iconwill bring you to pages 41-50.

Recently Viewed ItemsThe Recently Viewed Items pane contains direct links to the last ten pages you most recently accessed(according to your permissions) during the current session or previous ones. They can be pages whereyou made modifications or simply pages that you accessed without making modifications. To access arecently viewed item, simply click the item.

Getting Started Basic Concepts


Basic Concepts

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.

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. This setting can be set by Taleo Support.

Setting

Name Possible Values Default Value Location

Reminder Delay BeforeTimeout

600000 Configuration > [GeneralConfiguration] Settings

Element StatusA status indicates the current state of an element in the system. It allows users to create elementswithout making them available right away and to remove an existing element from use withoutremoving it form the database.

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 TrackingThe History feature in 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 notitem specific. Tracking is global for all changes made in the area. This means if looking ata specific user type and going to view history, you will see all of the history for all user typechanges, not just the changes that have occurred with that specific user type.

Refine by OptionThe Refine by option allows users to filter a list according to different criteria.

The Refine by option is available throughout the system. When an element is selected in the Refine bylist, users have to enter data in a field or select an element by which the list will be filtered. The Refreshbutton must then be clicked to refresh the list.



Rich Text EditorThe Rich Text Editor enables users to edit and format text contained in correspondence, requisitions,requisition templates, etc.

The Rich Text Editor contains standard word processing tools:

• cut, copy and paste functions• font types and sizes• bold, italics and underline• search feature• spell checker• text and background color• left, right and center alignment• table creation• numbered and bulleted lists• etc.

Important Note: (ID 326) Users on Internet Explorer 8 may experience issues with the toolbaricons operating as expected. Users who experience this issue may either try viewing the pagein Compatibility Mode, or use the Rich Text Editor in another browser such as Internet Explorer7 or Firefox.

LanguagesTaleo products are available in different optional languages.

Not all languages are available for all Taleo products and languages must be activated by the systemadministrator before they can be used in 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 Languagesfield. When creating or editing an element, the user can chose the base language as well as thelanguages in which an element will be available. The base language of an element is the item’sreference 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 an element.The base language of an element can be changed at any time by the user. A language must beactivated 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 a company, thereis no special indicator.



Selecting the Base Language

Prerequisite

The element must be in Edit mode and the language must be active before it can be set as the baselanguage.

Steps

1. Open an element.

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

3. Select the Base option for the desired language.

Set the language to Active if that is not already the case.

4. Click Save.

Result

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

Next Step

You will need to complete the required fields (usually the Name) in the new base language.

Activating a Language

Prerequisite

The element must be in Edit mode.

Steps

1. Open the element that you want to make available in another language so its fields are in editmode.


3. In the Language Configuration page, select Active from the Status drop-down list for eachrequired language.

4. Click Save.

Result

Activated languages appear in the Language drop-down list of element.

Next Step

Once a new language has been made active, some fields related to the element (most usually theName) will need to be provided for each new active language.

Deactivating a Language

Prerequisite

The element must be in Edit mode and the language must not be the base language.

Steps

1. Open an element.




3. For each language, select Not Used in the Status drop-down list.

If the language to deactivate is the Base language, you will need to select another activelanguage as the base language.

4. Click Save.

Result

Selected languages no longer appear in the Language drop-down list of the element.


• Operation Modes............................................................................................................. 17• Release Notes Messages................................................................................................19• Response Center (eShare)..............................................................................................22• Settings, Security, Legal Agreements............................................................................. 23• Network Data................................................................................................................... 38• Deep Linking.................................................................................................................... 42

Central Configuration Operation Modes


Operation Modes

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

Three operation modes are available:

• implementation• maintenance• production

System administrators have the ability to switch to maintenance mode or production mode for eachproduct individually or for all. Products supported by the operation 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, system administrators 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, system administrators 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 Organizations, Locations, or Job Fields.

In maintenance mode, the application is inactive. All users, except system administrators, are loggedout automatically. The application displays a message to users as well as to candidates in CareerSections, indicating that the application is in maintenance mode. If users are logged in and have notsaved data they were entering, this data will be lost.

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.

Central Configuration Operation Modes


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 OnboardingProcess or a Cancel Onboarding Process action from Taleo Recruiting, the transaction will still bescheduled to process.

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 system.Once the implementation is completed, the implementation mode is no longer available to systemadministrators and a request must be made through Taleo Support. When the implementation processis completed and the system has been moved out of implementation mode, it is no longer possible toadd or remove structure levels in maintenance or production mode. In implementation mode, systemadministrators 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 the Taleo Recruiting is in implementation mode, users cannot connect to the Remote ManagerExperience.

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

Configuration

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


Name Location

Manage Application Mode Configuration > [SmartOrg] Administration > [Users] UserTypes > 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.

Central Configuration Release Notes Messages


Release Notes Messages

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.

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.

Configuring the Release Notes Message FeatureThe configuration of the release notes feature consists of the following steps.

1. Creating the release notes message content.2. Enabling the release notes setting in configuration profiles.

No default release notes message is provided by Taleo. A blank page is displayed unless the systemadministrator decides to customize the page to present important information to users.

Creating the Release Notes Message Content

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 will

be displayed.5. Click Save.

Enabling the Release Notes Setting 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.

Release Notes - Other Configuration Tasks

The following configuration tasks are available for the release notes feature.

• Editing the Release Notes message.• Setting the Release Notes message validity period.• Displaying the Release Notes message.• Hiding the Release Notes message.

Editing the Release Notes Message

Prerequisite



Steps

1. Click Edit.

2. Modify the fields as required.

3. Click Save.

Setting the Release Notes Message 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.

Displaying the Release Notes Message

Prerequisite



Steps

1. Click Edit.



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

3. Click Save.

Hiding the Release Notes Message

Prerequisite



Steps

1. Click Edit.

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

3. Click Save.

Release Notes - Permissions and Settings

The following permissions and settings are used to configure the release notes feature.


Name Description Location

Edit release notes Allows users to edit the releasenotes message content.

Configuration > [SmartOrg]Administration > [Users] User Types> Configuration > Foundation Data

Setting

Name Description Default Value Location

Release Notes Displays the releasenote information whenaccessing the application.Once the systemadministrator has createdthe content of the releasenotes message, theRelease Notes settingmust set to Yes in theuser’s configuration profile.

No Configuration >[SmartOrg] Administration> [Users] ConfigurationProfiles

Central Configuration Response Center (eShare)


Response Center (eShare)

Logging In Before Accessing the Response CenterBy default, eShare users need to log in before being able to access the Response Center.

The Response Center Login Required setting controls this feature. If you do not wish users to login before accessing the Response Center, the setting must be set to No. Contact Taleo to have thissetting modified.

Setting


Response Center LoginRequired

Requires the user to loginbefore accessing theResponse Center.

Yes Configuration >[Recruiting] Settings

Central Configuration Settings, Security, Legal Agreements


Settings, Security, Legal Agreements

SettingsSettings are 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. System administrators 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 System administrators can view and change the setting.

Protected System administrators can view the setting, but changes can only be done by Taleo.

Private System administrators cannot view nor change the setting. Only Taleo can view andchange the setting.

For a list of all available settings, refer to the document entitled Taleo Enterprise Edition 12A Settings.



Configuring a Setting

Prerequisite

The security level of the setting must be Public.

The Manage Settings user type permission is required.

For global settings:

Configuration > [General Configuration] Settings

For product settings:

Configuration > [Product name] Settings

Steps

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

2. Click on the name of a setting.

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

4. Make changes.

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

2. Click on the name of a setting.

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

Result

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

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

In the Regional Settings page, the Locale Identifier list varies according to languages activated in theRecruiting Center and Career Sections. For example, if your organization only supports English (en)



and French (fr), the Locale Identifier list will contain en and fr as well as all specific locale identifiersrelated to 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 isEEEE, MMMM D, YYYY. Maximum number of characters: 255.

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

Medium date format Date represented by date, month and/or year. Default is MMM D, YYYY.Maximum number of characters: 255. In the case of regions that donot use commas, periods or slashes with dates, an additional format isincluded that is specific to the region. When no date format is selected, themedium format is the default format used by the application.

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

Shortest date format Date represented by date and month. Default is DMMM. Shortest dateformat are used in candidate files and other lists that include manycolumns. Click Default to set the default date format

Details About Date Format

Format Description

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

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



Details About Date Format

Format Description

Text and Numbers When the date format element is composed of one or two characters, anumeric value results. For example, if the date format element is “M” or“MM”, the month of February will be depicted as “2” and “02” respectively.On the other hand, a date format element made up of three or morecharacters 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 theescape character)

Literal

Locale Identifier

Locale Language used in the Career Section

da Danish

de German

en English

es Spanish



Locale Language used in the Career Section

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.

Configuring the Number Format

Prerequisite


Steps

1. Click on the name of a locale identifier.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.



Configuring the Date Format

Prerequisite


Steps

1. Click on the name of a locale identifier.

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.

Selecting a Preferred Locale

Prerequisite

More than one locale must be available.


Steps

1. Click on the name of a locale identifier.

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.

Security PolicySecurity policies are settings related to the security of Taleo Enterprise applications.

Security policy settings are organized into four groups:

• Sign in• User Accounts• Password• Forgot password

For details on each setting, see Security Policy Settings.

The History section provides information on actions performed on security policy settings such as thedate and time, a description and details on the action, as well as the “actor” (person or system) whoperformed the action.



Security Policy Settings

Security Policy - Sign In Settings

Setting Description Location

Display the link "Forgot yourpassword?"

Yes (default), No. When Yes isselected, the Forgot your Passwordlink is displayed in the Sign In page.

Configuration > [Security] SecurityPolicies

Show the legal agreement to usersat login.

Yes, No (default). Configuration > [Security] SecurityPolicies

Security Policy - User Account Settings


Number of incorrect sign-in attemptsallowed per user before his/heraccount is locked

Unlimited, 3 (default), 5, 10, 15,20, 100. Determines the maximumnumber of times a user can enterincorrect information during sign-inbefore the user’s account is locked.


Period during which the systemprevents access to an account thathas been locked

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


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


When creating a user account,generate automatically a user name.


When creating a user account,generate automatically a password.


Security Policy - Password Settings


Allow a password to be valid for Xdays (leave the field empty if youwant passwords to be always valid)

Number of days before a user mustchange his/her password. Putting novalues means that the password isalways valid.


When a password change isrequired, prevent the reuse of theprevious X passwords

Number of password changesrequired before a user can use apassword that he/she has usedpreviously. Putting 0 means that thefeature is disabled. 0 (default value).






Require passwords that contain atleast X characters

6 to 20. Configuration > [Security] SecurityPolicies

Require passwords that contain nomore than X characters

6 to 50. The system will startcounting the number of charactersfrom the maximum number ofcharacters selected in the setting“Require passwords that contain atleast x characters”. For example,if you selected 10 characters, thesystem will indicate a possible valuebetween 10 and 50.


Require passwords that containat least X letters of the Romanalphabet

0 to 20. The number of characterscannot exceed the number indicatedin the setting “Require passwordsthat contain at least x characters”.


Require passwords that containat least X lowercase letters of theRoman alphabet



Require passwords that containat least X uppercase letters of theRoman alphabet



Require passwords that contain atleast X numeric characters



Require passwords that contain atleast X characters other than lettersand numbers (! # $ % & ( ) * + ,- . / : ; < = > ? @ [ ] _ ` { | } ~)



Require passwords that contain nomore than X identical consecutivecharacters

2, 3, 4, 5. The number of characterscannot exceed the number indicatedin the setting “Require passwordsthat contain at least x characters”.


Require passwords that do notcontain the user's first name


Require passwords that do notcontain the user's last name


Require passwords that do notcontain the corresponding username

Yes (default), No. Configuration > [Security] SecurityPolicies





Require passwords that do notcontain the user's email address


Security Policy - Forgot Password Settings


Use this method to changepasswords

There are several options for usersto recover their password. It canbe via an access code, securityquestions, or by contacting thesystem administrator. For detailson each of the option, see Detailsregarding the "Use this method tochange passwords" setting.


Number of incorrect attemptsallowed per user to enter the emailaddress

3, 5 Configuration > [Security] SecurityPolicies

Lock a user’s account when thenumber of incorrect attemptsallowed to enter the email addressis exceeded

Yes, No. Configuration > [Security] SecurityPolicies

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

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 questions(from 1 to 3) previously entered in his/her profile. If theanswer is correct, the user is invited to enter a newpassword.

Security Questions and Access Code The user is asked to answer the security questions(from 1 to 3) previously entered in his/her profile. If theanswer is correct, an email containing an access codeis sent to the user once the user has confirmed his/heremail address.

Security Questions or Access Code The user is asked to answer the security questions(from 1 to 3) previously entered in his/her profile.If the answer is correct and the user has an email



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

Option Description

address, an access code is sent to the user once theuser has confirmed his/her email address. If the userdoes not have an email address and the answer to thesecurity question is correct, the access is granted tothe application and the user is invited to change his/herpassword.

Security Questions and/or Access Code When this option is activated, one of the followingsituation will happen. See the Security Questions and/Or Access 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 anemail address

Security questionswere activated

Yes Yes The user will have to answer the security questionscorrectly and an access code will be emailed.

Yes No The user will receive an access code by email.

No Yes The user will have to answer the security questionscorrectly to be able to access the application.

No No The user will be asked to contact the technical support.

Configuring Security Policies

Prerequisite

The Manage security policies user type permission is required.

Configuration > Security Policies

Steps1. 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.

Legal AgreementA legal agreement is a disclaimer text activated by system administrators and displayed to users whenaccessing 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 remindsall users that the computers they are accessing are government or private industry owned and must beused in accordance with good security practices.

System administrators are 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 clients prefer that users be authenticated as the first step, they can request Taleo to change thesequence, in which case the Taleo product list page is “protected” and pages are displayed in thefollowing order:

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

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.

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.

Next Step

Showing the legal agreement to users at login.

Showing 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.

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.

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.

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.

Security Message TemplatesSecurity message templates are messages relating to the security of Taleo Enterprise products. Theyare provided by Taleo.

Security message templates are located in the Configuration menu, under Security. For a list ofmessage templates, see Message Templates Related to Security.

System administrators can change the languages available and the wording of messages. They cannotcreate new message templates.

Configuration

To create and edit security message templates in the Configuration menu, the following permission isrequired.




Name Location

Manage Message Templates Configuration > [SmartOrg] Administration > [Users] UserTypes > Configuration > Security Management

Message Templates Related to Security

Message templates related to security are located in the Configuration menu, under Security.

Message Template Description Recipient To Field Content

Forgot Password Indicates that thepassword changerequest was receivedand provides theuser the access codeneeded to changehis/her password.

User account emailaddress (usertrying to do a forgotpassword).

{Other.UserEmail}

Password ChangeInstructions

Indicates that thepassword changerequest was receivedand provides a step-by-step procedure onhow to change thepassword.

User account emailaddress (usertrying to do a forgotpassword).

{Other.UserEmail}

Password ChangeRequest

Indicates to send anew password to auser that was unableto answer his/herpassword changequestions, or didnot remember his/her password andhad not yet specifiedquestions.

Not define by default.Define by the client.(Email probably sentto an administrator).

PLEASE ENTER A VALID EMAILADDRESS

Standard Notificationfor a SuccessfulNetwork DataSynchronization

Indicates that thesynchronizationof a specificelement with thenetwork databasewas successfullycompleted.

Logged user emailaddress (user whorequested thesynchronizationtask).

{NdaSynchronizationInfoFields.emailAddress}

Standard Notificationfor an Unsuccessful

Indicates that thecommunication

Logged user emailaddress (user who

{NdaSynchronizationInfoFields.emailAddress}



Message Template Description Recipient To Field Content

Network DataSynchronization

with the networkdatabase couldnot be establishedand that thesynchronization ofa specific elementcould not beexecuted.

requested thesynchronizationtask).

Standard notification- User AccountInformation

Provides informationon how to log intothe application (username, access code,URL address).

User account emailaddress (user onwhich the action isdone).

{AccountCreationFields.EmailAddress}

Standard notificationfor a candidateaccount confirmation

Indicates that acandidate accountwas created andhow to log into theapplication (username, access code,URL address).



Standard notificationfor a PasswordReset

Indicates that theuser passwordwas reset and howto specify a newpassword.


{PasswordResetInfoFields.EmailAddress}

Standard notificationfor a registration

Indicates that anaccount was createdand how to accessit using a user nameand access code.



Central Configuration Network Data


Network Data

Network Data ManagementNetwork data management gives system administrators limited control over network data elements.

Network data elements are data common to all Taleo products. With network data management,system administrators can activate, deactivate, filter, and synchronize network data elements withinfour network data element categories: certifications, employers, institutions, and programs. The valueswithin each category constitute the network data elements.

Data element synchronization is done between the customer's database and NDA central, the masterdata repository.

Example:

For example, the Employer network data category contains a list of all the companies in the Taleomaster data repository. These companies are network data elements. A system administrator canactivate, deactivate, filter, and synchronize some or all of the companies.

Configuration

The user must have the following user type permission:


Name Location

Manage Foundation Data Configuration > [SmartOrg] Administration >[Users] User Types

Activating All Network Data Elements

Prerequisite

You must have the Manage Foundation Data user type permission at Configuration [SmartOrg]Administration [Users] User Types.

This task applies to activating certification, employer, institution, and program network dataelements.

Configuration > [SmartOrg] Administration > [Network Data] Certifications/Employers/Institutions/Programs

Steps

1. Filter list if necessary.

2. Click Activate All.

3. Click Yes.

Result

The status of all network data elements in the list changes to Active.



All network data elements are added to the respective list in Taleo Recruiting, Taleo Performance,and Taleo Onboarding.

Activating a Network Data Element

Prerequisite


The status of the network data element must be Inactive.

This task applies to activating certification, employer, institution, and program network dataelements.


StepsClick Activate in the Actions column of the network data element you want to activate.

Result

The status of the network data element changes to Active.

The activated network data element is added to the respective list in Taleo Recruiting, TaleoPerformance, and Taleo Onboarding.

Deactivating All Network Data Elements

Prerequisite


This task applies to deactivating certification, employer, institution, and program network dataelements.


Steps1. Filter list if necessary.2. Click Deactivate All.3. Click Yes.Result

The status of all network data elements in the list changes to Inactive.

All network data elements are removed from the respective list in Taleo Recruiting, TaleoPerformance, and Taleo Onboarding.

Data elements in lists that were selected before the element was deactivated remain selected.

Deactivating a Network Data Element

Prerequisite




The status of the network data element must be Active.

This task applies to deactivating certification, employer, institution, and program network dataelements.


Steps

Click Deactivate in the Actions column of the network data element you want to deactivate.

Result

The status of the network data element changes to Inactive.

The deactivated network data element is removed from the respective list in Taleo Recruiting, TaleoPerformance, and Taleo Onboarding.

Data elements in lists that were selected before the element was deactivated remain selected.

Filtering Network Data Elements

Prerequisite


This task applies to filtering certification, employer, institution, and program network data elements.


Steps

1. Select an item in the Refine by list.

The Creation Date is the date the network data element was added to the NDA centraldatabase.

If you filter by Creation Date, click the date and use the calendar to select a specific date.Network data elements created as of the specified date will be listed.

2. Click Refresh.

Result

The filtered items are listed.

Synchronizing the Database with the NDA Central Database

Prerequisite


This task applies to synchronizing certification, employer, institution, and program network dataelements.


Steps

1. Click Synchronize.



2. Click OK.

Result

An email is sent to you when the synchronization is complete.

When synchronizing institutions, RSLocations are also synchronized because institutions areassociated to RSLocations.

Central Configuration Deep Linking


Deep Linking

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 email, portal or other environments outside Taleo's application andnavigate 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 Center home page, directly into the create requisition process, or directlyinto a specific 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.

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

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



Supported Product URLs


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

Note: Users are redirected to the central configuration menu.

Table of Contents page

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

Sign Out

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

Recruiting Center home page

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

Internal Career Section

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

Note: x must be replaced by the ID of the internal career section.

Career Section - Job Application

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

Note: <cs_no> needs to be the number of the career section. <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

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

Note: <cs_no> needs to be the number of the career section. <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.

Career Section - Job Referral

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

Note: <cs_no> needs to be the number of the career section. <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.

Onboarding New Hire Portal



Supported Product URLs

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

Onboarding

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

Taleo Scheduling Center

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

Performance

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

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


Create a requisition

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

Open a specific requisition

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

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

Open a candidate list specific to a requisition

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

Open a candidate file

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

Open a candidate submission

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

Open a candidate list for manager

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&application Number=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

Duplicate Check

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

Foundation Data

• Organizations, Locations, Job Fields...............................................................................48• Departments.....................................................................................................................67• Positions...........................................................................................................................72

Foundation Data Organizations, Locations, Job Fields


Organizations, Locations, Job Fields

Contextualization: Organization-Location-Job FieldOrganizations, Locations, and Job Fields (OLF) represent the fundamental data structure by whichinformation is organized 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 > [Users] UserTypes > Configuration > Foundation Data

MappingMapping is essential to the Organization, Location, and Job Field (OLF) 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




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



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


Steps

1. Click Element Management under Organizations.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 Deactivation for RecruitingOver 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.

Taleo Connect Client Impact

Deactivation is available via Taleo Connect Client (TCC).

Web Services Impact

Deactivation is available via Taleo Connect Client (TCC).



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.

Offers (Competitive/Expectation)

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.



Recruiting Center


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

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).



Recruiting Center


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

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.

Competencies


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.

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




Feature Impact

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

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.

Agent

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.




Feature Impact


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.

Career Section Statements

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.



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 thedeactivated elements will still appear for the system administrator when using the TaleoConfiguration module. If this is a concern, customers should refrain from deactivating OLFelements 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) contentwith deactivated OLF elements and can still see deactivated OLF elements in the systemadministrator OLF tree 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 ContextTab)

• Create/Modify Job Board Account OLF Associations (on the permissions tab during create/modify) (Configuration > [Recruiting] Administration > Job Board Accounts > Job BoardAccount Permissions Tab)

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

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

• Source list• Department list• Position list

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 andviewing 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 and




viewing 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 Departments


Departments

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:

• Recruiting Administration menu, under Department List, where system administrators create andedit departments.

• SmartOrg Administration menu, under User Accounts, when system administrators create a useraccount.

• Recruiting Center when recruiters create 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 systemadministrators. Departments can also be exported, deleted, and recovered via Taleo’s integrationservice.

Departments can be linked to organizations and locations.

When creating a department, system administrators can define default approvers for requisitions andoffers. Specified approvers will be selected automatically when users are requesting the approval of arequisition 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.

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.

The Department Number must be unique.

The Name field must be translated in every available languages.

3. Optional: Associate the department to an organization.

a) Click Select.b) Select values for the desired organization levels.c) Click Done.

4. Optional: Associate the department to a location.

a) Click Select.



b) Select values for the desired location levels.c) Click Done.

5. Optional: Define preferred approvers for requisitions. Specified approvers will be selectedautomatically when users are requesting the approval of a requisition.

6. Optional: Define preferred approvers for offers. Specified approvers will be selectedautomatically when users are requesting the approval of an offer.

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

8. Optional: Complete department user-defined fields.

9. Click Done.

Result

The department is available in the Department List page.

Deleting a Department

Prerequisite


The system must be in maintenance mode.


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


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.

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.

Dissociating a Department from an Organization

Prerequisite


The department must be associated to an organization.


Steps




2. Under Organization, click .

3. Click Done.

Disassociating a Department from a Location

Prerequisite


The department must be associated to an organization.


Steps


2. Under Location, click .

3. Click Done.

Department - Permissions and Settings

The following permissions and settings are used for the department functionality.



Manage foundation data Allows users to managedepartments.

Configuration > [SmartOrg]Administration > [Users] User Types> Configuration > Foundation Data

Settings


Enable Department Activates the Departmentfunctionality throughout thesystem.

No Configuration > [Recruiting]Settings

Link Requisition Location toDepartment Location

In requisitions and templates,link the Location field tothe location specified forthe Department. This is aprotected setting activated byTaleo Support.


Link Requisition Organizationto Department Organization

In requisitions and templates,link the Organization field tothe organization specifiedfor the Department. This is aprotected setting activated byTaleo Support.




Settings


Department Autofill Activation Activate the automatic fillingof department-related fields inrequisitions.


Requisition Action RequiresEffective Department

When certain actions areperformed in requisitions, thedepartment must be effective.

Not Required Configuration > [Recruiting]Settings

Send Department Informationto eQuest When PostingRequisitions

Send the department codeto eQuest when postingrequisitions in order to dosome reporting in eQuest.


Foundation Data Positions


Positions

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:

• Recruiting Administration menu, under Position List.• SmartOrg Administration, under User Accounts, when system administrators create a user account.• Recruiting Center when recruiters create a requisition.

Positions are imported from a Human Resource Management System (HRMS) in Taleo Recruitingvia the Taleo integration service. Positions cannot be created nor edited by system administrators.Positions are mapped to requisition templates.

If the Enable Position setting and the Position field are enabled, the Position field will appear in theRequisition Wizard instead of the Requisition Template field. When recruiters create a requisition andselect a position in the Position selector, fields from the requisition template will be automatically filled,with the exception of the Organization, Location, Job Field (OLF) when it exists at the position level.

Configuration

Setting


Enable Position Activates the concept ofposition throughout thesystem and allows theauto-filling of requisitionsbased on positioninformation.

No Configuration >[Recruiting] Settings

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.

Foundation Data Positions


3. Click Close.

Users

• User Account Management............................................................................................. 75• User Type Management.................................................................................................. 85• User Group Management................................................................................................ 94• Configuration Profiles.....................................................................................................100

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 system administrators in SmartOrg. When creating a user account,system administrators define the following:

Element Description

Personal Information • Complete name

• Postal address

• E-mail address

• Phone and cellular numbers

• Employee ID (Employee records are also maintained in externalsystems like the company's HRIS. In those systems, the employeeis given a unique ID. The Employee ID field is necessary in order tocreate the employee record in Taleo when being fed over from anexternal system.)

• Title

• etc.

Employee Information Used for Taleo Performance and Dynamic Approval Routing. Onceinformation in this section is provided, both an employee and a candidatefile are created for this user and this operation cannot be reverted.Note that only employees can be users of Taleo Performance. Fields tocomplete are:

• Employee picture

• Employee status

• Employee manager

• Organization, Location, Job Role

• etc.

Account Information • User name

• Password

• External user identifier

• Configuration profile

• etc.

User Types User types assigned to the user account.

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

Coverage Areas Functional domains to which a user has access. For example,development plans and goal plans in Performance, requisitions and search



Element Description

in Recruiting. Functional domains are tied to Organizations, Locations andJob Fields. The configuration is not mandatory.

General Preferences General preferences are assigned to each user account, for example,frequent collaborators and approvers, preferred content language.

Creating a User AccountPrerequisite

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

Steps1. Click Create.2. Specify the language in which you want to create the user account.3. Complete the fields in each section presented by the User Account Wizard.4. Click Next to navigate between sections.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.

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

A user’s general preference settings are defined by system administrators in the User Account featureavailable in SmartOrg. However, most settings can be modified by users in Taleo Recruiting, in the MySetup feature, to fit their personal preferences.

Important Note: (ID 292) It is important at deployment to review the defaults for the DefaultRecruiter and Default Hiring Manager user preference fields within My Setup. By default,if there is no Default Recruiter or Default Hiring Manager specified for a user's preference,when the user creates a requisition he/she will be automatically listed as the "Recruiter" onthe requisition. If a user has his/her name in the Default Hiring Manager field, this will takeprecedence and the user will have his/her name appear in the Hiring Manager field ratherthan the Recruiter field. For proper behavior of managers, it is recommended to specify thisinformation automatically upon integration imports of manager User data.

Note for 7.5 migrations: Integration scripts from 7.5 where users were specified as ManagerWebTop users will work for later version migrations to indicate that these users should have



their name populated into the Default Hiring Manager field. Customers should validate this isworking properly prior to go live and that the integration script has run for all necessary usersto have this data populated 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.

Enable Recruiting Activity Monitoring Indicates whether or not to log the user activity withinthe Recruiting application on the server. This privatesetting can only be modified by Taleo Support.

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.

Integration Profile Type Indicates the integration profile type for the user.The integration profile type defines how to performintegration for the user. This private setting can only bemodified by Taleo Support.

Last Update Last update date.



User Account General Preferences

Element Description

Offer Frequent Approvers Default offer frequent approvers.

Performance Monitor Servlet Login Automatic TestUser Configuration Sequence

Current configuration sequence number. When thisnumber does not match "Performance Monitor ServletLogin Automatic Test Configuration Sequence", thecurrent user's remaining automatic login count is reset.This private setting can only be modified by TaleoSupport.

Performance Monitor Servlet Login Automatic TestUser Remaining Count

Number of remaining automatic tests after login. Whenthis number reaches "0", no more automatic tests willbe automatically executed for this user. This privatesetting can only be modified by Taleo Support.

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 Event Notification Keep the user informed of workflow events by email.

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



User Account StatusA user account is assigned a status.

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.

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.

This feature may be useful for contract or temporary workers who assist on a assignment but whomay leave and later return to an organization. When these workers return, you can reactivate theuser account without having to reset their group association (because they are still tied to their usergroups).


Steps


2. Click Deactivate in Account Information.

3. Click Yes.

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.

You will be able to recover a deleted user account. However, you will need to reassign the user to atleast one user group.


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 Personal Coverage Area to a User Account

Prerequisite

The Manage user accounts permission is required.

Configuration > [SmartOrg] Administration > User Accounts

Steps


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


2. Click Lock in Account Information.

3. Click Yes.

Next Step

Deactivating the user account.

Transferring 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


2. Click Unlock in Account Information.

3. Click Yes.

Generating a Password for a User Account

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.

Work item delegation is useful during the time a user is on vacation or on a sick leave. When selectinga user (new owner) to whom work items 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 theuser is a collaborator on a requisition, the alternate user must also be made collaboratoron that requisition in order to perform the same actions as the user. The system does notautomatically allow the delegated to 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. System administrators can alsocreate 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.

• 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.

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• Learning• Reporting and Analytics• 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, system administrators can select the desired section in a drop-down list and quickly see thepermissions grouped in that section.

Example of how permissions are organized in a functional domain

Functional Domain Recruiting

Sub-Domain Requisitions

Section Requisition Types



Example of how permissions are organized in a functional domain

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 displayed in bold when permissions have been granted. Also, the Expand Allbutton allows system administrators to see at a glance all domains, sub-domains and permissionsgranted to a user type.

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

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

If a 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 the Excel file 12A Default User Types and Permissions.

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

Default Recruiting user types are:

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

For a list of default user types and their default permissions, refer to the Excel file entitled 12A DefaultUser Types and Permissions.

Important Note: (ID 275) These default user types are the ones recommended by Taleoas a starting point for system operability and represents traditional usage patterns. It isrecommended to leave untouched the Taleo default user types. Sourcing database zonescome with these default user types. For existing and migrating zones, these user types canbe manually created if desired. Once created, it is recommended to duplicate an existing usertype that has been validated in the zone already to work properly.



Manager User Types and Related PermissionsSeveral features can be accessed by managers.

Important Note: (ID 285) Several features that managers could not access in version 7.5 cannow be accessed in Taleo 10. In version 7.5, your organization may have granted permissionsto some of these features but the product definition was preventing access to them. For thisreason, it is important to verify the Manager user types in Taleo 10 to ensure that they are setas desired.

The table presents user type permissions that are recommended for re-validation for all Manager usertypes. 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 this version to align with the 7.5 product constraintsspecific to managers.

• They represent new permissions added to allow this version to align with settings that may havebeen configured in version 7.5 specifically for managers.

FunctionalDomain

Sub-Domain Permission

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 another approver

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

Recruiting Requisition Create templates

Recruiting Requisition Decide for other approvers when creating an approval path

Recruiting Requisition Manually fill (close) a requisition

Recruiting Requisition Put a requisition on hold

Recruiting Requisition Recover deleted templates



FunctionalDomain


Recruiting Requisition Remove approver, change decision of approver, or change approvedrequisition recipient when amending an approval path created by anotheruser

Recruiting Requisition Remove approver, change decision of approver, or change approvedrequisition recipient when amending an approval path created 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 in historysummary

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 definedvia MWT setting in Taleo 7.5, ensure this permission is set as desired foryour user types in Taleo 10.

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

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

Recruiting Prescreening View and manage the daily recruiting report

Recruiting Sourcing Extend posting and unpost



FunctionalDomain


Recruiting Sourcing Invite matching candidates to apply

Recruiting Sourcing Post requisitions

Recruiting Sourcing Post to staffing agents/agencies

Recruiting Sourcing Prevent and allow posting

Recruiting Sourcing Request Internet mining by specialized agencies

Recruiting Sourcing Request sourcing strategy by specialized agencies

Recruiting Sourcing Submit ads to non-electronic media

Recruiting Offer All offer and offer approval permissions - this entire module was notavailable to managers in 7.5. Ensure these permissions are set as desiredfor 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

Recruiting Search Allow users to select the attribute Required, Desired or Excluded

Recruiting Search Allow users to view candidates that are being considered in other activerequisitions

Recruiting Search Customize advanced search queries

Recruiting Search Edit, move or delete search queries created by other users and saved inshared 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. Enter a code and a name.

3. Enter 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. Select Active from the Status list so it can be added to user accounts and groups, otherwiseselect Inactive.

5. Click Save.

6. Click beside the functional domain you want to configure and click Edit to display the user typepermissions.

7. Select the required view and manage permissions and click Save.

Changing a User Type Status

Prerequisite



Steps

1. Click on a user type.

2. Click Edit next to Properties.

3. Select either Active or Inactive from the Status list.

4. Click Save.

Result

If changed to Active, the user type can now be associated with a user account or group andthe status Active appears in the User Types list. If changed to Inactive, the user type cannotbe associated to any new user accounts or groups, but will remain valid for those it is alreadyassociated with.

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

Prerequisite



Steps

1. Locate the user type you want to duplicate.

2. From the Actions column, click Duplicate for the user type.

3. Change the code, name and description as required.

When you have more than one language, after entering the name for the initial language, clickRefresh and select the next language from the list and click Refresh again. Enter the requiredvalue for that language and then choose the next language, click Refresh and repeat theprocess.

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 User Type Properties

Prerequisite



Steps

1. Click a user type.


3. Make the required changes to the code, name and description.

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

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 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 system administrators 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.

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 coreproducts, 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.

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

1. Click on a user group.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 you

also 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


2. Click Show next to Coverage Areas.

3. Click on a coverage area.

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

Result

The Organization, Location or Job Field element you removed is not longer displayed in 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


2. Click Show next to Coverage Areas.

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.

Users Configuration Profiles


Configuration Profiles

Configuration ProfileA configuration profile is a set of settings which control how the application behaves for a specific set ofusers 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) and user groups (whichfurther define access to elements and functions based on Organizations-Locations-Job Fields), usershave a configuration profile associated with their user account.

USER ACCOUNT

USER TYPE USER GROUP CONFIGURATION PROFILE

Determines permissionsand product access

through functional domains.

Further defines access toelements and functions based on

Organizations-Locations-Job Fields.

Determines what users willsee (home page, center stage,

core navigation bar, etc.

Configuration profiles are created in SmartOrg. Once created, a configuration profile is assigned toRecruiting Center users via their user account. Therefore, depending on the user signing into theapplication, elements displayed to the user will vary depending on the configuration profile associatedto the user.

Three default configuration profiles are provided:

• Recruiter• Hiring Manager• Hourly Manager

System administrators can edit the settings for these default configuration profiles and can also createnew configuration profiles. Changes made to a configuration profile are applied the next time a userlinked to this configuration profile logs in.

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

For a list of the configuration profile settings, see Configuration Profile Settings.

Configuration

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




Name Location

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

Configuration Profile Settings


Setting Description

About Link in Auxiliary Menu Display the about link in the auxiliary menu.

Advanced Search "Save Query" Button Displays the "Save Query" button in the advancedsearch page.

Advanced Search Links Displays the advanced search links.

Advanced Search Toolbar Displays the advanced search toolbar.

Auxiliary Navigation Bar Displays the auxiliary navigation bar.

Candidate File Creation Indicates the files used to create a candidate.

Candidate List Format Candidate list format available for users having thisconfiguration profile.

Center Stage - Separator Line Display a line between the Welcome title and thecontent of the main center stage (this line helps to helpdistinguish the title from the body portion of the page).

Center Stage - Welcome Title Display the Welcome message when users first log inand are presented the Recruiting center stage.

Center Stage Configuration Indicates the center stage configuration.

Center Stage Footer Text Indicates if the center stage footer is displayed.

Communication Channel - Custom Link Contains the link text towards the custom page in thecommunication channel.

Communication Channel - Custom Link Tooltip Contains the tooltip text for the link towards the custompage in the communication channel.

Communication Channel - Custom Link URL Indicates the URL of the custom page in thecommunication channel.

Communication Channel - Custom Text Contains the text to be displayed in the customcommunication channel.




Setting Description

Communication Channel - Custom Title Contains the title to be displayed in the customcommunication channel.

Communication Channel - HTML Custom URL Indicates the URL of the HTML custom page in thecommunication channel.

Communication Channel Mode Indicates the "Communications" channel mode to beused.

Core Navigation Bar Displays the core navigation bar.

Customer Support Section Enable the customer support section.

Customer Support Text Contains the text to be displayed in the customersupport section.

Dashboard Configuration Assign a specific dashboard configuration to aconfiguration profile.

Default "Advanced Search" Field Configuration Displays the selection of fields that are available to theuser when performing an advanced search.

eLearning Section URL Indicates the target URL to the eLearning section.

Recruiting Header Text Displays the Recruiting header text.

Release Notes Display the release note information when accessingthe application, according to the user's profile.

Requisition File Automatic Filling I want to use the "automatic filling" option of therequisition file.

Requisition File Creation Indicates the files used to create a requisition.

Requisition List Format Requisition list format available for users having thisconfiguration profile.

Search Widget Displays the search widget.

Show information for Filter Default Indicates the default value for the context filter, whichcontrols what requisitions are included in the Recruitingrequisition list and center stage channels.

Show information for Filter Visibility Indicates whether the context filter control is displayedon the Recruiting requisition list and homepage.

Training Section URL Indicates the target URL to the training section (TaleoUniversity).

View or Edit Requisition File File used for viewing or editing a requisition.

Web Support Link in Auxiliary Menu Display the web support link in the auxiliary menu.




Setting Description

Welcome Center Content Indicates which customized content and layout will beused in the Welcome Center.

Creating a Configuration Profile

Prerequisite

The Manage configuration profile user type permission is required.

Configuration > [SmartOrg] Administration > [Users] Configuration Profiles

Steps

1. Click Create.

2. Provide a code and a name.

3. Click Save.

4. Click on configuration profile settings and set them as desired.

5. Click Save.

Next Step

Activating a configuration profile.

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.

Associating a Configuration Profile to a User Account

Prerequisite

Configuration > [SmartOrg] Administration > [Users] User Accounts

Steps





3. Select a configuration profile.

4. Click Save.

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.

Lists and Filters

• Lists................................................................................................................................ 106• Filters..............................................................................................................................124

Lists and Filters Lists


Lists

List FormatList formats are available for candidates lists and requisitions lists. They allow the display of candidatefile or requisition file information in different columns.

The system provides a selection of default candidate and requisition lists that are ready to use.However, system administrators can create new list formats to better suit their organization needs.Recruiting Center users can select (among the list formats created by their system administrator) thelist format they wish to use to display files in a list. They can also create up to three list formats andselect columns to display specific information (if permissions were granted). Columns available tochoose from have been previously defined by system administrators.

In this illustration, the Education list format was selected to display candidates.

List Format ContextList formats are organized by context, that is pages in the system where a list of candidates orrequisitions would be presented to Recruiting Center users.

List format contexts are provided by the system. System administrators cannot create new ones. Acontext can contain several list formats. The number of list formats that can be created for a context isdefined by Taleo.

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



Configuring List FormatsThe configuration of list formats consists of the following steps.

1. Activating fields for selection in list formats. The columns in a list format are made up with fields.2. Selecting a list format variation.3. Creating a list format.4. Displaying advanced filters in a list format.5. Displaying quick filters in a list format.6. Creating custom instructions for a list format context.7. Assigning a list format variation to configuration profiles.

Important Note: (ID 266) Be aware of the following specific field visibility behavior incandidate lists. Fields can be made visible for internal or external candidates (via the candidatesecurity level permissions) and fields can be contextualized to appear only for certainOrganizations-Locations-Job Fields or staffing types circumstances. As a result, the currentbehavior in candidate lists is as follows:

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

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

• When a field was made visible and available (active) to the user but was not used in thecandidate file, data will be displayed if it exists. (This may happen if the field was suppliedon another submission where the field is present).

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

Important Note: (ID 149) If compensation data is hidden from certain user types, it isimportant not to allow these fields to be available in the requisition list view context for theseuser types. If compensation fields are present in a list view, the data will appear to the userregardless of compensation data viewing permissions. It is possible to hide these fields fromselect user populations only by using the list format "variation" concept that is applied to auser's configuration profile.

Activating Fields for Selection in List Formats

Prerequisite

Configuration > [Recruiting] Administration > Fields

Steps

1. Click a field category.2. Click the name of a field.3. Click Edit Field Availability next to Properties.4. Under Show Standard Fields, select Taleo Recruiting.5. Click Save.



Result

The field is available when selecting columns for a list format context.

Selecting a List Format Variation

Variations are used to organize list format contexts.

Three variations are available. Each Recruiting Center user is linked to a variation via theirconfiguration profile.

To select a list format variation

Prerequisite

Configuration > [Recruiting] Administration > List Formats

Steps1. Click the Candidate or Requisition tab.2. In the Show list, select a variation.

Creating a List Format

Prerequisite


Steps1. Click on the Candidate or Requisition tab.2. Select a variation in the Show list.3. Click the name of a context.4. In the Context Details page, under the Formats for this Context tab, click New...5. Provide a name for the list format.6. Translate the name of the list format using the Languages list located on the top right hand side

of the page.7. Optional: Enter comments.8. Optional: You can specify if the list format you are creating will be the default list format for the

context.9. Choose the desired columns by selecting the check box next to each column name.10. Order columns in the list format by selecting a number in the Sequence Number column then

click Reorder.11. Sort files in the list according to a specific criterion. Up to three different sorting criteria can be

specified.a) To select a criterion, click in the Sort By column next to the desired column name.

b) To select a second sorting criterion, click in the Then by column next to the desired

column name.c) To select a third sorting criterion, click in the second Then by column next to the desired

column name.d) To select ascending or descending sorting order, click repeatedly.



12. Optional: You can select the Group records by first sort criterion option if you want to group filesin the list format.

13. Click the Active check box to activate the list format.

14. Click Done.

Result

The list format appears in the Context Details page, under the Formats for this Context tab.

Next Step

If you created a candidate list format, specify the candidate file identifier content.

Displaying Advanced Filters in a List Format

Prerequisite


Steps

1. Click on the Candidate or Requisition tab.

2. Select a variation in the Show list.

3. Click the name of a context.

4. Select Show Advanced Filters.

5. Click Done.

Result

The Advanced Filters button is displayed in the Recruiting Center for the selected candidate orrequisition list format context. Note that criteria available in advanced filters are pre-defined by thesystem based on the columns selected for the list format context. You cannot modify them. Fordetails, see Advanced Filters.

Displaying Quick Filters in a List Format

System administrators have the ability to configure quick filters available in requisitions and candidateslists.

For a list format context, system administrators can select quick filters amongst a predefined list offilters. See Candidate Quick Filters and Requisition Quick Filters.

System administrators 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.• If a quick filter is not displayed to users, this means that the users will only see candidates

or requisitions according to this default value. As a result, the total number of candidates orrequisitions can be different 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.



To display quick filters

Prerequisite


Steps

1. Click the Candidate or Requisition tab.2. Select a variation in the Show list.3. Click the name of a context.4. In the Context Details page, click the Quick Filters tab.5. Select filtering criteria by selecting the Displayed check box next to each criterion.6. Optional: You can select a default criterion by selecting the Default Value check box next to the

criterion.7. Order filtering criteria by selecting a number in the Sequence Number column.

For candidate list filters, the configuration option appears repeatedly for every single list format,however, similar requisition formats such as requisition specific candidate list formats will sharethe same configuration. Changing it in one location, will change it in all others as well.

8. Click Apply.9. Click Done.

Result

Quick filters are displayed in the Recruiting Center for the selected requisition or candidate listformat context.

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.


Steps

1. Click on the Candidate or Requisition tab.2. Select a variation in the Show list.3. Click the name of a context.4. Enter text in the Step Information field. This can help clarify, for example, the list format options

to Recruiting Center users or explain that other contexts are available for different recruitingcircumstances.

5. A maximum of 1000 text based characters is supported. HTML, rich text format (RTF) andhyperlinks are not supported.

6. Click Done.

Result

The text appears in a callout located to the left of the List Format Configuration icon which is

available in the top right hand corner of a list. The callout only appears if instructions are provided.The instructions appear for all lists in the context.



Assigning a List Format Variation to Configuration Profiles

Prerequisite


Steps1. Click a configuration profile.2. Click the Candidate List Format setting.3. Click Edit.4. Select a list format variation in the Value drop-down list.5. Click Save.6. Click the Requisition List Format setting.7. Click Edit.8. Select a list format variation in the Value drop-down list.9. Click Save.10. Go back to the SmartOrg Configuration menu.11. Click User Accounts.12. Click a user account.13. Click Edit next to Account Information.14. Select a configuration profile.15. Click Save.

List Format - Other Configuration TasksThe following configuration tasks are available for list formats.

• Adding a column in a list format• Ordering columns in a list format• Selecting a default list format• Setting sort criteria in a list format• Grouping files in a list format• Ordering list formats• Deactivating a list format• Deleting a list format• Adding a column to a context• Removing a column from a context• Specifying the default Candidate File Identifier content

Adding a Column in a List Format

Prerequisite


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



6. Click Done.

Ordering Columns in a List Format

Prerequisite


Steps1. Click on the Candidate or Requisition tab.2. Select a variation in the Show list.3. Click the name of a context.4. In the Formats for this Context tab, click on a list format.5. Select a number in the Sequence Number column.6. Click Reorder.7. Click Done.Result

Columns are placed in the list according to the order specified.

Selecting a Default List Format

Prerequisite

The list format must be Active.


Steps1. Click on the Candidate or Requisition tab.2. Select a variation in the Show list.3. Click the name of a context.4. In the Formats for this Context tab, click on a list format.5. Select the option Default format for this context.6. Click Done.Result

In the Context Details page, under the Formats for this Context tab, a check icon appears in theDefault column, next to the list format. The list format will be applied by default to the list.

Setting Sort Criteria in a List Format

Prerequisite

The list format must be created in order to set sorting criteria.


Steps1. Click on the Candidate or Requisition tab.2. Select a variation in the Show list.3. Click the name of a context.4. In the Formats for this Context tab, click on a list format.5. To select a criterion, click in the Sort By column next to the desired column name.



6. To select a second sorting criterion, click in the Then by column next to the desired column

name.7. To select a third sorting criterion, click in the second Then by column next to the desired

column name.8. To select ascending or descending sorting order, click repeatedly.

9. Click Done.

Grouping Files in a List Format

Prerequisite


Steps1. Click on the Candidate or Requisition tab.2. Select a variation in the Show list.3. Click the name of a context.4. In the Formats for this Context tab, click on a list format.5. Select the option Group records by first sort criterion.6. 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.

Ordering List Formats

Prerequisite


Steps1. Click on the Candidate or Requisition tab.2. Select a variation in the Show list.3. Click the name of a context.4. In the Formats for this Context tab, select a number in the Sequence Number column.5. Click Reorder.6. Click Done.

Result

List formats for the context are displayed in the specified order.

Deactivating a List Format

Prerequisite


Steps1. Click on the Candidate or Requisition tab.



2. Select a variation in the Show list.3. Click the name of a context.4. In the Formats for this Context tab, click on a list format.5. Deselect Active.6. 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.

Deleting a List Format

Prerequisite

A default list format cannot be deleted.


Steps

1. Click on the Candidate or Requisition tab.2. Select a variation in the Show list.3. Click the name of a context.4. In the Formats for this Context tab, select a list format.5. 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.

Adding a Column to a Context

Prerequisite


Steps

1. Click on the Candidate or Requisition tab.2. Select a variation in the Show list.3. Click the name of a context.4. In the Columns in this Context tab, click Add...5. Select a field group.6. Select a field in the Available Fields list.7. Click Add.8. Click Done.

Result

The column appears in the Columns in this Context tab. The column is available to RecruitingCenter users when they customize their list formats.



Removing a Column from a Context

Prerequisite


Steps

1. Click on the Candidate or Requisition tab.2. Select a variation in the Show list.3. Click the name of a context.4. In Columns in this Context tab, select a column.5. 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.

Hiding Advanced Filters

Prerequisite


Steps

1. Click on the Candidate or Requisition tab.2. Select a variation in the Show list.3. Click the name of a context.4. Clear Show Advanced Filters.5. Click Done.

Result

The Advanced Filters button is no longer displayed for the selected candidate or requisition listformat context.

Candidate File Identifier

The candidate file identifier is used to specify which candidate-specific information is presented in theCandidate column of candidates lists.

The 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



The Candidate column is always displayed in candidates lists. System administrators are responsibleof defining which information will appear by default in the column. However, Recruiting Center userscan modify the default set by their system administrator via their personal preferences available underMy Setup.

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 column of candidates lists.

List Format - Permissions and SettingsThe following permissions and settings are used for the list format functionality.

User Type Permissions


Create personal list formats for therequisition list

Allows Recruiting Center users tocreate personalized requisition listformats.

Configuration > [SmartOrg]Administration > [Users] User Types> Recruiting > Requisitions

Create personal list formats for thecandidate list

Allows Recruiting Center users tocreate personalized candidate listformats.

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

Access requisition-specificcandidate lists

Allows Recruiting Center usersto access requisition-specificcandidate lists.


Settings


Item Requiring Attentionicon in CandidateSubmissions

Removes the "ItemRequiring Attention"icon from the candidatefile upon some specificactions performed bya recruiter or a hiring

On Configuration >[Recruiting] Settings



Settings


manager against acandidate, even if thecandidate’s file has notbeen physically viewed.

Maximum Number ofItems in List

Indicates the maximumnumber of itemsdisplayed in the list (tasks,requisitions, templates,submissions, etc). Themaximum number of itemsallowed is 1000. ContactTaleo Support for details.

1000 Configuration >[Recruiting] Settings

Maximum Candidate ListColumns

Sets the number ofcolumns that can be usedin a candidate list format.The default value is 17columns.


Maximum Number ofUDF for Candidate ListColumns

Sets the number ofcolumns of type user-defined field (UDF) thatcan be used in a candidatelist format. The defaultvalue is 12. Contact TaleoSupport for details.


Item Requiring Attentionicon in CandidateSubmissions

Removes the ItemRequiring Attention icon

when an action has

been performed againsta candidate, even if thecandidate’s file has notbeen physically viewed.

No Configuration> [Recruiting]Settings

The table below indicates the actions affected by the activation of the Item Requiring Attention icon inCandidate Submissions 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

Move/Change Status & Step Yes

Bypass Yes

Reject Yes

Has Declined Yes

Hire Yes

Schedule Interview Yes

Update Interview Yes

Cancel Interview Yes




Mark as Yes Yes

Mark as No Yes

Mark as Maybe Yes

Move all to next step Yes

Move to next step Yes

Revert Yes

Reset Selection Process Yes

Candidate File Actions

Match No

Merge No

Share No

Fill Out Form No

Print No

File in folder No

Compare Yes

Add Comment No

Add Grade No

Attach File No

Send Correspondence No

Find Similar Candidate No

Remove candidate No

Delete Submission Yes

Undelete Submission Yes

Create Screening Request No

Open Candidate Submission Yes




Onboarding Actions

Start Onboarding Process Yes

Cancel Onboarding Process Yes

Column Width in ListsThe width of columns in lists can be enlarged or reduced.

The width of icon columns is 26 pixels.

Columns Represented by Icons

Icon Description

Used to draw a user's attention to items that he/she owns and that require viewing.

If the Disqualification Questions functionality is enabled, this icon is displayed in theCandidates lists.

Identifies top candidates (those who meet all required criteria) in the candidate list of arequisition.

Indicates the most advanced progression status of a candidate on other requisitions across allpositions where the candidate is being considered.

Indicates that a candidate is in at least one selection process.

Indicates that a file was attached.

Indicates that the candidate is internal, that he/she already works for your organization.

Indicates that the candidate was referred by a agent or a colleague.

Indicates that the candidate is new in the selection process.

Indicates the number of candidates who applied on a requisition.

Indicates the number of candidates who received a job posting notification.

Indicates that a requisition requires the recruiter/hiring manager’s immediate attention.



Columns Represented by Icons

Icon Description

Prevents users from posting a requisition.

Indicates that the daily recruiting report function has been activated for that requisition.

The width of field columns is set as follows: the label length + the sorting icon length. There is aminimum default width of 50 pixels. Note that if a column has two fields (like Employer/Title or Step/Status), then the width would be increased by 30 pixels.

There are exceptions to the above rule. The following column have a specific hard-coded default width:

Candidate List - Hard-coded Default Width

Column Width

Application LinkedIn ID 70 pixels

Profile LinkedIn ID 70 pixels

Application City 100 pixels

Profile City 100 pixels

Application State, City 100 pixels

Profile State, City 100 pixels

Contest Number, Job Information, Title 170 pixels

Job Information, Title 170 pixels

Application CRI 170 pixels

Profile CRI 170 pixels

Requisition List - Hard-coded Default Width

Column Width

Requisition Active Locales 45 pixels

Requisition Mini Active Locales 45 pixels

Job Active Locales 45 pixels

Requisition Status 100 pixels



Requisition List - Hard-coded Default Width

Column Width

Requisition Status Detail 100 pixels

Requisition Mini Status Detail 100 pixels

Job Status 100 pixels

Requisition Recruiter 100 pixels

Requisition Mini Recruiter 100 pixels

Requisition Recruiter Assistant 100 pixels

Requisition Mini Recruiter Assistant 100 pixels

Job Recruiter 100 pixels

Requisition ID 100 pixels

Requisition Title 170 pixels

Requisition Mini Title 170 pixels

Requisition Job Information Title 170 pixels

Requisition Mini Job Information Title 170 pixels

Requisition Mini Title 2 170 pixels

Requisition Mini Title 3 170 pixels

Job Information Title 170 pixels

Maximum Number of Rows Displayed in a List

Maximum numberof rows returned

Results displayedif the maximumnumber of rows

returned is exceeded

Results are sortedif not all rows

can be displayed

Scrollbar available

Requisitions List 1000 Yes (but, noindication that theresults exceeded thelimit)

Yes. A system sort isapplied using the lastmodification date.The user can thenperform a sort on the1000 requisitions.

Yes



Maximum numberof rows returned

Results displayedif the maximumnumber of rows

returned is exceeded

Results are sortedif not all rows

can be displayed

Scrollbar available

Candidates List 1000 No (but a messageindicates to filter thelist)

No Yes

Job-SpecificCandidate List

1000 No (but a messageindicates to filter thelist)

The user canperform a sort.

Yes

Automatic CandidatePooling List

300 Yes (but, noindication that theresults exceeded thelimit)

No Yes

Advanced SearchResults List


No Yes

Offers List 1000 No (but a messageindicates to filter thelist)

No Yes

Selectors (suchas Organizations,Locations, JobFields, Employers,Institutions, etc.)


Alphabetical sort Yes

Lists and Filters Filters


Filters

Advanced FilterAdvanced filters help Recruiting Center users to filter lists using an expansive set of filtering criteria.

Both requisitions and candidates lists have “advanced” filtering tools at the very bottom of the left panelof the page. Recruiting Center users can select several advanced filter criteria to filter a list. Onceexecuted, the criteria are presented to the user across the top of the screen with an adjacent to thefilter criteria. By clicking , the criteria can be removed and the list will dynamically update accordingto the updated criteria set. User-defined fields can also be available as filtering criteria.

Advanced filters are filtering on an already filtered list, that is whatever advanced filter criteria 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”.

Displaying Advanced Filters in a List Format

Prerequisite


Steps

1. Click on the Candidate or Requisition tab.2. Select a variation in the Show list.3. Click the name of a context.4. Select Show Advanced Filters.5. Click Done.

Result

The Advanced Filters button is displayed in the Recruiting Center for the selected candidate orrequisition list format context. Note that criteria available in advanced filters are pre-defined by thesystem based on the columns selected for the list format context. You cannot modify them. Fordetails, see Advanced Filters.

Quick FilterQuick filters help Recruiting Center 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 Status - Open quick filter is selected,only open requisitions are displayed in the list.

Several quick filters can be applied at a time. Quick filters can be restored to their initial value byclicking .

Some quick filters have an icon to refresh the related list. Also, when entering data in more than

one field and clicking or pressing the Enter key, the refresh action takes into account the data

entered in all the fields.

For a list of available filters, see Candidate List Quick Filters and Requisition List Quick Filters.

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 torefresh with the criteria applied.

Displaying Quick Filters in a List Format

System administrators have the ability to configure quick filters available in requisitions and candidateslists.

For a list format context, system administrators can select quick filters amongst a predefined list offilters. See Candidate Quick Filters and Requisition Quick Filters.

System administrators 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.• If a quick filter is not displayed to users, this means that the users will only see candidates

or requisitions according to this default value. As a result, the total number of candidates orrequisitions can be different 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.



To display quick filters

Prerequisite


Steps

1. Click the Candidate or Requisition tab.


3. Click the name of a context.

4. In the Context Details page, click the Quick Filters tab.

5. Select filtering criteria by selecting the Displayed check box next to each criterion.

6. Optional: You can select a default criterion by selecting the Default Value check box next to thecriterion.

7. Order filtering criteria by selecting a number in the Sequence Number column.

For candidate list filters, the configuration option appears repeatedly for every single list format,however, similar requisition formats such as requisition specific candidate list formats will sharethe same configuration. Changing it in one location, will change it in all others as well.

8. Click Apply.

9. Click Done.

Result

Quick filters are displayed in the Recruiting Center for the selected requisition or candidate listformat context.

Requisition List Quick Filters

Quick Filters Available for Requisition List Formats

Filter Main Requisition List Mini Requisition List

Primary Location

Organization

Job Field

Status

Requisition ID

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 areeither in Draft or Open status.



Candidate List Quick Filters

Quick Filters Available for the Candidate List Formats

Filter All Candidatesby Requisition

All CandidatesBy Folder

All CandidatesBy Offer

RequisitionSpecific

Candidate List

SearchResults -Quick or

Advanced

List ofautomatically

pooledcandidates

Candidates -Internal

Candidates -Referred

Candidates- RequiringAttention

Candidates- In selectionProcess

Candidates- Activeon CurrentRequisition

Candidates- Active onconcurrentrequisition

Candidates- Excludedisqualified

Candidates- New inselectionprocess

Submissions- Submissioncompleted

Submissions -Meet requiredcriteria

Submissions -ACE







RequisitionSpecific

Candidate List


Advanced


pooledcandidates

Submissions -Assets Met

Submissions- Resultsbetween %

Submissions -Creation Date

Submissions-CompletionDate

Submissions- Last ActivityDate

Submissions -Step

Submissions -Status

Submissions -Employer

Submissions -Program

Submissions -Radius

Requisitions -Status

Requisitions -Organization

Requisitions-Primarylocation

Requisitions -Job Field

Requisitions -Requisition ID







RequisitionSpecific

Candidate List


Advanced


pooledcandidates

Folder Name

Offer Status

Shift

Offer Dates:Creation,Start,Approval,Expiration &Acceptance

Candidates quick filters are considered a single select on different fields and act as an AND betweenthe filters. For example, when selecting the Internal and Referred candidate filters, the user will onlysee the candidates that are Internal and Referred.

The Candidates - Active on Current Requisition filter will display any candidates in an active step/status(excluding any that are in a rejection, decline, or in hire step/status). The Candidates - In selectionProcess filter will display any candidates in an active step/status (excluding any that are in a rejection,decline, or in a hire step/status) and not flagged as disqualified based on disqualification questions.

Show FilterThe Show filter allows Recruiting Center users to filter information displayed in a list using ownership,collaboration or status 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:

• 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.

Displaying the Show Filter

The following settings are used to configure the Show Filter.

Settings


Show information for FilterVisibility

To set whether theShow filter control isdisplayed on lists and thehomepage.

If you think users will notneed to change the valueof the Show filter, considernot displaying the Showfilter to them.

Everywhere including inthe home page

Configuration >[SmartOrg] Administration> [Users] ConfigurationProfiles

Show information for FilterDefault

To set the default valuefor the Show filter, whichcontrols what requisitionsare included in theRecruiting requisitionlist and center stagechannels.

If you want to ensureusers see relevantrequisitions without havingto change the filter each

I own Configuration >[SmartOrg] Administration> [Users] ConfigurationProfiles



Settings


time, do not display theShow filter.

Fields and Selection Lists

• Fields..............................................................................................................................133• Requisition Template Fields.......................................................................................... 146• Selection Lists................................................................................................................147• Field Layout................................................................................................................... 153

Fields and Selection Lists Fields


Fields

FieldA field is used to collect and display information.

Fields are divided into four categories based on where they are used in the Recruiting Center:

• Candidate• Department• Offer• Requisition

There are two types of fields within the system:

• Standard fields provided by Taleo.• User-defined fields (or custom fields) created by system administrators to collect information

specific to their organization.

Various properties can be applied to both standard fields and user defined fields:

• Availability: Where the field is used, that is Recruiting Center, career sections, the candidate searchfeature, the History tab, reports (for user-defined fields).

• Content required: The content of a field may be required to save, approve (requisition fields only),or source (requisition fields only). If this is the case, users must enter information in the field in orderto proceed. If content is not required, users do not have to enter any information in the field.

• Security level: General, Restricted, or Confidential.• Organizations, Locations and Job Fields contextualization:To make fields relevant according to a

context.• Staffing type exceptions: An exception regarding the staffing type, that is Professional, Hourly,

Campus, Contingent, Executives.

Field Availability Options Vary by Field Category

Candidate Requisition Offer Department

Taleo Recruiting

Career Section

Candidate Search

History

Custom ReportUniverse



There are limitations to the number of user-defined fields (UDF) that can be created. Up to 300 UDFcan be created for each category of field, that is 50 for requisitions, 50 for departments, 50 for offers,and 150 for candidates (50 for personal information, 50 for work experience and 50 for education).

Configuring FieldsThe configuration of fields consists of the following steps.

1. Using standard fields and modifying their properties, or creating a user-defined field.2. Defining the availability of a field.3. Associating a field to an Organization, Location, Job Field.4. Creating a staffing type exception for a field.5. Setting the security level for requisitions, candidates, and offers.

Creating a User-Defined Field

User-defined fields (UDF) can be created to collect information according to specific organizationrequirements.

The following types of user-defined fields can be created:

• Text and multilingual text• Number• Date• Selection

Creating a User-Defined Field of Type "Text" or "Multilingual Text"

Prerequisite


Steps

1. Click on a field category.

2. Click Create User-defined Field.

3. In the Type list, select Text or Multilingual Text.

4. Enter a name for the field.

The name is used internally. It must be unique and without any spaces. Spaces can result inproblems for integration with other HRIS applications. Underscores can be used.

5. Enter help text if you are creating a Candidate field.

The help text will be displayed in the career section directly below the user-defined field,providing candidates with an explanation of the field. If using multiple languages, you will haveto enter a translation of the help text for those languages. If translations are not provided, thesystem copies the help text into the other languages and adds the wording “not translated” at theend.

The help text can contain up to 1000 characters (spaces count as characters). It isrecommended, however, that help text be kept as short as possible to improve readability andto ensure that the text does not compete against more important information for the user’sattention.

6. Enter a label.



This is the name that will be displayed to candidates in the career section, and to recruiters andhiring managers in the Recruiting Center.

7. Enter a short label.

This label name is used in lists. Short Label is not available for Department, Requisition, andOffer user-defined fields.

8. Enter information in the Attributes section.

a) In the Max. Num. Chars. field, enter a number to set the maximum number of characters inthis field.

b) In the Width field, enter a number to set the width of the field in terms of characters. Forexample, a value of 20 means that the field will be 20-character wide.

c) In the Num. of lines field, enter a total number of lines for this field.d) In the Default field, enter the default text that will appear in the Text field when it is displayed.

The text must respect the format settings listed previously.

9. Translate the field into all available languages. Languages are available at the upper right of thepage.

10. Click Save.

Creating a User-Defined Field of Type "Number"

Prerequisite


Steps



3. In the Type list, select Number.



5. Enter a label.



This label name is used in lists. Short Label is not available for Department, Requisition andOffer user-defined fields.


a) In the Specific Number Type field, select a number type: Not Specified, Number, Amount.

In you selected Not Specified, enter in the Num. of Decimals field a number to set themaximum number of decimals in this field (numeric value only). Decimals count as digits.Therefore, the value entered in Num. of Decimals must be lower than the number entered inthe Maximum field.

b) In the Width field, enter a number to set the width of the field in terms of characters. Forexample, a value of 20 means that the field will be 20-character wide.

c) In the Maximum field, enter a number to set the maximum number of digits in this field,including decimals.



d) In the Default field, enter the number that will appear in the Number field by default. Thisnumber must reflect the settings entered previously. The Default value must be equal to, orhigher, or lower than the maximum number of digits.


9. Click Save.

Creating a User-Defined Field of Type "Date"

Prerequisite


Steps



3. In the Type list, select Date.



5. Enter a label.



This label name is used in lists. Short Label is not available for Department, Requisition andOffer user-defined fields.


a) In the First Year in Range field, select the earliest year to be displayed.b) In the Last Year in Range field, select the last year to be displayed.c) In the Display Order field, select the order in which the years will be displayed.d) Select Day Displayed option to display the day.


9. Click Save.

Creating a User-Defined Field of Type "Selection"

Prerequisite


Steps



3. In the Type list, select Selection.





5. Enter a label.This is the name that will be displayed to candidates in the career section, and to recruiters andhiring managers in the Recruiting Center.

6. Enter a short label.This label name is used in lists. Short Label is not available for Department, Requisition andOffer user-defined fields.

7. In the New/Modified Element field, enter a value for the selection then click Apply.The newly created value appears in the Available Elements list.

8. Repeat step 7 for all the values in the selection.9. Activate the values by selecting each value and clicking Add.10. If you want one of the value to be selected by default, select the value in the Active Elements

list, then select the Default option.The word Default appears in parenthesis beside the value.

11. Indicate if you want the selection to be of type single answer or multiple answers.12. Translate the selection into all available languages. Languages are available at the upper right of

the page.13. Click Save.

Defining the Availability of a Field

Prerequisite


Steps

1. Click a field category.2. Click the name of a field.3. Click Edit Field Availability.4. Select where the field will be available: Recruiting Center, career sections, the candidate search

feature, the History tab, and in reports (for user-defined fields).5. Indicate if the content for the field is required to save, approve (requisition fields only), or source

(requisition fields only) or if it is not required.Recruiting Center users will need to enter information in the field in order to proceed. If contentis not required, users do not have to enter information in the field. If a field in a file is mandatoryand the user is not authorized to edit the field because of the security level of the field, an errormessage will be displayed and the user will not be allowed to complete the transaction.Offer fields configured as required only apply in the context of a job offer (Offer Terms). As aresult, offer fields are not required when users are creating other types of offers (that is, currentjob, competitive offer, expectations). Also, users permitted to create/edit supplementary offersare able to enter as much or as little data as they desire, and when creating a job offer they arerequired to complete any required fields prior to saving.

6. Specify the security level of the field, that is General, Restricted, or Confidential.7. Click Save.

Associating a Field to an Organization, Location, and/or Job Field

Prerequisite

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




Steps

1. Click a field category.

2. Click the name of a 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 availablein the Recruiting Center for an Organization-Location-Job Field structure context associated to thesame organizations, locations or job fields. For details, see Field Contextualization.

Creating a Staffing Type Exception for a Field

Prerequisite


Steps



3. Click Add next to Exceptions.

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

5. Click Create.

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

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

8. Click Select.

Result

The selected staffing type appears in the Exceptions section of the field page. The field will nolonger be available when creating a user-defined form for a specific staffing type or Organization-Location-Job Field structure of a staffing type. For details, see Field Staffing Type Exception.

Setting the Security Level for Requisitions, Candidates, and Offers

The security level of a field is associated to the security level for requisitions, candidates and offers, inview mode and in edit mode.

This is done using the following specific security level permissions:

• Security level for requisitions (in view mode)• Security level for requisitions (in edit mode)• Security level for internal candidates (in view mode)• Security level for external candidates (in view mode)• Security level for internal candidates (in edit mode)• Security level for external candidates (in edit mode)• Security level for offers (in view mode)



• Security level for offers (in edit mode)

Setting the Security Level for Requisitions

Prerequisite


Steps


2. In the Recruiting functional domain, click Edit next to Requisitions.

3. Select the permission Security level for requisitions (in edit mode).

4. Set the desired security level.

5. Select the permission Security level for requisitions (in view mode).


7. Click Save.

Setting the Security Level for Candidates

Prerequisite


Steps


2. In the Recruiting functional domain, click Edit next to Candidates.

3. Select the permission Security level for internal candidates (in edit mode).


5. Select the permission Security level for internal candidates (in view mode).


7. Select the permission Security level for external candidates (in edit mode).


9. Select the permission Security level for external candidates (in view mode).


11. Click Save.

Setting the Security Level for Offers

Prerequisite


Steps


2. In the Recruiting functional domain, click Edit next to Offers.

3. Select the permission Security level for offers (in edit mode).




5. Select the permission Security level for offers (in view mode).


7. Click Save.

Field - Other Configuration TasksThe following configuration tasks are available for fields.

• Deleting a field.• Dissociating a field from an Organization, Location, Job Field.• Removing a staffing type exception for a field.

Deleting a Field

Prerequisite

Only user-defined fields can be deleted.

Configuration > [Recruiting] Administration Fields

Steps


2. Click Show Custom Fields.

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

4. Click Done.

Dissociating a Field from an Organization, Location, Job Field

Prerequisite

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


Steps



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 the RecruitingCenter for all Organization-Location-Job Field structures.

Removing a Staffing Type Exception for a Field

Prerequisite


Steps




2. Click the name of a field.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.

Field - Permissions and SettingsThe following permissions and settings can be used to configure fields.

Setting


Enable FieldClassification

Determines if fieldscan be classified byOrganizations, Locations,and Job Fields.


The following permissions are used to associate the security level for requisitions, candidates andoffers, in view mode and in edit mode.


Name Location

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

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

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

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

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

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

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

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



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

When configuring fields, system administrators specify the security level of a field.

Security Level Description

General No security, fields can be viewed and edited. It is the most basic security level; most fieldshave this level by default.

Restricted Medium security, most users can view the fields, but only designated users can edit them. Itis used to restrict specific users from either viewing or editing the information.

Confidential Top secret security, ony designated users can view and edit the fields. This is aconfidentiality level beyond the Restricted security level that can be used to restrict usersfrom viewing and/or editing the information, especially sensitive information. Two fields aremarked as Confidential by default: Social Security Number and Date of Birth.

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 a field is also 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 specific security level permissions:

• Security level for requisitions (in view mode)• Security level for requisitions (in edit mode)• Security level for internal candidates (in view mode)• Security level for external candidates (in view mode)• Security level for internal candidates (in edit mode)• Security level for external candidates (in edit mode)• Security level for offers (in view mode)• Security level for offers (in edit mode)

When defining a user type, system administrators need to decide which security level will be grantedfor these specific permissions. Each user type has one of the above security levels associated to it todefine 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” securitylevel.

• 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 an empty field will be displayed for theinformation the user cannot see. If a field is at a higher security level than the user has access toview for either external OR internal, but not both, then the column will be displayed and the field willbe empty for those candidates that the user is restricted from seeing the content, whether the fieldhas data or not. As well, grouping by this field on the list will not be possible in this scenario.

• Restricted/Confidential fields in the advanced/quick filters of a list:

If a field is at a higher security level than the user has access to view for both external AND internalcandidates, then the column will not be available in the advanced or quick filters. If a field is at ahigher security level than the user has access to view for either external OR internal, but not both,then the column will be available in the advanced or quick filters. If the user filters using this field,then the system will filter as specified for the candidate type that they can view, but will not filterthe 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 orConfidential 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 and social security number are always set to Confidential. It is important to



review the state of these fields and ensure they are set properly according to the client desiredoutcome.

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

For each field, with the exception of fields set as mandatory by the system, system administrators canchoose to define that a field is only available for a specific Organization, Location or Job Field. Thismeans that outside of the defined structure, the field will not be visible.

Example of a requisition field contextualization: Let's say your organization wants the "CitizenshipStatus" field to only appear in US jobs. To do that, the system administrator needs to associate the"Citizenship Status" field to the "United States" location (Configuration > [Recruiting] Administration> [Fields] Requisition > Citizenship Status > Edit Field Availability). When creating a requisition, the"Citizenship Status" field will only be available if the location of the requisition is the United States.

The contextualization of candidate fields in Career Sections will display based on the Organization-Location-Job Field of the requisition for which candidates are applying or based on the Organization-Location-Job Field in the candidate’s record if candidates are in a General Profile flow.

There are two ways for the Organization-Location-Job Field contextualization to get onto the generalprofile of a candidate.

• When the Organization-Location-Job Field block is part of the General Profile flow, then thecandidate must make a selection on Organization-Location-Job Field .

• When a candidate applies on a requisition, the Organization-Location-Job Field for that requisitionis added to the candidate’s General Profile.

Example of a candidate field contextualization: Let’s say your organization wants the "Social SecurityNumber" field to appear for candidates applying to jobs in the US. To do that, the system administratorneeds to associate the "Social Security Number" field to the "United States" location (Configuration> [Recruiting] Administration > [Fields] Candidate > Social Security Number > Edit Field Availability).With this contextualization:

• When a candidate applies for a job, the job must have the United States location in order for theSocial Security Number field to be presented for completion.

• When a candidate creates a general profile, the candidate must have the United States locationspecified in his/her job preferences for the Social Security Number field to be presented forcompletion.

• When a recruiter views/edits (if authorized) a job submission, the Social Security Number field willnot appear unless the job associated with the submission has a United States location.

• When a recruiter views/edits (if authorized) a candidate general profile, the Social Security Numberfield will not appear unless the candidate’s job preferences include a United States location.

The following fields cannot be contextualized or marked with various security level, becausethey are mandatory to support the requisitions or candidates in the system: Creation Date, LastModified Date, Requisition Number.



Field Staffing Type ExceptionA field can be associated to a given Organization-Location-Job Field structure for different staffingtypes.

An exception regarding the staffing type (Professional, Hourly, Campus, Contingent, Executives) canbe created for a field. System administrators can define an Organization-Location-Job Field structurespecifically for staffing types where specific contextualization is required. When doing this, systemadministrators are able to define new properties for the field as well as a new Organization-LocationJob Field structure for the field for that staffing type. For example:

• A customer wants the Shift Availability Grid field to be visible for Hourly job submissions only. 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.

Fields and Selection Lists Requisition Template Fields


Requisition Template Fields

Requisition Template Job Code FieldRequisition templates can be assigned a job code.

Customers not using the Job Code field can deactivate it. When the Job Code field is deactivated:

• The Code column does not appear in lists.• The Job Code field does not appear in files, in view or edit modes. It does not appear in the

Requisition Templates list and cannot be included in the configurable Requisition lists.• The Job Code field is not available in selectors.• The Job Code field does not appear in callouts.

Deactivating the Requisition Template Job Code FieldPrerequisite


Steps

1. Click Requisition Template.

2. Click Job Code.

3. Click Edit Field Availability.

4. Do not check the Taleo Recruiting option.

Note that the Security Level and Content Required options cannot be configured. This is whythey are grayed out. Also, no Organization-Location-Job Field contextualization and no staffingtype exception can be specified.

5. Click Save.

Result

The Job Code field is deactivated and is not displayed in the Recruiting Center.

Fields and Selection Lists Selection Lists


Selection Lists

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 theRecruiting Center and that can be viewed, edited, and created.

The following types of selections are available:

• Small Selection - Standard: A predefined selection provided by the system. The selectionprovides a few elements and is represented by a radio button or a drop-down list. These selectionscan only be modified, that it elements in the selection can be created, added, or removed. Forcertain small standard selections (for example, Advance Notice), system administrators canadd and remove pre-defined elements. For others (like Commission Package, Option Package,Relocation Package and Stock Package), they can create new elements.

• Small Selection - Custom: A small selection created by system administrators to collectinformation for specific organization requirements.

• Large Selection - Standard: Large standard selections such as Employers, Institutions,RSlocations are predefined selections provided by the system. The selection provides a largenumber of elements and is represented by a quick search lookup.

• Large Selection - Custom: Large user-defined selections (LUDS) created by systemadministrators and that can be associated to Organizations, Locations, and Job Fields. Theselection provides a large number of elements and is represented by a quick search lookup.

Selection with a drop-down



Selection with a quick entry

Creating Large User-Defined Selections (LUDS)

The creation of large user-defined selections consists of the following steps:

1. Creating the large user-defined selection.2. Adding elements to the large user-defined selection.3. Creating the user-defined field and adding the selection to it.

Creating a Large User-Defined Selection

Prerequisite

Configuration > [Recruiting] Administration > [Fields] Selection Lists

Steps

1. Click the Large Selections tab, then the Custom tab.

2. Click New...

3. Enter a name and a code.

4. In the Language Requirements section, specify where descriptions are required:

If you select "Require descriptions in WebTop languages", the selection and its elements will beavailable in the Recruiting Center only.

If you select "Require descriptions in WebTop languages and content languages", the selectionand its elements will be available in the Recruiting Center and Career Sections.

Once the large custom selection is created (including activated elements), it is no longerpossible to edit this section.

5. Select Activate effective dating if you want selections to be activated for specific periods of time.

6. Associate the selection to the Organization, Location, or Job Field structure. This will allow thesystem to properly map the selection to the elements within the application.

7. Select Require mapping for every element if you want every element to be mapped to theAssociated Structure Type selected.

8. Translate the selection into all available languages. Languages are available at the upper right ofthe page.

9. Click Done.

Creating Elements to a Large User-Defined Selection

Prerequisite

The large selection must be created first.


Steps




2. Locate the large user-defined selection you just created.

3. Click the link (should display 0) located in the Number of Elements column.

4. In the Selection Element List page, click New...

5. Entre a code and a description.

6. Indicate if the element is always active or inactive.

7. Translate the element into all available languages. Languages are available at the upper right ofthe page.

8. Click Add.

9. Create as many elements as required.

10. Click Close.

Result

The new elements are added to the large user-defined selection.

Creating a User-Defined Field and Adding a Large User-Defined Selection

Prerequisite


Steps



3. In the Type list, select the large user-defined selection you created.



5. Enter a label.




7. Indicate if you want to display the code, description, or both in the Recruiting Center selector.

8. Indicate if you want to display the folder tree and the Start Date and End Date in the RecruitingCenter selector.


10. Click Save.

Deleting Large User-Defined Selections (LUDS)

Prerequisite

The large selection must not be in use.




Steps


2. Select a selection.

3. Click .

4. Confirm the deletion.

Result

The large custom selection is no longer available under Large Selections, Custom.

Removing Elements from Large User-Defined Selections (LUDS)

Prerequisite

An element cannot be removed if it is being used.


Steps


2. Locate the desired selection.

3. Click the number located in the Number of Elements column.

4. In the Selection Element List page, select an element.

5. Click .

Creating Small Custom Selections

The creation of small custom selections consists of the following steps:

1. Creating the small custom selection.2. Creating the user-defined field and adding the selection to it.

Creating a Small Custom Selection

Prerequisite


Steps

1. Click the Small Selections tab, then the Custom tab.

2. Click New...

3. Enter a name for the selection.

The name must be unique. The name of the selection cannot be modified once the selection issaved.

4. In the New/Modified Element field, enter a value for the selection, then click Apply.The newly created value appears in the Available Elements list.

5. Repeat step 4 for all the values in the selection.

6. Activate the values by selecting each value in the Available Elements list and clicking Add. Thevalues appear in the Active Elements section.



7. Order the values using the up and down arrows next to the Active Elements section.

8. Translate the selection into all available languages. Languages are available at the upper right ofthe page.

9. Click Done.

Result

The selection is available under Small Selections, Custom.

Creating a User-Defined Field and Adding a Small Custom Selection

Prerequisite


Steps



3. In the Type list, select the small custom selection you created.



5. Enter a label.




7. Indicate the type of answer available: single answer and multiple choice answer.


9. Click Save.

Deleting a Small Custom Selection

Prerequisite


Steps

1. Click the Small Selections tab and the Custom tab.

2. Click a selection name.

3. In the Selection Editor, click .


5. Click Done.

Result

The small selection is no longer available under Small Selections, Custom.



Removing an Element from a Small Custom/Standard Selection

Prerequisite

An element cannot be removed if it is being used.


Steps

1. Click the Small Selections tab and the Custom or Standard tab.

2. Click a selection name.

3. In the Active Elements list, select an element then click Remove.

4. Click Done.

Result

The element is no longer displayed in the Active Elements list.

Fields and Selection Lists Field Layout


Field Layout

Field LayoutField layout consists in determining the position of standard and custom fields in offer forms, requisitionfiles, and candidate files.

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. Thelayout consists in specifying in which category/section of the offer form the field will be displayed (TopSection, General Terms, Bonuses, Details), which sequential field position it should occupy, and whenit will be displayed (Always Displayed or Hidden by default if empty). Fields for a specific section mustbe sequentially grouped together. If a field is configured to display in any context, it will appear in theoffer form and the system administrator will define the placement of the field. If a field is not configuredto display in a given context, it will be omitted from the offer form and the rest of the fields will slide upin position to accommodate the field's absence.

Offer field layout configuration is available in the Offer Field Layout feature available in the RecruitingAdministration.

Department Field Layout: Only custom department fields can be positioned in a departmentconfiguration page (Recruiting Administration > Department List). The layout consists in specifying theline and position where the field will appear in the department configuration page.

Department field layout configuration is available in the Department Field Layout feature available inthe Recruiting Administration.

Candidate and Requisition Field Layout: To position candidate and requisition fields in a form, 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 the User-defined Form featureavailable in the Recruiting Administration.

Adding a Field to the Offer Form

Prerequisite

Offer fields must first be created. See Creating a User-defined Field.

Configuration > [Recruiting] Administration > [Fields] Offer Field Layout

Steps

1. Click Add...

2. Select a field to include in the form.

3. Click Add.

4. Click Done.

Result

The field appears in the Field Layout - Offer page.



Positioning Fields in the Offer Form

Prerequisite

Both standard and custom offer fields can be positioned in the offer form.

For custom fields to appear in the Field Layout - Offer page, you must first create them. SeeCreating a User-defined Field.


Steps

1. In the Field Layout - Offer page, for each field select a value under Category to specify in whichsection of the form the field will be placed.

2. Select a number under Line to specify on which line in the section the field will be placed.

3. Click Apply.

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 field no longer appears in the Field Layout -Offer page.

Adding a Department Field in the Department Field Layout Page

Prerequisite

Custom department fields must first be created. See Creating a User-defined Field.

Configuration > [Recruiting] Administration > [Fields] Department Field Layout

Steps

1. Click Add...

2. Select a field to include in the form.

3. Click Add.

4. Click Done.

Positioning Department Fields in the Department Configuration Page

Prerequisite

Custom department fields must first be created. See Creating a User-defined Field.




Steps

1. In the Field Layout - Department page, for each field select the line and position to determine theposition of the field.

2. Click Apply.

Removing a Field from the Department Field Layout Page

Prerequisite

Custom department fields must be included in the form.


Steps

1. Select a field.

2. Click Remove.

Forms and Files

• File Configuration...........................................................................................................157• User-defined Files..........................................................................................................167• User-defined Forms....................................................................................................... 177• Candidate File and Requisition File Setup.................................................................... 183

Forms and Files File Configuration


File Configuration

Configuring Requisition FilesRequisition files are created with the combination of multiple forms and predefined blocks groupedwithin sections.

The configuration of a requisition file consists of the following steps:

1. Selecting the fields to include in the requisition file. You can use standard fields provided by Taleoor you can create your own user-defined fields.

2. Selecting the forms to include in the requisition file. You can modify existing forms or create formsfrom scratch.

3. Creating the requisition file.4. Selecting the situation when the requisition file will be used.5. Associating the requisition file to a staffing type.6. Associating the requisition file to configuration profiles.

Configuring Fields

The configuration of fields consists of the following steps.


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, if you want to use the default fields in the form type,select Use the default template.

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 sections.

7. Edit the field properties by selecting a field and scrolling to the Selected Element Propertiessection at the bottom of the form.

8. Click Save.

Result

The form appears in the User-defined Forms list and is available when creating user-defined files.



Creating a Requisition File

Prerequisite

Important Note: (ID 148) When creating a requisition file, the blocks in the Prescreeningsection must be placed in the following order: 1) Disqualification Questions 2) Competencies3) Questions. Not all sections must be deployed, but when used they must be used in thisrelation to one another to ensure users do not encounter errors in the layout of the file.

Configuration > [Recruiting] Administration > User-defined Files

Steps

1. Click Create.2. Select Requisition File in the drop-down list then click Create.3. Provide a code and a name.4. Provide a description to facilitate future references.5. Determine how requisition approval and posting will be handled during the creation process of

the file.

• Without Assistants: This is the default value. There is no special behavior.• With Assistants: When this value is selected, Recruiting Center users will be prompted

through the approval and posting pages upon saving and closing the requisition file providedthe requisition is ready for approving and posting.

6. Click Save. The requisition file you just created is displayed.7. If you want to add information on each of the requisition file tab, click Show next to Tab

Management, then click on the tab name.The name of a tab in a user-defined file can be modified. You must send the new name toTaleo Support who will then activate the text for your zone. Contact Taleo Support for furtherinformation.

8. Create sections in the requisition file.a) Click Edit next to Section Ordering.b) Type the name of the section in the Add a Section field.

The name of the section is viewable by Recruiting Center users when they are in view andedit modes within a file as well as in the file’s Table of Contents.

c) Click Create Section. The new section appears on the right, under File.9. Add blocks to the sections.

a) In the Available Blocks section, select a block.b) Drag and drop the block in the section.

10. Click Save.11. Click Activate.

Selecting the Situation When a Requisition File is Used

Prerequisite

The user-defined file must be created and activated.

Configuration > [Recruiting] Administration > Requisition File Setup



Steps

1. Click Edit.

2. For Requisition 1, select the situation when the requisition file will be used. For example, withoutposting.

3. Repeat the same process for Requisition File 2 and Requisition File 3.

4. Click Save.

Associating a Requisition File to a Staffing Type

Prerequisite


Steps

1. Click Edit.

2. For Requisition File 1, click Add Staffing Type.

3. In the first drop-down list, select a requisition type.

4. In the second drop-down list, select the situation when the requisition file will be used.

5. Click Save.

Associating a Requisition File to a Configuration Profile

Prerequisite


Steps

1. Click a configuration profile.

2. Click the Requisition File Creation setting.

3. Click Edit.

4. Select the desired requisition file.

5. Click Save.

Configuring Requisition TemplatesA requisition template is a requisition file containing information that will likely be reused for a similarjob position. Requisition templates are created with the combination of multiple forms and predefinedblocks grouped within sections.

The configuration of a requisition template consists of the following steps:

1. Selecting the fields to include in the requisition template. You can use standard fields provided byTaleo or you can create your own user-defined fields.

2. Selecting the forms to include in the requisition template. You can modify existing forms or createforms from scratch.

3. Creating the requisition template.4. Selecting the situation when the requisition template will be used.5. Associating the requisition template to a staffing type.



Configuring Fields




Prerequisite


Steps

1. Click Create.







8. Click Save.

Result


Creating a Requisition Template

Prerequisite


Steps

1. Click Create.

2. Select Requisition Template in the drop-down list then click Create.


4. Provide a description to facilitate future references.

5. Click Save. The requisition template you just created is displayed.

6. If you want to add information on each of the requisition template tab, click Show next to TabManagement, then click on the tab name.

The name of a tab in a user-defined file can be modified. You must send the new name toTaleo Support who will then activate the text for your zone. Contact Taleo Support for furtherinformation.



7. Create sections in the requisition template.

a) Click Edit next to Section Ordering.b) Type the name of the section in the Add a Section field.


c) Click Create Section. The new section appears on the right, under File.

8. Add blocks to the sections.


9. Click Save.

10. Click Activate.

Selecting the Situation When a Requisition Template is Used

Prerequisite

The user-defined file must be created and activated.


Steps

1. Click Edit.

2. Under Requisition Template, select the situation when the requisition template will be used.

3. Click Save.

Associating a Requisition Template to a Staffing Type

Prerequisite


Steps

1. Click Edit.

2. Under Requisition Template, click Add Staffing Type.

3. In the first drop-down list, select a requisition template.

4. In the second drop-down list, select the situation when the requisition template will be used.

5. Click Save.

Configuring Candidate FilesCandidate files are created with the combination of multiple forms and predefined blocks groupedwithin sections.

The configuration of a candidate file consists of the following steps:

1. Selecting the fields to include in the candidate file. You can use standard fields provided by Taleo oryou can create your own user-defined fields.

2. Selecting the forms to include in the candidate file. You can modify existing forms or create formsfrom scratch.



3. Creating the candidate file.4. Selecting the situation when the candidate file will be used.5. Associating the candidate file to a staffing type.

Configuring Fields




Prerequisite


Steps

1. Click Create.







8. Click Save.

Result


Creating a Candidate File

Prerequisite


Steps

1. Click Create.

2. Select Candidate File in the drop-down list then click Create.



5. Click Save. The candidate file you just created is displayed.

6. If you want to add information on each of the candidate file tab, click Show next to TabManagement, then click on the tab name.




7. Create sections in the candidate file.






9. Click Save.

10. Click Activate.

Selecting the Situation when a Candidate File is Used

Prerequisite

User-defined files must first be created and activated.

Configuration > [Recruiting] Administration > Candidate File Setup

Steps

1. Click Edit.

2. Under Candidate File, for each situation, select the candidate file that will be used.

3. Click Save.

Associating the Candidate File to a Staffing Type

Prerequisite


Steps

1. Click Edit.

2. Under Candidate File, for each situation, click Add Staffing Type.


4. In the second drop-down list, select the situation when the file will be used.

5. Click Save.

Configuring the Create Candidate FileThe Create Candidate feature is used when a recruiter receives a resume and wants to capture orenter the candidate's information into the system. The Create Candidate action is available in theRecruiting Center home page (center stage) as well as in the candidates list via the More Actionsmenu.

The configuration of the Create Candidate feature consists of the following steps:



1. Selecting the fields to include in the candidate file. You can use standard fields provided by Taleo oryou can create your own user-defined fields.

2. Selecting the forms to include in the candidate file. You can modify existing forms or create formsfrom scratch.

3. Creating the Create Candidate file.4. Selecting the situation when the file will be used.5. Associating the candidate file to a staffing type.6. Associating the requisition file to configuration profiles.

Configuring Fields




Prerequisite


Steps

1. Click Create.







8. Click Save.

Result


Creating the Create Candidate File

Prerequisite


Steps

1. Click Create.

2. Select Create Candidate in the drop-down list then click Create.





5. Specify if you want to send the ACE Candidate Alert email.

6. Specify if you want to send the Capture Resume Acknowledgement email.

7. Click Save. The file you just created is displayed.

8. If you want to add information on each of the file tab, click Show next to Tab Management, thenclick on the tab name.


9. Create sections in the file.






11. Click Save.

12. Click Activate.

Selecting the Situation when the Create Candidate File is Used

Prerequisite


Steps

1. Click Edit.

2. Under Create Candidate, for each situation, click Add Staffing Type.



5. Click Save.

Associating the Create Candidate File to a Staffing Type

Prerequisite


Steps

1. Click Edit.

2. Under Create Candidate, for each situation, click Add Staffing Type.





5. Click Save.

Associating the Create Candidate File to a Configuration Profile

Prerequisite


Steps


2. Click the Candidate File Creation setting.

3. Click Edit.

4. Select the desired files.

5. Click Save.

Forms and Files User-defined Files


User-defined Files

User-defined FileUser-defined files are used to build requisitions, requisition templates, and candidate files.

A user-defined file is a page consisting of sections, each section contains blocks, a block containsforms and a form contains fields.

This image illustrates how it appears to Recruiting Center users. In this requisition file, Logistics is thesection, Identification is the form, and the form is made up of fields.



Four types of user-defined files can be created:

• Requisition File• Requisition Template• Candidate File• Create Candidate

Important Note: (ID 315) When creating a user-defined file and starting with a default, anyfields that are part of the default which are inactive will still appear in the file and will need to bemanually removed during the configuration of the file.

BlockBlocks are inserted in different sections of a user-defined file.

When creating a user-defined file, system administrators can create sections where blocks will beadded. These blocks will appear as sub-sections of the file.

In addition to defining the ordering of sections and associated blocks, system administrators candefine the properties of the blocks. Each user-defined form that has been created is a type of blockthat can be inserted into in a file. System administrators have the option to select which form theywant to use for a specific block. For example, if a system administrator has created three CandidatePersonal Information forms, when adding the Candidate Personal Information block to the file, thesystem administrator will get to choose which of the three Candidate Personal Information forms will beused for that file.

Some block types have special properties that system administrators can configure.

Candidate Blocks Special Properties

Candidate Personal Information Option to force users to provide a valid US social security number.



Candidate Blocks Special Properties

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 Blocks 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, butsystem administrators do have control over the placement of this information in the file.

System-defined Candidate Blocks 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,



System-defined Candidate Blocks Special Properties

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

Shift Availability Grid None

Source Tracking None

Submission Medium None

System-defined Requisition Blocks 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



System-defined Requisition Blocks Special Properties

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.

Duplicating a User-defined FilePrerequisite


Steps

1. Click Duplicate next to the file.2. Provide a code and a name.3. Provide a description to facilitate future references.4. Complete any other fields.5. Click Save.

Editing the Description of a User-defined FilePrerequisite

The user-defined file must have the Inactive or Draft status.

The user-defined file must not be in use.

Configuration > Recruiting] Administration > User-defined Files

Steps

1. Cick a user-defined file.2. Click Edit next to Properties.3. Modify the description.4. Click Save.

Activating a User-defined FilePrerequisite



Steps

1. Click a user-defined file.2. Click Activate.

Result

The user-defined file status is changed to Active. It can now be selected when specifying thesituation when the file will be used (via the Candidate File Setup or Requisition File Setup feature).



Deactivating a User-defined FilePrerequisite

The user-defined file must have the Active status.

The user-defined file must not be in use.


Steps

1. Click a user-defined file.


Result

The user-defined file status is changed to Draft. You can now modify the user-defined file or make itunavailable when building requisition or candidate files.

Deleting a User-defined FilePrerequisite



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.

Adding a Section in a User-defined FilePrerequisite



Steps


2. Click Edit next to Section Ordering.

3. Type the name of the section in the Add a Section field.

The name of the section is viewable by Recruiting Center users when they are in view and editmodes within a file as well as in the file’s Table of Contents.

4. Click Create Section.

Result

A new section appears on the right, under File.



Next Step

Adding blocks to the user-defined file.

Deleting a Section in a User-defined FilePrerequisite



Steps



3. Click Delete next to a section.

4. Click Save.

Result

The section and its blocks are no longer displayed in the file.

Adding a Block in a User-defined FilePrerequisite


At least one section must be created in the user-defined file.


Steps



3. In the Available Blocks section, select a block.

4. Drag and drop the block in the section.

5. Click Save.

Removing a Block from a User-defined FilePrerequisite


The block must not be mandatory.


Steps



3. Select a block included in a section located on the right hand side.

4. Drag and drop the block to the Available Blocks list.



5. Click Save.

Modifying the Title of a SectionPrerequisite



Steps


2. Under Sections Ordering, click on a section.


4. Modify the value in the Title field.

The Title field supports 75 text based characters.

5. Click Save.

Result

The title of a section is viewable by Recruiting Center users when they are in view and edit modeswithin a file as well as in the file’s Table of Contents.

Modifying the Title of a BlockPrerequisite




Steps


2. Under Sections Ordering, click on a block.


4. Modify the value in the Title field.


5. Click Save.

Result

The title of a block is viewable by Recruiting Center users when they are in view and edit modeswithin a file as well as in the file’s Table of Contents.

Modifying the Name of a Tab in a User-defined FileThe 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.



Adding Custom Instructions to a BlockPrerequisite

Configuration > [Recruiting] Administration > User-Defined Files

Steps


2. Click on a block.


4. In the Description field, enter custom instructions.

The Description field supports 4000 text based characters.

5. Format instructions if desired.

6. Click Save.

Result

The specific instructions appear underneath the block title of a file to assist Recruiting Center usersin understanding what they need to do in a specific block of a file.

Adding Custom Instructions to a SectionPrerequisite


Steps


2. In the Section Ordering section, click on a section title (displayed in bold).





6. Click Save.

Result

Instructions are only viewable by Recruiting Center users when they are in edit mode within a file.The instructions appear underneath the section title to assist users in understanding what they needto do in a specific section of a file.

Adding Custom Instructions to a TabPrerequisite


Steps




2. In the Tab Label Management section, click Show.

3. Click on a tab.





7. Click Save.

Result

Instructions are only viewable by Recruiting Center users when they are in edit mode within a file.The instructions appear underneath the tab header to assist users in understanding what they needto do in the History, Referral and Attachments tabs of a file.

Choosing a User-defined Form for a BlockPrerequisite

Not available for all block types.



Steps


2. Under Section Ordering, click on a block.


4. Select a form in the User-defined Form drop-down list.

5. Click Save.

Forms and Files User-defined Forms


User-defined Forms

User-defined FormA user-defined form is a block of information containing standard and/or custom fields and that isadded to a user-defined file.

User-defined forms can be created for these file types:

• requisition files• requisition templates• candidate files

Several types of forms are available for each file type. These types of forms are suggested ways ofpackaging information and each form contains a default template that system administrators can useto start building the form. System administrators can also choose to build the form from scratch andignore the default template. Note that it is possible to create multiple user-defined forms for each typeof form. For example, three different user-defined forms for references could be created and used fordifferent purposes.

Types of User-defined Forms Available for

Requisition Files Requisition Templates Candidate Files

Abstract Additional Information Background Check

Additional Information Budget Basic Profile

Budget Compensation Candidate Personal Information

Compensation Contingent Terms Certifications

Contingent Terms External Description Education

External Description Identification References

Identification Internal Description Work Conditions

Internal Description Other Work Experience

Other Profile eSignature

Profile

Duplicating a User-defined Form

Prerequisite




StepsClick Duplicate next to the form.

Result

The new user-defined form has the same code with the extension (copy).

Previewing a User-defined Form

Prerequisite


StepsClick Preview next to the user-defined form.

Deleting a User-defined Form

Prerequisite

The user-defined file must have the Inactive status.


Steps1. 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


StepsClick Activate next to the user-defined form.

Result

The user-defined form status is changed to Active. The user-defined form can be used whencreating user-defined files.

Deactivating a User-defined Form

Prerequisite

The user-defined form status must be Active.

The user-defined form must not be in use.


StepsClick Deactivate next to the user-defined form.



Result

The user-defined form status is changed to Draft. The user-defined form is unavailable whencreating user-defined files.

Adding Fields to a User-defined Form

Prerequisite


Steps1. Click 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.

Editing the Properties of a User-defined Form

Prerequisite


Steps1. Click a user-defined form.2. Modify the Name, Code and Description fields.3. Click Save.

Editing the Properties of Fields in a User-defined Form

Prerequisite


Steps1. Click 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.

Adding a Static Hyperlink in a User-defined Form

Prerequisite


Steps1. Click a user-defined form.2. Click a field.3. In the Selected Element Properties section, under Field Type, select URL.



4. In the Selected Element Properties section, under Access Type, select Read-only.

Access must be set to read-only to ensure the user cannot change the value of the URL.

Adding Custom Instructions to a Field

Prerequisite

Configuration > [Recruiting] Administration > User-Defined Forms

Steps1. Click a user-defined form.2. In the Page Content section, click in a field.3. In the Selected Element Properties section at the bottom of the page, enter custom instructions

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

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 Recruiting Center users when they are in edit mode within a file.The instructions appear underneath the field to assist users in understanding what they need to dowith certain fields contained in a file.

User-defined Forms Selected Element Properties

Available 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.

http://www.w3.org/TR/2008/REC-CSS2-20080411/




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• 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.

Forms and Files Candidate File and Requisition File Setup


Candidate File and Requisition File Setup

Candidate File Setup and Requisition File SetupThe Candidate File Setup and Requisition File Setup features allow system administrators to indicatein which situations user-define files will be used and to associate user-defined files to staffing types.

System administrators first define a primary file. Then, if desired, they can set a different file to be usedfor each staffing type. If a staffing type is not specified, the default file will be used.

Candidate File Setup

File Purpose

Candidate File Activated candidate file for viewing and editing general profiles.

Important Note: (ID 182) The same file is used for both editing andviewing purposes.

Activated candidate file for viewing and editing job submissions.

Important Note: (ID 182) The same file is used for both editing andviewing purposes.

Create Candidate Activated file for the quick creation of candidate profiles (default file).

First activated file for creating candidate profiles.

Second activated file for creating candidate profiles.

Third activated file for creating candidate profiles.

Fourth activated file for creating candidate profiles.

First activated file for creating job-specific submissions.

Second activated file for creating job-specific submissions.

Third activated file for creating job-specific submissions.

Fourth activated file for creating job-specific submissions.

Activated file for creating referrer and candidate profiles.

Activated file for capturing referrer profiles and job-specific submissions.

Forms and Files Candidate File and Requisition File Setup


Important Note: (ID 209) At least one Create Candidate flow must be activated for the CreateCandidate feature to work.

Requisition File Setup

File Purpose

Requisition File Requisition File 1.

Requisition File 2.

Requisition File 3.

Requisition Template Activated file for creating requisition templates.

Dissociating a Requisition File from a Staffing TypePrerequisite


Steps

1. Click Edit.

2. Click Remove next to a staffing type.

3. Click Save.

Result

If no other staffing types are associated to the requisition file, the requisition file will be used with alltypes of staffing.

Disassociating a Candidate File from a Staffing TypePrerequisite


Steps

1. Click Edit.

2. Click Remove next to a staffing type.

3. Click Save.

Result

If no other staffing types are associated to the candidate file, the candidate file will be used with alltypes of staffing.

Candidate Selection Workflows

• Candidate Selection Workflow Configuration................................................................ 186• Step................................................................................................................................ 203• Status............................................................................................................................. 209• Action............................................................................................................................. 217• Qualifier.......................................................................................................................... 221• Phase............................................................................................................................. 227

Candidate Selection Workflows 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 system administrators then selected by Recruiting Center users when creatinga requisition. When candidates apply on the requisition, the selected CSW is used to track andmanage candidates from the time they are new to the system to the time that they are hired. Candidatefiles in each step of the CSW can have a status. Specific actions can be performed on these candidatefiles depending on the steps and statuses. A set of user type permissions grant users access to theactions that can be performed in a candidate selection workflow.

CSW can be displayed to users on a priority basis. The system will sort workflows according to thelevel of compatibility and ensure that the most appropriate workflow is displayed when users create arequisition.

A CSW can be contextualized, that is organizations, locations, and job fields can be associated bysystem administrators to the candidate selection workflow. As a result, when creating a requisition,users 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 CSW are supplied with the application which can be used as templates to create customizedworkflows.

A CSW can be associated to a requisition type (professional, hourly, etc.). As a result, when creatinga requisition, users will only see the CSW matching the selected requisition type. If a CSW is notassociated to any requisition type, this means that the CSW will be available for all requisition types.

Configuration


Name Location

Choose a candidate selection workflow Configuration > [SmartOrg] Administration > User Types >Recruiting > Requisitions > General

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

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.

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*

• Pending results -proceed conditionally

• All checks passed -Proceed

• All checks NOT passed-Proceed

Rejected



Example of a Candidate Selection Workflow

• All checks NOT passed - Proceed*• Rejected

Offer • Offer to create• Offer sent out• Negotiating• Offer rejected• Offer accepted*

Offer accepted

Hire Hired

Standard Candidate Selection Workflows

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

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. Enter the above information in all available languages.

4. Select Available to make the workflow available in the Recruiting Center.

5. Select Default Workflow to make this workflow the default workflow in the Recruiting Center.

6. In the Steps Usage tab, add steps to the workflow.

7. In the Display Context tab, associate the workflow to organizations, locations, or job fields.

8. In the Display Context tab, associate the workflow to a requisition type.

9. Click Done.

Result

The candidate selection workflow appears in the Workflows page. The candidate selection workflowcan now be used in requisitions.

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.


Steps1. 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



Steps1. Click on a candidate selection workflow.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.


Steps1. Click on a candidate selection workflow.2. Under the Display Context tab, click Remove next to the organization, location or job field you

want to remove.



3. Click Done.Result

The candidate selection workflow is no longer associated to the Organization-Location-Job 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



Steps1. Click on a candidate selection workflow.2. Under the Display Context tab, select a requisition type in the Available Requisition Types list.3. Click Add4. 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



Steps1. 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.

Activating the Self-assigned Task Action Inside a Step

Prerequisite

The Self Assigned Task action must be available (Candidate Selection Workflow / Actions tab)


Steps1. In the Actions tab, click the Self Assigned Task.2. Select Available.3. Click Done.4. In the Steps tab, click the step where you want to add the action.



5. In the Actions Usage tab, click Add...6. Select the Self Assigned Task action.7. Click Done.8. Click Done.

Result

The action is added to the selected step. When a candidate gets to the step where the Self-assigned Task action was added, Recruiting Center users have the ability to select the Create aself-assigned task option in the Change Step and Status window or Bypass window. If the option isselected, users have to provide a name, due date, description, and comments for the self-assignedtask. The task then becomes available under the Tasks tab.

Bulk Move to the Hire Step/StatusRecruiting Center users can move several candidates 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

This feature is enabled by the following setting. The setting is a global setting that affects all requisitiontypes (professional, executive, hourly, etc.). It cannot be activated for a specific requisition type.

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.



Changing the Step/Status 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

Updating Steps and Statuses for Submissions on DifferentRequisitions

Recruiting Center users can select multiple submissions on different requisitions and update thecorresponding step or status.

Recruiting Center users can select several candidate submissions submitted on different requisitionsand move them to the next step, bypass the current step, or change the step's status provided all thesubmissions are at the same step and all the requisitions use the same Candidate Selection Workflow(CSW).

Whichever action users want to perform (move candidate submissions to the next step, change astep's status, or bypass the current step) on multiple submissions, the users require the correspondinguser type permission. If users do not have a particular permission, the corresponding action isunavailable for selection.



If users select multiple submissions and some of them do not correspond to the user type permissionthat governs the action the users want to perform, a message at the end of the updating processindicates which submissions were not updated. Take the case of a user who had a user type that hadthe Bypass steps: Only if this user is an owner of the requisitions permission. Suppose the userselected multiple candidate submissions on different requisitions and all the submissions were at the1st Interview step. The user then performed the bypass action to advance the submissions directly tothe 3rd Interview step. If the selection included submissions from candidates for whom the user was acollaborator rather than the owner, the system would generate a message listing the submissions thatwere not updated. The submissions of candidates "owned" by the user would be updated to the 3rdInterview step.

If users change the current step of multiple submissions to Hire and some of the requisitions are thenfilled, a message is displayed for each filled requisition.

• If there are active offers associated with a filled requisition, the following message is displayed:Once this operation is completed, all openings available for the requisition {Requisition ID} will havebeen filled. The system will then unpost the requisition. However, you must first rescind all otheroffers extended to be able to close the requisition.

• If there are no active offers associated with a filled requisition, the following message is displayed:Once this operation is completed, all openings available for the requisition {Requisition ID} willhave been filled. If the system is not able to unpost the requisition and change its status to "Filled",the requisition will have to be filled manually and the system will assign a task to {0}. Do you wantto hire the selected candidates? If the user answers "No", the action is canceled; none of thesubmissions selected initially are updated to the Hire step.

While a user is updating the step or status of a selection of submissions on different submissions,the "Send correspondence" check box is available for selection if the individual has a user type thathas the following permission and value: Send correspondence (while changing the status of acandidate in a workflow) - Without restriction. If the value is instead Only if this user is an owner ofthe requisitions or a collaborator, the check box is displayed only if the individual is the owner of or acollaborator for all of the submissions selected.

While a user is updating the step or status of a selection of submissions on different submissions,the workflow Event Date calendar is available for selection provided that all the submissions selectedsatisfy the Set candidate selection workflow event dates permission for the user type assigned tothe user. For example, if the setting value is Only if this user is an owner of the requisitions or acollaborator, the user must be the owner of or a collaborator for all of the submissions or Event Datecalendar will not be displayed.Configuration

The following permissions are listed because they have an effect not only when a user wants to updatea step or status for a single submission but also when multiple submissions are selected for updatingas a batch.


Name Location

Change submission status Configuration > [SmartOrg] Administration > [Users]User Types > [Functional Domains] Recruiting >[Candidates] Edit

Move submissions to next step Configuration > [SmartOrg] Administration > [Users]User Types > [Functional Domains] Recruiting >[Candidates] Edit




Name Location

Bypass steps Configuration > [SmartOrg] Administration > [Users]User Types > [Functional Domains] Recruiting >[Candidates] Edit

Send correspondence (while changing the status of acandidate in a workflow)

Configuration > [SmartOrg] Administration > [Users]User Types > [Functional Domains] Recruiting >[Candidates] Edit

Set candidate selection workflow event dates Configuration > [SmartOrg] Administration > [Users]User Types > [Functional Domains] Recruiting >[Candidates] Edit

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, represented by thisicon , must be added to the candidate list format. Icons are then used to indicate the furthest

active progression status of a candidate across all positions where he/she is being considered. Whenclicking a progression status icon, a tooltip indicates the active status and a date. For example: "Mostadvanced progression status: New (as of 2011-Oct-17)”.

Progression Status Icon Description

New

Reviewed

, , First, second, and third interview

Testing

Offer

Hired

Pipeline

Contact



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 is

the 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 applications

of 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 Progression 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

MinimumWorkflowSequence




Setting


• Rejected

• Testing

• Offer

• Hired

• MinimumWorkflowSequence

• 1st Interview

• 2nd Interview

• 3rd Interview

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 Recruiting Center users from advancing a candidate in the candidate selectionworkflow if the candidate is already in an advanced stage of selection (offer or hire step) for anotherposition.

The system can be configured such that if the workflow for one active submission is advanced beyondthe selected threshold reference workflow step, users are prevented from advancing the workflow ofother submissions for this candidate. When a user attempts such an action, he/she will instead receivea 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 or 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. System administrators must select thereference workflow step that once reached will invoke blocking the progression on other submissions.If no step is selected, the function is not activated.

Setting


Threshold CSW Step -Prevent Advancing

Indicates the CSWreference model stepbeyond which candidatesare locked to thesubmission and cannotbe advanced on othersubmissions.

Configuration >[Recruiting] Settings



System administrators can grant the following user type permission to bypass this blocking and allowassociated 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 > [Users]User Types > 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

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 Workflows 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 Recruiting 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 practiceis to only add 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"


CSW user type permissions are grouped underthe Candidates - Candidate Selection Workflowfunctional domain.


Creating a StepPrerequisite

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 TaleoRecruiting), 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, EEOstatus 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.

The Rejected and Declined statuses are present by default; they can be removed if desired.

6. In the Actions Usage tab, select actions for the step.

7. Click Done.

Result

The step appears in the Steps page and can be used in a candidate selection workflow.

Deleting a StepPrerequisite

The step must not be used in a candidate selection workflow.




Steps1. 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 StepPrerequisite

The step must be created.


Steps1. 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 StepPrerequisite

The step must not be used by a candidate selection workflow.


Steps1. 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 StepPrerequisite

The step should be similar to the one being created.




Steps

1. Click on a step.

2. Click Duplicate.

3. Enter a new code.

4. Make other necessary changes.

5. Click Done.

Result

The step created from an existing one appears in the Steps page.

Next Step

Adding the status to a step.

Selecting the Default Status of a StepPrerequisite

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 WorkflowPrerequisite

The step must be activated in order to add it to the candidate selection workflow.

There is no limit on the number of steps tha can be used in a candidate selection workflow.


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 and ordering steps in the candidate selection workflow.

Configuring a Step Used in a WorkflowPrerequisite

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. A restricted step cannot beplaced after an unrestricted step.

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 WorkflowPrerequisite

The step must be included in the candidate selection workflow.


Steps


2. Click on the check box next to a step, then click Remove.

Result

The step is no longer included in the candidate selection workflow. A step removed from a 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 WorkflowPrerequisite

Steps must have been added to the candidate selection workflow.


Steps


2. Under the Steps Usage tab, select a new position (number) in the list next to the step name.

3. Click Reorder.

Result

The steps in the candidate selection workflow are ordered as specified.

Creating Custom Instructions for a StepPrerequisite

Only one text can be entered for each step for each language.

Text must be provided for all available languages.

A maximum of 1000 text based characters is supported. HTML, rich text format (RTF) 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 Workflows 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 in the Status Details page. This option is used with the InterviewScheduling feature only. You can activate the Interview Scheduling Behavior option for statuses relatedto the 1st, 2nd and 3rd Interview steps. When a recruiter creates a meeting in Taleo Recruiting, if theInterview Scheduling Behavior option is selected in more than one status, the recruiter will have toselect the appropriate status in the Action Dialog window. The Interview Scheduling permission mustbe 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

CSW user type permissions are grouped underthe Candidate Selection Workflow.


Creating a Status

Prerequisite


Steps

1. Click New...2. Complete the fields.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.2. Select Available.



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.


Steps1. 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.


Steps1. 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.

2. Click on a status.

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 the Corresponding Action for a Status

Prerequisite


Steps


2. Select the "Activate the corresponding action" option.

This option is available for these statuses: Rejected, Declined, Offer, Verbal Offer, Hired.

3. Click Done.

Result

The status will be available as an action in the More Actions list.



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...

5. Complete the fields.

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 Workflows 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.

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 ProcessImportant Note: (ID 222) The rules for the "Reset SelectionProcess" action are not well implemented and for now it isbest to not implement this action. This manual candidatefeature is activated via the permission "Reset the selectionprocess of an existing submission".

Revert Undo the last action in a step.

Send Correspondence Send a correspondence to a candidate.

Start Onboarding Process Start an onboarding process.




Action Description

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.2. Select Available.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

1. Click on an action.2. Clear the Available check box.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

1. Click on an action.

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 Workflows 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 Workflows 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.......................................................................................................... 229• Requisition Search.........................................................................................................256• Search Queries.............................................................................................................. 259• Data Segmentation........................................................................................................ 261

Candidate and Requisition Search Candidate Search


Candidate Search

Candidate Quick SearchThe candidate quick search allows Recruiting Center users to quickly find specific candidates.

The candidate quick search is available at the top right hand corner of the Recruiting Center pages. Itis available to Recruiting Center users if settings were configured and if user type permissions weregranted.

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 (could be a person who referreda friend for a job and who had to register himself/herself as a new user, or a person who registeredhimself/herself while clicking My Account).

The candidate quick search engine searches information in the following fields:

• first name• last name• middle name• email address• candidate identification number (you must use at least three numbers (coupled with wildcards) of

the total identification number, otherwise the search will not work)

Configuring the Candidate Quick Search

The configuration of the candidate quick search consists of the following steps.1. Enabling the Search Widget setting.2. Granting the candidate quick search permission.3. Setting the security level for the First Name, Middle Name, Last Name, and Email Address fields so

that users can see these fields and search on them.4. Creating a list format for search results. You can also use the default list format or modify it.5. Assigning a list format variation to configuration profiles.

Important Note: (ID 174) The candidate quick search allows users to search information inthe following fields: first name, last name, middle name, email address, candidate ID. If you donot want these fields to be visible to certain users, do not give them access to the candidatequick search. Otherwise, they will be able to perform a quick search but no candidates will bereturned.

Enabling the Search Widget Setting

Prerequisite




Steps1. Click a configuration profile.2. Locate the Search Widget setting using the Refine by feature.3. Click the Search Widget setting.4. Click Edit.5. Select the Yes value.6. Click Save.

Granting the Candidate Quick Search Permission

Prerequisite

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

Steps1. Click a user type.2. Click the Recruiting functional domain.3. Click Edit next to Search.4. Select the Access candidate Quick and Specific search permission.5. Click Save.

Setting the Security Level of a Field

Prerequisite


Steps1. Click a field category.2. Click the name of a field.3. Click Edit Field Availability.4. Select the security level of the field: General, Restricted, Confidential.5. Click Save.

Creating a List Format for Quick Search Results

Prerequisite


Steps1. Click on the Candidate tab.2. Select a variation in the Show list.3. Click the Search Results / Quick Search list format context.4. In the Context Details page, under the Formats for this Context tab, click New...5. Provide a name for the list format.6. Translate the name of the list format using the Languages list located on the top right hand side


context.9. Choose the desired columns by selecting the check box next to each column name.



10. Order columns in the list format by selecting a number in the Sequence Number column thenclick Reorder.

11. Sort files in the list according to a specific criterion. Up to three different sorting criteria can bespecified.a) To select a criterion, click in the Sort By column next to the desired column name.





13. Click the Active check box to activate the list format.14. Click Done.Result


Assigning the List Format to a Configuration Profile and User Account

Prerequisite


Steps1. Click on a configuration profile.2. Click on the Requisition List Format or the Candidate List Format setting.3. Click Edit.4. Select a variation.5. Click Save.6. Go back to the SmartOrg Administration menu.7. Click User Accounts.8. Click on a user account.9. Click Edit next to Account Information.10. Select a configuration profile.11. Click Save.

Candidate Quick Search - Permissions and Settings

The following permissions and settings are used to configure the candidate quick search.


Name Location

Access candidate Quick and Specific search Configuration > [SmartOrg] Administration > [Users]User Types > Recruiting > Search



Settings


Search Widget Displays the searchwidget.

Yes Configuration >[SmartOrg] Administration> [Users] ConfigurationProfiles

Quick Search CandidatePool Size

Indicates the maximumnumber of candidatesreturned by a quicksearch. This is a privatesetting that is activated byTaleo Support.


Search Results DefaultLimit

Maximum number ofsearch results. This isa protected setting thatis activated by TaleoSupport.


Candidate Specific 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 the Recruiting Center pages.It is available to Recruiting Center users if settings were configured and if user type permissions weregranted.

If Recruiting Center users have the permission to access candidate identification information, thecandidate search will allow them to search by:

• candidate identification number only (you must use at least two 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 quick 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. See Wild Card in the Advanced Search with Keywords.

Configuring the Candidate Specific Search

The configuration of the specific candidate search consists of the following steps.1. Enabling the Search Widget setting.2. Granting the candidate specific search permission.3. Creating a list format for search results. You can also use the default list format or modify it.4. Assigning a list format variation to configuration profiles.


Prerequisite


Steps

1. Click a configuration profile.2. Locate the Search Widget setting using the Refine by feature.3. Click the Search Widget setting.4. Click Edit.5. Select the Yes value.6. Click Save.

Granting the Candidate Specific Search Permission

Prerequisite


Steps

1. Click a user type.2. Click the Recruiting functional domain.3. Click Edit next to Search.4. Select the Access candidate Quick and Specific search permission.5. Click Save.


Prerequisite


Steps

1. Click on the Candidate tab.2. Select a variation in the Show list.



3. Click the Search Results / Quick Search list format context.4. In the Context Details page, under the Formats for this Context tab, click New...5. Provide a name for the list format.6. Translate the name of the list format using the Languages list located on the top right hand side









13. Click the Active check box to activate the list format.14. Click Done.

Result



Prerequisite


Steps

1. Click a configuration profile.2. Click the Candidate List Format setting.3. Click Edit.4. Select a list format variation in the Value drop-down list.5. Click Save.6. Click the Requisition List Format setting.7. Click Edit.8. Select a list format variation in the Value drop-down list.9. Click Save.10. Go back to the SmartOrg Configuration menu.11. Click User Accounts.12. Click a user account.





15. Click Save.

Candidate Specific Search - Permissions and Settings

The following permissions and settings are used to configure the candidate quick search.


Name Location

Access candidate Quick and Specific search Configuration > [SmartOrg] Administration > [Users]User Types > Recruiting > Search

Access candidate identification and contact information Configuration > [SmartOrg] Administration > [Users]User Types > Recruiting > Candidate

Settings


Search Widget Displays the searchwidget.

Yes Configuration >[SmartOrg] Administration> [Users] ConfigurationProfiles

Quick Search CandidatePool Size

Indicates the maximumnumber of candidatesreturned by a quicksearch. This is a privatesetting that is activated byTaleo Support.


Search Results DefaultLimit

Maximum number ofsearch results. This isa protected setting thatis activated by TaleoSupport.


Candidate Advanced SearchThe Candidate Advanced Search allows Recruiting Center users to search for candidates using anarray of criteria that are different than the ones used in the quick search function.

The Candidate Advanced Search enables users to find and match relevant candidates to their openrequisitions. Users can create search queries using keywords to search across numerous text fields ofthe candidate file and combine them with specific fields such as prescreening questions and skills thattypically produce search that have a higher degree of precision.



The Candidate Advanced Search is available at the top right hand corner of the Recruiting Centerpages. It is available to Recruiting Center users if settings were configured and if user type permissionswere granted.

Configuring the Candidate Advanced Search

The configuration of the candidate advanced search consists of the following steps.

1. Enabling the Advanced Search Links setting.2. Granting the candidate advanced search permission.3. Creating a list format for advanced search results. You can also use the default list format or modify

it.4. Assigning a list format variation to configuration profiles.

Enabling the Advanced Search Links Setting

Prerequisite


Steps

1. Click a configuration profile.2. Locate the Advanced Search Links setting using the Refine by feature.3. Click the Advanced Search Links setting.4. Click Edit.5. Select the Yes value.6. Click Save.

Granting the Candidate Advanced Search Permission

Prerequisite


Steps

1. Click a user type.2. Click the Recruiting functional domain.3. Click Edit next to Search.4. Select the Access advanced search permission.5. Click Save.

Creating a List Format for Advanced Search Results

Prerequisite




Steps1. Click the Candidate tab.2. Select a variation in the Show list.3. Click the Search Results / Advanced Search list format context.4. In the Context Details page, under the Formats for this Context tab, click New...5. Provide a name for the list format.6. Translate the name of the list format using the Languages list located on the top right hand side









13. Click the Active check box to activate the list format.14. Click Done.Result



Prerequisite


Steps1. Click a configuration profile.2. Click the Candidate List Format setting.3. Click Edit.4. Select a list format variation in the Value drop-down list.5. Click Save.6. Click the Requisition List Format setting.7. Click Edit.8. Select a list format variation in the Value drop-down list.9. Click Save.10. Go back to the SmartOrg Configuration menu.11. Click User Accounts.



12. Click a user account.13. Click Edit next to Account Information.14. Select a configuration profile.15. Click Save.

Candidate Advanced Search - Permissions and Settings

The following permissions and settings are used to configure the candidate advanced search.


Name Location

Access advanced search Configuration > [SmartOrg] Administration > [Users]User Types > Recruiting > Search

Other search permissions are available in the Searchfunctional domain.

Configuration > [SmartOrg] Administration > [Users]User Types > Recruiting > Search

Settings


Advanced Search Links Displays the advanced searchlinks.

Yes Configuration > [SmartOrgAdministration] ConfigurationProfiles

Advanced Search Toolbar Displays the advanced searchtoolbar.


Advanced Search "SaveQuery" Button

Displays the "Save Query"button in the advanced searchpage.


Default "Advanced Search"Field Configuration

Displays the selection of fieldsthat are available to the userwhen performing an advancedsearch.

Variation 1 Configuration > [SmartOrgAdministration] ConfigurationProfiles

Activate Segmentation inSearch

Indicates if candidate searchresults are restricted basedon the coverage area of thesearch user's groups andstaffing types.


Display Incomplete Application Display incompletesubmissions in candidatelist and in candidate searchresults. This is a protected

Yes Configuration > [Recruiting]Settings



Settings


setting activated by TaleoSupport.

Display Identification MissingCandidates

Include candidates whoseidentification is missing incandidate list and in candidatesearch results (does not applyto Quick Search).


Candidate Search MaskProcessed

Exclude candidates inselection process on openrequisitions from candidatesearch results in the advancedsearch.


Threshold CSW Step - Hidefrom Search

Indicates the CSW referencemodel step beyond whichcandidates will be excludedfrom search results (unlessuser type has overridingpermission).

New Configuration > [Recruiting]Settings

OFCCP Search TraceActivation

Defines if clients want toarchive search criteria. Part ofOFCCP regulation. This is aprotected setting activated byTaleo Support.

• Disabled: The feature isdisabled.

• Enabled (withoutrequisition identification):The feature is alwaysenabled.

• Mandatory (with requisitionidentification): An errormessage appears ifusers forget to specifya requisition in order toarchive data.

• Optional (with requisitionidentification): Users mayselect the option andspecify a requisition inorder to archive data.

Disabled Configuration > [Recruiting]Settings

OFCCP Search TraceCandidate IDs Activation

Defines if system will archivesearch criteria as well assearch results (candidates




Settings


IDs). Part of OFCCPregulation. This setting can beactivated only if the SearchRegulation Trace Functionalitysetting is activated. This is aprotected setting activated byTaleo Support.

Search Randomize Enabled Randomized search resultsactivated. This is a protectedsetting activated by TaleoSupport.


Search Results Default Limit Maximum number of searchresults. This is a protectedsetting activated by TaleoSupport.

300 Configuration > [Recruiting]Settings

Activate exact match forsearch using structured fields(OLF)

When enabled, the result ofthe candidate search usingrequired criteria for place ofresidence or OLF preferenceswill display only candidateswith exact match at the samelevel or below. No parent orempty value will be returned.

When set to Yes, the resultof the candidate advancedsearch using required criteriafor Place of Residence orOLF preferences will displayonly candidates with exactmatch at the same level. Noparent or empty value will bereturned. It is recommended toenable this setting if importinga lot of candidates withoutpreferences.

Do not enable the setting:

• If you wish to takeinto consideration thecandidates' broadpreferences. If candidatesapply online, they usuallyhave preferences inheritedfrom job submission or setin their profile.




Settings


• Because it excludescandidates that are willingto work on the searchcriteria.

Randomized Search Result

The randomized search result feature allows Recruiting Center users to specify that the informationcontained in the advanced search result list be returned in random order.

The randomized search results feature supports requirements from the Office of Federal ContractCompliance Programs (OFCCP) and is usually activated only for clients located in the United Statedthrough protected settings. Randomized search means that candidates displayed in the advancedsearch result list are picked randomly in the overall list of candidates matching search criteria. Anadvanced 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. Anycandidate matching the search criteria can be returned.

Enabling Randomized Search Result

Prerequisite


Steps

Contact Taleo Support to have the Search Randomize Enabled protected setting enabled.

Search Result Archiving

The search result archiving feature allows Recruiting Center users to select the requisition for whichthey want to archive search criteria and results.

The search result archiving feature supports requirements from the Office of Federal ContractCompliance Programs (OFCCP) and is usually activated only for clients located in the United Statedthrough protected settings. When performing an advanced search, search criteria and/or results arearchived in the database. The information is kept in the database for two years for audit purposes andprevents candidates from hard deletion.

When the feature is activated, all search results, even those done for requisitions outside the US willbe archived.

Enabling Search Results Archiving

Prerequisite




Steps

Contact Taleo Support to have the OFCCP Search Trace Activation and the OFCCP SearchTrace Candidate IDs Activation protected settings enabled.

Why Advanced Search is Filtering Candidates on Your Behalf

Certain elements could have an impact on advanced search results.

Data segmentation: If your organization has activated data segmentation, this might exclude a lotof candidates from your search results. For this reason, it is important to verify if your organizationhas implemented such restrictions and, if this is the case, ask how they affect which candidates youare entitled to view. There are two dimensions to data segmentation: a user type permission wherebythe candidates displayed to a user is determined by the person’s staffing type; and the Organization,Location and Job Field (OLF) associated with groups that the user is a member of. While it might beeasy to manage only a few groups around specific organizations, the effect of segmentation can bedifficult to clearly understand if users are associated with multiple groups incorporating various OLF.Ask your system administrator if he/she has activated the Activate Segmentation in Search setting.

Incomplete submissions: Many candidates never complete their submissions for various reasons.An incomplete general profile will not be retrieved during a search if your organization has configuredthe system that way. Note that in average, 33% of candidates might not have completed a job specificsubmission or a general profile. An interesting alternative to not displaying such candidates is todisplay them and add an Incomplete Submission column.

Remember that the “incomplete submission” flag refers to the online submission process, not tothe completeness of the candidate file overall. If your organization does not display incompletesubmissions, incomplete submissions that might contain a lot of information are obviously notdisplayed. On the other hand, you might have partial submissions, that were captured or imported,and those partial submissions have the “complete” flag, even if only few fields were captured. Thus,incomplete submission refers to online submissions or online profiles that have not passed thesubmission page, regardless of whether all the content has been provided or not. Ask your systemadministrator if he/she has activated the Display Incomplete Application setting.

Identification missing: “Identification missing” candidate files are missing a candidate’s first andlast name and do not have the official “anonymous” flag. Ask your system administrator if he/she hasactivated the Display Identification 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 itssubmissions, 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). 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.

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.

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.

In a Conceptual Search, most of the structured data elements are not part of the candidate file and areleveraged by the Advanced Search engine. Although Conceptual Search might be the preferred searchmethod of some users, the Conceptual Search engine was built to complement the Advanced Search.Advanced Search can retrieve candidate files with more precision, using mandatory criteria used tosource candidates for a specific requisition and can clearly define the required criteria set for a specificjob. But what if you don’t have precise criteria for a search? What if you have candidates withoutstructured data and who have simply a pasted resume or an attached file? Or perhaps you cannotfind any candidates using the Advanced Search and want to know what your database holds withregard to a hard-to-fill job description or candidates used as a basis to find other candidates. These arescenarios for which the Conceptual Search is most suitable.

Once the Conceptual Search module is enabled, the system administrator can control which users willhave access to Conceptual Search by granting them a user type permission.



Even if Conceptual Search was not activated, the conceptual search user type permissionis available in the list of permissions but the permission has no function until the module isactivated by Taleo.

The Conceptual Search is available via the Advanced Search. When selecting the Conceptual option,users must enter significant text in the Keywords field (typically taken from a candidate's resume or ajob description) to search for candidates. The search engine then looks through the following content ofthe candidate file:

Content Searched by the Conceptual Search

Pasted resume from the general profile.

Career objectives from the general profile.

Additional information from the general profile.

Education (Other Institution, Other Program, Education Level (Achieved), and text-based User Defined Fields)from the general profile.

Work Experience (Other Employer, Other Job Function, Achievements, and text-based User Defined Fields)from the general profile.

Text-based answers to questions from the library.

Text-based user-defined field answers.

The last three attachments per candidate provided the attachments use one of the following supported fileformats:

• .doc, .docx (Word)

• .txt (standard text file)

• .rtf (rich text format)

• .pdf (Adobe Portable Document Format)

• .htm or .html (hypertext markup language documents)

• .wpd (Word Perfect)

• .odt (if Oracle 11G is used)

On top of that, users can increase the Conceptual Search with any specific search criteria madeavailable to them. This provides the possibility to mine the database on various concepts to findinteresting candidates, but also restricts the result with more precise criteria, which was not availablebefore.

The conceptual search cannot retrieve disqualified candidates because they are not indexed in thedatabase.

Below are a few tips when using Conceptual Search.

Tip 1: Provide enough text in the Keywords field

If you only need to type a few words, it is usually advisable to perform a Keyword search or RelatedTerms search instead of a Conceptual Search. The Conceptual Search analyzes a text, extractsthe most significant elements and compares them with significant words and relationships between



words extracted from a sample of about 100,000 candidate files from your database. The systemdiscards non-significant words from its reference list in the knowledge base. A word used by only afew candidates or another used by almost all candidates might not have any weight in the ConceptualSearch “brain”. For example, if you searched for the word “consultant” in a consultant database,then the word would occur so many times that it might not even share any concept with other words.The search engine would perform a search using the exact word “consultant” and most or all of thecandidates would have this criterion.

If you performed a Conceptual Search using only a few words, chances are that some of the wordswould be non-significant. You would better off pasting entire paragraphs and let the system determinewhat is important in each one and identify the best candidates based on this information.

Tip 2: Sort results by decreasing relevancy

The Conceptual Search engine tends to retrieve a lot of candidates. What distinguishes them is therelevancy between the candidate file and the Conceptual text box. You will typically want to sort theretrieved candidates from most relevant to least relevant.

Configuring the Conceptual Search

The configuration of the conceptual search consists of the following steps.

1. Contacting Taleo to have the Conceptual Search Activation protected setting enabled.2. Enabling the Advanced Search Links setting.3. Granting the candidate advanced search permission.4. Granting the conceptual search permission.5. Creating a list format for advanced search results. You can also use the default list format or modify

it.6. Assigning a list format variation to configuration profiles.


Prerequisite


Steps


2. Locate the Advanced Search Links setting using the Refine by feature.

3. Click the Advanced Search Links setting.

4. Click Edit.

5. Select the Yes value.

6. Click Save.


Prerequisite


Steps


2. Click the Recruiting functional domain.



3. Click Edit next to Search.

4. Select the Access advanced search permission.

5. Click Save.

Granting the Conceptual Search Permission

Prerequisite


Steps




4. Select the Access conceptual search option of the advanced search permission.

5. Click Save.


Prerequisite


Steps


2. Click the Candidate List Format setting.

3. Click Edit.

4. Select a list format variation in the Value drop-down list.

5. Click Save.

6. Click the Requisition List Format setting.

7. Click Edit.

8. Select a list format variation in the Value drop-down list.

9. Click Save.

10. Go back to the SmartOrg Configuration menu.

11. Click User Accounts.

12. Click a user account.



15. Click Save.

Creating a List Format for Advanced Search Results

Prerequisite


Steps

1. Click the Candidate tab.




3. Click the Search Results / Advanced Search list format context.

4. In the Context Details page, under the Formats for this Context tab, click New...

5. Provide a name for the list format.

6. Translate the name of the list format using the Languages list located on the top right hand sideof the page.

7. Optional: Enter comments.

8. Optional: You can specify if the list format you are creating will be the default list format for thecontext.

9. Choose the desired columns by selecting the check box next to each column name.


11. Sort files in the list according to a specific criterion. Up to three different sorting criteria can bespecified.

a) To select a criterion, click in the Sort By column next to the desired column name.






14. Click Done.

Result


Conceptual Search - Permissions and Settings

The following permissions and settings are used to configure the conceptual search.


Name Location

Access advanced search Configuration > [SmartOrg] Administration > [Users]User Types > Recruiting > Search

Access conceptual search option of the advancedsearch


Other search permissions are available in the Searchfunctional domain.




Settings


Conceptual SearchActivation

Activates the conceptualsearch functionalities.This is a protectedsetting activated by TaleoSupport.


Other settings related tothe Advanced Search areavailable under Recruitingsettings. You can alsorefer to the AdvancedSearch - Permissions andSettings table.


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.

Configuring the General Profile Search

The configuration of the general profile search consists of the following steps.

1. Adding the "Exclude candidates who applied on requisitions" field in the advanced search form.2. Enabling the Advanced Search Links setting.3. Granting the candidate advanced search permission.

Adding the "Exclude candidates who applied on requisitions" Field in the AdvancedSearch Form

Prerequisite

This is a prerequisite for this task.

Configuration > [Recruiting] Administration > Advanced Search Page

Steps

1. In the Field Group, select Basic Profile.

2. In the Available Fields, select Exclude candidates who applied on requisitions.

Click Add.

3. Click Save.




Prerequisite


Steps





5. Click Save.


Prerequisite


Steps




4. Click Edit.


6. Click Save.

Similar Candidate SearchRecruiting Center users have the ability to look for similar candidates based on information of anexisting candidate.

This type of search (often referred to as “more like this” search) can be performed from a candidate listor from within a candidate file by using the icon.

The “find similar candidates” search uses the candidate file, which includes the fields used in theConceptual Search, as the search criteria.

In addition to this information, the system uses default values for the Last Update and all the underlyingsearch parameters applied in the Conceptual Search. The candidate’s location is ignored becausethe system cannot assume you want to search for the current candidate location. You can, however,direct the “find similar candidates” search in your preferences to use your default search location. The2,500 character limitation that applies to the Conceptual Search does not apply to the “find similarcandidates” search. The Last Update value and Place of Residence (location) are user preferencesthat can be defined in My Setup.

Note that performing a “find similar candidates” search using a candidate file that contains noinformation in any of the list of fields used in the Conceptual Search retrieves no candidates and evendisplays a message informing the end user that the selected candidate cannot return any candidate. Acandidate selected as a reference for a Conceptual Search must have significant text information, likean attached resume or a plain text pasted resume.



The “find similar candidates” search can be performed for one candidate file at a time.

The “find similar candidates” is available for all types of job submissions, including hourly candidate jobsubmissions.

Configuring the Similar Candidate Search

When the conceptual search is enabled and configured, the similar candidate search becomesautomatically available to Recruiting Center users.

For details, see Configuring the Conceptual Search.

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.

Adding the "Exclude candidates owned by agencies" Field in the AdvancedSearch Form

Prerequisite

This is a prerequisite for this task.

Configuration > [Recruiting] Administration > Advanced Search Page

Steps

1. In the Field Group, select Basic Profile.2. In the Available Fields, select Exclude candidates owned by agencies.

Click Add.3. Click Save.

Advanced Candidate Search Page LayoutBecause system administrators can customize the Advanced Candidate Search page, the searchpage might have a different layout in different zones and even for different users, based on theirconfiguration profile.

By default, the following search criteria are included in the Advanced Candidate Search page:

• Keywords• External/Internal Candidate• Last Update• Place of Residence• Disqualified Candidate

Users who have the required permission can add other search criteria provided they were madeavailable by the system administrator. This is done using the Customize... button. For a list of fieldsavailable for the Candidate Advanced Search, see Advanced Search Fields.

For many search fields, users 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.

Users may also have the ability to search on precise Organization-Location-Job Field (OLF) elementswithout incorporating candidates with parent preferences or null values in preferences. When thisfeature is enabled, if a user is performing a Candidate Advanced Search using Place of Residence asa Required criteria or Organization-Location-Job Field as a Required criteria, search results will displayonly candidates with an exact match at the same level. No parent or empty value will be returned. Forexample, searching for San Francisco will no longer return candidates within California, United Statesor that have an empty preference value.

Two search options are available on the left side of the Advanced Candidate Search page: “Archivesearch criteria for requisition” and “Random results”. These options support OFCCP requirementsand are usually activated only for clients located in the United States through protected settings. TheArchive search criteria for requisition field, once activated, can be optional or mandatory. Once arequisition is entered in this field, the search query and search results are kept in a log file and theretrieved candidates cannot be hard deleted from the database for the next two years. The Randomresults option generates a different set of candidates who match the required fields every time yourun the same search if the total number of candidates matching your criteria is above the number ofdisplayed candidates, usually set to 300. For details, see Search Results Archiving and RandomizedSearch Results.

When performing a Candidate Advanced Search, the more you add search criteria, the narrower thescope of 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 Candidate Advanced Search with only a few criteria, and to then narrowyour search down by going back to your search query and entering one or more additional searchcriteria. Your search results will then contain fewer candidates. It is simpler and more efficient to startwith a general search and narrow down the results to a manageable candidate pool than to start with atightly defined narrow search and then need to broaden the search in order to obtain a viable candidatepool.

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.



Configuring the Advanced Candidate Search Form

The Candidate Search Page feature allows system administrators to select search criteria that will beavailable to Recruiting Center users when performing an advanced candidate search.

1. Identifying fields as search criteria.2. Customizing the Advanced Candidate Search form.3. Associating the advanced search form to configuration profiles. You can define for each available

configuration profile, the fields that will be available in the Advanced Search page. Therefore,depending on the selections you make for each configuration profile, the fields displayed to userslinked to different configuration profiles will differ.

4. Granting the "Customize advanced search queries permission" to allow users to customize theAdvanced Candidate Search.

Important Note: (ID 280) When configuring the advanced candidate search page, be sureto only include fields in the form that you want users to use. If users have the permission toperform an advanced candidate search, they will have the ability to use any fields that youhave included in the form regardless of viewing permissions for the fields. When search resultsare displayed, if users are not allowed to view internal and/or external candidates, the field willappear in the list if the column is present and the word "Confidential" will appear instead of thedata in situations where users cannot view the data.

Identifying a Field as a Search Criterion

Prerequisite


Steps


2. Click a field.

3. Click Edit Field Availability next to Properties.

4. Select Candidate Search.

5. Click Save.

Result

In the Fields list, Candidate Search appears in the Availability column. The field is available in theCandidate Search Page feature.

Customizing the Advanced Candidate Search Form

Prerequisite

The Candidate Search option in the Properties page of a field must be selected for a field to appearin the Available Fields list.

When customizing the advanced candidate search form, be sure to only include fields in the formthat you want Recruiting Center users to use. If a user has the permission to perform an advancedcandidate search, he/she will have the ability to use any fields that you have included in the formregardless of viewing permissions for the fields. When search results are displayed, if the user isnot allowed to view internal and/or external candidates, the field will appear in the list if the column



is present and the word "Confidential" will appear instead of the data in situations where the usercannot 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 Recruiting Center users whencustomizing the advanced candidate search form provided they have access to the advancedsearch.

Associating a Default Advanced Search Form to Configuration Profiles

Prerequisite


Steps

1. Select a configuration profile.2. Click on the Default "Advanced Search" Field Configuration setting.3. Click Edit.4. Select Variation 1, 2, or 3.5. Click Save.

Result

If you do not not configure a specific selection of fields for a given configuration profile, or if a useris not linked to a configuration profile, then only the default set of fields will be available in theRecruiting Center when customizing a search query.

Granting the "Customize advanced search queries" Permission

Prerequisite

Configuration > [SmartOrg] Administration [Users] User Types

Steps

1. Click a user type.2. Click the Recruiting functional domain.3. Click Edit next to Search.4. Select the Customize advanced search queries permission.5. Click Save.

Candidate Advanced Search FieldsThe table presents fields available in the Advanced Candidate Search page.

To be available to Recruiting Center users, these fields must first be made available by systemadministrators. Then, users who have the required permission can add these fields in the AdvancedCandidate Search page using the Customize... button.



Fields Available in the Advanced Candidate Search Page

All user-defined fields (UDF) marked as “Candidate Search” at the field property level.

Personal information:

• Accepts Job Posting Notifications

• Date of Birth

• Email Address (or User Name)

• Employee Number

• First Name

• Last Name

• Middle Name

• Place of Residence (RSLocation) - Note that using radius search around a zip code should be done when azip code is required from candidates. If it is optional, many candidates might be discarded even if they aregood candidates.

• Prefix

• Referred/Not Referred

• Social Security Number

• Work Phone Number

Basic profile from the profile:

• Advance Notice

• Date of Availability is

• Employee Status

• Job Level

• Job Shift

• Job Type

• Schedule

• Travel

• Preferred Job

• Preferred Location

• Preferred Organization

• Shift Availability Grid

• Willing to work on holidays

• Willing to work on weekends

• Expected Hourly Pay Rate

• Hours per week willing to work

• Hours per week, preferred

Education from the profile:

• Institution

• Other Institution

• Program

• Other Program

• Education level (Achieved)

• Graduation date

• Start Date



Fields Available in the Advanced Candidate Search Page

• GPA (normalized value)

• Graduated

• Any searchable education user-defined field

Experience from the profile:

• Current Job

• Employer

• Other Employer

• Job Function

• Other Function

• Any searchable experience user-defined field

Questionnaires:

• Questions from library (no local questions from requisition)

• Skills

Requisition Number/Title

Sources and mediums from all submissions:

• Application Medium

• Event ID

• Source Name

• Source Type

Certification:

• Certification

• Other Certification

• Location

• Certification ID

• Issuing Organization

• Issue Date is between

• Expiration Date is between

Candidate and Requisition Search Requisition Search


Requisition Search

Requisition Quick SearchThe requisition search allows Recruiting Center users to quickly find specific requisitions.

The requisition quick search tool is available at the top right hand corner of the Recruiting Centerpages. It is available to Recruiting Center users if it has been configured in the user's configurationprofile and if the user type permission has been granted.

The requisition quick search allow Recruiting Center users to enter the title, the number, or a keywordto find the desired requisition. A wild card search may also be used. The search engine only returnsresults appropriate to the user's permissions and group association.

When performing a requisition search using a keyword, the search engine looks through all the contentof the requisition file, that is:

• Requisition number• Requisition title• Requisition title by manager• Requisition internal description• Requisition external description• Job board summary description• Internal qualifications• External qualifications• Abstract• Additional information• Department• Position• Offer UDF• Department UDF

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, a maximum of 300 matching files are displayed.

Configuring the Requisition Quick Search

The configuration of the requisition quick search consists of the following steps.

1. Enabling the Search Widget setting.2. Granting the requisition search permission.3. Creating a list format for search results. You can also use the default list format or modify it.4. Assigning a list format variation to configuration profiles.




Prerequisite


Steps


2. Locate the Search Widget setting using the Refine by feature.

3. Click the Search Widget setting.

4. Click Edit.


6. Click Save.

Granting the Requisition Search Permission

Prerequisite


Steps




4. Select the Access requisition search permission.

5. Click Save.


Prerequisite


Steps

1. Click on the Candidate tab.


3. Click the Search Results / Quick Search list format context.

4. In the Context Details page, under the Formats for this Context tab, click New...

5. Provide a name for the list format.

6. Translate the name of the list format using the Languages list located on the top right hand sideof the page.

7. Optional: Enter comments.

8. Optional: You can specify if the list format you are creating will be the default list format for thecontext.

9. Choose the desired columns by selecting the check box next to each column name.




11. Sort files in the list according to a specific criterion. Up to three different sorting criteria can bespecified.

a) To select a criterion, click in the Sort By column next to the desired column name.


column name.

c) To select a third sorting criterion, click in the second Then by column next to the desired

column name.

d) To select ascending or descending sorting order, click repeatedly.



14. Click Done.

Result


Assigning the List Format to a Configuration Profile and User Account

Prerequisite


Steps


2. Click on the Requisition List Format or the Candidate List Format setting.

3. Click Edit.

4. Select a variation.

5. Click Save.

6. Go back to the SmartOrg Administration menu.

7. Click User Accounts.




11. 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 Recruiting Center users.

A search query is a set of search criteria selected by a Recruiting Center user to perform an advancedcandidate search. Each time an advanced search is performed, a search query can be created. Asearch query can be used as a basis for future searches and can be changed to narrow or broadensearch results when needed.

The search query feature is available at the top right hand corner of the Recruiting Center pages.

Users can save a search query if the feature is activated in the user’s configuration profile and ifthe user type permission has been granted. The fields that can be selected in the Recruiting Centerto customize a search query are set by the system administrator for each configuration profile. If auser is not linked to a configuration profile or is linked to a configuration profile for which the systemadministrator has not selected additional fields, then only the set of default fields are displayed whencustomizing a search query in the Recruiting Center.

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.

Configuring the Search Query Feature

The configuration of the search query feature consists of the following steps.

1. Enabling the Search Query setting.2. Enabling the Advanced Search Links setting.3. Granting the candidate advanced search permission.

Enabling the Search Query Setting

Prerequisite


Steps


2. Locate the Advanced Search “Save Query” button setting using the Refine by feature.

3. Click the Advanced Search “Save Query” button setting.

4. Click Edit.


Candidate and Requisition Search Search Queries


6. Click Save.

Result

The Save Query button is displayed to Recruiting Center users when creating an advanced search.


Prerequisite


Steps




4. Click Edit.


6. Click Save.


Prerequisite


Steps





5. Click Save.

Candidate and Requisition Search Data Segmentation


Data Segmentation

Data SegmentationData segmentation is the ability to limit candidates retrieved in the search results based on predefinedOrganization-Location-Job Field associated with the search domain.

Data segmentation is used to identify which Recruiting Center users are authorized to view candidatesaccording to corporate guidelines or potentially country guidelines for data privacy and sharing. Withthis feature, not all candidates will be visible to all users.

To enable data segmentation, system administrators must do the following:

What to do Where to do it

Enable the Activate Segmentation in Search setting. Configuration > [Recruiting] Settings

Create a user group and define a coverage area (thatis, select the Search functional domain and associatethe group to Organizations, Locations or Job Fields).

Configuration > [SmartOrg] Administration > UserGroups

Add users to the user group. Configuration > [SmartOrg] Administration > UserGroups

Define requisition type access for users (that is, defineaccess to professional, hourly, campus, contingent, andexecutive requisitions).

Configuration > [SmartOrg] Administration > UserTypes > Recruiting > Requisitions > Requisition Types

Example 1:

A system administrator needs to set up a Recruiting team such that they can only search and retrievecandidates who have expressed an interest in working anywhere in Europe, as kept in their locationpreferences. The system administrator will have to do the following:

• Enable the Activate Segmentation in Search setting.• Create the user group "Recruiting – Europe". • Assign at least one coverage area to the user group:

• Domain = Recruiting > Search.• Locations = Austria, Belgium, Bulgaria, Cyprus, Czech Republic, Denmark, Estonia, Finland,

France, Germany, Greece, Hungary, Ireland, Italy, Latvia, Lithuania, Luxembourg, Malta,Netherlands, Poland, Portugal, Romania, Slovakia, Slovenia, Spain, Sweden, United Kingdom(that is, all countries in Europe).

• Add users to the "Recruiting – Europe" user group.• Define requisition type access for users.

Alternatively, system administrators can create personal coverage areas with the search domain at theuser level instead of using a group with such coverage area. As a result, while searching candidatesusing the candidate advanced search, quick search or specific search as well as the view candidatesunder the job posting notification feature, such users will only be able to retrieve candidates having

Candidate and Requisition Search Data Segmentation


selected at least one of the listed European countries. Note that candidates without any preference canbe retrieved.

Example 2:

An organization wants to segment candidate general profiles by user group. The organization haseight different companies sharing one zone. Each company has its own career section and thecompany’s recruiters are setup in a user group contextualized by Organization. The companies do notwant to share candidate general profiles that come in through their own specific career section. Datasegmentation is driven by the employment preferences created automatically while applying on a job orcollected in the general profile application flow. The system administrator will have to do the following:

• If profile only submission is allowed, make sure the Employment Preferences block is included inthe Candidate Profile application flow (Configuration > [Career Section] Administration > ApplicationFlows).

• Enable the Activate Segmentation in Search setting.• Create a user group contextualized by Organization and make sure the Recruiting - Search domain

is associated with such organization.• Add users to the user group.

When the candidate completes the Employment Preferences block on the career section, theOrganization that the candidate selects drives the data segmentation of the candidate general profileby user group. When a recruiter from a user group runs a search on a candidate that has selected anOrganization outside of their user group, a recruiter with one or many search domains will be limitedto candidates who had selected at least one of the search domain organization available. A candidatewho had selected an organization outside of the recruiter group will not be visible if the recruiter'sorganization(s) is not selected.

Candidate and Requisition Matching

• Matching Candidates and Requisitions......................................................................... 264

Candidate and Requisition Matching Matching Candidates and Requisitions


Matching Candidates and Requisitions

There are three contexts where candidates and requisitions can be automatically matched.

Matching candidates when posting a requisition: When posting a requisition to an external careersection, Recruiting Center users can view candidates who were found to match the requisition they areposting. This feature is available via the Preview Matching Candidates button. This matching is basedon matching candidate criteria you have set. When configuring this feature, you have the ability alsoset an option to send an email to candidates who match the selected requisition. Candidates who haveall the Required criteria will receive an email inviting them to apply on the job that is posted. There arealso default filters available for matching candidates. Configuring these filters will help the user narrowdown or widen the list of matching candidates.

Matching candidates while viewing their candidate file: This is known as a reverse search sinceRecruiting Center users start with the candidate file and then work back to matching requisitions. Thiscan be helpful when there are two top candidates for a position and one is hired; users can use areverse search to find another open requisition for the candidate who was not hired. This feature isavailable via the icon. The matching requisitions criteria lets you select criteria that will guide the

system on how to match candidates to requisitions.

In a career section, candidates can access jobs that match their preferences: Candidateswho have completed a job-specific submission or a general profile can access jobs that match thepreferences they have set in their general profile. Jobs that match display on the Personalized Job List.The configuration of the Personalized Job List is done in the Career Section Administration menu. Fordetails, refer to the Career Section Configuration Guide.

Matching Candidates when Posting a RequisitionThe configuration of this feature consists of the following steps.

Additional text if needed (optional)

1. Setting matching candidate criteria.2. Setting matching candidate filters.3. Specifying preview settings.4. Activating the matching candidate email notification.

Setting Matching Candidate Criteria

Prerequisite

Configuration > [Recruiting] Administration > Matching Candidate Criteria

Steps

1. In the Matching Criteria — Job Posting Notification page, select matching criteria and specify ifthey are required or desired.

2. Click Save.



Setting Matching Candidate Filters

Prerequisite

Configuration > [Recruiting] Administration > Matching Candidate Filters

Steps

1. In the Default Filters for Matching Candidates page, select matching candidate filters.

2. Click Save.

Specifying Preview 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

If a requisition’s location corresponds to the country you selected, the Preview Matching Candidatesbutton will be available in the requisition Posting and Sourcing tab. This feature is useful if acompany may not feel comfortable in showing to users a list of matching candidates for job postedin some countries because of regulation reasons (EEO regulations for example).

Activating the Matching Candidate Email Notification

Prerequisite


Steps

1. Locate the Email Job Matching Candidates Default setting.

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.

Matching Candidates while Viewing their Candidate FileThe configuration of this feature consists of the following steps.

Additional text if needed (optional)



1. Setting matching requisition criteria.

Setting Matching Requisition Criteria

Prerequisite

Configuration > [Recruiting] Administration > Matching Requisition Criteria

Steps

1. In the Matching Criteria - Match Candidate page, select matching requisition criteria and specifyif they are required or desired.

2. Click Save.

Matching Candidates and Requisitions - Permissions and SettingsThe following permissions and settings are used for the matching candidates and requisitionfunctionality.



Match candidates to requisitions Allows Recruiting Center users tocreate personalized requisition listformats.

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

Settings


Email Job MatchingCandidates Default

By default, check the"Email this job postingto matching candidates"check box .


Matching Candidate CriteriaCriteria used for matching candidates when posting a requisition.

Recruiting Administration > Matching Candidate Criteria

Preferred Jobs/Job

Preferred Locations/Locations

Preferred Organizations/Organization

Place of residence/Location



Recruiting Administration > Matching Candidate Criteria

Competencies

Questions

Job Level

Job Type

Schedule

Shift

Employee Status

Education Level

Travel

Minimum Annual Salary

Matching candidate criteria are set by system administrators. However, they can be modified byRecruiting Center users to find more relevant requisitions for a particular candidate.

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 willappear at the top of the requisitions list presented to the user. Competencies and questions criteriaare considered as wildcards. If these criteria are not selected as required in the requisition, or if acandidate does not enter answers for these criteria, the answers will still be considered.

Matching Candidate FiltersFilters used to control the number of candidates displayed to users when viewing a list of candidatesmatching a requisition.

Recruiting Administration > Matching Candidate Filters

Invite internal candidates.

Invite candidates living in: all countries, the requisition country, the requisition state/province or the requisitionregion.

Invite only candidates whose information has been modified during the last x month.



Recruiting Administration > Matching Candidate Filters

Do not invite candidates who have an incomplete profile that has not been modified during the last x month.

Do not invite candidates who have at least one application with any of the selected statuses: New, Reviewed,1st, 2nd, 3rd interview, Testing, Offer, Hired, Rejected, Decline, Inactive.

Invite candidates who have applied at least once through any of the following source types or sources:

Matching candidate filters are set by system administrators. However, they can be modified byRecruiting Center users.

Matching Requisition CriteriaCriteria used when matching candidates while viewing their candidate file (reverse search).

Recruiting Administration > Matching Requisition Criteria

Preferred Jobs/Job

Preferred Locations/Locations

Preferred Organizations/Organization

Place of residence/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.

Approvals

• Approvals....................................................................................................................... 271• Dynamic Approval Routing............................................................................................ 282• Dynamic Approval Routing Rule....................................................................................290• Dynamic Approval Routing Sequence...........................................................................299• Functional Roles............................................................................................................ 302• Hierarchical Roles..........................................................................................................306• Assignees.......................................................................................................................310

Approvals Approvals


Approvals

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 addthe approvers as frequent collaborators. This function will only add these users as frequentcollaborators under My Setup > Preferences. It will not add these users as collaborators on therequisition currently open. Also note that users will need to log out and log back in to see thechange applied to their list of frequent collaborators under My Setup > Preferences.

Important Note: (ID 353) As of Feature Pack 11A.4, the “Notify me once this task iscomplete" checkbox has been removed from the Request Approval window for requisitionsand offers because this option did not have any purpose. Notifications about the progress ofapprovals can be configured by system administrators if desired.

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 when

Approvals Approvals


the 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.

• 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.

Configuration

Several user type permissions related to requisition and offer approvals are available in SmartOrg.


Name Location

Permissions related to requisition approval aregrouped under the Recruiting - Requisitions - Approvalfunctional domain.

Configuration > [SmartOrg] Administration > UserTypes > Recruiting > Requisitions > Approval

Permissions related to offer approval are groupedunder the Recruiting - Offers - Approval functionaldomain.

Configuration > [SmartOrg] Administration > UserTypes > Recruiting > Offers > Approval

Permissions related to both offer and requisitionapprovals are listed under the Recruiting - Other -General functional domain.

Configuration > [SmartOrg] Administration > UserTypes > Recruiting > Other > General

The Enable Approval Models setting allows collaborative (parallel) approval in addition to sequentialapproval. It allows forwarding an approval request to another approver if the user has the permission toamend approval paths. For details, contact Taleo Support.

Setting


Enable Approval Models • No

• Yes

No Configuration > [Recruiting] Settings

The Offer Default Approval Model setting is used to define the approval model that will be used bydefault when users are creating an offer approval request.

Approvals Approvals


Setting


Offer Default Approval Model Sequential orparallel

Sequential Configuration > [Recruiting] Settings

The Requisition Default Approval Model setting is used to define the approval model that will be usedby default when users are creating a requisition approval request.

Setting


Requisition Default ApprovalModel

Sequential orparallel

Sequential Configuration > [Recruiting] Settings

The Offer Approval Workflow Activation setting determines whether or not approvals are used onoffers.

Setting


Offer Approval Workflow Activation No, Optional,Mandatory

Optional Configuration > [Recruiting] Settings

The Offer Letter Must be Selected for Approval Request setting allows a request for approval only if anoffer letter has been selected.

Setting


Offer Letter Must be Selected forApproval Request

Yes, No. No Configuration > [Recruiting] Settings

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.

Approvals Approvals


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.

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 messagetemplates that behave as follows:

• Standard Notification of a Requisition Approval Request (E-share): Message sent toapprovers for both the initial request and any reminders, provided that the eShare centerhas been activated.

• Standard Notification of a Requisition Approval Request: Message sent to approvers forboth the initial request and any reminders, in cases where the eShare center has not beenactivated. In this message, the Respond hyperlink does not appear by default (to preventcases where the eShare center is not available). If users are receiving this message forrequisition approval requests, it means that you are trying to use the eShare function but itis not implemented. You should call support and ask to have the eShare Center activated.

The above behavior does not exist for offer approval notifications. For offers, there is onlyone offer approval notification template; it is sent in all cases, regardless of whether or not theeShare center has been activated.

ApproverAn approver is a Recruiting Center 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.• If frequent approvers are not selected under My Setup, the approvers set for the department by the

system 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

To be able to approve requisitions, users must be granted the following permission.


Name Location

Approve requisitions Configuration > [SmartOrg] Administration > User Types >Recruiting > Requisitions

Approvals Approvals


To be able to define a list of frequent approvers, users must be granted access to My Setup.


Name Location

Access the "Preferences" section in 'My Setup'menu

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

eShare User Approval AcknowledgmenteShare users have the ability to receive a confirmation of their requisition or offer approvals.

This feature is automatically available on all Response Center approvals. When users respond to aneShare approval request, there is a check box to trigger the receiving of an approval acknowledgment.If users choose to receive the acknowledgment, upon completing their decision on the request, theusers will receive an e-mail message confirming their 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.

Requirements to Approve RequisitionsThe minimum requirements to approve requisitions are described below.

• 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 AND/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 object

Approvals Approvals


Permission Location

to 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 OffersThe minimum requirements to approve offers are described below.

• 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 AND/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

Allow access to contingent requisitions OR

Allow access to executive requisitions

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

Approvals Approvals


Permission Location

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

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)

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

This permission only applies if the candidate receivingthe offer is internal and the user needs it also grantedat some level, regardless of the context level - like viewoffers and view requisitions.

Approval Request ReminderUsers may have the ability to send a requisition or an offer approval request reminder to currentlyassigned eShare approvers.

Users who have the required permission can click the Send Reminder button on the Approvals tabwithin a candidate file or requisition file when an active approval is pending. Another approval requestnotification is then sent to the active approver only. Approval reminders are sent by email and willtherefore only reach eShare users. Taleo Recruiting users who only access approvals via the Taskschannel will not receive a reminder.

Configuration

To send an approval request reminder, users must be granted these permissions. When thepermission is granted, users can click the Send Reminder button when an active approval is pending.Users without the permission do not see the Send Reminder button.


Name Location

Send an approval request reminder for offers Configuration > [SmartOrg] Administration > UserTypes > Recruiting > Offers

Send an approval request reminder for requisitions Configuration > [SmartOrg] Administration > UserTypes > Recruiting > Requisitions

Approvals Approvals


Rules to Terminate an Approval PathThe rule to terminate a requisition approval path is described below.

• The user has the permission to edit requisitions, AND• The user is the originator of the approval path, OR• The user is the owner of the requisition (that is, manager, manager assistant, recruiter, recruiter

assistant).

Configuration of the Access to Elements Being ApprovedAccess to the object being approved by users must be configured.

For eShare via email:

• The eShare Response Center Product must be activated by Taleo Support.• The Access the Response Center (used primarily by eShare users) permission must be granted in

SmartOrg (Configuration > [SmartOrg] Administration > User Types > Recruiting > Other).• The Enable eShare Email for Response Center Access user’s preference must be enabled in the

Recruiting Center (Recruiting Center > Resources > My Setup > Preferences). Note: The samesetting exists under Configuration > [General Configuration ] Settings. By default, it is set to Nofor 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 Access Taleo Recruiting Center permission must be granted in SmartOrg (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. SeeCenter Stage.

Attachments in ApprovalsAttachments in requisition and offer approvals are outlined in the following table.

Attachment Requisition Approval Offer Approval

Requisition

Offer

Offer Letter

Job-specific, Candidate facing = yes

Approvals Approvals


Attachment Requisition Approval Offer Approval

Job specific, Candidate facing = no

Other, Candidate facing = yes

Other, Candidate facing = no

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 defines 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:

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.

Immediately upon a Recruiting Center user has performed an action that makes true one of the aboveactivated settings:

• The requisition status will return back to Draft.• The requisition will be unposted.• The requisition tasks will be deleted.

Also, if the requisition was posted and the Recruiting Center user modifies the requisition file, therequisition will be re-routed to the Draft status and it will also be unposted.

Example: If a Recruiting Center user re-opens a canceled requisition and if the Restart ApprovalProcess After "Cancel" Step setting has been activated, rather than the requisition reverting back toit's original state, the requisition will revert back to the status of To be approved. The requisition mustbe reapproved before sourcing for the position can be restarted. The prior approval process will stillbe visible from the tracking history, but the approval tab will reflect the most current approval cycle. Ifthe requisition had originally been canceled during the approval process, the prior approval cycle that

Approvals Approvals


was in process will be terminated and will be replaced by the new one which must be initiated from thebeginning.

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, then

click Reorder.5. Click Done.

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, then

click 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.

Approvals Approvals


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 for 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 standard 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 with a smallsample that can be easily controlled prior to full deployment. This step is recommended to ensure thatthe desired results are achieved prior to rolling out to the entire employee population.

Checklist prior to testing:

• 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.

System changes after an object is routed for approval will not change the list of approvers.For example: If a new approval path is created and activated, it will only impact newly createdapproval requests, it will not impact the approvals that are already in process. If a userreplaces 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 usethe delegate feature for an approval task assigned to one user to be routed to a different user).

What happens when the system finds more than one appropriate match:



• If a workflow has a rule invoking the inclusion of a functional role, it says “the best” matching 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), and 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 (DAR) to determine how approvals willbehave for 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.

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 Dynamic Approval Routing. If a customer intends touse only functional roles, the customer can still implement Dynamic Approval Routing but the "Reportsto" 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 (DAR) feature, a mechanism was required sousers would not be able to remove or reorder approval paths generated by the DAR 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 frequentapprovers 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 been



inserted 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. In SmartOrg, under User Types, 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 roles are activated and assigned properly to users.

2. Ensure all DAR components are active (approval paths, rules, sequences).

3. Ensure inclusion rules are included on the active workflow for every role expected to be includedin the approval workflow.

4. Ensure sequences are defined for the desired Organizations-Locations-Job Fields contexts andcontain all possible approver roles.

5. Observe structure for active path and create entity (requisition) within that category.



6. 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.

Exclusion rules are optional. When activated, unlike inclusion rules, they automatically apply to allapproval paths for that requisition, they do not need to be inserted into the approval path definition towork. Exclusion rules will omit matching approvers from the approval path.

Example: Never include the Director when the Organization is Canadian Operations.

When defining exclusion rules, three options are available:

Option Description

All roles included between the following roles 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.



Option Description

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 will theninclude the first matching employee in that hierarchicalrole. For example, if there were two directors in the“reports to” structure and the director hierarchical rolewas selected, only the first director in the hierarchywould be added to the flow ordered by how they reportto 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 using thehierarchical role structure in the approval path. Thesystem will use the Hiring Manager of the requisitionand will go through the reports to structure until it findsthe first employee with the specified role. It will theninclude this person and every employee in the reportingstructure up to and including the first employee it findsat # hierarchical roles above the specified role in thepath.

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 and where DAR is in use at least one approver must be invoked..

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 will theninclude the first matching employee in that hierarchicalrole. For example, if there were two directors in the“reports to” structure and the director hierarchical rolewas selected, only the first director in the hierarchywould be added to the flow ordered by how they reportto 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 using thehierarchical role structure in the approval path. Thesystem will use the Hiring Manager of the requisitionand will go through the reports to structure until it findsthe first employee with the specified role. It will theninclude this person and every employee in the reportingstructure up to and including the first employee it findsat # hierarchical roles above the specified role in thepath.

All roles between the following roles. Where two rolesare defined

Allows the selection of a series of employees using thehierarchical role structure in the approval path. Thesystem will use the Hiring Manager of the requisitionand will go through the reports to structure until it findsthe first employee with the lower level role. It will theninclude this person and every employee up to andincluding the first employee it finds at the upper levelhierarchical role.

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 unconditional rules,but there is a another step involved where the user creates the conditions under which the specifiedroles will be included in the path. When creating a condition, the first step is to define the fields to beused in the condition. For each field there are available operators to define how the field conditionwill work. Conditions can be applied on requisition fields as well as on offer fields, depending on theapproval type. For a requisition approval path, conditions can be applied only on requisition fields. Foran offer approval path, conditions can be applied only on offer fields. All Offer and Requisition fields,



either user-defined or system defined, can be used to create conditions. Conditional rules used withinapproval paths for offers may also contain a unique condition that compares the offer salary to themaximum salary on the requisition. Note that this comparison is entirely numeric, and does not takevariables such as pay basis or currency into account when including an approver.

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


The Manage approval paths user type permission is required.

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. Users 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.

Adding a Role to an Exclusion Rule

Prerequisite

The Dynamic Approval Routing feature must be activated by Taleo support.


Configuration

Steps




2. Click on an exclusion rule.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.

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

1. Under Dynamic Approval Routing, click on an approval path category.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.

The exclusion rule must be active.


Configuration

Steps

1. Under Dynamic Approval Routing, click on an approval path category.2. Click on an exclusion rule.3. Click Deactivate.

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.

Removing a Role from an Exclusion Rule

Prerequisite



Configuration

Steps


2. Click on an exclusion rule.

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.

8. Click Add next to Roles.

9. Select from the drop-down list how roles will be included in the approval process.

10. To select a role, click Search.

11. Click Save.

Result

The rule appears in the Inclusion Rules list of the Approval Paths and Rules page.

Next Step

Activating an inclusion rule.

Creating an Unconditional Inclusion 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.

The inclusion rule must be inactive or draft.

The Manage approval paths user type permission permission is required.

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


The inclusion rule must be active.


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 (DAR) feature. A sequence is part of theapproval path and determines the order of approvers (roles) for the assigned context. Roles maybe set as “required” on a sequence so that progress is halted if selected roles are not included. Ifthese approvers are not available when the path is generated, the user will not be able to proceed ingenerating the approval request and will instead be required to contact their system administrator toproceed. This will allow the system administrator to intervene and review configuration to ensure theappropriate approvers are in place for the 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. Where DAR isactivated, a sequence must exist. It is recommended that a default sequence be used to ensureapprovals can proceed if a context does not match any other defined sequence.

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.

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 or offers.

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 Roles


Functional Roles

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 no 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.


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 Roles


Hierarchical Roles

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 Assignees


Assignees

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 Assignees




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.

Correspondence

• Message Templates.......................................................................................................313• Paragraphs.....................................................................................................................326• Variables........................................................................................................................ 330• Notifications....................................................................................................................359• Message Center.............................................................................................................362

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 TaleoEnterprise products. They are system-generated messages provided by Taleo. For details, seeSecurity Message Templates.

• Message templates under Specific Configuration are messages specific to each Taleo Enterpriseproduct. Taleo provides system-generated message templates. But new message templates canalso be created. Paragraphs are added to messages. They can be accessed directly, or from withina message template.

System-generated message templates can all be edited by system administrators. Many system-generated message templates have protective restrictions. That is, it may not be possible to changeto whom the message is intended for, the delivery method and, the message cannot be marked asconfidential or read only, and it cannot be contextualized nor duplicated. The template name andmessage content of all messages can be edited.

Important Note: (ID 351) Templates in the Message Templates list cannot be filtered againstOrganizations, Locations, or Job Fields.

Important Note: (ID 352) In the Message Templates list, the Modified Date and Created Datecolumns are not available.

Message Properties

In the Properties section of a message template, the following elements are defined:

Delivery Type: There are two types of delivery mechanisms for messages:

• Automatic: Messages are sent by the system when a specific triggering event occurs during thehiring process. For example, a message is automatically sent when a candidate applied on arequisition. You can also specify if the system will automatically send email messages when acandidate reaches a specific step/status in a candidate selection workflow. For example, you canautomatically have the system send a Congratulatory message when a candidate is moved to theHired step.

• Manual: Recruiting Center users may decide to send messages to candidates when taking actionson a candidate file or from a candidates list.

Message Format: A message template can be created in different formats:

• HTML• Read only PDF file: The message will be converted into a read-only PDF file that will be attached to

the e-mail. This will prevent candidates and other users from modifying the message.• Plain text



Message Header: The message header contains the To, Cc, Bcc, and Subject fields where variablescan be dragged and dropped. These variables will automatically call information from the system anddisplay it in the template.

Important Note: (ID 303) If not desired for display, users should be advised to removeunresolved variables prior to sending a printed/faxed correspondence. If variables are notresolved, they will appear as unresolved vs. being hidden in the printed file. This precaution isnot necessary when sending a correspondences via e-mail.

Message Context

When creating a message template, a context can be defined in order to specify in which specificconditions the template will be used. In the Context section of a message template, the followingelements are defined:

Recipient: You can specify for whom the message is intended, that is all candidates, internalcandidates, external candidates, referrer, agent, or Recruiting user.

Delivery Type: While you first indicated the delivery type in the Properties section, you need to definethe details in the Context section, that is the triggering event or the candidate selection workflow, stepand status.

Organization-Location-Job Field Association: If contextualisation is configured for a message template,the template is available only if the Organization-Location-Job Field structure of the message templatematches the Organization-Location-Job Field structure of the object for which the template is beingused. For example, if a message template is created to be triggered for each new job posting inAntarctica, then the message template will be sent only for a requisition with the location Antarcticaspecified. Note that when sending a message in the context of a candidate's General Profile, no OLFassociation exists, so all messages are available regardless of the message OLF context.

Paragraphs

You define the content of the message by working with paragraphs. You can add an existingparagraph or create a new one. It is possible to create a paragraph from either the Paragraphs list orfrom within a message template. When creating a paragraph from the Paragraphs list, the paragraph isavailable for new and existing message templates. When creating a paragraph from within a messagetemplate, system administrators are prompted to choose whether or not the newly created paragraphshould be added to the Paragraphs list. If choosing Yes, the paragraph becomes available in theParagraphs list to view, edit, and configure. If choosing No, then the paragraph can only be accessedfrom within the message template.

Attachments

Files can be attached to message templates. By default, the maximum size for an attachment is 500kilobytes.

Fields

Messages can contain variables (or "tokens") and can include variables associated to user-definedfields (UDFs). Messages will resolve UDFs even if these UDFs are restricted from the user's viewaccess. You should refrain from inserting sensitive data in message templates if you do not want auser to be able to see such information while sending the correspondence.

Standard field viewing permissions are honored when a user sends a manual correspondence. In suchcases, fields are not exposed or included in the message sent if the user sending the message is notauthorized to view the field.



Data Security in CorrespondenceData security is handled for correspondence sent manually by Recruiting Center users as well ascorrespondence sent automatically by the system.

For correspondence sent manually by a Recruiting Center users:

• 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 the message sender even if the user is not able to otherwise viewsuch data. 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 message template. This will limit access to view the message 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.

Since the 10 SP3 release, enhancements to the way security is handled in correspondence havebrought a change in behavior regarding selected recipients. For automatic message templates,the system will send the message to the recipient audience identified on the message templateas configured in the Correspondence Manager, as well as any other recipients indicated in themessage header fields (To/Cc/Bcc). To enable customized notifications to users, an exceptionexists for automatic messages triggered by the Candidate Selection Workflow Context triggeringevent (Configuration > [Recruiting] Message Templates > Context). For this trigger only, the systemwill behave differently. Messages sent automatically by the Candidate Selection Workflow Contexttriggering event will be sent to the recipient if the selected recipient audience is either "ExternalCandidates" or "Internal Candidates;" otherwise, for all other audiences the system will only deliverthe message to those recipients identified in the message header fields (see table below). As with allautomatic messages sent by the system, Recruiting Center user recipients will only receive messageswith tokens 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 triggering event.



Recipient Automatic triggering event Delivered to the recipient? Delivered to the recipientsdefined in the To,Cc, and Bcc fields

All candidates Candidate SelectionWorkflow Context

No Yes

Internal candidates Candidate SelectionWorkflow Context

Yes Yes

External candidates Candidate SelectionWorkflow Context

Yes Yes

Referrer Candidate SelectionWorkflow Context

No Yes

Agent Candidate SelectionWorkflow Context

No Yes

Recruiting User Candidate SelectionWorkflow Context

No Yes

Message Template - Permissions and SettingsThe following permissions and settings are used to configure message templates and correspondence.

To have access to the Message Templates feature in the Taleo Recruiting Administration menu, thefollowing permission is required.


Name Location

Access Correspondence Manager configuration Configuration > [SmartOrg] Administration > UserTypes > [Users] Recruiting > Administration

Below are permissions related to message templates and correspondence. Note that actions whichtrigger a system correspondence will cause messages to be sent regardless of a user's permission tosend correspondence directly.


Name Location

Send correspondence (using the SendCorrespondence action)

Configuration > [SmartOrg] Administration > UserTypes > [Users] Recruiting > Candidates

Send correspondence (while changing the status of acandidate in a workflow)





Name Location

Customize messages before sending (using the SendCorrespondence action)


Customize messages before sending (while changingthe status of a candidate in a workflow)


Send messages created from scratch (using the SendCorrespondence action)


Send messages created from scratch (while changingthe status of a candidate in a workflow)


View confidential messages Configuration > [SmartOrg] Administration > UserTypes > [Users] Recruiting > Candidates

Setting


Correspondence ManagerRTF Editor Font DefaultValue

Used to set the defaultfont used in theCorrespondence ManagerRTF Editor.

Arial Configuration >[Recruiting] Settings

Correspondence ManagerSearch Order

Used to specify thenearest match whentwo or more messagetemplates are equallyrelevant.

By Job, By Location, ByOrganization


Creating a Message TemplatePrerequisite

The Access Correspondence Manager configuration user type permission is required.

Configuration > Message Templates

Steps

1. Click Message Templates.

2. Click Create.

3. Enter a name.

4. Enter a code and description if desired.

5. Select the message format.

6. Select a delivery type.



7. Specify the message header.

If needed, variables can be used in the To, Cc, Bcc, and Subject fields.

8. Click Save.

9. Back to the Template page, add at least one paragraph to the template by clicking Add orCreate.

10. Click Save.

Result

The message template is displayed in the Message Templates list.

Next Step

Activating the message template.

Activating a Message Template

Prerequisite


The message template must have an Inactive or Draft status.


Steps


2. Click on a message template.

3. Click Activate.

Result

The status of the message template is Active and is now available to Recruiting Center users whenthey send messages.

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.


Steps




4. Modify the information.

5. Click Save.

Result

Modifications made to the code, name, description, message format and message headervariable(s) used in the message are automatically reflected in messages sent using this template.



Editing the Context of a Message Template

Prerequisite


The message template must be deactivated.


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.

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



3. Click Remove next to the attachment.

Result

The attachment no longer appears in the Attachments section of the message template.

Allowing Candidates to Reply Directly to a Message

Prerequisite

The Access Correspondence Manager and Message templates user type permissions are required.

The Display "Reply To" Field setting must be enabled (Recruiting Settings).

Configuration

Steps

1. Click Message Templates for the desired product.

2. Click Edit.

3. In the Reply To field, enter the email address of the recipient that you want to allow to reply tothe message.

Alternatively, you can copy a variable from the Variables list and paste it into the Reply To field.

4. Click Save.

Result

The Reply To field is displayed in the Correspondence Wizard in the Recruiting Center. If usershave the permission to edit messages, they can edit the address displayed in the Reply To field.When candidates receive the email message, they have the option of clicking Reply in their emailreader and the message is sent to the address you indicated in the Correspondence Manager.

Deactivating a Message Template

Prerequisite


The message template must have the Active status.


Steps




Result

The status of the message template is Inactive. The template can no longer be used by RecruitingCenter users to send messages, but the template is not permanently deleted from the database.



Deleting a Message Template

Prerequisite



Steps1. Click Message Templates.2. Click Delete next to the desired message template.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.2. Click Duplicate next to the desired message template.3. Make required changes.4. Click Save.

Result

The message template appears in the Message Templates list.

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 via the Quick Access box within the Message Templates feature.

• Message templates: Message templates are available via the Message Templates link in theproduct administration menu and via the Quick Access box.

It is possible to create a paragraph from either the Paragraphs list or from within a message template.When creating a paragraph from the Paragraphs list, the paragraph is available for new and existingmessage templates. When creating a paragraph from within a message template, the systemadministrator is prompted to choose whether or not the newly created paragraph should be added tothe Paragraphs list. If choosing Yes, the paragraph becomes available in the Paragraphs list to view,edit, and configure. If choosing No, then the paragraph can only be accessed from within the messagetemplate.

Edits made to a paragraph in the Paragraphs list will affect all message templates using the paragraph,regardless of whether the edits are made directly from within a message template or from within theParagraphs list.

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

Creating a Paragraph for a Message TemplatePrerequisite



Steps





3. Click Create next to Paragraphs.

4. Enter a name and a code (if desired).

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.

Adding a Paragraph to a Message Template

Prerequisite


The paragraph must be created and activated.


Steps



3. Click Add next to Paragraphs.

4. Select a paragraph (or chose to create a new one).

5. Click Select.

Result

The paragraph appears in the Paragraphs section of the message template.

Next Step

Ordering paragraphs.

Ordering Paragraphs in a Message Template

Prerequisite



Steps



3. Click Reorder next to Paragraphs.

4. Select a paragraph you want to move to a different position.

5. Use arrows to move the paragraph.

6. Click Save.



Result

The paragraphs are displayed in the new order in the Paragraphs section of the message template.

Editing a Paragraph in a Message 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.


Steps



3. In the Paragraphs section, click Edit next to the paragraph.

4. Modify the information in the fields.

5. Click Save.

Previewing a Paragraph in a Message Template

Prerequisite


You must be in the active language of the message template.


Steps



3. Click Preview.

Activating a Paragraph in a Message Template

Prerequisite


The paragraph must have the Inactive status.


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.


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 database.

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 with the candidate’slast name.

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 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


Steps

1. 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

Agency {Agency.Name}

Agency {Agent.Email}

Agency {Agent.EmailOrBlank}

Agency {Agent.Fax}

Agency {Agent.FirstName}

Agency {Agent.FullName}

Agency {Agent.HomePhone}

Agency {Agent.LastName}

Agency {Agent.MobilePhone}

Agency {Agent.PagerPhone}

Agency {Agent.WorkPhone}

Agency {CareerSection.AgentJobDescriptionUrl}

Agency {CareerSection.AgentJobListUrl}

Agency {CareerSection.AgentReferralUrl}

Agency {Other.ListOfAgents}

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}































































Application {Application.Date}

Application {Application.DisqualificationQuestions[1].Question}

Application {Application.DisqualificationQuestions[1].Result}



















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}





























































































































Application {Application.Questions[1].Question}

Application {Application.Questions[1].QuestionResult}























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}




















































































































Application {Application.Skills[1].Name}

Application {Application.Skills[1].Result}























Application {Application.Status}

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}

































































































































Application {Candidate.ShiftGrid}

Application {Other.RequestMoreInfoData}

Candidate Profile {Candidate.Address}

Candidate Profile {Candidate.Address2}

Candidate Profile {Candidate.Availability}

Candidate Profile {Candidate.BirthDate}

Candidate Profile {Candidate.City}

Candidate Profile {Candidate.Country}

Candidate Profile {Candidate.Email}

Candidate Profile {Candidate.EmailOrOperatorEmail}

Candidate Profile {Candidate.EmployeeNumber}

Candidate Profile {Candidate.ExpectedHourlyPayRate}

Candidate Profile {Candidate.Fax}

Candidate Profile {Candidate.FirstName}

Candidate Profile {Candidate.FirstNameOrCandidateEmail}

Candidate Profile {Candidate.FullName}

Candidate Profile {Candidate.FullNameOrCandidateEmail}

Candidate Profile {Candidate.HireStartDate}

Candidate Profile {Candidate.HomePhone}

Candidate Profile {Candidate.IdentificationNumber}

Candidate Profile {Candidate.LastName}

Candidate Profile {Candidate.LastNameOrCandidateEmail}

Candidate Profile {Candidate.MiddleName}

Candidate Profile {Candidate.MobilePhone}

Candidate Profile {Candidate.PagerPhone}

Candidate Profile {Candidate.Prefix}





Candidate Profile {Candidate.PrimaryNumber}

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}

Candidate Profile {CareerSection.ProfilerUrl}

Candidate Profile {WorkConditions.Currency}

Candidate Profile {WorkConditions.HoursPreferred}

Candidate Profile {WorkConditions.HoursWillingWork}

Candidate Profile {WorkConditions.PayRate}

Candidate Profile {WorkConditions.WorkHoliday}

Candidate Profile {WorkConditions.WorkWeekend}

Career Section {CareerSection.CareerSectionUrl}

Career Section {CareerSection.ChangePasswordUrl}

Career Section {CareerSection.ExternalServiceQuestionnaireUrl}

Career Section {CareerSection.JobDescriptionUrl}

Career Section {CareerSection.JobIsiUrl}





Career Section {CareerSection.JobUrl}

Career Section {CareerSection.MyAccountAccess}

Career Section {CareerSection.MySavedSearchesUrl}

Career Section {CareerSection.MySavedSearchesURL}

Career Section {CareerSection.UnsubscribeNowUrl}

Career Section {CareerSection.UserForgotPwdUrl}

Company {Other.CompanyLogos0}



































Company {Other.CompanyName}

Company {Other.CompanyStaticPage}

Company {Other.FullCompanyName}

Offer {Offer.ActualStartDate}

Offer {Offer.ActualStartTime}

Offer {Offer.AnnualBonus}

Offer {Offer.ApprovalPathTable}

Offer {Offer.CarAllowance}

Offer {Offer.CommissionAmount}

Offer {Offer.CommissionType}

Offer {Offer.CreationDate}

Offer {Offer.ExpenseAccount}

Offer {Offer.ExpiryDate}

Offer {Offer.ExtendDate}

Offer {Offer.Options}





Offer {Offer.OptionsType}

Offer {Offer.OtherBonus}

Offer {Offer.OtherCompensation}

Offer {Offer.Pay}

Offer {Offer.PayBasis}

Offer {Offer.RelocationAmount}

Offer {Offer.RelocationType}

Offer {Offer.Salary}

Offer {Offer.SalaryCurrency}

Offer {Offer.SignOnBonus}

Offer {Offer.StockAmount}

Offer {Offer.StockType}

Offer {Offer.TargetStartDate}

Offer {Offer.Vacation}

Offer {Offer.VacationUnit}

Other {CareerSection.UserWebtopSuiteUrl}

Other {ElectronicSignature.DateSigned}

Other {ElectronicSignature.DocumentIdentifier}

Other {ElectronicSignature.IpAddress}

Other {Other.CurrentDate}

Other {Other.JobToFriendComments}

Other {Other.JobToFriendDescription}

Other {Other.JobToFriendQualifications}

Other {Other.MaximumAttachments}

Other {Other.MaximumAttachmentSize}

Other {Other.MyActivityComments}





Other {Other.MyActivityDueDate}

Other {Other.MyActivityName}

Other {Other.MyActivityPriorityDesc}

Other {Other.MyActivityStatusDesc}

Other {Other.OriginalMessageSentDate}

Other {Other.OriginalMessageSubject}

Other {Other.PageBreak}

Other {Other.ProductName}

Other {Other.SupportedAttachmentFormat}

Other {Other.UserEmail}

Other {Other.UserFirstName}

Other {Other.UserFullName}

Other {Other.UserLastName}

Other {Other.UserMiddleName}

Other {Other.UserPassword}

Other {Other.UserUsername}

Referral {Other.ReferralValidityPeriod}

Referral {Referrer.Email}

Referral {Referrer.FirstName}

Referral {Referrer.LastName}

Referral {Referrer.MiddleName}

Requisition {CareerSection.JobRmiUrl}

Requisition {Requisition.AnnualBonus}

Requisition {Requisition.CarAllowance}

Requisition {Requisition.ClosingDate}

Requisition {Requisition.Commission}





Requisition {Requisition.CommissionType}

Requisition {Requisition.ContactEmailExternal}

Requisition {Requisition.ContactEmailInternal}

Requisition {Requisition.ContactNameExternal}

Requisition {Requisition.ContactNameInternal}

Requisition {Requisition.ContestNumber}

Requisition {Requisition.DepartmentName}

Requisition {Requisition.DepartmentNumber}

Requisition {Requisition.EducationLevel}

Requisition {Requisition.EmployeeReferralBonus}

Requisition {Requisition.EmployeeStatus}

Requisition {Requisition.ExpenseAccount}

Requisition {Requisition.HighQuartileSalary}

Requisition {Requisition.HmgrAsstEmail}

Requisition {Requisition.HmgrAsstEmailOrHmgrEmail}

Requisition {Requisition.HmgrAsstName}

Requisition {Requisition.HmgrAsstNameOrHmgrName}

Requisition {Requisition.HmgrAsstPhone}

Requisition {Requisition.HmgrAsstPhoneOrHmgrPhone}

Requisition {Requisition.HmgrEmail}

Requisition {Requisition.HmgrName}

Requisition {Requisition.HmgrPhone}

Requisition {Requisition.JobDescriptionExternal}

Requisition {Requisition.JobDescriptionInternal}

Requisition {Requisition.JobfieldStructure}

Requisition {Requisition.JobGrade}





Requisition {Requisition.JobLevel}

Requisition {Requisition.JobQualificationsExternal}

Requisition {Requisition.JobQualificationsInternal}

Requisition {Requisition.JobSchedule}

Requisition {Requisition.JobShift}

Requisition {Requisition.JobTitle}

Requisition {Requisition.JobType}

Requisition {Requisition.LocationStructure}

Requisition {Requisition.LowQuartileSalary}

Requisition {Requisition.MaximumSalary}

Requisition {Requisition.MidpointSalary}

Requisition {Requisition.MinimumSalary}

Requisition {Requisition.No}

Requisition {Requisition.Number}

Requisition {Requisition.OpeningDate}

Requisition {Requisition.OrganisationStructure}

Requisition {Requisition.OtherBonus}

Requisition {Requisition.OtherCompensation}

Requisition {Requisition.PublicReferralBonus}

Requisition {Requisition.RecruiterAsstEmail}

Requisition {Requisition.RecruiterAsstEmailOrRecruiterEmail}

Requisition {Requisition.RecruiterAsstName}

Requisition {Requisition.RecruiterAsstNameOrRecruiterName}

Requisition {Requisition.RecruiterAsstPhone}

Requisition {Requisition.RecruiterAsstPhoneOrRecruiterPhone}

Requisition {Requisition.RecruiterEmail}





Requisition {Requisition.RecruiterName}

Requisition {Requisition.RecruiterPhone}

Requisition {Requisition.Relocation}

Requisition {Requisition.RelocationType}

Requisition {Requisition.Shares}

Requisition {Requisition.SharesType}

Requisition {Requisition.SignOnBonus}

Requisition {Requisition.StockOptions}

Requisition {Requisition.StockOptionsType}

Requisition {Requisition.TargetStartDate}

Requisition {Requisition.Vacation}

Requisition {Requisition.VacationType}

Scheduling {Meeting.Attendees}

Scheduling {Meeting.Comments}

Scheduling {Meeting.DateAndTime}

Scheduling {Meeting.Location}

Scheduling {Meeting.Organizer}

Scheduling {Meeting.SharedInformationAccess}

Scheduling {Meeting.Subject}

User {Other.OperatorEmail}

User {Other.OperatorName}

User {Other.OperatorPhone}

Correspondence Notifications


Notifications

NotificationA notification is an e-mail message automatically sent by the system to notify Recruiting Center andeShare users of key workflow events affecting the recruiting and hiring cycle.

The system administrator can choose whether to send or not send an e-mail for a given triggeringevent. 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, but permitted users can resend a stalled approval request.

Workflow Event Notification: To reduce the impact of Workflow Event Notification emails on systemperformance, the candidate file is no longer contained in the e-mails. 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 thecandidate file. (Note that no configuration is required for new customer implementations because theWorkflow Event Notification message template already includes the variable).

The {Candidate.CandidateSubmissionUrl} variable 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 (note that usersmust be authenticated, either by signing in or with Single Sign-On). The candidate file is no longerincluded in the message. The variable is available for use in any message template; however, if placedin a context where there can be no referenced job submission, the link will not work.

Note that if users have the required permission, they can control via the My Setup feature if they wantto be kept informed of workflow events by email.

Configuration

For the Workflow Event Notifications feature to be available to Recruiting Center users, the systemadministrator must activate it in the user account's general preferences. Once activated, users withaccess to the My Setup feature in the Recruiting Center can update their preferences and override thevalue selected by the system administrator.



User Account General Preference


Workflow Event Notifications • Yes

• No

Determined bythe WorkflowEventNotificationssetting.

Configuration > [SmartOrg]Administration > User Accounts >General Preferences

A global setting controls the default value of the Workflow Event Notifications general preference.

Setting


Workflow Event Notifications • Yes

• No

No Configuration > [GeneralConfiguration] Settings

The Job Posting Notification (Internal Candidates) setting must be set to Yes if you want users to beable to email job postings to matching internal candidates.

Setting


Job Posting Notification(Internal Candidates)

• Yes

• No


Activating a Notification

Prerequisite

Configuration > [Recruiting] Administration > Notifications

Steps

1. Select the desired notifications and related options.

2. Click Save.

For notifications configured in the Notifications feature of the Taleo Recruiting Administrationmenu, the user settings must indicate if the user wishes to receive workflow notifications. For allother correspondence messages configured within the correspondence manager, the user willreceive messages regardless of the configured notifications preference.

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.

Including a Deep Link Variable in a Workflow Event Notification

Prerequisite

Configuration > [Recruiting] > Message Templates

Steps

1. Locate the Workflow Event Notification message template.

2. In the Paragraphs section, click on the paragraph entitled Standard notification for a workflowevent.


4. In the Available Variables field, locate the {Candidate.CandidateSubmissionUrl} variable.

5. Convert the variable into a hyperlink.

a) Select the text that will contain the hyperlink to the file.

b) Click .

c) Select URL in the Link Type field, select Other in the Protocol field, "and type{Candidate.CandidateSubmissionURL} in the URL field.

d) Click OK.

Result

The paragraph now contains the hyperlink that will take the recipient directly to the candidate’ssubmission.

Next Step

You can follow the same steps to add the variable to other paragraphs.

Correspondence Message Center


Message Center

Secure Message DeliveryCustomers who wish to have increased control over the information sent to Career Section usersvia email may choose to enable the Secure Message Delivery feature. When enabled, all messagesare delivered to a secure Message Center accessible from any of the customer's Career Sections.Message recipients are directed to the Message Center to retrieve their messages.

The Secure Message Delivery feature applies only to messages sent to Career Section users, that iscandidates, agents, and referrers. It does not impact Recruiting Center users or messages sent withother Taleo products.

If a message is sent via email (whether it is an automated message or the sender selected to sendit via email), rather than receiving the actual message via email the message recipient receives anotification of message delivery containing a deeplink. To receive a notification of message delivery,message recipients must have a valid email address on file and the notification template messagemust be active.

To access the Message Center, the message recipient clicks on the deeplink in the message and mustthen authenticate himself by entering his user name and password. If the user does not yet have anaccount, he must create one prior to being able to access his messages. Alternatively, the MessageCenter can be directly accessed via any active Career Section by clicking the My Messages tab.

Once in the Message Center, the message recipient can read his messages, delete them, anddownload the files attached to the messages in order to view them. Before accessing an attachment,the recipient must accept a download agreement. Messages are displayed in a print friendly formatshould Career Section users wish to print a message using the browser's print functionality.

When viewing a specific message, the recipient can navigate from one message to the nextwithout returning to the list view by using the Previous or Next links. The message may also bedeleted. Clicking Back returns the user to the message list.

For Career Section users who do not have an email address, the message sender can still send themmessages and these users can access their messages from within the Message Center. For example,a candidate exists in the system and did not supply an email address. A recruiter will still be able tosend an email message to the candidate using the Recruiting Center correspondence wizard.

The Message Center

The Message Center has the same look and feel as the Career Section; it adopts the theme andbranding of the Career Section.

Help text is displayed in the right-hand side of the Message Center. Default universal help text, whichcan be edited via TexTool, is provided by Taleo. If desired, the text can be customized by a CareerSection administrator using the Career Portal Page user-defined labels feature. This text change onlyaffects the Message Center on that particular Career Section.

The Message Center language matches the language from where the Message Center was originallyaccessed. If the user is coming from a Career Section, the Message Center is presented in the samelanguage as the Career Section. If coming from the deeplink contained in the notification, the MessageCenter is presented in the same language as the notification sent to the user. Messages inside theMessage Center are in the language used to transmit the message.



The Message Center stores messages sent within the past 6 months to a maximum of 100 messages.If more than 100 messages have been delivered, only the most recent 100 messages are accessible.

Messages that do not have a subject cannot be opened from the Message Center.

When the Message Center is enabled, the "To", "Cc", and "Bcc" fields in the message headerare not available when sending correspondence; therefore, Recruiting Center users cannotedit the message recipients. Also, Recruiting Center users cannot add additional recipientswhile manually sending a correspondence.

When Recruiting Center users are resending messages from the candidate file History tab,the system will replicate the method of delivery used for the original message. If a messagewas sent prior to enabling the Message Center, when the user chooses to resend such amessage, the system will not deliver the resent message to the Message Center, it will sendthe message to the original email address.

Secure Message Delivery Configuration

The configuration of the secure message delivery feature consists of enabling a setting and configuringmessage templates.

System administrators may choose to disable the "Email me a copy" link displayed on the Summarypage of individual Career Sections. This can be done at any time while the Career Section is notactive. If this option is not disabled before the Message Center is enabled, then the full email version ofthe candidate submission may be delivered via email, it is not sent to the Message Center.

Career Section Property


Display the "Email me a copy"link in the Summary page

Yes, No No Configuration > [Career Section]Administration > Career Sections >Properties

The Secure Message Delivery Enabled setting allows customers to choose if they want to sendmessages to Career Section users via email or via the secure Message Center.

• When set to Yes, the Message Center is enabled and messages to Career Section users aredelivered via the Message Center. Career Section users receive a notification of delivery and needto access the Message Center to view the content of their messages.

• When set to No, there are no changes in the way the system sends messages. Career Sectionusers will receive messages by email.

Setting


Secure Message DeliveryEnabled

Yes, No No Configuration > [Recruiting] Settings



Three message templates are available. They are used to inform Career Section users that they havereceived a message and that they can view it by clicking a deeplink giving access to the MessageCenter. A unique message exists by recipient audience. These message templates are active bydefault. They can be configured just like any other message templates. System administrators cancustomize the message body and include tokens. Note that the following tokens containing the ORlogic will resolve as follows:

• {Candidate.EmailOrOperatorEmail}: message sent to the candidate’s Message Center, never to theoperator.

• {Agent.EmailOrBlank}: looks for an agent email. However, if blank it means that there is no agent.In this case, there is no Message Center to send it to and the email address will resolve to be blank.

Message Templates

Name Location

Message Center Delivery Notification, Agent Configuration > [Recruiting] Message Templates

Message Center Delivery Notification, Candidate Configuration > [Recruiting] Message Templates

Message Center Delivery Notification, Referrer Configuration > [Recruiting] Message Templates

The following messages are delivered directly to the candidate via email regardless of the MessageCenter being enabled or not:

• Forgot User Name• Forgot Password• Candidate Account Locked• Job Specific Referral - New Candidate• Job-Specific Capture Resume Acknowledgment - New Candidate• Unsolicited Capture Resume Acknowledgment• Unsolicited Referral - New Candidate• Resume Parsing Service Unavailable - Candidate• Unsolicited Email Application Acknowledgment - Candidate• Standard notification for a self-registration• All messages sent to Recruiting Center user accounts• All Onboarding messages

Source Tracking

• Sources and Events.......................................................................................................366• Configuring Source Tracking......................................................................................... 367• Source Tracking - Other Configuration Tasks............................................................... 370• Source Tracking - Permissions and Settings................................................................ 374• When is the Source Filled for Candidates.....................................................................377• How is the Source List Content Determined................................................................. 378• Source Types.................................................................................................................380• Source Properties.......................................................................................................... 381

Source Tracking Sources and Events


Sources and Events

A source is a medium or event through which a candidate has heard about a job.

Sources may be as diverse as Internet job boards, job fairs, magazines, specialized trade publications,newspapers, professional associations, mailing lists, recruiting agencies, etc. Events are used to trackdown which event, banner, or campaign are attracting the most candidates to career sections. Anevent can be a specific advertisement in a trade magazine, a recruiting event on a university campus(job fair), or a special recruiting event at an organization.

In the Recruiting Center, sources are displayed in the requisition Posting and Sourcing tab. Whenusers create a requisition, only the sources that have the same Organization-Location-Job Fieldstructure as the requisition are displayed in the Sources list. Users can modify the list of sourcesassociated to the requisition. If event tracking was enabled, users have the ability to access the listof events related to a source. Once in the Events list, users have the ability to add, modify and deleteevents in the requisition.

Source TrackingSource tracking allows Recruiting Center users to know how a candidate has heard about a job.

There are three levels of source tracking:

Level Element 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

Whether for budgeting purposes or to make better decisions as to where to post jobs, data on theperformance of each source is crucial. Your organization needs to know, among other things, howmany candidates applied through each source.

Source Tracking Configuring Source Tracking


Configuring Source Tracking

The configuration of the source tracking feature consists of the following steps.

1. Creating a source.2. Creating an event.3. Adding the Source Tracking block in the candidate file.4. Adding the Source Tracking block in the career section application flow.5. Hiding the Source Tracking block if it is pre-filled.

Creating a SourcePrerequisite

Before creating a source, check if it is not already available in the database.

Only user-defined sources can be created.

The Access Source Tracking configuration user type permission is required.

Configuration > [Recruiting] Administration > Sources

Steps

1. In the Corporate Sources tab, click New...

2. Complete the fields by following the instructions of the Source Creation Wizard.

For details on the fields, see Source Properties.

3. Click Finish.

Result

The source is displayed in the Corporate Sources list. It is available to candidates when they applyfor a job.

Agencies and agents appearing in the Corporate Sources List are created via theAgencies feature in the Recruiting Administration menu.

Creating an EventPrerequisite

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...




If using the event for an online campaign and wanting to have it automatically default in for thecandidate, the ID info needs to be put into the URL.

4. Click Done.

Result

The event appears in the Events list of the source. Candidates will be able to select this event in theCareer Sections.

Adding the Source Tracking Block in the Candidate FilePrerequisite

The user-defined file must have the inactive or draft status.



Steps

1. Click a user-defined file of type Candidate File.2. Click Edit next to Section Ordering.3. Enter the name of the Source Tracking section in the Add a Section field.4. Click Create Section.5. Select the Source Tracking block in the Available Blocks section, and drag and drop it to the

Source Tracking section you created.6. Click Save.

Adding the Source Tracking Block in the Career Section ApplicationFlow

Prerequisite

The Access the Career Section administration section user type permission is required.

The application flow must be inactive.

Configuration > [Career Section] Administration > Application Flows

Steps

1. Click an application flow.2. Click Edit.3. Enter the name of the Source Tracking section in the Add a Page field.4. Click Create a Page.5. Select the Job Sourcing Tracking in the Available Blocks section, and drag and drop it to the

Source Tracking section you created.6. Click Save.

Hiding the Source Tracking Block if Pre-FilledPrerequisite






Steps

1. Click an application flow.

2. In the Page Ordering section, click the Source Tracking block.


4. Select Yes next to "Hide the "Source Tracking" block if it is pre-filled".

5. Click Save.The Source Tracking block will be hidden and candidates will not be able to override thecontent.

Source Tracking Source Tracking - Other Configuration Tasks


Source Tracking - Other Configuration Tasks

The following configuration tasks are available for source tracking.

• Adding a Source• Removing a Source• Deleting a Source• Reactivating a Source• Editing the Properties of a Source• Editing the Organization-Location-Job Field of a Source• Editing an Event• Removing an Event

Adding a SourcePrerequisite

The Add option is used to select sources that are coming from a pre-defined list already linked to asource type and visibility.



Steps

1. In the Corporate Sources tab, clear the Show Sub-folder Contents option located in the leftpanel.

2. Click Refresh.

3. In the Corporate Sources tab, click Add…

4. Select a source.

5. Click Done.

Result

The source is displayed in the Corporate Sources list and is available in the Recruiting Center. Oncethe source is added, you can only modify the In Profiler and In Requisition options available in theSource Properties.

Removing a SourcePrerequisite

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 list. Recruiting Center users can no longer usethe source.

Deleting a SourcePrerequisite

Only user-defined sources can be deleted.




Steps

1. In the Corporate Sources tab, click on a source.

2. Click Delete.

Result

If the deleted source was being used, it will only be deactivated. If the deleted source was not beingused, then it is permanently deleted.

Reactivating a SourcePrerequisite


The source must be inactive.


Steps

1. In the Corporate Sources tab, select an inactive source.

2. Select Reactivate.

Editing the Properties of a SourcePrerequisite




Steps

1. In the Corporate Source tab, click on a source.

2. Click Edit next to Source Properties.

3. Indicate where the source is used, either In Profiler or In Requisition.



4. Click Done.

5. If you selected In Requisition, you are asked if you want to add this newly added source to thelist of requisitions that are Open or On Hold. If selecting No, then the source will not be added toexisting requisitions, but will be added on any new requisitions where applicable.

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 SourcePrerequisite

The source must be a user-defined source.




Steps

1. In the Corporate Source tab, click 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

When a source is contextualized to an Organization, Location, or Job Field, then the source will onlydefault into the source list of requisitions that match the OLF contextualization.

Editing an EventPrerequisite


The properties of an event can be modified even if the event is used in a requisition or in a generalprofile.




Steps


2. Click an event.

3. Modify the information as needed.

4. Click Done.



Removing an EventPrerequisite





Steps


2. Select an event.

3. Click .

4. Click Yes to confirm your choice.

5. Click Done.

Result

The event no longer appears in the Events list of the source. Candidates will no longer be able toselect this event in the Career Sections.

Source Tracking Source Tracking - Permissions and Settings


Source Tracking - Permissions and Settings



Access source trackingconfiguration

A user must have this permissionto configure the Source Trackingfeature.

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

Access Posting and Sourcing Gives Recruiting Center usersaccess to the Posting and Sourcingtab in requisitions.

Configuration > [SmartOrg]Administration > [Users] User Types> Recruiting > Sourcing

Select Taleo system sources inselector window

Allows Recruiting Center users toselect Taleo system sources for arequisition.

Configuration > [SmartOrg]Administration> [Users] User Types> Recruiting > Sourcing

Important Note: (ID 346) Currently, if users do not have the "Select Taleo system sources inselector window" permission, they cannot add any sources to the list for the requisition. If theyhave the permission, they can add all sources, zone specific and system sources.

Settings


Already Answered SourceTracking Question

Ask applicant source onlyonce within the samesession.

If set to Yes and thecandidate has specifiedthe source tracking inthe session, then thecandidate is not askedto specify the sourcea second time in thesame session and thesame source is used forsubsequent submissionsin the same session.

If the browser closes orthe candidate is loggedoff, the candidate needs toanswer the source trackingquestion again.




Settings


General Profile SourceTracking

At every submission,update candidateprofile with new sourceinformation.

If set to Yes, thecandidate’s GeneralProfile source isupdated with submissionsource after each newsubmission.

If set to No, each newsubmission source willonly be at the submissionlevel and the candidate’sGeneral Profile sourcewill stay as it is, whetherthat is blank or a specificsource.


Tracking Mode Enables the display ofevents in Source Tracking.

If set to Event, eventscan be created for eachsource. In the CorporateSources list, an Eventcolumn is available.

If set to Source, no eventsare available.

Event Configuration >[Recruiting] Settings

Source TrackingQuestions Mandatory

If set to Yes, sourcetracking questions aremandatory in the CareerSection.


Source Tracking ListPresented

Show the source typewhile capturing a source.

If set to Yes, the SourceType is asked first,followed by the list ofsources for the type that isselected.

If set to No, only thesources are displayed.




Settings


Display Internal Sourceson Internal CareerSections

When activated, theinternal sources aredisplayed on the internalCareer Sections.

If set to Yes, any sourcethat has the Internalvisibility will be displayedon all Internal CareerSections.

If set to No, only sourceswith the Public visibility willbe displayed on all CareerSections.

No. This is a Privatesetting that can only beactivated by Taleo.

Configuration > [CareerSection] Settings

Source Tracking When is the Source Filled for Candidates


When is the Source Filled for Candidates

There are two reasons why a source would automatically default in for a candidate.

• The candidate has already entered a source in a same session and the Already Answered SourceTracking Question setting is set to Yes. If the candidate logs out and logs back in again, then thiswould be considered a different session and therefore no matter what the setting is set to, thecandidate would need to answer the source tracking question again.

• The candidate is sent to the career section via a URL that has a valid source or event ID pre-populated. As long as the candidate does not navigate away from the Taleo portion of the careersection, then the source will default in. (In this case, the source does not have to be part of theRequisition Source list. It just must be an active source.)

If none of the above situation is true and the Source Tracking block is part of the application flow, thenthe candidate will be presented with the source tracking question.

Example 1: First submission in a session

A new or returning candidate accesses a career section. The candidate is presented with the SourceTracking block. The configuration of these settings will affect what is presented to the candidate:

• If the Source Tracking Questions Mandatory setting is set to Yes, the candidate must select asource type.

• If the Source Tracking List Presented setting is set to Yes, the candidate will select the source typefirst, then be presented with the sources for the selected source type.

• If the source or event ID was not embedded in the URL, the candidate must select the source orevent.

Example 2: Subsequent submission in the session

The candidate applies on a second requisition during the same session.

• If the Already Answered Source Tracking Question is set to Yes, the candidate is not asked for thesource a second time in the same session.

Source Tracking How is the Source List Content Determined


How is the Source List Content Determined

The list of sources displayed in candidate files, candidate job submissions, requisition files and careersections will differ depending on how a source is configured.

Recruiting Center - Requisition File

Sources configured as follows are displayed in requisition files:

• Status: Active.• Visibility: Internal and Public.• Use: In Requisition.• The requisition Organization-Location-Job Field matches the source Organization-Location-Job

Field.

If a new source is created using the above configuration, the system administrator can decide to addthe newly created source to all Open and On Hold requisitions.

Recruiting Center users can modify the list of sources in a requisition (via the Posting and Sourcingtab).

Recruiting Center - Create a Candidate - General Profile

Sources configured as follows are displayed in candidate general profiles:

• Status: Active.• Visibility: Internal and Public.• Use: In Profile.

Recruiting Center - Create a Candidate - Job Submission

Sources configured as follows are displayed in candidate job submissions:

• Status: Active.• Visibility: Internal and Public.• Sources as configured in the Source List for the requisition or sources with the In Profile option.

Recruiting Center - Edit a Candidate - General Profile

Sources configured as follows are displayed in candidate general profiles:

• Status: Active.• Visibility: Internal and Public.• Use: In Profile.

Recruiting Center - Edit a Candidate - Job Submission

Sources configured as follows are displayed in candidate job submissions:

• Status: Active.• Visibility: Internal and Public.• Sources as configured in the Source List for the requisition. If there are no sources in the list, then

the sources with the In Profile option are displayed.

Internal Career Section - Job Submission

Sources configured as follows are displayed to candidates:

• Status: Active.

Source Tracking How is the Source List Content Determined


• Visibility: Internal and Public if the Display Internal Sources on Internal Career Sections setting isenabled.

• Sources as configured in the Source List for the requisition.

External Career Section - Job Submission


• Status: Active.• Visibility: Public.• Sources as configured in the Source List for the requisition.

Internal Career Section - General Profile


• Status: Active.• Visibility: Internal and Public if the Display Internal Sources on Internal Career Sections setting is

enabled.• Use: In Profile.

External Career Section - General Profile


• Status: Active.• Visibility: Public.• Use: In Profile.

Source Tracking Source Types


Source Types

Standard Taleo Source Types

Agency

Agent

Billboards

Broadcast

Career Fair

Direct Mail

Direct Sourcing

Job Board

Magazines and Trade Publications

Mailing List

News Group

Newspapers

Other

Our Web Site

Professional Associations

Referral

Social Network

Talent Exchange

Taleo Performance

University Recruiting

Unsolicited

Source Tracking Source Properties


Source Properties

Element Description Location

Source Type Source types are provided by Taleo. Systemadministrators cannot add any additional source types,but they can change the Display Name of any of thesource types. For a list of available source types, seeSource Types.

Configuration >[Recruiting] Sources

Origin - System System-defined sources are provided by Taleo andcannot be deleted from the database. However, theycan be removed by system administrators. A sourcethat has been removed from the sources list can beadded again as it remains available in the database. Ifa source is removed from the sources list, it no longerappears to users in the Recruiting Center, unlessusers can access Taleo sources directly because theyhave been granted the Select Taleo system sourcesin selector window user type permission. The use ofa system-defined source can be modified by systemadministrators, that is if the source is used in theprofiler, in a requisition, in both, or in none.


Origin - User User-defined sources are created by systemadministrators. A user-defined source can bepermanently deleted from the sources list, providedit is not being used. If a user-defined source is inuse, deleting it will only inactivate it. The propertiesof a user-defined source as well as the Organization-Location-Job Field structure associated to it can bemodified by system administrators even if the source isin use.


Visibility The visibility of a source can be set to internal orpublic. An internal source can be viewed only byRecruiting Center users. A public source can be viewedby candidates in Career Sections and by RecruitingCenter users.

The private setting "Display Internal Source on InternalCareer Sections" allows clients to decide if they wantthe internal visibility sources to display on internalcareer sections. Contact Taleo Support for details onthis setting.


Use - In profiler or Inrequisition

A source can be used in a requisition source list (inrequisition) and/or in a general profile source list (inprofiler). If the use of a source is not defined, then thesource will not automatically default into the source listfor the requisitions or the general profiles. However, viathe Recruiting Center, a user can still add the sourceto a specific source list. The use of a source can bemodified after it has been created.


Source Tracking Source Properties


Element Description Location

Organization-Location-JobField classification

A source can be associated to organizations, locations,and/or job fields. If a source is to be available to allrequisitions, no Organization-Location-Job Fieldstructure needs to be associated to the source.However:

• When creating a requisition, only the sources thathave the same Organization-Location-Job Fieldstructure as the requisition are displayed in theSources list.

• When a candidate applies on a job (requisition),only the sources that have the same Organization-Location-Job Field structure as the requisition onwhich the candidate is applying on, are displayed inthe Sources list.

• When candidates complete their profile withoutactually applying on a job, all sources that areactive and set to “In Profiler” will display, no matterwhat the Organization-Location-Job Field structureis set for on the source. The reason for this is thatthe source tracking block can be placed before orafter the Organization-Location-Job Field block andtherefore the system is just set to not look at theOrganization-Location-Job Field when defining whatsources to display.


Agencies

• Agencies and Agents.....................................................................................................384

Agencies Agencies and Agents


Agencies and Agents

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.

Job Boards

• Job Board Account........................................................................................................ 392

Job Boards Job Board Account


Job Board Account

eQuest 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

A number from1 to 5 basedon locationsconfiguration


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 sent



to 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


Send Department Information toeQuest When Posting Requisitions

• 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

Access Posting and Sourcing Configuration > [SmartOrg] Administration> User Types >Recruiting > Sourcing

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


Send Department Information toeQuest When Posting Requisitions

• Yes

• No


Creating a Job Board AccountPrerequisite

Configuration > [Recruiting] Administration > Job board Accounts

Steps

1. Click New...

2. Under the Properties tab, select eQuest in the supplier drop-down list.

3. Complete the fields as required in the Properties, Login and Permissions tab.

4. Click Save.

Result

The newly created job board account appears in the Job Board Accounts list.

Deleting a Job Board AccountPrerequisite


Steps

1. Select a job board account.

2. Click .

Result

The job board account no longer appears in the Job Board Accounts list.

The job board account will no longer be displayed in Recruiting Center to users with appropriatepermission.



Editing a Job Board AccountPrerequisite


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 AccountPrerequisite


Steps

1. Click on the name of a job board account.

2. Select the Permissions tab.

3. Grant permissions of users, groups or organisations.

4. Click Done.

Result

Users who have been granted access to the job board account will be able to use this account inRecruiting Center to post a requisition.

Revoking Access to a Job Board AccountPrerequisite


Steps

1. Click the name of a job board account.

2. Select the Permissions tab.

3. Modify the permissions of users, groups or organizations.

4. Click Done.

Result

Users who had their access revoked to the job board account will no longer be able to use thisaccount to post a requisition in Recruiting Center.

Merge Forms

• Merge Form................................................................................................................... 397

Merge Forms Merge Form


Merge Form

A merge form is a PDF document that can be tied to candidate selection workflows, steps, andstatuses and 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 or to print a candidate submission ina particular, customized format.

Merge forms are first built in Adobe Acrobat. System administrators then add them in the RecruitingAdministration. If desired, they can also tie them to candidate selection workflows, steps, and statusesto make them available to users. Merge forms can be printed by a user, then further completed ifneeded and signed by 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.

Merge forms may be available in any language. Merged data is available in English only. Most Asianlanguages are not supported, based on PDF conversion issues with tokens. The merged data will pullwhat is in the candidates file, so it may not be in English.

Configuring Merge FormsThe configuration of merge forms consists of the following steps.

1. Taleo Support must activate the Merge Form Activation private setting. Once activated, the MergeForms feature becomes available in the Recruiting Administration menu.

2. Loading a form.3. Inserting Taleo variables in a merge form.4. Associating a merge form to a workflow, step, status.

Important Note: (ID 189) The Fill Out Form feature does not suppress confidential data.That is, if a user is not authorized to view a piece of requisition or candidate data becauseof permissions (for example, the field is confidential, or the block such as Compensation orScreening Service is not visible), the user may still get access to this data using the Fill OutForm feature. When a user generates a form, all data included in the PDF will render in the file,regardless of the user's permissions. For this reason, customers should not embed fields inPDF forms that they do not want users to be able to access.

Loading a Merge Form

Prerequisite

The PDF form must first be built in Adobe Acrobat.



Configuration > [Recruiting] Administration > Merge Forms

Steps

1. Click New...

2. Enter a title and a code.

3. Select a PDF form using the Browse... button.

4. Select Available in the Status list.

5. Click Done.

Result

The form appears in the Merge Forms page. It is also available in the Forms tab of the CandidateSelection Workflow feature.

Inserting Taleo Variables in a Merge Form

Prerequisite

Adobe Acrobat Professional is required to insert variables.

Variables are available in the Recruiting Administration menu, in the Paragraphs feature (located inthe Correspondence section).

Note that this procedure may differ according to the Adobe Acrobat Professional version being used.

Steps

1. In the Taleo Recruiting Administration menu, click Paragraphs located in the Correspondencesection.

2. Click on a paragraph.


4. In the Available Variables selector, locate the desired variable then copy it.

5. Using Adobe Acrobat Professional, open a PDF form.

6. In the Tools menu, select Advanced Editing, then Text Field Tool.

7. Draw a box using your cursor. The Text Field Properties window appears.

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.

Associating a Merge Form to a Workflow, Step, Status

Prerequisite

The form must first be loaded via the Merge Forms feature.

Configuration > [Recruiting] Administration > Candidate Selection Workflow > Forms

Steps

1. Click on the title of a form.



2. Specify when the form will be available.Indicate if the form is always available or if it is onlyavailable when associated to a selected workflow, step, or status.

• Select Always if the form will always be available.• Select In the contexts selected below if the form will be used in a specific workflow, step, or

status.

3. If you selected the second option, select a workflow, step, or status then click Add. RecruitingCenter users will be presented with the form when a candidate reaches the specified workflow,step or status.

4. Click Done.

Merge Form - Other Configuration TasksThe following configuration tasks are available for merge forms.

• Activating a merge form.• Deactivating a merge form.• Deleting a merge form.• Adding the Work Shift Availability Grid in 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 a form.

2. Select Available in 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 a form.2. Select Not Available in 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.

Adding the Work Shift Availability Grid in a Merge Form

Prerequisite

Adobe Acrobat Professional is required to insert variables.

For a list of variables used in the work shift availability grid, see Work Shift Availability Variables.

This procedure may differ according to the Adobe Acrobat Professional version being used. Alsonote that the Adobe LiveCycle Designer software cannot be used to insert token field names. Toupdate a form created with Adobe LiveCycle Designer for use within Taleo, you must first print theform to create a regular PDF file, and then edit the new PDF file from within Adobe Acrobat.

Steps

1. In the list of variables available for the work shift availability, copy the desired variable.For example, {SHIFT_GRID_DAY1_PER1}.

2. Using Adobe Acrobat Professional, open a PDF form.3. If you want the Work Shift Availability Grid to present availability using Yes or No text:

a) In the Tools menu, select Advanced Editing, then Text Field Tool.b) Draw a box using your cursor. The Text Field Properties window appears.c) In the Text Field Properties window, under the General tab, paste the variable in the Name

field.d) Enter any other information, such as a tooltip or if the field is required.e) Click Close.

4. If you want the Work Shift Availability Grid to present availability using checkmarks (a checkmarkindicating that the user is available for a shift, no checkmark indicating that the user is notavailable):a) In the Tools menu, select Advanced Editing, then Radio Button Tool.b) Draw a box using your cursor. The Radio Button Properties window appears.c) In the General tab, paste the variable in the Name field.d) In the Appearance tab, set the Fill Color to white, and the Border Color to No color.e) In the Options tab, set the Button Style to Check and select the option "Button is checked by

default".



f) Click Close.

Work Shift Availability Variables

These variables are not included in the Paragraphs feature of the Correspondence Manager and canonly be used in the Merge Form feature.


Monday_EarlyMorning: {SHIFT_GRID_DAY1_PER1}

Monday_MidDay: {SHIFT_GRID_DAY1_PER2}

Monday_Afternoon: {SHIFT_GRID_DAY1_PER3}

Monday_Evening : {SHIFT_GRID_DAY1_PER4}

Monday_Overnight: {SHIFT_GRID_DAY1_PER

Tuesday_EarlyMorning: {SHIFT_GRID_DAY2_PER1}

Tuesday_MidDay {SHIFT_GRID_DAY2_PER2}

Tuesday_Afternoon: {SHIFT_GRID_DAY2_PER3}

Tuesday_Evening : {SHIFT_GRID_DAY2_PER4}

Tuesday_Overnight: {SHIFT_GRID_DAY2_PER5}

Wednesday_EarlyMorning:{SHIFT_GRID_DAY3_PER1}

Wednesday_MidDay {SHIFT_GRID_DAY3_PER2}

Wednesday_Afternoon: {SHIFT_GRID_DAY3_PER3}

Wednesday_Evening : {SHIFT_GRID_DAY3_PER4}

Wednesday_Overnight: {SHIFT_GRID_DAY3_PER5}

Thursday_EarlyMorning: {SHIFT_GRID_DAY4_PER1}

Thursday_MidDay {SHIFT_GRID_DAY4_PER2}

Thursday_Afternoon: {SHIFT_GRID_DAY4_PER3}

Thursday_Evening : {SHIFT_GRID_DAY4_PER4}

Thursday_Overnight: {SHIFT_GRID_DAY4_PER5}

Friday_EarlyMorning: {SHIFT_GRID_DAY5_PER1}

Friday_MidDay {SHIFT_GRID_DAY5_PER2}

Friday_Afternoon: {SHIFT_GRID_DAY5_PER3}




Friday_Evening : {SHIFT_GRID_DAY5_PER4}

Friday_Overnight: {SHIFT_GRID_DAY5_PER5}

Saturday_EarlyMorning: {SHIFT_GRID_DAY6_PER1}

Saturday_MidDay {SHIFT_GRID_DAY6_PER2}

Saturday_Afternoon: {SHIFT_GRID_DAY6_PER3}

Saturday_Evening : {SHIFT_GRID_DAY6_PER4}

Saturday_Overnight: {SHIFT_GRID_DAY6_PER5}

Sunday_EarlyMorning: {SHIFT_GRID_DAY7_PER1}

Sunday_MidDay {SHIFT_GRID_DAY7_PER2}

Sunday_Afternoon: {SHIFT_GRID_DAY7_PER3}

Sunday Evening : {SHIFT_GRID_DAY7_PER4}

Sunday_Overnight: {SHIFT_GRID_DAY7_PER5}

Merge Form - Permissions and SettingsThe following permissions and settings are used to configure merge forms.

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 > [Users]User Types > Recruiting > Requisitions

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

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



Settings


Merge Form Activation Activates the Merge Formsfeature in the RecruitingAdministration menu. Thisprivate setting can onlybe activated by TaleoSupport.


Maximum Number MergeForms in List

Determines the maximumnumber of pages permerge form.


Maximum Merge FormSize

Determines the maximumsize (in bytes) of a singlemerge form.

512000 bytes Configuration >[Recruiting] Settings

Contingent Hiring

• Contingent Hiring........................................................................................................... 405

Contingent Hiring Contingent Hiring


Contingent Hiring

Contingent HiringContingent hiring is used to hire people when needed and for a limited period of time from a thirdparty agency specialized in submitting pre-qualified workers. Contingent hiring may include part-time,temporary and contractor work.

The Taleo Contingent Hiring solution is meant to support the first sourcing part of the typical contingentprocess, where specific requisitions are created and invitations to refer candidates are performed.Once the candidate submitted by an agent is selected for a limited term, there is usually a time sheetand billing process involved, not done within the Taleo Recruiting Center.

Once the Contingent Hiring feature has been purchased, the feature must be activated by TaleoSupport. When the feature is activated and configured by the system administrator, users can startacquiring contingent workers. When creating a requisition, users can choose a Contingent requisitiontype which offers specific contingent functionalities like a candidate selection workflow built forcontingent hiring, a Contingent Terms section, supplier invitation to submit candidates using theagency portal, confirmation of availability and specific candidate ownership rules, different from therules associated with other agent submitted candidates. Once the candidate is hired, the system doesnot provide additional support like time sheet and billing. To feed such systems, integration with workerinformation, billing rate and suppliers (agents) can be done upon hiring.

Contingent Hiring Process OverviewBelow are basic steps performed by a recruiter to hire contingent workers.

Creating the Contingent Requisition

When creating a requisition, recruiters should choose the Contingent requisition type because itprovides specific functionalities like a candidate selection workflow built for contingent hiring (lessprescreening, interview, or background check), and contingent specific fields such as:

• Target Start Date: Date when the worker will start working on the job.• Target End Date: Date when the worker will complete its mandate on the job.• Start Time: Time when the job will start, default based on the offer start date setting. Such start time

is modifiable and is saved based on the current user time zone and converted upon display on thecurrent user time zone.

• End Time: Time when the job ends every day, based on the current user time zone.• Maximum Hourly Rate: Maximum hourly rate allowed for the current requisition.• Requested Hourly Rate: Requested hourly rate used to inform the agent about what should be

submitted.• Estimated Expenses: Expenses that can be added in order to calculate the total estimated cost.• Estimated Labor Cost: Hourly rate paid to the agency multiplied by the estimated number of hours

per days, times the number of estimated days. This is only an estimation based on a fix number ofhours per day and a fix number of days per week.

• Estimated Labor Cost and Expenses: Total estimated cost by adding the expenses to the estimatedlabor cost, when the expenses are reimbursable.

• Expenses Reimbursable: Checkbox field used to decide whether or not the expenses are includedin the Estimated Labor Cost and Expenses field upon clicking the Calculate button or saving therequisition.



In the requisition Contingent Terms section, a Calculate button is available. When the Calculate buttonis pressed, the system calculates the value of the "Estimated Labor Cost" and "Estimated Labor Costand Expenses" fields. This is based on the number of days the worker is hired based on the start dateand end date, using the number of days per week (Calculator Default Daily setting), multiplied by thenumber of hours per day (Calculator Default Hourly setting). This number of hours is then multiplied bythe requested hourly rate for the "Estimated Labor Cost" and will add the expense to this into the field"Estimated Labor Cost and Expenses" if the Expenses Reimbursable field is checked.

For details, refer to Creating a Requisition.

Posting the Contingent Requisition

Once the requisition is completed and approved, it can be posted. The only place where to sendcontingent requisitions is to agencies. In the contingent requisition Posting and Sourcing tab, therecruiter can only select agencies (all other options are never visible). There is no possibility to postdirectly to career sections and let candidate apply. The entire sourcing process depends on the agentssubmitting candidates.

The invitation process is slightly different for contingent requisitions. The invitation is done at theagency level, not at the agent level (for all other staffing types, each agent is invited individually).Invitations are sent to all matching agents associated to the selected contingent agencies, based ontheir Organization-Location-Job Field (OLF).

When the posting process is completed, selected agents receive an invitation to refer a candidate.Agents then go to the agency portal and submit their candidates.

For details, see Inviting an Agent to Refer a Candidate.

Important Note: (ID 345) When posting contingent requisitions, users are able to post to non-contingent agents and the MWBE field is not displayed for contingent agents. Until this is fixed,users could put the word Contingent and the missing field information in the agency name.

Viewing Referred Candidate Submissions

Once candidates have been submitted, the recruiter can review candidate submissions. To identifycandidates that were submitted, the agency icon is used in the candidates list. In the candidate

file Submission tab, the recruiter can see the rate submitted by the supplier, the worker type and theinformation about charging or not the sales tax.

The recruiter can then move the candidate in the selection workflow according to workflowconfiguration. If activated by the system administrator, a confirmation email is sent to the agent when apredefined status is reached.

Important Note: (ID 335) Ownership can exist at the candidate submission level for contingentworkers. Once the general ownership is expired, another agent can submit the same candidateagain on a new requisition. But while manually changing the agent in the candidate orsubmission file in the Recruiting Center, the referring agent is changed everywhere, impactingexisting requisitions where another agent submitted the same candidate originally. Customershould not change the agent for candidates being active on at least one requisition withanother agent.

Editing the Contingent Requisition

The edition of contingent requisition is based on standard permissions and field security.

The requested hourly rate can never be saved above the maximum hourly rate. This is why werecommend to only allow some user types to change the maximum hourly rate.

Some contingent fields cannot be modified once the requisition is posted:



• Estimated Expenses• Estimated Labor Cost• Estimated Labor Cost and Expenses• Expenses Reimbursable• Requested Hourly Rate

Duplicating a Contingent Requisition

When duplicating a contingent requisition, certain fields are not duplicated. For details, see RequisitionDuplicate

Creating and Editing a Candidate File

When creating a candidate file, it is possible to capture contingent fields placed in the create candidateflow. Note that contingent fields are submission specific, thus only available for configuration into jobspecific capture flows.

Contingent specific candidate fields are specific to each submission and as such, are visible ormodifiable only within the submission file. For details, see Candidate Fields to be Used for Contingent.

Contingent Hiring ConfigurationThe configuration of Contingent Hiring by a system administrator is an extensive task and numerousaspects have to be taken into consideration.

The following describes the tasks to be done in a logical order. The order can slightly be changed, butit needs to respect some logic, like, for example, creating the agent portal before associating the agentto the portal.

Activation of the Contingent Hiring Feature

Once the Contingent Hiring feature has been purchased, the module must be activated by TaleoSupport. This is done by setting the Contingent Functionality Activation setting to Yes.

Setting


Contingent FunctionalityActivation

Activates Contingentfunctionalities.


A table presents the impacts of enabling or not the Contingent Functionality Activation setting. SeeImpacts on Features when Enabling the Contingent Hiring Feature.

Configuration of User Type Permissions

The system administrator must grant the contingent staffing type to the users who will do contingenthiring.


Name Location

Allow access to contingent requisitions Configuration > [SmartOrg] Administration > UserTypes > Recruiting >Requisitions



The permission allowing the creation of contingent requisitions using a template must also be granted.


Name Location

Create requisitions - Only from a requisition template(contingent recruitment)

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

Configuration of Settings

The system administrator also enables the following settings.

Setting


Contingent Staffing AgentOwnership Delay

Period during whichcontingent staffing agentsown rights over referrals.


Offer Default Start DateHour

Default employee starttime on the start date.

8 a.m. Configuration >[Recruiting] Settings

Calculator Default Hourly In the salary calculator,assumes that employeeswork X hours per day.

8 hours Configuration > [CentralConfiguration] Settings

Calculator Default Daily In the salary calculator,assume that employeeswork X days per week.

5 days Configuration > [CentralConfiguration] Settings

Activation of the Contingent Requisition Type

A contingent requisition type is available. The system administrator must activate it. Once activated,the contingent requisition type becomes available when users are creating a requisition or requisitiontemplate in Taleo Recruiting.

For details, see Activating a Requisition Type.

Configuration of Requisition Field Visibility

All requisition standard fields and user-defined fields are available for contingent usage, but they arenot all suitable.

The system administrator can decide which fields are made available for contingent hiring by using thefield exception feature. It is possible for the system administrator to remove a field from the contingentview, or make it optional while being mandatory for another staffing type. For example, the Description- Internal field can be configured in the file, but cannot be displayed to agents since the agency portalis by definition an external site. We recommend to deactivate such field via a contingent staffing typeexception.

For details, see Creating a Field Exception.



A table presents requisition fields meant to be used for contingent purposes and that should beactivated by the system administrator. While they are meant to serve the purpose of contingent hiring,these fields can be activated for any staffing type. See Requisition Fields to be Used for Contingent.

Configuration of Requisition and Requisition Template Files

Requisition templates are important for the contingent hiring process. While it is not required to createa contingent requisition using a template, this is definitely the recommended practice.

The requisition should contain the Contingent Terms block where contingent specific standard fieldsare located. Two important fields should contain default values:

• Maximum Hourly Rate: Defines the maximum hourly rate allowed for the current requisition. It limitsthe requested hourly rate amount and also controls the maximum rate an agent can ask whilesubmitting a candidate.

• Requested Hourly Rate: This is the requested hourly rate used to inform the agent about whatshould be submitted.

These two other fields are also important:

• Estimated Labor Cost: Hourly rate paid to the agency multiplied by the estimated number of hoursper days, times the number of estimated days. This is only an estimation based on a fix number ofhours per day and a fix number of days per week.

• Estimated Labor Cost and Expenses: Total estimated cost by adding the expenses to the estimatedlabor cost, when the expenses are reimbursable.

When one of the above two fields is present in the requisition, the Calculate option is displayed. Whenthe Calculate button is pressed, the system calculates the value of those fields. This is based on thenumber of days the worker is hired based on the start date and end date, using the number of days perweek (Calculator Default Daily setting), multiplied by the number of hours per day (Calculator DefaultHourly setting). This number of hours is then multiplied by the requested hourly rate for the EstimatedLabor Cost and will add the expense to this into the field Estimated Labor Cost and Expenses if theExpenses Reimbursable field is checked.

User-defined fields can be added into the form used within the Contingent Terms block, or anywhereelse within the file. Ideally, the system administrator will also need to configure the system such thatthe Internal Description field is removed from the Contingent requisition file, since it is not displayed tothe agent who is viewing requisitions through an external agency portal.

For details, see Creating a User-defined File.

Association of the Requisition User-defined File to the Contingent Staffing Type

Once the user-defined file is created, the system administrator associates it to the Contingent Staffingtype, where needed. Since there are other variations between contingent and other staffing type fileformat, it is recommended to have a file created specifically for contingent staffing type. This is alsotrue for requisition templates.

For details, see Associating a Requisition File to a Staffing Type.

Configuration of Candidate Field Visibility

All candidate standard fields and user-defined fields are available for contingent usage, but they arenot all suitable.

The system administrator can decide which fields are made available for contingent hiring by using thefield exception feature. It is possible for the system administrator to remove a field from the contingentview, or make it optional while being mandatory for another staffing type.

Note: While it is possible to do field level configuration for contingent fields, this is notrecommended. We recommended instead to use the candidate file creation feature and to create a



specific file to be used for contingent hiring using the Requisition File Setup feature available in theTaleo Recruiting Administration menu.

For details, see Creating a Field Exception.

A table presents candidate fields meant to be used for contingent purposes and that should beactivated by the system administrator. While they are meant to serve the purpose of contingenthiring, these fields can be activated for any staffing type. These fields are only available within thesubmission context and cannot be placed within the general profile. See Candidate Fields to be Usedfor Contingent.

Note: Contingent specific fields do not have their counterpart in the offer module. The offer module canbe used for contingent purpose, but contingent fields listed under the requisition specific ContingentTerms block are not available into the offer module.

Association of the Candidate User-defined File to the Contingent Staffing Type

It is possible to configure a candidate file for contingent using the same approach as for requisitionfiles. Unlike requisition files, the system administrator can only specify one candidate file for eachconfiguration profile. But these files can have exceptions defined. In this case, it is possible to definethe exception file used for contingent staffing type submissions.

For details, see Associating a Candidate File to a Staffing Type.

Creation of the Candidate Selection Workflow

This step is important because some of the candidate selection workflow steps are in theory manageddirectly by the supplier. The system will not require the system administrator to configure a ContingentCandidate Selection Workflow, but it is recommended to use a specific one to be aligned with realisticscenarios.

In a Contingent Candidate Selection Workflow, there is less prescreening, interview, or backgroundcheck done for contingent workers when they are prequalified by the agent who will submit them. Ascenario of how a client would use Taleo’s contingent solution may include a step to allow the onlineconfirmation from the agent and one to automatically move the candidate to the next step. In orderfor this scenario to occur, the client must configure such confirmation request, based on the step andstatus triggering the confirmation link to display in the Agency Portal. To inform the agent to come backand use the confirmation page, a message template must be associated to the Contingent CandidateSelection Workflow and the triggering step and status.

When building the candidate selection workflow, try to keep the contingent flow as simple as possibleand note where in the selection process you want to invite the agent to confirm price and availabilityof the worker you want to select. The offer step can be used in a Contingent Candidate SelectionWorkflow, but the contingent specific fields are not available, so it is not convenient. An enhancementrequest is being considered to better support contingent specific fields into the offer module. In themeantime, user-defined fields can be used but when doing so, the field is also visible under otherstaffing types.

When creating the Contingent Candidate Selection Workflow, it is a good practice to create a CSW forcontingent not associated to any OLF, to serve as the default CSW for contingent.

For details, see Building a Candidate Selection Workflow.

Creation of an Agency Portal

The creation of the Agency Portal is done via the Career Section Administration module. When thesystem administrator creates the career section, the Agency Portal type must be selected. For details,refer to the Career Section Configuration Guide.

There is no rule preventing the sharing of a portal with contingent agents and other agents. However,it is recommended to use a contingent-specific agency portals for the following reasons:



• The job specific application flow might differ between contingent candidates and other candidatessubmitted by other agencies. As for candidate selection workflows, the focus is usually differentand contingent candidates will be prescreened by the agencies, thus the pages related tobackground check or prescreening might not be part of the flow at all.

• The flow should also contain the contingent specific block, where the agent will be able to providethe agency bill rate and even the internal worker ID or requisition number, in order to use thoseunique IDs later during integration processes.

• Tier 2 and tier 3 agencies might be supported by delayed default posting. Since default postingduration, start and end, are defined at the portal level, creating few portals with different defaultvalues will help posting to tier1 agencies first, tier2 with a small delay and potentially tier3 with alonger delay. Such configuration has been requested few times in the past.

• Use the same portal for all agents of the same agency, in order to have a unique default postingduration value while selecting an agency.

The forgot username process, although an available option in the career section properties,should not be used since users are forced to log using their email address. Because it isactivated by default, we recommended to deactivate it. (Configuration [Career Section]Administration > Career Sections > Security Settings).

Creation of the Agency Providing Contingent Services

The creation of a contingent agency is similar to the creation of professional agencies. Only agencieswith the contingent staffing type will be available while inviting agents to submit candidates tocontingent requisitions. The system administrator creates an agency, select the contingent type anddecide whether or not this agency is MWBE, which means Minority Women Business Owned. Thisis a flag available when exporting the agency information to an external system where billing occurs.It has no functional impact in the recruiting application but might be required while exporting supplierinformation to an external system.

For details, see Creating an Agency.

Association of Agents to the Agency

The system administrator needs to add agents to the agency and associate each agent to a portalin order to be able to invite agents to submit candidates. Each agent requires a valid email address.This address will define where the invitations to refer will be sent. It is also used as the agent’susername. This is why we recommended to deactivate the forgot username setting in the careersection properties.

When the recruiter will invite agencies to submit candidates, to avoid notifying too many agents atonce, two options are available:

• Create agencies with a small number of agents.• Define specific OLF for each agent. Such OLF contextualization will drive which agents are invited

for each selected agency.

For details, see Creating an Agent and Adding an Agent to an Agency.

Configuration of the Agent Confirmation Request

The system administrator can configure the Agent Confirmation Request to send a request to the agentto confirm a candidate’s availability.

The Agent Confirmation Request is an important step of the contingent hiring process. It is optional,but highly recommended. At some point in the candidate selection process, the system administratormay want to allow the agent who submitted a candidate to confirm the candidate's availability. Thisis how the agent can interact with the candidate selection process and move the candidate forwardautomatically. The Agent Confirmation Request can be added to any status of a step of a candidate



selection workflow. The system administrator can also decide the status the candidate automaticallyreaches based on the answer sent by the agent. Yes the candidate is available, or no the candidate isnot available. The email sent to the agent requesting a confirmation contains the text included in theAgent Confirmation Question (multilingual).

The Agent Confirmation Request is configured in the Career Section Administration module. Fordetails, refer to the Career Section Configuration Guide.

Configuration of the Agent Confirmation Email

The system administrator may decide to send an email message to agents asking them to confirmthe candidate's presence. The system administrator may duplicate the Contribution Request, Agentmessage template as a starting point. The message should be configured as follows:

• Recipient: Agent.• Delivery Type: Automatic.• Triggering Event: Candidate Selection Workflow Context.• Variable of interest: {CareerSection.AgentReferralUrl}.• Workflow, Step, Status: The Workflow, Step and Status must be aligned with the Agent

Confirmation Request configured earlier so the agent is invited at the same time the link appears inthe agency portal.

For details, see Creating a Message Template.

Contingent Requisition Ownership RulesFor contingent requisitions, the ownership between a submitted candidate and the submitting agentdiffers from employee or agent referral rules on all other requisition types.

First, there is a contingent specific ownership period used only for contingent submissions.

Second, there is a set of rules that differ from how ownership behaves on all other requisition types:

• Contrary to all other requisition types, ownership can change over time from agent to agent onceexpired.

• The original ownership is kept at the submission level even after it is expired at candidate level orreplaced at candidate level by another agent, to maintain the relationship with the same agent for aspecific job. This means users can see a different ownership from requisition to requisition.

• Ownership at the submission level can be modified by the end user. For all other staffing types,ownership is modifiable centrally and impacts all submissions, since there is only one ownership bycandidate.

Important Note: (ID 335) Ownership can exist at the candidate submission level for contingentworkers. Once the general ownership is expired, another agent can submit the same candidateagain on a new requisition. But while manually changing the agent in the candidate orsubmission file in the Recruiting Center, the referring agent is changed everywhere, impactingexisting requisitions where another agent submitted the same candidate originally. Customershould not change the agent for candidates being active on at least one requisition withanother agent.

Since the same agent can be used on both contingent and other staffing types agency referralscenarios, it is not the agent that will determine the ownership but rather the type of candidatesubmission in play. If the candidate submission that initiates the ownership is a contingent requisition,the contingent setting applies; if the candidate submission initiating the ownership is not contingent,then the standard setting applies. Contingent ownership periods are typically smaller.



Contingent Hiring - Exceptions to Standard BehaviorImportant information regarding the behavior of specific features if used with contingent hiring.

Feature Exception

Sourcing and posting For contingent requisitions, sourcing is achieved exclusively throughinvitations sent to agents. There is no direct posting to careersections. This is because contingent hiring process relies on theassociation between a worker and an agent, and such association isrequested at all time to correctly support contingent. To be able to invite anagent, the agent must be associated to an agency portal.

Matching candidates Although matching candidates is allowed, matching a non-contingentcandidate to a contingent requisition will generate a worker without anassociated agent. This situation, which is probably an exception, can becorrected by adding the agent once the candidate is matched.

Matching a contingent worker to a non-contingent requisition is alsoallowed, but can generate surprises to those workers since they mightstart to receive direct correspondences if they have an email in theircandidate file (for example, invitations to complete their file and overwritevalues entered originally by the agent). This should be consideredcarefully to avoid generating surprises to candidates. This might also lookas an attempt to bypass the agent if this was not discussed previously.

Number of positions For a contingent requisition, the start date and end date are managedwithin the requisition. As such, all positions of a single requisition willalways have the same rate boundaries and start and end dates. If differentboundaries are needed, different requisitions must be created.

Resume parsing Resume parsing can be used within the agency portal.

It can also be used by sending attachments through emails. However, ifthe agent sending the email is associated to a portal without a generalprofile flow, the system will not be able to parse the attachment. This isbecause all email based parsing is profile based and never for a specificjob. This is why there is a standard message template that informs agentsassociated to a portal without a profile flow that if they ever send a resumeto the [email protected] address, the email parsing isnot supported for them. If a profile flow is active, then all standard parsingresponses might be triggered.

The message template is named Resume Parsing Service Unavailable toAgents. This message is triggered when the profile flow is not activated inthe agency portal associated with the agent.

Offer module The offer module can be used with contingent hiring, althoughconceptually, the interaction between the organization and the candidate isdone by the agent, thus the offer module, meant to serve as a contractualagreement between the candidate and the organization, is not the naturalpath. While most standard fields and user-defined fields can be made



Feature Exception

available for contingent specific offers, the contingent-specific fields suchas Start Date, End Date, Start Time, End Time and Staffing Agency HourlyRate are not available in the offer module. This aligns to the originaldesign of contingent and is the current expected behavior.

Agency with both Staffing andContingent Staffing services

When both the Staffing and Contingent Staffing services are selectedfor a specific agency, the system will act as contingent or not basedon the requisition where the candidate is submitted. But if the agentsassociated to such agencies are submitting new candidates as generalprofiles - through either a profile flow or resume parsing by email - then thesystem will consider those candidates as non-contingent candidates. It isrecommended to have only job-specific application flows when agenciesserving both contingent and non contingent are required. If an agentassociated to a contingent only agency is submitting a candidate profile,then the ownership delay of the contingent definition will be applied.

Hiring contingent candidates In order to hire a candidate on a contingent requisition, the candidate mustbe associated to an agent. All candidates submitted through the agencyportal will get such association. However, candidates created manually,matched to a contingent requisition or imported might not have such agentassociation at first and it must be added before being able to hire thecandidate on any contingent requisition.

Impacts on Features when Enabling the Contingent Hiring Feature

Feature Contingent FunctionalityActivation setting is enabled

Contingent FunctionalityActivation setting is not enabled

List Formats No impact. No impact.

Fields Contingent staffing type is available. Contingent staffing type is notavailable.

Selection Lists No impact. No impact.

Candidate User-defined Files Contingent staffing block isavailable.

Contingent staffing block isavailable, but not displayed in theRecruiting Center.

Requisition and RequisitionTemplate User-defined Files

Contingent Terms block is available Contingent Terms block is available,but not displayed in the RecruitingCenter.

Candidate File Setup Contingent staffing type is available. Contingent staffing type is notavailable.

Requisition File Setup Contingent staffing type is available. Contingent staffing type is notavailable.

Requisition User-defined Forms Contingent Terms form is available. Contingent Terms form is available.



Feature Contingent FunctionalityActivation setting is enabled

Contingent FunctionalityActivation setting is not enabled

Candidate Search Page No impact. No impact.

Candidate Selection Workflow Contingent option is available underContext Display tab.

Contingent option is not availableunder Context Display tab.

Matching Configuration No impact. No impact.

Message Templates No impact. No impact.

Agencies Contingent option is available Contingent option is not available.

Department List No impact. No impact.

Position List No impact. No impact.

Merge Forms No impact. No impact.

Notifications No impact. No impact.

Regional Settings No impact. No impact.

Requisition Types Contingent Type available. Contingent Type is not available.

Center Stage No impact. No impact.

Source Tracking No impact. No impact.

Integration (Job Board Accountsand Screening Services)

No impact. No impact.

Automated Tasks No impact. No impact.

Product Resources No impact. No impact.

Talent Exchange No impact. No impact.

Career Section > Application Flows> Job Specific Agency flow

Contingent Staffing block isavailable.

Contingent Staffing block isavailable.

Career Section Setup No impact. No impact.

Career Section > Statements No impact. No impact.

Requisition Fields to be Used for Contingent

Field Block/Form Where Available Rules

Start Date Profile Mandatory by default, but it can bemade optional.




Start Time Profile The Recruiting setting Offer DefaultStart Date Hour defines the value ofthis field. Default is 8 a.m.

Target End Date Profile Mandatory by default, but it can bemade optional.

End Time Profile The Recruiting settings Offer DefaultStart Date Hour and CalculatorDefault Hourly define the value ofthis field. Default is 8 a.m and 8hours per day.

Estimated Expenses Contingent Terms Represents expenses that can beadded in order to calculate the totalestimated cost.

Estimated Labor Cost Contingent Terms This is a read-only calculated fieldand it cannot be configured as aninput field. The cost is a result of thenumber of hours per day (CalculatorDefault Hourly setting) and thenumber of days the requisitionis open, based on the differencebetween the end date and thestart date and the number of daysper week, defined in the settingCalculator Default Daily, with 5 daysa week being the default. Sinceit is a calculated field, this fieldcannot be configured by the systemadministrator.

Estimated Labor Cost andExpenses

Contingent Terms This is a calculated field, and willinclude the Estimated Labor Costplus the Estimated Expenses, ifthe Expenses Reimbursable fieldis checked. Since it is a calculatedfield, this field cannot be configuredby the system administrator.

Expenses Reimbursable Contingent Terms This check box field is used todecide whether or not the expensesare included in the Estimated LaborCost and Expenses field uponclicking the calculation option orsaving the requisition.

Maximum Hourly Rate Contingent Terms Configure the field such that itis read only for managers – donot allow editing of this field bymanagers. Defines the maximumhourly rate allowed for the currentrequisition. This value should intheory come from the template ifpossible, since it serves to limit the




requested hourly rate amount. Italso controls the maximum rate anagent can ask while submitting acandidate.

Requested Hourly Rate Contingent Terms This is the requested hourly rateused to inform the agent about whatshould be submitted.

Candidates Field to be Used for Contingent

Field Default Field Visibility

Staffing Agency Hourly Rate Career Section (not relevant to recruiters, forintegration purpose only).

Sales Tax must be charged Career Section, Taleo Recruiting.

Hourly Rate Paid to the Worker Career Section (not relevant to recruiters, forintegration purpose only).

Agency Requisition Number Career Section (not relevant to recruiters, forintegration purpose only).

Worker ID Career Section (not relevant to recruiters, forintegration purpose only).

Worker Type Career Section, Taleo Recruiting.

Pipeline Management

• Pipeline Management.................................................................................................... 419• Configuring Pipeline Management.................................................................................420• Pipeline Management - Other Configuration Tasks.......................................................423• Pipeline Management - Permissions and Settings........................................................425

Pipeline Management Pipeline Management


Pipeline Management

Pipeline Management provides the ability to distinguish between contacts and candidates and to builda pipeline of contacts who can be tracked and managed separately.

The Talent acquisition process includes the development of contacts, which are individuals who havenever been considered for a job, but have the skills, background, and experience an organization islooking for. Pipeline Management provides clients with a way to manage the lifecycle of candidatesthrough the state of being a contact in a pipeline to being considered on an open requisition.

The system now differentiates requisitions as follows: job requisitions used to hire candidates, andPipeline Requisitions to build a pipeline of candidates.

Two Pipeline requisition types are available:

• Pipeline - General• Pipeline - Executive

Pipeline Management Configuring Pipeline Management


Configuring Pipeline Management

The configuration of the Pipeline Management functionality consists of the following steps.

1. Contact Taleo Support to have the Candidate Pipeline Functionality Activation protected settingactivated.

2. Activating Pipeline requisition types.3. Creating a CSW step of type Pipeline.4. Creating a candidate selection workflow of type Pipeline.5. Granting Pipeline Management user type permissions.

Activating Pipeline Requisition TypesPrerequisite

Configuration > [Recruiting] Administration > Requisition Types

Steps

1. In the Available Requisition Types list, select Pipeline - General and/or Pipeline - Executive.

2. Click Add.

3. Click Done.

Result

The requisition types are available to Recruiting Center users when they create a requisition.

Creating a CSW Step of Type PipelinePrerequisite


Steps

1. Click the Steps tab.

2. Click New...

3. Complete the name, short name (appears on the Step tab in the Recruiting Center Candidateslist), code, and comments.

4. Complete the Step Information field if you want to create custom instructions for the step.

5. Select Pipeline in the Reference Model field.

6. Complete the fields in steps 3, 4, and 5 in all available languages.

7. In the Statuses Usage tab, add statuses to the step.

You can only add statuses that have a reference model of type Pipeline, Rejected, Declined, orInactive or statuses that do not have any reference model. Note that the Rejected and Declinedstatuses are selected by default; you can remove them if desired.

8. In the Actions Usage tab, select actions for the step.

When creating a step for a Pipeline reference model, the Start Onboarding Process actioncannot be used.



9. Click Done.

Result

The step appears in the Steps page and can be used in a candidate selection workflow.

Creating a Candidate Selection Workflow of Type PipelinePrerequisite


Steps

1. Click the Workflows tab.

2. Click New...

3. Enter a name, code, comments, and description.

4. Complete the fields in step 3 in all available languages.

5. Select Available to make the workflow available in the Recruiting Center.

6. Optional: Select Default Workflow to make this workflow the default workflow in the RecruitingCenter.

7. In the Steps Usage tab, add one step of type Pipeline.

a) Click Add...b) Select a step.c) Click Add.

Only a step with a reference model of type Pipeline can be added to a pipeline candidateselection workflow.

8. In the Display Context tab, under Requisition Type, select a Pipeline requisition type and clickAdd.

9. Click Done.

Result

The Pipeline candidate selection workflow can be used by Recruiting Center users in Pipelinerequisitions.

Granting Pipeline Management PermissionsPrerequisite



Steps



3. Click Edit next to Requisitions.

4. In the Requisition types section, select the Pipeline permissions:

• Allow access to pipeline - general requisitions



• Allow access to pipeline - executive requisitions

5. Click Save.

Pipeline Management Pipeline Management - Other Configuration Tasks


Pipeline Management - Other Configuration Tasks

The following configuration tasks may be performed for Pipeline Management.

• Adding the Requisition Type column in requisitions list.• Adding the Most Advanced Progression Status column in candidates list.• Activating the Self-assigned Task action inside a step.• Making the Most Advanced Progression Status field available for the Advanced Search.

Adding the Requisition Type Column in Requisitions ListPrerequisite


Steps

1. Click the Requisition tab.

2. In the Show list, select a variation and click Refresh.

3. Click an item in the list.

4. In the Columns in this Context tab, click Add...

5. Select the Requisition field group.

6. Select Requisition Type in the Available Fields list.

7. Click Add.

8. Click Done.

Result

The Requisition Type column appears in the Columns in this Context tab. The column is available toRecruiting Center users when they customize their list formats.

Activating the Self-assigned Task Action Inside a StepPrerequisite

The Self Assigned Task action must be available (Candidate Selection Workflow / Actions tab)


Steps

1. In the Actions tab, click the Self Assigned Task.


3. Click Done.

4. In the Steps tab, click the step where you want to add the action.

5. In the Actions Usage tab, click Add...

6. Select the Self Assigned Task action.

7. Click Done.

8. Click Done.

Pipeline Management Pipeline Management - Other Configuration Tasks


Result

The action is added to the selected step. When a candidate gets to the step where the Self-assigned Task action was added, Recruiting Center users have the ability to select the Create aself-assigned task option in the Change Step and Status window or Bypass window. If the option isselected, users have to provide a name, due date, description, and comments for the self-assignedtask. The task then becomes available under the Tasks tab.

Adding the Most Advanced Progression Status in Candidates ListPrerequisite


Steps

1. Click the Candidate tab.

2. In the Show list, select a variation and click Refresh.

3. Click an item in the list.

4. In the Columns in this Context tab, click Add...

5. Select the All field group.

6. Select Most Advanced Progression Status in the Available Fields list.

7. Click Add.

8. Click Done.

Result

The Most Advanced Progression Status column appears in the Columns in this Context tab. Thecolumn Most Advanced Progression Status, represented by the icon , is available to Recruiting

Center users when they customize their list formats.

Making the Most Advanced Progression Status Field Available for theAdvanced Search

Prerequisite

The Candidate Search option available in the Properties page of the Most Advanced ProgressionStatus field must be selected.

Configuration > [Recruiting] Administration > Candidate Search Page

Steps

1. In the Field Group field, select Basic Profile.

2. In the Available Fields list, select the Most Advanced Progression Status field.

3. Click Add.

4. Click Save.

Result

The field appears in the Selected Fields list. It is available to Recruiting Center users when theycustomize the advanced candidate search form provided they have access to the advanced search.

Pipeline Management Pipeline Management - Permissions and Settings


Pipeline Management - Permissions and Settings

The following permissions and settings are used to configure the Pipeline Management functionality.



Allow access to pipeline - generalrequisitions

Allows Recruiting Center users tocreate Pipeline requisitions for anytype of requisition except executive.


Allow access to pipeline - executiverequisitions

Allows Recruiting Center usersto create pipeline requisitions forexecutives.


Setting


Candidate PipelineFunctionality Activation

Activates Pipelinerequisition types (General& Executive) as well as anadditional workflow step(Pipeline).

This setting is a Protectedsetting that can beactivated by Taleo Supportonly.

Off Configuration >[Recruiting] > Settings

Recruiting Fundamentals

• Candidate Actions..........................................................................................................427• Requisitions....................................................................................................................477• Offers..............................................................................................................................499• Hourly Hiring.................................................................................................................. 504• Libraries..........................................................................................................................510• Prescreening.................................................................................................................. 512• Reports...........................................................................................................................521• Tasks..............................................................................................................................524• General Features........................................................................................................... 529

Recruiting Fundamentals Candidate Actions


Candidate Actions

CandidateA candidate is a person that applied on a job, that submitted a profile, or that was referred.

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 userDetails regarding internal and external candidates

Candidate’s internal/external state is tracked in the general profile and at the job submission level.

In the General Profile: Internal candidates are identified by the icon. This icon is displayed in the

candidate card located on the left pane and in the candidate list. In general, candidates applying ona job or submitting their profile from an internal career section are automatically considered internalcandidates. All other candidates are considered external candidates by default. However, if comingfrom an external career section and if the application flow is configured to allow it, candidates applyingfrom external career sections can indicate that they are internal candidates and will receive the internaldesignation. In addition, Recruiting Center users may have the ability to change the internal/externalstate of a candidate directly in the candidate file by using the Internal Candidate check box (which isavailable in the Candidate Personal Information section of the candidate file, under the General Profiletab).

Recruiting Center users may also have the ability to automatically identify a candidate as Internal sothat candidates who reach the Hire/Hired status in a candidate selection workflow will automaticallyhave their general profile updated to indicate Internal. The system will display the icon for thosecandidates in a candidate list. Candidates who have received the Internal designation at the generalprofile level are considered to be internal candidates on the general profile even if they applied viaan external career section. Authorized system users or integrations are required to remove thisdesignation from employees who leave the company. For integration and reporting purposes, this fieldis 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”.Configuration

When granted, the following permission allows users to access the Edit button on the job submissiontab of the candidate file.




Name Location

Edit the job submission tab Configuration > [SmartOrg] Administration > User Types >Recruiting > Candidates

When granted, the following permission allows users to access the Edit button on the general profiletab of the candidate file.


Name Location

Edit the general profile tab Configuration > [SmartOrg] Administration > User Types >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.

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

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.


For details on the permissions and configuration required to display the different candidate tabs tousers, see Candidate File Tabs.

Candidate FileA candidate file is a form containing candidate information such as personal information, workexperience, certifications, references, EEO information, screening information.

A candidate file is organized into three sections:



• The left pane contains the candidate card in the top section and supporting information in thebottom section. The card can be flipped and the pane can be expanded or collapsed using the

icon.• The right pane contains supporting tools such as the online help and the online clips if these were

enabled. The pane can also be expanded or collapsed.• The center pane provides a menu bar allowing users to perform actions on the candidate file. It also

contains tabs that provide complete information about the candidate. Depending on which side thecandidate card is, the information displayed will vary. The candidate file content is presented as along form. The main content of the candidate file is within the Job Submission/General Profile tab,which includes various sections that can be expanded or collapsed using the icon. The other

tabs contain peripheral information. From the Job Submission/General Profile tab, whether in edit orview mode, users always have access to a table of contents that allows quick jumping to differentportions of the file. The table of contents is available via the icon.

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.

Note that the landing tab when opening a candidate file can be configured in the My Setup feature,which is available via the auxiliary navigation bar.

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 TabsIn the candidate file, tabs presented to users are governed by permissions and configurations.

Candidate File Tabs

Name Description Permission andConfiguration Required

Job Submission/General Profile Contains information onprescreening, resume, employmentpreferences, EEO, etc. The contentsof both the job submission andgeneral profile are configuredand activated by the systemadministrator as candidate files inthe Taleo Recruiting Administrationmodule. Depending on thecandidate card side being viewed,this tab will be either specific JobSubmission OR the General Profile.

Always displayed.

Attachments Contains resume and otherattachments provided by thecandidate and attachments providedby the user. Attachments areadded with the icon. Job

specific attachments are clearlyidentified from other attachments,and the name of the person whoattached the file is also indicated. Allattachments are managed centrallyfrom this tab and when a useruploads an attachment, he/she willbe able to specify if it will also bevisible to the candidate.

Access Attachments tab(Configuration > [SmartOrg]Administration > User Types >Recruiting > Candidates)

View other attachments(Configuration > [SmartOrg]Administration > User Types >Recruiting > Candidates)

For any attachments originallycreated as being only visibleby the recruiter (not visible tothe candidate), users will onlysee attachments to the extentthat they have been grantedaccess to the submission relatingto the attachment. If users arenot authorized to view the jobsubmission then they will not beable to view the attachment.

For information on attachments, seeAttachment.

Tasks Contains a list of tasks to performregarding the candidate. Tasks areself-assigned by users to remindthem to complete a future activity.

This tab only appears from theCandidate Submission card side.To be displayed, the feature mustbe activated and users must also



Candidate File Tabs


have been granted the permissionto manage self-assigned tasks.

Offers Contains offers submitted to thecandidate, offers from competitors,candidate expectations andrequisition offer information.

The Offers tab and offer content arealways job specific and visible onlyfrom the job submission view.

• Competitive offers and currentjobs are linked to the candidateand are thus shared betweensubmissions for this candidate.Context based permissionownership is applied based onthe owners of any requisition thiscandidate has applied to.

• Candidate job offers andexpectation offers are linked tothe submission and can only beviewed by users who can viewthat submission.

Displayed if offer management isused.

The Offers tab is displayed on acandidate submission once an offeris created.

The Offers tab and offer contentare never displayed when viewing acandidate’s general profile.

Offer Approvals Contains the most recent offerapproval information.

Displayed if offer management andapprovals are used.

The Offer Approvals tab is displayedonce an offer approval request isgenerated. The Offer Approvals tabis visible for any user who can viewoffers for the candidate submission.

Referrer Contains both employee/candidatereferral and agency referralinformation and actions.

Always displayed if the user canview the candidate’s general profileor job submission.

History Contains a log of all actionsperformed on the candidate file,including the date and the name ofthe user who performed the action.

Always displayed. However, it onlyallows users to view history trackingrelated to submissions they areauthorized to view.

The Attachments tracking categoryis visible to users who have thesetwo permissions:

• Access Attachments tab

• View other attachments



Candidate File Tabs


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

The Offer history tracking is visibleto users who have the followingpermission:

• View offers

(Configuration > [SmartOrg]Administration > User Types >Recruiting > Offers )

Note that if users navigate into theview of a submission they can viewbut are not authorized to view theoffer tab of that submission, thenthe offer history tracking data will behidden. All offer history of all typeswill be hidden – not just “offer” butalso the supplementary offer data aswell.

For more details on the candidatefile History tab, see Candidate FileHistory Tab.

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 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.If an internal candidate is placed in a user's folder, a user will be able to view him regardless of whatis set on this permission. When performing an advanced search, a user will be able to return generalprofiles of internal candidates if authorized based on the search permission "Access Internal/ExternalCandidate Criteria".

Creating a CandidateRecruiting Center users have the ability to create candidate general profiles and job-specificsubmissions.

The creation of candidates is done via the Create Candidate feature which is available in the homepage as well as in the Candidates list via the More Actions list. This feature 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.

When creating a candidate general profile or job-specific submission, the file presented tousers does not take into consideration security level permissions in view and edit modes forthose users and will allow them to input data into all the fields no matter the security levelpermissions granted or the security level set for the fields.

After deciding on the type of file to create, users have to select a template to create the candidate file.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.

During the creation process, the Resume Parsing option is available to extract key data elementsfrom a candidate's resume and to use these data elements to automatically populate fields in theapplication. The candidate's resume cannot exceed 100 kilobytes or the size defined by the systemadministrator. It must also have the proper file format as defined by the system administrator. ResumeParsing has no impact on the formatting of a text (bold, italics, bullets). It can detect text in the headerand footer. The following data elements are extracted from the candidate's resume:

• Personal information: first name, last name, initial, address, city, state/province, country, zip/postalcode, phone number, e-mail address.

• Education: education level, evaluation date.• Experience: start date, end date, achievement.

Before creating the actual candidate file, a duplicate check has to be performed to find out if thecandidate already exists in the database. The following fields can be used for the duplicate check:

• First Name• Last Name



• Middle Name• Email Address• Street Address• City• Phone Numbers (home, work, cellular, pager, or fax)• Social Security Number

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.

Configuration

Users must have the Create candidates permission to be able to create candidates. When thepermission is granted, the Create Candidate action is available in the Recruiting Center.


Name Location

Create candidates Configuration > [SmartOrg] Administration > UserTypes > Recruiting > Candidates

Important Note: (ID 210) Currently, users must have the “Attach a file (general)” and “Attacha file (on preselected candidates)” permissions for the resume parsing option to work properlywhen creating a candidate.

The system administrator can define for each configuration profile which candidate file will be used tocreate a candidate. This is done via the SmartOrg Configuration Profiles feature.

Setting


Candidate File Creation • QuickGeneralProfile

• GeneralProfile 1, 2, 3,4

• Job-specificSubmission 1,2, 3, 4

• GeneralReferral

Configuration > [SmartOrg]Administration > ConfigurationProfiles



Setting


• Job-specificReferral

Permission and Field Security Level not Considered when Creating a Candidate

Recruiting Center users have the ability to create candidates without the restriction of security levelpermissions and field security level.

When creating a candidate general profile or job-specific submission (via the Create Candidate action),the file presented to users will not take into consideration security level permissions in view and editmodes for those users and will allow them to input data into all the fields no matter the security levelpermissions granted or the security level set for the fields.

Security Level Permissions

Name Location

• Security level for internal candidates (in edit mode)

• Security level for internal candidates (in view mode)

• Security level for external candidates (in edit mode)

• Security level for external candidates (in viewmode)


Security Level - Candidate Fields

Security Level Location

• General

• Restricted

• Confidential

Configuration > [Recruiting] Administration > Fields >Candidate

Below is an example of a candidate creation process. In this example, the user does not have securitylevel permissions in edit and view mode for the First Name and Last Name fields:

• The user selects Create Candidate in the More Actions list.• When doing the duplicate check before creating the candidate, the user has access to the First

Name and Last Name fields.• When creating the candidate, the user also has access to the First Name and Last Name fields.• Once fields have been filled, the user clicks Save or Save and Close. The system does a check to

see if all mandatory fields are filled. If not, the user remains in the create candidate process until he/she fills in all mandatory fields and clicks Save or Save and Close again.

• When all mandatory fields are filled, the user is then moved out of the create candidate process andinto the edit or view candidate process. All security level permissions are then considered again. Asa result, the user does not see the First Name and Last Name fields in view mode and in edit modeas he/she does not have the security level permissions for that.



Note that when creating a candidate job-specific submission, if the user does not have access (securitylevel permissions) to view or edit the candidate file, the system will automatically redirect the user tothe Recruiting Center home page. For example, if the user was creating an internal candidate and he/she is not allowed to see internal candidates, as soon as the user saves the file (that is, exit the createmode), the system will close the file and take the user back to the home page.

Checking for Duplicate CandidatesThe Check for Duplicate action in the Recruiting Center allows users to verify if a candidate alreadyexists in the database.

The Check for Duplicates action is available in the:

• Candidates list More Actions menu.• Candidates list contextual action menu.• Candidate file More Actions menu.• Job-specific Candidates list More Actions menu.• Job-specific Candidates list contextual action callout.

When selecting the Check for Duplicates action, the system performs a duplicate check against aduplicate check condition created by the system administrator. Candidates matching the condition aredisplayed in a Quick Search Results list. If two candidate files are duplicates, Recruiting Center usersthen have the ability to merge the files using the icon.

Configuring the Candidate Duplicate Check Feature

The configuration of the candidate duplicate check feature consists of the following steps:

1. Creating a duplicate check condition.2. Granting permission for the duplicate check.

Creating a Duplicate Check Condition

A duplicate check condition is created to find duplicate candidates in the database.

By default, the following duplicate check condition is provided:

First Name AND Last Name AND Phone Numbers OR Email Address OR Social Security Number

To create a duplicate check, standard fields, user-defined fields, and operators are used.

Standard Fields User-defined Fields Operators

Address (Line 1) To use a user-defined field, thefield must be made available asa search criterion by selectingthe Candidate Search option inthe user-defined field properties(Recruiting Administration > Fields> Show User-defined Fields > EditField Availability). Note that oncea user-defined field is being used

AND



Standard Fields User-defined Fields Operators

in the duplicate check condition, itcannot be deleted from the Fieldslist nor can it be made unavailablefor the candidate search.

Address (Line 2) OR

City (

Date of Birth )

Email Address

First Name

Last Name

Phone Numbers

Place of Residence

Social Security Number

Zip/Postal Code

The Email Address field is useful only for customers not enforcing email uniqueness(Configuration > [Recruiting] Settings > Email Uniqueness). It is a Taleo best practice to useemail uniqueness to prevent duplicate entries rather than trying to merge duplicates during thereview process.

If the condition has been modified, clicking Reset restores the default.

In the example below, the following candidates would be displayed in the results list if the defaultcondition was used.

Condition = First Name AND Last Name AND Phone Numbers OR Email Address OR Social SecurityNumber

First Name Last Name Phone Number Email Address Social SecurityNumber

Is this aDuplicate File?

Denis Smith 111 234-5678 [email protected] 123 456 789

Denis Smith 111 234-5678 [email protected] 123 456 789 Yes

Denis Smith 111 234-5678 [email protected] Yes

Denis Smith 111 234-5678 [email protected] Yes



First Name Last Name Phone Number Email Address Social SecurityNumber

Is this aDuplicate File?

Denis Smith 111 234-5678 [email protected] 123 456 789

Denis Smith 111 234-1234 [email protected] No

To create a duplicate check condition

Prerequisite

Configuration > [Recruiting] Administration > [General Configuration] Duplicate Check

Steps

1. To add a field in the condition, click on the field located in the Available Fields box, then clickAdd.

The field appears in the Condition box.

2. To add an operator in the condition, click on the operator located in the Available Operatorsbox, then click Add.

The operator appears in the Condition box.

3. To remove a field from the condition, click on the field located in the Condition box, then clickRemove.

The field no longer appears in the Condition box.

4. To remove an operator from the condition, click on the operator located in the Condition box,then click Remove.

The operator no longer appears in the Condition box.

5. To move an item in the condition, click on the item then use the left and right arrows.

6. Click Save.

Granting the Permission to Perform a Duplicate Check

To use the Check for Duplicates action in the Recruiting Center, users must be granted the Mergecandidate files permission.


Name Location

Merge candidate files Configuration > [SmarOrg] Administration > [Users]User Types > Recruiting > Candidates

Merging Candidate FilesRecruiting Center users have the ability to combine several candidate files into one file.

When using the Check for Duplicate action, or when in a candidates list, or after performing a quicksearch or advanced search, Recruiting Center users can select from two to ten candidate files andmerge them using the merge icon .



To verify if the selected candidate files are duplicate files, the system performs a duplicate checkagainst a duplicate check condition created by the system administrator. Once the duplicate check isdone, the system suggests a "master candidate file" by selecting the candidate file that contains themost up-to-date information or the candidate file that was first referred in the case of a referral.

Users can specify a different file as the master candidate file and remove unwanted candidate files.

Users can also select the order in which the duplicate files will be merged into the master file.Information from a duplicate candidate file added to empty fields in the master candidate file will not beoverwritten with corresponding information from other duplicate candidate files positioned later in themerge process. For this reason, the order of files to be merged will affect the results.

When a merge occurs, the content of the duplicate files is added to the content of the master candidatefile.

Special rules regarding the Education block, Work Experience block, and Certification block.Each block is evaluated using specific fields (Institution, Program, Education Level, Employer,Job Function, Expiration Date, Issue Date, Number/ID):

• If the content of the fields within each block is different, a new entry is added in the mastercandidate file and the content is copied over.

• If the content of the fields within each block is identical, the data within the specific block ismerged.

For the candidate address, the system considers the Date From and Date To fields.

• If the Date From field is different, the system looks at the Date To field. If the Date To fieldis also different, a new entry is added in the master candidate file and the content is copiedover.

• If no data is available in these fields, a new entry is added in the master candidate file andthe content is copied over.

• If the content of the two fields is identical, the data within the specific block is merged.

If the email notification option was selected when merging the candidate files, an email messageis sent to the master candidate or agent owning the master candidate to inform the person that thecandidate files were merged and to invite him/her to review the new candidate file.

Files attached to the duplicate files are also merged. If the maximum number of attachments allowedper candidate is reached or exceeded, the attachments will be merged but candidates will not be ableto add additional files.

The merging action can create multilingual candidate files. When merging candidate files with differentlanguages, the master candidate file will have multiple languages. The language of the mastercandidate file will be used for the general correspondence. Submission-specific correspondence will bein the candidate's preferred language.

The merge action can be performed with candidate files having the following offer statuses:

• Draft• Accepted• Rescinded• Canceled• Reneged• Approval Rejected• Refused

Duplicate candidate files (that is, files that could be merged into the master file) cannot be merged if:

• The candidate is already in an onboarding process.



• The candidate has a pending interview request.• The candidate file has an employee file.• The candidate file contains an incomplete external service request (that is, an open Passport

transaction) such as a background check, a tax credit check, an assessment.

Before starting an onboarding process or before hiring a candidate, it is a best practice to usethe Duplicate Check function to make sure there is no duplicate file before locking down thecurrent candidate with an onboarding process or by creating an employee file for performancemanagement.

Configuring the Candidate File Merge Feature

The configuration of the candidate file merge feature consists of granting a user type permission.

When the following permission is granted to users, the Merge action becomes available in the

Recruiting Center.


Name Location

Merge Candidate files Configuration > [SmartOrg] Administration > [Users] UserTypes > Recruiting > Candidates

Comparing Candidate FilesRecruiting Center users have the ability to display candidate files side by side for comparisonpurposes.

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 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



Section Field

• Schedule

• Shift

• Employee Status

• Minimum Annual Salary

• Currency

• Travel

• Advance Notice

• Date of Availability

Work Experience • Achievements

• Current Job

• Employer

• Start Date

• End Date

• Job Function

• Other Employer

• Other Function

Work Conditions • Currency

• Expected Hourly Pay Rate

• Hours per week willing to work

• Hours per week, preferred

• Willing to work on holidays

• Willing to work on weekends

Certifications • Certification

• Expiration Date

• Issue Date

• Location

• Organization

• Other Certification

Education • Program

• Institution

• Other Institution

• Other Program

• Start Date

• Graduation Date

• GPA / GPA out of

• Graduated from High School or GED

• City

Prescreening • All questions

• All competencies



Section Field

Shift Availability • Grid

Source Tracking • Display source or event

Screening Services • Most recent result for each service

Submission Medium • Display Medium

Contingent • Bill Rate

• 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. Individual actions can also be takenusing the drop- down arrow. 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

Candidate Comparison Configuration

The configuration of the candidate comparison feature consists of enabling the feature and granting auser type permission.

The following setting is used to enable the candidate comparison feature.

Setting


Activate Candidate Compare • No

• Yes


The following permission must be granted to users.




Name Location

Use candidate compare Configuration > [SmartOrg] Administration > [Users] UserTypes > Recruiting > Candidates

Talent PoolTalent pools created in Taleo Performance are available in the Recruiting Center.

A talent pool is a list of people nominated by pool collaborators. In Taleo Performance, talent pools canbe created at anytime for any purpose, providing the flexibility to track unlimited groups of employees,such as high-potential employees, future leaders, and successors.

In the Recruiting Center, authorized users are able to see talent pools and match employees andcandidates to their requisitions, file them into folders for additional pooling functionalities, or contactthem directly.

The Talent Pool tab is available in the left panel of the Candidates list.

From the Talent Pool tab, users can select a talent pool to display the candidates and employeesincluded in the pool. Users can also use quick filters (Internal, Referred, In selection process,Employer, Program) and advanced filters to filter the list down to relevant information. An advancedfilter of interest is the Employee Potential which allows users to display candidates or employees with alow, medium, or high potential.

As with any other lists, actions can be performed on employees and candidates included in the talentpool using actions in the menu bar, in the More Actions list, and in the contextual action menu. Userscan also select another list format or create a personalized list format.

Talent Pool Configuration

The configuration of talent pools consists of the following steps.

Note that Talent pools are created and managed directly in Taleo Performance.

• Configuring the All Candidates / By Talent Pool list format context. This list format context isavailable to display candidates and employees included in a talent pool. By default, the ContactInformation list format is provided for this context. As for any other list format context, systemadministrators can create more list formats and configure columns and quick filters.

• Granting the permission to allow Recruiting Center users to view talent pools in the RecruitingCenter. This permission is common to Taleo Recruiting and Taleo Performance.




Name Location

View Configuration > [SmartOrg] Administration > [Users]User Types > Common > Pools

View - If this user is the pool owner or a pool user Configuration > [SmartOrg] Administration > [Users]User Types > Common > Pools

• When the View permission is granted, all pools are displayed to the user.• When the View - If this user is the pool owner or a pool user is granted, only the corresponding

subset of pools are displayed.• If no permission is granted, the Talent Pool tab in the Recruiting Center is not displayed.

Employee MetricsRecruiting Center users are able to see employee metrics directly in the Candidates list and candidatefile, to use employee metrics fields as advanced filters, and to search employee metrics.

The following key employee metrics are available in the Candidates list and candidate file. For thesefields to be available, they must be configured and added in the candidate file user-defined form and inthe Candidates list format. If included, they are available to anyone based on field level confidentialitydefinition. If the Show Advanced Filters option is selected for the list format context, employee metricsbecome available as advanced filters in the Recruiting Center.

Employee Metrics in the Candidates List and Candidate File

Competency Rating

Employee Potential

Employee Risk of Loss

Goal Rating

Last Review Rating

Promotability Readiness

Reassignment Candidate

The following key employee metrics are available in the Advanced Candidate Search page. For thesefields to be available in the Advanced Candidate Search page, they must have been configured andadded by the system administrator. Once added, they are available to anyone authorized to searchinternal candidates.



Employee Metrics in the Advanced Search Page

Field Available Values

Last Review Rating Greater than or equal to a % between 0 and 100.

Potential Low, Medium, High, Not Specified, Does Not Matter.

Reassignment Candidate Yes, No, Not Specified, Does Not Matter.

Readiness for Promotion Ready Now, Ready in 6 months, Ready in 1-2-3-4-5years, Not Specified, Does Not Matter.

Risk of Loss Low, Medium, High, Not Specified, Does Not Matter.

Note that the Last Review Rating is expressed as a % in the Recruiting Center; in Taleo Performance,it is expressed differently and it is a customizable scale.

Configuration of Employee Metrics in the Candidates List

To have employee metrics available in the Recruiting Center Candidates list, the followingconfiguration steps are required.

• Making employee metrics fields available in the Recruiting Center: Employee metrics fields areavailable in the Candidate Fields page and they are grouped in a category called Employee Metrics.To make employee metrics fields available in the Recruiting Center, the Taleo Recruiting optionmust be selected. As with any other fields, employee metrics fields are assigned a security level.Organization, Location, and Job Field contextualization and staffing type exceptions are alsohonored. Note that the Content Required option only displays the Not Required value becauseemployee metrics fields are read-only in the Recruiting Center.

• Setting the security level: Security on field content is based on field level security. This is done viathe following user type permissions: Security level for internal candidates (in view mode), Securitylevel for external candidates (in view mode).

• Adding employee metrics columns in candidate list formats: Once employee metrics fields havebeen made available in the Recruiting Center, they can be added as columns in candidate listformats. If the Show Advanced Filters option is selected for the list format context, employeemetrics become available as advanced filters in the Recruiting Center.

Configuration of Employee Metrics in the Candidate File

To have employee metrics available in the Recruiting Center candidate file, the following configurationsteps are required.

• Making employee metrics fields available in the Recruiting Center: Employee metrics fields areavailable in the Candidate Fields page and they are grouped in a category called Employee Metrics.To make employee metrics fields available in the Recruiting Center, the Taleo Recruiting optionmust be selected. As with any other fields, employee metrics fields are assigned a security level.Organization, Location, and Job Field contextualization and staffing type exceptions are alsohonored. Note that the Content Required option only displays the Not Required value becauseemployee metrics fields are read-only in the Recruiting Center.



• Setting the security level: Security on field content is based on field level security. This is done viathe following user type permissions: Security level for internal candidates (in view mode), Securitylevel for external candidates (in view mode).

• Creating an Employee Metrics block in candidate files: System administrators can create anEmployee Metrics block to be added in candidate files. This is done via the User-defined Formsfeature. Employee metrics fields that have been made available in Taleo Recruiting can be addedto the form. A default Employee Metrics block is provided with the system. System administratorsthen add the Employee Metrics user-defined form to the candidate file via the User-defined Filesfeature. Note that the block is not available in the Create Candidate user-defined file becauseemployee metrics fields are not editable.

Configuration of Employee Metrics in the Advanced Search Page

To have employee metrics available in the Recruiting Center Advanced Search Page, the followingconfiguration steps are required.

• Making employee metrics fields available in the Recruiting Center: Employee metrics fields areavailable in the Candidate Fields page and they are grouped in a category called Employee Metrics.To make employee metrics fields available in the Recruiting Center, the Candidate Search optionmust be selected. As with any other fields, employee metrics fields are assigned a security level.Organization, Location, and Job Field contextualization and staffing type exceptions are alsohonored. Note that the Content Required option only displays the Not Required value becauseemployee metrics fields are read-only in the Recruiting Center.

• Adding employee metrics to the advanced search page: Employee metrics fields made availablefor search can be added to the search page. Employee metrics fields are grouped in the EmployeeMetrics field group.

LinkedIn Profile PreviewThis feature links LinkedIn and Taleo together using the LinkedIn Profile Preview feature in theRecruiting Center and LinkedIn.

LinkedIn in Candidate File and Candidates List

Once the feature is activated, system administrators can define where the LinkedIn Profile Preview isavailable to Recruiting Center users.

A block called LinkedIn can be added to any candidate files, that is candidate submission and generalprofile. The LinkedIn block contains a View link. When the LinkedIn block is added to the candidatefile, the LinkedIn View option becomes available in the Candidate Compare feature as well. Access iscontrolled via field contextualization, security level, and file setup.

A column called LinkedIn can be added to any candidates lists (including Quick Search Results list) bysystem administrators. When this column is added, a View link is also available.

LinkedIn View Link

When clicking the View link in the candidate file or candidates list:

• The candidate's LinkedIn Profile is displayed if the candidate's LinkedIn ID is present.• The candidate's LinkedIn Profile is displayed if an exact match to the candidate's e-mail is present

in a LinkedIn Profile.• The LinkedIn Search feature is displayed if the candidate does not have a LinkedIn ID and an exact

match to the candidate's e-mail cannot be found. From there, users can view and then select thecorrect candidate’s profile to view.



When clicking the View link, the system sends the following data to LinkedIn in order to display thecandidate’s LinkedIn Profile:

• LinkedIn Unique ID that is stored in the candidate file (if available).• E-mail address of the candidate.• First name and last name of the candidate.• Current employer name of the candidate.• Current job title of the candidate.• Country and zip/postal code of the candidate.

When clicking the View link and the LinkedIn Search feature is displayed:

• Search results are based on searching the LinkedIn database based on the candidate’s first name,last name, current job title, and current employer’s name.

• The way the LinkedIn Search works is that only candidates that meet all the requirements aredisplayed. As a result, users have the ability to remove or change the job title and employer toexpand or change search results.

• Once the right candidate’s profile is found, users can select to view the profile. This will then storethe candidate’s LinkedIn ID in the candidate file for future preview. If the client has a LinkedIncorporate account, this action will also send to LinkedIn the Taleo Candidate ID to allow deeplinking back to this record from within LinkedIn (provided the user has access to the TaleoRecruiting Center).

• Recruiters can choose to unlink the LinkedIn ID if it is the wrong candidate’s LinkedIn Profile. Thisaction will remove the LinkedIn ID from the candidate file in Taleo. If the client has a LinkedIncorporate account, the action of unlinking will also remove the Taleo Candidate ID from theLinkedIn record.

• The information displayed in the LinkedIn Preview window is entirely owned and defined byLinkedIn. The content presented will vary depending on the user’s account level with LinkedIn. Nocorporate license is required for the LinkedIn Preview window to work, but users must be loggedinto LinkedIn as a user for content to display.

• If the client has a LinkedIn Corporate Account or a user has a specific Recruiter user account, moreinformation may display in the LinkedIn Preview window.

The actual LinkedIn ID will not be displayed to users. If users can see the field in Taleo, they will onlyever see the View link according to any other field contextualization and security behavior.

Users must have a LinkedIn account in order to view the LinkedIn Preview window. The account couldjust be the basic one that most people have, or could be the higher level of account as well. Users cansign up for a free LinkedIn account simply by going to www.LinkedIn.com.

LinkedIn is responsible for the following:

• The LinkedIn Preview window content.• The LinkedIn Search window, results and content.• The storing of the Taleo Candidate ID in LinkedIn.• The display to see if the candidate is already in Taleo from LinkedIn.

Best Practices

Only activate this feature if there are no concerns regarding the transmission of candidate personaldata to LinkedIn. Clients will need to acknowledge this during the activation of the feature on SolutionExchange.

The language in which the LinkedIn Preview window is displayed is determined by the displaylanguage selected in the user’s LinkedIn account. It is not based on the language in whichthe user logged into Taleo. Example: A recruiter set the display language in his/her LinkedInProfile to French. If the recruiter logs into Taleo in English, the LinkedIn Preview window isdisplayed in French.



The language of the candidate’s profile content in the LinkedIn Preview window is determinedby the base language selected in the candidate’s LinkedIn Profile. Example: A candidateset the base language in his/her LinkedIn profile to French. If the recruiter logs into Taleoin English and views the LinkedIn Profile in the LinkedIn Preview window, the content isdisplayed in French.

This feature is not supported in the Remote Manager Experience.

The LinkedIn field is not displayed in the print, share, correspondence, forms, ACE alerts, orPDF forms generated for approvals or interview requests.

The LinkedIn ID field is not available for use in Integration or Reporting.

Clients may want to purchase a LinkedIn Corporate Account and/or LinkedIn Recruiter licensefor more advanced functionalities to appear in the LinkedIn Profile window.

LinkedIn Profile Preview Configuration

The configuration of the LinkedIn Profile Preview feature consists of the following steps.

• Activating LinkedIn Preview in Taleo Solution Exchange.• Deploying the LinkedIn Certification.• Generating the API Key and Secret Key in LinkedIn.• Adding the API Key and Secret Key in Taleo Recruiting Administration.• Sending the Zone Name and API Key to LinkedIn.• Configuring the LinkedIn Preview Feature.• Placing LinkedIn Preview into Candidate Files.• Adding LinkedIn Preview in Candidate Lists.

Activating LinkedIn Preview in Taleo Solution Exchange

System administrators must access the Taleo Solution Exchange and request the activation of theLinkedIn Preview feature.

As part of the Solution Exchange activation process, your organization must acknowledge that theygive Taleo authorization to send specific fields of the candidate file to LinkedIn. These fields are:

• LinkedIn unique ID stored in the candidate file (if available).• E-mail address of the candidate.• First name and last name of the candidate.• Current employer of the candidate.• Current job title of the candidate.• Country and zip/postal code of the candidate.

Once you have activated the LinkedIn Preview feature and agreed to the legal agreement, the LinkedInCertification process begins and Taleo Support receives a request to enable the LinkedIn protectedsetting. This activation process is not immediate as it requires a number of steps.

To activate the LinkedIn Preview feature in Taleo Solution Exchange

Prerequisite

The SX admin role grants users access to this feature.

Welcome Center > Talent Grid > Solution Exchange



Steps1. Type LinkedIn in the Search tool.2. In the Search Results list, click LinkedIn Preview.3. In the LinkedIn Preview page, click CLICK TO ACTIVATE.4. Indicate that you accept the LinkedIn terms and conditions and the Taleo terms and conditions.5. Click Submit.Result

Once you have activated the LinkedIn Preview feature and agreed to the legal agreement, theLinkedIn Certification process begins and Taleo Support receives a request to enable the LinkedInprotected setting. This activation process is not immediate as it requires a number of steps.

Deploying the LinkedIn Certification

Once the system administrator requests the activation in the Taleo Solution Exchange, a request willautomatically be sent to Taleo Support to have the LinkedIn Certification deployed.

There are two LinkedIn solutions: LinkedIn Preview and LinkedIn Profile Upload. Both use the sameLinkedIn Certification. Once a certification is activated, it is activated for both solutions. Before enteringa request, verify if the LinkedIn Certification is not already deployed in the zone.

Generating the API Key and Secret Key in LinkedIn

Steps1. Access the LinkedIn Developers site at http://developer.linkedin.com.2. Click the APIs tab and select API Overview.3. Click Register.4. Enter your LinkedIn user name and password.5. Click Add New Application.6. Complete all the required fields.

a) For Company Name, enter your organization name.b) For Application Name, enter Profile Upload and/or Profile Preview.c) For JavaScript API Domain, enter zone information.d) For Application Type, select Web application. e) For Application Use, select Jobs and Recruiting.f) For Live Status, select Live.g) For Interface Language, select all the languages available in your zone (Recruiting Center

and Recruiting Administration).h) For Developer Contact Email, enter the e-mail address of person requesting the keys.i) For Phone, enter the phone number of the person requesting the keys.

7. Click Add Application.Result

An API Key and a Secret Key are generated.

Adding the API Key and Secret Key in Taleo Recruiting Administration

Prerequisite

LinkedIn Certification must be deployed in order to have access to the Candidate Sourcing feature.



System administrators or a Taleo consultant can perform this step.

The Access integration services configuration permission is required to view and edit informationunder Candidate Sourcing.

Configuration > [Recruiting] Administration > [Integration] Candidate Sourcing

Steps

1. In the Candidate Sourcing Services list, click Sourcing.

2. Enter the API Key and Secret Key that were generated in LinkedIn.

3. Click Save.

4. Click Activate.

Sending the Zone Name and API Key to LinkedIn

In order to support deep linking from LinkedIn to candidate files in the Recruiting Center, the zonename and API key must be provided to LinkedIn. This step is only needed if your organization haspurchased the LinkedIn Recruiter product. Please see the Taleo Solution Exchange for additionaldetails.

Configuring the LinkedIn Preview Feature

The LinkedIn Preview feature is managed by a candidate field called LinkedIn ID that can beconfigured to be available in candidate files and candidates lists. This field has the same level ofsecurity and contextualization options available for all other candidate fields.

Once the LinkedIn Profile protected setting is activated by Taleo Support, the LinkedIn ID fieldbecomes available in the Candidate Fields page, under the Third Party category.

To make the LinkedIn ID field available in the Recruiting Center candidate file and candidates list,you must select the Taleo Recruiting option when configuring the properties of the field. Note that theLinkedIn ID field is not available for use in Career Sections, candidate search, and reports. As with anyother fields, the LinkedIn ID field is assigned a security level: General, Restricted, or Confidential. Notethat the Content Required option only displays the Not Required value because the LinkedIn ID field isread-only in the Recruiting Center.

The field can be associated to Organizations, Locations, and Job Fields. However, since the GeneralProfile is not contextualized, if the field is in the General Profile or in a list for the General Profile, thecontextualization will not apply and will show to all users.

Placing LinkedIn Preview into Candidate Files

To place the LinkedIn Preview feature into the candidate file, system administrators need to add ablock called LinkedIn to activated candidate files.

Once the LinkedIn Profile protected setting is activated by Taleo Support, the LinkedIn block becomesavailable for candidate files.

The LinkedIn View link is in its own block, so it can be added to an existing section, or a new sectioncan be added just for that block. The block layout is not configurable. If the block is in the file and usershave the proper security level, they will also see the block in the Candidate Compare feature, but thelocation is not configurable. See Adding a Block in a User-defined File.



Adding LinkedIn Preview in Candidates Lists

To make the LinkedIn Preview feature accessible from candidate lists, a column called LinkedIn mustbe added to list contexts.

System administrators can decide to have the LinkedIn Preview feature displayed in any candidate listcontext. When this column is added, a View link is available to access the LinkedIn Profile Preview. Inorder to do that, you must add the LinkedIn field to the context. See Adding a Column to a Context.

ACE Candidate AlertThe ACE candidate alert allows users to set a threshold to identify the ideal candidates and to send anemail to specific recipients to inform them that ACE candidates were found.

The ACE candidate alert allows the system to identify the candidates who achieve or exceed the ACEalert threshold for a job offer. It identifies top candidates based on their responses to the competenciesand questions in the Prescreening section of the requisition file. The ACE candidate alert is based onRequired and Asset criteria. Candidates are divided into three groups to help users determine whichcandidate 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, these options are provided:

Option Description

A candidate meeting all the required criteria achieves aresult of at least x% (0/0)

This option is used to set the minimum result. Select apercentage from the list. At the right of the percentage,the system displays the number of points the candidatemust have to match the selected percentage. Whenchanging the percentage, the value to the right isrecalculated. Candidates who meet all the requiredcriteria and the result value will be considered ACEcandidates. Do not use the percentage weightingoption if you do not use the Weight criterion in thePrescreening section of the requisition file. If youutilized weighting on some of the questions you could,if you wish, incorporate into the ACE candidate alertsetting as well. For a simple approach, you can start byusing 75% weight result and then eventually align that% with your own approach and utilization of weightingthat works best for you.



Option Description

A candidate meeting all the required criteria has atleast x assets out of y

This option is used to set the minimum number ofassets. Select a value from the list. Candidates whomeet all the required criteria and the minimum numberof assets will be considered ACE candidates.

Identify a candidate as an ACE when either condition ismet

This option is used to identify ACE candidates usingthe result or asset condition.

Identify a candidate as an ACE when both conditionsare met

This option is used to identify ACE candidates usingthe result and asset conditions.

When setting the ACE candidate alert, users have the option to send an email 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 anemail with an attached PDF file that contains data from the candidate file. Sections of the candidate filethat contain no data do not appear. All PDF files display information as follows regardless of the user’spermissions:

• 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.

The ACE candidate icon identifies top candidates in the candidate list of a requisition.

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

• In addition torequirements,Ace alerteither basedon scoring orassets

Ace Alert basedon requirementsand assets


ACE Alert Score Default 60 Configuration > [Recruiting] Settings

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 followingcategories:

• 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 can be configured by the system administrator to allow the display ofelements in the candidate file History tab.

Event Categories

The Default History Event Categories setting is used to set event categories shown by default in thecandidate file History tab.

Setting


Default History Event Categories Attachments,CandidateProgression,Comments.


Comments

The Edit comments in history summary permission is required to modify comments in the candidate fileHistory 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 appearfor 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

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

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

Sharing Candidate FilesRecruiting Center users have the ability to share candidate files with people via email.

The share action is represented by this icon and is available in the candidates list and the

candidate file. A maximum of 30 candidate files can be shared at once.

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 multiple

candidates.

Configuration

The Share Candidates permission is required to share candidates.


Name Location

Share Candidates Configuration > [SmartOrg] Administration > UserTypes > Recruiting > Candidates

Attachments can be included when sharing a candidate file. Attachments are controlled by thefollowing two permissions:


Name Location


View other attachments Configuration > [SmartOrg] Administration > UserTypes > Recruiting > Candidates

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.

Setting


Share Other Attachments Yes, No Yes 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.

Setting


Disable ExternalCandidate Sharing

Yes, No No Configuration >[Recruiting] Setting

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 Feature

The 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 be

One checkboxfor non-candidatefacingattachmentsavailable; ifchecked allnon-candidatefacing




CandidateFacing

Non-Candidate

Facing



Non-Candidate


individuallyselected tobe sent. Filesare listed inthe ShareCandidateassistantunder"Visible bycandidates".

attachmentslinked directlyto the generalprofile will besent.


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






CandidateFacing

Non-Candidate

Facing



Non-Candidate





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.

One checkboxfor non-candidatefacingattachmentsavailable; ifchecked allnon-candidatefacingattachmentslinked directlyto the generalprofile will besent.




CandidateFacing

Non-Candidate

Facing



Non-Candidate










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



All candidatefacingattachmentslinked directlyto the jobsubmissioncan be

One checkboxfor non-candidatefacingattachmentsavailable; ifchecked all

Not Available Not Available Not Available




CandidateFacing

Non-Candidate

Facing



Non-Candidate


individuallyselected tobe sent. Filesare listed inthe ShareCandidateassistantunder"Visible bycandidates".

non-candidatefacingattachmentslinked directlyto the generalprofile will besent.



All candidatefacingattachmentslinked directlyto the jobsubmissioncan beindividuallyselected tobe sent. Filesare listed inthe ShareCandidateassistantunder"Visible bycandidates".





All candidatefacingattachmentslinked directlyto the jobsubmissioncan beindividuallyselected tobe sent. Filesare listed inthe ShareCandidateassistant






CandidateFacing

Non-Candidate

Facing



Non-Candidate


under"Visible bycandidates".

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



Onecheckboxfor ALLcandidatefacingattachmentsavailable; ifchecked allcandidatefacing

One checkboxfor ALL non-candidatefacingattachmentsavailable; ifchecked allnon-candidatefacingattachments





CandidateFacing

Non-Candidate

Facing



Non-Candidate


attachmentsfor the jobsubmissionwill be sent.

linked 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 the Recruiting Center. Attendees invitedto a meeting receive an interview notification by email and they add the meeting to their calendars.



Each time and interview is scheduled, updated or cancelled in Taleo Recruiting, an email message issent to selected attendees

Here is how the candidate interview scheduling feature basically works.

A recruiter wants to interview a candidate for a job. For that, the candidate must be at the rightinterview step/status. From the Candidates list or the requisition-specific candidate list, the recruiterselects the candidate file and chooses the Schedule an Interview... action in the More Actions list.The recruiter invites the candidate and can also invite other attendees to the interview meeting. Thehiring manager of the requisition is invited by default. However, if the meeting organizer is the hiringmanager, the recruiter is invited instead. Non-Taleo Recruiting users can also be invited to the meetingvia their email 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 invitationby email and they can add the invitation directly into their calendars. If the candidate has no emailaddress, 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.

When scheduling or updating a 1st interview, the meeting organizer will not be able to addthe appointment to his Outlook calendar using the ics link contained in the interview meetinginvitation he will receive. This is a Microsoft Office issue that occurs with Outlook 2007 andOutlook 2010 (version 14). This issue is happening to meeting organizers only.

Configuration

To activate the interview management functionality, the following setting must be set to Yes. TheSchedule an Interview action is then available in the More Actions list.



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

No Configuration > [Recruiting] Setting

To indicate how the candidate file and requisition file are shared with attendees when schedulinginterviews, the following setting must be configured. For details, see File Attached to an InterviewInvitation.

Setting


Meeting Scheduling Sharing Mode • Via email

• Via TaleoeShareCenter

Via Taleo eShareCenter

Configuration > [Recruiting] Setting

The following user type permissions are related to the candidate interview feature.


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

Important Note: (ID 302) The system will not let users schedule an interview for a date/time inthe past. If users attempt to do that, they will receive an error message and will need to restart.

Important Note: (ID 330) The Adobe flex tool used for Taleo Recruiting does not handledaylight saving properly and as such, a discrepancy of one hour may exist between the



real time and what is displayed in the user interface during daylight saving period. All dateconversions done by the server are correctly handling daylight saving and this is visible inthe print, file shared and correspondence. This problem cascades to Interview Managementcorrespondences and results in email recipients receiving the wrong interview times in theiremails - the interview time the recipient receives is one hour off.

Files Attached to an Interview Invitation

Users can attach the candidate file and requisition file to the interview being scheduled and themessage being sent.

The candidate file attached to the email message only contains information included in these sections:

• Prescreening• Screening• Resume• Profile

The attached file never contains confidential candidate information included in the Offers, History, andRegulations sections. Files attached to the candidate file (for example, a resume) are not included inthe interview invitation.

The requisition file attached to the email message only contains information included in these sections:

• Logistics• Description

User type permissions grant 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

The following setting is used to configure the interview request format:

Setting

Name Location

Meeting Scheduling Sharing Mode Configuration > [Recruiting] Settings

Possible values for this settings are:

• Via Taleo eShare Center: candidate and requisition files (if included) and any candidateattachments are linked in the eShare Center.

• Via email: candidate and requisition files (if included) and any candidate attachments are includedin the message as attached files.

All interviewers receive the same candidate and requisition file view, regardless of the value selectedfor the Meeting Scheduling Sharing Mode setting or permissions to view information in the system. Asa rule, sections in the file are those the user sending the request is authorized to see, sections includeGeneral and Restricted fields (never Confidential fields), the Compensation block is never included inthe requisition file, and Regulations and Passport blocks are never included in the candidate file.



All recipients, including the candidate, will get the same email message. In the message body, tokensfor Restricted and General fields are resolved (Confidential fields are never resolved). Any filesattached directly to the message template are sent via email, regardless of the value selected for theMeeting Scheduling Sharing Mode setting.

Candidates will never receive either the attached files or an eShare link, regardless of the valueselected for the Meeting Scheduling Sharing Mode setting.

A user can be selected as an interviewer and receive related requisition and candidate informationeven if he/she cannot access such information in the system.

Attachments can be included in a candidate file if the user sending the interview request has access tothe Attachments tab.


Name Location


All candidate facing and non-candidate facing attachments linked directly to the job submission areincluded. Candidate facing “other” attachments are also included, unless the setting Share OtherAttachments is set to No.

Setting

Name Location

Share Other Attachments Configuration > [Recruiting] Settings

For details on attachments sent with an interview request, see Attachments Sent with the InterviewRequest.

Attachments Sent with the Interview Request

Share OtherAttachments

setting

View OtherAttachmentspermission

Job-Specific General Profile

CandidateFacing

Non-Candidate

Facing

Offer CandidateFacing: linkedto a different

submission ordirectly to thegeneral profile

Non-Candidate


* The Schedule an Interview action is available for a single candidate job submission. In the situations describedabove, the user requesting the interview must have the permission to access the Attachments tab in thecandidate file or else no attachments can be included.




setting



CandidateFacing

Non-Candidate

Facing



Non-Candidate


Yes Yes All candidatefacingattachmentslinked directlyto the jobsubmissionare included ifcandidate filesare selected tobe sent by theuser sendingthe interviewrequest.

All non-candidatefacingattachmentslinked directlyto the jobsubmissionare included ifcandidate filesare selected tobe sent by theuser sendingthe interviewrequest

Not available All candidatefacing "otherattachments"and candidatefacingattachmentslinked to thegeneral profileare included ifcandidate filesare selected tobe sent by theuser sendingthe interviewrequest.

Not Available

No All candidatefacingattachmentslinked directlyto the jobsubmissionare included ifcandidate filesare selected tobe sent by theuser sendingthe interviewrequest.

All non-candidatefacingattachmentslinked directlyto the jobsubmissionare included ifcandidate filesare selected tobe sent by theuser sendingthe interviewrequest.

Not available Not available Not available

No Yes All candidatefacingattachmentslinked directlyto the jobsubmissionare included ifcandidate filesare selected tobe sent by theuser sendingthe interviewrequest.






setting



CandidateFacing

Non-Candidate

Facing



Non-Candidate


No All candidatefacingattachmentslinked directlyto the jobsubmissionare included ifcandidate filesare selected tobe sent by theuser sendingthe interviewrequest.



Candidate Interview and Candidate Selection Workflow

The 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 accessible



in 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




Settings


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

Configuration > [Recruiting] Administration

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 the

Advanced 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 select

Inactive in the Reference Model list.c) Under Candidate Selection Workflow/Steps tab, add this inactive status to each candidate

selection 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.

Employee OnboardingEmployee 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.



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


Recruiting Fundamentals Requisitions


Requisitions

Requisition FileA requisition file details the specific requirements for a job position.

A requisition file is organized into three sections:

• The left pane contains the requisition card in the top section and supporting information in thebottom section. The pane can be expanded or collapsed using the icon.

• The right pane contains supporting tools such as the online help, the diagnostic tool, and the onlineclips if these were enabled. The pane can also be expanded or collapsed.

• The center pane provides a menu bar allowing users to perform actions on the requisition file. Italso contains tabs that provide complete information about the requisition. The requisition contentis presented as a long form. The main content of the requisition file is within the Requisition tab,which includes various sections that can be expanded or collapsed using the icon. The other

tabs contain peripheral information.

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.

From the Requisition tab, whether in edit or view mode, users always have access to a table ofcontents that allows quick jumping to different portions of the file. The table of contents is available viathe icon.

Requisition File Tabs

In the requisition file, tabs presented to users are governed by permissions and configurations.



Requisition Contains all the details of the jobbased on what has been configuredand activated by the systemadministrator as the requisition filein Taleo Recruiting Administrationmodule.

Always displayed. For details on theRequisition tab content, see ContentDisplayed in the Requisition Tab.

Alerts Allows you to set the ACE candidatealert to be informed when the idealcandidate is found.

Displayed only if the requisition filehas a Prescreening section.

One of the following permissionsmust be granted:





View and manage ACE thresholdand alert recipients (Configuration> [SmartOrg] Administration >[Users] User Types > Recruiting >Requisitions)

View and manage the "RequestMore Information" alert(Configuration > [SmartOrg]Administration > [Users] User Types> Recruiting > Requisitions)

Attachments Contains attachments for therequisition.

The Attachments requisition fieldmust be configured as available inTaleo Recruiting (Configuration >[Recruiting] Administration > Fields> Requisition).

Users authorized to view theAttachments field based on theirfield level security permission willbe able to view the Attachmentstab (Configuration > [SmartOrg]Administration > [Users] UserTypes > Recruiting > Requisitions >Security level for requisitions).

When the Attachments tab isdisplayed, users can view theattachments contained in the tab.

Approvals Displayed when an approval requesthas been generated. The tabappears for all users that can viewthe requisition. When no approvalrequest has been generated, theApprovals tab is hidden. This tabprovides an easy means to accessand review the most recent approvalinformation for the requisition.Authorized users can also modify orresend approval requests from thispage.

Displayed only if an active approvalpath has been defined. Once thefirst approval path is created, it willalways appear for anyone who hasaccess.

Posting and Sourcing Provides access to postingand sourcing features such ascareer section posting, job boarddistribution through eQuest, staffingagents, non-electronic media.

Access Posting and Sourcing(Configuration > [SmartOrg]Administration > [Users] User Types> Recruiting > Sourcing)





Autopooling Criteria Contains autopooling criteria. View Autopooling criteria(Configuration > [SmartOrg]Administration > [Users] User Types> Recruiting > Requisitions)

History Contains a log of all actionsperformed on the requisition file,including the date and the user whoperformed the action.

Always displayed.

Reports Allows users to define if a dailyrecruiting report will be sent toindividuals regarding the status ofthe requisition's progress.

View and manage the dailyrecruiting report (Configuration> [SmartOrg] Administration >[Users] User Types > Recruiting >Requisitions)

Content Displayed in the Requisition Tab

The Requisition tab in the requisition file is always displayed. However, the content presented to usersis configurable and fields or sections may be hidden or not configured for inclusion.

Content Configuration

The user’s configuration profile is used to define whichfile is to be used for viewing or editing a requisition. Fordetails, see Configuration Profile.

View or Edit Requisition File (Configuration >[SmartOrg] Administration > Configuration Profiles)

Note that if a configuration profile was not defined for auser, Requisition File 1 is used.

Field configuration is used to define field behavior thatis, if the field is available or not, if content is requiredfor the field, the confidentiality level of the field, theOLF contextualization, the staffing type exception. Fordetails, see Field.

Configuration > [Recruiting] Administration> Fields >Requisition

File configuration is used to include sections, sub-sections, and fields according to the file linked anddefined to be Requisition File 1, 2 or 3. For details, seeCandidate and Requisition File Setup, User-definedFile, and User-defined Form.

To minimize complexity in the system, the followingfields must always be visible to the user, even if theyare not editable. In other words, these fields will alwaysbe considered as “general” in view mode even if theirsecurity level states otherwise.

• Requisition ID

Configuration > [Recruiting] Administration> RequisitionFile Setup

Configuration > [Recruiting] Administration> User-defined Files

Configuration > [Recruiting] Administration> User-defined Forms

Configuration > [Recruiting] Administration> Fields



Content Configuration

• Title

• Primary Location

• Organization

• Job Field

• Recruiter

• Hiring Manager

• Status

• Status Details

• Activated Languages

• Requisition Type

Fields included in the file are displayed based on thefield security level permission. For details, see FieldSecurity Level.

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

Sections of information are displayed based onpermissions.

Access Prescreening Information (Configuration >[SmartOrg] Administration> User Types > Recruiting >Requisitions)

View Compensation section in requisitions(Configuration > [SmartOrg] Administration> UserTypes > Recruiting > Requisitions).

Creating a RequisitionRecruiting Center users 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.

A best practice when creating a requisition is to select a requisition template first; this will auto-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 wizard is launched. The content of the wizard willvary depending on how it was configured by the system administrator.

• The first step may be to select a requisition type. This step is available if more than one requisitiontype was enabled and if specific permissions were granted to users.

• The second step will allow users to specify specific elements such as the position, the department,the hiring manager, the job role, and requisition template. When this information is provided, thesystem fills certain fields in the requisition form.

• The third step is to select an Organization, Location and/or Job Field.

When all of the above have been specified, users complete the various fields of the requisition.

When saving the requisition, a message appears if information is missing in certain fields. Users canalso use the diagnostic tool to know which fields must be filled to be able to save the requisition.



Once the requisition is completed, the requisition goes through an approval process before beingposted on internal and/or external career sections or job boards. Once the requisition is posted,candidates can apply for the job and fill the required fields.

Configuration

To view requisitions, users must be granted the View requisitions permission. It is important tonote that even if a user can view requisitions “without restriction” the user will not be able to viewrequisitions belonging to staffing types that the user does not have access to.


Name Location

View requisitions Configuration > [SmartOrg] Administration > [Users] UserTypes > Recruiting > Requisitions

To create requisitions, users must be granted the Create requisitions permission.


Name Location

Create requisitions Configuration > [SmartOrg] Administration> User Types> Recruiting > Requisitions

To edit requisitions, users must be granted the Edit requisitions permission. This permission alsoallows users to enter comments on requisitions they are allowed to edit.


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.

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 wizard. Fields inthe wizard are always editable regardless of their security level.



Configuring the Requisition WizardFields displayed in the Create a Requisition wizard depend on several elements configured by systemadministrators.

Screen 1: Requisition Types

If you activate more than one requisition type and grant specific user type permissions, RecruitingCenter users will be asked to select a requisition type. The following requisition types may bedisplayed: Professional, Hourly, Campus, Executives, Contingent, Pipeline - General, and Pipeline -Executive.

Note that a file selector will be visible if more than one requisition file variation is selected in the user'sconfiguration profile (Configuration > [SmartOrg] Administration > [Users] Configuration Profiles >Requisition File Creation).

To allow users to select a requisition type in the Create a Requisition wizard, you must:

1. Activate requisition types.2. Grant permissions giving access to different requisition types.


Name Location

Allow access to professional requisitions Configuration > [SmartOrg] Administration > [Users]User Types > Recruiting > Requisitions

Allow access to hourly requisitions Configuration > [SmartOrg] Administration > [Users]User Types > Recruiting > Requisitions

Allow access to campus requisitions Configuration > [SmartOrg] Administration > [Users]User Types > Recruiting > Requisitions

Allow access to contingent requisitions Configuration > [SmartOrg] Administration > [Users]User Types > Recruiting > Requisitions




Name Location

Allow access to executive requisitions Configuration > [SmartOrg] Administration > [Users]User Types > Recruiting > Requisitions

Allow access to pipeline - general requisitions Configuration > [SmartOrg] Administration > [Users]User Types > Recruiting > Requisitions

Allow access to pipeline - executive requisitions Configuration > [SmartOrg] Administration > [Users]User Types > Recruiting > Requisitions

Screen 2: Position, Department, Hiring Manager, Job Role, Requisition Template

The Create a Requisition wizard will present Recruiting Center users one or two fields based on thefollowing preference sequence:

• Job Role* (if activated) else Position (if activated) else Requisition Template• Department (if activated) else Hiring Manager (if activated) else nothing

To enable these fields, you must either enable a setting or make the field available to Recruiting Centerusers.

Field in theRequisition Wizard

Enabled by

Position Enable Position setting (Configuration > [Recruiting] Settings)



Field in theRequisition Wizard

Enabled by

Position field (Configuration > [Recruiting] Administration > Fields > Requisition)

Department Enable Department setting (Configuration > [Recruiting] Settings)

Department Autofill Activation setting (Configuration > [Recruiting] Settings)

Department field (Configuration > [Recruiting] Administration > Fields > Requisition)

Hiring Manager Hiring Manager field (Configuration > [Recruiting] Administration > Fields >Requisition)

Job Role Job Role field (Configuration > [Recruiting] Administration > Fields > Requisition)

Requisition Template Nothing to configure

Depending on which settings and fields are enabled, fields in the Create a Requisition wizard will bedisplayed accordingly.

Fields Displayedin the Wizard

"EnablePosition" setting

"EnableDepartment" setting

"HiringManager" field

"Job Role" field

Requisition Template No No No No

Requisition Templateand Hiring Manager

No No Yes No (or if templatemandatory)

Requisition Templateand Department

No Yes Irrelevant No (or if templatemandatory)

Position and HiringManager

Yes No Yes No

Position andDepartment

Yes Yes Irrelevant No

Job Role andDepartment

Irrelevant Yes Irrelevant Yes

Job Role and HiringManager

Irrelevant No Yes Yes

* Note that if Template is mandatory, Job Role will not be presented because it is not associated to atemplate. Position might indirectly become mandatory in the requisition wizard.

The Hiring Manager field may be automatically filled if configured as such. See Default Hiring ManagerField.

Screen 3: Organization-Location-Job Field

The last set of fields presented in the Create a Requisition wizard are Organization, Location, and JobField. These fields are always visible.



Note that Location or Organization can be defaulted to the department value and made read-onlybased on the following settings:

Settings


Link Requisition Location toDepartment Location

This is a protected setting thatcan be activated by TaleoSupport.

If the setting is set to Yes, ifthere is a department selectedfor the current requisition, thenthe location of the requisitionwill be changed for that of thedepartment, and the Locationfield will be read-only.

If the setting is set to Yes,when a department is selectedfor the current requisition,if this department has NOlocation specified, thenthe requisition location willstay unchanged and will beeditable.


Link Requisition Organizationto Department Organization

This is a protected setting thatcan be activated by TaleoSupport.

If the setting is set to Yes, ifthere is a department selectedfor the current requisition,then the organization of therequisition will be changed forthe one of the department, and




Settings


the Organization field will beread-only.

If the setting is set to Yes,when a department is selectedfor the current requisition,if this department has NOorganization specified, thenthe requisition location willstay unchanged and will beeditable.

More Important Information Regarding the Requisition Wizard

In the Create a Requisition wizard, the Default Hiring Manager field may be filled automatically ifthe user has selected a default hiring manager in his/her preferences (Resources > My Setup >Preferences).

Screens 2 and 3 may be deactivated if the Requisition File Automatic Filling setting is enabled inthe user's configuration profile. However, it is recommended to not activate this setting because thecontent of the requisition form depends on the selections made in screens 1, 2, and 3 of the wizard.

Setting


Requisition File AutomaticFilling

Yes Configuration > [SmartOrg]Administration > [Users]Configuration Profiles

Editing a RequisitionRecruiting Center users have the ability to edit requisitions to modify the content of fields in therequisition form.

Users can modify requisitions via the Edit button which is available in the requisition form. This buttonis available to users if they have been granted the proper user type permission. Users who can editrequisitions also have the ability to enter comments on requisitions they are allowed to edit.

The edition of fields contained in a requisition is controlled by the security level set for each field.However, certain fields are never editable once a requisition is posted.

Fields appearing in these sections are not editable once a requisition is posted

Profile (such as Employee Status, Job Type, Schedule, Job Level, Shift)

Organization-Location-Job Field



Fields appearing in these sections are not editable once a requisition is posted

Prescreening (Note: Questions or skills cannot be added, but they can be removed.)

Candidate Selection Workflow

Budget (such as Relocation Costs)

Compensation (such as Currency, Pay Basis, Commission, Vacation)

Other (such as Citizenship Status, Overtime Status)

Additional Information

Contact Name, Opening Date, and Closing Date in the Description section

Configuration

To view requisitions, users must be granted the View requisitions permission. It is important tonote that even if a user can view requisitions “without restriction” the user will not be able to viewrequisitions belonging to staffing types that the user does not have access to.


Name Location

View requisitions Configuration > [SmartOrg] Administration > [Users] UserTypes > Recruiting > Requisitions

To create requisitions, users must be granted the Create requisitions permission.


Name Location

Create requisitions Configuration > [SmartOrg] Administration > User Types >Recruiting > Requisitions

To edit requisitions, users must be granted the Edit requisitions permission. This permission alsoallows users to enter comments on requisitions they are allowed to edit.


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 atthe user’s next login. This is because user type permissions are verified at login to determinewhat a user can access and the system does not know of the change until the credentialsare verified again. For example, a user has the "Edit requisitions - But not if requisitions havebeen approved" permission. If a requisition changes from Draft to Approved during the user’ssession, the user will still be able to edit the requisition or attach/remove files in the requisitionuntil he/she logs out of the system.

Likewise, if a requisition was in the approval cycle during the user's login and it then completesthe approval cycle. If that user is not authorized to edit requisitions during the approvalprocess, he/she may need to log out and back in again in order to regain the edit access to therequisition.

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.

Duplicating a RequisitionRecruiting Center users have the ability to duplicate requisitions to create requisitions similar to anexisting one.

A requisition can be duplicated by using the icon which is available in the requisition form. This

icon is available to users if they have been granted the proper user type permission. Any requisitioncan be duplicated regardless of its status.

When duplicating a requisition, all of the information is duplicated except the Alerts tab information(which defaults to your organization's ACE settings) and except the following fields.

Fields that are not duplicated

Requisition file section Field

Logistics - Identification Requisition Number

Logistics - Identification Justification

Logistics - Profile - In Contingent Requisition Target Start Date

Logistics - Profile - In Contingent Requisition Target End Date

Logistics - Profile - In Contingent Requisition Start Time

Logistics - Profile - In Contingent Requisition End Time

Logistics - Abstract Abstract



Fields that are not duplicated

Requisition file section Field

Description (External) - General Opening Date

Description (External) - General Closing Date

Description (External) - General Contact Name

Description (External) - General Contact Email

Description (Internal) - General Opening Date

Description (Internal) - General Closing Date

Description (Internal) - General Contact Name

Description (Internal) - General Contact Email

Important Note: (ID 306) When a requisition is duplicated, it will carry over the list ofapprovers from the original requisition as the starting point for approvers on the requisition. Ifin fact the requisition is never routed for approval but is saved as open, these approvers willremain on the Approvals tab with no dates associated with conducting an approval. Usersshould understand that if an approver appears on a page with no date next to their name, theynever approved the requisition. This scenario illustrates how this might come to occur.

Configuration

To duplicate requisitions, users must be granted the Duplicate requisitions permission.


Name Location

Duplicate requisitions Configuration > [SmartOrg] Administration > [Users] UserTypes > Recruiting > Requisitions

Requisition/Staffing TypeA requisition (or staffing) type allows Recruiting Center users to determine the type of candidates thatthey want to hire.

These 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.• Pipeline - General



• Pipeline - Executive

When creating a requisition, if more than one requisition type is activated, Recruiting Center users areasked to select the desired requisition type. When a requisition type is no longer available, it cannot beselected, but requisitions created with that type keep their original requisition type.

In the Requisitions list, a column called Requisition Type may be added if system administrators madeit available in the requisition list format. Also, Requisition Type may be available as a search criteria inthe Advanced Filters if made available by system administrators.

When selecting Requisition Type in the Advanced Filters window, all requisition types arelisted even if the Recruiting Center user has no access to some of those requisition types.

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.

Requisition/Staffing Type Configuration

The requisition/staffing type configuration consists of the following steps:

• Activating requisition types.• Adding the Requisition Type column in the requisition list format context. This is a best practice for

customers using multiple requisition types.• Granting one or several of the following user type permissions to that Recruiting Center users have

access to different requisition types and indirectly, different pools of candidates.


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

Activating a Requisition Type

Prerequisite




Steps

1. Select a requisition type in the Available Requisition Types list.2. Click Add.3. Use the up and down arrows to order the requisition types in the list.

The order you select here will be reflected in the Recruiting Center when users select arequisition type in the requisition wizard.

4. Click Done.

Result

The requisition type is available to Recruiting Center users when creating a requisition.

Next Step

Granting the permissions that give access to the different requisition types.

Deactivating a Requisition Type

Prerequisite


Steps

1. Select a requisition type in the Available Requisition Types list.2. Click Remove.3. Click Done.

Result

The requisition type will no longer be available to Recruiting Center users when they create arequisition.

Posting of RequisitionsRequisition posting consists of publishing a requisition in order to have candidates applying on the job.

A requisition can be posted on:

• Internal or external career sections.• eQuest: This is the doorway to post requisitions on any job board. A requisition must be posted on a

career section before being posted on eQuest.• Staffing agents: Users 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 My Setup, 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 requisition list.Also, the step for remaining candidates is changed to Rejected.

Users must have the required user type permission to be able to post requisitions. Also, differentpermissions are also required to perform certain posting actions.



Important Note: (ID 341) When unposting from all the Career Sections, users are notreceiving the message to select to unpost from the Job Boards (eQuest). Therefore, usersmust also go into the Job Board (eQuest) and select to Unpost All from there as well.

Important Note: (ID 343) When posting a requisition to the Non-Electronic Media, theInternet Mining or the Sourcing Strategy, some pieces of information are missing such asdefault agency, requisition details, OLF, hiring manager, description, qualifications andcorrespondence preview. It is recommended that users review the requisition details beforeposting to any of these posting options.

Important Note: (ID 344) When posting a requisition to a Career Section, the date used tocalculate the end date value is the start date. When extending the posting of a requisitionalready posted to a Career Section and a new end date value is selected, the date used tocalculate the end date is the end date. The functionality is working correctly, but because theposting and extending features are in one screen, it might be confusing for users.

ConfigurationSourcing and posting permissions are available under Configuration > [SmartOrg] Administration >[Users] User Types > Recruiting > Sourcing.

To have access to the requisition Posting and Sourcing tab, users must be granted the Access Postingand Sourcing permission.


Name Location

Access Posting and Sourcing Configuration > [SmartOrg] Administration > [Users]User Types > Recruiting > Sourcing

To post requisitions, users must be granted the Post requisitions permission.


Name Location

Post requisitions Configuration > [SmartOrg] Administration > [Users]User Types > Recruiting > Sourcing

To extend posting and unpost, users must be granted the following permission.


Name Location

Extend posting and unpost Configuration > [SmartOrg] Administration > [Users]User Types > Recruiting > Sourcing

To post requisitions to staffing agencies, users must be granted the following permission.




Name Location

Post to staffing agents/agencies Configuration > [SmartOrg] Administration > [Users]User Types > Recruiting > Sourcing

Important Note: (ID 342) Currently, the "Post requisitions" permission is controlling boththe posting to Career Sections as well as Job Boards. The "Extend posting and unpost"permission is controlling the extend posting and the unposting on Career Sections, JobBoards, and Staffing Agencies. The "Post to staffing agents/agencies" permission is onlycontrolling the posting to staffing agents/agencies.

Requisition Posting via a Staffing Agent

Posting 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 toreselect the original referring agent and the original ownership is expired, the change will nottake effect unless a different agent is first selected and then another modification is made toreselect 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 name

of 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

To post requisitions via posting agents, users must be granted the following permission.


Name Location

Post to staffing agents/agencies Configuration > [SmartOrg] Administration > [Users] UserTypes > Recruiting > Sourcing

Social Job InviteAbility for both candidates and users to easily share jobs via their social network or by email.

The Social Job Invite feature is available in the Career Sections and in the requisition Posting andSourcing tab.

Note that this feature is not part of the Taleo Anywhere solution. It does not replace the RSS &Facebook feature which allows the sending of jobs by creating a search query.

Career Section

The Social Job Invite feature replaces the Send this Job to a Friend feature in the Career Section.Candidates have the option to select one of many social job sites or email options to send the job tosomeone in their friend network list, or to simply post on their wall.

The Social Job Invite feature is available on the client’s Career Sections, in the following portal pages:

• Job List• Personalized Job List• Job Description• Basic Search• Advanced Search

The system will create a URL link back to the first posted external Career Section Job Description pagefor the requisition being shared (the Career Section selected will not necessarily be the Career Sectionwhere the candidate is, unless that is the first posted external Career Section). The job referenceURL will also have the source name embedded in it. When a candidate selects the link to apply, if thesource in the URL matches the source name of an active source of type Social Network that is part ofthe requisition source list then that will be the source that is pre-filled into the submission. If the sourceis not found in the requisition source list, then the system will pre-fill the source "Other" under theSocial Network source type, as long as that source is part of the requisition source list. If that source isalso not in the requisition source list, then no source will be pre-filled.

If the job is unposted from the Career Section used in the URL before the candidate selects the link,the standard message indicating that the job is no longer available will be displayed.



Additional sources can be added to support more details in the source tracking in RecruitingAdministration. Sources must be created under the Social Network source type. The source namemust equal the source name in the provided list. The source name is not case sensitive.

When candidates choose to share jobs through social networks they must be logged in, or have a validuser account to log in to the third party sites and share.

To obtain a list of the social site services currenlty supported by this feature as well as their assignedsource name, refer to the document entitled Source List Names for Social Media.xls. Note that this listis subject to change without prior notice.

Requisition Posting and Sourcing tab

A Share link is available in the requisition Posting and Sourcing tab. This option is only available whena job is posted to an external Career Section.

The system will create a URL link back to the first posted external Career Section Job Descriptionpage for that requisition. If the job becomes unposted from the Career Section used in the URL beforecandidates select the link, they will receive the standard "Job is no longer available" message.

There is no way to unpost a requisition from the Social Network sites using Taleo. There is no historytracking when requisitions are posted using the Share option

When linking to a social job site, this feature will link to the social site the user is already loggedonto, and not something that can be controlled in Taleo. Therefore, the user, if wanting to post to thecompany fan page/account, will need to log into that social site using the company credentials.

Configuration

The following property is available in career portal pages: Enable job invitations through socialnetworks. The property must be enabled for the Social Job Invite feature to be available.

Career Portal Page Properties

Name Location

Enable job invitations through social networks Configuration > [Career Section] Administration> Career Sections > Career Portal Pages > JobDescription

Enable job invitations through social networks Configuration > [Career Section] Administration >Career Sections > Career Portal Pages > Job List

Enable job invitations through social networks Configuration > [Career Section] Administration >Career Sections > Career Portal Pages > PersonalizedJob List

Enable job invitations through social networks Configuration > [Career Section] Administration >Career Sections > Career Portal Pages > Basic Search

Enable job invitations through social networks Configuration > [Career Section] Administration >Career Sections > Career Portal Pages > AdvancedSearch

Users must be granted the Access the posting through social networks feature permission to have theability to post requisitions to social networks via the Posting and Sourcing tab of the requisition.




Name Location

Access the posting through social networks feature Configuration > [SmartOrg] User Types > Recruiting >Sourcing

Note that to have access to the Posting and Sourcing tab, users must be granted the Access Postingand Sourcing permission.


Name Location

Access Posting and Sourcing Configuration > [SmartOrg] User Types > Recruiting >Sourcing

Also note that if a user type has the Post requisitions permission, then the Access the posting throughsocial networks feature permission is enabled by default. If the user type does not have the Postrequisitions permission, then the Access the posting through social networks feature permission is notenabled by default.


Name Location

Post requisitions Configuration > [SmartOrg] User Types > Recruiting >Sourcing

A source is available under the Social Network source type: Other. If a source is not in the source listfor the requisition, the system will post the requisition to the Other source of the Social Network sourcetype. If the source is also not in the list, then the source will not default in for the candidate.

Recruiting Source

Name Location

Other Configuration > [Recruiting] Administration > Sources >Source Type tab > Social Network

Requisition TemplateA requisition template is a requisition file containing information that will likely be reused for a similarjob position.

Requisition templates are available to Recruiting Center 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 Templates library. The Create Template featureis available to users if they have been granted the proper user type permission. When creating arequisition template, the Create Requisition Template wizard is launched. The content of the wizard willvary depending on how it was configured by the system administrator. .

• The first step may be to select a requisition type. This step is available if more than one requisitiontype was enabled and if specific permissions were granted to users.

• The second step may be to select an Organization, Location and/or Job Field.

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 certain fields.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.

When the requisition template is completed, its status is Draft. The template must be activated to beused. The activation is done during the requisition template creation or later on by selecting the Activestatus within the template.

If a user creates a requisition using a requisition template that contains data that the usercannot see, the data will appear in the requisition regardless of the access to the data bythe user. For example, if a recruiter is not authorized to see prescreening information butthe Prescreening section exists in the requisition template, the prescreening information willappear in the requisition and be visible to the recruiter when the recruiter accesses the file(provided the Prescreening section is configured on the file used by the recruiter and therecruiter is authorized to view prescreening information).

Important Note: (ID 243) Both the recruiter and user group fields can be specified in therequisition template but unlike other fields in the template. These fields will not fill in asdefaulted fields in requisitions created from the template. The purpose of the recruiter fieldin a requisition template is to give a user ownership privilege of the template from a templateaccess viewing and filtering perspective in the Template library. The purpose of the user groupfield specified in a requisition template is to define which users will be authorized to createrequisitions using this template. Only those matching the group will see the template if a grouphas been specified.

Configuration

To create requisition templates, the following permission is required.




Name Location

Create templates Configuration > [SmartOrg] Administration > [Users] UserTypes > 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 > [Users] UserTypes > Recruiting > Requisitions

The Delete templates and edit their status permission must be granted to users so they can change therequisition template status from Draft to Active.


Name Location

Delete templates and edit their status Configuration > [SmartOrg] Administration > [Users]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 > [Users] UserTypes > Recruiting > Requisitions > Templates

Important Note: (ID 293) It is possible to configure the requisition template file to include theCSW designation. If it is not necessary to specify this field on the requisition template, it shouldnot be included on the Template File configuration. When not included on the template, thelegacy CSW configuration of workflow OLF contextualization will be honored. If the templatecontains a CSW field, the CSW defined on the template will override the definition of workflowcontextualization in the CSW configuration area.

Recruiting Fundamentals Offers


Offers

Offer ConfigurationOffer configuration is done by system administrators and consists of configuring many elements suchas offer fields, the offer form layout, the RSOffer step, settings, permissions, letters.

Offer fields configuration: The configuration of offer fields is done in the Offer Fields feature availablein the Taleo Recruiting Administration menu. When configuring a field, system administrators specifythe following:

• The field availability in the Recruiting Center.• The field required content, that is whether is it 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.

When configuring requisition fields in the Taleo Recruiting Administration menu, all offer user-definedfields that are part of "offer terms" appear in the listing. Offer user-defined fields are displayed becausethey are available for use in the requisition context. The configuration of the fields is intermixed. Thatis, if an offer field is configured in the requisition area, that configuration will impact that field and how itis configured 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.


Currency - Budget Section Mapped to the Currency - BudgetSection field in the requisition fileBudget section.




Field Mapped to Notes

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 configured, system administrators define the layoutof the offer form. This is done in the Taleo Recruiting Administration menu, by clicking the Offer Layoutlink in 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 system administrators will define the placement of the field. If a field is notconfigured to display in a given context, it will be omitted from the offer grid and the rest of the fieldswill slide up in position to accommodate the field's absence.

RSOffer step configuration: System administrators must add the RSOffer step in the candidateselection workflow. SeeAdding Steps to a Candidate Selection Workflow and RSOffer Step.

Offer letters creation: System administrators create offer letters via the Message Templates featureavailable in the Taleo Recruiting Administration menu. See Creating a Message Template.

Offer channel configuration: System administrator can configure the center stage to include theOffers channel. See Adding Channels and Links to a Center Stage.

Offer-related settings configuration: System administrators may activate different offer-relatedsettings. These settings are available in the Recruiting Settings section of the Taleo RecruitingAdministration menu. To easily access these settings, it is possible to refine the list by using the Offercategory filter.

Offer-related permissions configuration: System administrators then grant offer-related permissionsto user types. This is done in SmartOrg, via the User Types feature. Permissions are organized intofunctional domains. Offer-related permissions are available in the Recruiting - Offers fonctional domain.

The Create offers permission works in combination with the View and manage offers permission. TheView and manage offers permission gives a user the ability to edit an existing offer. The Create offers



permission adds the ability to see the Create Offer action. The View offers permission without the othertwo permissions allows users to see offers but not to create or edit them.


Name Location

Create offers Configuration > [SmartOrg] Administration > User Types >Recruiting > Offers

View and manage offers Configuration > [SmartOrg] Administration > User Types >Recruiting > Offers

View offers Configuration > [SmartOrg] Administration > User Types >Recruiting > Offers

Important Note: (ID 237) To create offers, users must be granted the “View and manageoffers” permission as well as the “Create offers” permission.

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 details, see Field SecurityLevel.

Offer and Candidate Selection WorkflowCandidate selection workflows may be configured to contain an Offer step or an RSOffer step.

CSW and Offer step

Using the Offer step is a simplified way to track offer activity in a candidate hiring process withoutenabling the entire Offer Management module functionality. Placing this step in a workflow will notenable the use of the Offers tab and Offer Approvals tab. A candidate selection workflow containing anOffer step allows users to move candidates from one step to another using standard actions (ChangeStep/Status, Move, Revert).

When adding the Offer step to a candidate selection workflow, the following actions are available toRecruiting Center users via the More Actions list.

• Make an offer.• Reject candidates.• Candidate has declined.

CSW and RSOffer step

The RSOffer step is a special candidate selection workflow step created for the Offer Managementmodule. The Offer Management module provides the tools for the creation of offers, offer approval,offer extension to the candidate, and capture of the candidate response. Recruiting Center usersare also be able to capture competitive offer information, as well as candidate current and futureexpectations.



With this type of workflow, instead of moving candidates using standard actions (Change Step/Status,Move, Revert), specific offer-related actions are presented in the More Actions list as they become anappropriate next activity in the Offer process.

System administrators are responsible for adding the RSOffer step in the appropriate candidateselection workflows. The RSOffer step must be placed before the Hire step. The RSOffer step cannotbe customized or edited (except for qualifier groups and qualifiers that can be added to specificstatuses).

When adding the RSOffer step to a candidate selection workflow, authorized Recruiting Center usersare able to:

• Create offers.• Extend offers verbally or in writing.• Send offers.• Capture a candidate response.• Capture a candidate expectations.• Capture a candidate current job terms.• Capture competitive offer information.• Approve offers.• etc.

Offer StatusesAn offer can go through different statuses.

Status Description

Offer to be made Initial status of the Offer step.

Draft Offer terms have been started and saved, but not approved. If offer approvals arenot required, the offer may be extended at this point.

Cancelled A draft offer has been created and then cancelled prior to routing for approval orextending to the candidate.

Approval in progress Offer has been routed for approval.

Approval rejected Offer approval request has been rejected.

Approved Offer approval request has been approved and the offer is ready to be extended tothe candidate.

Extended Offer has been extended to the candidate.

Rescinded After the offer has been extended or the candidate has accepted the offer, the user(company) rescinds/revokes the offer.

In negotiation Offer was extended to the candidate. The user marked the candidate as wanting tonegotiate the offer. If a new offer should be created, the user will need to rescindthe offer in order to create a new offer. If a new offer is not required, then eitherrecapture the candidate response (accept or refused) or status them as Rejected orHas Declined.



Status Description

Refused Offer was extended to the candidate. The user marked the candidate as refusing theoffer. 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 (goesback on his or her word).

Rejected After the offer has been rescinded to a candidate, if the user does not wish to createand extend a different offer to the same candidate, the user should status thecandidate as Rejected in the Offer step. This will allow an offer to another candidatebe created and extended.

Has declined After the offer has been refused or reneged by the candidate, if the user does notwish to create and extend a different offer to the same candidate, the user shouldstatus the candidate as Has Declined in the Offer step. This will allow another offerto be created and extended.

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.

If the expiration for all requisitions is the same (following the default setting), consider toeither 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 fieldin the requisition template where authorized users can set it, but not in the requisition file itself.

In the Recruiting application, when creating a requisition or requisition template, users can use 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 samerequisition (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

Configuration > [Recruiting] Administration

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 the online help and online clips if these were enabled. The pane can beexpanded or collapsed.

• 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, DisqualificationQuestions and Competencies libraries) can access all items in the library. The system providesa flat list view option which help reduce duplication and mis-alignment of similar elementsacross the organization. Therefore, when users are in the tree structure view for Job orLocation, they are not constrained by Job and Location elements that are linked to their group.They can navigate and interact with the entire tree structure.

Configuration

To display the Disqualification Questions Library in the Recruiting Center, this feature must beactivated within your company. If your organization has not yet implemented disqualification questions,contact Taleo Support to have the module turned on. To enable disqualification questions, the followingsetting must be set to Yes.

Setting


Enable Disqualification Questions • No

• Yes


Recruiting Fundamentals Libraries


System administrators must grant the following permission if they want users to access the Questions,Disqualification Questions and/or Competencies libraries.


Name Location

Access the question and competency libraries Configuration > [SmartOrg] Administration > User Types >Recruiting > Prescreening

Recruiting Fundamentals Prescreening


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 a



code 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 Numberof Questions

8 or less 12 or less As many as required

ACE Indicators Use Required

Use Asset optionally

Do not use Weight

Use Required,

Use Asset

Use Weight optionally

Use Required

Use Asset,

Use Weight



% of CandidatesIdentified as ACECandidates

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 orrequisition template. Please be aware that by doing that the question is also modified in all therequisitions using that question. To avoid any confusion, refrain from editing library questions.Editing local questions can only 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 related permissions are grouped underthe Prescreening 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.

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

Important Note: (ID 257) Any user that can access a question in the library can remove theassociation of a question to Locations and/or Job Fields. Customers should limit access to onlyusers that should have this capability.



Settings


Differentiate Internal and ExternalQuestions

• No

• Yes


Enable Requisition Question andSkill Validity Rule

• No

• Yes


Source Tracking QuestionsMandatory

• No

• Yes


Already Answered SourceTracking Question

• No

• Yes


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 setting must be set to Yes.

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 QuestionsRecruiting 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. Competenciesmade 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

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

Remove or delete questions and competencies Configuration > [SmartOrg] Administration> User Types >Recruiting > Prescreening

Edit questions and competencies Configuration > [SmartOrg] Administration> User Types >Recruiting > Prescreening

Add and remove competencies Configuration > [SmartOrg] Administration> User Types >Recruiting > Requisition

Settings


Enable Requisition Questionand Competency Validity Rule

• No

• Yes


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

Intermediate Configuration > [Recruiting]Settings



Settings


• Expert

• Guru

Competency AssessmentFormat

• Simple

• Detailed

• simple or Detailed

Detailed Configuration > [Recruiting]Settings

Recruiting Fundamentals Reports


Reports

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


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 Tasks


Tasks

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 and in theTasks list.

Tasks Channel

The Tasks channel may display tasks related to requisitions, offers, onboarding, and self-assignedtasks. Clicking an hyperlink in the Tasks channel gives access to the Tasks list where users can see alltasks in one list view and use quick filters to filter the list. For details regarding elements in the Taskschannel, see Center Stage.

Tasks List

The Tasks list provides quick filters and presents information in different columns. Quick filters andcolumns are not configurable.

Available Quick Filters

Show tasks for (Assigned to me, Requisitions I own, Requisitions I collaborate on, etc.).

Requiring attention

Hide completed tasks (by default, the Hide completed tasks option is selected).

Due date

Task type (for example, tasks to be completed, tasks ready for sourcing, self-assigned tasks, duplicate check,etc.)

Related to Candidate

Related to Requisition

Related to Assignee

Available Columns

Attention indicator flag

Tasks (links to the activity to complete the task; displays a callout containing the task type, assignment date andowner)

Candidate (links to the associated candidate file; displays a callout containing phone numbers and emailaddress)



Available Columns

Requisition (links to the associated requisition file; displays a callout with requisition ID, activated languages andfeatures)

Assignee

Comments (callout displaying the comment)

Due date (only relevant for self-assigned tasks)

Priority (only relevant for self-assigned tasks)

Status

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.

Available Tasks

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 Duplicate Check 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

Rules Regarding Task Assignment



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.

"Task assigned to me" Filter

A filter called "Tasks assigned to me" was created to eliminate the confusion of mixing tasks that usersown with tasks that users might not own, but are for requisitions they own. This filter is available in theTasks channel as well as in the Tasks list. In the Tasks channel, the "Tasks assigned to me" filter isavailable to quickly access tasks assigned to the user. In the Tasks list, the filter is available via the"Show tasks for" list. "Assigned to me" is the default value when accessing the Tasks list.

When any of the Self-assigned Task link is selected in the Tasks channel, users are brought to theTasks list; the "Assigned to me" value is selected in the "Show tasks for" filter no matter what the"Show information for" filter on the My Taleo page is set to.

When any of other task link is selected (for example, under Requisition, Candidate, Offer), users arebrought to the Tasks list; the value in the "Show tasks for" filter is identical to the value selected inthe "Show information for" filter of the My Taleo page. Example: If "I own" is selected in the "Showinformation for" filter on the My Taleo page, then "Requisitions I own" is selected in the "Show tasksfor" filter in the Tasks list. If a group is selected in the "Show information for" filter on the My Taleopage, then the same group is selected in the Tasks list.

If users have the ability to see and change the "Show information for" filter setting, once in the Taskslist they can change it to what they wish to see. If they don’t have access to this filter, then they willneed to navigate back to the Tasks channel and click on the task they want to see in order to have theTasks list filtered for them.

Note that the Show information for Default Value setting available in the SmartOrg Configuration Profilefeature has no effect on the Tasks list view and the Tasks channel view.Configuration

For the Tasks channel to be available to users in the center stage, system administrators mustconfigure the center stage to include the Tasks channel. See Center Stage.

Important Note: (ID 152) When a user receives a Ready for Sourcing task, the user musthave the "Post requisitions" permission to be able to complete the task.

Duplicate Check Task

The Duplicate Check task in the Recruiting Center Tasks list can be performed on any potentialduplicates found within flows where the duplicate check action is activated, that is agency, referrer, orcandidate flows.

When this feature is enabled, if a potential duplicate is found by the system, a Duplicate Check task issent to the requisition’s owner that is the recruiter assistant. If no recruiter assistant was defined, it issent to the recruiter. For a duplicate check task performed in a profile context, if a potential duplicate isfound, since there is no recruiter the task is redirected to the person defined in a setting configured bythe system administrator.



The task assignee runs the Duplicate Check task. Duplicates are displayed in a Quick Search Resultslist. The task assignee can then merge the duplicate files.

Duplicate Check Task Configuration

The configuration of the duplicate check task is done in the Taleo Recruiting Administration menu aswell as in the Career Section Administration menu.

The duplicate check task configuration involves the following steps:

• When configuring a career section application flow, select the Activate the identification ofpotentially duplicate candidates option in the Personal Information block.

• Specify the person who will perform the duplicate check task in the Recruiting Center for candidategeneral profiles.

Setting

Name Location

General Profile Duplicate Check Task Assigneeergecandidate files

Configuration > [Career Sections] Settings

Self-assigned TaskA self-assigned task is a task a Recruiting Center user creates for himself.

Recruiting Center users can select a candidate file, create a self-assigned task to act on at a later time,and activate a reminder to ensure the task is completed on time. The self-assigned task feature is alsoavailable while changing the step of a candidate.

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 email message reminding you to call John to see if he is available foran interview the following Monday. The email 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.



Granting the Permission to Create Self-Assigned Tasks

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

AttachmentFiles can be attached to requisitions, candidate files, offers, etc.

The following file formats are supported by the application. System administrators define which formatsare available to users.

• Any File Format• Excel (.xls and .xlsx)• Hypertext Markup Language (.htm and .html)• OpenOffice Writer (.odt)• Portal Document Format (.pdf)• Rich Text Format (.rtf)• Text (.txt)• Word (.doc and .docx)• Word Perfect (.wpd)• Zip Format

Attachment - Permissions and Settings

The following permissions and settings are used to configure the attachment functionality.

Settings


Attachment Formats Filter File formats allowed for theattachments.

• Any File Format

• Excel (.xls and .xlsx)

• Hypertext MarkupLanguage (.htm and .html)

• OpenOffice Writer (.odt)

• Portal Document Format(.pdf)

• Rich Text Format (.rtf)

• Text (.txt)

• Word (.doc and .docx)

• Word Perfect (.wpd)

• Zip Format

Any FileFormat

Configuration > [CentralConfiguration] Settings

Attached File Maximum Size Maximum size of files (inbytes) attached in Recruiting.This is a protected settingactivated by Taleo Support.

100000 bytes Configuration > [CentralConfiguration] Settings



Settings


Attached Files Maximum TotalSize

Total maximum size (in bytes)allowed for all files attachedin Recruiting. This is a privatesetting activated by TaleoSupport.

500000000bytes

Configuration > [CentralConfiguration] Settings

Block Macros in Attachments The system will scan theattachments for macros. Filesincluding macros will not beuploaded.

Yes Configuration > [CentralConfiguration] Settings

Share Other Attachments When enabled, the "Visibleby candidates" option in the"Share Candidate" assistantdisplays other attachments,i.e., attachments visible by thecandidate which are not linkedto the current submission.


Maximum Size of CandidateAttachment

Maximum size (in bytes) of asingle candidate's attachment.This is a protected settingactivated by Taleo Support.

102400 bytes Configuration > [CareerSections] Settings

Attachment Maximum Numberper Candidate

Maximum number of files thatcandidates can attach to theirsubmission via the CareerSection. This is a protectedsetting activated by TaleoSupport.

5 Configuration > [CareerSections] Settings

Candidate maximumattachment updates

Maximum number of possiblecandidate attachment updatesper period. This is a protectedsetting activated by TaleoSupport.


Maximum attempts to attachfile period

Period during which themaximum number of candidateattachment attempts apply.This is a protected settingactivated by Taleo Support.






Access Attachments tab Attachment visibility in listsreflects the use of the Viewother attachments and AccessAttachments tab permissions. Seebelow for details.


View other attachments Attachment visibility in listsreflects the use of the Viewother attachments and AccessAttachments tab permissions. Seebelow for details.


Remove files attached by otherusers

To safeguard against usersinadvertently removing filesattached by other users orcandidates, the Remove filesattached by other userspermission was created. Thispermission defines the rights usershave to remove files that they didnot themselves directly attach to thecandidate file. When this permissionis not granted, users are only ableto remove files they have uploadedthemselves.


Attach a file (general). Configuration > [SmartOrg]Administration > [Users] UserTypes > Recruiting > Candidates >General

Attach a file (on preselectedcandidates).

Configuration > [SmartOrg]Administration > [Users] UserTypes > Recruiting > Candidates >General

Attachment visibility in lists reflects the use of the View other attachments and Access Attachmentstab permissions:

• 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.

FolderIn the Recruiting Center, folders are used for organizing candidate files and search queries.

Recruiting Center users who have been granted the proper permissions have the ability to organizefolders in ways that best suit their needs. They can store candidate files as well as candidate searchqueries in folders. They can create, delete, and rename folders and they can also share folders withother users.

The Folder tab is available in the left panel of the Candidates list and Search Queries list.

Configuration


Name Location

Use personal folders Configuration > [SmartOrg] Administration > [Users] UserTypes > Recruiting > Candidates

Share personal folders Configuration > [SmartOrg] Administration > [Users] UserTypes > Recruiting > Other

Access shared folders Configuration > [SmartOrg] Administration > [Users] UserTypes > 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 they were granted the permission by their 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 is



displayed 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.

Another example where time zone is used is for requisition posting. When posting requisitions, the timezone taken into account is the time zone of the user doing the posting (and not where the requisition isposted).

To determine a user's time zone, the algorithm is:

• Use the user's preferred time zone (in My Setup).• If the above was not defined, use the user's preferred time zone (in SmartOrg > User Accounts >

General Preferences).• If the above was not defined (unlikely), use the user's operating system time zone.• If the above was not defined, use the default time zone (Configuration > [Career Section] Settings).

Configuration

The Time Zone setting is configurable by the system administrator. It is used to set the default timezone for the entire company.

Setting


Time Zone Any UTC timezone

none Configuration > [CentralConfiguration] > Settings

For users to have the ability to modify their time zone, the following permission is required. Once thepermission is granted, users can modify their time zone in the My Setup feature, in the Preferencestab.


Name Location

Access the "Preferences" section in 'My Set-up' menu Configuration > [SmartOrg] Administration > UserTypes > Recruiting > Other

The My Setup feature is available to users if the auxiliary navigation bar was enabled in theirconfiguration profile.

Setting


Auxiliary Navigation Bar • Yes

• No

Yes Configuration > [SmartOrg]Administration > ConfigurationProfiles



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 Recruiting Center users to create a PDF version of a requisition file orcandidate file that can be saved and/or printed.

The print function is available in the candidates list and requisitions list as well as within candidate

files and requisition files. When using the print function, users can decide to print the content in a listformat where information is presented in different columns, or they can choose to print the details ofthe file where content is presented into sections.

• When printing the content in a list format, 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. A maximum of1000 lines can be printed in the list.

• When printing the details of the file, all sections of the file or only specific sections can be printed.For example, 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. For candidate files, a maximum of 50 files canbe printed. For requisition files, a maximum of 15 files can 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 isidentical to the data presented to the user for the selected sections while looking at the information inview mode.

When selecting one or several candidate files in a candidates list or requisition-specific candidate listin order to print them, the Submission file is printed. When selecting one or several candidate generalprofiles in a search results list or folders list, the General Profile file will be printed.

Regarding tracking information in the candidate file History tab, the system displays the 1000 mostrecent tracking items no matter if printing 1 or 50 candidate files. Therefore, if printing one candidatefile, the 1000 most recent tracking items are displayed. If printing five candidate files for example, 200tracking items are displayed per candidate. For a given candidate, when the maximum is reached, thefollowing message is displayed: "The history contains the {0} most recent items".

Important Note: (ID 284) When printing a candidate file, it is not possible while printing toinclude the name of candidate facing attached files. In Taleo 10, attachments appear in theAttachments tab; they are not part of the candidate file and they are no longer printed with thefile (In 7.5, these were included on 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

LanguagesTaleo products are available in different optional languages.

Not all languages are available for all Taleo products and languages must be activated by the systemadministrator before they can be used in 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 Languagesfield. When creating or editing an element, the user can chose the base language as well as thelanguages in which an element will be available. The base language of an element is the item’sreference 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 an element.The base language of an element can be changed at any time by the user. A language must beactivated 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 a company, thereis no special indicator.

Languages - Settings

The following settings are used to configure languages.

Setting


Application Languages List of application languages,presented according to theorganization's preferences.The application language is thelanguage in which a product can

French,English,German,Spanish

Configuration > [GeneralConfiguration] Settings



Setting


be viewed. This is a private setting.Contact Taleo Support for details.

CorrespondenceLanguage

Indicates the correspondencelanguage.


Content Language Indicates the content language. Configuration > [GeneralConfiguration] Settings

CorrespondenceLanguage

Indicates the preferredcorrespondence language of a user.

Configuration > [SmartOrg]Administration > [Users]User Accounts > GeneralPreferences

Content Language Indicates the preferred contentlanguage of a user.

Configuration > [SmartOrg]Administration > [Users]User Accounts > GeneralPreferences

Multilingual Deployment

Important Note: (ID 289) Below are items worty of note for multlingual deployments andsystem 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 deploymentswhere 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 theRecruiting Center language in use, all labels and drop-down menus will still appear in thelanguage of the Recruiting Center, not the language of the file being edited. Prescreening andtext based content will display in the edit view of the file in the language selected. In addition,users can use the language indicator on the left panel to know which language of the file theyare working with. Edits can be made to drop-down menus in the file in any language; a valueselected in one language will apply to all languages.

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



Feature Requisition File Candidate File Offer File

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.



Container Data

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 appropriate



language 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.

Filtering History ElementsFiltering history elements reduces the number of irrelevant history tracking events.

A generically implemented mechanism automatically deletes history elements older than their definedretention period. In feature pack 11B, this pattern is applied to SmartOrg and Performance specificelements.

Taleo Performance

Element Retention (Months)

User-defined Selections 12

Talent Pool Management Center 12

Performance Management Center 12

Chart Configuration 12

Matrix Configuration 12

Competency Goal 14

Pool Item 14

Pool 14

Message Templates 12

Documents 12

Paragraphs 12

Product Setting 12

User Account (user access) 6

Review Text 12

Review Definition 12

Review Cycle 12

Business Goal 14

Business Project 12

Business Theme 12



Taleo Performance


Business Period 12

Employee Goal 14

Employee Goal Plan 14

Goal Template 12

Succession Plan 14

Development Activity 14

Development Plan 14

Development Plan Template 12

Development Activity 12

Development Activity Category 12

Mentoring Relationship 14

Rating Dimension 12

Rating Model 12

Partners 12

Taleo Configuration / SmartOrg


Wecome Center Content 12

Seats 12

Coverage Areas 12

Message Templates 12

Documents 12

Paragraphs 12

Messages 12

Product Setting 24





User Types 12

User File 18

Groups 12

User Account (user access) 6

Configuration Profile 12

Organizations 18

Organization Level 18

Location 18

Location Level 18

Job Field 18

Job Field Level 18

Business Organization 18

Business Organization Level 18

Positions 18

Competencies 18

Competency Categories 18

Competency Groups 18

Competency Context 18

Competency Definition Context 18

Guidance Plan 18

Rating Dimension 18

Rating Model 18

Job Role 18

Job Role Context 18





Job Profile Classification 18

Recruiting Center Layout Configuration

• Layout Overview............................................................................................................ 545• Navigation Bars..............................................................................................................550• Welcome Center............................................................................................................ 552• Center Stage..................................................................................................................557• Communications Channel..............................................................................................565• Theme............................................................................................................................ 571• Online Tour and Online Help.........................................................................................574• Other Page Layout Elements........................................................................................ 577

Recruiting Center Layout Configuration Layout Overview


Layout Overview

Home Page and User Interface Elements Configuration

Element Description Configuration

Auxiliary Navigation Bar The auxiliary navigation bar is thebar located at the top right of pages.If the auxiliary navigation bar hasbeen enabled, it is available at alltimes for users to see and access.The auxiliary navigation bar maycontain the following elements (ifenabled and if users were grantedaccess to them):

• Home• Resources (My Setup, Training,

eLearning, Web Support, About)• Talent Grid (Talent Exchange,

Solution Exchange, KnowledgeExchange)

• Sign Out

The display of the auxiliarynavigation bar is enabledby the Auxiliary NavigationBar setting (Configuration >[SmartOrg] Administration > [Users]Configuration Profiles). When thesetting is set to No, the Home andSign Out links are still displayed.

Elements displayed in the auxiliarynavigation bar depends onsettings that were enabled and onpermissions granted to users.

The following permissions arerequired to access the TalentGrid products: Access KnowledgeExchange, Access SolutionExchange, Access Talent Exchange(Configuration > [SmartOrg]Administration > [Users] UserTypes > Grid > KnowledgeExchange).

Core Navigation Bar The Recruiting Center corenavigation bar provides access tospecific recruiting features. Thecore navigation bar may contain thefollowing elements (if enabled and ifusers were granted access to them):

•

• Recruiting• Tasks• Requisitions• Candidates• Offers• Libraries (Templates,

Questions, DisqualificationQuestions, Interview Questions,Competencies)

The display of the core navigationbar is enabled by the followingsetting: Core Navigation Bar(Configuration > [SmartOrg]Administration > ConfigurationProfiles). When the setting is setto No, only the Recruiting tab isdisplayed.

My Setup The My Setup feature is availablein the auxiliary navigation bar underResources. It gives access to theuser’s personal preferences.

The My Setup link is displayed tousers if the Auxiliary Navigation Barsetting was enabled (Configuration> [SmartOrg] Administration >Configuration Profiles).




To modify their preferences, usersmust be granted the followingpermissions:

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

• Update user information(Configuration > [SmartOrg]Administration > User Types >Configuration > My Setup)

Training The Training link is available inthe auxiliary navigation bar underResources. It gives access to onlinetraining materials.

The Training link is displayed tousers if the Training Section URLsetting was enabled (Configuration> [SmartOrg] Administration >Configuration Profiles).

The Auxiliary Navigation Barsetting must also be enabled(Configuration > [SmartOrg]Administration > ConfigurationProfiles).

eLearning The eLearning link is available inthe auxiliary navigation bar underResources. It gives access toeLearning materials.

The eLearning link is displayed tousers if the eLearning Section URLsetting was enabled (Configuration> [SmartOrg] Administration >Configuration Profiles).


About The About link is available in theauxiliary navigation bar underResources. It provides informationregarding service pack, version,legal statement regarding IPprotection.

The About link is displayed to usersif the About Link in Auxiliary Menusetting was enabled (Configuration> [SmartOrg] Administration >Configuration Profiles).


Web Support The Web Support link is availablein the auxiliary navigation bar underResources. It gives access to WebSupport. This link only works forusers who are authorized WebSupport users.

The Web Support link is displayedto users if the Display Web SupportLink in Auxiliary menu settingwas enabled (Configuration >[SmartOrg] Administration >Configuration Profiles).

Furthermore, the Web Supportfeature must be activated by Taleo




Support. If only the above settingis turned on, users will not haveaccess to Web Support eventhough the link will still be present.


Talent Grid The Talent Grid link is availablein the auxiliary navigation bar. Itgives direct access to the SolutionExchange, Knowledge Exchangeand Talent Exchange.

The Auxiliary Navigation Bar settingmust be enabled (Configuration> [SmartOrg] Administration >Configuration Profiles).

The following permissions must begranted:

• Access Knowledge Exchange(Configuration > [SmartOrg]Administration > User Types >Grid > Knowledge Exchange)

• Access Solution Exchange(Configuration > [SmartOrg]Administration > User Types >Grid > Solution Exchange)

• Access Talent Exchange(Configuration > [SmartOrg]Administration > User Types >Grid > Talent Exchange)

Search Widget This is the search tool allowingusers to perform quick candidatesearch, specific candidate searchand quick requisition search.

The search widget is displayedto users if the Search Widgetsetting was enabled (Configuration> [SmartOrg] Administration >Configuration Profiles).

Advanced Search The Advanced Search link isavailable at the top right handcorner of pages, just beside thesearch widget. It allows users tosearch for candidate files using anarray of criteria that are differentthan the ones used in the quicksearch function.

The search widget is displayed tousers if the Advanced Search Linkssetting was enabled (Configuration> [SmartOrg] Administration >Configuration Profiles).

The Access advanced searchpermission must be granted(Configuration > [SmartOrg]Administration > User Types >Recruiting > Search).

Search Queries The Search Queries link is availableat the top right hand corner ofpages, just beside the searchwidget. A search query is anadvanced candidate search thathas been saved in order to be usedrepetitively and potentially sharedwith other users.

The search widget is displayed tousers if the Advanced Search Linkssetting was enabled (Configuration> [SmartOrg] Administration >Configuration Profiles).

The Access advanced searchpermission must be granted(Configuration > [SmartOrg]




Administration > User Types >Recruiting > Search).

Center Stage A center stage is what users see inthe center panel when they first loginto the Recruiting Center.

The center stage is configuredvia the Center Stage feature(Configuration > [Recruiting]Administration > Center Stage).

Page Header A header text can be displayedat the top of all pages of theapplication.

The Recruiting Header Text settingallows the activation of the pageheader (Configuration > [SmartOrg]Administration > ConfigurationProfiles).

Page Footer A footer text can be displayed onthe home page of the application.

The Center Stage Footer Textsetting allows the activation ofthe page footer (Configuration> [SmartOrg] Administration >Configuration Profiles).

Welcome Title The welcome title is displayed tousers when they first log in into theapplication.

The Center Stage-Welcome Titlesetting allows the activation ofthe welcome title (Configuration> [SmartOrg] Administration >Configuration Profiles).

Separator Line The line separating the Welcometitle from the main content of thecenter stage.

The Center Stage-Separator Linesetting allows the activation ofthe separator line (Configuration> [SmartOrg] Administration >Configuration Profiles).

Communications Channel The Communications channelis located in the tab located

in the supporting tools panel onthe right. The Communicationschannel allows the display of usefulinformation to users when they firstlog into the Recruiting Center.

See Communications ChannelConfiguration.

Color Theme A theme is a set of colors used forbody text, headings, links within anapplication.

The theme color is selectedusing the Default Theme setting(Configuration > [GeneralConfiguration] Settings).

Users must be granted the Accessthe "Preferences" section in'My Setup' menu permission tooverwrite the theme you selected(Configuration > [SmartOrg]Administration > User Types >Recruiting > Other).

Logo A logo can be displayed in the upperleft corner of Taleo Recruiting andTaleo Performance pages.

The Organization Logo settingis used to upload a logo




(Configuration > [GeneralConfiguration] Settings).

Selected Item Color This is the color displayed whenselecting elements in the userinterface.

The selected item color is selectedusing the Selected Item DefaultColor setting (Configuration >[General Configuration] Settings).

Users must be granted the Accessthe "Preferences" section in'My Setup' menu permission tooverwrite the theme you selected(Configuration > [SmartOrg]Administration > User Types >Recruiting > Other).

Online Tour Short clips describing essential userinterface elements. When enabled,these tours are available in the Clipstab , located in the supporting

tools panel on the right.

The Online Clips setting controlswhat is displayed as online tours inthe Recruiting Center. By default,Taleo standard online tours aredisplayed to users (Configuration>[Recruiting] Settings).

The Online Clips - HTMLCustomized URL setting is used toinsert the URL for an organizationcustomized online tours. For thissetting to work, the Online Clipssetting must be set to "HTMLCustomized". (Configuration>[Recruiting] Settings).

The Taleo Recruiting Online ClipsURL setting is used to indicate theURL to access Taleo Recruitingonline tours. For this setting towork, the Online Clips settingmust be set to "Taleo Standard(default)". This is a protectedsetting and only Taleo can modifyit. (Configuration> [Recruiting]Settings).

Recruiting Center Layout Configuration Navigation Bars


Navigation Bars

Auxiliary Navigation BarThe auxiliary navigation bar is the bar located at the top right of pages.

If enabled, the auxiliary navigation bar 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):

Element Description

Home • If you have access to multiple Taleo products and you click Home, the Welcome Center isdisplayed.

• If you have access to Taleo Recruiting only and you click Home, the Recruiting Centerfront page is displayed.

Resources May include:

• My Setup: Access to personal preferences.

• Training: Access to online training materials.

• e-Learning: Access to eLearning materials.

• Web Support: Access to Taleo Technical Support.

• About: Information about the application such as the version number and the build numberyou need to provide to Taleo Support when you need to contact them.

Talent Grid Access to Talent Exchange, Solution Exchange, Knowledge Exchange.

Sign Out Terminates the session and you are automatically signed out of all Taleo products.

Core Navigation BarThe Recruiting Center core navigation bar provides access to specific recruiting features.

The core navigation bar is located just above the central panel. If enabled, the core navigation bar isavailable at all times for users to see and access.

The core navigation bar may contain the following elements (if enabled and if users were grantedaccess to them):

Recruiting Center Layout Configuration Navigation Bars


Element Description

If your organization has multiple Taleo products, clicking the Home icon displays theWelcome Center. If your organization has no other Taleo products apart from TaleoRecruiting, clicking the Home icon displays the Recruiting Center.

The arrow provides direct links to Taleo products as well as to specific modules withinthe products.

Recruiting Access to the Recruiting main page.

Tasks Access to the Tasks list.

Requisitions Access to the Requisitions list.

Candidates Access to the Candidates list.

Offers Access to the Offers list.

Libraries Access to requisition templates, questions, disqualification questions, andcompetencies.

Configuration

The display of the core navigation bar is enabled by the following setting.

Setting


Core Navigation Bar When the setting is set toYes, the core navigationbar is displayed. When setto No, only the Recruitingtab is displayed.

Yes Configuration >[SmartOrg] Administration> [Users] ConfigurationProfile

Elements displayed in the core navigation bar depends on permissions granted to users.


Name Location

Access the "Requisitions" section Configuration > [SmartOrg] Administration> [Users] UserTypes > Recruiting > Requisitions

View offers Configuration > [SmartOrg] Administration> [Users] UserTypes > Recruiting > Offers

Access the question and competency libraries Configuration > [SmartOrg] Administration> [Users] UserTypes > Recruiting > Prescreening

Recruiting Center Layout Configuration Welcome Center


Welcome Center

Welcome CenterThe Welcome Center is a home page that is displayed to users immediately after they log in andprovides a "one-click" access point to Taleo products.

The Welcome Center contains a core navigation bar, an auxiliary navigation bar, a Quick Access paneland a Communications panel. If the Welcome Center is enabled, it replaces the table of contents page.

The core navigation bar is a set of tabs that provide direct links to Taleo products. A user might have atab for any or all of the following products: Taleo Performance, Taleo Recruiting, Taleo Compensation,Taleo Analytics, Taleo Configuration, and Taleo Learn.

A Quick Access panel provides an alternative "one-click" access to the same information and to aselection of modules within products.

The Welcome Center also contains, at the top right of the page, an auxiliary navigation bar containinglinks to additional resources and the Sign Out link.

Finally, Taleo clients can create information of interest to all Taleo product users in the organization fordisplay in the Communications section. Alternatively, they can create distinct sets of information for theCommunication section and associate an information set with a configuration profile.

Configuring the Welcome Center

The configuration of the Welcome Center consists of the following steps.1. Contacting Taleo to enable the Display Welcome Center setting.2. Creating the Welcome Center content.3. Indicating which customized content and layout to use in the Welcome Center.4. Assigning the Welcome Center content to a configuration profile.

Enabling the Welcome Center

Prerequisite

Only Taleo Support can perform this task. The Manage settings and central configuration user typepermission is required.


Steps1. Locate and click Display Welcome Center.2. Click Edit.3. Make a selection by clicking the corresponding radio button.4. Click Save.

Specifying the Default Welcome Center Content

Prerequisite

The Manage settings and central configuration user type permission is required.




Steps1. Locate and click Welcome Center Content.2. Click Edit.3. Click Search next to the Value field.4. Click the radio button next to the item you want to designate as the default content page.5. Click Select.6. Click Save.Result

The content page you selected is displayed to users who do not have one assigned to theirconfiguration profile.

Creating the Welcome Center Content

Prerequisite

The Manage settings and central configuration user type permission is required.

Configuration > Welcome Center Content

Steps1. Click Create.2. Enter values in the various fields.

In the Content box, you type or paste the text you want to display in the Communications sectionof the Welcome Center.

To apply a particular format to a word or passage, select the text with the mouse pointer andthen click the icon of the corresponding format in the toolbar.

You can add a static image to Welcome Center content by clicking in the Content toolbar.

3. Click Save.4. To make the page available for selection, click Activate on the Welcome Center Content page.Result

An item corresponding to the content page you created is displayed in the Welcome Center ContentPages list.

Assigning Welcome Center Content to a Configuration Profile

Prerequisite

The following user type permissions are required: Manage settings and central configuration andManage configuration profile.


Steps1. Create a new configuration profile or click the code of an existing configuration profile in the

Configuration Profiles list.2. Click the Welcome Center Content link in the Configuration Profiles list.3. Click Edit.4. Click Search and select the radio button that corresponds to the content page you want to

display to users who have been assigned the configuration profile.



5. Click Select.

6. Click Save.

7. Return to the Profile page and click Save to save your change.

Result

The system will show the Welcome Center content you selected to users who have thisconfiguration profile whenever the Welcome Center is displayed.

Welcome Center - Settings and Permissions

The following settings and permissions are used for the Welcome Center functionality.

Settings


Display Welcome Center Controls whether or notthe "Welcome Center" isdisplayed.

This is a private setting.Clients must contact Taleoif they wish to have thecurrent value of the setting(unavailable to clients)changed to a different value.

• If the setting is set to Yesand the user has accessto multiple products,the Welcome Center isdisplayed. If the user hasaccess to only one product,the landing page of theproduct is displayed ratherthan the Welcome Centerpage.

• If the setting is set to Noand the user has accessto multiple products, thetable of contents page isdisplayed (this enablesclients who migrate to 11Ato maintain the table ofcontents page if they sodesire). If the user hasaccess to only one product,the landing page of theproduct is displayed ratherthan the table of contentspage. The default value isNo but Taleo encouragesclients to enable the

Yes Configuration > [GeneralConfiguration] Settings



Settings


Welcome Center by settingthe value to Always or Yes.

• If the setting is set toAlways, the WelcomeCenter is displayedregardless of the number ofproducts to which the userhas been granted access.

Welcome Center Content Indicates which customizedcontent and layout to usein the Welcome Center.The setting enables youto specify the content ofthe Welcome Center paneldisplayed by default i.e.displayed to users who donot have specific contentassigned to their configurationprofile. If the Display WelcomeCenter setting is enabled (bydefault or by Taleo) and youprovide no information for theWelcome Center Content, thesystem displays informationprovided by Taleo.




Access Learn as a defaultuser

This provides standard user access to Learn. Thisenables users to see LearnCenter pages and learningcontent. All sub permissions (in Learn) except ViewCourse Offline are automatically selected. The user canalso use the Com Center.

Configuration >[SmartOrg] Administration> {users] User Types >Learning > Learn

Access Learn as asupervisor

This provides Learn supervisor access which typicallyprovides manage access in Learn to users, usercommunications, completion certificates, assignments,enrollments, development plans, goals, and reports.


Access Learn as anadministrator

This provides Learn administrator access, typicallyenabling users to manage LearnCenter configurationoptions and set up courses.






Access Learn as user 1,user 2, user 3

These are custom user types, which must be alignedwith custom user accounts in Taleo Learn by TaleoCustomer Support.


Recruiting Center Layout Configuration Center Stage


Center Stage

Center StageThe center stage is what Recruiting Center users see in the center panel when they first log into theRecruiting 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 a task list, links to create requisitions or view candidates, channels providing overview informationon requisitions, 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 user's configuration profile. Consequently, depending on the userlogging into the Recruiting Center, the information displayed in the central panel of the home page willdiffer.

Three default center stages are supplied with the application:

• Recruiter



• Hiring Manager• Hourly Manager

System administrators 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. System administrators 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 system administrators when placing the widgets.

Center Stage Elements

A center stage may contain channels, links, and lists.

Channels contain overview counts of information about the area and links that can redirect the userto another part of the application. Channels are supplied by Taleo and cannot be created nor edited. Achannel can be expanded or collapsed . The following 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 number

of items that are new or have been updated by another user since you last viewed them. Forexample, 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 of



summary 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.

Center Stage ConfigurationThe center stage configuration consists of the following steps.

• Creating a center stage.• Activating the center stage.• Associating the center stage to a configuration profile.• Associating a configuration profile to a user account.• Displaying a welcome title, a separator line, and a footer: You may decide to display a welcome title

in 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. This is done via these settings.

Settings


Center Stage-Separator Line • No

• Yes

No Configuration > [SmartOrg]Administration > [Users]Configuration Profiles

Center Stage Footer Text • No

• Yes


Center Stage-Welcome Title • No

• Yes

Yes Configuration > [SmartOrg]Administration > [Users]Configuration Profiles

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. Provide a code and a name.3. Indicate if you want a single-column layout, a two-column layout, or a two-column layout with

header.4. Click Save.5. Click Edit next to Channels and Links.6. Click Add.



7. Select th desired channels and links.8. Click Select.9. If necessary, indicate in which columns you want to display the elements.10. Indicate in which row you want to display the elements.11. 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.

Activating a Center Stage

Prerequisite

The center stage must have the inactive or draft status.



Steps1. Click on the name of a center stage.2. Click Activate.Result

The center stage appears as active in the Center Stages list.

Next Step

Associating the center stage to a configuration profile.

Associating a Center Stage to a Configuration Profile

Prerequisite

The Center Stage must be created.


Steps1. Click on a configuration profile.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 toeach user. Consequently, depending on the user logging in the Recruiting Center, the informationdisplayed in the central pane of the home page will differ.

Next Step

Associating a configuration profile to a user account.



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.

Duplicating a Center Stage

Prerequisite



Steps

1. Click on the name of a center stage.

2. Click Duplicate.


4. Indicate if you want a single-column layout, a two-column layout, or a two-column layout withheader.

5. Click Save.

6. Click Edit next to Channels and Links.

7. Click Add.

8. Select th desired channels and links.

9. Click Select.

10. If necessary, indicate in which columns you want to display the elements.

11. Indicate in which row you want to display the elements.

12. Click Save.

Result

The newly created center stage appears in the Center Stages list.

Next Step

Activating a center stage.

Deactivating a Center Stage

Prerequisite


The center stage must have the active status.




Steps

1. Cick on the name of the center stage.2. Click Deactivate.

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

1. Click on the name of a center stage.2. Click Edit next to Properties.3. Modify the fields as required.4. Click Save.

Adding Channels and Links to a Center Stage

Prerequisite

The center stage must be in the inactive or draft status.



Steps

1. Click on the name of a center stage.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 the Recruiting Center, the channels andlinks will appear.

Next Step

Ordering channels and links as well as columns in the center stage.

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.

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 associated tothat center stage will access the Recruiting Center, the removed channels and links will no longer bedisplayed.

Setting the Layout of a Center Stage

Prerequisite




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, system administrators cansend the text to Taleo Support who will then activate the text for the zone. For details, contact TaleoSupport.

Recruiting Center Layout Configuration Communications Channel


Communications Channel

Communications ChannelThe Communications channel allows the display of useful information to Recruiting Center users.

The Communications channel is 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.

Section Description

Customer Support May contain information to contact Taleo Support.

Documentation Center Contains a Documentation link giving access to supporting informationsuch as the latest release notes.

Resource Center Contains a Resource Center link giving access to information about thehiring cycle, articles, research content, and more.



Communications Channel ConfigurationMany options exist regarding if and how the Communications channel will be displayed to users. Foreach configuration profile, customers can define the appropriate approach to take.

By deploying the Communications channel, you can display different information at different levelsof customization to different user populations, depending on the level of information that needs to beshared with the groups of users.

Communications channel - Disabled

The Communications channel can be disabled and therefore not displayed in the Recruiting Center.Note that the online help and online tours still appear. For details, see Disabling the CommunicationsChannel.

Communications channel - Default

The Communications channel can be displayed in the Taleo standard format which contains thefollowing sections:

• Customer Support: Displays text to contact Taleo Support.• Documentation Center: Contains text as well as a Documentation link giving access to supporting

information such as the latest release notes.• Resource Center: Contains text as well as a Resource Center link giving access to information

about the hiring cycle, articles, research content, and more.

For details, see Enabling the Default Communications Channel.

For the Customer Support section, you have the ability to enable the section and customize text foreach configuration profile. Note that if the Customer Support section is enabled, but the CustomerSupport Text is empty, then the default text provided in the Customer Support String private setting willbe displayed. For details, see Customizing Text in the Customer Support Section.

For the Documentation Center section, it is Taleo who enables the Communication Channel:Documentation URL protected setting (Configuration > [Recruiting] Settings). This setting is usedto enter the URL of the HTML page displayed when clicking the Documentation Center link in theCommunications channel.

For the Resource Center section, it is Taleo who enables the Taleo Resources Center URL protectedsetting (Configuration > [General Configuration] Settings). This settings used to enter the URL of theHTML page displayed when clicking the Resource Center link in the Communications channel.

Communications channel - Customized

The Communications channel can be customized by configuration profile.

A Customer Support section can be displayed. As for the default Communications channel, you havethe ability to enable the section and customize text for each configuration profile. For details, seeCustomizing Text in the Customer Support Section.

The following elements in the Communications channel can be customized:

• title• text• link• link tooltip• link URL



For details see, Customizing the Communications Channel.

Communications channel - HTML Customized

You have to specify the URL of the HTML page to be displayed in the Communications channel. Fordetails, see Setting the URL for the HTML Customized Communications Channel.

Disabling the Communications Channel

Prerequisite


Steps


2. Click on the Communication Channel Mode setting.

3. Click Edit.

4. Select Disabled.

5. Click Save.

Result

The Communications channel is disabled and is not displayed in the Recruiting Center.



Enabling the Default Communications Channel

Prerequisite


Steps


2. Click on the Communication Channel Mode setting.

3. Click Edit.

4. Select Default.

5. Click Save.

Customizing the Communications Channel

Prerequisite

The Communication Channel Mode setting in the user’s configuration profile must be set toCustomized.


Steps


2. To customize the title of the section in the Communications channel, click on the CommunicationChannel - Custom Section Title setting.

3. To customize the text in the Communications channel, click on the Communication Channel -Custom Section Text setting.

4. To customize the text of the link that brings users to an HTML page containing information, clickon the Communication Channel - Custom Section Link setting.

5. To customize the tooltip of the link, click on the Communication Channel - Custom Section LinkTooltip setting.

6. To customize the URL of the custom page in the Communications channel, click on theCommunication Channel - Custom Section Link URL.

If the setting is empty, then the Communications channel will be blank.

7. Click Save.

Setting the URL for the HTML Customized Communications Channel

Prerequisite

The Communication Channel Mode setting in the user’s configuration profile must be set to HTMLCustomized.

The HTML Customized mode requires that Flash Player be set in transparent/opaque mode.


Steps


2. Click on the Communication Channel - HTML Custom section URL setting.



3. Click Edit.

4. Enter a URL.

If no content is provided or if content is invalid, the Communications channel will be displayedblank or with an error message.

5. Click Save.

Result

The URL is loaded in an iFrame and replaces the Communications channel section. The HTMLcustomized URLs can be the same or can be different for each individual configuration profile.

Customizing Text in the Customer Support Section

Prerequisite

The Communication Channel Mode setting in the user’s configuration profile must be set to Defaultor Customized.

The Customer Support Section setting in the user’s configuration profile must be set to Yes.


Steps


2. Click on the Customer Support Text setting.

3. Click Edit.

4. Enter the desired text for each activated language.

5. Click Save.

Result

The text is displayed in the Customer Support section of the Recruiting Center Communicationschannel.

Note that if the Customer Support section is enabled, but the Customer Support Text is empty, thenthe default text provided in the Customer Support String private setting will be displayed.

Communications Channel Settings

Settings

Name PossibleValues

Default Value Location

Communication Channel Mode • Default• Customized• HTML

customized• Disabled

Default Configuration > [SmartOrg]Administration > [Users]Configuration Profiles

Communication Channel -Custom Link

Custom Communication Channel -Custom Link

Configuration > [SmartOrg]Administration > [Users]Configuration Profiles



Settings

Name PossibleValues

Default Value Location

Customer Support Section • Yes• No


Communication Channel -Custom Link Tooltip


Customer Support Text Configuration > [SmartOrg]Administration > [Users]Configuration Profiles

Communication Channel -Custom Text


Communication Channel -Custom Title


Communication Channel -HTML Custom URL


Communication Channel -Custom Link URL


Communication Channel:Documentation URL

Configuration > [Recruiting]Settings - Protected setting

Taleo Resources Center URL Configuration > [GeneralConfiguration] Settings -Protected setting

Customer Support String Configuration > [GeneralConfiguration] Settings - Privatesetting

Recruiting Center Layout Configuration Theme


Theme

Color ThemeThe theme is the color used to highlight the core navigation bar (or navigation ribbon) in Taleoproducts.

The following color themes are provided by Taleo.

Taleo Aqua Sand Ice Silver

A theme is selected by the system administrator. However, Recruiting Center users can modify thetheme selected by the system administrator in their user preferences (My Setup > Preferences tab).

Configuration

Setting


Default theme Indicates the defaulttheme.

Taleo Configuration > [Settings]Settings



Access the "Preferences" section in'My Setup' menu

Users must be granted thefollowing permission to overwritethe theme selected by thesystem administrator in their userpreferences.

Configuration > [SmartOrg]Administration > [Users] User Types> Recruiting > Other

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.

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 requirements are:

• JPEG format.• Maximum image size is 280 px by 40 px. A margin of 10 px is maintained (left, top, and bottom)

outside the image box. An image with smaller dimensions is acceptable. However, it must not bestretched to fill the placeholder.

• The image must be aligned horizontally to the left and vertically to the center within the placeholder.Configuration

The following setting is used to upload a logo.

Setting

Name Default Value Location

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.


Steps1. Click on the Organization Logo setting.2. Click Edit.3. Click Browse to select the file containing the company logo.4. Click Save.Result

The uploaded logo will be displayed in the upper left corner.

Selected Item ColorColor displayed when selecting elements in the user interface.

The following colors are provided by Taleo:



• Green• Soft blue• Yellow• Blue (inverted)• Dark (inverted)

A color is selected by the system administrator. However, Recruiting Center users can modify the colorselected by the system administrator in their user preferences (My Setup > Preferences tab).

The Dark (inverted) color is a high contrast color scheme which is available to address the Section 508compliance standard for visually impaired users.

Configuration

Setting


Selected Item DefaultColor

Indicates the default colorof the selected items.

Soft Blue Configuration > Settings



Access the "Preferences" section in'My Setup' menu

Users must be granted thispermission to overwrite the selecteditem color selected by the systemadministrator.

Configuration > [SmartOrg]Administration > [Users] User Types> Recruiting > Other

Recruiting Center Layout Configuration Online Tour and Online Help


Online Tour and Online Help

Online HelpThe Recruiting Center offers comprehensive help about concepts or tasks to perform.

The online help is available in the supporting tools panel located in the right-hand side of all pages.When clicking the Help icon, a table of contents of available help topics is displayed. It is also possibleto search the help database to locate specific subjects.

Configuration

The Taleo Online Help URL setting is used to display the online help in the Recruiting Center. This is aprotected setting and only Taleo can modify it.

Setting


Taleo Online Help URL Indicates the target URLto Taleo Recruiting onlinehelp.


Online TourThe Recruiting Center 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 the Recruiting Center. When enabled, they are available in the Clips tab located in the supporting tools panel on the right.

By default, online tours designed by Taleo come with the product. Taleo reserves the right to add newonline 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 may choose to disable thetab or replace the content with their own content 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 Education Servicesor Taleo Support to learn more about Taleo Proficiency and/or purchasing the online tour content.

ConfigurationThe Online Clips setting controls what is displayed as online tours in the Recruiting Center. By default,Taleo standard online tours are displayed to users. System administrators can modify this setting.

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 an organizationcustomized online tours. For this setting to work, the Online Clips setting must be set to "HTMLCustomized". System administrators can modify this setting. Note that one URL must be provided perlanguage. And a URL must be provided for every active language.

Setting


Online Clips - HTMLCustomized URL


The Taleo Recruiting Online Clips URL setting is used to indicate the URL to access Taleo Recruitingonline tours. For this setting to work, the Online Clips setting must be set to "Taleo Standard (default)".This is a protected setting and only Taleo can modify it.

Setting


Taleo Recruiting OnlineClips URL


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 whatthe 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 Custom Online Tours

Prerequisite


Steps

1. Set the Online Clips setting to HTML Customized.

This setting controls what is displayed as online tours in the Recruiting Center.

2. Insert the desired URL in the Online Clips - HTML Customized URL setting.

Note that one URL must be provided per language. And a URL must be provided for everyactive language.

Result

Taleo online tours are replaced by your company’s custom tours.

Recruiting Center Layout Configuration Other Page Layout Elements


Other Page Layout Elements

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.

Steps1. 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.

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.

Configuration

The following setting allows the activation of the welcome title.



Setting


Center Stage-Welcome Title • No

• Yes

Yes Configuration > [SmartOrg]Administration > ConfigurationProfiles

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


2. Click on the Center Stage - Separator Line setting.

3. Click Edit.

4. Select Yes.



5. Click Save.

Result

A line is added between the welcome title and the content of the center stage.

CalloutA callout is a small window or bubble containing information on an element.

Callouts are available throughout the application. For details, see the table below.

To see information contained in a callout, users must place their mouse over the element.

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 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 (such as ACEAlert, Daily RecruitingReport, Urgent Need,Prevent Posting).

In the Requisitions listand Tasks list (in theRequisition column). Forsecurity reasons, therequisition callout on theTasks list will show thecallout. However, therewill be no access to therequisition for all tasksthat are in the ApproveRequisition or ApproveOffer status for any users.The user can get accessto view a PDF of therequisition from within theApproval screen.

None

Requisition Callout - Large Requisition Title (withan hyperlink to therequisition file), RequisitionID, Status, Recruiter,

In the Requisition Selectorof the Match Candidatesto Requisitions wizard,the Offers list (in the

None





Status Details, HiringManager, PrimaryLocation, RequisitionType, Hired Candidates,Offers Accepted, ActivatedLanguages, ActivatedFeatures (such as ACEAlert, Daily RecruitingReport, Urgent Need,Prevent Posting),Department.

Requisition column), theRequisition Title on theCandidate Job Submissionpage, the RequisitionTitle on the CandidateAll tab (when grouped byRequisition).

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,the Candidates list, thecandidate submission list.

Field security levelpermissions and fieldavailability are taken intoconsideration.

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 Candidates

None





by Offer list, the quicksearch results list, theadvanced search resultslist, the candidate capture/possible duplicates listof automatically pooledcandidates.

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

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

Callout Behavior



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 (such as ACEAlert, Daily Recruiting

In the Requisitions listand Tasks list (in theRequisition column). Forsecurity reasons, therequisition callout on theTasks list will show the

None





Report, Urgent Need,Prevent Posting).

callout. However, therewill be no access to therequisition for all tasksthat are in the ApproveRequisition or ApproveOffer status for any users.The user can get accessto view a PDF of therequisition from within theApproval screen.

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,the Candidates list, thecandidate submission list.

Field security levelpermissions and fieldavailability are taken intoconsideration.

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 Requisition

None





list, 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.

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

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

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


Search Widget • No

• Yes

Yes Configuration > [SmarOrg]Administration >Configuration Profile

Users must be granted a permission to access the different types of search available.


Name Location

Access candidate Quick and Specific search Configuration > [SmartOrg] Administration > User Types >Recruiting > Search

Access requisition search Configuration > [SmartOrg] Administration > User Types >Recruiting > Search

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 visible whenthe section is collapsed.

Creating Custom Instructions for the Forgot Password MessagePrerequisite


Steps

1. 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 isdisplayed when a user makes a mistake at login.

4. Click Save.

Screening Services

• Taleo Assessments........................................................................................................589• Screening Services........................................................................................................ 604

Screening Services Taleo Assessments


Taleo Assessments

AssessmentsAssessments in the workplace are used to measure the knowledge, skills, abilities and behavioralattributes related to a job or corporate culture. They can also be referred to as screening services,tests, surveys, exams, evaluations, simulations, work samples, assessment centers, interview guides,or realistic job previews. Employers use assessments to hire applicants, develop and promoteemployees, and collect talent intelligence on internal and external talent pools.

Professional fields related to the scientific research, development and use of workplace assessmentsinclude Industrial Organizational (I/O) Psychology and Organizational Development (OD). Also, the fairuse of workplace assessments is overseen at the state and federal level or the territory, national andregional/multinational level by various government organizations, such as the U.S. Equal EmploymentOpportunity Commission (EEOC).

Depending on their professional credentials, authors may also be involved with the followingassessment services:

• Job Analysis – determines job-related competencies to include in the assessment.• Validation Study – determines if the assessment is a reliable and valid measure of the selected

competencies and to what degree it predicts job performance.• Adverse Impact Analysis – determines if the assessment could potentially impact protected groups

or promote unfair bias.• Business Impact Study – determines the cost and time savings, or return on investment, from using

a validated assessment over a period of time.

Configuring Taleo Assessments in Recruiting AdministrationThe configuration of Taleo Assessments in the Recruiting Administration consists of the followingsteps.

1. Assessments must be activated in the Assessment Authoring Center before they can be usedin a requisition flow. Taleo authored assessments must be activated by Taleo Support. Taleoassessments are sourced to the application using an external tool and enabled by default if theservice does not require any additional configuration. Contact Taleo Support for details.

2. Configuring Taleo Assessment settings.3. Configuring Taleo Assessment input fields.4. Configuring Taleo Assessment result fields.5. Configuring Taleo Assessment user-defined forms.6. Configuring the Taleo Assessment message displayed to candidates.7. Configuring the Taleo Assessment candidate selection workflow.8. Selecting message templates for the Taleo Assessment.9. Activating Taleo Assessment.10.Adding the Screening block in the requisition file.11.Adding the Screening block in the candidate file.12.Granting Taleo Assessment permissions.



Configuring Taleo Assessment Settings

Prerequisite

The Access Administration user type permission is required.

Configuration > [Recruiting] Administration > Screening Services

Steps1. Click an assessment provided by Taleo.2. Click Edit next to Properties.3. In the Settings section, configure the assessment settings as desired. For details, see

Assessment Settings.4. Click Save.

Configuring Taleo Assessment Input Fields

Prerequisite



Steps1. Click an assessment provided by Taleo.2. Click the link under Input Fields.3. Click Edit next to Properties.4. Under Default Value, select the assessment that will appear by default in the assessment field

located in the requisition Screening block. For details, see Assessment Input Fields.5. Click Save.

Configuring Taleo Assessment Result Fields

Prerequisite

Taleo Assessment results fields are not configurable by the system administrator. For details, seeAssessment Result Fields.

Configuring Taleo Assessment User-defined Forms

Prerequisite



Steps1. Click an assessment provided by Taleo.2. Under User-defined Forms, configure the following elements. For details, see Assessment User-

defined Forms.• Capture of input fields: This is where you define how the Assessment Version field (input

field) will appear in the requisition file in Edit mode. You can define elements such as the fieldtype (drop-down list, radio button) and if the field is mandatory.



• Display of input fields: This is where you define how the Assessment Version field (input field)will appear in the requisition file in View mode. You can define elements such as the fieldtype (drop-down list, radio button) and if the field is mandatory.

• Display of result fields: This is where you define how the Assessment result fields will appearin the candidate submission. Available fields are: Band, Details, Exceptional, Interview Guide,Passed, Score.

• Display of result set fields: This is used only for those external partners whose certificationincludes result set fields. Taleo Assessment does not use this kind of fields. Therefore,nothing to configure here.

3. Click Save.

Configuring the Taleo Assessment Message Displayed to Candidates

Prerequisite



Steps1. Click an assessment provided by Taleo.2. Click Edit next to Labels.3. Select the language in which you want to create the message.4. Complete the fields as desired. For details, see Assessment Labels.5. Click Save.6. Click Preview next to Labels to see how the message will appear to candidates.

Configuring the Taleo Assessment Candidate Selection Workflow

Prerequisite



Steps1. Click an assessment provided by Taleo.2. Click Create next to CSW Actions.3. Complete the fields as desired. For details, see Assessment Candidate Selection Workflow.4. Click Save.Result

When the candidate selection workflow is used in the Recruiting Center, the execution of the TaleoAssessment will be carried out automatically.

Selecting Message Templates for the Taleo Assessment

Message templates are used either when the recruiter manually requests an assessment for acandidate, or when a candidate decides on the Career Section to receive an e-mail with a link to theAssessment service instead of taking the assessment immediately during the submission process.

Prerequisite





Steps

1. Click an assessment provided by Taleo.2. Click Edit next to Correspondence.3. Click Select under Message template (internal candidates).4. Select the message template you want to send to internal candidates.5. Click Select.6. Click Select under Message template (external candidates).7. Select the message template you want to send to external candidates.8. Click Select.9. Click Save.

Result

The candidate will receive an e-mail based on these templates, depending on whether the candidateis an internal or external candidate. The e-mail will contain a link where to take the Assessment.

Activating Taleo Assessment

Prerequisite


The screening service must be Draft.


Steps

1. Click an assessment provided by Taleo.2. Click Activate located next to the name of the assessment.

Result

The status of the assessment is changed to Active. The Assessment is then available in theRecruiting Center and Career Section provided that the Assessment is included in a requisition andthen the requisition is posted to a Career Section.

Adding the Screening Block in the Requisition File

Prerequisite




Steps

1. Click on a user-defined file of type Requisition File.2. Click Edit next to Section Ordering.3. Enter the name of the Screening section in the Add a Section field.4. Click Create Section.5. Select the Screening block in the Available Blocks section and drag and drop it to the Screening

section you created.6. Click Save.



Adding the Screening Block in the Candidate File

Prerequisite




Steps

1. Click on a user-defined file of type Candidate File.


3. Enter the name of the Screening section in the Add a Section field.

4. Click Create Section.

5. Select the Screening block in the Available Blocks section and drag and drop it to the Screeningsection you created.

6. Click Save.

Granting Taleo Assessment Permissions

The following permissions are used for Taleo Assessments.



Request services from Taleopartners

Allows Recruiting Center usersto request a Taleo Assessmentservice for candidates. The RequestScreening Service is then availablein the More Actions list.

Configuration > [SmartOrg]Administration > [Users] UserTypes > Recruiting > Other

Access Taleo partners summaryresults

Allows Recruiting Center usersto access summary results in thecandidate submission file.


Access Taleo partners detailedresults

Allows Recruiting Center users toaccess detailed results regardingthe assessment. The ProviderDetailed Results link becomesavailable in the candidatesubmission file.


Adding the Screening Block in the Career Section Application Flow

Prerequisite






Steps

1. Click an application flow.2. Click Edit.3. Enter the name of the Screening section in the Add a Page field.4. Click Create a Page.5. Select the Screening block in the Available Blocks section and drag it to the Screening section

you created.6. Click Save.

Next Step

Configuring the Screening block.

Configuring the Screening Block in the Career Section Application Flow

Prerequisite




Steps

1. Click the application flow containing a Screening block.2. In the Application Flow Properties page, under Page Ordering, click the Screening link.3. Click Edit next to Properties.4. Complete the fields. For details, see Screening Block Properties.5. Click Save.

Next Step

Activating the application flow.

Taleo Assessment Properties, Settings, and Fields in Recruiting Administration

The table presents the properties, settings, and fields used to configure Taleo Assessment in theRecruiting Administration.

Assessment Properties

Element Description Path

Name Name of the assessment. Configuration > [Recruiting]Administration > ScreeningServices > Taleo Assessment >[Properties] > Edit

Description Description of the assessment. Configuration > [Recruiting]Administration > ScreeningServices > Taleo Assessment >[Properties] > Edit



Assessment Properties


Provider Name Name of the provider. Configuration > [Recruiting]Administration > ScreeningServices > Taleo Assessment >[Properties] > Edit

Provider Description Description of the provider. Configuration > [Recruiting]Administration > ScreeningServices > Taleo Assessment >[Properties] > Edit

Type Type of screening service. Configuration > [Recruiting]Administration > ScreeningServices > Taleo Assessment >[Properties] > Edit

Status Status of the assessment. Possiblevalues are Active, Inactive.

Configuration > [Recruiting]Administration > ScreeningServices > Taleo Assessment >[Properties] > Edit

Code Code given to the assessment. Configuration > [Recruiting]Administration > ScreeningServices > Taleo Assessment >[Properties] > Edit

Assessment Settings


Validity Period The validity period is the number ofdays that an assessment result isvalid.

If a candidate takes an assessmentafter the validity period, a request ismade to the Assessment AuthoringCenter for an assessment. TheAssessment Authoring Center willrespond based on the behavior ofthe assessment configured in theAssessment Authoring Center. Itis a Taleo best practice to use thesetting "Defined by user" with a daterange specified that will not exceedthe validity of the assessment.

Possible values are:




Assessment Settings


• Always valid: The results for aparticular version received byTaleo Recruiting will remain validfor the life of the candidate. Ifthe candidate applies to anotherposition with the same versionattached to the requisition, thecandidate will NOT be presentedwith the Screening block in theapplication process.

• Defined by user: This is similarto Always valid by a time framefrom when the assessmentwas completed is entered. Arecruiter can therefore specifyhow long before a candidatewould be required to retake anassessment.

• Defined by partner: TheScreening block is alwayspresented to candidates.When they click the link totake the assessment theTaleo Assessment applicationwill determine, based on theassessment author's criteria,if they are allowed to retake it.If not, they are presented witha message indicating that theyhave already completed theassessment.

Candidate must answer email within(in hours)

Time frame in hours in whichthe candidate has to take anassessment. The assessment mustbe completed in the time framespecified.


This service is mandatory for newrequisitions and for those updatedwhile in "Draft" status

If this setting is activated, theAssessment is mandatory on therequisition file, meaning that it ispreselected in the Screening sectionand cannot be removed.


Access this service through thebrowser full-screen mode

If using pop-up assessmentdelivery, this setting determinesthat the browser ignores the latestdefined pop-up size and instead




Assessment Settings


presents the assessment in fullscreen mode.

Client Identifier Name to identify the companyas a client. This value must beidentical to the value defined in theAssessment Authoring Center.


Delay to wait before timing out arequest (in hours)

When a request times out thesystem will no longer try to receivea candidate assessment summary.The assessment author should beconsulted if requests are not beingcompleted.

A higher value gives candidatesmore time to take and completean assessment. Once a requestexpires, Taleo Recruiting will NOTaccept results for this assessment.


Assessment Input Fields


Version The assessment version is selectedby Recruiting Center users in theScreening block of the requisition.

The properties of the input field are:

• Code: The internal name of theinput field. The code is a read-only property.

• Name: The label of the field inthe requisition file. For example,Assessment Version.

• Domain: The type of field. Thedomain is a read-only property.

• Mandatory: If the servicedefinition specifies the field asbeing mandatory, then the inputfield will always be mandatory.If the service definition specifiesthe field as optional, thenyou can configure the fieldas being either mandatory oroptional. For example, if theinput field is mandatory, thenin the Recruiting Center, theAssessment Version field inthe requisition file Screening

Configuration > [Recruiting]Administration > ScreeningServices > Taleo Assessment> Input Fields > Version[Properties] > Edit



Assessment Input Fields


block will have a red asterisk toindicate that the field must becompleted.

• Default Value: Assessmentdisplayed by default in therequisition file.

Assessment Result Fields


Band The band is the candidate globalband.

Configuration > [Recruiting]Administration > ScreeningServices > Taleo Assessment >Result Fields > Band

Details This is the label of the Details linkdisplayed in the candidate jobsubmission, under the Screeningblock.

Configuration > [Recruiting]Administration > ScreeningServices > Taleo Assessment >Result Fields > Details

DetailsUrl This is the label for the URLused to request the interviewguide (if enabled) from the TaleoAssessment application.

Configuration > [Recruiting]Administration > ScreeningServices > Taleo Assessment >Result Fields > DetailsUrl

Exceptional No global bands have been denotedas “Exceptional” by Taleo. Thisvalue will always be “No” and isnot relevant to the assessmentinterpretation.

Configuration > [Recruiting]Administration > ScreeningServices > Taleo Assessment >Result Fields > Exceptional

Passed A status of “Yes” indicates thatthe candidate received a passinggreen or yellow global band. Passedstatus of “No” indicates that thecandidate received a failing redglobal band.

Configuration > [Recruiting]Administration > ScreeningServices > Taleo Assessment >Result Fields > Passed

Score The score is the candidate's globalscore. It is best to focus on theglobal band and dimension bandsrather than the global score.

Configuration > [Recruiting]Administration > ScreeningServices > Taleo Assessment >Result Fields > Score

Assessment User-Defined Forms


Capture of input fields This is where you define how theAssessment Version field (inputfield) will appear in the requisition

Configuration > [Recruiting]Administration > Screening



Assessment User-Defined Forms


file in Edit mode. You can defineelements such as the field type(drop-down list, radio button) and ifthe field is mandatory.

Services > Taleo Assessment >User-defined Forms

Display of input fields This is where you define how theAssessment Version field (inputfield) will appear in the requisitionfile in View mode. You can defineelements such as the field type(drop-down list, radio button) and ifthe field is mandatory.

Configuration > [Recruiting]Administration > ScreeningServices > Taleo Assessment >User-defined Forms

Display of result fields This is where you define how theAssessment results fields willappear in the candidate submission.Available fields are: Band, Details,Exceptional, Interview Guide,Passed, Score.


Display of result set fields This is used only for those externalpartners whose certification includesresult set fields. Taleo Assessmentdoes not use this kind of fields.Therefore, nothing to configurehere.


Assessment Labels


Service Name This is the name of the service.Default value:

Assessment (AAWT)

Configuration > [Recruiting]Administration > ScreeningServices > Taleo Assessment >Labels

Label 1 Default value:

We would like you to provideadditional information that will helpus evaluate your qualifications forthe job.



Therefore, we invite you to fill out anonline assessment questionnaire.This process occurs in anotherwindow. You must answer allquestions in a page before clickingNext.


Label Before Link to Service Default value: Configuration > [Recruiting]Administration > Screening



Assessment Labels


Do not use the browser's Back orForward buttons to view previousor following questions. If you do so,you will lose all the information youhave entered.

Services > Taleo Assessment >Labels

Link to Service Default value:

Fill out the assessmentquestionnaire


Tooltip for Link to Service Default value:

Access the assessmentquestionnaire



After completing the questionnaire,you will automatically return to thispage.


Assessment CSW Actions


Workflow The action will take place whena candidate uses the specifiedworkflow.

Configuration > [Recruiting]Administration > ScreeningServices > Taleo Assessments >CSW Actions

Step The action will take place when thespecified step is reached or later ifthe status criteria is not yet met.


Status The candidate must have this statuswhen they reach the selected stepor the action will not take place untilthis status is reached.


Action Send Online Screening Assessment Configuration > [Recruiting]Administration > ScreeningServices > Taleo Assessments >CSW Actions

Phase The phase is used with thecandidate selection workflow(CSW). If a certain step/statusis reached in the CSW, then thesystem can send out a Phaserequest to the partner (like performadditional assessment for the




Assessment CSW Actions


candidate after the candidatereached a certain step in the CSW).Phases are not used with TaleoAssessment.

Assessment Message Templates


Message template (internalcandidate)

Message templates are usedeither when the recruiter manuallyrequests an assessment for acandidate, or when a candidatedecides on the Career Section toreceive an email with a link to theAssessment service instead oftaking the assessment immediatelyduring the submission process. Amessage template is selected forinternal candidates.

Configuration > [Recruiting]Administration > ScreeningServices > Taleo Assessment >Correspondence

Message template (externalcandidate)

Message templates are usedeither when the recruiter manuallyrequests an assessment for acandidate, or when a candidatedecides on the Career Section toreceive an email with a link to theAssessment service instead oftaking the assessment immediatelyduring the submission process. Amessage template is selected forexternal candidates.

Configuration > [Recruiting]Administration > ScreeningServices > Taleo Assessment >Correspondence

Career Section Screening Block Properties

Screening Block Properties

Name Description Value Location

Allow candidates toreceive questionnaireinformation later by email

• Yes• No

Configuration > [CareerSection] Administration> Application Flows >Click an application flow> Screening link > Edit

Show this block to thefollowing candidates

• ACE Candidates• Those who Meet RMI

Criteria• Those who Meet

Required Criteria

Configuration > [CareerSection] Administration> Application Flows >



Screening Block Properties

Name Description Value Location

• All Candidates Click an application flow> Screening link > Edit

Display Mode The assessment can bedelivered in a separatewindow (pop-up) or in thesame window (inline) ofthe Career Section.

• Pop-up Window• Inline


This service is mandatory(candidates must clickthe link to access thequestionnaire immediatelyor choose to receive itby email, if the latter isactivated.

• Yes• No


Service The services available tothe zone.

No Configuration > [CareerSection] Administration> Application Flows >Click an application flow> Screening link > Edit

Taleo Assessment Fields in the Recruiting Center

Illustrations presenting the assessment fields configured via the Recruiting Administration.



Element Description

1 Details Configured via Details field in Configuration > [Recruiting]Administration > Screening Services > Taleo Assessment >Result Fields > Details

2 Passed Configured via Passed field in Configuration > [Recruiting]Administration > Screening Services > Taleo Assessment >Result Fields > Passed

3 Score Configured via Score field in Configuration > [Recruiting]Administration > Screening Services > Taleo Assessment >Result Fields > Score

4 Band Configured via Band field in Configuration > [Recruiting]Administration > Screening Services > Taleo Assessment >Result Fields > Band

5 Exceptional Configured via Exceptional field in Configuration > [Recruiting]Administration > Screening Services > Taleo Assessment >Result Fields > Exceptional

Screening Services Screening Services


Screening Services

Screening ServiceAn organization can choose to have external partners provide specialized screening services.

A screening services partner can supply services such as:

• candidate assessment• background check• tax credit eligibility• interview guides• interview scheduling• validated tests to identify and measure a candidate’s qualifications, motivations, abilities and

eligibility

Screening services must be activated by Taleo Support before they can be used in a requisition flow.Services are sourced to the application using an external tool, and enabled by default if the servicedoes not require any additional configuration.

Once a service is made available by Taleo Support, the service can be activated or deactivatedby system administrators and made available or not to Recruiting Center users when creating arequisition.

All screening services have the same properties, however, the settings of these properties will varyaccording to the service. System administrators can configure the screening service that is, 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 Recruiting Center users provided they have been granted theproper user type permission.

Configuration


Name Location

Access Screening Services configuration Configuration > [SmartOrg] Administration > [Users] UserTypes > Recruiting > Administration

Services permissions are grouped under theRecruiting functional domain.

Configuration > [SmartOrg] Administration > [Users] UserTypes > Recruiting > Other

Important Note: (ID 347) When configuring a correspondence for screening servicesintegrations in Taleo 10, if selecting a message template that is not appropriatelyconfigured, the candidate will be unable to access that service.



Input Field

An 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 Field

A 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 bean 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 resultsincrementally. Once the service partner sends results in their entirety to the application, the applicationfrom which the service was requested will use a predetermined user-defined form to display the resultssupplied by the partner.

Result Set Field

A 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.


Steps

1. 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



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


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.



Configuring a Screening Service Field

Prerequisite

The Access Screening Services configurationand the Access Administration user type permissionsare required.


Steps




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 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


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.

3. Complete the fields as required.

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

1. Click on the name of the service.

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.

Data Archiving and Deletion

• Automated Task Configuration...................................................................................... 613

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.

System administrators can schedule automated tasks to be run automatically, once or on a recurringbasis, or they can run 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. Systemadministrators 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 groupsand user 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 is set to markcandidates 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-deleting a single candidate will take as long as hard-deleting 1000 files.

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 file. The old file 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 page, 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 Automated Tasks page contains two “system” tasks, that is, tasks created by Taleo. These taskscannot be deleted.

Automated task created by Taleo Description

Items deleted from the candidate search results(system task)

This task is triggerred when users perform candidatesearches and then delete candidate files. The taskdeletes the candidate files but the latter can later berestored if necessary (provided the files have not beendeleted permanently in the interim by another task).To view and restore some or all of the candidate filesdeleted, system administrators can click the name ofthe task and click View History.

Restored items not permanently deleted (system task) System administrators can trigger this task when theywant to restore some or all of the items deleted by atask of type “Delete candidate files (all data can laterbe restored)” (provided the files have not been deletedpermanently in the interim by another task). To do so,systems administrators click the name of the task. Allitems that have been deleted (as opposed to those thathave 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 > [Users] UserTypes > Recruiting > Administration



Creating an Automated Task

Prerequisite

The Automated Task feature must be activated by Taleo 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 the automated task.

Activating an Automated Task

Prerequisite



Candidate files being deleting must not be locked by OFCCP feature.


Steps

1. Click an inactive task.

2. Click Edit next to Task Properties.

3. Select the Active radio button.

4. Click Done.

Result

The automated task will be carried out as scheduled.

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. Click Edit to modify properties or criteria.

3. Click Done.

Deactivating an Automated Task

Prerequisite




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 the Recruiting Center. Candidates who have not yet beenpermanently deleted from the system are identified for user to be able to recover them. Whencandidates are deleted, they are not permanently deleted right away. They are kept in the system, abit like a recycle bin, for 7 days before a system task is run to permanently delete them.

Verifying the Status of an Automated Task

Prerequisite

The Automated Task feature must be activated by Taleo Web Support.





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.................................................................................. 621

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(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.

With the exception of the Onboarding New Hire Portal, each Taleo Product has a specific ResourceAdministration link allowing the display of the product's resource IDs. The New Hire Portal ResourceAdministration is accessed from the URL: http://yourzonename/newhireportal/ResourceConsole.jss. Allother Taleo Product Resource Administration can be accessed from Taleo Configuration.



Product Administration Menu

Career Section Administration Career Section 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

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

Refresh resource values.

Troubleshooting

• Troubleshooting..............................................................................................................626

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....................................................... 631

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

click on an ID to be taken to the specific part of the document containing the tip. Note that the IDnumber is an internal reference number.

ID Status Area Impacted Date Last Modified

321 Expected behavior Agency - Referral Tab on General Profile January 2011

301 Expected behavior Approvals January 2011

306 Expected behavior Approvals January 2011

287 Expected behavior Approvals December 2010

353 Expected behavior Approvals September 2011

266 Expected behavior Candidate - Access to List Data December 2010

209 Expected behavior Candidate - Create December 2010

210 Expected behavior Candidate - Create December 2010

302 Change Planned – Time still TBD Candidate - Interview Request January 2011

284 Expected behavior Candidate - Print December 2010

174 Expected behavior Candidate - Quick Search December 2010

222 Change Planned – Time still TBD Candidate - Reset CSW Action December 2010

303 Expected behavior Candidate - Send Correspondence January 2011

237 Expected behavior Configuration - Offer Permissions December 2010

275 Expected behavior Configuration - User Types - NewPermissions

December 2010

182 Expected behavior Configuration - Candidate Files December 2010

351 Change Planned – Time still TBD Configuration - Correspondence September 2011

352 Change Planned – Time still TBD Configuration - Correspondence September 2011

294 Change Planned – Time still TBD Configuration - Deactivated OLF Display January 2011

313 Change Planned - Time still TBD Configuration - Field Hide/ShowConfiguration

January 2011




304 Change Planned – Time still TBD Configuration - History Tracking January 2011

315 Expected behavior Configuration - User-Defined Candidate/Requisition Forms

January 2011

285 Expected behavior Configuration - User Types - Legacy MWTManagers

December 2010

335 Change Planned – Time still TBD Contingent Hiring April 2011

345 Change Planned – Time still TBD Contingent Hiring April 2011

280 Change Planned – Time still TBD Hide/Show December 2010

189 Expected behavior Merge Form/Fill Out Form April 2011

320 Expected behavior Multilingual Deployments January 2011

289 Expected behavior Multilingual Deployments January 2011

248 Expected behavior Prescreening December 2010



258 Change Planned – Time still TBD Prescreening December 2010

257 Change Planned – Time still TBD Prescreening December 2010

317 Expected behavior Quick Filters January 2011

292 Expected behavior Requisition - Default Manager December 2010

155 Expected behavior Requisition - Delegation December 2010

164 Change Planned – Time still TBD Requisition - Edit "but not" Conditions December 2010

148 Expected behavior Requisition - File Administration December 2010

149 Expected behavior Requisition - List Format December 2010

341 Change Planned – Time still TBD Requisition - Posting April 2011







293 Expected behavior Requisition - Template January 2011

243 Expected behavior Requisition - Template - Owner/Group December 2010

347 Change Planned – Time still TBD Screening Service - Correspondence April 2011

346 Change Planned – Time still TBD Source April 2011

152 Expected behavior Tasks - Request Sourcing Strategy December 2010

326 Expected behavior Rich Text Editor April 2011