Taleo 13B latest features

Oracle Confidential. Copyright 2013, Oracle. All rights reserved.

This information is not a commitment to deliver any material, code, or functionality. The development, release, and timing of any features or functionality described remains at the sole discretion of Oracle.

1

Up & Running Tutorials

September 2013

SaaS Customer Lifecycle

Management



2

13B Up & Running Tutorials

OU Feature Video Demos here

Knowledge Exchange New topic category Enterprise Release Info

Product Features Pages Leaders Video Min

Onboarding & Transitions - Launching a Process for Candidate without Email Addresses 3 - 16 Jodie Holway 20 Evaluation Management SmartOrg User Picker 17 - 28 Jessica Reilly 10 Enabling Mobile Tap 29 - 56 Ali Moosvi N/A Recruiting Center - Additional Auto-Progression Rules 57 - 90 Nicolas Pelletier 30 Recruiting Center - Automatic Posting to Mobile Career Section 91 - 109 Nicolas Pelletier 15 Onboarding and Transitions Synchronizing a Zone from Onboarding to Transitions 110 - 135 Jodie Holway 25



3

13B Up & Running Tutorial,

Onboarding &Transitions:

Launching a Process for Candidates

without Email Addresses

The following is intended for information purposes and may not be incorporated into a contract

September 2013

Release 13B



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Fallback Email Addresses: Overview

Transitions process can be run on anyone, even Candidates who provided no email address

Each zone configures what to do when launching Transitions process for candidate with null email:

Admin can provide one fallback email address for everyone

If no fallback provided, process wont launch: gives an error

Candidates with an existing email address will receive any correspondence/reminders as usual



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Recruiter Perspective



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Recruiter Perspective: Error if no Fallback

Actions to launch Transitions:

Start Transitions New Hire Process (anytime in CSW)

Start Transitions Pre-Hire Process (anytime in CSW)

Extend/Send E-Offer (in RSOffer step, in status Extended)

For candidate whose user account has email address:

Transitions will launch fine.

For candidate whose user has no email address:

If no default: Recruiter will receive an error, process will not launch.

With default: Recruiter will be successful, process will launch.



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Recruiter Perspective: Error if no Fallback

Same error visible when launching Advanced E-Offer

Same error visible in Taleo Connect tool when launching any process type

The action cannot be applied to 1 of the candidates selected.

The field Email Address is mandatory.

Candidates not processed



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Candidate Perspective



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Candidate Perspective: with Email Address

Get Transitions-configured communications in inbox:

1. Correspondence tasks

2. Notifications of assigned tasks

3. Reminders of upcoming/overdue tasks

4. Passport-triggered invitations/messages

Also, see some tasks on Career Sections Tasks tab:

1. YES: Correspondence tasks

2. NO: Notifications of assigned tasks

3. NO: Reminders of upcoming/overdue tasks

4. YES: Passport-triggered invitations/messages



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Candidate Perspective: without Email Address

If fallback email address is configured, no email can go directly to candidate.

Some tasks appear on Career Sections Tasks tab:

1. YES: Correspondence tasks

2. NO: Notifications of assigned tasks

3. NO: Reminders of upcoming/overdue tasks

4. YES: Passport-triggered invitations/messages

If fallback email address is not configured, Transitions process cannot launch at all.



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My Task List, from Candidate Perspective



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Administrator Perspective



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Administrator Perspective: Settings

Configuration > SmartOrg Admin > Transitions > Settings

Choose a universal fallback email address if desired

By default, no value exists when 13B arrives



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Administrator: Important Notes

Some companies may NOT want to allow running processes on candidates/new hires without email address

For these zones, leave the fallback setting blank.

Error will occur when trying to create user to launch the process.

Some companies have a dead-letter email address or can set up one, for receiving any stray email messages

This could be [email protected]

They can manage (or ignore) any communications that arrive

(There is no validation of the format of this address)

Even if Transitions is configured to send NO messages to candidates, this is still necessary for running any process.



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Background: SmartOrg vs. Candidate

Transitions process relies upon a User in SmartOrg

Candidate accesses all tasks in Career Section

But a SmartOrg user must exist, linked with the Candidate

TCC can link a candidate with an Employee in advance

If Transitions process creates the user, it wont be Operator nor an Employee: it will be a new type Transitions (new 13B)

To launch a Transitions Process, user needs email

All users in SmartOrg must have an email address

If an existing user is linked to candidate, it already has an email

If Transitions creates the user, it tries to take Candidates email

Fallback address doesnt get stored in Candidate record; it becomes part of the linked User record

SmartOrg email addresses dont need to be unique



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Thank You



17

13B Up & Running Tutorial

Evaluation Management:

SmartOrg User Picker

Jessica Reilly



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SmartOrg User Picker: Overview

Users will be able to search and select evaluators from a list of SmartOrg users and no longer have to manually

input first/last name and email address each time they

send out an evaluation

Users can still manually input evaluators who are outside of SmartOrg, and they are retained for future use

Users can now manage evaluators at the requisition and job submission levels



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New Permissions to Manage Evaluators

Users will need one or both of the new permissions:

Recruiting > Requisitions > Evaluation questionnaires in requisitions > Add and remove evaluators

Recruiting > Candidates > Evaluation questionnaires in candidate submissions > Add and remove evaluators

Users granted those permissions will see the Add and Remove buttons in the Evaluator section on the

Questionnaire tab



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How to Add Evaluators

1. To add evaluators to a requisition or job

submission, navigate to the Questionnaires tab and

click the Add button in the new Evaluators section



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How to Add Evaluators (contd)

2. Clicking the Add button

opens the evaluator

selection modal

3. Use the Internal

Evaluators list to

search for system

(SmartOrg) users

4. Manually enter the first

name, last name and

email address for

evaluators who are

outside of the system



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How to Send Feedback Requests

Evaluators who have been added to the requisition/job submission will now be available for

selection when sending out questionnaires



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Notes on Permissions



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Permissions and Adding Evaluators

If the user has both permissions or only the requisition level permission, adding an evaluator at the

requisition level attaches them to the requisition and

all associated job submissions

If the user ONLY has the job submission level permission, adding an evaluator at the job submission

level attaches them to only that job submission



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Permissions and Removing Evaluators

If the user has both permissions, the evaluator is removed from the requisition and all job submissions.

Active requests and results remain listed at the job submission level, however the evaluator would need to be

added again to send another request.

If the user ONLY has the requisition permission, the evaluator is removed from the requisition.

All existing/previously created job submissions are not affected.

However, new job submissions created after the evaluator has been removed will not have that evaluator.

If the user ONLY has the job submission permission, the evaluator is removed from that job submission.



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Recommendations for Users



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Important for Users to Note

There is a known API limitation with the Internal User list only returning 100 users. To find a user who is not

displayed in the list, make use of the quick filters.

Even after applying filters, the list will only display the first 100 users (if that many were applicable to the filter applied) or

less.

There is validation in place that will prevent users from entering existing internal/SmartOrg users in the

external user input fields. The user will be directed to

find the evaluator in the SmartOrg list.



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Thank You

Up and Running Tap for Taleo on TEE 13B Oct 2, 2013



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Enabling Mobile Tap Overview

TEE 13B provides support for:

iPhone and iPad

iOS 6.0+

SSO and non SSO

English Only

In 13B, administrators have the ability to enable the mobile setting. Customers no longer are required to file a support ticket in order to enable this capability (as in 13A).

To enable users to access Taleo (Recruiting Center and Performance Management), administrators can follow a few easy steps:

Enable the mobile setting on Tap

Create a User Type/modify an existing User Type/duplicate a User Type and enable this User Type for mobile

Associate user names with this User Type

Distribute address of mobile configuration site to mobile users (e.g. hiring managers):

https://your zone name/mobile

Once the email is received by hiring managers, the hiring managers can quickly get started with Tap by:

Navigating to: https://your zone name/mobile and follow the instructions to:

Download and install Tap

Configure tap



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32 1. Navigate to Configuration section of TEE

2. Select Settings under General Configuration section



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1. Set Refine By drop down to Keyword 2. Type Mobile in the text field and click Refresh 3. Click on Enable Mobile under Settings



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1. On the Enable Mobile settings page, notice that Value is set to No

2. If the Value is set to No, click Edit

3. If the Value is set to Yes, skip to User Type configuration



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1. Under Properties, check the box labeled Value

2. Click Save

3. The Mobile setting will now be enabled for the zone.



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1. Navigate back to the to Configuration section of TEE

2. Select Administration under the SmartOrg section



37 1. Select User Type, under the Users section



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1. Search for a desired User Type that will represent a mobile User Type. This User Type can either be either duplicated (recommended approach) or edited.

2. Once the User Type is located, click Duplicate to duplicate the User Type



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1. Enter a new code in the Code field. E.g. Mobile_Enabled_user_Type

2. Enter a new name in the Name field. E.g. Mobile_Enabled_user_Type

3. Click Save, to save the changes



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1. Expand the Mobile sub-section under the Functional Domains section

2. Click Edit under the Mobile sub-section



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1. Check the Access Mobile property under the Permissions section

2. Click Save



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1. Navigate back to the SmartOrg Administration page

2. Click User Accounts



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1. Search for users that should receive the mobile permission (e.g. users who should be able to use Mobile Tap for Taleo)

2. Click the target username



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1. Click Show on the User Type sub-section

2. Notice that no Mobile Enabled User Type is associated with this user

3. Click Edit under the User Type sub-section



45 1. Click Add to add additional User Types to this user



46

1. Search for the mobile User Type.

2. Set the Refine by drop down to Key Word, and enter in the desired key word

3. Click Refine to search for the Mobile enabled User Type

4. Check the desired User Type

5. Click Select



47 1. Click Save to save the newly added User Type



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1. Notice the newly added Mobile User Type is present under the User Type sub-section for this user

2. This user should now be able to access Tap for Taleo



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Hiring Manager Perspective



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1. Navigate to the Tap URL: https:// your zone.com/mobile, on either you iPad or iPhone

2. Tap the first link Download the mobile application, to be redirected to the Apple App Store where you can download the application



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1. Download the Oracle Tap application for either your iPad or iPhone



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1. Return to the browser, https://your zone/mobile

2. Tap the second link, Configure the mobile application



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1. The user will be redirected to the Tap application that was just downloaded and installed on the iPhone or iPad

2. Click Confirm to confirm the configuration

3. Once you tap Confirm, the Tap application will be configured with the correct URL to access Taleo



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1. Enter TEE username into the Username section

2. Enter users TEE password into the Password section 3. Tap Login, to log into Tap for Taleo



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SSO Support

The Oracle Tap for the Taleo Cloud now supports SSO in TEE 13B. Users can now use the Tap client without any additional configuration to login using SSO. SSO support is automated, no

additional setup is required.

In the case SSO is enabled at your organization, the Tap client opens an embedded browser window and navigates to a login page where you will be able to enter in your credentials. After

successful login, the embedded browser window is closed automatically by Tap client, and the user will be able to use Tap.



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Thank You



57


Recruiting Center :

Additional Auto-progression rules


September 2013

Release 13B



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Overview

Additional possibilities have been added to the Automatic Progression of Candidates

functionality, which makes it possible to automatically

progress candidates based on certain values being

present in their submission.



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How it works

It is now possible to create auto-progression rules based on the value of specific fields

Only fields of specific data types can be used for auto-progression:

Boolean

Text

Number

Single Selection

Multiple Selections



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How it works

These fields can be either Standard fields or user-defined fields

All user-defined fields of a supported data type are available to create auto-progression conditions

For standard fields, a specific list of fields is supported to create auto-progression conditions



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How it works

Standard Fields available for Auto-

progression Personal Information

Accepts Job Posting Notifications

Education Level Last Name Resume

Address (line 1) Email Address Middle Name Schedule Address (line 2) Employee Number Minimum Annual Salary Shift Advance Notice Employee Status Pager Number Social Security Number Anonymous job submission

Fax Number Place of Residence Suffix

Application Medium First Name Preferred Job Travel Cellular Number Home Phone Number Preferred Location Website Address City Internal Candidate Preferred Organization Work Phone Number Cover Letter Job Level Prefix Zip/Postal Code Currency Job Type Primary Number



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How it works


progression Work Conditions Work Experience Education Certifications Currency Achievements City Location Expected Hourly Pay Rate Current Job Education Level

(Achieved) Number/ID

Hours per week willing to work

May we contact the supervisor?

GPA Organization

Hours per week, preferred Name During Employment GPA out of Willing to work on holidays

Supervisor's Email Address

Graduated from High School or GED

Willing to work on weekends

Supervisor's Name Location

Supervisor's Phone Student name while attending the program

Supervisor's Title



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How it works


progression References Contingent Staffing

Other Evaluation Management

Email Address Agency Requisition Number

Prescreening score All requested evaluations have been completed (which can be true or false)

First Name Hourly Rate Paid to the Worker

ACE candidate Questionnaire Average Score

Last Name Sales tax must be charged Background Check Consent Location Staffing Agency Hourly

Rate eSignature complete

Middle Name Worker ID Application State Organization Worker Type Phone Number Relationship Title Type



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How it works

Depending on type of field, different operators are available to create the desired conditions



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How it works

Operators by field type Text Number Boolean

Is Equal to Is True Contains Not equal to Is False Is empty Less than Is not empty Greater than

Less than or equal Greater than or equal

Single Selection Multiple Selections

Equals (allows selecting only one value) Contains (allows selecting multiple values) Not equals (allows selecting only one value) Does not contain (allows selecting multiple values) Included in (allows selecting multiple values) Contains at least one (allows selecting multiple

values) Is empty Is empty



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How it works

Additional operator for composite fields Composite fields, fields for which there can be

multiple instances (fields that are part of the Work experience, Education, Certification and Reference categories) have an additional operator

This operator makes it possible to specify how to evaluate the condition against the multiple instances of the field

The two possible values for this operator are: All values

For the rule to be considered True, the condition must be True for all instances of the composite field. (AND)

At least one value For the rule to be considered True, the condition must be True for

at least one instance of the composite field. (OR)



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How it works

Auto-progression rules evaluation The evaluation of the auto-progression conditions that

have been configured can be triggered by various events: Field value updated by a candidate

Field value updated by a recruiter

Field value updated by an integration script

Field value updated in Transitions, Performance management or Evaluation Management

Candidate being moved in the candidate selection workflow Except for the Revert action, which does not trigger the auto-

progresson rules evaluation, in order to avoid going back immediately to the step-status from which the revert happened. The next time an event triggers the evaluation of the rules, the candidate may be going back to the step-status it was reverted from.



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How it works

Misc. information When the user is opening or closing a candidate file,

auto-progression occurs immediately for this one. In other situations, a task runs every 10 minutes to progress candidates

If candidate fields are modified (not fields related to the submission), auto-progression rules are evaluated for all submissions of this candidate.

Conditions using a Job-specific submission field are only considered for completed submissions. Submissions that are not completed will not be automatically progressed, even if the condition is met.



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The only change visible to Recruiters is that the current step and status of a candidate may be

different after a change in the candidate or

submission information or a progression in the CSW



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No functional impact for candidate



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Administration & Setup

Auto-progression configuration is part of the Candidate Selection Workflow configuration

Recruiting Administration > Candidate Selection Workflow

Select the step containing the

status you want to

automatically progress

candidates to



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Select the status you want to

automatically progress candidates

to



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Select this checkbox to enable auto-progression of

candidates to this status, then click Create

Condition to specify the conditions that must be

met for auto-progression to occur



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In the first dropdown, select

Job-specific submission in

order to access the field-based

conditions



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In the second dropdown, select

either Standard field or

User-defined field

depending on the type of field to

use in the condition



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In the third dropdown, select the

field category. This narrows

down the list of fields displayed

in the fourth dropdown



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In the fourth dropdown, select

the field on which to create the

condition.



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Depending on the data type of

the selected field, an operator

needs to be selects (ex: greater

than for numeric fields). Here, as

it is a boolean field, only the

Is operator is available



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In the last dropdown, select the

value with which to create the

condition.

Depending on the type of

condition being created, this may

be a dropdown, a text box or a

selector



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Example of a condition

on a text field



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on a numeric field



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on a single selection

field



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on a multiple selection

field



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Multiple conditions can be

defined. Either all

conditions must be true

(AND), or at least one of

them (OR)



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Recommended Practices



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System administrators must design and test new auto-progression rules thoroughly as they may lead to

undesired behavior if not used correctly.

For the same reason, it is not recommended to use the auto-progression functionality in order to

automatically reject candidate submissions, it should

only be used to progress candidates in the selection

workflow



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Thank You



91


Recruiting Center

Automatic Posting to Mobile Career

Sections


October 2013

Release 13B



92 92

Overview

Before release 13B, a recruiter wanting to have a job listed on a standard career section (standard CS) as

well as on a mobile career section (mobile CS) had to

remember to select both career sections when

posting. It was also necessary to remember to unpost

from both career sections.

This enhancement automates this process for the user



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How it works Posting and unposting

It is not anymore possible to manually post on mobile career sections linked to standard career sections

(through Recruiting Center and integration)

Requisitions posted on a standard CS will be automatically posted on the linked mobile CS (if there

is one)

Requisitions unposted on a standard CS will be automatically unposted from the linked mobile CS (if

there is one)



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How it works Synchronization Configuration changes can trigger a synchronization of linked

standard and mobile career sections

When linking a mobile CS to a standard CS, all requisitions currently posted on the standard CS will be automatically posted to the mobile CS

When unlinking a mobile CS from a standard CS, all requisitions that are only posted on this standard CS will be automatically unposted from the mobile CS

When a linked mobile CS is activated (because it was inactive before), a synchronization occurs to ensure that the mobile CS has the same postings as the standard one(s)

When migrating a Taleo zone to 13B, a synchronization occurs to ensure that postings having been made manually are removed and that the mobile CS has the same postings as the standard one(s)



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How it works Timing

When posting/unposting a requisition on a standard CS linked to a mobile CS, the job is automatically and immediately posted/unposted on the mobile CS (no delay)

When a synchronization is triggered by a configuration change:

Synchronization is scheduled to start 30 minutes later

When the synchronization begins: All requisitions that are on the mobile CS but not on the standard CS

are unposted from the mobile CS

All requisitions that are on the standard CS but not on the mobile CS are posted on the mobile CS

The time needed to complete the synchronization depends on the volume of requisitions to post and unpost (could take a few hours when linking to a career section with several thousand postings)



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How it works Posting dates

As requisitions are automatically posted, the posting start and end dates are determined by the system.

If the mobile CS is linked to a single standard CS: The start and end dates of the standard CS are used

If the mobile CS is linked to multiple standard CSs and the same requisition is posted on more than one standard CS:

The earliest start date among the standard CSs start dates is used

The latest end date among the standard CSs end dates is used

If the standard CSs have different dates including a gap in the middle (a period where the req is not posted), only the start and end dates from the standard CSs on which the req is currently posted are considered



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How it works Configuration mismatches

If the system is not able to automatically post a requisiton on a linked mobile CS due to a

configuration mismatch with the standard CS:

No warning or error message will be displayed

The posting will just be ignored

Some aspects of the configuration of the linked career sections (standard and mobile) can lead to such

situations:

OLF configurations are not identical

Radius search is enabled on one CS and not on the other (when radius search is enabled, only requisitions with work

locations can be posted)



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Recruiter Perspective Posting

It is not anymore possible to manually post on mobile career sections linked to standard career sections

Linked mobile career sections are not listed anymore when posting a requisition



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Recruiter Perspective History

Linked mobile career sections are completely invisible for Recruiters. Only administrators can see linked

mobile career sections in the configuration area.

Posting/unposting on linked mobile career section is not tracked in the requisitions history



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It is still possible for Recruiters to manually post and unpost requisitions on mobile career sections that are

not linked to a standard career section

As no automatic posting occurs on these career sections, they are still available to be manually posted to (through Recruiting

Center and integration)



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No changes for candidates, they can access and use mobile career sections as before



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In the list of career sections, a new column identifies which career sections are mobile ones:

In the list, there is no distinction betwen mobile career sections that are linked and those that are not



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As before, to link or unlink career sections together, edit the standard CS properties and change the Linked Mobile Career Section property



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Mobile career sections should have the same context settings as the standard career sections they are linked to

As jobs are posted automatically and silently (no UI), different context settings could result in jobs being posted on the standard

career section and not on the mobile one.

If automatic posting is not possible on the mobile career section due to the coverage options, there is no warning, the posting is just

ignored (not posted on the mobile CS)

Pay close attention to the following context settings to ensure they are configured the same in both standard and mobile career

sections:

Job Fields

Location

Organizations

Enable the radius search (which only accepts jobs with work locations)



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Thank You



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0


Onboarding & Transitions

Synchronizing a Zone from

Original Onboarding to Transitions


September 2013

Release 13B



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1 This information is not a commitment to deliver any material, code, or functionality. The development, release, and timing of any features or functionality described remains at the sole discretion of Oracle.

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Sync Onboarding to Transitions: Overview

Current Onboarding customers can upgrade their configurations into Transitions

Get prepared for when customer is ready to launch new candidates into new processes

Saves time and prevents errors vs. recreating processes and forms and UDFs manually

Packaged Service Offering is recommended, though customers could do it self-service



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Sync Onboarding to Transitions: Background

New product Onboarding & Transitions is unified with Recruiting, shares almost all database info,

unified candidate portal Career Section, integrates

with Learn, handles offboarding, etc. etc.

All licensed Onboarding customers can turn on Transitions in 12C and beyond, no new license fees

Customers can start from scratch to define processes

13B Synchronization tool allows copying most of the Onboarding process investment into Transitions

Services can transform the rest, and can optimize overall portals, processes, integrations as needed



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Sync to Transitions: What is it?

Automated copy of most Administrative objects from Onboarding into Transitions within a single zone

Wherever Onboarding had a copy of a field, now Transitions can access and share the real field!

So each object gets transformed to use different tokens:

Before using: Onboarding has lots of processes, tasks, forms, message templates, documents, UDFs

After using: Transitions now gets all the same processes, tasks, forms, message templates, documents, some UDFs

Other UDFs are now shared with Recruiting, no longer duplicated

Some areas are so different that they must be manually revised by consultants and/or Transitions Administrators



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Sync has No Effect on New Hires nor WebTop

Each process starts and ends in its place

Running Onboarding processes are not moved anywhere

Completed new hire Onboarding data is not moved anywhere

After migration, new Transitions processes can be launched

New Transitions processes run and finish in Transitions

Candidates/New Hires/Employees are unaffected

Onboardings tasks still appear in new hires New Hire Portal

New Transitions tasks appear in candidates Career Section

Oversee processes in WebTop vs. Center

Onboarding WebTop oversees all original Onboarding processes

These do not move into the Transitions Center

Transitions Center oversees Transitions processes, when launched



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A Note about Reporting

Onboarding is fully reportable using Business Objects

Transitions will be fully reportable using Oracle Business Intelligence (OBI)

This is coming soon: planned in 13C timeframe, early 2014

Until then:

Transitions shares most candidate data with Recruiting, so BO reporting could be used for any candidate reports

Transitions process progress and task assignee data is not yet reportable until ~13C timeframe,

but Taleo Connect today can export and access this data

Consider syncing processes now, to get ready!



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Administrator: Synchronization Tool

Appears for users with Transitions Admin permissions

Only in zones that have Onboarding activated



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Run the Synchronization Tool

Admin starts the synchronization

Takes approximately an hour

Almost everything from Onboarding is created in Transitions

Admin must make adjustments in Synchronization Report



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Create LUDS / SUDS for Use in Transitions

Admin must choose a cut-off number for Sync tool, for transforming Onboarding UDFs into Recruiting UDFs

Sync creates the right kind of UDS in Recruiting:

Onboarding UDSs w/more selections become Recruiting LUDS

Onboarding UDSs w/fewer selections become Recruiting SUDS



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Every Type of Object Gets Synced

Creates the Transitions-accessible version

User-defined selections

User-defined fields

Images

E-signatures

Documents

Message Templates

Forms

Tasks

Processes and Subprocesses



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Report Shows What Happened

Most things are Missing in Transitions so theyre Added

Most configurations and formatting are identical

Fields are switched to use shared Recruiting or Transitions tokens

If an object having the same code Exists in Transitions, the Onboarding object gets Skipped

In case Transitions Admin has already configured some forms

In case the sync tool has already been run



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Report Shows any Adjustments Needed

Some Onboarding editable fields become read-only

Offer, Req, Department data editable only in Recruiting



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Some pages of forms are left blank in Transitions

Certain fields are obsolete, such as E-Verify from 2008



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Some pages of forms are left blank in Transitions

Some fields become placeholders to be fixed

Onboardings EEO fields are not supported in Recruiting



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Errors are not Self-Service

Rarely, the sync stops running due to an error

Usually Admins cant resolve it: file SR with Support



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Beyond the Synchronization Tool:

Work to be done by Services Package

and/or Transitions Admin



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Creative Consulting Decisions Needed

Product settings must be revisited, if not unified



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Creative Consulting Decisions Needed

Product settings must b

Taleo 13B latest features

Documents

Transcript of Taleo 13B latest features