Taleo Enterprise Taleo Recruiting User Guide

Taleo Enterprise Taleo Recruiting User Guide

Feature Pack 12A May 3, 2012

Confidential Information and Notices

Confidential Information

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

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

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

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

Limited Rights Notice (Dec 2007)

1. These data are submitted with limited rights under Subcontract No. 6896589. These data may be reproduced and used by the Government with the express limitation that they will not, without written permission of the Contractor, be used for purposes of manufacture nor disclosed outside the Government; except that the Government may disclose these data outside the Government for the following purposes, if any; provided that the Government makes such disclosure subject to prohibition against further use and disclosure: None.

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

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

User Guide

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Table of Contents

User Guide

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

Preface Revision History.........................................................................................................................2

Getting Started Login.......................................................................................................................................... 4 Login and Product Access................................................................................................... 4 Welcome Center................................................................................................................... 4 Getting Help...............................................................................................................................6 Online Help........................................................................................................................... 6 Online Clips.......................................................................................................................... 6 Communications Channel.....................................................................................................6 Web Support......................................................................................................................... 7 Tooltip....................................................................................................................................8 Release Notes Message...................................................................................................... 8 Navigation Tools and Page Layout...........................................................................................9 Auxiliary Navigation Bar....................................................................................................... 9 Core Navigation Bar............................................................................................................. 9 Recruiting Center Icons...................................................................................................... 10 Navigation Icons................................................................................................................. 13 Home Page and User Interface Elements......................................................................... 13 Center Stage.......................................................................................................................15 Page Structure.................................................................................................................... 16 Color Theme....................................................................................................................... 17 Selected Item Color............................................................................................................ 17 Expandable and Collapsible Sections in a File.................................................................. 17 Callout................................................................................................................................. 17 Selector and Autosuggest.................................................................................................. 21 Item Requiring Attention Icon............................................................................................. 22

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Personal Preferences.............................................................................................................. 24 My Personal Preferences................................................................................................... 24

Lists and Filters....................................................................................................................... 26 List Usage........................................................................................................................... 26 Actions Available Directly in a List..................................................................................... 28 Column Width in Lists........................................................................................................ 29 Candidate Lists Exceeding 1000 Candidates.....................................................................31 Candidate File Identifier......................................................................................................32 List Format.......................................................................................................................... 33 Quick Filter..........................................................................................................................34 Advanced Filter................................................................................................................... 38 Show Filter.......................................................................................................................... 39

Folders..................................................................................................................................... 40 Folder.................................................................................................................................. 40

Languages............................................................................................................................... 43 Languages...........................................................................................................................43

Attachments............................................................................................................................. 46 Attachment.......................................................................................................................... 46

Basic Concepts........................................................................................................................47 Application Time-out........................................................................................................... 47 Element Status....................................................................................................................47 Concurrent Management.................................................................................................... 47 Contextualization: Organization-Location-Job Field........................................................... 48 Time Zone...........................................................................................................................50 Print Function......................................................................................................................51 History Tracking.................................................................................................................. 51 Rich Text Editor.................................................................................................................. 52

Requisition Management

Requisition List and Requisition File....................................................................................... 54 Requisitions List..................................................................................................................54 Requisition File................................................................................................................... 54

Requisitions..............................................................................................................................56 Creating a Requisition........................................................................................................ 56 Duplicating a Requisition.................................................................................................... 57 Editing a Requisition...........................................................................................................59 Saving a Requisition as a Template.................................................................................. 59 Putting a Requisition on Hold.............................................................................................60 Reactivating an On Hold Requisition................................................................................. 60 Indicating a Requisition was Filled..................................................................................... 60 Reopening a Requisition.................................................................................................... 61 Requesting a Contribution.................................................................................................. 61 Returning my Contribution..................................................................................................61 Adding a Comment in a Requisition.................................................................................. 62 Adding an Attachment to a Requisition..............................................................................62 Removing an Attachment from a Requisition.....................................................................63 Viewing Attachments in a Requisition................................................................................ 63 Printing a Requisition..........................................................................................................63 Cancelling a Requisition..................................................................................................... 63 Reopening a Requisition that Was Cancelled not Filled.................................................... 64 Deleting a Requisition.........................................................................................................64 Selecting the Candidate Selection Workflow for a Requisition...........................................64 Identifying the Requisition's Candidate Selection Workflow...............................................65 Adding a Screening Service to a Requisition.....................................................................65 Reopening a Filled Requisition and Adding Openings.......................................................65 Reopening a Filled Requisition and Cancelling the Hiring................................................. 66 Using the Requisition Automatic Filling Option.................................................................. 66 Previewing Candidates Matching a Requisition................................................................. 67 Request More Information Alert......................................................................................... 70

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Diagnostic Tool and Show Required Fields....................................................................... 71 Requisition Description....................................................................................................... 71 Information on Specific Requisition Fields......................................................................... 72 Requisition Templates............................................................................................................. 73 Requisition Template.......................................................................................................... 73 Creating a Requisition Template........................................................................................ 74 Activating a Requisition Template...................................................................................... 74 Duplicating a Requisition Template....................................................................................74 Editing a Requisition Template...........................................................................................74 Deactivating a Requisition Template..................................................................................75 Deleting a Requisition Template........................................................................................ 75 Requisition Types.................................................................................................................... 76 Requisition/Staffing Type.................................................................................................... 76 Changing the Type of a Requisition Template...................................................................76 Requisition Ownership and Collaboration............................................................................... 77 Requisition Owner...............................................................................................................77 Changing the Ownership of a Requisition..........................................................................77 Collaborator......................................................................................................................... 78 Adding a Collaborator in a Requisition.............................................................................. 78 Deleting a Collaborator in a Requisition.............................................................................78 Adding Frequent Collaborators in a Requisition.................................................................79 Creating a List of Frequent Collaborators.......................................................................... 79 Adding a Collaborator to the Frequent Collaborators List.................................................. 80 Removing a Collaborator from the Frequent Collaborators List......................................... 80 Suggested Users................................................................................................................ 80 Displaying Suggested Users.............................................................................................. 81 Requisition Prescreening.........................................................................................................82 Prescreening....................................................................................................................... 82 Required, Asset, and Weight Criteria.................................................................................82 Adding a Competency to a Requisition..............................................................................86 Removing a Competency from a Requisition.....................................................................86 Applying Competency and Question Model....................................................................... 86 Ordering Competencies in a Requisition............................................................................87 Defining Competency Criteria.............................................................................................87 Adding a Question to a Requisition File............................................................................ 87 Removing a Question from a Requisition File................................................................... 88 Ordering Questions in a Requisition File........................................................................... 88 Defining Question Criteria.................................................................................................. 88 Creating a Question for a Requisition................................................................................ 89 Duplicating a Question for a Requisition............................................................................89 ACE Candidates Recruiting.....................................................................................................90 ACE Recruiting Guidelines................................................................................................. 90 ACE Candidate Alert.......................................................................................................... 91 ACE Candidate Filtering..................................................................................................... 93 Requisition Posting.................................................................................................................. 96 Posting of Requisitions....................................................................................................... 96 Posting a Requisition on a Career Section........................................................................ 96 Unposting a Requisition from a Career Section.................................................................97 Posting a Requisition on a Job Board............................................................................... 97 Unposting a Requisition from a Job Board........................................................................ 98 Unposting a Requisition from all Job Boards.....................................................................98 Updating a Requisition in all Job Boards........................................................................... 98 Posting a Requisition on a Job Board with a Future Start Date.........................................99 Posting a Requisition to Non-Electronic Media.................................................................. 99 Unposting a Requisition from Non-Electronic Media..........................................................99 Requesting Resume Searching........................................................................................ 100 Requesting Sourcing Strategy.......................................................................................... 100 Allowing the Posting of a Requisition...............................................................................100 Preventing the Posting of a Requisition........................................................................... 101 Requisition Posting via a Staffing Agent.......................................................................... 101

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Social Job Invite............................................................................................................... 103 Recruiting Sources................................................................................................................ 105

Sources and Events......................................................................................................... 105 Adding a Source to a Requisition.................................................................................... 105 Removing a Source from a Requisition........................................................................... 105 Creating an Event.............................................................................................................106 Modifying an Event........................................................................................................... 106 Deleting an Event............................................................................................................. 106 Recruiting Reports................................................................................................................. 108 Daily Recruiting Report.....................................................................................................108 Modifying the Daily Recruiting Report..............................................................................108

Candidate Management

Candidate List and Candidate File........................................................................................110 Candidate List................................................................................................................... 110 Candidate File...................................................................................................................110 Candidate Card.................................................................................................................112 Candidate File History...................................................................................................... 113

Candidate Actions..................................................................................................................114 Candidate.......................................................................................................................... 114 Creating a Candidate........................................................................................................115 Editing a Candidate File................................................................................................... 117 Deleting a Candidate File.................................................................................................117 Deleting a Candidate Submission.................................................................................... 117 Printing a Candidate File..................................................................................................118 Unlocking a Candidate Account....................................................................................... 118 Generating a Password for a Candidate Account............................................................118 Changing the Internal/External State of a Candidate.......................................................118 Exporting a Candidate File to SAP.................................................................................. 119 Entering a Grade in a Candidate File.............................................................................. 119 Adding an Attachment to a Candidate File...................................................................... 119 Removing an Attachment from a Candidate File............................................................. 120 Viewing Attachments in a Candidate File........................................................................ 120 Adding a Comment in a Candidate File........................................................................... 120 Modifying a Comment in the Candidate File History Tab.................................................120 Modifying Event Categories in the Candidate File History Tab........................................121 Modifying an Event Date in the Candidate File History Tab............................................ 121 Viewing Candidates who Applied on a Requisition.......................................................... 121 Moving a Candidate to the Next Step..............................................................................122 Moving Several Candidates to the Next Step.................................................................. 123 Moving a Candidate to Any Step..................................................................................... 123 Moving Several Candidates to Any Step......................................................................... 123 Moving Several Candidates to the Hire Step/Status........................................................ 124 Changing the Status of a Candidate................................................................................124 Changing the Status of Several Candidates.................................................................... 124 Changing the Step/Status in One Click............................................................................125 Updating Steps and Statuses for Submissions on Different Requisitions........................ 125 Reverting to the Step/Status Previously Reached........................................................... 126 Candidate Progression Status.......................................................................................... 126

Candidate Duplicate Check...................................................................................................129 Checking for Duplicate Candidates.................................................................................. 129

Candidate File Merge............................................................................................................ 130 Merging Candidate Files...................................................................................................130

Candidate Comparison.......................................................................................................... 133 Comparing Candidate Files.............................................................................................. 133

Candidate Sharing................................................................................................................. 136 Sharing Candidate Files................................................................................................... 136

Candidate Matching to Requisitions......................................................................................138 Matching Candidates to Requisitions............................................................................... 138

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Matching a Candidate to a Requisition............................................................................ 139 Modifying Matching Requisition Criteria........................................................................... 139 Emailing Candidates Matched to a Requisition................................................................140 Candidate Interview............................................................................................................... 141 Candidate Interview.......................................................................................................... 141 Files Attached to an Interview Invitation.......................................................................... 142 Scheduling an Interview................................................................................................... 142 Changing Interview Attendees..........................................................................................143 Changing Interview Information........................................................................................ 143 Adding an Interview to MS Outlook................................................................................. 143 Cancelling an Interview.................................................................................................... 144 Candidate Autopooling.......................................................................................................... 145 Automatic Candidate Pooling........................................................................................... 145 Defining Autopooling Criteria............................................................................................ 146 Activating Autopooling Criteria......................................................................................... 146 Viewing Autopooling Criteria............................................................................................ 147 Viewing the List of Automatically Pooled Candidates...................................................... 147 Matching a Candidate to a Requisition via Autopooling...................................................147 Rejecting a Candidate Selected via Autopooling............................................................. 148 LinkedIn..................................................................................................................................149 LinkedIn Profile Preview................................................................................................... 149 Displaying a Candidate LinkedIn Profile.......................................................................... 150 Merge Form/Fill Out Form.....................................................................................................152 Merge Form...................................................................................................................... 152 Using the Fill Out Form....................................................................................................152 Talent Pools...........................................................................................................................153 Talent Pool........................................................................................................................153 Employee Metrics.................................................................................................................. 154 Employee Metrics............................................................................................................. 154

Offer Management

Offer Step, CSW, Offer Form................................................................................................157 Offer and Candidate Selection Workflow......................................................................... 157 Offer Statuses................................................................................................................... 158 Offer Form........................................................................................................................ 159

Offer Actions - CSW and Offer Step.....................................................................................160 Making an Offer................................................................................................................ 160 Rejecting a Candidate for a Job...................................................................................... 160 Indicating a Candidate Has Declined a Job.....................................................................160

Offer Creation Process - CSW and RSOffer Step................................................................ 162 Creating Offers..................................................................................................................162 Creating an Offer.............................................................................................................. 162 Editing an Offer................................................................................................................ 163 Cancelling an Offer...........................................................................................................163 Extending an Offer in Writing........................................................................................... 163 Extending an Offer Verbally............................................................................................. 164 Sending an Offer.............................................................................................................. 164 Capturing the Candidate Response for an Offer..............................................................165 Cancelling an Accepted Offer...........................................................................................165 Indicating a Candidate has Declined an Accepted Offer..................................................165 Updating the Offer Expiration Date.................................................................................. 166 Specifying if the Offer Start Date is Tentative..................................................................166 Updating the Offer Start Date.......................................................................................... 166 Using the Salary Calculator..............................................................................................167

Management of Other Offer Types....................................................................................... 168 Capturing Candidate Expectations................................................................................... 168 Editing Candidate Expectations........................................................................................168 Capturing Candidate Current Job Terms......................................................................... 168 Editing Candidate Current Job Terms..............................................................................169

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Capturing Competitive Offer Information.......................................................................... 169 Editing Competitive Offer Information.............................................................................. 169 Adding an Attachment to an Offer................................................................................... 169 Removing an Attachment from an Offer.......................................................................... 170

Pipeline Management Pipeline Management............................................................................................................ 172 Using Pipeline Management................................................................................................. 173 Creating a Pipeline Requisition............................................................................................. 175

Candidate Selection Workflows Candidate Selection Workflow.............................................................................................. 177 Candidate Selection Workflow..........................................................................................177 Candidate Selection Workflow Example...........................................................................177 Standard Candidate Selection Workflows........................................................................ 179 Candidate Selection Workflow Step................................................................................. 179 Candidate Selection Workflow Status.............................................................................. 180 Candidate Selection Workflow Action.............................................................................. 182

Approvals Approvals............................................................................................................................... 185 Approval............................................................................................................................ 185 Approval via a BlackBerry................................................................................................ 186 eShare User Approval Acknowledgment..........................................................................186 Approval Request Reminder............................................................................................ 187 Attachments in Approvals.................................................................................................187 Approvers...............................................................................................................................188 Approver............................................................................................................................188 Requisition Approvals............................................................................................................ 190 Approving Your Own Requisition..................................................................................... 190 Requesting the Approval of a Requisition........................................................................190 Approving a Requisition....................................................................................................191 Approving a Requisition via a BlackBerry........................................................................ 191 Resending a Requisition Approval Request.....................................................................191 Requisition Approval Rerouting............................................................................................. 193 Requisition Approval Rerouting After Changes................................................................193 Amending a Requisition Approval Path Created by Another User................................... 194 Requesting an Approval Path Amendment...................................................................... 194 Terminating an Approval Path..........................................................................................194 Offer Approvals......................................................................................................................196 Requesting the Approval of an Offer............................................................................... 196 Approving an Offer........................................................................................................... 196 Approving an Offer via a BlackBerry................................................................................196 Approving an Offer on Behalf of Another Approver......................................................... 197 Modifying an Offer Approval Path Created by a User......................................................197 Terminating the Offer Approval Process.......................................................................... 198 Requesting an Approval Path Amendment...................................................................... 198 Resending an Offer Approval Request............................................................................ 198

Candidate Hiring and Onboarding Candidate Hiring.................................................................................................................... 201 Hiring a Candidate............................................................................................................201 Hiring a Candidate More than Once for the Same Requisition........................................ 201 Recording that a Candidate was Hired............................................................................ 202 Cancelling the Hiring of a Candidate............................................................................... 202 Contingent Hiring................................................................................................................... 203

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